MAINTAIN ASSET G/L BOOK INFO

Use this alternative menu option to edit, enter additional information for, or view G/L Book Info data from the fields in the G/L Book 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; the system administrator must grant such access rights for each subtask on a screen-by-screen basis.

Note:  You can alternatively enter, edit, and view G/L Book Info data for an Asset Master record by accessing the Maintain Asset Master Info screen, which automatically grants access to all 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, the Subquery screen will appear. You will then need to select the records you want to access using the Subquery screen.

Note:  This screen displays data for depreciable assets only within the parameters of your Subquery selection criteria.

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 G/L Book Info subtasks 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.

Information about depreciation and postings to the General Ledger display in this screen once depreciation for a record has begun. For existing property records, you may need to add historical depreciation data in this screen.

In the Maintain Asset Master Info main screen, you were required to assign a depreciation base methodology for each depreciable asset for the G/L Book.  The available options are Years, Units of Usage, or Lease Pds. The system default is Years. For any optional books (2-10) used, the system uses the Years base method in its computations. Units of Usage and Lease Pds base methods are not available for optional books 2-10.

Because each of the three base methods (Years, Units of Usage, Lease Pds) for depreciable assets uses some specific terminology and concepts that are not mutually shared, some columns in this screen are appropriate only to the selected depreciation base methodology associated with the master record, as follows:

• For a depreciable asset record for which you have selected a Years depreciation base methodology, the columns available for use in this screen are appropriate to the methodology. Columns not appropriate to the Years methodology for the record, such as Lease Start Date, Est Units Useful Life, and so on, are not available for use.

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

• For a depreciable asset record for which you have selected a Lease Pds depreciation base methodology, the columns available for use in this screen are appropriate to the methodology. Columns not appropriate to the Lease Pds methodology for the record, such as Est Units Useful Life, G/L Book Depr Method Code, and so on, are not available for use.

Although you can use up to 10 books in Costpoint Fixed Assets, Book 1 always carries the name "G/L Book," and is designated by the system as the Accounting Book. The G/L Book is the ONLY book that interfaces with the General Ledger by means of depreciation posting entries.

There are both system-required and optional columns in this screen, many of which can affect the computation of depreciation.

If an asset is depreciable, you must assign a depreciation method in the G/L Book Depr Method Code column before you can save data edits in this screen. In order to compute depreciation, however (though not required to save data), you must also have data in the G/L Book Depr Start Date column. (For additional information on the role of data columns in this screen regarding depreciation calculations, please refer to the specific documentation for the applicable columns in this screen and Special Topic FA-3, "Calculate Depreciation.")

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). Although you can view the columns in this screen, you cannot save any changes to the data.

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 main screen and its subtasks.

You should enter or edit data in this screen before you calculate depreciation, as applicable. Although you can change information in this screen at any time, use caution in the timing of these edits, which can affect the calculation of depreciation as well as the types of records included in system reports.

Note:  If the Fixed Assets period close process does not complete successfully, Save is disabled for active and disposed assets.

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 Find and Replace 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. You must make any edits to this column 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 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 have previously specified 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.

Depr Based On

This non-editable column displays the system-required basis for depreciation status assigned to this record in the Maintain Asset Master Info main screen. The options available for this display-only column are "Y" (Years), "U" (Units of Usage), or "L" (Lease Pds). The system default is "Y" (Years).

Note that you can choose the basis for depreciation methodology only for the G/L Book. For any optional books (2-10) used, the system uses the "Years" base method in its computations. "Units of Usage" and "Lease Pds" base methods are not available for non-G/L books.

G/L Book Auto Calc

This column displays the status of the checkbox when the asset was saved in the Maintain Asset Master Info screen. The value displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

The system default for this checkbox is checked. You should accept the system default if you want this record to be included in system calculations of depreciation. If you select this checkbox, the system will compute depreciation each period for eligible assets and will display the results in the G/L Book Current Pd Depreciation column in this screen. You can always overwrite the automatic system calculation of depreciation. If this checkbox is selected, the system will also re-set the G/L Book Current Pd Depreciation column back to zero during the Fixed Assets period close process.

Leave this checkbox blank if you want to disable the automatic system calculation of depreciation. In this circumstance, you will need to manually enter the amount of depreciation in the G/L Book Current Pd Depreciation column if you want to post depreciation for this record.

In general, if you need to make a one-time adjustment to current depreciation expense, you should manually override the system calculation in the G/L Book Current Pd Depreciation column rather than change the default for this checkbox. If, however, you want to post a depreciation entry to the General Ledger as a recurring override to system calculations, you should leave this checkbox blank and enter the override amount in the G/L Book Current Pd Depreciation column.

G/L Book Depr Method Code

This column is available only if the value in the Depr Based On column is "Y" (Years). The column is not available if the value is "U" (Units of Usage) or "L" (Lease Pds).

This column displays the required depreciation method code assigned to this record when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

You can edit this required column or enter up to six alphanumeric characters to specify a depreciation method code for this record. Alternately, you can use the drop-down box to select the desired code for use with this record. Valid depreciation method codes are set up during initialization in the Depr Methods - Basic Setup screen.

Because depreciation calculations use the depreciation method code from this column, use caution if you change the depreciation method code for records once they have begun depreciating in the system.

G/L Book Useful Life

This column is available only if the value in the Depr Based On column is "Y" (Years). The column is not available if the value is "U" (Units of Usage) or "L" (Lease Pds).

This column displays the optional useful life assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

You can edit this optional column or enter up to four numeric characters to indicate the useful life for this record. There is no system validation for the data in this column.

The value in this column is for data purposes only and is not used in system calculations. When the system calculates depreciation, the depreciation year and percentage for that year is derived from the depreciation method assigned to the record. For example, if you enter a useful life of five years in this column but your depreciation method uses only three years, the system will not use the value in this column for calculations, but will instead use percentages for three years only, as specified by the depreciation method.

G/L Book Depr Start Date

This column displays the optional G/L book depreciation start date assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

For a new asset record, enter the depreciation start date for this record in date format in this column. Even though data entry in this column is not required, this column is the most important date for depreciable assets, because the system uses this date in the computation of depreciation. Depreciation calculations will not take place if blanks display in this column, or if this date is later than the end of the current accounting period. (The Fixed Assets "current" accounting period is specified in the Posting Settings screen.)

