GOVERNMENT INFO

Use this subtask to enter template data for three standard fields and 15 user-defined fields. You can use each standard and user-defined field in this subtask solely and independently.

Use this optional subtask to enter additional information for both new templates and to edit existing template data. The word "Government" is used in the title of this subtask merely as an organizational title; it is not intended to limit your use of this subtask. Use these fields to set up additional fields of your choice, regardless of their orientation.

Note:  You can use the unlimited user-defined date, numeric, text, and/or validated text fields from the User-Defined Field Info subtasks of the Maintain Asset Template Info and Maintain Asset Master Info screens in place of or in addition to the fields in this screen. Your decision should be based on user preference and the type and organization of the data.

The labels for the 15 user-defined fields in this screen are designated in the Asset Master Field Labels screen. The labels for these fields automatically display in the Government Info subtasks of the Maintain Asset Template Info and Maintain Asset Master Info screens.

There are no system-required fields in this screen.

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 the information in this screen at any time, use caution in the timing of your edits, which may affect 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, if applicable, of the record that was selected in the main screen.

Template No

This field is not available for user entry. The system automatically displays the template number from the main screen.

Rev No

This field is not available for user entry. The system automatically displays the revision number, if applicable, from the main screen.

Nat Stock No

For a new template record, enter up to 20 alphanumeric characters in this optional field.

For an existing template record, you can edit data that displays in this field or you can add new data to a blank field, as desired.

Data from this field will automatically display in the Nat Stock No field in a new Asset Master record in the Government Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Government Info screen, if you specify the use of this template/revision number.  The same display rules apply if this template has been specified as the default template in the Default Template for Asset Master fields in the Fixed Assets Settings screen or if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.

Year Built

For a new template record, enter up to four numeric characters in this optional field (for example, 1983).

For an existing template record, you can edit data that displays in this field or you can add new data to a blank field, as desired.

Data from this field will automatically display in the Year Built field in a new Asset Master record in the Government Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Government Info screen, if you specify the use of this template/revision number, if this template has been specified as the default template in the Default Template for Asset Master group box of the Fixed Assets Settings screen, or if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.

Employee

This field is optional in both an Asset Template and an Asset Master record.

For a new template record, enter up to 12 alphanumeric characters in this field to assign a valid employee ID "owner" to the template. Valid employees are set up in Costpoint Payroll. You can use Lookup if you need to review the available employees.  (Note that custodial data is very specific, and may not be appropriate when setting up generic templates.)

For an existing template record, this field will display the selection you made when you originally added the template record. You can edit the data that displays in this field, as desired, within the valid range of employees from the EMPL table. If you need to enter template "ownership" data for custodians that are not employees, you should use the other user-defined "government" fields in this screen and/or the special-purpose user-defined fields in the User-Defined Info subtask of the Maintain Asset Template Info screen (or the Maintain Template User-Defined Info screen).

Data from this field will automatically display in the Employee field in a new Asset Master record in the Government Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Government Info screen, if you specify the use of this template/revision number, if this template has been specified as the default template in the Default Template for Asset Master group box of the Fixed Assets Settings screen, or if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.

This field 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.

The Employee Name defaults in the untitled field to the right. This field is not available for data entry or edits. 

If you have specified a valid entry in the Employee field in this screen, the system automatically displays the employee name (last, first, MI) from the EMPL table for the displayed employee ID.

Govt1 (or your label)

If you designated a label for Field 1 in the Govt Labels for Asset Master group box of the Asset Master Field Labels screen, your label description for Field 1 automatically displays at this field in this screen and in the corresponding field in the Government Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Government Info screen. Note that it is not a system requirement that you establish a label for this field. If you did not set up a label for Field 1, Govt1 automatically displays at this field. (Note that this user-defined field can be used independently from each of the other 14 user-defined government information fields.) Data from this field will also display in the Govt1 (or your label) field in a new Asset Master record in the Government Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Government Info screen, if you specify the use of this template/revision number, if this template has been specified as the default template in the Default Template for Asset Master group box of the Fixed Assets Settings screen, or if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.

For a new template record, enter up to 30 alphanumeric characters in this optional field.

For an existing template record, you can edit data that displays in this field or you can add new data to a blank field, as desired.

Govt2 (or your label) – Govt15 (or your label)

Please refer to the documentation for the Govt1 (or your label) column.

Table Information

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

The system stores the user-defined labels for the "government" fields in the FA_LABELS (Fixed Assets Labels) table.

Lookup in this screen accesses data from the EMPL (Employee) table.