MAINTAIN ASSET DESC INFO

Use this alternative menu option to edit, enter additional information for, or view descriptive data from the descriptive fields in the main screen of an established Asset Master record. This screen 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 descriptive 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 from the Asset Master Records menu, 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 access 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 you have more than 1,000 asset records, Subquery will be invoked by the system and will display in the table window. You 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 Maintain Asset Master Info screen, regardless of which entry screen methodology you establish for each user.

Note:  If you use the direct menu option to access data from the Maintain Asset Master Info main screen, data from the Notes subtask displays in the Notes column of this table window and is not available as a specific menu selection.

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 main screen and its subtasks.

The optional Asset Template feature, by which you can set up and import "standard" default data for property that shares common characteristics, is not operational in this screen.

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

New Asset Master records can be added only by using the Maintain Asset Master Info screen and its subtasks. Note that some system-required data fields in an Asset Master record display default values supplied by the system, as follows:

You can edit the initial defaults supplied by the system as desired during initialization using the Maintain Asset Master Info screen and its subtasks.

Once an Asset Master record has been initialized, in many cases you can edit the Record Status, Depr Status, and Depr Based On system default columns in this screen if needed. In some cases, however, edits to a column in this screen will require data entry in another Asset Master screen to which you may not have been granted access. For example, if an asset is currently non-depreciable, although you can change the Depr Status column from "N" to "D" in this screen, the system will also require data entry in the Depr Method Code, Accum Depr Acct Code, and Depr Exp Acct Alloc Code columns (in the Maintain Asset Account Info and Maintain Asset G/L Book Info screens, respectively) before the change to the Depr Status column in this screen can be saved.

Note that the following additional fields are required for data entry before an Asset Master record can be added using the Maintain Asset Master Info screen and its subtasks:

You cannot use this screen to add new asset records. You can enter additional optional data, change existing data as permitted, or delete existing data within the system rules already in place for established Asset Master records.

You should always use caution in the timing of your edits, however, because changes can affect the calculation of depreciation as well as the types of records included in system reports.

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 from 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 system-required asset number assigned to this record when the asset was saved in the Maintain Asset Master Info screen.

Please refer to the documentation for the Asset No field in the Maintain Asset Master Info screen for additional information.

Item No

This non-editable column displays the system-required item number assigned to this record when the asset was saved in the Maintain Asset Master Info screen. Please refer to the documentation for the Item No field in the Maintain Asset Master Info screen for additional information.

Record Status

This column displays the system-required record status assigned to this record when the asset was saved in the Maintain Asset Master Info screen. The value displayed in this column may have been edited in the Maintain Asset Master Info main screen or in this screen.

The options available for this required 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.

If you specify that a record is "I" (Inactive), the system will skip over the record for depreciation calculations and for reports that do not specify the inclusion of inactive records. Rendering a record "Inactive" provides an alternative to deleting the record because you can retain the record for audit purposes and exclude it from reports when you are reconciling your asset record account totals to your General Ledger balances. When you save an inactive record, the system validates that both the current period depreciation and the amount posted values are equal to zero. If either amount is greater than zero (indicating that depreciation was entered or computed for the asset in the current period and/or that there is unposted depreciation), you will not be able to give the record inactive status. Note that you cannot delete an Asset Master record for which a transaction has been posted to the General Ledger. In this circumstance, you can change the record status to "I" (Inactive) to ensure that it will be retained for audit purposes and exclude it from reports when you are reconciling your asset account totals to your General Ledger balances.

When a disposal for an asset record is posted to the General Ledger, the system changes the status for this record to "D" (Disposal). A record with a "D" status will be skipped for depreciation calculations and for reports that do not specify the inclusion of disposal records. (If a record has a "D" (Disposal) status, the Disposal radio button will be selected in the Record Status group box in the Maintain Asset Master Info main screen and the Record Status column in the Maintain Asset Desc Info screen will display "D.")

Although it should rarely be necessary, you can set up an historical asset record that has been disposed of with a "D" (Disposal) status, if desired. If you enter historical data in the Disposal Info subtask of the Maintain Asset Master Info screen, you must also assign a "D" (Disposal) status to the record to successfully save it.

