Template fields in the Gain/Loss Account for G/L Book group box and the Disposal Date are required for all disposals, regardless of their depreciable or non-depreciable status. (At the time you enter parameters in the selection screen, there is no way for the system to know in advance if you have chosen non-depreciable assets for which the Post Disposal to G/L checkbox has not been selected; to simplify the process, Gain/Loss Account data is always required.)
You can optionally enter a disposal price, description, type, document number, and/or the posting selection status in the Template subtask.
The information entered in the template applies to all disposals in the range(s) you define on the main screen.
Before you can run the Create Multiple Disposal Transactions process, you must enter a disposal date and gain or loss account information in this subtask for both depreciable and non-depreciable assets.
You must enter account and organization information in this group box. The gain/loss on the disposal will be posted to the gain/loss acct combination in these fields. If you previously set up a default gain/loss acct combination in the Fixed Assets Settings screen, these fields will automatically be populated if the selected asset range includes depreciable assets. You can edit default or manual entries in these fields as necessary.
When you post a disposal for a depreciable asset, the system ignores the disposal price and/or the depreciation adjustment, and only posts the book value amount to the gain or loss account/org/project/ref 1/ref 2 combination specified here for the G/L Book only. When you post a disposal for a non-depreciable asset for which the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen, the system ignores the disposal price and only posts the cost value with a reversed sign as the gain or loss.
This field is required for both depreciable and non-depreciable assets, regardless of the status of the Post Disposal to G/L checkbox in the Maintain Asset Master Info main screen or the corresponding field in the Maintain Asset Desc Info screen for non-depreciable assets.
If you previously set up a default gain or loss account in the Fixed Assets Settings screen, this field automatically displays the default gain or loss account combination. To post the gain or loss on the disposals to a different account, enter the account number in this field or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account that is inappropriate for recording gain/loss data.
As you tab past this field, the system validates that the account is not a summary account and that the account is active.
If you save the selection parameters for this process, the account entered will be stored in the Query table in the Template Gain/Loss Acct column.
This field is required for both depreciable and non-depreciable assets, regardless of the status of the Post Disposal to G/L checkbox in the Maintain Asset Master Info main screen or in the Maintain Asset Desc Info screen for non-depreciable assets.
If you previously set up a default gain or loss organization in the Fixed Assets Settings screen, this field automatically displays the default organization. To post the gain or loss on the disposals to a different organization, enter the organization number in this field or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the ORG table, you may find that you have selected an organization that is inappropriate for recording gain/loss data.
As you tab past this field, the system validates that the organization is active; when you save the record, the system validates that the organization is linked to the account.
If you save the selection parameters for this process, the organization entered will be stored in the Query table in the Template Gain/Loss Org column.
If you previously set up a default gain or loss project in the Fixed Assets Settings screen, this field automatically displays the default project. If you want to post the gain or loss on the disposals to a different project, enter the project number in this field or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the PROJ table, you may find that you have selected a project that is inappropriate for recording gain/loss data.
This field is optional, so you do not need to enter a project number if you are not posting gains or losses to projects. If you enter a project, however, the system checks that the project is valid for the account and organization.
If you save the selection parameters for this process, the project entered, as applicable, will be stored in the Query table in the Template Gain/Loss Proj column.
If you previously set up a default gain or loss Reference 1 number in the Fixed Assets Settings screen, this field automatically displays the default reference number. If you designated a different label for Reference 1 in the G/L Settings screen in Costpoint General Ledger, your label automatically displays as the field heading. To designate a reference number other than the default, enter a different reference number or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the REF_STRUC table, you may find that you have selected a reference number that is inappropriate for recording gain/loss data.
This field is optional. If you enter a reference number, however, the system checks that it is valid for the account, organization, and project combination.
If you save the selection parameters for this process, the Reference 1 value entered, as applicable, will be stored in the Query table in the Template Gain/Loss Ref 1 column.
If you previously set up a default gain or loss Reference 2 number in the Fixed Assets Settings screen, this field automatically displays the default reference number. If you designated a different label for Reference 2 in the G/L Settings screen in Costpoint General Ledger, your label automatically displays as the field heading. To designate a reference number other than the default, enter a different reference number or use Lookup to display and select one.
