MAINTAIN ASSET COST INFO

Use this alternative menu option to edit, enter additional information for, or view cost data from the fields in the Cost 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 cost 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.

If screen rights are set up so the user can access the Maintain Asset Master Info screen, then that screen and ALL its subtasks are automatically accessible to the user.
If screen rights are NOT set up for the user to access the Maintain Asset Master Info screen, the system administrator can alternately grant or deny rights using the direct menu option on a screen-by-screen basis. In this manner, each user can access only the permissible subtasks in an Asset Master record.

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:

If you have 1,000 or fewer asset records, this table window will be populated with data for all your asset records. You can then use the Subquery button on the toolbar to select a specific subset of records, if desired.
If you have more than 1,000 asset records, Subquery will be invoked by the system and will display in the table window. You will then need to select the records you want to access using the Subquery screen.

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 Purchase Info subtask of the Maintain Asset Master Info screen, regardless of which entry screen methodology you establish for each user.

Note: Other books cost data displays in this screen along with the cost columns applicable to the G/L Book.

If you use the direct menu option to access cost data in this screen, as a matter of convenience, total cost data for all optional books used (books 2-10) displays in columns in this table window and in the Maintain Asset Other Books Info screen.

Cost changes made to any optional book in this screen display in the Maintain Asset Other Books Info screen. Conversely, cost changes made to any optional book in the Maintain Asset Other Books Info screen display in the columns in this screen.

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 an 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.

No columns related to cost are system-required in this table window. Cost information is not required to save an asset record, although no depreciation can be computed if there is no cost data for the record.

Note: You cannot edit the 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 eligible 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, you cannot save edits to the Record Status, Depr Status, and Depr Based On columns in the Maintain Asset Desc Info screen. In addition, you cannot save edits to columns in the Maintain Asset Cost Info, Maintain Asset Account Info, Maintain Asset G/L Book Info, Maintain Asset Other Books Info (if data previously existed), and Maintain Asset Disposal Info (if system-generated) screens.

You should always use caution in the timing of your edits, however, because changes to critical columns that change total cost may produce unexpected results after depreciation is calculated.

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 the Short Desc 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).

A record must be "Depreciable" to be eligible for depreciation calculations.

Quantity

This column displays the optional quantity data entered for this record, if applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info main screen or in this screen.

You can edit this optional column or enter up to 14 numeric characters for the quantity. If the displayed quantity originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

This column serves only as a memo data column and is not used by the system for any calculations.

Unit of Measure

This column displays the optional unit of measure data entered for this record, if applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info main screen or in this screen.

You can edit this optional column or enter up to 10 alphanumeric characters for the unit of measure. If the displayed unit of measure originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

This column serves only as a memo data column and is not used by the system for any calculations.

Price Amt

This column displays the optional unit price amount entered for this record, if applicable. The value in this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info main screen or in this screen.

You can enter or edit the unit price amount in this optional column. If the displayed unit price amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

The system adds the value entered in this column to the value(s) entered in any other cost columns, and displays the results in the G/L Book Total Cost Amt column. Data from the G/L Book Total Cost Amt column (less any applicable salvage value) is used for depreciation calculations for the G/L Book.

Note: Unit Cost, Sales Tax, Shipping/Handling, Transportation, and/or Other Costs associated with an Asset Master record are NOT system-required, because you may want to track property that has no cost basis. The system cannot, however, compute depreciation if the value in the G/L Book Total Cost Amt column is zero. When you first add and save an Asset Master record, the G/L Book Total Cost Amt value for the G/L Book displays as the default total cost for all optional books used (in this screen, in the Other Books Info subtask of the Maintain Asset Master Info screen, and in the Maintain Asset Other Books Info screen). Note that you can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on), if desired.

Sales Tax Amt

This column displays the optional sales tax amount entered for this record, if applicable. The value in this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info screen or in this screen.

You can enter or edit the sales tax amount this optional column. If the displayed sales tax amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Note: Unit Cost, Sales Tax, Shipping/Handling, Transportation, and/or Other Costs associated with an Asset Master record are NOT system-required, because you may want to track property that has no cost basis. The system cannot, however, compute depreciation if the value in the G/L Book Total Cost Amt column is zero. When you first add and save an Asset Master record, the G/L Book Total Cost Amt value for the G/L Book displays as the default total cost for all optional books used (in this screen, in the Other Books Info subtask of the Maintain Asset Master Info screen, and in the Maintain Asset Other Books Info screen). Note that you can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on), if desired.

Shipping/Handling Amt

This column displays the optional shipping/handling amount entered for this record, if applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info screen or in this screen.

