Use this screen as an alternative to entering disposal records one at a time in the Maintain Single Disposal Transactions screen. This screen automatically displays all data entered in the Maintain Single Disposal Transactions screen in table form, and allows you to enter multiple disposals as new rows. The same table holds and displays all disposal transaction data, regardless of where that data is entered (in the Maintain Single/Multiple Disposal Transactions screens). System processing and posting procedures are identical, regardless of the screen in which you choose to enter data.
Disposals that have been assigned posting sequence numbers — because they are currently being posted or because there was a system failure in the middle of posting — do not display in this table. If you add and try to save a record for a disposal which already exists but which is not currently displayed in the table because it is being posted, the system will display a message informing you that the disposal transaction already exists, and you will not be able to save.
You can also populate rows in this table by running the process for a range of assets from the Create Multiple Disposal Transactions screen.
Because the table displayed in this screen may potentially contain many columns, an optional Edit Form subtask is available. This subtask is almost identical to the Maintain Single Disposal Transactions screen, and you can use it to enter disposals one at a time. You can use it to view, enter, or edit disposal data corresponding to the highlighted row in the table.
As in the Maintain Single Disposal Transactions screen, you can enter disposal information for active depreciable and non-depreciable Asset Master records, including the disposal date, price, description, type, document number, and selection status. If the asset is depreciable, or if the asset is non-depreciable but you have selected the Post Disposal to G/L checkbox in the Maintain Asset Master Info screen or the corresponding checkbox in the Maintain Asset Desc Info screen, the system also requires you to enter a General Ledger account/org combination to which any gain or loss will be posted for the G/L Book.
Note, however, that the gain or loss that displays in this screen is only the expected gain or loss based on the expected disposal price. Regardless of the gain or loss displayed in this screen, the book value amount from the Asset Master record is always posted as the gain or loss.
For a non-depreciable asset for which you have selected the Post Disposal to G/L checkbox in the Maintain Asset Master Info main screen or the corresponding checkbox in the Maintain Asset Desc Info screen, the cost value with the sign reversed is always posted as the gain/loss amount.
When disposals are posted, the system completes the following steps:
For depreciable records and for non-depreciable records for which the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info screen or in the Maintain Asset Master Desc Info, the Fixed Assets Journal is posted to the General Ledger for the G/L Book.
For both depreciable and non-depreciable records (regardless of the status of the Post Disposal to G/L checkbox):
Disposal information and posting data displayed in the Disposal Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Disposal Info screen.
The Asset Master record status is changed by the system from Active to Disposal.
Disposal data is cleared from the Maintain Single/Multiple Disposal Transactions screens.
For depreciable assets only, you can use this screen to enter a depreciation adjustment to the disposal, which will be posted as a separate entry in addition to the disposal entry. Disposals of depreciable assets are always posted for the G/L Book. However, neither disposal entries nor depreciation adjustment entries are ever posted for optional books 2-10, although the disposal data is written back to the Asset Master record and to the FA_DEPR_HS table for these books. (Disposal data is written to the FA_DEPR_HS table for optional books 2-10 during the FA period close process.)
Depreciation adjustment entries are designed to add to or reduce depreciation expense by debiting and crediting depreciation expense and accumulated depreciation. To illustrate the effect of the depreciation adjustment on expected disposal proceeds, the system automatically includes the adjustment in the calculation of gain/loss for display in this screen only. The depreciation adjustment entered in this screen is always posted separately and is never included in the posted gain or loss.
In addition to using this screen to create and edit disposal and depreciation adjustment entries, you can also select previously entered disposal rows for posting or place rows on hold. All selected entries must be posted before closing the current Fixed Assets accounting period. Both the posting and closing processes ignore disposals that have been placed on hold.
When a disposal record is posted, the posting process changes its status from Active to Disposal in the Maintain Asset Master Info screen and in the Maintain Asset Desc Info screen. After posting has taken place, row data for the disposal is cleared from this screen and is written to the Disposal Info subtask of the Maintain Asset Master Info screen and to the Maintain Asset Disposal Info screen, where the historical disposal information can be viewed.
Before you can enter disposal information in this screen, the asset you are disposing of must already exist as an Asset Master record. You can enter disposal data in this screen at any time. In some instances, however, you may want to calculate and post depreciation before posting disposals. Doing so may help you avoid timing and presentation problems related to gain/loss and/or depreciation adjustments.
