You can manually enter transfer data on a record-by-record basis in the Maintain Transfer Info screen. If you have a large number of property records for which transfer data must be periodically maintained, however, manual entry can prove time-consuming and tedious.
Use this screen to enter a set of transfer data that is common to a range of records in the Create Transfer Template subtask; also, you can select the ranges of asset/item numbers, asset Acct-Org-Proj account combinations, and property types that you want to populate with the template data.
After you execute this process, you can review and edit the data in the Edit Transfer Transactions screen. Finally, you can execute the program to populate the Maintain Transfer Info screen with the data from the edit screen (in the Process Transfer Transactions screen). Note that you can also edit data manually in the Maintain Transfer Info screen, even after it has been populated with data from the template.
Transfer data for your asset records can be manually entered or populated. The following list summarizes each screen that is related to your transfer tracking.
Maintain Transfer Info — Use this screen to enter, edit, and view data for each asset record. Data can be manually entered or it can be populated as a result of running the programs that follow.
Create Transfer Transactions — Use this screen to enter template data and specify ranges of asset records, asset combinations, and property types for automatic population. When you select the Process button on the toolbar, the template data displays in the Edit Transfer Transactions screen, based on your selection parameters.
Edit Transfer Transactions — Template transfer data displays in this screen for the ranges of records specified as an intermediate step, before the data is written to each individual asset record. Because this screen provides a convenient way to review the transfer data for all your selected asset records in a single table, use this screen to make your final edits before populating the individual records.
Process Transfer Transactions — Run this process to populate individual records in the Maintain Transfer Info screen with the data (as edited) from the Edit Transfer Transactions. Note that you can narrow the selection parameters by specifying a more limited range of asset/item numbers, if desired. During this process, data in the Create Transfer Template subtask of the Create Transfer Transactions screen and interim data in the Edit Transfer Transactions screen will be cleared.
In the Tracking Field Labels screen, you can optionally define the labels for up to eight user-defined transfer categories, such as "Trnsfr To," "Apprvd By," and so on. Your labels display as the field names in this screen as well as in the Create Transfer Transactions and the Edit Transfer Transactions screens. You can use this feature to "customize" the transfer data that you record for ease of recognition.
You are not required to establish one or more labels for these fields. If you do not define labels, system default labels (for example, "Transfer1," "Transfer2," and so on) will display at the appropriate fields in this screen. You may find, however, that data entry 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 setup data during your initialization procedures.
Other tracking functions, such as inventory and maintenance, are also available within Costpoint Fixed Assets. Each of these functions operates identically to the transfer function. 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.
In this screen, you must specify ranges of asset/item numbers (as well as asset Acct-Org-Proj account combinations and property types) to be populated on an intermediate basis prior to making final edits. In order to populate a range of asset numbers with data from the template, you must first establish the property record in the Maintain Asset Master Info screen.
You can enter transfer template data and select the population criteria in this screen at any time after you have established records in the Maintain Asset Master Info screen.
In this group box, you can select the range of asset accounts to be populated with data in the Edit Transfer Transactions screen. Asset "ownership" data is required entry 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. Account and organization are always required, but projects and reference numbers are optional. The account/org/proj/ref1/ref2 data that you assign to an asset specifies "ownership" and can include company-owned balance sheet or expense accounts, projects, and so on.
The actual selection of records from within this asset account range will be modified by your choice of organization, project, asset/item number, and/or property type range, as well as your selections in the Select Depr Status and Select Record Status group boxes.
The default option for this field is "All." 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.
The asset account number that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup to review the available asset accounts from your Chart of Accounts. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account from the Lookup for which assets do not exist or do not meet your other selection criteria.
If you select "All," or "From Beginning" as the range option, 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.
The asset account that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup to review the available asset accounts from your Chart of Accounts. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account number from the Lookup for which assets do not exist or do not meet your other selection criteria.
If you select "All," "One," or "To End" as the range option, 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.
In this group box, you can select the range of organizations to be populated with data in the Edit Transfer Transactions screen. Asset "ownership" data is required entry 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. Account and organization are always required, but projects and reference numbers are optional. The account/org/proj/ref1/ref2 data that you assign to an asset specifies "ownership" and can include company-owned balance sheet or expense accounts, projects, and so on.
The actual selection of records from within this organization range will be modified by your choice of asset account, project, asset/item number, and/or property type range, as well as your selections in the Select Depr Status and Select Record Status group boxes.
The default option for this field is "All." 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 Opt, as applicable, will be stored in the Query table in the Organization Range column.
The organization that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup to review the available organizations established for your company. Because this is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization from the Lookup for which assets do not exist or do not meet your other selection criteria.
If you select "All," or "From Beginning" as the Range Opt, 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.
The organization that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup function to review the available organizations established for your company. Because this is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization from the Lookup for which assets do not exist or do not meet your other selection criteria
If you select "All," "One," or "To End" as the Range Opt, 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.