If you anticipate a depreciation start date delay due to installation or calibration requirements, for example, you can enter a future date in this column, if desired. In this circumstance, depreciation calculations will not begin until the future date coincides with your current accounting period. The date in this column must be on or before the end of the current accounting period for depreciation calculations to take place.

For an existing asset record, you can enter or edit data in this column. You should enter the historical date that depreciation began for this record and NOT the date that you began depreciating this record using Costpoint Fixed Assets. Because system calculations use this date to determine whether depreciation computations should take place for each record, use extreme caution if you change the depreciation start date for property records once they have begun depreciating in the system.

The relationship between the data in this column and the values in the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns are critical to the accurate calculation of depreciation for new records in which the Depr Based On is "Y" (Years).

You can use the Verify/Update Depr Computation Data utility to assist you in verifying the relationship of the G/L Book Depr Start Date column to the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns.

Using the value in the G/L Book Depr Start Date column, the system prints a report by asset/item number, by book, that includes a side-by-side comparison of both the current values displayed in the Asset Master record AND the values that the system would have computed for the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns.

Although you can print this report for all selected records, you can also print the report for exceptions only, which may make discrepancies easier to identify. After the report has printed, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns by replacing your data and writing the system-computed values to these columns.

Warning:  Always carefully review and agree with the reported results on a record-by-record basis, using the Verify/Update Depr Computation Data utility, before performing the update process.

You should run this utility to verify (and optionally update) your data after you initialize your historical records and reconcile the detail Asset Account and Accumulated Depreciation Account values with your General Ledger and before you compute depreciation for the first time.

After initialization, you may want to run this utility on a regular basis each period as part of your company's standard procedures, to confirm that your period additions have been initialized correctly.

For additional information about this feature, please refer to the documentation for the Verify/Update Depr Computation Data utility.

During initialization, to ensure consistency of data, you may want to develop some internal rules on the use of this column.

When you enter data for new records or for historical records during the initialization process, there are no system restrictions regarding the appropriateness and/or accuracy of the start date. Because of the important relationship between the start date and the data in the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns, however, in most cases you should enter the date at which depreciation originally began for this record.

Note:  There are two ways to populate the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns for NEW records:

• You can manually enter this data at the same time you enter data for other Asset Master columns. For this method, you need to be very careful that your entries are correct and "in sync" with the G/L Book Depr Start Date column.

• You can leave these columns blank when you initialize the Asset Master record. When you compute depreciation for the first time, the system will compute and insert the correct values for these columns, based on the data in the G/L Book Depr Start Date column.

Because manually entered data in the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns is especially prone to user error and misinterpretation, you can use the Verify/Update Depr Computation Data screen to assist you in verifying the relationship of these two data columns with the G/L Book Depr Start Date column. You can access the Verify/Update Depr Computation Data screen from the Utilities menu. You can run it for any range of asset/item numbers.

For additional information about this feature, please refer to the documentation for the Verify/Update Depr Computation Data utility.

Note:  Regardless of the Date of Purchase or Fiscal Year basis assigned to any depreciation method, to ensure the accurate calculation of depreciation, you must set up all FY/Pd data in Costpoint Fixed Assets for the current fiscal year and two future fiscal years. Use the Maintain FA Fiscal Years and Maintain FA Accounting Periods screens to manually enter this data or use the Update FA FY/Pd Info from GL FY/Pd Info screen to copy existing GL data into Costpoint Fixed Assets. It is imperative that you set up this data as part of your initialization procedures before you compute depreciation for the first time.

G/L Book In-Srvc Date

This column is editable only if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage). The column is non-editable if the value is  "L" (Lease Pds).

This column displays the optional G/L book in-service date assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtasks of the Maintain Asset Master Info screen or in this screen.

You can enter or edit the in-service date for this record in date format in this column. The value in this column is for data purposes only and is not used in system calculations. (When the system calculates depreciation, the system checks only the date from the G/L Book Depr Start Date column.) The optional date in this column can be an historical, current, or future date.

G/L Book Curr Depr Yr

This column is available only if the value in the Depr Based On column is "Y" (Years). The column is non-editable if the value is "U" (Units of Usage) or "L" (Lease Pds).

This column, along with data in the G/L Book Days/Pds Remaining and G/L Book Depr Start Date column, plays an integral role in the system calculation of depreciation. The value in this column signifies which depreciation year of the asset's useful life is current. As a result of this data, the system can use the appropriate percentage for the current year of life from the depreciation method linked with this record. (Years of useful life and percentages for each year are set up in the Depr Methods - Basic Setup screen.)

This column displays the optional G/L book current depreciation year assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen (or when depreciation was first computed). Data displayed in the G/L Book Curr Depr Yr column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

For a new asset record, blanks normally display in this column as a default. You can leave this column blank, if desired because the system will insert "1" in this column for a new blank record the first time that depreciation is calculated for this asset. Alternately, you can manually enter the depreciation year (which should be "1" for a new record), if desired. If you enter a value in this column, however, you must also enter a value in the G/L Book Days/Pds Remaining column, or you will not be able to save the asset record.

This column must be blank for the system to populate it with a "1" the first time that depreciation is calculated for this record. If you have entered any number in this column, the system will not replace your entry during depreciation calculations. Although this column is not required, if you have overwritten the system-populated value in this column with blanks, system calculations cannot take place. The reason for this is that the system cannot find the appropriate percentage to use from the Depr Methods - Basic Setup screen if the current depreciation year is not specified.

During the initialization of your historical records, you will need to enter the correct current depreciation year for each asset. If, for example, you have an asset for which you have defined a depreciation method with a useful life of five years (the Depr Methods - Basic Setup screen), you should enter the current year of that life (for example, "1," "2," "3," "4," or "5"). In this way, the proper depreciation percentage for the current depreciation year can be used during system calculations.

For both new and historical records, once this column is initialized, the system increases the value in this column when required during the appropriate Fixed Assets period close process. The current year increments during the closing process if there are additional years of useful life remaining for the record, and the G/L Book Days/Pds Remaining column displays a "1" (for assets using period-based depreciation) or if the number of days remaining is less than or equal to the number of days in the Fixed Assets period being closed (for assets using a Date of Purchase basis with depreciation calculated based on the number of days owned). At the same time, the value in the G/L Book Days/Pds Remaining column will also change appropriately.

