OTHER BOOKS INFO

If you use any additional books (optional books 2-10), use this subtask to enter a depreciation method and salvage data for other books in new templates and to edit depreciation method and salvage data for other books in existing templates. (Always use caution when editing existing records to prevent unexpected depreciation and reporting results.)

Optional books 2-10 are initialized and named in the Books Setup group box of the Fixed Assets Settings screen. Each optional book can be set up and used independently, and can be used for purposes such as tax depreciation or to review the results of a change in depreciation method.

Note:  Once you have entered a valid depreciation method in the Depr Mthd Code field in this subtask for any book and have saved the template, you will not be able to delete that book from the setup (in the Fixed Assets Settings screen) until every occurrence of a Depr Mthd Code field is blanked out for that book in all Asset Template and Asset Master records.

There is no interface with the General Ledger for Books 2-10 and no postings can occur for these optional books. Book 1, which is automatically designated by the system as the "G/L Book," is the ONLY Asset Master book that interfaces with the General Ledger by means of depreciation and disposal posting entries.

In optional books 2-10, the only basis on which depreciation can be calculated is by years. (For Book 1, you can choose between a Years, Units of Usage, or Lease Periods basis in the Depr Based On group box of the Maintain Asset Master Info and Maintain Asset Template Info screens.)

There are both system-required and optional 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.

You should enter data in this screen before you calculate depreciation. Your timing in making edits to these critical fields can impact the calculation of depreciation and 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 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.

Table Window

In this table window, you can enter, edit, and view the depreciation parameters for optional books 2-10.

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, however, although inherently powerful when used in the proper circumstances, can also be 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. For more information about Find and Replace, please see the Basic Functions documentation.

Book No

For a new template record, enter any pre-established optional book number from 2-10, as desired. (Optional books 2-10 are established in the Books Setup group box of the Fixed Assets Settings screen.) Although optional book data is never system-required, if you use additional books, this field must be validated before the row can be saved. You can use Lookup if you need to view the available book numbers that have been set up.

For an existing template record, this column is not editable. You can edit data in other columns from this row, however. If you find that you have added data for an incorrect book number, you cannot change this column; you must delete the row and re-add the row using the correct book number. Always use caution when making changes of this nature, however.

Book Name

This column is not available for user entry. The system automatically displays the name of the book that you designated during initialization. To edit the book name, you must do so in the Books Setup group box of the Fixed Assets Settings screen.

Depr Mthd Code

For a depreciable record, this column is required in both an Asset Template and an Asset Master record for each optional book used.

For a new template record, enter up to six alphanumeric characters in this column to specify a depreciation method code for use with the Asset Master record for the optional book number indicated in the row. Set up valid depreciation method codes during initialization in the Depr Methods - Basic Setup screen. You can use Lookup if you need to review and select the available depreciation method codes.

For an existing template record, this column will display the selection you made when you originally added the template record. You can edit the depreciation method code that displays in this column, as desired. Because depreciation calculations in the Asset Master record will 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.

Data from this column will automatically display in the Depr Mthd Code field in a new Asset Master record in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Book 2-10 (or your Label) Depr Method Code field(s) in the Maintain Asset Other Books 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.

Note:  Once you have filled the Depr Mthd Code column in this screen for any book and have saved the row, you will not be able to delete that book from the setup until the Depr Mthd Code field is blanked out for that book in all Asset Master and Asset Template records.

Useful Life

For a new template record, enter up to four numeric characters in this optional column to indicate the useful life for this record.

For an existing template record, this column will display the selection you made when you originally added the template record. You can edit the value that displays in this column, as desired.

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 Asset Master record in the Depr Mthd Code field. 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.

Data from this column will automatically display in the Useful Life field in a new Asset Master record in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Book 2-10 (or your Label) Useful Life field(s) in the Maintain Asset Other Books 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.

Auto Calc Depr (Y/N)

This column is system-required, and the system default is "Y" (Yes). You should accept the system default if you want this record to be included automatically in system calculations of depreciation. If you enable this feature, the system will automatically compute depreciation each month for eligible assets and will display the results in the Current Pd Depreciation field in the Other Books Info subtask of the Maintain Asset Master Info screen and in the G/L Book Current Pd Depreciation field in the Maintain Asset Other Books Info screen.

You should enter "N" (No) in this column if you want to disable the automatic system calculation of depreciation.

If you enter "N," you will need to manually enter the amount of depreciation to be posted in the Current Pd Depreciation field of an Asset Master record.

Note:  In general, if you need to make a one-time adjustment to current depreciation expense, you should manually override the system calculation in the Current Pd Depreciation field in the Other Books Info subtask of the Maintain Asset Master Info screen and in the G/L Book Current Pd Depreciation field in the Maintain Asset Other Books Info screen rather than change the default for this column. In this circumstance, do no recompute depreciation after you manually enter the desired depreciation 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 enter "N" (No) and enter the override amount in the Current Pd Depreciation field.

The status of this column will automatically display in the Auto Calc Depr (Y/N) checkbox in a new Asset Master record in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Book 2 - 10 (or your Label) Auto Calc column(s) in the Maintain Asset Other Books 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 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.

Before importing template data to an Asset Master record or to the Edit Autocreation Transactions screen, the system displays the Template Import Parameters dialog box, where you specify how the template data should be imported.

Because the system supplies a default value for this field and it is not considered "blank," you can select an overwrite option for this field to be used by the system when importing template data.

Please refer to the documentation for the Template fields in the Maintain Asset Master Info screen and/or the Edit Autocreation Transactions screen for more detailed information.

Salvage Percent

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

Note:  If you enter a salvage value percentage in this column, the system automatically computes and displays the equivalent salvage value in the Salvage Value field for an Asset Master record in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Book 2 - 10 (or your Label) Salvage Value field(s) in the Maintain Asset Other Books Info screen). The amount in the Total Cost field of an Asset Master record (in the same subtask) is automatically reduced by the salvage value. This reduced amount is automatically displayed in the Amount to Depreciate field, which in turn affects the amount of depreciation calculated by the system. For 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 Salvage Percent field for salvage unless this is the point at which you want the system to stop depreciation.

For an existing template record, you can edit the percentage that displays in this column, as desired. Because system calculations use this data in an Asset Master record to determine the manner in which depreciation computations should take place for each record, however, use caution if you change this field for property records once they have begun depreciating in the system.

Note:  There is a checkbox related to salvage value when you set up your depreciation methods in the Depr Methods - Basic Setup screen. The default for the Subtract Salvage Value Before Calculation checkbox is checked, which means the system will subtract the salvage value from the cost of the asset before performing depreciation calculations. If you do not select the checkbox in that screen, the system will ignore salvage value from the Salvage Value field (in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Other Books Info screen) when computing depreciation. Please refer to the additional documentation and examples provided for the Depr Methods - Basic Setup screen.

Data from this column will automatically display in the Salvage Percent field in a new Asset Master record in the Other Books Info subtask of the Maintain Asset Master Info screen and in the Book 2 - 10 (or your Label) Salvage Percent field(s) in the Maintain Asset Other Books 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 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.

Table Information

The system stores data displayed in this subtask in the FA_TEMPLATE_OTH_BK (Template Other Books) table.

The system stores the labels for the other books in the FA_BOOK_SETTINGS (Book Settings) table.

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