The posting process for disposals writes data to the General Ledger for the G/L Book for depreciable assets and for non-depreciable assets for which you have selected the Post Disposal to G/L checkbox in the Depr Status group box of the main Maintain Asset Master Info screen. In addition, the posting process writes data (such as description, document number, timing, and so on) to fields in the Disposal Info subtask of the Maintain Asset Master Info screen for both depreciable and non-depreciable assets. Once disposal data is posted, you cannot enter disposal information in this screen for the same Asset Master record. In the very rare instance that you have historical disposal information, you should always enter this data directly in the Disposal Info subtask in the Maintain Asset Master Info screen or in the Maintain Asset Disposal Info screen.
Use this required column to assign a status to the disposal. Selected records (records with "S" status) are eligible for posting, and will be included in the posting and update process. Records on hold (records with "H" status) are automatically excluded from the posting and update process. An "H" defaults into this column when you add a new line. To select a record for posting, enter "S." To put a selected record on hold, enter "H."
Enter the number of the asset for which you are creating the disposal in this required column, or use Lookup to display and select an asset number. You can dispose only of Asset Master records with an Active record status. Because this is a standard Lookup to the ASSET table, you may find that you have selected an asset number that does not meet your other selection criteria.
If the asset/item number combination entered exists and the record is active, the system automatically displays the appropriate data in the Short Description and Depreciable/Non-Depreciable columns. If the record is depreciable, or if the record is non-depreciable and you have selected the Post Disposal to G/L checkbox in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen, and you have set up a default gain/loss acct/org/proj combination in the Fixed Assets Settings screen, the Gain/Loss columns automatically display the defaults.
This required column defaults to "00001." If the default item number is not correct, you can enter another item number or use Lookup to display and select one. The system automatically inserts leading zeros if you enter the number manually; for example, if you enter "5," the item number will display on your screen as "00005." Because this is a standard lookup to the ASSET table, you may find that you have selected an item number from the lookup that does not meet your other selection criteria.
After you enter the item number and tab out of the column, the system validates that both asset and item number exist in combination and that the asset is active. If this is confirmed, the system automatically displays the appropriate data in the Short Description and Depreciable/ Non-Depreciable columns. If the record is depreciable, or if the record is non-depreciable and you have selected the Post Disposal to G/L checkbox in the Maintain Asset Master Info main screen or the Maintain Asset Desc Info screen, and you have set up a default gain/loss acct/org/proj combination in the Fixed Assets Settings screen, the Gain/Loss columns will automatically display these defaults.
The short description from the Maintain Asset Master Info screen or the Maintain Asset Desc Info screen, if entered, displays in this non-editable column. To edit the short description or to add a short description, you must do so in the Maintain Asset Master Info screen or in the Maintain Asset Desc Info screen.
The asset's depreciable record status automatically displays in this non-editable column after you enter the asset/item number combination. Asset Master records are assigned depreciable or non-depreciable status in the Maintain Asset Master Info screen or in the Maintain Asset Desc Info screen.
This non-editable column display applies only to non-depreciable assets. "Y" automatically displays in this column, if you have selected the Post Disposal to G/L checkbox in the Depr Status group box of the Maintain Asset Master Info screen or the corresponding checkbox in the Maintain Asset Desc Info screen. If you have not selected this checkbox, "N" automatically displays in this column.
Enter the desired disposal date in date format in this required column. Today's system date displays automatically in this column as a default. The disposal date is used only to organize report data, and is not used in any system calculations.
During posting, the disposal date from this column will be written back to the Disposal Info subtask of the Maintain Asset Master Info screen and to the Maintain Asset Disposal Info screen.
Enter up to 30 alphanumeric characters in this optional column to provide a description of the disposal. During posting, the system writes the disposal description back to the Disposal Info subtask of the Maintain Asset Master Info screen or to the Maintain Asset Disposal Info screen.
Enter the disposal price in this optional column. The disposal price cannot be negative, and "0.00" automatically displays as the default value. The system uses the disposal price to calculate the gain or loss that displays in this table for each book. When you edit the disposal price, the system recalculates the gain or loss and displays the new value in the Gain/Loss column. During posting, the system writes the disposal price back to the Disposal Info subtask of the Maintain Asset Master Info screen and to the Maintain Asset Disposal Info screen.