For an existing asset record, you can edit data that displays in this column, if needed. Because system calculations use this data to determine if and the manner in which depreciation computations should take place for each record, use extreme caution if you change the current depreciation year for property records once they have begun depreciating in the system.

Note:  Because manually entered data in the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns is especially prone to user error and misinterpretation, you can use the Verify/Update Depr Computation Data screen to assist you in verifying the relationship of these two data columns with the G/L Book Depr Start Date column. You can access the Verify/Update Depr Computation Data screen in the Utilities menu. You can run it for any range of asset/item numbers.

The utility produces a report, based on the depreciation start date, which shows a side-by-side comparison of both the current values displayed in the Asset Master and the system-computed values for the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns. You can print the report for all selected records or for exceptions only, which makes discrepancies easier to identify.

After printing the report, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns by replacing the existing data with the system-computed values. If you do not apply the system-computed values to your data, you may need to manually adjust some values in the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns (or, in some cases, the G/L Book Depr Start Date column) to ensure the accuracy of depreciation calculations.

Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process as a matter of routine unless you agree with the system data changes that will take place in each Asset Master record.

Please refer to documentation for the Verify/Update Depr Computation Data screen.

G/L Book Days/Pds Remaining

This column is available only for user entry or edits if the value in the Depr Based On column is "Y" (Years). The column is non-editable if the value is "U" (Units of Usage) or "L" (Lease Pds).

This column, along with the G/L Book Curr Depr Yr and G/L Book Depr Start Date columns, plays an integral role in the system calculation of depreciation. The value in this column indicates the number of days or periods remaining in the current depreciation year of the asset's useful life. (Years of useful life and percentages for each year are set up in the Depr Methods - Basic Setup screen.)

This column displays the optional G/L book number of days/periods remaining assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen (or when depreciation was first computed). Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

For a new asset record, blanks display in this column as a default. You can leave this column blank, if desired because the system will insert the correct value in this column for a new blank record the first time that depreciation is calculated for this asset. Alternately, you can manually enter the days or periods remaining in this column. If you enter a value in this column, however, you must also enter a value in the G/L Book Cur Depr Yr column, or you will not be able to save the asset record. The value in this column will depend on the Date of Purchase or Fiscal Year basis assigned to the depreciation method for this asset.

• If you have linked a Date of Purchase basis for depreciation method with this record, the value in this column should reflect the number of days or periods remaining in the current purchase year, depending on the option you selected in the System-Wide Configuration for DP Basis Depr Methods group box in the Fixed Assets Settings screen.

• If you have linked a Fiscal Year basis for depreciation method with this record, the value in this column should reflect the number of periods remaining in the current fiscal year. The number of periods remaining cannot be more than 18.

This column must be blank for the system to populate it the first time that depreciation is calculated for this record. If you have entered any number in this column, the system will not replace your entry during depreciation calculations. Although this column is not required, if you have overwritten the system-populated value in this column with blanks, system calculations cannot take place. The reason for this is that the system cannot depreciate correctly for the current period if the G/L Book Days/Pds Remaining column is not specified.

During the initialization of your historical records, you will need to enter the correct days/periods remaining for each asset, as applicable.

For both new and historical records, once this column is initialized, the system changes this value, as required, during the Fixed Assets period close process. The current year increments during the closing process if there are additional years of useful life remaining for the record, and the G/L Book Days/Pds Remaining column displays a "1" (for assets using period-based depreciation) or if the number of days remaining is less than or equal to the number of days in the Fixed Assets period being closed (for assets using a Date of Purchase basis with depreciation calculated based on the number of days owned). At the same time, when the value in the current year increases, the value in the G/L Book Days/Pds Remaining column will also change appropriately for the basis used (Date of Purchase or Fiscal Year).

For an existing asset record, you can edit data that displays in this column, if needed. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use extreme caution if you change data in this column for property records once they have begun depreciating in the system.

Note:  Because manually entered data in the G/L Book Curr Depr Yr and G/L Book Days/Pds Remaining columns is especially prone to user error and misinterpretation, you can use the Verify/Update Depr Computation Data screen to assist you in verifying the relationship of these two data columns with the G/L Book Depr Start Date column. You can access this screen in the Utilities menu. Please refer to the documentation for the Verify/Update Depr Computation Data screen.

G/L Book Amt Taken Purchase YTD

This column is available only for user entry or edits if the value in the Depr Based On column is "Y" (Years). The column is not available for user entry if the value is "U" (Units of Usage) or "L" (Lease Pds).

This column, along with data in the G/L Book Curr Depr Yr and the G/L Book Days/Pds Remaining columns, plays an integral role in the system calculation of depreciation for methods using the Date of Purchase basis.

This column displays the optional G/L book amount taken purchase YTD assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

This column is available only for depreciation methods that use the Date of Purchase basis. (You must select a Date of Purchase or Fiscal Year basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)

• If the method from the G/L Book Depr Method Code column in this screen references a method that uses a Date of Purchase basis, this column is available.

• If the method from the G/L Book Depr Method Code column in this screen references a method that uses a Fiscal Year, this column is not available.

For a new asset record, no data should display in this column. You should leave this column blank for a new record because the system will increase (or possibly decrease) the value in this column by the amount of depreciation posted each time the current Fixed Assets period is closed.

The value in this column will be different from the value in the G/L Book FYTD Depreciation column except when the date of purchase coincides with the start of your fiscal year. The G/L Book Amt Taken Purchase YTD column displays purchase year data, while the G/L Book FYTD Depreciation column displays fiscal year data.

During the initialization of your historical records, for records linked to depreciation methods that use the Date of Purchase basis for depreciation, you should enter the correct value in this column for the current purchase year of the asset. Please refer to Special Topic FA-3, "Calculate Depreciation," for additional information on how to correctly initialize this column.

For both new and historical records, the system will change the value in this column by the amount of depreciation posted when the current accounting period is closed.

For an existing asset record, you can edit data that displays in this column, if needed. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use caution if you change data in this column for property records once they have begun depreciating in the system.

G/L Book Total Cost

This non-editable column displays the optional G/L book cost amount assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in the G/L Book Total Cost column may have been edited in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen.