Note:  When you first manually add an historical record with a "D" (Disposal) status, you can edit all fields in the Asset Master record as needed before saving the record for the first time. If the saved "D" record is accessed again, however, the selection options in the Record Status, Depr Status, and Depr Based On columns are disabled. In addition, edits to columns in the Maintain Asset Cost Info, Maintain Asset Account Info, and Maintain Other Books Info screens cannot be saved.

You can enter original data in the Maintain Asset Other Books Info screen for an Asset Master record with a "D" (Disposal) status only when no data has previously been entered and saved. If the Maintain Asset Other Books Info screen already contains saved data, you cannot edit it if the status is changed to "D."

If the Disposal Entry Type column displays "MANUAL" in the Maintain Asset Disposal Info screen, you can change data for an Asset Master record with a "D" (Disposal) status. If the Disposal Entry Type column displays "SYSTEM" in the Maintain Asset Disposal Info screen, you cannot change data for an Asset Master record with a "D" status.

If you have designated a "D" (Disposal) status and have also entered manual data by mistake in the Maintain Asset Disposal Info screen, you can change the status back to "A" (Active) if you first delete all manually entered data from the Maintain Asset Disposal Info screen.

Note:  If an entry already exists in the Maintain Single/Multiple Disposal Transactions screens for this asset record, you cannot change the status to "D" (Disposal). In this circumstance, if you need to assign a "D" status to a record, first delete the entry from the Maintain Single/Multiple Disposal Transactions screen. To preserve the audit trail, you cannot edit this column after a disposal is posted or manually entered.

Template No

This non-editable column displays the latest template number used, if applicable, to import data from the template to the asset record. Please refer to the documentation for the Template No field in the Maintain Asset Master Info screen for additional information.

Tmplt Rev No

This non-editable column displays the latest optional revision number used, if applicable, to import the data from the template to the asset record. Please refer to the documentation for the Rev No field in the Maintain Asset Master Info screen for additional information.

Short Description

This column displays the optional short description entered for this record, if applicable. Data displayed in this column may have been entered/edited in the Maintain Asset Master Info main screen or in this screen.

You can enter or edit up to 30 alphanumeric characters in this optional column. If the displayed short description originated from autocreated data, however, make edits with caution to avoid compromising the integrity of the captured data.

Although this column is not required, and because the data from this column will display in the Description field on many standard system reports, you may want to provide a meaningful asset description.

Long Description

This column displays the optional long description entered for this record, if applicable. Data displayed in this column may have been entered/edited in the Maintain Asset Master Info main screen or in this screen.

You can edit this optional column or enter up to 60 alphanumeric characters.

Additional Description

This column displays the optional additional description entered for this record, if applicable. Data displayed in this column may have been entered/edited in the Maintain Asset Master Info main screen or in this screen.

You can edit this optional column or enter up to 120 alphanumeric characters.

Prop Type

This column displays the system-required property type entered for this record. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen or in this screen.

You can edit this system-required column or enter up to six alphanumeric characters to specify a valid property type for this record. You can also use the Lookup button on the toolbar to view the available property types and select the desired property type for use with this record. Valid property types are set up during initialization in the Property Types screen.

Class Code

This column displays the system-required classification code entered for this record. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen or in this screen.

You can edit this system-required column or enter up to six alphanumeric characters to specify a classification code for this record. You can also use the Lookup button on the toolbar to view the available classification codes and select the desired classification code for use with this record. Valid classification codes are set up during initialization in the Classification Codes screen.

Subclass Code

This column displays the optional subclass code entered for this record. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen or in this screen.

You can edit this system-required column or enter up to six alphanumeric characters to specify a subclass code for this record. You can also use the Lookup button on the toolbar to view the available subclass codes and select the desired subclass code for use with this record. Valid subclass codes are set up during initialization in the Subclass Codes screen.

Depr Status

This column displays the system-required depreciation status assigned to this record. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.

