UPDATE FA FY/PD INFO FROM GL FY/PD INFO

Use this optional screen to automatically populate the Maintain FA Fiscal Years and Maintain FA Accounting Periods screens with fiscal year and accounting period data already existing in Costpoint General Ledger.

The process run from this screen creates Fixed Assets fiscal year/period data that is effective across all companies and is not company-specific. If you have set up multiple companies in Costpoint, the data generated by this process will apply to ALL companies.

You can bypass this optional process and manually enter all data directly in both the Maintain FA Fiscal Years and Maintain FA Accounting Periods screens.

Warning:  Although the system permits FY/Pd data in Costpoint Fixed Assets that is inconsistent with GL data, use extreme caution when entering different data or editing existing data. To avoid FA calculation and posting problems, FY/Pd data in Costpoint Fixed Assets should be identical to data set up for comparable fiscal years/periods in Costpoint General Ledger.

You can run the update process from this screen at any time. It is imperative, however, that you initialize the Maintain FA Fiscal Years and the Maintain FA Accounting Periods screens (as a result of manual entry or the update process) before you compute the current period depreciation and/or compute projected depreciation for any future time period.

Note:  The Close Fixed Assets Acctng Pd screen can automatically update the Maintain FA Fiscal Years and Maintain FA Accounting Periods screens under specific circumstances. If the period being closed is the last period of the current FA fiscal year (displayed in the Posting Settings screen) and the next fiscal year is already set up in Costpoint General Ledger, the system will automatically import the next fiscal year data from the G/L to the Maintain FA Fiscal Years screen. Additionally, the system will also automatically import the accounting periods and period ending dates for that fiscal year from the G/L to the Maintain FA Accounting Periods screen. In this circumstance, you need not run the update process from this screen.

Select Fiscal Year

Use the fields in this group box to select the fiscal year parameters for which the update will be performed.

Range Opt

The default option for this field is "All." You can accept the displayed default range option or select a different range option from the drop-down box. Range options include "All," "One," "Range," "From Beginning," and "To End."

From Fiscal Year

Enter the beginning fiscal year for the range or use Lookup to display the available fiscal years already set up in Costpoint General Ledger. If you select "All" or "From Beginning" in the Range Opt field, this field is inactive.

To Fiscal Year

Enter the ending fiscal year for the range or use Lookup to display the available fiscal years already set up in Costpoint General Ledger. If you select "All," "One," or "To End" in the Range Opt field, this field is inactive.

Process

Select this button on the toolbar to execute the update process. For each fiscal year selected in this screen, the system copies the fiscal year and description to the Maintain FA Fiscal Years screen and the accounting periods and period ending dates to the Maintain FA Accounting Periods screen from Costpoint General Ledger.

Note:  If you have already populated the Maintain FA Fiscal Years and Maintain FA Accounting Periods screens with data (as a result or previously running this process or by manual data entry), the update process run from this screen will overwrite existing data for each selected fiscal year. 

Warning:  Check the order of the display of the fiscal year codes in the Maintain FA Fiscal Years screen. If you have run the Update FA FY/Pd Info from GL FY/Pd Info process to import GL data to the Maintain FA Fiscal Years screen and/or you have manually added historical data to the Maintain FA Fiscal Years screen, it is possible that fiscal year codes can display in an out-of-order sequence in the Maintain FA Fiscal Years screen.

If this situation exists, you can correctly re-order the fiscal year codes by going to the Maintain FA Fiscal Years screen. First insert the FY code that is out of sequence in its proper position in the table window and then mark it for deletion where it exists out of order. The accounting periods and their ending dates in the Maintain FA Accounting Periods screen will not be affected by this action and will continue to be correct for the FY once you have performed the insert and delete.

Table Information

When you run the process from this screen, the system copies fiscal year and accounting period data from the FY (Fiscal Year) and ACCTING_PD (Accounting Period) tables in Costpoint General Ledger to Costpoint Fixed Assets and stores the data in the FA_FY_INFO (Fixed Assets Fiscal Years) and FA_PD_INFO (Fixed Assets Accounting Periods) tables.