If you need to edit the cost, do so in the original entry screen (the Cost Info subtask of the Maintain Asset Master Info screen or directly in the Maintain Asset Cost Info screen). Because system depreciation calculations use this data, use caution if you change the cost for a record once it has begun depreciating in the system. Occasionally, additional asset costs are incurred after depreciation has been posted for a record (such as in additional shipping costs, and so on). Alternately, returns may result in the reduction of cost after depreciation has been posted for the record.

One way to record cost changes might be to adjust the appropriate cost field(s) in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen. The disadvantages to this approach are the lack of a clear audit trail and the fact that depreciation expense may not be correctly stated until the depreciation year is complete. To compensate for these disadvantages, you could add notes to create an audit trail, or create the correct "catch-up" depreciation adjustment with a manually entered depreciation expense to be posted. (If you have set the System-Wide Configuration for Depreciation Calculations group box in the Fixed Assets Settings screen to Added to current period amount, the system will catch up depreciation under this condition, as long as the "catch-up" period of time is within the same fiscal or purchase depreciation year.)

Another solution might be to add an additional item for the same asset number with the cost equal to the positive or negative cost adjustment. When you use this technique, the audit trail is clearly preserved. In this situation, the asset will consist of more than one item number, which may or may not be considered a disadvantage.

The manner in which you deal with a "change-in-cost" issue depends on your company policies; it is important only that you handle these changes consistently.

G/L Book Salvage Percent

This column is available only if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage). The column is non-editable if the value is "L" (Lease Pds).

This column displays the optional G/L book salvage percent assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

For a new asset record, as applicable, enter the salvage value percentage rate to be used in the calculation of salvage and depreciable value in this optional column. You can enter up to three integers and four decimal places in this column.

The G/L Book Salvage Percent and the G/L Book Salvage Value columns are reciprocal; the entry in one column calculates and displays the data in the other column. If you enter a salvage value percentage in this column, note that the system computes and displays the equivalent salvage value in the G/L Book Salvage Value column. Alternately, if you do not enter a percentage in this column but instead enter a salvage value amount directly in the G/L Book Salvage Value column, the system will compute and display the equivalent salvage value percentage in this column.

Data from the G/L Book Salvage Value column is subtracted from the G/L Book Total Cost column and the result is displayed in the G/L Book Amt to Depreciate column, which in turn affects the amount of depreciation calculated by the system. In an over-simplified example, if an asset's cost is $10,000 and its salvage value is 5%, then the amount to depreciate is $9,500 and the system will not permit depreciation in excess of $9,500 for this asset. Do not enter a value in the G/L Book Salvage Percent or G/L Book Salvage Value columns for salvage unless this is the point at which you want the system to stop depreciation.

For both new and existing asset records, you can edit the value that displays in this column. Because system calculations use this data to determine the manner in which depreciation computations should take place for each record, use caution if you change this column for property records once they have begun depreciating in the system.

Note:  If you selected the Subtract Salvage Value Before Calculation checkbox in the Depr Methods - Basic Setup screen (the checkbox is selected by default), the system will subtract the salvage value from the cost of the asset before performing depreciation calculations. If this checkbox is not selected, the system will ignore salvage value from the G/L Book Salvage Value column when computing depreciation.

Refer to the specific examples below, each of which illustrates a different way to handle salvage value relative to the computation of depreciation based on years:

Example 1

This example illustrates the setup where salvage value is subtracted before depreciation calculations. This is the most common methodology for computing depreciation when there is salvage value assigned to an asset.

Asset Master Record:

Depr Method: SL5 (Straight-Line Method over 5 years)

Total % to Depreciate = 100%

Subtract Salvage Value Before Calculation = Checked for depreciation method "SL5."

For this example, the system subtracted the salvage value from the asset's total cost to determine the amount to depreciate ($10,000 - $1,000 = $9,000). Note that the residual amount is spread uniformly across all years of useful life ($200 per year for 5 years).

The amount to depreciate is multiplied by the depreciation percentage for the appropriate year of life to determine annual depreciation.

Example 2

This example illustrates the setup for the condition in which salvage value is not subtracted before depreciation calculations.

Asset Master Record:

Depr Method: SL5 (Straight-Line Method over 5 years)

Total % to Depreciate = 100%

Subtract Salvage Value Before Calculation = Unchecked for depreciation method "SL5."

For this example, the system ignored the salvage value from the asset's total cost in determining the amount to depreciate (10,000 - 0 = 10,000). The amount to depreciate is multiplied by the depreciation percentage for the appropriate year of life to determine annual depreciation.

Example 3

This example illustrates the only method available that will recognize the residual (salvage) amount in the last year of useful life. Note that only 90% of the asset was set up for depreciation when the depreciation method was defined.

Asset Master Record:

Depr Method: SL5 (Straight-Line Method over 5 years)

Total % to Depreciate = 90%

Subtract Salvage Value Before Calculation = Unchecked for depreciation method "SL5."

G/L Book Salvage Value

This column is available only if the value in the Depr Based On column is "Y" (Years) or "U" (Units of Usage). The column is non-editable if the value is "L" (Lease Pds).

This column displays the optional G/L book salvage value amount assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or in this screen.

Salvage value represents the expectation of value upon the retirement of the asset. It is computed as the salvage value percentage multiplied by the asset's total cost.

For a new asset record, as applicable, enter the salvage value to be used in the calculation of depreciation in this optional column. You can enter up to 12 integers and two decimal places (999,999,999,999.99) in this column.

The G/L Book Salvage Value column and the G/L Book Salvage Percent columns are reciprocal; entry in one column calculates and displays the data in the other column. If you enter a salvage value in this column, note that the system computes and displays the equivalent salvage value percentage in the G/L Book Salvage Percent column. Alternately, if you do not enter a value in this column but instead enter a salvage value percentage directly in the G/L Book Salvage Percent column, the system will compute and display the equivalent salvage value in this column.

Salvage value is subtracted from the value in the G/L Book Total Cost column, and the result displays in the G/L Book Amt to Depreciate column, which in turn affects the amount of depreciation calculated by the system. In an over-simplified example, if an asset's cost is $10,000 and its salvage value is 5%, then the amount to depreciate is $9,500 and the system will not permit depreciation in excess of $9,500 for this asset. Do not enter a value in the G/L Book Salvage Value or G/L Book Salvage Percent columns for salvage unless this is the point at which you want the system to stop depreciation.