In this group box, you can select the range of projects to be populated with data in the Edit Transfer Transactions screen. Asset "ownership" data is required entry 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. Account and organization are always required, but projects and reference numbers are optional. The account/org/proj/ref1/ref2 data that you assign to an asset specifies "ownership" and can include company-owned balance sheet or expense accounts, projects, and so on.
The actual selection of records from within this project range will be modified by your choice of asset account, organization, asset/item number, and/or property type range, as well as your selections in the Select Depr Status and Select Record Status group boxes.
The default option for this field is "All." 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.
The project that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup to review the available projects established for your company. Because this is a standard Lookup to the PROJ table, you may find that you have selected an organization from the Lookup for which assets do not exist or do not meet your other selection criteria.
If you select "All," or "From Beginning" as the Range Opt, 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.
The project that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup function to review the available projects established for your company. Because this is a standard Lookup to the PROJ table, you may find that you have selected an organization from the Lookup for which assets do not exist or do not meet your other selection criteria.
If you select "All," "One," or "To End" as the Range Opt, 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.
In this group box, you can select the range of property types to be populated with data from the Edit Transfer Transactions screen. A property type is required entry in the main screen of the Maintain Asset Master Info screen and in the Maintain Asset Desc Info screen for all property records.
The selection of records from within this property type range will be modified by your choice of asset account, organization, project, and/or asset/item number range, as well as your selections in the Select Depr Status and Select Record Status group boxes.
The default option for this field is "All." 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 Property Type Range column.
The property type that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup to review the available property types previously established in the Property Types screen.
If you select "All," or "From Beginning" as the Range Opt, 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 Property Type column.
The property type that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup to review the available property types previously established in the Property Types screen.
If you select "All," "One," or "To End" as the Range Opt, 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 Property Type column.
In this group box, you can select the range of asset/item numbers to be populated with data from the Edit Transfer Transactions screen. The selection of records from within this asset number/item number range will be modified by your choice of asset account, organization, project, and/or property type range, as well as your selections in the Select Depr Status and Select Record status group boxes.
The default option for this field is "All." 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 Opt, as applicable, will be stored in the Query table in the Asset/Item Range column.
The asset/item number that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use the Lookup function if you need to review the available asset/item numbers previously established in the Maintain Asset Master Info screen.
If you select "All," or "From Beginning" as the Range Opt, 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.
The asset/item number that you enter in this field will vary, depending on the option that you selected at the Range Opt field. You can use Lookup to review the available asset/item numbers previously established in the Maintain Asset Master Info screen.
If you select "All," "One," or "To End" as the Range Opt, 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 options in this group box to choose the depreciation status type(s) to include in your create selection criteria. You can create data for depreciable records or non-depreciable records. You must select at least one checkbox in this group box. The actual selection of records from this screen may be modified by your choice of asset/item number, asset account number, organization, project, and/or property type ranges.
This checkbox is selected by default. Select this checkbox to include depreciable records in your create selection criteria.
If you select this checkbox and save the print parameters for this report, "Y" will display in the Include Depreciable Records column in the Query table.
This checkbox is unselected by default. Select this checkbox to include non-depreciable records in your create selection criteria.
If you select this checkbox and save the print parameters for this report, "Y" will display in the Include Non-Depreciable Records column in the Query table.
Use the options in this group box to choose the record status type(s) to include in your create selection criteria. You can create data for active records, inactive records, and/or disposals. You must select at least one checkbox in this group box. The selection of records from this screen may be modified by your choice of asset/item number, asset account number, organization, project, and/or property type ranges.
This checkbox is selected by default. Select this checkbox to include active records in your create selection criteria.
If you select this checkbox and save the print parameters for this report, "Y" will display in the Include Active Records column in the Query table.
This checkbox is unselected by default. Select this checkbox to include inactive records in your create selection criteria.
If you select this checkbox and save the print parameters for this report, "Y" will display in the Include Inactive Records column in the Query table.
This checkbox is unselected by default. Select this checkbox to include disposal records in your create selection criteria.
If you select this checkbox and save the print parameters for this report, "Y" will display in the Include Disposals column in the Query table.
Select this pushbutton to bring up a subtask (Create Transfer Template), in which you can enter the date and template data for the transfer fields, as desired.
When you have completed your entry of the template data, select the OK pushbutton to save the data and return to the Create Transfer Transactions screen.
To use this feature most efficiently, do not execute this process without first entering data in the Create Transfer Template screen. When you select the Process button on the toolbar, template data from these fields displays in the Edit Transfer Transactions screen for each record within the ranges selected.
Select this button on the toolbar to initiate the system process that populates the Edit Transfer Transactions screen with data from the Create Transfer Transactions screen based on your selection parameters from this screen. Do not execute this process until you have entered template data in the Create Transfer Template subtask.
When you execute the process from this screen, the system creates transfer data in the FA_TRACKING_EDIT (Tracking Edit) table.
Lookups access data from the ASSET (Asset), ORG_ACCT (Organization/Account), PROJ (Project), and PROPERTY_TYPE (Propoerty Type) tables.