You cannot edit data in this column in this screen because changes to depreciable status may also require changes to data in other screens for which you may not have been granted rights.  Changes to this column must be made in the Maintain Asset Master Info main screen.

Post Disp To G/L

This column displays the status of the Post Disposal to G/L checkbox in the Maintain Asset Master Info main screen.

This checkbox is available only if you have specified that the record is "N" (Non-Depreciable) in the Depr Status column. The default for this checkbox is unchecked.

If you select this checkbox for a non-depreciable asset, a future disposal entry for this record can be posted to the General Ledger. In the case of non-depreciable assets (for example, land), the G/L entry on disposal can consist only of debits and credits, as appropriate, to the Cost and Gain/Loss on Sale of Fixed Assets accounts because there is no accumulated depreciation associated with a non-depreciable asset. You cannot select this checkbox for depreciable assets because disposal entries for depreciable assets on Selected for Posting status in the Maintain Single/Multiple Disposals screens are posted to the General Ledger.

Depr Based On

If the record is depreciable (the Depr Status is "D" (Depreciable), the system displays the system-required basis for depreciation that you assigned in the Maintain Asset Master Info main screen or in this screen.

You cannot edit data in this column in this screen because changes to the basis for depreciation may also require changes to data in other screens for which you may not have been granted rights. You must make changes to this column in the Maintain Asset Master Info main screen.

• For a depreciable asset record for which you have previously selected a Years depreciation basis methodology, the columns available in the Maintain Asset G/L Book Info screen are appropriate to the methodology. Columns not appropriate to the selected methodology for the record, such as Lease Start Date, G/L Book Useful Life, and so on, are not available for use in that screen.

• For a depreciable asset record for which you have previously selected a Units of Usage depreciation basis methodology, the columns available in the Maintain Asset G/L Book Info screen are appropriate to the methodology. Columns not appropriate to the selected methodology for the record, such as Lease Start Date, G/L Book Depr Method, and so on, are not available for use in that screen.

• For a depreciable asset record for which you have previously selected a Lease Pds depreciation basis methodology, the columns available for use in the Maintain Asset G/L Book Info screen are appropriate to the methodology. Columns not appropriate to the selected methodology for the record, such as G/L Book Useful Life, G/L Book Depr Method, and so on, are not available for use in that screen.

Entry User ID

This column displays the ID of the user that originally added the record. You cannot edit this column or make entries in it.

Entry Date/Time

This column displays the date and time that the record was originally added. You cannot edit this column or make entries in it.

Entry Type

The system creates and displays the type of original entry when the record is saved. Both manually added and autocreated entry types are recorded. You cannot edit this column or make entries in it.

• For manually added records, this column displays "MANUAL."

• For autocreated records, this column displays "AUTO-R" if the timing source was "Receipts," "AUTO-P" if the timing source was "Posting," and "AUTO-U" if the row was created using the Line Repeat function in the Edit Autocreation Transactions screen.

Post Seq No

In the event of a system failure during posting, or if an entry for this asset is currently being posted, the entry's posting sequence number will display in this non-editable column. Identical posting sequence numbers are assigned by the system to all entries posted in a particular session.

A sequence number will display in this column for entries 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 save any changes made to other columns in this screen. After the entry has been successfully posted for the asset, the sequence number will no longer display in this column.

Notes

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

You can use the "list box" functionality in this optional column to edit the notes or to enter up to 254 alphanumeric characters of additional information to associate with the asset record. This column uses typical Windows technology and supports word-wrap, scrolling, and so on.

Note:  All columns from this screen are also available in the Maintain Asset Master Info main screen with one exception. The Notes column that displays in this screen is alternately available from the Notes subtask of the Maintain Asset Master Info screen and is not available as a specific menu selection.

Table Information

The system stores the Asset Master data displayed in the Maintain Asset Master Info main screen (and in the Maintain Asset Desc Info screen) in the ASSET (Asset) table.

Lookup in this screen accesses data from the PROPERTY_TYPE (Property Type), FA_CLASSIF_CD (Classification Code), and FA_SUBCLASS_CD (Subclass Code) tables, as applicable.