For both new and existing asset records, you can edit the value that displays in this column. Because system calculations use this data to determine the manner in which depreciation computations should take place for each record, use caution if you change this column for property records once they have begun depreciating in the system. For more information on salvage calculations, please refer to the examples of salvage value calculations illustrated in the G/L Book Salvage Percent section above.

Note:  If you selected the Subtract Salvage Value Before Calculation checkbox in the Depr Methods - Basic Setup screen (the checkbox is selected by default), the system will subtract the salvage value from the cost of the asset before performing depreciation calculations. If this checkbox is not selected, the system will ignore salvage value from the G/L Book Salvage Value column when computing depreciation.

G/L Book Amt to Depreciate

You cannot edit this column or make entries in it.

The system computes and displays an amount equal to the total cost of the asset less any salvage value from the G/L Book Salvage Value column. Be certain to confirm the data in the G/L Book Salvage Percent and G/L Book Salvage Value column because the salvage value amount is used directly by the system to compute the value in the G/L Book Amt to Depreciate column.

The system will not allow depreciation in an amount greater than the value that displays in this column.

G/L Book FYTD Depreciation

This column, along with data in the G/L Book Curr Depr Yr and the G/L Book Days/Pds Remaining columns, plays an integral role in the system calculation of depreciation for methods using the Fiscal Year basis. (You must select a Date of Purchase or Fiscal Year basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)

This column displays the G/L book depreciation amount posted cumulatively for the current fiscal year entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or directly in this screen.

For a new asset record, no data should display in this column because there has been no fiscal year activity. You should leave this column blank for a new record because the system will increment (or possibly decrement) the value in this column by the amount of depreciation posted each time the current Fixed Assets period is closed. The value in this column should always be equal to the posted depreciation expense for the current fiscal year, exclusive of the value in the G/L Book Current Pd Depreciation column.

The value in this column will be different from the value in the G/L Book Amt Taken Purchase YTD column except when the date of purchase coincides with the start of your fiscal year. The G/L Book Amt Taken Purchase YTD column displays purchase year data, while the G/L Book FYTD Depreciation column displays fiscal year data.

For both new and historical records that are being initialized, the system will increase or decrease the value in this column by the amount of the total depreciation posted for the period when the Fixed Assets current period is closed. Data from this column is added to the data from the G/L Book Prior FY Depreciation and G/L Book Current Pd Depreciation columns to derive the total calculated value displayed in the G/L Book Accum Depreciation column.

The value in this column will be updated by the system when you perform the Fixed Assets period close process on the last period in your fiscal year. The value in the G/L Book FYTD Depreciation column will be added to the value in the G/L Book Prior FY Depreciation column and the value in the G/L Book FYTD Depreciation column will be set back to zero.

For both new and existing asset records, you can edit existing data that displays in this column. Because system calculations use this data to determine if and the manner in which depreciation computations should take place for each record, use caution if you change data in this column for property records once they have begun depreciating in the system.

G/L Book Prior FY Depreciation

This column, along with data in the G/L Book Curr Depr Yr and the G/L Book Days/Pds Remaining columns, plays an integral role in the system calculation of depreciation for methods using the Fiscal Year basis. (You must select a Date of Purchase or Fiscal Year basis in the Depr Methods - Basic Setup screen when you set up each depreciation method.)

This column displays the G/L book depreciation amount posted cumulatively for all prior fiscal years entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. The value in this column should reflect cumulatively the total posted depreciation expense for all past fiscal years, and should not include the current fiscal year amount. Data displayed in this column may have been edited in the G/L Book Info subtask of the Maintain Asset Master Info screen or directly in this screen.

For a new asset record, no data should display in this column because there has been no prior fiscal year activity. The value in this column should always be equal to the cumulative posted depreciation expense for all prior fiscal years, exclusive of the value in the G/L Book Current Pd Depreciation column. This column will be updated when you perform the Fixed Assets period close process on the last period in your fiscal year. The value in the G/L Book FYTD Depreciation column will be added to the value in the G/L Book Prior FY Depreciation column, and the G/L Book FYTD Depreciation column will be set back to zero.

For both new and historical records, data from this column is added by the system to the data from the G/L Book FYTD Depreciation and G/L Book Current Pd Depreciation columns to derive the G/L Book Accum Depreciation column calculated total.

For an existing asset record, you can edit data that displays in this column. Because system calculations use this data to determine if and the manner in which depreciation computations should take place for each record, use caution if you change the value in this column for property records once they have begun depreciating in the system.

G/L Book Annual Depreciation

This column is available only if the value in the Depr Based On column is "Y" (Years). The column is not available if the value is "U" (Units of Usage) or "L" (Lease Pds).

This column, along with data in the G/L Book Curr Depr Yr and the G/L Book Days/Pds Remaining columns, plays an integral role in the system calculation of depreciation for both Date of Purchase and Fiscal Year basis methods.

You should leave this column blank for a new asset record, unless you want to overwrite the system calculation of annual depreciation and you do not select the G/L Book Auto Calc checkbox.

This column will be populated by the system when you calculate depreciation for this record, if the G/L Book Auto Calc checkbox has been selected and the date in the G/L Book Depr Start Date column is not a future date (later than the end of the current period).

Manual entries are always permitted in this column, regardless of the status of the G/L Book Auto Calc checkbox and the date in the G/L Book Depr Start Date column. All manual overwrites should be entered with caution, however. The timing of any manual entries to this column are especially important; if you have selected the G/L Book Auto Calc checkbox, any manual edits to the G/L Book Annual Depreciation column will be re-populated and overwritten by the system when you compute depreciation.

For both new and historical records, data from this column is used by the system during system depreciation calculations. You can perform depreciation calculations multiple times within the same accounting period. If you have made no manual corrections to critical columns (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will calculate a different annual depreciation value for the same asset in the same accounting period.

Annual depreciation is computed based on total cost (or cost minus salvage value) times the depreciation percentage (from the depreciation method assigned to the asset) for the year specified in the G/L Book Curr Depr Yr column.

The system does not re-set the value in this column to zero during the period close process.

For an existing asset record, you can edit data that displays in this column. Because system calculations use this data for depreciation calculations, use caution if you change this column for an asset record once it has begun depreciating in the system.

