Use this optional screen to enter new maintenance data and view previously entered maintenance history for any property record. Maintenance data for all types of property records can be recorded, including assets purchased by and for your company, property supplied by the government, and property purchased by your company and billed to a government contract. In some cases, detailed maintenance tracking may be a government requirement. In many cases, however, companies maintain maintenance records for their assets for internal control.
In the Tracking Field Labels screen in the Controls menu of Costpoint Fixed Assets, you can optionally define the labels for up to nine user-defined maintenance categories, such as "Type," "Vendor," and so on. (Note that the ninth field is designated as a numeric field in which maintenance costs can be recorded.) Your labels, along with the Date column, display as the column names for the table window in this screen. Use this feature to "customize" the maintenance data that you record for ease in recognition.
You are not required to establish one or more labels for the table columns. If you do not define labels, system default labels (for example, "Maint1," "Maint2," and so on) will display as the column names. You may find, however, that data entry and history review is more meaningful when appropriate labels display.
Although you can set up change the labels in the Tracking Field Labels screen at any time, you may find it more convenient to decide on the label names before you begin to enter data in this screen. To achieve consistency throughout your records, it is preferable that you plan for, and establish as much as possible of, this setup data during your initialization procedures. Note that labels display on a "real-time" basis in that data entered using a different label can only be retrieved with the current label displayed.
The Asset No and Item No for the property are required fields in this screen. In order to enter information in this screen, therefore, you must first establish the property record in the Maintain Asset Master Info screen.
Other tracking functions, such as inventory and transfers, are also available within Costpoint Fixed Assets. Note that you can use each function independently, and there is no system requirement that you add inventory, maintenance, and/or transfer data in a specified sequence.
You can enter and/or edit maintenance data in this screen at any time after you have established the record in the Maintain Asset Master Info screen. You can review maintenance history in this screen at any time.
In this group box, you must enter the asset and item number of the established property record for which you wish to enter new maintenance data or review historical maintenance data.
Enter the asset number for which you want to record new maintenance data in this required field. Because this entry is validated, you must first have added the record in the Maintain Asset Master Info screen.
For a new maintenance record, you can use Lookup to review the asset numbers previously established in the Maintain Asset Master Info screen. To make edits to an existing maintenance record, you will use Query or Find to select the desired record.
For a new maintenance record, you can use Lookup to review the item numbers associated with the asset numbers previously established in the Maintain Asset Master Info screen. To make edits to an existing maintenance record, you will use Query or Find to select the desired record.
This field is not available for user entry. The system displays the short description from the Short Description field of the Maintain Asset Master Info main screen. Edits to this field can only be made in the Maintain Asset Master Info main screen, in the Maintain Asset Desc Info screen, or in the Asset Master Info Global Changes screen, subject to security and configuration constraints. If you did not establish a short description for this record, this field is blank.
In this table window, you can enter, edit, or view maintenance data on a record-by-record basis.
Enter, in date format, the date associated with the maintenance record in this required field. You can enter multiple rows of data associated with the same date because the system records a line sequence number "behind-the-scenes."
If you designated a label for the first field in the Maintenance Labels group box of the Tracking Field Labels screen in the Controls menu of Costpoint Fixed Assets, your label description displays. Note that it is not a system requirement that you establish a label for this field. If you did not set up a label for this field, Maint1 displays as the label for this column in the table window.
For new records, enter up to 20 alphanumeric characters in this optional field.
For existing records, you can edit data that displays in this field or you can add new data to a blank field.
Please refer to the documentation for the Maint1 (or your label) field.
If you designated a label for the ninth field in the Maintenance Labels group box of the Tracking Field Labels screen in the Controls menu of Costpoint Fixed Assets, your label description displays. Note that you are not required to establish a label for this field. If you did not set up a label for this field, Maint Amt displays as the label for this column in the table window.
The first eight user-defined fields in this screen are designated as text-only entries. Note that this field is designated as a numeric field for the purpose of recording and accumulating maintenance costs.
For new records, enter up to 12 integers and two decimals (for example, 999,999,999,999.99) in this optional field.
For existing records, you can edit data that displays in this field or you can add new data to a blank field.
The system stores Maintenance data from this screen in the FA_TRACKING (Tracking) table.
The system stores user-defined maintenance labels, as applicable, in the FA_LABELS (Fixed Assets Labels) table.
Lookup accesses data from the ASSET (Asset) table.