Note that the disposal price will be ignored for gain/loss purposes when the entry is posted to the G/L Book, and only the book value for depreciable assets or a negative entry equal to the cost for non-depreciable assets for which the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info screen or in the Maintain Asset Desc Info screen will be posted as the gain/loss amount.
Enter the desired disposal type or use Lookup to select one in this optional column. Disposal type data, although optional, is validated against disposal types set up during initialization or thereafter in the Disposal Types screen from the Costpoint Fixed Assets Controls menu.
During posting, the disposal date from this column, if entered, will automatically display in the Disposal Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Disposal Info screen.
Enter up to 20 alphanumeric characters in this optional column to provide a disposal document number or any other data you want to associate with this disposal. During posting, the system writes this data back to the Disposal Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Disposal Info screen.
If the asset is depreciable or if the asset is non-depreciable and the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen, this is a required column. This column is inactive for non-depreciable records for which the Post Disposal to G/L checkbox is not selected.
If you previously set up a default gain/loss account in the Fixed Assets Settings screen, this column automatically displays the default account. To post the gain or loss on the disposal to a different account, enter the account number in this column or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account that is inappropriate for recording gain/loss data,
As you tab past this column, the system validates that the account is not a summary account and that the account is active.
If the asset is depreciable or if the asset is non-depreciable and the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc screen, this is a required column. This column is inactive for non-depreciable records for which the Post Disposal to G/L checkbox is not selected.
If you previously set up a default gain/loss organization in the Fixed Assets Settings screen, this column automatically displays the default organization. To post the gain or loss on the disposal to a different organization, enter the organization number in this column or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the ORG table, you may find that you have selected an organization that is inappropriate for recording gain/loss data,
As you tab past this column, the system validates that the organization is active. When you save the record, the system validates that the organization is linked to the account.
If you previously set up a default gain/loss project in the Fixed Assets Settings screen, this column automatically displays the default project. If you want to post the gain or loss on the disposal to a different project, enter the project number in this column or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the PROJ table, you may find that you have selected a project that is inappropriate for recording gain/loss data,
This column is optional for both depreciable records and for non-depreciable records for which the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc screen, so you do not need to enter a project number if you are not posting gains or losses to projects. If you do enter a project, however, the system checks that the project is valid for the account and organization.
This column is inactive for non-depreciable records for which the Post Disposal to G/L checkbox is not selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc screen.
If the asset is depreciable or if the asset is non-depreciable and the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc screen, and you previously set up a default gain/loss Reference 1 number in the Fixed Assets Setting screen, this column automatically displays the default reference number. If you designated a different label for Reference 1 in the G/L Settings screen in Costpoint General Ledger, your label automatically displays as the field heading. To designate a reference number other than the default, enter a different reference number or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the REF_STRUC table, you may find that you have selected a reference number that is inappropriate for recording gain/loss data,
This column is optional. If you enter a reference number, however, the system checks that it is valid for the account/organization/project combination.
This column is inactive for non-depreciable records for which the Post Disposal to G/L checkbox is not selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc screen.
If the asset is depreciable or if the asset is non-depreciable and the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc screen, and you previously set up a default gain/loss Reference 2 number in the Fixed Assets Setting screen, this column automatically displays the default reference number. If you designated a different label for Reference 2 in the G/L Settings screen in Costpoint General Ledger, your label automatically displays as the column heading. To designate a reference number other than the default, enter a different reference number or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the REF_STRUC table, you may find that you have selected a reference number that is inappropriate for recording gain/loss data,
This column is optional. If you enter a reference number, however, the system checks that it is valid for the account/organization/project combination.
This column is inactive for non-depreciable records for which the Post Disposal to G/L checkbox is not selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc screen.
This is a non-editable column. The system automatically displays the value(s) from the Total Cost field in the Cost Info and Other Books Info subtasks of the Maintain Asset Master Info screen or the corresponding fields in the Maintain Asset Cost Info screen for the G/L Book and for books 2-10, as applicable.
In addition to the Book 1 (G/L Book) column, which always displays, this screen also automatically displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.
When the disposal for this record is posted for the G/L Book, the system normally posts a credit to the asset acct/org/proj combination for the amount in this column. If there is a negative value in this column, the system will post a debit.