G/L Book Current Pd Depreciation

You should leave this column blank for a new asset record, unless you want to overwrite the system calculation of annual depreciation and you do not select the G/L Book Auto Calc checkbox.

For a new asset record, blanks normally display in this column. If you have unchecked the G/L Book Auto Calc checkbox and you manually entered a value in this column last period, this column should still display the manually entered value. You should leave this column blank for a new record unless you want to overwrite the system calculation of depreciation for the period.

Note:  If you manually change the current depreciation expense and then want to set it back to the system-calculated number, run the Compute Depreciation process again for that asset. This is especially important if the asset has been assigned a Date of Purchase basis depreciation method that is calculated based on days.

This column will be populated by the system when you calculate depreciation for this record, if you have selected the G/L Book Auto Calc checkbox and the date in the G/L Book Depr Start Date column is not a future date (later than the end of the current period). (The "current" Fixed Assets period is specified in the Posting Settings screen.) Manual entries and edits are always permitted in this column, regardless of the status of the G/L Book Auto Calc checkbox and the date in the G/L Book Depr Start Date column. Enter all manual entries and overwrites with caution, however.

For both new and historical records, data from this column is added by the system to the data from the G/L Book FYTD Depreciation and G/L Book Prior FY Depreciation columns to derive the G/L Book Accum Depreciation column calculated total. When you close the current accounting period, the value in this column will be set back to zero unless you have unchecked the G/L Book Auto Calc checkbox.

You can perform depreciation calculations multiple times within the same Fixed Assets period. If you have made no manual corrections to critical columns (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will post the same depreciation expense for the same asset in the same Fixed Assets period after depreciation is re-calculated.

The system tracks monthly postings for each record and compares the value in the G/L Book Current Pd Depreciation column with the value in the G/L Book Amt Posted Curr Pd column. If the values in these columns are equal, there can be no additional postings to the G/L for the period. Only changes to the G/L Book Current Pd Depreciation column can generate additional positive or negative depreciation expense entries if additional postings are performed for the current Fixed Assets period.

Note:  Changes can take place by means of manual overwrites in this column or as a result of depreciation calculations performed after changes have been made to other critical columns.

As long as the value in the G/L Book Current Pd Depreciation column is different than the value in the G/L Book Amt Posted Curr Pd column, the system will, within the same Fixed Assets period, always post the value needed to bring the G/L Book Amt Posted Curr Pd column up to or down to the value in the G/L Book Current Pd Depreciation column. For example, if you have calculated depreciation and the G/L Book Current Pd Depreciation column displays $50.00, the value in the G/L Book Amt Posted Curr Pd will also display $50.00 after posting to the General Ledger. If you now change the amount in the G/L Book Current Pd Depreciation column to $75.00 and post again within the same Fixed Assets period, the system will recognize that an additional $25.00 is needed to bring these columns to an equal condition, and will post $25.00 more. After this second posting, the amounts in the G/L Book Current Pd Depreciation column and the G/L Book Amt Posted Curr Pd will be equal. When the accounting period is closed, the amount displayed in the G/L Book Amt Posted Curr Pd column will be added to the amount in the G/L Book FYTD Depreciation column and the value in the G/L Book Amt Posted Curr Pd column will be set back to zero.

The value in this column will be posted to the depreciation expense account(s) set up in the Depr Exp Acct Alloc Code column in the Maintain Asset Account Info screen or in the Code field in the Depreciation Expense Account group box in the Account Info subtask of the Maintain Asset Master Info screen.

Current period depreciation expense is computed as a result of the Date of Purchase or Fiscal Year basis assigned to each depreciation method (established in the Depr Method Codes - Basic Setup screen).

Depreciation Calculations When Depr Based On is "Y" (Years)

The basic premise for depreciation calculations in which the "catch-up" amount is to be spread among remaining periods is as follows:

• If you have linked a Date of Purchase depreciation basis method with the asset, this column will display the annual depreciation expense less the amount taken this purchase year divided by the number of periods remaining in the calendar year.

• If you have linked a Fiscal Year depreciation method basis with the asset, this column will display the annual depreciation expense less the FYTD amount divided by the number of periods remaining in the fiscal year.

Note:  Actual depreciation calculations may be more complex than in this simplified explanation because you may have selected to use "catch-up" depreciation calculations for the current period or to compute depreciation on a "days" basis.

For additional information on depreciation calculations, please refer to Special Topic FA-3, "Calculate Depreciation."

In the following simple example, consider the basic differences in current period depreciation calculations for a $9,000 asset, useful life of five years, no salvage value, using straight-line depreciation, for both the FY and DP basis. For this example, the current fiscal year is CY 2002, the current Fixed Assets accounting period is 10, the number of accounting periods in the fiscal year is 12, and the start date is 10-01-02.

Note: The computed annual depreciation expense is identical for both the DP and FY basis. The current period depreciation expense, however, is different.

• Using the Date of Purchase basis for depreciation, the annual depreciation expense of $1,800 is divided by the number of accounting periods remaining in the purchase year (12). One period of expense is charged for the current period, irrespective of the fiscal year. The depreciation year begins at the date in the G/L Book Depr Start Date column (10-01-2002).

• Using the Fiscal Year basis for depreciation, the annual depreciation expense of $1,800 is divided by the number of accounting periods remaining in the fiscal year. In the example above, there are only three accounting periods remaining in the fiscal year over which to spread the annual depreciation cost of $1,800.

Depreciation Calculations When Depr Based On is "U" (Units of Usage)

Current period depreciation expense using the units of usage method is computed by multiplying the value in the Current Units Used column times the value in the Std Depr Rate Per Unit of Usage column.

For a new asset record, blanks normally display in this column because there is no corresponding Asset Template column. You should leave this column blank for a new record unless you want to overwrite the system calculation of depreciation for the period. If you have unchecked the G/L Book Auto Calc checkbox and you manually entered a value in this column last period, this column should still display the manually entered value

This column will be populated by the system when you calculate depreciation for this record, if you have selected the G/L Book Auto Calc checkbox and the date in the G/L Book Depr Start Date column is not a future date (later than the end of the current period). (The "current" period is specified in the Posting Settings screen.) Data must also be present in the Current Units Used column and the Std Depr Rate Per Unit of Usage column in order for automatic depreciation calculations to proceed.

