Use this optional screen to create multiple disposal entries for both depreciable and/or non-depreciable assets. You can select records for one, a range of, or all asset accounts, organizations, projects, and asset/item numbers. You can further limit the creation selection by specifying location group, location 1, 2, or 3 code, property type, classification code, or subclass parameters.
When you run the creation process from this screen, disposal entries for the selected range(s) are created automatically by the system, eliminating the need to enter data for each disposal record individually into a table window or form. Common data, such as disposal date, disposal price, disposal description, disposal document number, disposal type, selection status, and/or gain or loss account information, can be entered first into the Template subtask. When the creation process is initiated, data from the template fields is written automatically to the Maintain Single and Multiple Disposal Transactions screens for the asset records that qualified for the selected range(s).
Because all disposal data from the entry screens is stored in the same table, you can edit the created disposal information using the Maintain Single/Multiple Disposal Transactions screen, as needed.
It is possible to run the Create Multiple Disposal Transactions process multiple times, using different selection criteria. Each time the process is run, new rows are added to the table, where they can all be viewed and "fine-tuned" in the Maintain Multiple Disposal Transactions screen. (Note that only one occurrence of the asset/item number can exist in the data base table. Existing rows in the table will either be ignored or overwritten, depending on whether you have selected the Overwrite existing data in Disposal Transaction edit screens checkbox.) Individual rows can be edited or deleted and the status can be changed from "H" (On Hold) to "S" (Selected). Once "Selected" rows are posted, they are deleted from the Maintain Single/Multiple Disposal Transactions screens.
See Special Topic FA-4, "Creating and Posting Disposals," before posting any disposals that were manually entered or system-created in the disposal screens.
You can also use the Create Multiple Disposal Transactions screen to choose whether or not to overwrite any existing rows in the disposal table with new information. If you select the Overwrite existing data in Disposal Transaction edit screens checkbox, the creation process deletes rows for all duplicate asset/item numbers, and replaces them with rows that contain the new disposal information created by this process.
Note, however, that even if you select this checkbox, the system will not overwrite data in rows containing a posting sequence number because this indicates that these rows are currently being posted. If you do not select the Overwrite existing data in Disposal Transaction edit screens checkbox and a row already exists in this screen for the asset/item number, the creation process does not change any data in the existing row.
Before running the process from this screen, the assets you are disposing of must already exist as Asset Master records. You can create disposal data in this screen at any time. To avoid timing and presentation problems related to gain or loss and/or depreciation adjustments, however, you should calculate (and post) depreciation for applicable records prior to posting disposals.
The posting process for disposals writes data to the General Ledger for the G/L Book for depreciable assets and for non-depreciable assets for which the Post Disposal to G/L checkbox is selected in the Maintain Asset Master Info screen or the corresponding checkbox in the Maintain Asset Desc Info screen and to fields in the Disposal Info subtask of the Maintain Asset Master Info screen or the Maintain Asset Disposal Info screen (for all asset disposals).
Once data is posted, you cannot create disposal information using this screen for the same Asset Master record(s). If the process encounters a duplicate record with a posting sequence number, the creation process will stop. The system will not overwrite a duplicate row with a posting sequence number, even if you selected the Overwrite existing data in Disposal Transaction edit screens checkbox.
Use this group box to create disposals from asset accounts. The asset account is a required field in the Account Info for G/L Book subtask of the Maintain Asset Master Info screen and in the Maintain Asset Account Info screen for all property records, and denotes the "ownership" account, such as company-owned balance sheet, project, and so on.
The default option for this field is "Range." You can accept the displayed default range option, enter a different valid range option, or select one from the drop-down box. Range options are "All," "One," "Range," "From Beginning," and "To End."
If you save the selection parameters for this process, the selected Range Option, as applicable, will be stored in the Query table in the Account Range column.
Enter the beginning asset account number in this field or use Lookup to select one. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account for which asset data does not exist or does not meet your other selection criteria.
If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
If you save the selection parameters for this process, the selected From value, as applicable, will be stored in the Query table in the Starting Asset Acct column.
Enter the ending asset account number or use Lookup to select one. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account for which asset 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, this field will be inactive.
If you save the selection parameters for this process, the selected To value, as applicable, will be stored in the Query table in the Ending Asset Acct column.
Use the fields in this group box to create disposals from organizations.
The default option for this field is "Range." You can accept the displayed default range option, enter a different valid range option, or select one from the drop-down box. Range options are "All," "One," "Range," "From Beginning," and "To End."
If you save the selection parameters for this process, the selected Range Option, as applicable, will be stored in the Query table in the Organization Range column.
Enter the beginning organization number in this field or use Lookup to select one. Because this is a standard Lookup to the ORG table, you may find that you have selected an organization for which asset data does not exist or does not meet your other selection criteria.
If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
If you save the selection parameters for this process, the selected From value, as applicable, will be stored in the Query table in the Starting Organization column.
Enter the ending organization number or use Lookup to select one. Because this is a standard Lookup to the ORG table, you may find that you have selected an organization for which asset 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, this field will be inactive.
If you save the selection parameters for this process, the selected To value, as applicable, will be stored in the Query table in the Ending Organization column.
