PURCHASE INFO

Use this subtask to enter purchase template information for new templates and to edit purchase information in existing templates. (Always use caution when editing existing records to prevent unexpected depreciation and reporting results.) Purchase information, such as vendor, manufacturer, and condition data (new/used), is grouped in this subtask.

There are no system-required fields in this subtask.

If you plan to use templates, you should enter data in this subtask and in the other applicable subtasks before you establish your Asset Master records. You can use template functionality at any time. 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 may bypass the template record and manually make the desired change directly in the Asset Master record.

Identification

Template No

This non-editable field displays the number you entered in the Maintain Asset Template Info screen for this asset template.

Rev No

This non-editable field displays the revision number you entered in the Maintain Asset Template Info screen for this asset template.

Vendor

In this group box, you can enter, edit, or view data on the vendor associated with the purchase for this template record.

Vendor ID

For a new template record, enter up to 12 alphanumeric characters to record the vendor ID in this optional field.

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

If your entry matches an established vendor already set up in the Maintain Vendors screen in Costpoint Accounts Payable, the vendor name will automatically display in the Name field in this group box. You can use Lookup to review the available vendors. Note that if you enter a vendor ID for an Asset Master record that has not been previously set up in the Maintain Vendors screen, the vendor ID will only be in effect for the template record and will not be written back to the Maintain Vendors table.

This field is not system-validated. You can enter a vendor ID in this field that has not previously been set up in the Maintain Vendors screen in Costpoint Accounts Payable.

Data entered in this field will automatically display in the Vendor ID field in a new Asset Master record in the Purchase Info subtask of the Maintain Asset Master Info screen and the Maintain Asset Purchase 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.

Name

For a new template record, enter up to 25 alphanumeric characters to record the vendor name in this optional field

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

If your entry in the Vendor ID field matches an established vendor already set up in the Maintain Vendors (A/P) table, the appropriate vendor name from that table will automatically display in this field. You can overwrite the table-provided vendor name with a different name, if desired. Note that edits to the table-provided vendor name in this field will only be in effect for the template record, and will not be written back to the Maintain Vendors (A/P) table.

This field is not system-validated. You can enter a Vendor Name in this field that has not previously been set up in the Maintain Vendors screen in Costpoint Accounts Payable or that is not associated with the data in the Vendor ID field.

Data from this field will automatically display in the Name field in a new Asset Master record in the Vendor group box in the Purchase Info subtask of the Maintain Asset Master Info screen and in the Vendor Name field in the Maintain Asset Purchase 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.

Manufacturer

In this group box, you can enter, edit, or view data on the manufacturer associated with the purchase for this template record.

Mfg ID

For a new template record, enter up to 10 alphanumeric characters to record the manufacturer ID in this optional field.

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

If your entry matches an established manufacturer already set up in the Alternate Parts screen in Costpoint Product Definition, the manufacturer name will automatically display in the Name field in this group box. You can use Lookup if you need to review the available manufacturers. Note that if you enter a manufacturer ID for the Asset Master record that has not been previously set up in the Alternate Parts screen, the manufacturer ID will only be in effect for the template record and will not be written back to the Alternate Part table.

This field is not system-validated. You can enter a manufacturer ID in this field that has not previously been set up in the Alternate Parts screen in Costpoint Product Definition.

Data entered in this field will automatically display in the Mfg ID field in a new Asset Master record in the Purchase Info subtask of the Maintain Asset Master Info screen and in the Manufacturer ID field in the Maintain Asset Purchase 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.

Name

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

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

If your entry in the Mfg ID field matches an established manufacturer already set up in the Alternate Parts screen in Costpoint Product Definition, the appropriate manufacturer name from that table will automatically display in this field. You can overwrite the table-provided manufacturer name with a different name, if desired. Note that edits to the table-provided manufacturer name in this field will only be in effect for the template record, and will not be written back to the Alternate Part table.

This field is not system-validated. You can enter a manufacturer name in this field that has not previously been set up in the Alternate Parts screen in Costpoint Product Definition or that is not associated with the data in the Mfg ID field.

Data from this field will automatically display in the Name field in a new Asset Master record in the Manufacturer group box of the Purchase Info subtask of the Maintain Asset Master Info screen and in the Manufacturer Name field of the Maintain Asset Purchase 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.

Model No

For a new template record, blanks automatically display in this field. Enter up to 30 alphanumeric characters in this optional field.

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

Data entered in this field will automatically display in the Model No field in a new Asset Master record in the Purchase Info subtask of the Maintain Asset Master Info screen and the Maintain Asset Purchase 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.

Condition

In this group box, you will need to specify if the condition for this record is New or Used in this system-required field. The system default is New.

For a new template record, the New radio button will automatically display as the system default. You can change the default.

For an existing template record, this field will display the selection you made when you originally added the Asset Master record. You can change the radio button as desired for this template record.

The selected radio button from this field will automatically display in a new Asset Master record in the Condition group box in the Purchase Info subtask of the Maintain Asset Master Info screen and the Condition Code field in the Maintain Asset Purchase Info screen, if you specify the use of this template/revision number. Alternately, the selected radio button from this field will automatically display in a new Asset Master record in the Purchase Info subtask of the Maintain Asset Master Info screen and the Maintain Asset Purchase Info screen, 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 selected radio button from this field will display in an existing Asset Master record in the Purchase Info subtask of the Maintain Asset Master Info screen and the Maintain Asset Purchase Info screen, if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.

Note:  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.

Table Information

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

The Lookups in this subtask access data from the VEND (Vendor) and MANUF (Manufacture) tables, as applicable.