CREATE AUTOCREATION TRANSACTIONS

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, thus reducing the need for duplicate data entry in Costpoint Fixed Assets.

The process run from in this screen is company-specific and will be available for use only by your company of login. If you have set up multiple companies in Costpoint, you can run the process in this screen for each company only by using the separate company login for each.

You can enter, edit, view, or use data in this screen only for your login company. If you have multiple companies, you cannot view, enter, edit, or use data from this screen for any company other than your company of login.

Use this screen to specify defaults and set the criteria for the collection of data from the Purchasing, Receiving, and/or A/P tables. When you execute this process, the system copies applicable data to the Edit Autocreation Transactions table window where it displays for your review and editing prior to converting the temporary data into Asset Master records.

You can also use Costpoint Fixed Assets to automatically create Asset Master records by importing data from Costpoint Purchasing, Costpoint Receiving, and/or Accounts Payable, thus reducing the need for duplicate data entry in Costpoint Fixed Assets.

Autocreation involves the following basic steps:

If you are licensed for Costpoint Purchasing and 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) Enter additional Receiving data (such as tag number, serial number, and so on) as desired in the Additional Receiving Info for Autocreated Fixed Assets screen in the Receive Purchase Order and Enter QC Inspections screens in 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 (the screen you are now in). 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 the Process Autocreation Transactions screen. 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.

You can use this screen to specify defaults and set the criteria for the collection of data from the Costpoint Purchasing, Receiving, and/or Accounts Payable tables. When you execute this process, the system copies applicable data to the Edit Autocreation Transactions table window where it displays for your review and editing before you convert the temporary data into Asset Master records.

Warning: Make certain that you enter information in the fields in the Automatic Numbering for Asset Master Records box in the Fixed Assets Settings screen before you run the Create Autocreation Transactions process. You must select the Enable Automatic Numbering for Asset Master Records checkbox and enter data in the Last Asset Number field. (You must do this even if you do not want to enable automatic numbering for manually added Asset Master records.)

The purpose for activating these fields is to provide the starting point for system-generated asset numbers and to provide a system reference in the event you have specified use of the tag number as the asset number and the tag number data is missing. (You can de-activate these fields again as soon as you run the Create Autocreation Transactions process.)

You can run this single-user application at any time. To avoid timing conflicts regarding data copied from Costpoint Receiving and Accounts Payable, however, you may want to establish company procedures that include running this process from the Process Manager after-hours. How often you run this process during an accounting period will depend on your volume of data and your need to review the data.

Each time data is copied to the Edit Autocreation Transactions table window; a special autocreation flag is marked "behind-the-scenes" in the source tables to prevent data from being copied more than once. If there is no new, uncopied data available for collecting, no new rows will be created in the Edit Autocreation Transactions table window.

Warning: As a general precaution, do NOT select the "All" Range Option in the Select Timing from A/P Postings group box when you run this process for eligible transactions from Posted Vouchers (AP and/or PO vouchers). (The "All" Range Option will create autocreation transactions in the edit screen for all historical vouchers posted to the specified autocreation accounts, including vouchers from previous fiscal years.)

Select Transactions/Timing

Use this group box to select the timing code and associated timing parameters.

Include Eligible Transactions From

For each asset account combination and/or wild card entered in the Autocreation Accounts screen, you also were required to indicate the appropriate Timing Code:

If you entered "R" (Receipt) in the Timing Code field in the Autocreation Accounts screen, autocreation data will be captured at the time of receipt of the property for the specified account combination. This option is available only to users who are licensed to use Costpoint Purchasing and Receiving. (If you are not licensed for Costpoint Purchasing/Receiving, you cannot enter an "R" code.)
If you entered "P" (Posting) in the Timing Code field, autocreation data will be captured at the time of posting (from Costpoint Accounts Payable to the General Ledger) for the specified account combination. If you entered a "P," you will also need to select the AP Vouchers checkbox and/or the PO Vouchers checkbox in this screen. Neither of the checkboxes is active by default and you must select at least one checkbox.

The posting timing ("P") is frequently used for company-owned assets that are recorded in balance sheet accounts; although, the time of receipt ("R") is commonly used when autocreating for government property tracked by project.

If you want to create transactions with timing codes of both "P" and "R," you will need to run the process from this screen a second time.

Note: If you are not licensed for Costpoint Purchasing and Receiving, the PO Receipts radio button is grayed out and unavailable for selection.

PO Receipts

This radio button is available only if you are licensed for Costpoint Purchasing and Receiving. If you are licensed for Costpoint Purchasing and Receiving, this radio button is selected by default. Select this radio button to process transactions for asset account combinations for which the timing code has been set to "R" (data captured at time of Receipt).