Manual entries are always permitted in this column, regardless of the status of the G/L Book Auto Calc checkbox, the date in the G/L Book Depr Start Date column, or missing data in the Current Units Used and Std Depr Rate Per Unit of Usage columns. Make all manual overwrites with caution, however.

Depreciation Calculations When Depr Based On is "L" (Lease Pds)

Using a lease periods methodology, the system will move the value from the Monthly Lease Payment Amount column to this column when depreciation is calculated. The system does not compute a value for this column (by dividing the total lease value or the amount to amortize by the total number of payments) because of inherent rounding differences and changing lease terms. You must enter the desired value in the Monthly Lease Payment Amount column, and this value will display in the G/L Book Current Pd Depreciation column after depreciation is calculated for the current period.

There will, of course, be instances in which the lease payment changes. In this circumstance, the revised lease payment should be recorded in the Monthly Lease Payment Amount column for the first month in which it is effective, before amortization calculations take place.

G/L Book Accum Depreciation

The system totals the values from the G/L Book FYTD Depreciation, G/L Book Prior FY Depreciation, and G/L Book Current Pd Depreciation columns and displays the result in this non-editable column.

G/L Book Book Value

The system subtracts the value in the G/L Book Accum Depreciation column from the value in the G/L Book Amt to Depreciate column and displays the results in this non-editable column.

G/L Book Amt Posted Curr Pd

You cannot edit this column or make entries in it.

For all records, both new and historical, zeroes display in this column at the beginning of each accounting period. This column will be populated by the system when you post depreciation for the first time in the accounting period. Subsequent postings of depreciation expense, within the same accounting period, for this record will increment or decrement the value in this column because it displays the cumulative results of all postings for the accounting period. When you close the current Fixed Assets accounting period, the value in this column will be set back to zero.

You can perform depreciation calculations multiple times within the same Fixed Assets accounting period. If you have made no manual corrections to critical columns (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will post the same depreciation expense for the same asset in the same Fixed Assets accounting period after depreciation is re-calculated.

The system tracks monthly postings for each record and compares the value in the G/L Book Current Pd Depreciation column with the value in the G/L Amt Posted Curr Pd column. If the values in these columns are equal, there can be no additional postings to the G/L for the period. Only subsequent changes to the G/L Book Current Pd Depreciation column can generate additional positive or negative depreciation expense entries.

Note:  Changes can take place by means of manual overwrites in the G/L Book Current Pd Depreciation column or as a result of depreciation calculations performed after changes have been made to critical columns.

As long as the value in the G/L Book Current Pd Depreciation column is different than the value in the G/L Book Amt Posted Curr Pd column, the system will, within the same Fixed Assets accounting period, always post the value needed to bring the amount in the G/L Book Amt Posted Curr Pd column up to or down to the value in the G/L Book Current Pd Depreciation column. For example, if you have calculated depreciation and the G/L Book Current Pd Depreciation column displays $50.00, the amount in the G/L Book Amt Posted Current Pd column will also display $50.00 after posting to the General Ledger.

If you now change the amount in the G/L Book Current Pd Depreciation column to $75.00 and post again within the same Fixed Assets accounting period, the system will recognize that an additional $25.00 is needed to make these columns equal, and will post $25.00 more. After this second posting, the amounts in the G/L Book Current Pd Depreciation column and the G/L Book Amt Posted Curr Pd will be equal. When the current Fixed Assets accounting period is closed, the amount displayed in the G/L Book Amt Posted Curr Pd column will be added to the amount in the G/L Book FYTD Depreciation column and the G/L Book Amt Posted Curr Pd column will be set back to zero.

Est Units Useful Life

This column is available only if the value in the Depr Based On column is "U" (Units of Usage). The column is not available if the value is "Y" (Years) or "L" (Lease Pds).

This column displays the optional estimated units of useful life assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in this screen.

For a new asset record, enter up to nine numeric characters in this system-required column to indicate the estimated units of useful life (such as hours or miles) for this asset. Although this data is not required to save the record, depreciation based on units cannot be computed by the system if this data is missing.

This column is similar in function to the G/L Book Total Cost column because it defines the maximum number of units beyond which the system should not calculate depreciation. If you selected the G/L Book Auto Calc checkbox, you must enter a value in this column or you will not be able to save the record.

For units of usage depreciation, the system also uses the value in the G/L Book Amt to Depreciate column as a limiter. The system will not depreciate an amount that is greater than the amount in the G/L Book Amt to Depreciate column OR will not permit usage entries that would create a value in the Total Units Used column that is greater than the estimated units of useful life.

If you have underestimated or overestimated the units of useful life in this column, you can make subsequent manual edits to this column, if necessary.

For both new and existing asset records, you can edit the value that displays in this column. Because system calculations use this column to determine the total limit to depreciation expense, use caution if you change this column for an asset once it has begun depreciating in the system.

Unit of Measure Description

This column is available only if the value in the Depr Based On column is "U" (Units of Usage). The column is non-editable if the value is "Y" (Years) or "L" (Lease Pds).

This column displays the optional estimated units of useful life assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in this screen.

For a new asset record, enter up to 10 alphanumeric characters in this optional column to indicate the type of unit for this asset, such as hours, miles, and so on. The value in this column is for data purposes only and is not used in system calculations.

For both new and existing asset records, you can edit the value that displays in this column.

Std Depr Rate Per Unit of Usage

This column is available only if the value in the Depr Based On column is "U" (Units of Usage). The column is not available if the value is "Y" (Years) or "L" (Lease Pds).

This column displays the optional standard depreciation rate per unit of usage assigned to this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in this screen.

For a new asset record, enter the depreciation rate per unit of usage in this optional column. Although this column is not system-required, depreciation calculations cannot take place if you do not enter a value in this column. The system multiples the value from this column times the value in the Current Units Used column to derive the value in the G/L Book Current Pd Depreciation column. You can enter up to 12 integers and two decimal places (999,999,999,999.99) in this column.

For both new and existing asset records, you can edit the value that displays in this column. Because system calculations use this column to determine current period depreciation expense, use caution if you change this column for an asset once it has begun depreciating in the system.

Prior Units Used

This column is available only if the value in the Depr Based On column is "U" (Units of Usage). The column is not available if the value is "Y" (Years) or "L" (Lease Pds).