In addition, for depreciable assets, the system normally will post a debit to accumulated depreciation and a debit or credit, as necessary to balance the entry, to the gain or loss. (Gain or loss posted by the system is the result of subtracting accumulated depreciation from cost; the system thus posts net book value as the gain or loss.)
For non-depreciable assets for which the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info screen or in the Maintain Asset Desc screen, the system will normally post a debit to the gain or lost account and a credit to the asset acct/org/proj combination for the cost amount.
See Special Topic FA-4, "Creating and Posting Disposals," for more information on how the system uses cost in its disposal calculations.
(In addition to the Book 1 (G/L Book) column, which always displays, this screen also automatically displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.)
The system automatically displays (for depreciable assets only) the following value(s) in this non-editable column:
For the G/L Book, the system sums the values from the FYTD Depreciation, the Prior FY Depreciation, and the Current Pd Depreciation fields in the G/L Book Info subtask of the Maintain Asset Master Info screen or in the corresponding fields in the Maintain Asset Desc Info screen.
For Books 2-10, the system sums the same fields from the Other Books Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Other Books Info screen.
When the disposal for this record is posted for the G/L Book, the system normally posts a debit to the accumulated depreciation acct/org/proj combination for the amount in this column. If there is a negative value in this column, the system will post a credit. In addition, the system subtracts this value from the cost to determine the amount of gain or loss to post.
See Special Topic FA-4, "Creating and Posting Disposals," for more information on how the system uses accumulated depreciation in its disposal calculations.
In addition to the Book 1 (G/L Book) column, which always displays, this screen also automatically displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.
This is a non-editable column. For depreciable assets, the system automatically calculates gain or loss for display purposes only for each book by subtracting the book value (cost minus accumulated depreciation) from the disposal price and adding or subtracting any depreciation adjustment. The system posts the book value as the gain or loss for the G/L Book and does not use any disposal proceeds for the posting.
The two examples below demonstrate this calculation. The gain/loss amounts arrived at in the examples are for display purposes only, and are not posted to the General Ledger.
Example 1:
|
Cost |
= |
$12,000 |
|
Accum Depr |
= |
6,000 |
|
Depr Adj |
= |
+ 1,000 |
|
Disp Price |
= |
8,000 |
|
Gain/Loss |
= |
8,000 - (12,000 - 6,000) + 1,000 |
|
|
= |
8,000 - 6,000 + 1,000 |
|
Gain |
= |
$3,000 |
Example 2:
|
Cost |
= |
$12,000 |
|
Accum Depr |
= |
6,000 |
|
Depr Adj |
= |
- 1,000 |
|
Disp Price |
= |
2,000 |
|
Gain/Loss |
= |
2,000 - (12,000 - 6,000) - 1,000 |
|
|
= |
2,000 - 6,000 - 1,000 |
|
Loss |
= |
$5,000 (will display on screen as -5,000) |
When the system posts a disposal entry, the disposal price and/or depreciation adjustment is ignored, and only the book value (cost minus accumulated depreciation) is posted as the gain/loss amount. The gain/loss amounts that display in this table window will only be posted to the General Ledger as displayed if you have not entered a disposal price and a depreciation adjustment.
For non-depreciable assets for which the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info screen or in the Maintain Asset Desc screen, the system automatically calculates gain or loss for display purposes only for each book by subtracting the cost from the disposal price. The system posts the cost value with a reversed sign as the gain or loss and does not use any disposal proceeds in the posting.
See Special Topic FA-4, "Creating and Posting Disposals," for more information on how the system calculates and posts gain/loss amounts.
In addition to the Book 1 (G/L Book) column, which always displays, this screen also automatically displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.
The value in this optional column (for depreciable assets only) defaults to "0.00." Enter either a positive or negative value in this column for the amount of the adjustment to depreciation. This column is not available for non-depreciable assets.
A depreciation adjustment is always identified as a separate "DADJ" entry, with debits and credits posted only to depreciation expense and accumulated depreciation accounts, as appropriate. Any depreciation adjustment in this column will, however, be automatically included in the calculation of gain/loss that displays in this table window.