If you select this checkbox and save the selection parameters for this process, "R" will display in the Include Receipt Transactions column in the Query table.

Posted Vouchers

Select this radio button to process transactions for asset account combinations for which the timing code has been set to "P" (data captured at time of Posting). This radio button is unselected by default.

If you select this radio button, you will also need to select the AP Vouchers checkbox and/or the PO Vouchers checkbox. Neither of the checkboxes is selected by default and you must select at least one checkbox. If you select this checkbox and save the selection parameters for this process, "P" will display in the Include Receipt Transactions column in the Query table.

AP Vouchers

Select this checkbox to include posted transactions that were created for Accounts Payable using the AP Vouchers process. This checkbox is unselected by default. You can select both AP Vouchers and PO Vouchers, if desired.

If you select this checkbox and save the selection parameters for this process, "Y" will display in the Include AP Vouchers column in the Query table.

PO Vouchers

Select this checkbox to include posted transactions that were created for Accounts Payable using the PO Vouchers process. This checkbox is unselected by default. You can select both PO Vouchers and AP Vouchers, if desired.

If you select this checkbox and save the selection parameters for this process, "Y" will display in the Include PO Vouchers column in the Query table.

Select Timing from Receipts

The field in this group box is available only if you have selected the PO Receipts radio button in the Include Eligible Transactions From group box and are licensed for Costpoint Purchasing and Receiving.

Ending Receipt Date

Enter the ending receipt date in date format. When you run the process from this screen by selecting the Process button on the toolbar, the system copies eligible data for "new" (previously unprocessed) transactions if their receipt date is on or before your entry in this field. The system matches your selection with the receipt date from the Receive Purchase Order or Enter QC Inspections screens in Costpoint Receiving.

Note: If you are not licensed for Costpoint Purchasing and Receiving, this field is grayed out and unavailable for data entry.

If you save the selection parameters for this process, the selected ending receipt date, as applicable, will be identified in the Query table in the Ending Receipt Date column.

Select Timing from A/P Postings

This group box is available only if you have selected the Posted Vouchers radio button in the Include Eligible Transactions From group box. You should enter the range of fiscal years/periods/subperiods for the A/P voucher postings you wish to process. Costpoint copies data for new (previously unprocessed) transactions if their posting date falls within your selection parameters. The system matches your selection with the posting date from the Header Info subtask of the Enter A/P Vouchers screen in Costpoint Accounts Payable.

Range Option

Use this drop-down box to select a range option. Options include "All," "One," "Range," "From Beginning," and "To End." The default is "All."

Warning: As a general precaution, do NOT select the "All" Range Option in the Select Timing from A/P Postings group box when you run this process for eligible transactions from Posted Vouchers (AP and/or PO vouchers). (The "All" Range Option will create autocreation transactions in the edit screen for all historical vouchers posted to the specified autocreation accounts, including vouchers from previous fiscal years.)

If you save the selection parameters for this process, the selected range option, as applicable, will be identified in the Query table in the Range Option column.

From

Enter the beginning fiscal year, period, and subperiod for the A/P voucher posting range. The system does not validate your selection criteria against established FY, period, and subperiod data from any tables. Be careful with your entry; you may find that you have entered selection criteria for which data does not exist or does not meet your other selection 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 identified in the Query table in the Fiscal Year From, Pd No From, and Subpd No From columns.

To

Enter the ending fiscal year, period, and subperiod for the A/P voucher posting range. The system does not validate your selection criteria against established FY, period, and subperiod data from any tables. Be careful with your entry; you may find that you have entered selection criteria for which data does not exist or does not meet your other selection 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 identified in the Query table in the Fiscal Year To, Pd No To, and Subpd No To columns.

Select Defaults

Use this group box to set both optional and required defaults and controls, as follows:

In the Default Dates for All Books Used group box, you can optionally specify one default depreciation start date and one default in-service date for all books. Corresponding columns in the Edit Autocreation Transactions screen are automatically populated with this data by the system when you run the process from this screen.
If you selected the PO Receipts radio button in the Include Eligible Transactions From group box, you must use the Default Acquisition Data group box to specify the required default acquisition fiscal year, period, and subperiod that will be assigned to each record in the Edit Autocreation Transactions screen. (This data cannot be captured from PO and Receiving data and is required for each Asset Master record.)

If you have selected the Posted Vouchers radio button in the Include Eligible Transactions From group box, the only field available for use in this group box is the (optional) default Acq Date. (Data for the Acq FY, Acq Pd, and Acq Subpd fields can automatically be captured along with other voucher data.)

