Use this alternative menu option to edit, enter additional information for, or view disposal data from the fields in the Disposal 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.
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, the Subquery screen will appear. 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 Disposal 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 records that were 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.
For a system-generated disposal, data is written to the fields in this screen when a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the General Ledger.
For a historical disposal that was not system-generated, you can manually enter the appropriate data during initialization, as needed, to reconcile with the General Ledger. A historical record of this nature should rarely, if ever, be necessary.
You should primarily use this screen to view disposal data for an asset record AFTER the disposal has been posted (or AFTER historical data has been entered during initialization).
Disposal entries for depreciable assets can always be posted to the General Ledger. If you have indicated in the Depr Status group box in the Maintain Asset Master Info screen that the record is Non-Depreciable, you can also select the optional Post Disposal to G/L checkbox to allow a disposal entry for a non-depreciable record to 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 to the Cost and Gain/Loss on Disposal of Fixed Assets accounts because there is no accumulated depreciation associated with a non-depreciable asset.)
You can enter original data in the Other Books Info subtask (or in the Maintain Asset Other Books Info screen) for an asset with a Disposal status only if no data has previously been entered and saved. If saved data for any optional other books exists, the data cannot be edited if the status is changed to Disposal.
Rule of Thumb: If the Disposal Entry Type column in this screen displays "MANUAL," you can change column data for an Asset Master record with a Disposal status. If the Disposal Entry Type group box displays "SYSTEM," you cannot change column data in this screen.
For a disposal record that has been system-generated, you can view the disposal data in this screen after the disposal record entered in the Maintain Single or Multiple Disposal Transactions screens has been posted. In the rare instances when you have historical disposal data to enter during initialization, you can enter data in this screen at any time.
Although you can change many of the information fields in this screen at any time, use extreme caution before you proceed with data edits. Changes to this information for posted disposals, where permitted, will distort the audit trail and make reconciliations with the General Ledger more difficult.
This non-editable column displays the asset number assigned to this record when the asset was saved in the Maintain Asset Master Info screen.
This non-editable column displays the item number assigned to this record when the asset was saved in the Maintain Asset Master Info screen.
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 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.
This non-editable column displays the system-required record status assigned to this record when the asset was saved in the Maintain Asset Master Info main screen. The options available for this display-only 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 "Inactive," the system will skip over this record for depreciation calculations and for reports that do not specify the inclusion of inactive records.
If a record has been disposed of, "D" (Disposal) displays in this column, and your ability to change disposal data is limited.
This non-editable column displays the system-required depreciation status assigned to this record when the asset was saved 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.
If a record is "Depreciable," additional data will be required by the system, including a valid depreciation method and codes for valid G/L depreciation expense and accumulated depreciation account combinations.
If a record is "Non-Depreciable," you cannot access data in the Maintain Asset G/L Book Info and the Maintain Asset Other Books Info screens for those records. (Note that, in many standard system reports, you can specify whether non-depreciable assets should be included among the selected records.)
This column displays the disposal date entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single or Multiple Disposal Transactions screens and subsequently posted.
A disposal date is required in the Maintain Single/Multiple Disposal Transactions screens during data entry. When a disposal is posted, the disposal date from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this column.
Disposal data written back to Asset Master records as a result of postings is considered a "System-Generated" (SYSTEM) disposal, and you cannot edit data in this column.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the disposal date in this required column in date format. Although there is no system validation of the disposal date, note that several system reports and functions use the disposal date as one of the selection parameters. In addition, you may find that the disposal date is an important parameter when using Query or when designing user-specific output with Impromptu. Because there are no system rules regarding the date entered in this column, you may want to develop some internal rules on the relationship of the date to the actual disposal and its consistency with your entries in the Disposal FY, Disposal Period, and Disposal Subpd fields.
When a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the G/L, the current fiscal year of the posting displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the fiscal year that relates to the disposal in this required column. Although there is no system validation of the fiscal year, note that several system reports and functions use the disposal fiscal year as one of the selection parameters. In addition, you may find that the disposal fiscal year is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the disposal fiscal year entered in this field, you may want to develop some internal rules on the relationship of the fiscal year to the actual disposal and its consistency with your entries in the Disposal Date, Disposal Period, and Disposal Subpd fields.
