MAINTAIN ASSET ACCOUNT INFO

Use this alternative menu option to edit, enter additional information for, or view account data from the fields in the Account Info subtask of an established Asset Master record. This data entry option is available only for existing Asset Master records.

With this menu option, users do not automatically have access to data fields in other Asset Master subtasks; such access rights must be granted by the system administrator for each subtask on a screen-by-screen basis.

Note:  You can enter, edit, and view account data for an Asset Master record by accessing the Maintain Asset Master Info screen, which automatically grants access to all the available subtasks. An alternate access route to Asset Master subtasks gives you more flexibility in setting up screen security options for users with different access needs.

When you first bring up this screen, the number of asset records in your database controls the system rules for populating the columns in the table window, as follows:

Although the data displays in columnar form in the table window in this screen, data entry functionality and data rules for each column are identical to those for each corresponding field in the Account Info subtask of the Maintain Asset Master Info screen, regardless of which entry screen methodology you establish for each user.

You cannot use this screen to add new asset records. You can enter additional optional data, change existing data, or delete existing data within the system rules already established for Asset Master record that was originally added using the Maintain Asset Master Info screen and its subtasks.

In this screen, unlike maintenance table windows throughout Costpoint, the line functions in the menu bar (New, Insert, Repeat, Delete, and Undelete) are disabled.

The number of system-required columns in this screen depends on whether the record is depreciable or non-depreciable, as follows:

(You can also optionally designate appropriate project and reference numbers, as applicable.)

Note: You cannot edit columns in this screen after a disposal is posted or manually entered (for the purpose of preserving the audit trail).

When you first manually add an historical record with a Disposal status, you can edit all fields in the Asset Master record as needed, before you save the record for the first time. If you access the saved Disposal record again, however, the selection options in the Record Status, Depr Status, and Depr Based On columns in the Maintain Asset Desc Info screen are disabled. In addition, you cannot save edits to columns in the Maintain Asset Cost Info, Maintain Asset Account Info, and Maintain Other Books Info screens in this circumstance.

You cannot use this screen to add new asset records. You can enter additional optional data, change existing data, or delete existing data within the system rules already established for Asset Master record that was originally added using the Maintain Asset Master Info screen and its subtasks.

Although you can change the information in this screen at any time, use caution in the timing of your edits. Changes to account information can affect postings to the General Ledger as well as the types of records included in system reports that include account number as a selection parameter.

If the displayed account data originated from autocreated data, you should make edits with caution to avoid compromising the integrity of the captured data.

Table Window

Warning:  Technically, in this version of Costpoint, you can use the standard Windows Find and Replace functionalities at any child table window screen (including this screen). You can safely use Find because its sole purpose is to help you locate specified data within the table window.
The Replace function, although powerful when used in the proper circumstances, can also be extremely dangerous. The Replace function will change the specified data when you save the table window and will NOT create an audit trail. In addition, dependent data rules within Costpoint can complicate the Replace functionality.
We recommend that you NEVER use the Replace functionality in this screen because this function is inappropriate for the data contained in this table window. Instead, use the Find and Replace functionality in the Asset Master Info Global Change and/or the Asset User-Defined Info Global Change screens. These screens write and store the change details to an audit table, where they can be accessed via Impromptu. For more information about Find and Replace, please see the Basic Functions documentation.

Asset No

This non-editable column displays the asset number assigned to this record when the asset was saved in the Maintain Asset Master Info screen.

Item No

This non-editable column displays the item number assigned to this record when the asset was saved in the Maintain Asset Master Info screen.

Short Desc

This non-editable column displays the optional short description entered for this record, if applicable.

The Short Desc data may have been entered/edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen. Any edits to this column must be made in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.

Record Status

This non-editable column displays the system-required record status assigned to this record in the Maintain Asset Master Info main screen.

The possible display options for this column are "A" (Active), "I" (Inactive), or "D" (Disposal). The system default is "A"  (Active). A record must be "Active" to be eligible for depreciation calculations.

Depr Status

This non-editable column displays the system-required depreciation status assigned to this record in the Maintain Asset Master Info main screen. The possible display options for this column are "D" (Depreciable) or "N" (Non-Depreciable). The system default is "D" (Depreciable).

Post Disp To G/L

This non-editable column displays the status of this checkbox from your selection in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.  If the checkbox has been previously selected for a non-depreciable asset, this indicates that a future disposal entry for this record can be posted to the General Ledger.

Asset Account

Note:  The asset account combination specifies the General Ledger asset Account, Organization, Project, Reference 1, and Reference 2 numbers linked with the asset record. The Account and Organization are always required; Project, Reference 1, and Reference 2 numbers are always optional. There are no special rules regarding the types of Account/Organization/ Project/Reference 1/Reference 2 combinations that can be used as an asset account.

