You can use the optional autocreation feature in Costpoint Fixed Assets to automatically create Asset Master records by importing data from Costpoint Purchasing, Receiving, and/or Accounts Payable. Autocreation reduces the need for duplicate data entry in Costpoint Fixed Assets.
The process run from this screen moves selected and validated rows from the Edit Autocreation Transactions screen and creates the individual Asset Master records.
Autocreation involves the following basic steps:
If you are licensed for Costpoint Purchasing and/or Receiving:
Select the preferred asset/item numbering configuration from the Default Autocreation Asset Numbering screen.
Select the preferred defaults in the Autocreation Settings for PO/Rcvng Data screen.
In the Autocreation Accounts screen, enter the Account/Organization/Project/Reference 1/Reference 2 combination(s) and/or wild card combination(s) for which it is permissible to create Asset Master records. Assign the "R" or "P" timing code to each row to signify whether data should be captured at time of Receipt or at time of A/P Posting.
In the Fixed Assets Settings screen, select the Enable Automatic Numbering for Asset Master Records checkbox and enter the appropriate data in the Last Asset Number field.
(Optional) If you are licensed for Costpoint Purchasing and/or Receiving, enter additional Receiving data (such as tag number, serial number, and so on) as desired in the Additional Receiving Info for Autocreated Fixed Assets subtask (in the Receive Purchase Order screen or the Enter QC Inspections screen of Costpoint Receiving).
(To enable the system to write optional Fixed Assets data entered in this subtask to the Edit Autocreation Transactions screen, you must also enter receipt identification data in the normally optional Rcpt field in the Enter PO Vouchers screen in Costpoint Accounts Payable.)
Run the preliminary autocreation process from the Create Autocreation Transactions screen. During this process, the system collects the appropriate data from the Purchasing, Receiving, and/or A/P tables and displays the information in the Edit Autocreation Transactions table window for your review.
Make all necessary edits and enter additional data as desired in the Edit Autocreation Transactions screen. Select or de-select records for processing.
Review the data in summary or detail format at any time by printing the Autocreation Transactions Edit Report.
Execute the final autocreation process from this screen (Process Autocreation Transactions). This step moves selected and validated rows from the Edit Autocreation Transactions screen and creates the individual Asset Master records. A list of successfully processed transactions automatically prints along with an error list of any transactions rejected because of error conditions.
Although you may have already tagged desired records with an "S" (Selected) code in the Edit Autocreation Transactions screen, you can create final records for a subset of the eligible rows by selecting one, a range of, or all transaction sources (receipts, A/P postings, or user-created records) and fiscal years/periods/subperiods.
As in posting procedures, you must print the Autocreation Transactions Edit Report before the final process can be executed. This report displays selected data from the Edit Autocreation Transactions screen for the Asset Master records selected for creation, including the entry source, asset/item number, short description, asset account/organization/project, and the total cost.
When you run the final autocreation process in this screen, the system attempts to write data from each Selected ("S") row in the table to create an Asset Master record. Each selected data row from the Edit Autocreation Transactions screen without errors is converted into an Asset Master record. If any selected row in the Edit Autocreation Transactions screen cannot be converted into an Asset Master record because of error conditions, the system automatically prints the Autocreation Transactions Error Report. This report displays the following data, as applicable, for each row that cannot be processed: temp asset/item number, user asset/item number, column name(s), and error message. If there are error conditions, the Autocreation Transactions Error Report prints after the Autocreation Transactions Edit Report.
Successfully processed rows are cleared from the Edit Autocreation Transactions screen. Rejected rows still display in the Edit Autocreation Transactions screen. A row may be rejected as a result of any of the following conditions:
For both depreciable and non-depreciable records:
Duplicate asset/item number
Missing property type
Missing classification code
Missing asset account/organization
For depreciable records only:
Missing depreciation method code
Missing accumulated depreciation account code
Missing depreciation expense account allocation code
Once an Asset Master record is successfully created, the row in the Edit Autocreation Transactions screen from which the data was imported no longer displays.
You can run the process from this screen as often as desired. You may, however, want to establish company procedures to ensure that all Asset Master records for which depreciation should be computed and posted are created within the current period.
Use the fields in this group box to designate the range of fiscal years, periods, and subperiods for which you want to create Asset Master records.
The system checks the values in the Acq FY, Acq Pd, and Acq Subpd columns in the Edit Autocreation Transactions screen to determine whether a selected row ("S" status) is within the selected timing range.
Use this drop-down box to select the range of the timing parameters you want to use when creating the Asset Master records. Range options are "All," "One," "Range," "From Beginning," and "To End." The default is "All."