Under all circumstances, you can also optionally specify a default acquisition date, which cannot be captured from PO, Receiving, or Accounts Payable data.

Corresponding columns in the Edit Autocreation Transactions screen are automatically populated with this data when you run the process from this screen.

In the Default Autocr Status group box, you must select the required autocreation status, "S" (Selected) or "H" (On Hold), for the system to automatically assign as the default for each row created in the Edit Autocreation Transactions screen.
In the Default Template Use group box, you can optionally set up a default template and specify whether it should be permissible for the Asset account combination data ("ownership" data) from the default template to overwrite autocreated data in the Asset account combination fields in the Edit Autocreation Transactions screen.

Note: Most companies only rarely specify a "default" template in the Fixed Assets Settings screen because they routinely establish multiple templates and find it difficult to specify one to be used as the overall default.

Default Dates for All Books Used

In this group box, you can optionally specify one default depreciation start date and one default in-service date for all books. Dates are assigned to each record in the Edit Autocreation Transactions screen as a result of running the process from this screen.

Depr Start Date

Data entered in this optional field is not system-validated. This field is also optional in an Asset Master record. Note, however, that the system cannot perform depreciation calculations for an Asset Master record if this field is blank or if the start date is later than the end of the current Fixed Assets accounting period set up in the Posting Settings screen. There is no corresponding field in an Asset Template.

Warning: Before you designate a current or future default depreciation start date in this field, review your company policies and procedures to ensure that this action and its future ramifications are acceptable.

Because the system cannot capture depreciation start dates from Costpoint Purchasing/Receiving or Accounts Payable data for any book, you can use this field to designate a default depreciation start date for all books that can be used in the autocreation process. If you enter a date in this field, the system will automatically copy start date information entered in this field to each record in the Edit Autocreation Transactions screen as a result of running the process from this screen. The specified depreciation start date entered in this screen will be copied to the Edit Autocreation Transactions screen for each book initialized in the Fixed Assets Settings screen.

The decision whether to supply a depreciation start date for all books is an important one because the system data requirements to save an asset record are not sufficient to calculate depreciation. The Depr Start Date field, for example, must be populated with a date on or before the end of the Fixed Assets period specified in the Posting Settings screen before the record is eligible for depreciation calculations.

Your decision to populate rows in the Edit Autocreation Transactions with a depreciation start date should depend on the amount of control you wish to exercise over Fixed Assets processing. You should determine if, after autocreation processing, you want depreciation calculations to proceed automatically without the need to intervene further in an Asset Master record. For example:

If you add a Depr Start Date in this screen for the G/L Book, calculations can be run without the need for additional data entry in the Asset Master record. If you leave this optional field blank, you will need to go back to the Asset Master record after it has been autocreated to add this data before depreciation computations can be run for the record.
If you add depreciation methods and start dates for your optional additional books in this screen, depreciation calculations will proceed automatically for these books without the need for additional data entry in the Asset Master record. If you leave these optional fields blank, you will need to go back to the Asset Master record after it has been autocreated to add this data before depreciation computations can be run for these books for the record.

Note: If you anticipate a depreciation start date delay due, for example, to installation or calibration requirements, you can designate a future start date. In this circumstance, depreciation calculations will not begin until the specified start date falls on or before the end of your current accounting period. The date in the Depr Start Date field of the G/L Book Info and/or Other Books Info subtasks of the Maintain Asset Master Info screen or in the Maintain Asset G/L Book Info or the Maintain Asset Other Books Info screens) must be on or before the end of the Fixed Assets current accounting period for depreciation calculations to take place.

During the final process, this data will be moved from the Edit Autocreation Transactions screen to create Asset Master records. Depreciation calculations can then automatically take place for each record included in the depreciation calculation selection range without the need for user intervention.

Note: The relationship between the Depr Start Date field and the values in the Curr Depr Yr and Days/Pds Remaining fields of the Maintain Asset Master Info screen is critical to the accurate calculation of depreciation. There are no system restrictions or rules regarding the appropriateness and/or accuracy of the depreciation start date. To ensure consistency, you may want to develop some internal rules on the use of this field. For new assets, the depreciation start date should be the date on which depreciation is to begin in Costpoint Fixed Assets. For historical assets that are not new in Costpoint Fixed Assets, the depreciation start date should be the date at which depreciation originally began in whatever system(s) you used before Costpoint. If you calculate depreciation based on accounting periods rather than days, we recommend that you use the first day of the period in which depreciation is to be first calculated, rather than the actual acquisition date.

