G/L BOOK INFO (LEASES)

Use this subtask to enter depreciation and salvage data for both new templates or as edits to existing template records. (Always use caution when editing existing records to prevent unexpected depreciation and reporting results.)

When you select the G/L Book pushbutton in the Maintain Asset Template Info screen, there are three different versions of this subtask that can display.

If you have indicated in the Maintain Asset Template Info screen that the record is depreciable (by selecting the Depreciable radio button in the Depr Status group box) and that depreciation is based on Lease Pds (selected in the Depr Based On group box), this screen, the G/L Book Info (Leases) subtask displays.

Note:  If you have indicated in the Maintain Asset Template Info screen that the record is depreciable (by selecting the Depreciable radio button in the Depr Status group box) and that depreciation is based on Years (in the Depr Based On group box), the G/L Book Info (Years) subtask displays.

If you have indicated in the Maintain Asset Template Info screen that the record is depreciable (by selecting the Depreciable radio button in the Depr Status group box) and that depreciation is based on Units of Usage (in the Depr Based On group box), this screen, the G/L Book Info (Units) subtask, displays.

Although you can use up to 10 books in Costpoint Fixed Assets, Book 1 always carries the name "G/L Book," and is automatically 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 and disposal posting entries. This screen is the template G/L Book screen for those assets that use depreciation that is based on lease periods. Additionally, the G/L Book is the only book in which depreciation can be calculated based on lease periods. (Optional books 2-10 allow only for depreciation based on "years" methods.)

All fields in this screen are optional.

If you plan to use templates, you should enter data in this screen and in the applicable subtasks before you begin to establish your Asset Master records. You can use template functionality at any time, however. Although you can change information in this screen at any time, use caution in the timing of your edits.

You should enter data in this screen before you calculate depreciation. Your timing in making edits to these critical fields can affect the calculation of depreciation as well as the types of records included in system reports.

Note:  If you have used a template to "import" data into an Asset Master record and you later make a change to a template data field, the data change will not automatically be copied to the Asset Master record without user intervention. In this circumstance, you will need to go back into the Maintain Asset Master Info screen and tab through the Template No/Rev No fields to re-import revised data from the template. Alternately, you can also create a new template or the same template with an appropriate revision number that incorporates the change. Or you can bypass the template record and manually make the desired change directly in the Asset Master record.

Identification

In this group box, you can view the template number and revision number of the record that was selected in the main screen.

Template No

This non-editable field displays the template number from the main screen.

Rev No

This non-editable field displays the revision number, if applicable, from the main screen.

Lease Info

In this group box, you can activate automatic system amortization calculations for this record, and enter, edit, or view lease data for this record.

Capitalized Lease

Select this checkbox if this record is a capitalized lease. The system default is unchecked. This checkbox is for data purposes only, and is optional for both new and existing template records.

The status of this checkbox will automatically display in the Capitalized Lease field in a new Asset Master record in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen and in the Maintain Asset G/L Book Info screen, if you specify the use of this template/revision number. Alternately, data from this field will automatically display in the same field(s) if this template has been specified as the default template in the Default Template for Asset Master group box in the Fixed Assets Settings screen. Data from this field will display in the same field(s) in an existing Asset Master record if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.

Auto Calculate

If you select this checkbox, the system will automatically compute amortization each month for eligible records and will display the results in the Current Pd Amortization field in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen and in the G/L Book Current Pd Depreciation field in the Maintain Asset G/L Book Info screen. The system default for this checkbox is checked.

Do not select this checkbox if you want to disable the automatic system calculation of amortization. In this circumstance, you will need to manually enter the amount of amortization in the Current Pd Amortization field in that subtask.

Note:  In general, if you need to make a one-time adjustment to current amortization expense, you should manually override the system calculation in the Current Pd Amortization field in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen and in the G/L Book Current Pd Depreciation field in the Maintain Asset G/L Book Info screen rather than change the default for this checkbox. In this circumstance, do not recompute depreciation after you manually enter the desired amortization amount (or the system will overwrite your entry during the calculation).

If, however, you want to post a depreciation entry to the General Ledger as a recurring override to system calculations, you should uncheck this checkbox and enter the override amount in the same field.

In an Asset Master record, if this checkbox is selected and the asset's book value does not equal zero, you must also enter data in the Monthly Payment and Lease Payments Remaining fields in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info screen) before you can save the record.)

The status of this checkbox will automatically display in the Auto Calculate checkbox in a new Asset Master record in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen and in the G/L Book Auto Calc checkbox in the Maintain Asset G/L Book Info screen) if you specify the use of this template/revision number. Alternately, the status of this checkbox will automatically display in the same checkbox if this template has been specified as the default template in the Default Template for Asset Master group box in the Fixed Assets Settings screen. The status of this checkbox will display in the same checkbox in an existing Asset Master record if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record the Maintain Asset Master Info screen.

Lease Start Date

For a new template record, blanks display in this field. Enter the lease start date for this record in date format in this optional field.

The value in this field is for data purposes only, and is not used in system calculations. When the system calculates amortization, the system checks the date only from the Amortization Start Date field in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen. The date in this field can be an historical, current, or future date.

For an existing template record, you can edit the value that displays in this field, as desired.

The date from this field will automatically display in the Lease Start Date field in a new Asset Master record in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen and in the Maintain Asset G/L Book Info screen, if you specify the use of this template/revision number. Alternately, the value from this field will automatically display in the same field(s) if this template has been specified as the default template in the Default Template for Asset Master group box in the Fixed Assets Settings screen. The value from this field will display in the same field(s) in an existing Asset Master record if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.

Lease End Date

For a new template record, blanks display in this field. Enter the lease end date for this record in date format in this optional field.

The date in this field can be an historical, current, or future date, because it is for information purposes only, and is not used in system calculations. For an existing template record, you can edit the value that displays in this field, as desired.

The date from this field will automatically display in the Lease End Date field in a new Asset Master record in the G/L Book Info (Leases) subtask of the Maintain Asset Master Info screen and in the Maintain Asset G/L Book Info screen, if you specify the use of this template/revision number. Alternately, the date from this field will automatically display in the same field(s) if this template has been specified as the default template in the Default Template for Asset Master group box in the Fixed Assets Settings screen. The date from this field will display in the same field(s) in an existing Asset Master record if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.

Table Information

The system stores the data displayed in this subtask in the FA_TEMPLATE (Template) table.