Use this alternative menu option to edit, enter additional information for, or view government data from the fields in the Government 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 Government Info subtask of the Maintain Asset Master Info screen, regardless of which entry screen methodology you establish for each user.
In this screen, unlike maintenance table windows throughout Costpoint, the line functions in the menu bar (New, Insert, Repeat, Delete, and Undelete) are disabled.
You cannot use this screen to add new asset records. You can enter additional optional data, change existing data, or delete existing data within the system rules already established for an Asset Master record that was originally added using the Maintain Asset master Info screen and its subtasks.
There are no required fields in this screen. Use the columns in this screen to record or change government (or other information) for four standard fields and 15 user-defined fields for both new property records and to initialize your historical property records.
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 am Asset Master record that was originally added using the Maintain Asset Master Info screen and its subtasks.
Although you can enter and change the information in this screen at any time, use caution in the timing of your data entry or edits, which may affect the types of records included in system reports.
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 main screen or in the Maintain Asset Desc Info screen. Any edits to this column must be made in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
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 screen. The value displayed in this column may have been edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info 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. Data displayed in this column may have been edited in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen.
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 optional national stock number entered for this record, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or in this screen.
The system does not validate the data in this column.
For a new asset record, you can edit this optional column or enter up to 20 alphanumeric characters. For an existing asset record, you can edit data that displays in this column or you can add new data to a blank column.
This column displays the optional year built data entered for this record, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or in this screen.
The system does not validate the data in this column.
For a new asset record, you can edit this optional column or enter up to four numeric characters in year format (for example, 1983). For an existing asset record, you can edit data that displays in this column or you can add new data to a blank column.
The optional acquisition date that relates to the purchase displays both in this column and in the Acq Date column of the Maintain Asset Purchase Info screen. If you have entered a date in the Acq Date column of the Maintain Asset Purchase Info screen, the date from that column displays in this column, where it can also be edited. Conversely, edits to the date in this column display in the Acq Date column of the Maintain Asset Purchase Info screen.
This column displays the optional acquisition date entered for this record, if applicable. Data for the Acq Date column may have been entered/edited in the Government Info or Purchase Info subtasks of the Maintain Asset Master Info screen, directly in this screen, or directly in the Maintain Asset Purchase Info screen.
Although the system does not validate the acquisition date, a few standard system reports use the acquisition date as one of the report selection parameters. In addition, you may find that the acquisition date is an important field when using Query or when designing user-specific output with Impromptu.
For both new and existing asset records, you can edit data that displays in this column or you can add data to a blank column. You may want to develop some internal rules on the use of an acquisition date, however, because there are four additional (optional) date fields related to purchase (PO Date, Receipt Date, Invoice Date, and Voucher Date) and two additional date fields related to depreciation (Depr Start Dt and In-Srvc Date) in an Asset Master record.
This column displays the optional tag number entered for this record, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or in this screen.
The system does not validate the data in this column.
For a new asset record, you can edit this optional column or enter up to 30 alphanumeric characters. For an existing asset record, you can edit data that displays in this column or you can add new data to a blank column.
This column displays the optional employee entered for this record, if applicable. Data displayed in this may have been entered/edited in the Government Info subtask of the Maintain Asset Master Info screen or directly in this screen.
For a new asset record, enter up to 12 alphanumeric characters in this optional column to assign a valid employee ID "owner" to the asset. Valid employees are set up in Costpoint Payroll. You can use Lookup if you need to review the available employees.
For an existing asset record, this column will display the selection you made when you originally added the record.
This column can contain blanks because custodial data is not required to save a row in this screen and is not required in an Asset Master record. You can, however, enter only valid data from the EMPL table in this column.
If you need to enter asset data for custodians that are not employees (or if you do not want to use this column), you can use the other user-defined "government" columns in this screen and/or the user-defined columns in the User-Defined Info subtask of the Maintain Asset Master Info screen (or the Maintain Asset User-Defined Info screen).
If you have specified a valid entry in the Employee column in this screen, this column displays the employee name (last, first, MI) for the displayed employee ID. This column is not available for data entry or edits.
This column displays the optional data assigned to this record, if applicable, when the asset was saved in the Maintain Asset Master Info screen. Data displayed in this column may have been edited in the Government Info subtask of the Maintain Asset Master Info screen or directly in this screen.
The system does not validate the data in this column.
For a new asset record, you can edit this optional column or enter up to 30 alphanumeric characters. For an existing asset record, you can edit data that displays in this column or you can add new data to a blank column.
Please refer to the documentation for the Govt1 (or your label) column.
The system stores Asset Master data displayed in this screen in the ASSET (Asset) and ASSET_OTHER_INFO (Asset Other Information) tables.