Even if you have specified a default depreciation start date in this screen, you can change this date in both the Edit Autocreation Transactions screen and in Asset Master records after autocreation has taken place. (All changes should be made with caution, however.)

If you save the selection parameters for this process, the selected depreciation start date, as applicable, will be identified in the Query table in the Depreciation Start Date column.

In-Service Date

Data entry in this field is optional in this screen and in an Asset Master record. There is no equivalent In-Service Date field in an Asset Template record. This field is for data purposes only, and it is neither system-validated nor used in system calculations. (When depreciation is calculated, the system only checks the date from the Depr Start Date field.) The date in this field is often the same as the depreciation start date. Many users choose to leave this field blank. No system rules apply to the use of this field.

Because the system cannot capture in-service dates from Costpoint Purchasing/Receiving or Accounts Payable data for any book, you can optionally use this field to designate a default in-service for all books used in the autocreation process. Costpoint will automatically copy in-service date information from the Edit Autocreation Transactions screen to the Asset Master records during final autocreation. Changes to any in-service date for any book are permitted in both the Edit Autocreation Transactions screen and in the Asset Master records after autocreation has taken place.

If you save the selection parameters for this process, the selected depreciation start date, as applicable, will be identified in the Query table in the In-Service Date column.

Default Acquisition Data

If you have selected the PO Receipts radio button in the Include Eligible Transactions From group box, you must use this group box to specify the required default acquisition fiscal year, period, and subperiod that will be assigned to each record in the Edit Autocreation Transactions screen. (This data cannot be captured from PO and Receiving data and is required for each Asset Master record.)

Under all circumstances, you can also optionally specify a default acquisition date, which cannot be captured from PO, Receiving, or Accounts Payable data.

Corresponding columns in the Edit Autocreation Transactions screen are automatically populated with this data when you run the process from this screen. You can make changes to these fields in both the Edit Autocreation Transactions screen and in Asset Master records after autocreation has taken place.

There are no corresponding fields in an Asset Template. These fields are provided for data purposes only, and are not used in system calculations. These fields are frequently used as sort parameters in standard Fixed Assets reports, and you may also find them helpful when using Query or when designing user-specific output with Impromptu.

Note: If you are not licensed for Costpoint Purchasing and Receiving, the Acq FY, Acq Pd, and Acq Subpd data fields are grayed out and unavailable for default data entry. In this circumstance, the Acq FY, Acq Pd, and Acq Subpd data columns in the Edit Autocreation Transactions screen will automatically be populated with the fiscal year, accounting period, and subperiod from the A/P voucher. (You can enter default data in the Acq Date field in all circumstances.)

Acq FY

If you are not licensed for Costpoint Purchasing and Receiving OR if you have selected the Posted Vouchers radio button in the Include Eligible Transactions From group box, this field is grayed out and unavailable for default data entry. In this circumstance, the only field available for use in this group box is the (optional) default Acq Date. (Data for the Acq FY, Acq Pd, and Acq Subpd fields can automatically be captured by the system from the A/P voucher.)

If you are licensed for Costpoint Purchasing and Receiving and have selected the PO Receipts radio button in the Include Eligible Transactions From group box, you must also specify the required default acquisition fiscal year, period, and subperiod that will be assigned to each record in the Edit Autocreation Transactions screen. (This data cannot be captured from PO and Receiving data and is required for each Asset Master record.)

As applicable, enter a fiscal year or use the drop-down box to select the desired acquisition fiscal year. There is no default and this field is required. The drop-down box displays only fiscal years already set up in the General Ledger's Fiscal Years screen in descending order, beginning with the latest fiscal year. Fiscal years set up in the General Ledger should always match those set up in Fixed Assets in the Maintain FA Fiscal Years screen.

Because the display in the Acq FY drop-down box is a standard lookup to the FY table, you may find that you have selected a fiscal year for which autocreation data does not exist or does not meet your other selection criteria.

This field is also required in the Edit Autocreation Transactions screen, as is the Fiscal Year field in the Purchase Info subtask of the Maintain Asset Master Info screen (and the Acq FY field in the Maintain Asset Purchase Info screen). A fiscal year must display in this field before the autocreation transaction process can be initiated.

If you save the selection parameters for this process, the selected acquisition fiscal year, as applicable, will be identified in the Query table in the Acquisition Fiscal Year column.

Acq Pd

As applicable, enter an accounting period or use the drop-down box to select the desired acquisition period from the displayed options. There is no default and this field is required. The drop-down box displays only accounting periods set up in the Accounting Periods screen in Costpoint General Ledger for the fiscal year specified in the Acq FY drop-down box. Accounting periods set up in the General Ledger should always match those set up in the Maintain FA Fiscal Years screen in Fixed Assets.

