You can use the optional autocreation feature in Costpoint Fixed Assets to automatically create Asset Master records by importing data from Costpoint Purchasing, Receiving, and/or Accounts Payable, thus reducing the need for duplicate data entry in Costpoint Fixed Assets.
If you are licensed for Costpoint Purchasing and Receiving, use this screen to select your preferred default options.
The data in this screen is company-specific and will be available for use only by your company of login. If you have set up multiple companies in Costpoint, you can enter data in this screen for each company only by using the separate company login for each.
You can enter, edit, view, or use data in this screen only for your login company. If you have multiple companies, you cannot view, enter, edit, or use data from this screen for any company other than your company of login.
Autocreation involves the following basic steps:
If you are licensed for Costpoint Purchasing and Receiving:
Select the preferred asset/item numbering configuration from the Default Autocreation Asset Numbering screen.
Select the preferred defaults in the Autocreation Settings for PO/Rcvng Data screen (the screen you are now in).
In the Autocreation Accounts screen, enter the Account/Organization/Project/Reference 1/Reference 2 combination(s) and/or wild card combination(s) for which it is permissible to create Asset Master records. Assign the "R" or "P" timing code to each row to signify whether data should be captured at time of Receipt or at time of A/P Posting.
In the Fixed Assets Settings screen, select the Enable Automatic Numbering for Asset Master Records checkbox and enter the appropriate data in the Last Asset Number field.
(Optional) Enter additional Receiving data (such as tag number, serial number, and so on) as desired in the Additional Receiving Info for Autocreated Fixed Assets subtask (in the Receive Purchase Order and Enter QC Inspections screens of Costpoint Receiving).
(To enable the system to write optional Fixed Assets data entered in this subtask to the Edit Autocreation Transactions screen, you must also enter receipt identification data in the normally optional Rcpt field in the Enter PO Vouchers screen in Costpoint Accounts Payable.)
Run the preliminary autocreation process from the Create Autocreation Transactions screen. During this process, the system collects the appropriate data from the Costpoint Purchasing, Receiving, and/or A/P tables and displays the information in the Edit Autocreation Transactions table window for your review.
Make all necessary edits and enter additional data as desired in the Edit Autocreation Transactions screen. Select or de-select records for processing.
Review the data in summary or detail format at any time by printing the Autocreation Transactions Edit Report.
Execute the final autocreation process from the Process Autocreation Transactions screen. This moves selected and validated rows from the Edit Autocreation Transactions screen and creates the individual Asset Master records. A list of successfully processed transactions automatically prints along with an error list of any transactions rejected because of error conditions.
You can use the selections in this screen (Autocreation Settings for PO/Rcvng Data) to control how data is initially captured (as a default) from Costpoint Purchasing and Receiving during autocreation. The following options are available:
You can automatically populate the City Name, State/Province, Postal Code, and Country fields in the Edit Autocreation Transactions screen with data from the Ship ID in the PO Line fields in both the Receive Purchase Order and Enter QC Inspections screens in Costpoint Receiving and the Edit Autocreation Transactions screen.
You can populate the Price field in the Edit Autocreation Transactions screen with the PO cost or with no cost (for autocreation transactions that capture data at time of receipt rather than at time of posting).
You can populate the Short Description field (30 characters) in the Edit Autocreation Transactions screen with the first 30 characters from the PO Line Desc field (60 characters).
You can populate the Long Description field (60 characters) in the Edit Autocreation Transactions screen with all data from the PO Line Desc field (60 characters).
You should establish your preferences before initiating the optional autocreation process. Although you can change the radio button selections and active checkboxes in this screen at any time, use caution; poor timing can cause unexpected results.
Select this optional checkbox to populate the City Name, State/Province, Postal Code, and Country fields in the Edit Autocreation Transactions screen with data from the Ship ID in the Purchase Order Line. You can always change data in the City Name, State/Province, Postal Code, and Country fields, either in the Edit Autocreation Transactions screen and/or in an Asset Master record, after autocreation has taken place.
The options in this group box apply only to autocreation transactions that capture data at time of receipt rather than at time of posting. (You will have entered an "R" timing code for the designated asset account combination and/or wild cards in the Autocreation Accounts screen.)
The radio button you select becomes the default and determines how cost data in the Price field in the Edit Autocreation Transactions screen is populated from the Purchase Order. You can populate the Price field with the unit cost from the purchase order or with no cost.
Regardless of which radio button you select, you can always change data in the Price field, either in the Edit Autocreation Transactions screen, in the Cost Info subtask of the Maintain Asset Master Info screen and/or directly in the Maintain Asset Cost Info screen after autocreation has taken place.
This radio button is the default option. If you leave this option selected, the system will automatically populate the Price field in the Edit Autocreation Transactions screen with the unit cost from the purchase order line.
If you select this radio button, the system will ignore the unit cost from the Purchase Order line and will automatically populate the Price field in the Edit Autocreation Transactions screen with zero cost.
This option is available because the Purchase Order unit cost may not be the final price paid per unit. Some users prefer to represent this "temporary" cost as zero, rather than to populate the Price field with a potentially incorrect number. There is no system function currently available to automatically update the Price field in an Asset Master record created at time of receipt with the actual unit cost when an invoice is paid. As a result, if you select this radio button as the default, you will need to manually update the Price field in the Cost Info subtask of the Maintain Asset Master Info screen if there are changes after the record has been autocreated.
In this group box, you can select optional checkboxes to control how the F/A Short Desc and Long Desc fields are populated from Purchase Order data.
Regardless of which checkboxes are selected in this group box, you can always change data in the Short Description and/or Long Description fields, either in the Edit Autocreation Transactions screen and/or in the Maintain Asset Master Info screen, after autocreation has taken place.
Select this checkbox to automatically populate the Short Description field in the Edit Autocreation Transactions screen with the first 30 characters of data from the PO Line Desc field. Because the PO Line Desc field can contain up to 60 characters and the Short Description field in the Edit Autocreation Transactions screen and in the Maintain Asset Master Info screen contains a maximum of only 30, the description from the PO Line will be truncated if it contains more than 30 characters.
If you select this checkbox, the system automatically populates the Long Description field in the Edit Autocreation Transactions screen with all data from the PO Line Desc field. The PO Line Desc field and the Long Description field in the Edit Autocreation Transactions screen and in the Maintain Asset Master Info screen can each contain up to 60 characters of alphanumeric data.
The Long Description field never prints in standard Fixed Assets reports. However, it can be printed in user-designed reports using Impromptu.
The AUTOCR_SETTINGS (Autocreation Settings) table stores the radio button and checkbox selections from this screen.