Lookup for each of the Acq FY, Acq Pd, and Acq Subpd fields is a standard lookup to the timing data already set up in the Fiscal Years, Accounting Periods, and Subperiods screens in Costpoint General Ledger. As a result, you may find that have selected timing parameters for which autocreation data does not exist or does not meet your other selection criteria.
If you save the selection parameters for this report, the selected range option, as applicable, will be stored in the Query table in the Acquisition Timing Parameters Range column.
Enter the beginning acquisition fiscal year, period, and subperiod or use Lookup to review and select this criteria.
If you select "All" or "From Beginning" in the Range Option field, these fields will be inactive.
If you save the selection parameters for this process, the selected "from" value(s), as applicable, will be stored in the Query table in the Fiscal Year Code From, Pd No From, and Subpd No From columns.
Enter the ending acquisition fiscal year, period, and subperiod or use Lookup to review and select this criteria.
If you select "All," "One," or "To End" in the Range Option field, these fields will be inactive.
If you save the selection parameters for this process, the selected "to" value(s), as applicable, will be stored in the Query table in the Fiscal Year Code To, Pd No To, and Subpd No To columns.
Use the options in this group box to select the timing source(s) of the records for which you want to create Asset Master records. You must select at least one checkbox. The Receipts checkbox is the default.
The system checks the values in the Timing Source column ("R," "P," or "U") in the Edit Autocreation Transactions screen to determine if a selected row ("S" status) matches the selected timing source(s).
The Timing Code was assigned to the asset account combination in the Autocreation Accounts screen. An "R" code indicates that autocreation data was captured at the time of receipt of the property, while a "P" code indicates that autocreation data was captured at the time of posting from Accounts Payable to the General Ledger. If you have used the Repeat Line function in the Edit Autocreation Transactions screen to copy an existing row, the system automatically assigns and displays a "U" code (User-Created), regardless of the timing source of the row from which the data was copied.
Select this checkbox to include records with an "R" (Receipts) Timing Code. This checkbox is the default.
If you select this checkbox, "Y" will be inserted into the Select Transaction Sources from Receipts column in the Query table when you save the selection parameters for this report.
Select this checkbox to include records with a "P" (A/P Postings) Timing Code.
If you select this checkbox, "Y" will be inserted into the Select Transaction Sources from A/P Postings column in the Query table when you save the selection parameters for this report.
Select this checkbox to include records with a "U" (User-Created) timing code.
If you select this checkbox, "Y" will be inserted into the Select Transaction Sources from User-Created Rows column in the Query table when you save the selection parameters for this report.
Select this button on the toolbar to print the Autocreation Transactions Edit Report (and Autocreation Transactions Error Report, as applicable). This selection prints only the report; no processing takes place. This enables you to review and correct validation errors in the Edit Autocreation Transactions screen before processing.
The Execute button on the toolbar will be disabled until you print the Autocreation Transactions Report.
Select this button on the toolbar to print the Autocreation Transactions Edit Report and process the autocreation transactions in a single step. If there are validation errors, the Autocreation Transactions Error Report will also print and processing will be halted so you can rectify the error conditions.
Because there is no system mechanism to "undo" or "reverse" the final autocreation process, we recommend that you not select this option unless you have already reviewed the information and are confident that it is correct. (Although it is always possible to make manual corrections in Asset Master records after autocreation has occurred, this is counter-productive to the autocreation feature, which was designed to reduce the need for manual data entry.)
Select this button on the toolbar to convert selected and validated data from the Edit Autocreation Transactions screen to Asset Master records. This button is not available until you have printed the Autocreation Transactions Edit Report, and must be selected in the same session. You should review the report before you begin processing.
This process copies data from the AUTOCR_ASSET_EDIT (Aut0creation Edit) table to the ASSET (Asset), ASSET_OTHER_INFO (Asset Other Info), and ASSET_OTH_BK_DEPR (Asset Other Books) tables. Once the copy is complete, the system deletes the data from the AUTOCR_ASSET_EDIT (Autocreation Edit) table.
Validations made during the process access data from the PROPERTY_TYPE (Property Type), FA_CLASSIF_CD (Classification Code), FA_SUBCLASS_CD (Subclass Code), DEPR_MTHD (Depreciation Method Codes), FA_SETTINGS (Fixed Assets Settings), FA_LOCATION_GRP (Location Group), FA_LOCATION (Location), FA_TEMPLATE (Template), ACCUM_DEPR_ACCT (Accumulated Depreciation Account Code), and DEPR_EXP_ALLOC_CD (Depreciation Expense Account Allocation Code) tables, as applicable.
Lookup accesses the following tables:
FY (Fiscal Year)
ACCTING_PD (Accounting Period)
SUB_PD (Subperiod)