Because the display in the Acq Pd drop-down box is a standard lookup to the ACCTING_PD table, you may find that you have selected an accounting period for which autocreation data does not exist or does not meet your other selection criteria.

This field is also required in the Edit Autocreation Transactions screen, as is the Acct Pd field in the Purchase Info subtask of the Maintain Asset Master Info screen (and the Acq Pd field of the Maintain Asset Purchase Info screen). An accounting period must display in this field before the autocreation transaction process can be initiated.

If you save the selection parameters for this process, the selected acquisition period, as applicable, will be identified in the Query table in the Acquisition Pd No column.

Acq Subpd

As applicable, enter an accounting subperiod or use the drop-down box to select the desired acquisition subperiod from the displayed options. There is no default and this field is required. The drop-down box displays only accounting subperiods set up in the General Ledger’s Subperiods screen for the fiscal year and accounting period specified in the Acq FY and Acq Pd drop-down boxes.

Because the display in the Acq Subpd drop-down box is a standard lookup to the SUB_PD table, you may find that you have selected an accounting period for which autocreation data does not exist or does not meet your other selection criteria.

This field is also required in the Edit Autocreation Transactions screen, as is the Subperiod field in the Purchase Info subtask of the Maintain Asset Master Info screen and the Acq Subpd field of the Maintain Asset Purchase Info screen. A subperiod must display in this field before the autocreation transaction process can be initiated.

If you save the selection parameters for this process, the selected acquisition subperiod, as applicable, will be identified in the Query table in the Acquisition Subpd No column.

Acq Date

Enter an acquisition date in date format. Data entry in this field is optional and is not system-validated. This field is also optional in the Edit Autocreation Transactions screen and in Asset Master records. Be careful with your entry; you may find that you have entered selection criteria for which autocreation data does not exist or does not meet your other selection criteria.

(You can enter default data in the Acq Date field in all circumstances; you do not need to be licensed for Costpoint Purchasing and Receiving.)

Note: An optional acquisition date displays in two separate fields in an Asset Master record: the Date field in the Purchase Info subtask and the Acq Date field in the Government Info subtask of the Maintain Asset Master Info screen. Entries or edits made to these fields in either subtask automatically display in both subtasks.

If you save the selection parameters for this process, the selected acquisition date, as applicable, will be identified in the Query table in the Acquisition Date column.

Default Autocr Status

Select the desired radio button in this group box. The system will automatically populate the Autocr Status column in the Edit Autocreation Transactions screen with the status from the radio button you select.

"S" (Selected)

Select this radio button if you want newly-created rows in the Edit Autocreation Transactions screen to display "S."

If you save the selection parameters for this process, the active option for this radio button will be identified in the Query table as "S" in the Status column.

"H" (On Hold)

Select this radio button if you want newly created rows in the Edit Autocreation Transactions screen to display "H" (On Hold).

If you save the selection parameters for this process, the active option for this radio button will be identified in the Query table as "H" in the Status column.

The autocreation feature was created to satisfy different user requirements. Some users need deliberately controlled steps, while others prefer to gather data and immediately convert it to Asset Master records. Selecting the "S" (Selected) radio button ensures that, with the assignment of templates, data can be transformed to Asset Master records without the need for additional user intervention.

You can change autocreation status in the Edit Autocreation Transactions screen either by editing individual rows or by highlighting the desired rows and selecting the Set to "Hold" or Set to "Selected" pushbuttons. You can make an unlimited number of changes.

You may need to place selected rows on "H" (On Hold) status in the Edit Autocreation Transactions screen while you research an entry. This does not prevent you from running the Create Autocreation Transactions process again. Existing data in the Edit Autocreation Transactions screen will not be overwritten the next time you run the Create Autocreation Transactions Edits process; additional rows will be created.

During the final autocreation process, the system will use data from each "S" (Selected) row in the Edit Autocreation Transactions screen to create Asset Master records. Rows with an "H" status will not be converted to Asset Master records when you run the Process Autocreation Transactions process.

Default Template Use

In this group box, you can optionally set up a default template and also specify whether it will be permissible for the Asset account combination data ("ownership" data) from the default template to overwrite autocreated data in the Asset account combination fields in the Edit Autocreation Transactions screen.

Note: Most companies only rarely specify a "default" template in the Fixed Assets Settings screen because they routinely establish multiple templates and find it difficult to specify one to be used as the overall default.

