Use this optional screen to enter new transfer data and view previously entered transfer history for any property record. Transfer data for all types of property records can be recorded, including assets purchased by and for your company, property supplied by the government, and property purchased by your company and billed to a government contract. In some cases, detailed transfer tracking may be a government requirement. In many cases, however, companies choose to maintain transfer records for their assets for purposes of internal control.
In the Tracking Field Labels screen, you can optionally define the labels for up to eight user-defined transfer categories, such as "Trnsfr To," "Apprved By," and so on. Your labels, along with the Date column, display as the column names for the table window in this screen. Use this feature to "customize" the transfer data that you record for ease in recognition.
You are not required to establish one or more labels for the table columns. If you do not define labels, system default labels (for example, "Transfer1," "Transfer2," and so on) will display as the column names. You may find, however, that data entry and history review is more meaningful when appropriate labels display.
Although you can set up and change the labels in the Tracking Field Labels screen at any time, you may find it more convenient to decide on the label names before you begin to enter data in this screen. To achieve consistency throughout your records, you should plan for, and establish as much as possible of, this set-up data during your initialization procedures. Note that labels display on a "real-time" basis in that data entered using a different label can only be retrieved with the current label displayed.
The Asset No and Item No for the property are required fields in this screen. In order to enter information in this screen, therefore, you must first establish the property record in the Maintain Asset Master Info screen or in the Maintain Asset Desc Info screen.
Other tracking functions, such as inventory and maintenance, are also available within Costpoint Fixed Assets. Note that you can use each function independently, and you are not required to add inventory, maintenance, and/or transfer data in a specified sequence.
You can enter and/or edit transfer data in this screen at any time after you have established the record in the Maintain Asset Master Info screen. You can review transfer history in this screen at any time.
In this group box, you must enter the asset and item number of the established property record for which you wish to enter new transfer data or review historical transfer data.
Enter the asset number for which you want to record new transfer data in this required field. Because this entry is validated, you must first have added the record in the Maintain Asset Master Info screen.
For a new transfer record, you can use Lookup to review the assets previously established in the Maintain Asset Master Info screen. To make edits to an existing transfer record, use Query or Find to select the desired record.
For a new transfer record, you can use Lookup to review the item numbers associated with the asset number previously established in the Maintain Asset Master Info screen. To make edits to an existing transfer record, use Query or Find to select the desired record.
The system displays the short description from the Short Description field of the Maintain Asset Master Info main screen. Edits to this field can be made only in the Maintain Asset Master Info main screen, in the Maintain Asset Desc Info screen, or in the Asset Master Info Global Changes screen, subject to security and configuration constraints. If you did not establish a short description for this record, this field is blank. This field is not available for user entry.
In this table window, you can enter, edit, or view transfer data on a record-by-record basis.
Enter the date associated with the transfer record in this required field in date format. You can enter multiple rows of data associated with the same date because the system records a line sequence number "behind-the-scenes."
If you designated a label for the first field in the Transfer Labels group box of the Tracking Field Labels screen (Controls menu), your label description displays. 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 this field, Transfer1 displays as the label for this column in the table window.
For new records, enter up to 20 alphanumeric characters in this optional field.
For existing records, you can edit data that displays in this field or you can add new data to a blank field.
Please refer to the documentation for the Transfer1 (or your label) field.
The system stores transfer data from this screen in the FA_TRACKING (Tracking) table.
The systems stores user-defined transfer labels, as applicable, in the FA_LABELS (Fixed Assets Labels) table.
Lookup accesses data from the ASSET (Asset) table.