Use this alternative menu option to edit, enter additional information for, or view purchase data from the fields in the Purchase Info subtask of an established Asset Master record. You can use this data entry option only for existing Asset Master records.
With this menu option, users do not 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, Subquery will be invoked by the system and will display in the table window. You will then need to select the records you want to access using the Subquery screen.
Although the data displays in columnar form in the table window in this screen, data entry functionality and data rules for each column are identical to those for each corresponding field in the Purchase Info subtask of the Maintain Asset Master Info screen, regardless of which entry screen methodology you establish for each user.
You cannot use this screen to add new asset records. You can enter additional optional data, change existing data, or delete existing data within the system rules already established for an Asset Master record that was originally added using the Maintain Asset Master Info screen and its subtasks.
In this screen, unlike maintenance table windows throughout Costpoint, the line functions in the menu bar (New, Insert, Repeat, Delete, and Undelete) are disabled.
Three columns are system-required in this table window: Acq FY, Acq Pd, and Acq Subpd.
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.
You should always use caution in the timing of your edits, however, because changes to critical columns such as Acq FY, Acq Pd, and Acq Subpd may cause unexpected results in reports that use this data.
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 the Short Desc 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 in the Maintain Asset Master Info main screen.
The possible display options for this column are "A" (Active), "I" (Inactive), or "D" (Disposal). The system default is "A" (Active). A record must be "Active" to be eligible for depreciation calculations.
This non-editable column displays the system-required depreciation status assigned to this record in the Maintain Asset Master Info main screen.
The possible display options for this column are "D" (Depreciable) or "N" (Non-Depreciable). The system default is "D" (Depreciable).
A record must be "Depreciable" to be eligible for depreciation calculations.
This column displays the optional purchase order date entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can enter or edit a purchase order date in this optional column. If the displayed purchase order date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional purchase order number entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 10 alphanumeric characters for the purchase order number. If the displayed purchase order number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional purchase order line number entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase 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 for the purchase order line number. If the displayed purchase order line number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional release number for a blanket purchase order entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to three numeric characters for the blanket purchase order release number. If the displayed release number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional receipt date entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can enter or edit a receipt date in this optional column. If the displayed receipt date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional receipt identifier entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 10 alphanumeric characters for the receipt identifier. If the displayed receipt identifier originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional packing slip number entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 15 alphanumeric characters for the packing slip number. If the displayed packing slip number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional invoice date entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can enter or edit an invoice date in this optional column. If the displayed invoice date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional invoice number entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 15 alphanumeric characters for the invoice number. If the displayed invoice number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional voucher date entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can enter or edit an invoice date in this optional column. If the displayed voucher date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional voucher number entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to nine numeric characters for the voucher number. If the displayed voucher number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional voucher line number entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to five numeric characters for the voucher line number. If the displayed voucher line number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the system-required acquisition fiscal year entered for this record. Data displayed in this column may have been edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
Data in this column should reflect the fiscal year that relates to the purchase (or acquisition) date for this property record, rather than the current fiscal year. Although there is no system validation of the fiscal year, many standard system reports use the fiscal year as one of the report selection parameters. In addition, you will find that the fiscal year is an important selection parameter when using Query or when designing user-specific output with Impromptu.
You can edit acquisition fiscal year data in this required column. If the displayed fiscal year originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the system-required acquisition accounting period entered for this record. Data displayed in this column may have been edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
Data in this column should reflect the accounting period that relates to the purchase (or acquisition) date for this property record, rather than the current accounting period. Although there is no system validation of the accounting period, many standard system reports use the accounting period as one of the report selection parameters. In addition, you will find that the accounting period is an important selection parameter when using Query or when designing user-specific output with Impromptu.
You can edit acquisition accounting period data in this required column. If the displayed accounting period originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the system-required acquisition accounting subperiod entered for this record. Data displayed in this column may have been edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
Data in this column should reflect the accounting subperiod that relates to the purchase (or acquisition) date for this property record, and not the current subperiod. Although there is no system validation of the subperiod, many standard system reports use the subperiod as one of the report selection parameters. In addition, you will find that the subperiod is an important selection parameter when using Query or when designing user-specific output with Impromptu.
You can edit acquisition accounting subperiod data in this required column. If the displayed subperiod originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
The acquisition date displays both in this column and in the Acq Date column of the Maintain Asset Government Info screen. If you have entered a date in the Acq Date column of the Maintain Asset Government Info screen, the date from that column displays in this column, where it can be also be edited. Conversely, edits to the date in this column display in the Acq Date field of the Maintain Asset Government 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 Purchase Info or Government Info subtasks of the Maintain Asset Master Info screen, in the Maintain Asset Government Info screen, or in this screen.