You can use the optional template feature to set up one or more templates and establish "standard" default data for property that shares common characteristics. The primary function of a template is to provide the system mechanism by which default data from the template is copied into fields in the Edit Autocreation Transactions screen (and in an Asset Master record) in order to minimize the need to enter data manually. You can set up templates with many default fields. Some fields are purely informational, such as manufacturer, location, and so on. Some fields supply data for system-required fields. Other template fields provide processing directions, such as depreciation methods, posting accounts, and so on. When you specify a template for a row in the Edit Autocreation Transactions screen, data from the template is automatically copied to applicable columns in that screen.

Warning: Templates should be used knowledgeably and with caution. Read this section carefully before assigning a template for the purpose of copying default data.

The fields required in an Asset Master record (such as property type, classification code, asset account data, and so on) are also required in the Edit Autocreation Transactions screen and in an Asset Template record. The ability to specify the use of an Asset Template allows you to satisfy the required field entry both in the Edit Autocreation Transactions screen and in the Asset Master Records screens.

The following template fields satisfy required field entry in both in the Edit Autocreation Transactions screen and in an Asset Master record. If you have NOT specified the use of an Asset Template, you will need to enter data in the following columns before saving a row in the Edit Autocreation Transactions table window:

For both Depreciable and Non-Depreciable Records:

Property Type
Classification Code

For Depreciable Records:

Property Type
Classification Code
Depr Meth Code Book 1
Depr Exp Acct Alloc Code
Accum Depr Acct Code

(The Acq FY, Acq Pd, Acq Subpd, Asset Account, and Asset Org fields are also required entry in the Edit Autocreation Transactions screen and in an Asset Master record, but they are populated automatically when you run the Create Autocreation Transactions process from this screen. Normally there should be no need to change this data.)

You can use template functionality in several different screens when you are using autocreation features, as follows:

You can optionally assign a template/revision number during the receiving process (if you are licensed for Costpoint Purchasing and Receiving).

The Additional Receiving Info for Autocreated Fixed Assets subtasks of the Receive Purchase Order and Enter QC Inspections screens in Costpoint Receiving are available for optional data entry. In addition to entering the tag number, location data, user-defined data, and so on, you can also specify the use of a template/revision number.

If you specify a template in the either of the two Costpoint Receiving screens, data from the template will be copied to the corresponding fields in the Additional Receiving Info for Autocreated Fixed Assets subtask (access this subtask by selecting the FA Info pushbutton). If you make no changes to the data copied from the template, the same data will display in the Edit Autocreation Transactions screen (and eventually in the Asset Master record). Once data has been copied from the template, you can always edit it on a field-by-field basis in the destination screen(s) if necessary.

(In this circumstance, when a template is specified in the receiving screen, neither template data nor the template identifier will display in the Enter A/P Vouchers screen in Costpoint Accounts Payable. It is important that the procedures and responsibility for assigning templates be carefully defined in your Company to avoid unexpected results.)

The template/revision identifier, if specified in Costpoint Receiving, will display in the Edit Autocreation Transactions screen.

The point of time at which you specify a template in the receiving entry screen can affect the outcome.

For example, if you have specified that you want data from the PO Ship ID from the purchase order to be captured in the receiving screen, these defaults will automatically display. If you then specify a template, location data from the template will overwrite the shipping ID data captured from the purchase order (including overwriting these fields with blanks if the fields were blank in the template).

If, for example, you have manually added some user-defined government information in the receiving screen and then specify a template, data from the template will overwrite your manually entered data, including overwriting these fields with blanks if the fields were blank in the template.

Note that once data has been copied from the template, you can always edit it on a field-by-field basis in the destination screen(s) if necessary.

Costpoint will never use a default template if a template has already been specified in Costpoint Receiving.

Hint: Although you can designate a template in Costpoint Receiving, you will have more control over the import of template data if you designate a template directly in the Edit Autocreation Transactions screen instead of initiating template in Costpoint Receiving or Costpoint Accounts Payable, or by naming a default template in the Fixed Assets Settings screen.

There is no message that gives you an overwrite choice when importing template data into the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen (as there is in both the Asset Master screen and the Edit Autocreation Transactions screen). This is a technical issue because there are relatively few template fields in the subtask and, in order to have an overwrite selection, the system must store data for all the template fields in the Materials modules tables.

Procedurally, we recommend that the receiver NOT enter a template in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen. Instead, if the receiver has a specific piece of data to enter at time of receipt such as the Location Group or the Serial Number (or any other piece of data for which there are columns in that subtask), he should do so in the appropriate column.

You can later apply the appropriate template directly in the Edit Autocreation Transactions screen and at that time select the option to supply data only for blank fields so the data entered by the receivers will be preserved and not overwritten.