This column displays the prior units used data entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in this screen.

You should leave this column blank for a new record (one with no previous depreciation history). This column will be updated during the accounting period close process, in which the value in the Current Units Used column will be added to the value in the Prior Units Used column, and the Current Units Used column will be set back to zero.

When initializing your historical records, manually enter the correct value in this column. For both new and historical records, data from this column is added by the system to the data from the Current Units Used column to derive the calculated value for the Total Units Used column.

For both new and existing asset records, you can edit data that displays in this column. Because system depreciation calculations use this data, use caution if you change this column for an asset once it has begun depreciating in the system.

Current Units Used

This column is available only if the value in the Depr Based On column is "U" (Units of Usage). The column is not available if the value is "Y" (Years) or "L" (Lease Pds).

This column displays the current units used entered for this record for the current period, as applicable. Data displayed in this column may have been edited in the G/L Book Info (Units) subtask of the Maintain Asset Master Info screen or in this screen.

In order for system depreciation calculations to take place for units-based assets, you must enter the number of units used in the current accounting period. (The system computes current period depreciation by multiplying the value from this column times the value in the Std Depr Rate Per Unit of Usage column to derive the value in the G/L Book Current Pd Depreciation column.)

The system will update this column during the accounting period close process, in which the value in the Current Units Used column will be added to the value in the Prior Units Used column, and the Current Units Used column will be set back to zero unless the G/L Book Auto Calc checkbox is unchecked. The system adds the data in this column to the data from the Current Units Used column to derive the Total Units Used column calculated total.

For both new and existing asset records, you can edit data that displays in this column, if needed. Because system depreciation calculations use this data, however, always use caution if you change this column.

Total Units Used

This column is applicable only if the value in the Depr Based On column is "U" (Units). The system totals the values from the Prior Units Used and Current Units Used columns and displays the results in this non-editable column.

Capitalized Lease

This column is available only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available if the value is "Y" (Years) or "U" (Units of Usage).

This column displays your checkbox selection, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in this screen.

Select this checkbox to indicate that this record is a capitalized lease. This column is optional, and the system default is unchecked. This checkbox is for data purposes only and is not used in system calculations.

Lease Start Date

This column is available only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available if the value is "Y" (Years) or "U" (Units of Usage).

This column displays the optional lease start date, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in this screen.

The value in this column is for data purposes only, and is not used in system calculations. (When the system calculates amortization, the system checks only the date from the G/L Book Depr Start Date column.) The date in this column can be an historical, current, or future date.

For both new and existing asset records, you can enter or edit the lease start date for this record in date format in this optional column.

Lease End Date

This column is available only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available if the value is "Y" (Years) or "U" (Units of Usage).

This column displays the optional lease end date, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in this screen.

The value in this column is for data purposes only, and is not used in system calculations. (When the system calculates amortization, the system checks only the date from the G/L Book Depr Start Date column.) The date in this column can be an historical, current, or future date.

For both new and existing asset records, you can enter or edit the lease end date for this record in date format in this optional column.

Total Lease Value

This non-editable column is applicable only if the value in the Depr Based On column is "L" (Lease Pds). This column displays the value from the G/L Book Total Cost column when the asset was saved in the Maintain Asset Master Info screen. Data displayed in the Total Lease Value column may have been edited in the Cost Info subtask of the Maintain Asset Master Info screen or in the Maintain Asset Cost Info screen.

Total No Lease Payments

This column is available only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available if the value is "Y" (Years) or "U" (Units of Usage).

This column displays the optional total number of lease payments entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in this screen.

The value in this column is for information purposes only, and is not used in system calculations. (The system uses the value from the Lease Payments Remaining column to determine how many more accounting periods this property should be amortized over.)

For both new and existing asset records, you can edit the value that displays in this column.

Monthly Lease Payment Amount

This column is available only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available for user entry if the value is "Y" (Years) or "U" (Units of Usage).

This column displays the optional monthly payment entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in this screen.

For a new asset record, enter the amount of the monthly lease payment in this optional column. If you selected the G/L Book Auto Calc checkbox and the asset's book value in this screen does not equal zero, you must enter data in both the Monthly Lease Payment Amount and the Lease Payments Remaining columns, or you will not be able to save the record. Although this column is not required (except in the instance above), note that amortization calculations will not take place for this record if blanks display in this column.

Note:  The system does not compute a value for this column (by dividing the total lease value or the amount to amortize by the total number of payments) because of inherent rounding problems and changing lease conditions. You must manually enter a value in this column, which will display in the G/L Book Current Pd Depreciation column after depreciation is calculated for the current period. You should edit this column whenever the monthly payment changes so the system will use the correct value for future amortization.

For both new and existing asset records, you can edit the value that displays in this column. Because the system copies the data from this column to the G/L Book Current Pd Depreciation column value after amortization is computed, you should use caution if you change the monthly payment for a record once it has begun amortizing in the system.

There will, of course, be instances in which the lease payment changes. In this circumstance, the revised lease payment should be recorded in this column for the first month in which it is effective, before amortization calculations take place.

Lease Payments Remaining

This column is available only if the value in the Depr Based On column is "L" (Lease Pds). The column is not available if the value is "Y" (Years) or "U" (Units of Usage).

This column displays the optional number of lease payments remaining that were entered for this record, as applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in this screen.

The system uses the value from this column to determine how many more accounting periods this property should be amortized over. Although this column is not required, note that amortization calculations will not take place if blanks display in this column. If you selected the G/L Book Auto Calc checkbox, this column is required.

For a new asset record, enter the total number of lease payments remaining in this column. For an existing asset record, you can edit data that displays in this column. Because system calculations use this data to determine whether depreciation computations should take place for each record, and the manner in which they should take place, use caution if you change this column for a record once it has begun amortizing in the system. After this column is initialized, the system decreases the value in this column by one during each Fixed Assets accounting period close process. If you selected the G/L Book Auto Calc checkbox, you must enter data in both the Monthly Lease Payment Amount and the Lease Payments Remaining columns, or you will not be able to save the record.

Table Information

The system stores Asset Master data displayed in this screen and in the G/L Book Info (Years) subtask of the Maintain Asset Master Info screen) in the ASSET (Asset) table.

Lookup in this screen accesses data from the DEPR_MTHD (Depreciation Methods) table.