Use the fields in this group box to create disposals from projects.
The default option for this field is "Range." You can accept the displayed default range option, enter a different valid range option, or select one from the drop-down box. Range options are "All," "One," "Range," "From Beginning," and "To End."
If you save the selection parameters for this process, the selected Range Option, as applicable, will be stored in the Query table in the Project Range column.
Enter the beginning project in this field, or use Lookup to select one. Because this is a standard Lookup to the PROJ table, you may find that you have selected a project for which asset data does not exist or does not meet your other selection criteria.
If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
If you save the selection parameters for this process, the selected From value, as applicable, will be stored in the Query table in the Starting Project column.
Enter the ending project in this field, or use Lookup to select one. Because this is a standard Lookup to the PROJ table, you may find that you have selected a project for which asset 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, this field will be inactive.
If you save the selection parameters for this process, the selected To value, as applicable, will be stored in the Query table in the Ending Project column.
Use this group box to select asset/item numbers for disposal. If you enter a specific asset number, you must also enter a corresponding item number before you can run the report. Activating either of the checkboxes in the Include group box may modify which asset/item numbers are included within your selection parameters.
The default option for this field is "Range." You can accept the displayed default range option, enter a different valid range option, or select one from the drop-down box. Range options are "All," "One," "Range," "From Beginning," and "To End."
If you save the selection parameters for this process, the selected Range Option, as applicable, will be stored in the Query table in the Asset/Item Range column.
Enter the beginning asset/item number for the range or use Lookup to select one. Because this is a standard Lookup to the ASSET table, you may find that you have selected assets that do 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 values, as applicable, will be stored in the Query table in the Starting Asset No and Starting Item No columns.
Enter the ending asset/item number for the range or use Lookup to select one. Because this is a standard Lookup to the ASSET table, you may find that you have selected assets that do 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 values, as applicable, will be stored in the Query table in the Ending Asset No and Ending Item No columns.
Use the fields in this group box to further limit the range of assets for which you will create disposals.
Use the drop-down box to select an additional (optional) parameter by which to further limit the range of assets for which disposal entries will be created. The selections include: "None," "Location Group," "Location 1 Code," "Location 2 Code," "Location 3 Code," "Property Type," "Classification Code," and "Subclass Code." "None" displays in this field as the default.
If you save the selection parameters for this process, the selected Field, as applicable, will be stored in the Query table in the Select Field column.
Because the default field option is "None," the Range Option field defaults as blank. If you have selected an option other than "None" as the Field, enter the range option or select one from the drop-down box. Range options are "All," "One," "Range," "From Beginning," and "To End."
If you save the selection parameters for this process, the selected Range Option, as applicable, will be stored in the Query table in the Field Range column.
Enter the beginning location group, location code, property type, classification code, or subclass code in this field, or use Lookup to select one from those displayed. Because these are standard Lookups for the selected field, you may find that you have selected codes that do not meet your other selection criteria.
If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
If you save the selection parameters for this process, the selected From value, as applicable, will be stored in the Query table in the Starting Field Value column.
Enter the ending location group, location code, property type, classification code, or subclass code in this field, or use Lookup to select one from those displayed. Because these are standard Lookups for the selected field, you may find that you have selected codes that do not meet your other selection criteria.
If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
If you save the selection parameters for this process, the selected To value, as applicable, will be stored in the Query table in the Ending Field Value column.
Use this group box to create disposals for depreciable and/or non-depreciable records. (Non-depreciable includes all non-depreciable records, regardless of the status of the Post Disposal to G/L checkbox in the Depr Status group box of the Maintain Asset Master Info screen or in the Maintain Asset Desc Info screen.) Neither of the checkboxes in this group box is selected by default. In order to create disposal entries, you must select at least one checkbox.
Select this checkbox to create disposals for depreciable records within the selected range of asset accounts, organizations, projects, asset/item numbers, and additional criteria. If you leave this box unchecked, disposal entries for depreciable records will not be created.
If you select this checkbox and save the selection parameters for this process, "Y" will display in the Include Depreciable Records column in the Query table.
Select this checkbox to create disposals for non-depreciable records within the selected range of asset accounts, organizations, projects, asset/item numbers, and additional criteria. (Non-depreciable includes all non-depreciable records, regardless of the status of the Post Disposal to G/L checkbox in the Depr Status group box of the Maintain Asset Master Info screen or the Maintain Asset Desc Info screen.) If you leave this box unchecked, disposal entries for non-depreciable records will not be created.
If you select this checkbox and save the selection parameters for this process, "Y" will display in the Include Non-Depreciable Records column in the Query table.
Select this checkbox to overwrite existing rows for the same asset/item numbers with new disposal information. The system will not overwrite rows that contain posting sequence numbers because those disposals are currently in the process of being posted. (When the system encounters a posting sequence number, the creation process stops.)
Leave this checkbox unchecked if you do not want to replace existing disposal information for the same asset record. If this checkbox is unchecked and the system encounters a row that already exists in the table and that was included in the creation range, the system will bypass that row and will not update the row with data from the template.
If you select this checkbox and save the selection parameters for this process, "Y" will display in the Overwrite Flag column in the Query table.
Select this pushbutton to open the Template subtask.