You can optionally assign a template/revision number in the Enter A/P Vouchers screen in Costpoint Accounts Payable.

In order to assign a template in Costpoint Accounts Payable, all accounts designated for autocreation in Costpoint Fixed Assets (Autocreation Accounts screen) must have been set up with a Timing Code of "P" (Posting).

If you are NOT licensed for Costpoint Purchasing and Receiving, you can specify the use of a template/revision number directly in the Enter A/P Vouchers screen. Data from the designated template will be copied to the corresponding fields and will automatically display in the Edit Autocreation Transactions screen (and eventually in the Asset Master record). Only the template identifier displays in the Enter A/P Vouchers screen. Because the actual data copied from the template does not display in the Enter A/P Vouchers screen, it is important that the procedures and responsibility for assigning templates be carefully defined in your Company to avoid unexpected results.

Even if you are licensed for Costpoint Purchasing and Receiving, you may decide to not assign a template during the receiving function but to instead assign a template for the first time in the Enter A/P Vouchers screen. In this circumstance, the same rules apply as in the preceding paragraph.

If you are licensed for Costpoint Purchasing and Receiving, you can optionally assign a template/revision number during the receiving process for each unit accepted. Because there is no automatic direct relationship between a unit received and a voucher line, a template assigned at time of receipt WILL NOT DISPLAY in the Enter A/P Vouchers screen. If you now enter a template in the Enter A/P Vouchers screen, the Asset Template entered in Costpoint Accounts Payable will take precedence during the autocreation process and data from that template will display in the Edit Autocreation Transactions screen.

The template/revision identifier, if specified in Costpoint Account Payable, will display in the Edit Autocreation Transactions screen.

Costpoint will never use a default template if a template has already been specified in Costpoint Accounts Payable.

Hint: Although you can designate a template in Costpoint Accounts Payable, you will have more control over the import of template data if you wait and designate a template directly in the Edit Autocreation Transactions screen instead of initiating a template in Costpoint Receiving or Costpoint Accounts Payable, or by naming a default template in the Fixed Assets Settings screen and enabling its use in this screen.

There is no message that gives you an overwrite choice when importing template data into the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen (as there is in both the Asset Master screen and the Edit Autocreation Transactions screen). This is a technical issue because there are relatively few template fields in the subtask and, in order to have an overwrite selection, the system must store data for all the template fields in the Materials modules tables.

Procedurally, we recommend that the receiver NOT enter a template in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen. Instead, if the receiver has a specific piece of data to enter at time of receipt such as the Location Group or the Serial Number (or any other piece of data for which there are columns in that subtask), he should do so in the appropriate column.

You can later apply the appropriate template directly in the Edit Autocreation Transactions screen, and at that time select the option to supply data only for blank fields so the data entered by the receivers will be preserved and not overwritten.

You can optionally enable the use of a default template.

If you have NOT specified a template in Costpoint Purchasing/Receiving or Costpoint Accounts Payable, you can still copy default template data to the Edit Autocreation Transactions screen (and eventually to the Asset Master record). To enable this, you must first designate a template/revision identifier for use as a default in the Default Template for Asset Master group box in the Fixed Assets Settings screen.

Note: Most companies only rarely specify a "default" template in the Fixed Assets Settings screen because they routinely establish multiple templates and find it difficult to specify one to be used as the overall default.

Although you may have designated a default template for use under normal data entry conditions, you must also indicate in the Create Autocreation Transactions screen whether the use of a default template should be enabled during autocreation. Go to the Default Template Use group box and select the Use default template specified in F/A Settings screen checkbox if you want data from the specified default template to be used in the event that a template has not been specified in Costpoint Receiving or Costpoint Accounts Payable.

There is a second checkbox in the Default Template Use group box: Do not overwrite Asset Acct/Org/Proj with template data. This checkbox is active as the default. If you enabled the use of a default template, selecting this checkbox will prevent the Asset Acct/Org/Proj data from being overwritten with data from the template fields. (Asset Acct/Org/Proj data is required before you can save an Asset Template or Asset Master record.)

The default template will never be used if a template has been specified elsewhere. If the default template has been used, the template/revision identifier will display in the Edit Autocreation Transactions screen.

If no template has been assigned in Costpoint Purchasing/Receiving or Costpoint Accounts Payable and if you have neither set up nor enabled the use of a default template, you can designate the use of a template (and revision number, as applicable) directly in the Edit Autocreation Transactions screen.

Alternately, even if a template number already displays in the Edit Autocreation Transactions screen, you can specify the use of a different template/revision number at the Template No/Revision No columns, if desired.