You can enter or edit the shipping/handling amount in this optional column. If the displayed shipping/handling amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Note: Unit Cost, Sales Tax, Shipping/Handling, Transportation, and/or Other Costs associated with an Asset Master record are NOT system-required, because you may want to track property that has no cost basis. The system cannot, however, compute depreciation if the value in the G/L Book Total Cost Amt column is equal to zero. When you first add and save an Asset Master record, the G/L Book Total Cost Amt value for the G/L Book displays as the default total cost for all optional books used (in this screen, in the Other Books Info subtask of the Maintain Asset Master Info screen, and in the Maintain Asset Other Books Info screen). Note that you are always permitted to assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on), if desired.

Transportation Amt

This column displays the optional transportation amount entered for this record, if applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info screen or in this screen.

You can enter or edit the transportation amount in this optional column. If the displayed transportation amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Note: Unit Cost, Sales Tax, Shipping/Handling, Transportation, and/or Other Costs associated with an Asset Master record are NOT system-required, because you may wish to track property that has no cost basis. The system cannot, however, compute depreciation if the value in the G/L Book Total Cost Amt column is equal to zero. When you first add and save an Asset Master record, the G/L Book Total Cost Amt value for the G/L Book displays as the default total cost for all optional books utilized (in this screen, in the Other Books Info subtask of the Maintain Asset Master Info screen, and in the Maintain Asset Other Books Info screen). Note that you are always permitted to assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on), if desired.

Other Cost Amt

This column displays the optional other costs amount entered for this record, if applicable. Data for this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info screen or in this screen.

You can enter or edit the other costs amount in this optional column. If the displayed other costs amount originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Note: Unit Cost, Sales Tax, Shipping/Handling, Transportation, and/or Other Costs associated with an Asset Master record are NOT system-required, because you may wish to track property that has no cost basis. The system cannot, however, compute depreciation if the value in the G/L Book Total Cost Amt column is equal to zero. When you first add and save an Asset Master record, the G/L Book Total Cost Amt value for the G/L Book displays as the default total cost for all optional books utilized (in this screen, in the Other Books Info subtask of the Maintain Asset Master Info screen, and in the Maintain Asset Other Books Info screen). Note that you are always permitted to assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on), if desired.

G/L Book Total Cost Amt

This column is not available for user entry.

The system adds the values from each of the cost columns and displays the total in this column. If this column does not display the correct value, you should edit the Price Amt, Sales Tax Amt, Shipping/Handling Amt, Transportation Amt, and/or Other Cost Amt column(s), as appropriate.

You must make all edits to cost for the G/L Book in this screen or in the Cost Info subtask of the Maintain Asset Master Info screen. The value from this column displays in the Total Cost column of the Maintain Asset G/L Book Info screen, where it cannot be edited.

Note: Unit Cost, Sales Tax, Shipping/Handling, Transportation, and/or Other Costs associated with an Asset Master record are NOT system-required, because you may want to track property that has no cost basis. The system cannot, however, compute depreciation if the value in the G/L Book Total Cost Amt column is equal to zero.

If you add, edit, or delete the value in this column, the system displays the following message:

"Do you wish to update the Total Cost of the Other Book(s) whose cost matched the original cost?"

If you select the Yes pushbutton, the G/L Book Total Cost Amt value from this column will be copied to and display as the cost for all applicable optional books. The purpose for this default feature is to save you some data entry effort because, for the majority of users, the G/L Book cost amount is normally identical for the optional books.

Cost changes made to any optional book in this screen display in the Maintain Asset Other Books Info screen. Conversely, cost changes made to any optional book in the Maintain Asset Other Books Info screen display in the columns in this screen.

You can select the No pushbutton, if desired. If you need to assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on) you will need to manually edit the cost for each optional book, as applicable.

Book 2 (or your label) Total Cost Amt

This column displays the optional total cost amount entered for this record, if applicable. The value in this column may have been entered/edited in the Cost Info subtask of the Maintain Asset Master Info screen, in the Maintain Asset Other Books Info screen, or in this screen.

You can enter or edit the total price amount in this optional column. Note that cost changes made to any optional book in this screen display in the Maintain Asset Other Books Info screen. Conversely, cost changes made to any optional book in the Maintain Asset Other Books Info screen display in the columns in this screen.

There is no system requirement that the cost for any optional books used be identical to the cost value used for the G/L Book. You can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on), if desired.

Book 3 (or your label) Total Cost Amt - Book 10 (or your label) Total Cost Amt

Please refer to the documentation for the Book 2 (or your label) Total Cost Amt column.

Table Information

The system stores the Asset Master data displayed in this screen (and in the Cost Info and Other Books Info subtasks of the Maintain Asset Master Info screen) in the ASSET (Asset)and the ASSET_OTHER_BK_DEPR (Asset Other Books) tables.

The system stores the optional book labels, as used, in the FA_BOOK_SETTINGS (Book Settings) table.