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the REF_STRUC table, you may find that you have selected a reference number that is inappropriate for recording gain/loss data.
This field is optional. If you enter a reference number, however, the system checks that it is valid for the account, organization, and project combination.
If you save the selection parameters for this process, the Reference 2 value entered, as applicable, will be stored in the Query table in the Template Gain/Loss Ref 2 column.
This radio button is always selected as the system default. Records on hold are automatically excluded from the posting and update process.
If you select this radio button and save the selection parameters for this process, "H" will display in the Template Status column in the Query table.
Select this radio button to take the records off hold and include them in the posting and update process.
If you select this radio button and save the selection parameters for this process, "S" will display in the Template Status column in the Query table.
Use the fields in this group box to enter the required disposal date and optional price and description data for all the assets in the selected range(s) on the main screen.
Enter the desired disposal date in date format in this required field. Today's system date displays automatically in this field as a default.
Although a disposal date is system-required, it is used only to organize report data and is not used in any system calculations. During posting, the disposal date will be written back to and will display in the Disposal Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Disposal Info screen for each disposal.
If you save the selection parameters for this process, the data entered for this field will be stored in the Query table in the Template Disposal Date column.
Enter the disposal price for the range of disposals in this optional field. The disposal price cannot be negative, and "0.00" automatically displays as the default value. The system uses the disposal price to calculate the gain or loss that displays in the Maintain Single/Multiple Disposal Transactions table window for each book. When you edit the disposal price in that screen, the system recalculates the gain or loss and displays the new value in the Gain/Loss field. During posting, the system writes the disposal price back to the Disposal Info subtask of the Maintain Asset Master Info screen and to the Maintain Asset Disposal Info screen for each disposal. Note that the disposal price will be ignored when the entry is posted to the G/L Book, and only the book value for depreciable assets or a negative entry equal to the cost for non-depreciable assets for which the Post Disposal to G/L checkbox has been selected in the Maintain Asset Master Info main screen or the Maintain Asset Master Desc Info screen will be posted as the gain/loss amount.
If you save the selection parameters for this process, the data entered for this field, as applicable, will be stored in the Query table in the Template Disposal Price column.
Enter up to 30 alphanumeric characters in this optional field to provide a description for the range of disposals. During posting, the system writes the disposal description back to the Disposal Info subtask of the Maintain Asset Master Info screen and to the Maintain Asset Disposal Info screen for each disposal.
If you save the selection parameters for this process, the data entered for this field, as applicable, will be stored in the Query table in the Template Disposal Desc column.
Enter up to 20 alphanumeric characters in this optional field to provide a disposal document number or any other data you want to associate with the range of disposals. During posting, the system writes the disposal document number back to the Disposal Info subtask of the Maintain Asset Master Info screen and to the Maintain Asset Disposal Info screen for each disposal.
If you save the selection parameters for this process, the data entered for this field, as applicable, will be stored in the Query table in the Template Disposal Document Id column.
Enter the desired valid disposal type in this optional field or use the drop-down box to select one. Disposal type data, although optional, is validated against disposal types set up in the Disposal Types screen.
During posting, the disposal type from this field will be written back to and will display in the Disposal Info subtask of the Maintain Asset Master Info screen and in the Maintain Asset Disposal Info screen.
If you save the selection parameters for this process, the data entered for this field, as applicable, will be stored in the Query table in the Template Disposal Type column.
The FA_DISP_EDIT (Disposal Edit) table stores the results of the process run from this screen, as well as manual entries made in the Maintain Single/Multiple Disposal Transactions screens.
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 selected 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.
You can use the Maintain Single/Multiple Disposal Transactions screens to view the data from this table after you have run the process.
You can print the data from this table by running the Print Disposal Transactions Edit report using a variety of selection criteria.
Lookups and drop-down boxes, as applicable, access the following tables:
ACCT (Account)
ORG (Organization)
PROJ (Project)
REF_STRUC (Reference Structure)
ASSET (Asset)
PROPERTY_TYPE (Property Type)
FA_CLASSIF_CD (Classification Code)
FA_SUBCLASS_CD (Subclass Code)
FA_DISP_TYPE (Disposal Type)
FA_LABELS (Fixed Assets Labels)
FA_LOCATION (Location)
FA_LOCATION_GRP (Location Group)