You can enter or edit an acquisition date in this optional column. If the displayed acquisition date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
Although there is no system validation of the acquisition date, you should note that several 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 selection parameter when using Query or when designing user-specific output with Impromptu.
If you enter data in this column, you may want to develop some internal rules concerning its use because there are four additional (optional) date fields related to purchasing (PO Date, Receipt Date, Invoice Date, and Voucher Date) and two additional date fields related to depreciation (Depr Start Date and In-Srvc Date) in an Asset Master record. For most users, a date entered in the Acq Date column relates to the purchase of the property and is consistent with data in the Acq FY, Acq Pd, and Acq Subpd columns.
You can edit data that displays in this column or you can add data to a blank column. Although there are no system rules regarding the date entered in this column, we recommend that the date relate to the acquisition of the property and be consistent with your entries in the required Acq FY, Acq Pd, and Acq Subpd columns of the Maintain Asset Purchase Info screen (or in the corresponding fields in the Purchase Info subtask of the Maintain Asset Master Info screen).
This column displays the optional vendor ID entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 12 alphanumeric characters for the vendor ID. If the displayed vendor ID originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
If your entry in this column matches an established vendor already set up in the Maintain Vendors table in Costpoint Accounts Payable, the vendor name will display in the Vendor Name column in this screen, where you can edit it if desired. You can use Lookup if you need to review the available vendors.
You can enter a vendor ID that that has not been previously set up in the Maintain Vendors screen in Costpoint Accounts Payable. In this event, the vendor ID in this column will only be in effect for the asset record and will not be written back to the Maintain Vendors table.
This column displays the optional vendor name entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 25 alphanumeric characters for the vendor name. If the displayed vendor ID originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
If your entry in this column matches an established vendor already set up in the Maintain Vendors screen in Costpoint Accounts Payable, the vendor ID will display in the Vendor ID column in this screen, where you can edit it if desired. You can use Lookup if you need to review the available vendors.
You can enter a vendor ID that has not been previously set up in the Maintain Vendors screen in Costpoint Accounts Payable. In this event, the vendor name in this column will be in effect only for the asset record and will not be written back to the Maintain Vendors table.
This column displays the optional manufacturer ID entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You edit this optional column or enter up to 10 alphanumeric characters for the manufacturer ID. If the displayed manufacturer ID originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
If your entry in this column matches an established manufacturer already set up in the Manufacturers table in Costpoint Product Definition, the manufacturer name will display in the Manufacturer Name column in this screen, where you can edit it if desired. You can use Lookup if you need to review the available manufacturers. You can enter a manufacturer ID that that has not been previously set up in the Manufacturers table in Costpoint Product Definition. In this event, the manufacturer ID in this column will be in effect only for the asset record and will not be written back to the Manufacturers table.
This column displays the optional manufacturer name entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 30 alphanumeric characters for the manufacturer name. If the displayed manufacturer name originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
If your entry in this column matches an established manufacturer already set up in the Manufacturers table in Costpoint Product Definition, the manufacturer ID will display in the Manufacturer ID column in this screen, where you can edit it if desired. You can use Lookup if you need to review the available manufacturers.
You can enter a manufacturer name that that has not been previously set up in the Manufacturer table in Costpoint Product Definition. In this event, the manufacturer name in this column will be in effect only for the asset record and will not be written back to the Manufacturer table.
This column displays the optional model number entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 30 alphanumeric characters for the model number. If the displayed model number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the optional serial number entered for this record, if applicable. Data for this column may have been entered/edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
You can edit this optional column or enter up to 20 alphanumeric characters for the serial number. If the displayed serial number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
This column displays the system-required condition code assigned to this record. Data displayed in this column may have been edited in the Purchase Info subtask of the Maintain Asset Master Info screen or in this screen.
The options available for this required column are "N" (New) or "U" (Used). The system default is "N" (New).
You can edit this required column as desired. If the displayed condition code originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.
The condition code is a data element designed to help sort your records for inquiries and reports, and is not used as a selection parameter in any system process or report.
The system stores the Asset Master data displayed in this screen (and in the Purchase Info subtask of the Maintain Asset Master Info screen) in the ASSET (Asset) table.
The Lookups in this screen access data from the VEND (Vendor) and MANUF (Manufacturer) tables, as applicable.