Asset accounts denote "ownership" and can include balance sheet combinations, expense account combinations (to track items not capitalized), and/or project combinations for property that should be identified with a contract.

A valid asset account combination is system-required in this screen for both depreciable and non-depreciable property. At the minimum, a system-validated Account and Organization must be assigned as the "owner" of each asset record.

Although account combinations for depreciation expense and accumulated depreciation are not necessary for non-depreciable records, asset account combination data is required for ALL records for the purpose of segregating groups of assets. Asset account combination data is frequently used as selection criteria by which you can choose specialized segments from your database records when performing online queries, running standard reports, or designing custom reports using Impromptu.

This column displays the required asset account "ownership" data entered for this record. Data displayed in this column may have been edited in the Account Info subtask of the Maintain Asset Master Info screen or in this screen.

You can edit the displayed data by entering a valid asset account in this system-required column to specify the account "ownership" for this record. You can use Lookup if you need to view the available accounts before selecting the appropriate account. If the displayed account data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Note:  If you enter a project account abbreviation in the Proj Acct Abbrev column, the system will populate this column with the account previously associated with the project account abbreviation.

To use this feature, you must have previously set up optional project account abbreviations codes in the Project Account Groups screen in Costpoint Project set up. For additional information about this feature, please refer to specific documentation for the Project Account Groups screen and Projects Special Topic PJ-18, "Project Account Groups."

When you save this screen, the system will validate that the account is a detail account and that it is active. If the account fails one of these validations, you will need to either make corrections to the account or enter a different account number. (Additional validations regarding the Account/Organization/Project/Reference 1/Reference 2 data, as applicable, will also be performed before the record can be saved. The system will validate that the account is valid for the organization and, if project-required, also valid for the project.)

Asset Organization

This column displays the required asset organization "ownership" data entered for this record. Data displayed in this column may have been edited in the Account Info subtask of the Maintain Asset Master Info screen or in this screen.

You can edit the displayed data by entering a valid asset organization in this system-required column to specify the organization "ownership" for this record. You can use Lookup if you need to view the available organizations before selecting the appropriate organization. If the displayed organization data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

When you save this asset record, the system will validate that the organization is active. If the organization fails this validation, you will need to either make corrections to the organization or enter a different organization. Additional validations regarding the Account/Organization/ Project/Reference 1/Reference 2 data, as applicable, will also be performed before the record can be saved. The system will validate that the organization is valid for use with the account. If the organization is restricted to specific projects, the system will also validate the organization-project relationship.

Asset Project

This column displays the optional asset project "ownership" data entered for this record, if applicable. Data displayed in this column may have been edited in the Account Info subtask of the Maintain Asset Master Info screen or in this screen.

You can edit the displayed data by entering a valid asset project in this optional column to specify the project "ownership" for this record. You can use Lookup if you need to view the available projects before selecting the appropriate project for use with the asset account/org/proj combination. If the displayed project data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

When you save this asset record, the system will validate that the project level is valid and active. If the project fails this validation, you will need to either make corrections to the project or enter a different project. (Additional validations (such as checking that the account-organization combination linked with the project is valid) regarding the Account/Organization/Project/ Reference 1/Reference 2 data, as applicable, may also be performed before the record can be saved.)

Proj Acct Abbrev

This optional column is available if you have previously set up optional project account abbreviations codes in the Project Account Groups screen in Costpoint Project Setup. You can enter up to six alphanumeric characters directly in this column to specify a project account abbreviation or you can use Lookup to display the available selections and choose the desired project account abbreviation.

If you enter a project account abbreviation in this column, the system will populate the Asset Account column with the account previously associated with the project account abbreviation.

(For additional information on the setup and use of project account abbreviations, please refer to specific documentation for the Project Account Groups screen and Projects Special Topic PJ-18, "Project Account Groups.")

Asset Ref 1 (or your label)

If you designated a different label for Reference 1 in the G/L Settings screen in Costpoint General Ledger, your label displays at this column. If you did not set up a different label for Reference 1, Asset Ref 1 displays at this column.

This column displays the optional asset Reference 1 data entered for this record, if applicable. Data displayed in this column may have been edited in the Account Info subtask of the Maintain Asset Master Info screen or in this screen.

You can edit the displayed data by entering a valid asset Reference 1 number in this optional column to specify the Reference 1 "ownership" for this record. You can use Lookup if you need to view the available Reference 1 numbers before selecting the appropriate one for use with the asset account/organization/project combination. If the displayed Reference 1 data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

When you save this asset record, the system will validate the Reference 1 number. If a Reference 1 number fails this validation, you will need to either make corrections to the Reference 1 number or enter a different Reference 1 number.