Note: You will have more control over the import of template data if you designate a template directly in the Edit Autocreation Transactions screen instead of initiating a template in Costpoint Receiving or Costpoint Accounts Payable, or by naming a default template in Fixed Assets Settings and enabling its use in this screen.

There is no message that gives you an overwrite choice when importing template data into the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen (as there is in both the Asset Master screen and the Edit Autocreation Transactions screen). This is a technical issue because there are relatively few template fields in the subtask and, in order to have an overwrite selection, the system must store data for all the template fields in the Materials modules tables.

Procedurally, we recommend that the receiver NOT enter a template in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Receive Purchase Order screen. Instead, if the receiver has a specific piece of data to enter at time of receipt such as the Location Group or the Serial Number (or any other piece of data for which there are columns in that subtask), he should do so in the appropriate column.

You can later apply the appropriate template directly in the Edit Autocreation Transactions screen, and at that time select the option to supply data only for blank fields so the data entered by the receivers will be preserved and not overwritten.

If you have received and accepted items that were ordered on POs for account/org/project combinations that had NOT been set up before the actual receipt, there is a simple procedural solution:

After you add the appropriate account/org/project combination in the Autocreation Accounts screen, go back to the Receive Purchase Order screen and open the Additional Receiving Info for Autocreated Fixed Assets subtask. Although the system automatically creates a row for each received and accepted unit in this subtask, there is no need to enter any additional data in this subtask. Select OK, save the receipt again, and autocreation should proceed correctly.

Use default template specified in F/A Settings screen

Note: Most companies only rarely specify a "default" template in the Fixed Assets Settings screen because they routinely establish multiple templates and find it difficult to specify one to be used as the overall default.

If you select this checkbox, the system will copy data from the default template to rows in the Edit Autocreation Transactions screen if a template has not already been specified in Costpoint Receiving or Costpoint Accounts Payable. Data from the template will overwrite system-captured data in almost every case for corresponding fields. (The exception is the Asset Acct/Org/Proj data captured from the purchase order or A/P voucher; if you selected the Do not overwrite Asset Acct/Org/Proj with template data checkbox in this screen (the default), this data will not be overwritten with template data.)

You can prevent the use of a specified default template only by NOT selecting this checkbox. The default for this checkbox is inactive.

Warning: You may not want to use a default template in the autocreation process if you have a substantial amount of default data in the template. You should be very cautious when selecting the Use default template specified in F/A Settings screen checkbox.

If you save the selection parameters for this process, the active option for this checkbox will be identified in the Query table as "Y" in the Use Template column.

Do not overwrite Asset Acct/Org/Proj with template data

You can use this checkbox to control whether an Account/Organization/Project/Reference 1/Reference 2 data copied from Purchasing/Accounts Payable should be overwritten in the Edit Autocreation Transactions screen with Account/Organization/Project/Reference 1/Reference 2 data if a default template has been specified for use (and a template has not already been designated in Costpoint receiving or Costpoint Accounts Payable).

The general template rules regarding use of the default template (if a template has NOT already been designated in Costpoint Receiving or Costpoint Accounts Payable) are as follows:

Data from a specified default template will always overwrite data in the corresponding columns in the Edit Autocreation Transactions screen if the Use default template specified in F/A Settings screen checkbox is selected.
The asset account/org/proj data from a specified default template will NOT overwrite autocreated data in the Asset Account, Asset Org, Asset Project, Asset Ref 1, and Asset Ref 2 columns in the columns in the Edit Autocreation Transactions screen if the Do not overwrite Asset Acct/Org/Proj with template data checkbox is selected. (Note that Asset Acct/Org/Proj data is required before you can save an a row in the Edit Autocreation Transactions screen or an Asset Master record.)

If you select this checkbox and save the selection parameters for this process, "Y" displays in the Update Asset Acct/Org/Proj with template data column in the Query table.

Process

Select this button on the toolbar to initiate the Create Autocreation Transactions process. The system will populate the Edit Autocreation Transactions screen with retrieved data using your selection criteria and your specified defaults.

Table Information

This process accesses data from the following tables:

AUTOCR_SETTINGS (Autocreation Settings)

AUTOCREATE_ACCTS (Autocreation Accounts)

FA_AUTOCR_RECPT (Fixed Assets Autocreation Receipts)

RECPT_LN (Receipt Line)

VCHR_HDR_HS (Voucher Header History)

VCHR_LN_HS (Voucher Line History)

VCHR_LN_ACCT_HS (Voucher Line Account History)

FY (Fiscal Year)

ACCTING_PD (Accounting Period)