A depreciation adjustment entered in a disposal screen does not automatically have any effect on the gain/loss posted as a result of the disposal. To preserve the audit trail for a depreciation adjustment made in a disposal screen, the depreciation adjustment only debits or credits the depreciation expense and accumulated depreciation accounts, as in a standard depreciation posting. Currently, if you have entered a depreciation adjustment in the Maintain Single/Multiple Disposal Transactions screens, you will need to manually make a final G/L entry to move the balance created in the accumulated depreciation account to the gain/loss account. To "automatically" include an adjustment to depreciation in the posted gain/loss amount, calculate depreciation or manually enter depreciation in the G/L Book Info (Years, Units, Leases) subtasks of the Maintain Asset Master Info screen and post before you enter the disposal in this screen. The adjustment to depreciation will then already be included in the asset's accumulated depreciation, and you will have eliminated the need to create a separate depreciation adjustment entry.
In addition to the Book 1 (G/L Book) column, which always displays, this screen also automatically displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.
In addition to the Book 1 (G/L Book) column, which always displays, this screen also displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.
This is a non-editable column. The system displays the value(s) from the Total Cost field in the Other Books Info subtask of the Maintain Asset Master Info screen or the corresponding field in the Maintain Asset Cost Info screen for this book, as applicable.
Gain or loss will be computed for this asset and disposal data will be retained for this book, but no data will be posted to the General Ledger.
In addition to the Book 1 (G/L Book) column, which always displays, this screen also automatically displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.
This is a non-editable column. The system automatically sums and displays the value(s) from the FYTD Depreciation, the Prior FY Depreciation, and the Current Pd Depreciation fields in the Other Books Info subtask of the Maintain Asset Master Info screen or the corresponding fields in the Maintain Asset Cost Info screen for this book, as applicable.
Gain or loss will be computed for this asset and disposal data will be retained for this book, but no data will be posted to the General Ledger.
In addition to the Book 1 (G/L Book) column, which always displays, this screen also automatically displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.
This is a non-editable column. For depreciable assets, the system automatically calculates gain or loss for each book by subtracting the book value (cost minus accumulated depreciation) from the disposal price and adding or subtracting any depreciation adjustment.
Gain or loss will be computed for this asset and disposal data will be retained for this book, but no data will be posted to the General Ledger.
In addition to the Book 1 (G/L Book) column, which always displays, this screen also automatically displays additional columns for each book that you defined in the Fixed Assets Settings screen, even if there is no cost or accumulated depreciation data for that book.
The value in this optional column (for depreciable assets only) defaults to "0.00. This column is not available for non-depreciable assets.
If you enter a value in this column, it will affect the amount of gain or loss computed by the system. For depreciable assets, the system automatically calculates gain or loss for each book by subtracting the book value (cost minus accumulated depreciation) from the disposal price and adding or subtracting any depreciation adjustment.
Gain or loss will be computed for this asset and disposal data will be retained for this book, but no data will be posted to the General Ledger.
Please refer to the documentation for the Book 2 (or your label) Cost column.
Please refer to the documentation for the Book 2 (or your label) Accum Depr column.
Please refer to the documentation for the Book 2 (or your label) Gain/Loss column.
Please refer to the documentation for the Book 2 (or your label) Depr Adj column.
If a system failure occurs during posting, or if this disposal is currently being posted, the entry's posting sequence number will display in this non-editable column. Identical posting sequence numbers are given to all entries posted in a particular session.
A sequence number displays only for disposals that were unsuccessfully posted or if the system is in the process of posting the entry. If the record has a posting sequence number, you will not be able to edit, delete, or save it in this screen. You cannot view or edit disposals that have been successfully posted using this screen because the data is deleted from this screen when it is written back to the Disposal Info subtask of the Maintain Asset Master Info screen and to the Maintain Asset Disposal Info screen.
Use this pushbutton to view the disposal information on the highlighted row as a form. This subtask displays all information from a single row in the same format as the Maintain Single Disposal Transactions screen.
The FA_DISP_EDIT (Disposal Edit) table stores the results of manual entries made in the Maintain Single/Multiple Disposal Transactions screens, as well as the entries created by running the process from the Create Multiple Disposal Transactions screen.
You can print the data from this table by running the Print Disposal Transactions Edit report using a variety of selection criteria.
Lookups and drop-down boxes, as applicable, access the following tables:
ACCT (Account)
ORG (Organization)
PROJ (Project)
ASSET (Asset)
FA_FY_INFO (Fixed Assets FY Info)
FA_PD_INFO (Fixed Assets Pd Info)
FA_BOOK_SETTINGS (Fixed Assets Book Settings)