When a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the G/L, the current accounting period of the posting displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the accounting period that relates to the disposal in this required field. Although the system does not validate the disposal accounting period, note that several system reports and functions use the disposal accounting period year as one of the selection parameters. In addition, you may find that the disposal accounting period is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the disposal accounting period entered in this field, you may want to develop some internal rules on the relationship of the accounting period to the actual disposal and its consistency with your entries in the Disposal Date, Disposal FY, and Disposal Subpd fields.
When a disposal entered in the Maintain Single/Multiple Disposal Transactions screens is posted to the G/L, the current accounting subperiod of the posting displays in this field. Disposal data that displays in Asset Master records as a result of G/L postings is treated as a "System-Generated" (SYSTEM) disposal, and you cannot edit the data in this field.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the subperiod that relates to the disposal in this optional field. Although the system does not validate the disposal subperiod, note that several system reports and functions use the disposal subperiod year as one of the selection parameters. In addition, you may find that the disposal subperiod is an important field when using Query or when using Impromptu to design custom reports. Because there are no system rules regarding the disposal subperiod entered in this field, you may want to develop some internal rules on the relationship of the subperiod to the actual disposal and its consistency with your entries in the Disposal Date, Disposal FY, and Disposal Period fields.
This column displays the optional disposal price entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in this screen, or in the Maintain Single/Multiple Disposal Transactions screens and subsequently posted.
The disposal price is not a required field in the Maintain Single/Multiple Disposal Transactions screens during data entry, and a zero disposal price displays as a default. The purpose of this field is to allow you to enter the anticipated sales price, if any, from the disposal.
Disposal data written back to Asset Master records as a result of postings is considered a "System-Generated" (SYSTEM) disposal, and you cannot edit data in this column.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
This column displays the optional disposal description entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in this screen, or in the Maintain Single/Multiple Disposal Transactions screens and subsequently posted.
A disposal description is not a required field in the Maintain Single/Multiple Disposal Transactions screens during data entry, and blanks display as a default.
Disposal data written back to Asset Master records as a result of postings is considered a "System-Generated" (SYSTEM) disposal, and you cannot edit data in this column.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter up to 30 alphanumeric characters to record the disposal description in this optional field.
This column displays the optional disposal type entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in this screen, or in the Maintain Single/Multiple Disposal Transactions screens and subsequently posted.
A disposal type is not a required field in the Maintain Single/Multiple Disposal Transactions screens during data entry, and blanks display by default. Disposal type data, although optional, is validated against disposal types set up in the Disposal Types screen.
Disposal data written back to Asset Master records as a result of postings is considered a "System-Generated" (SYSTEM) disposal, and you cannot edit data in this column.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter up to 6 alphanumeric characters to record the disposal type in this optional field or use Lookup to search for and select one.
This column displays the optional disposal document number (or other data) entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info screen, directly in this screen, or in the Maintain Single/Multiple Disposal Transactions screens and subsequently posted.
Entry of a disposal document number is optional in the Maintain Single/Multiple Disposal Transactions screens, and blanks display by default.
Disposal data written back to Asset Master records as a result of postings is considered a "System-Generated" (SYSTEM) disposal, and you cannot edit data in this column.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter up to 20 alphanumeric characters to record the disposal document number (or other data, as desired) in this optional field.
This non-editable field displays the date and time that disposal data from the Maintain Single/Multiple Disposal Transactions screens was posted to the General Ledger for this Asset Master record, as applicable.
This non-editable field displays the Fixed Assets posting sequence number created by the system when disposal data from the Maintain Single/Multiple Disposal Transactions screens was posted to the General Ledger for this Asset Master record.
This non-editable field displays the user ID that posted the disposal data from the Maintain Single/Multiple Disposal Transactions screens to the General Ledger for this Asset Master record, as applicable.