Asset Ref 2 (or your label)

If you designated a different label for Reference 2 in the G/L Settings screen in Costpoint General Ledger, your label displays at this column. If you did not set up a different label for Reference 2, Asset Ref 2 displays at this column.

This column displays the optional asset Reference 2 "ownership" data entered for this record, if applicable. Data displayed in this column may have been edited in the Account Info subtask of the Maintain Asset Master Info screen or in this screen.

You can edit the displayed data by entering a valid asset Reference 2 number in this optional column to specify the Reference 2 "ownership" for this record. You can use Lookup if you need to view the available Reference 2 numbers before selecting the appropriate one for use with the asset account/organization/project combination. If the displayed Reference 2 data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

When you save this asset record, the system will validate the Reference 2 number. If a Reference 2 number fails this validation, you will need to either make corrections to the Reference 2 number or enter a different Reference 2 number.

Note:  The asset account combination specifies the General Ledger asset Account, Organization, Project, Reference 1, and Reference 2 numbers linked with the asset record. The Account and Organization are always required; Project, Reference 1, and Reference 2 numbers are always optional. There are no special rules regarding the types of Account/Organization/ Project/Reference 1/Reference 2 combinations that can be used as an asset account.

Asset accounts denote "ownership" and can include balance sheet combinations, expense account combinations (to track items not capitalized), and/or project combinations for property that should be identified with a contract. A valid asset account combination is system-required in this screen for both depreciable and non-depreciable property. At the minimum, a system-validated Account and Organization must be assigned as the "owner" of each asset record.

Although account combinations for depreciation expense and accumulated depreciation are not necessary for non-depreciable records, asset account combination data is required for ALL records for the purpose of segregating groups of assets. Asset account combination data is frequently used as selection criteria by which you can choose specialized segments from your database records when performing online queries, running standard reports, or designing custom reports using Impromptu.

Depr Exp Acct Alloc Code

The depreciation expense account allocation code specifies one or more General Ledger account, organization, project, reference 1 and reference 2 numbers to which depreciation expense will be posted for this asset record. Depreciation expense account allocation codes are set up during initialization in the Depr Exp Acct Alloc Codes screen.

This column is required for depreciable assets; for non-depreciable assets, this column will be unavailable for entry or edits.

This column displays the depreciation expense account allocation code entered for this record, if applicable. Data displayed in the Depr Exp Acct Alloc Code column may have been edited in the Account Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Account Info screen.

For depreciable records, you can edit this column or enter up to six alphanumeric characters to specify a depreciation expense account allocation code for this record. You can also use Lookup to select a code. Because postings to the G/L are made to the account(s)/ organization (s)/project(s) represented by the code, use caution when you make edits to this column.

Accum Depr Acct Code

The accumulated depreciation account code specifies the General Ledger account, organization, project, reference 1, and reference 2 numbers to which accumulated depreciation will be posted for this asset record. Accumulated depreciation account codes are set up during initialization in the Accum Depr Acct Codes screen.

This column is required for depreciable assets; for non-depreciable assets, this column will be unavailable for entry or edits.

This column displays the accumulated depreciation account code entered for this record, if applicable. Data displayed in the Accum Depr Acct Code column may have been edited in the Account Info subtask of the Maintain Asset Master Info screen or in this screen.

For depreciable records, you can edit this column or enter up to six alphanumeric characters to specify an accumulated depreciation account code for this record. You can also use Lookup to select the desired code. Because postings to the G/L are made to the account(s) / organization (s) / project (s) represented by the code, use caution when you make edits to this column.

Depr Exp Acct Alloc Code Description

This non-editable column displays the description for the depreciation expense account allocation code from the Depr Exp Acct Alloc Codes screen.

To edit the depreciation expense account allocation code description, you must do so in the Depr Exp Acct Alloc Codes screen.

Accum Depr Acct Code Description

This non-editable column displays the description for the accumulated depreciation account code from the Accum Depr Acct Codes screen.

To edit the accumulated depreciation account code description, you must do so in the Accum Depr Exp Acct Codes screen.

Table Information

The system stores the Asset Master data displayed in this screen (and in the Account Info subtask of the Maintain Asset Master Info screen) in the ASSET (Asset) table.

Lookups in this screen access data from the ACCT (Account), ORG_ACCT (Organization/Account), PROJ (Project), REF_STRUC (Reference Structure), ACCUM_DEPR_ACC (Accumulated Depreciation Account), and DEPR_EXP_ALLOC_CD (Depreciation Expense Account Allocation Code) tables, as applicable.