This non-editable field indicates whether the disposal data that displays in this screen was system-generated data or manually entered. This field displays "SYSTEM" for system-generated data and "MANUAL" for historical data manually entered in this screen. If a record has a status of "Disposal" and it is marked as a system disposal instead of a manual disposal, certain columns are disabled in this screen to prevent further changes to the record.
System-generated data displays in this table window as a result of postings to the General Ledger. The field data originates from the table window in the Maintain Single/Multiple Disposal Transactions screens. You should make certain that data entered in the Maintain Single/Multiple Disposal Transactions screens is accurate before you post selected disposals to the General Ledger.
When you enter disposal data in the Maintain Single/Multiple Disposal Transactions screens, you can also enter a positive or negative value in the Depr Adj Amt column. A depreciation adjustment is an optional, manually entered value that is used by the system in computing the gain or loss on a disposal for each book.
Timing issues often require depreciation adjustment entries. This type of entry is designed to add to or reduce depreciation expense by debiting and crediting depreciation expense and accumulated depreciation, as appropriate. One of the most frequently encountered situations requiring a depreciation adjustment occurs when disposal data is communicated "after-the-fact." If, for example, you learn that an asset was disposed of two months ago, you may want to use the depreciation adjustment to reverse two months of depreciation posted to the General Ledger.
When a disposal is posted, the value(s) in the Depr Adj Amt columns from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this field.
Disposal data written back to Asset Master records as a result of postings is considered a "System-Generated" (SYSTEM) disposal, and you cannot edit data in this column.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the desired value. Although you can modify this value at any time for any book in this subtask, the edit function was designed primarily for use in entering historical disposal data during initialization, and not for altering system-generated data. You should make certain that data entered in the Maintain Single/Multiple Disposal Transactions screens is accurate before you select the record for processing and posting. Edits to the depreciation adjustment in an Asset Master record for posted disposals are strongly discouraged because these changes alter the audit trail upon which the gain or loss on the disposal was calculated.
You make a depreciation adjustment to make up for too little or too much depreciation previously booked, before posting a disposal. Rather than returning to the Asset Master screen to enter and post this type of depreciation adjustment, you can enter a depreciation adjustment directly in the Maintain Single Disposal Transactions screen or the Maintain Multiple Disposal Transactions screen.
Currently, a depreciation adjustment entered in a disposal screen does not have any effect on the gain/loss posted as a result of the disposal. To preserve the audit trail for a depreciation adjustment made in a disposal screen, the depreciation adjustment only debits or credits the depreciation expense and accumulated depreciation accounts, as in a standard depreciation posting. Currently, if you have entered a depreciation adjustment in the Maintain Single/Multiple Disposal Transactions screens, you will need to manually make a final G/L entry to move the balance created in the accumulated depreciation account to the gain/loss account. In a future Costpoint version, you will be able to create and post this last entry during the disposal posting process.
This column displays the optional depreciation adjustment amount on disposal entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen or when the disposal entry was entered or edited in the Maintain Single/Multiple Disposal Transactions screens and subsequently posted. Data displayed in this column may have been edited in the Disposal Info subtask of the Maintain Asset Master Info record, directly in this screen, or in the Maintain Single/Multiple Disposal Transactions screens.
When you enter disposal data in the Maintain Single/Multiple Disposal Transactions screens, you can also enter a positive or negative value in the Book 2 (or your label) Depr Adj Amt column. A depreciation adjustment is an optional, manually entered adjustment to depreciation value that is used by the system to compute the gain or loss on a disposal for each book.
The value(s) in the Book 2 (or your label) Depr Adj Amt column from the Maintain Single/Multiple Disposal Transactions screens is written to and displays in this field subsequent to posting.
Disposal data written back to Asset Master records as a result of postings is considered a "System-Generated" (SYSTEM) disposal, and you cannot edit data in this column.
If no postings are involved and data is entered directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal. In this circumstance, you can edit data in this column.
The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this column for a "Manual" disposal, enter the desired value.
Please refer to the documentation for the Book 2 (or your label) Depr Adj Amt column.
The system stores the Asset Master data displayed in this screen in the ASSET (Asset), ASSET_OTH_BK_DEPR (Asset Other Books), and ASSET_BOOKS_DISP (Asset Disposal Books) tables.