VERIFY/UPDATE AMT TAKEN PURCHASE  YTD

The utility run from this screen should be especially helpful when you are initializing historical data in the Amt Taken Purchase YTD field in Asset Master records. This data is especially prone to error due to misinterpretation of the system "rules" for this field and/or because of missing/inadequate historical data.  Initialization data in the Amt Taken Purchase YTD field is critical to the accurate calculation of depreciation, as is the data in the Curr Depr Yr and Days/Pds Remaining fields. 

Warning: This utility will verify/update Asset Master data only for books in which the assigned depreciation method uses a Date of Purchase basis and whose depreciation start date is before the current FA posting FY, Pd, and subperiod. (For assets in the first period of a purchase year, the Amount Taken Purchase YTD value will be set to zero. )

The verify and update portions of this utility follow methodologies similar to those used by the Verify/Update Depr Computation utility except that, in this utility, the system computes and compares values in the Amt Taken Purchase YTD field in Asset Master records, instead of the Curr Depr Yr and Days/Pds Remaining fields.

Note:  The utility run from this screen will verify/update data only for asset books in which the assigned depreciation methods use a Date of Purchase basis methodology and whose depreciation start date is before the current FA posting FY, period, and subperiod.

The Verify/Update Depr Computation Data utility can be used for ALL depreciable assets, regardless of whether the depreciation methods assigned use Date of Purchase or Fiscal Year basis methodology.

To assist you in entering the correct data in the Amt Taken Purchase YTD field in your Asset Master records, you can use this utility to verify the relationship of the value in the Amt Taken Purchase YTD field to the values in the Curr Depr Yr and Days/Pds Remaining fields. For the selected asset records, this utility first produces a report that prints a side-by-side comparison of both the current value displayed in the Asset Master and the values that the system would have computed for the Amt Taken Purchase YTD fields. 

For additional information, please refer to the specific documentation for the Amt Taken Purchase YTD fields for the G/L Book Info (Years) subtask of the Maintain Asset Master Info screen.

Note:  The validations and rules by which depreciation is computed are followed in this report. For example, any record for which the Auto Calculate Depreciation checkbox is not selected will not be included in the report, just as any such record will be skipped during depreciation calculations.

All values computed by this utility are based on the assumption that the values in the Curr Depr Yr and Days/Pds Remaining fields are correct.

Although you can print this report for all selected records, you can also print the report for exceptions only or for exceptions only in which the Amt Taken Purchase YTD value is zero, which may make discrepancies easier to identify. After printing the report, you can activate the option in this utility that applies the system-computed values to your Asset Master records. This process updates the existing data in the Amt Taken Purchase YTD fields in Asset Master records by replacing the existing data with the system-computed values.

If you do not apply the system-computed values, you may need to manually adjust some values in the Amt Taken Purchase YTD field for some Asset Master records to ensure the accuracy of depreciation calculations.

Warning:  Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process.
The Update process is similar to posting routines in that the report must first be printed before you can continue with the Update portion of the process. Never run the Update process as a matter of routine unless you are in agreement with the system data field changes that will take place for each Asset Master record.

You must print the Verify/Update Amt Taken Purchase YTD Report before you can run the Update process. You can print the report for all selected records, for exceptions only, or only for exceptions for which the value in the Amt Taken Purchase YTD field is zero. This report provides supporting detail to the Update process and should be retained as part of the system audit trail.

All versions of the report (all records, exceptions only, or exceptions only for which the value in the Amt Taken Purchase YTD field is zero) print columns for the following data:

Asset Master Record Data

Values Computed by System

Although you must print the Verify/Update Amt taken Purchase YTD Report before you can run the update process, you can also print the report without updating in order to review the data first. If you exit from the selection screen or change your selections, however, you must print the report again before you can run the Update process.

This utility is a companion to the existing Verify/Update Depr Computation Data utility. Please refer to the documentation for this utility for more specific information.

You can run this optional utility to verify and/or update your data after you initialize your historical records before you compute depreciation for the first time.

This report provides supporting detail to the Update process and should be retained as part of the system audit trail.

Select Asset/Item Numbers

Use this group box to select asset/item numbers for the report. If you enter a specific asset number, you must also enter a corresponding item number before you can run the report and/or update process. Selecting the Exceptions Only for all records or the Exceptions Only for records in which the value in the Amt Taken Purchase YTD field is zero radio button in the Print Data For group box may modify which records from the selected asset/item number range are included in the report.

Range Option

The default option for this field is "All." You can accept the default range option, enter a 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 print parameters for this utility, the selected range option, as applicable, will be stored in the Query table in the Asset Range Option column.

From

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, make your selections carefully so that you will retrieve/update the expected data.

If you select "All" or "From Beginning" in the Range Option field, these fields will be inactive.

If you save the print parameters for this utility, the selected From values, as applicable, will be stored in the Query table in the From Asset No and From Item No columns.

To

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, make your selections carefully so that you will retrieve/update the expected data.

If you select "All," "One," or "To End" in the Range Option field, these fields will be inactive.

If you save the print parameters for this utility, the selected To values, as applicable, will be stored in the Query table in the To Asset No and To Item No columns.

Print Data For

Use the options in this group box to choose which records to print on the report, within your asset/item number and book selection. You can print data for exception records only (records in which current Asset Master data is different from the system-computed data), for exceptions only when the value in the Amt Taken Purchase YTD field is zero, or for all selected records.

Exceptions Only for records in which the value in the Amt Taken Purchase YTD field is zero

Select this radio button, which is the default option, to print report data only for records that are exceptions and for which the value in the Amt Taken Purchase YTD field is zero. If you select this radio button, the report prints only data in which the current values displayed in the Asset Master data are different from the values that the system would automatically have computed for the Amt Taken Purchase YTD field if the value in the Amt Taken Purchase YTD field is zero.

If you select this radio button and save the print parameters for this utility, "Z" will be stored in the Print For column in the Query table.

Exceptions Only for all records

Select this radio button to print report data only for records that are exceptions. If you select this radio button, the report prints only data in which the current values displayed in the Asset Master data are different from the values that the system would automatically have computed for the Amt Taken Purchase YTD.

If you select this radio button and save the print parameters for this utility, "E" will be stored in the Print For column in the Query table.

All Selected Records

Select this radio button to print report data for all records within the selected asset/item number range. Both exceptions and non-exceptions print on the report.

If you select this radio button and save the print parameters for this utility, "A" will be stored in the Print For column in the Query table.

Select Books

Use this group box to select each book for which you want the system to verify/update depreciation computation data.

G/L Book

This checkbox is selected by default. If you leave this checkbox selected, the report will include data for the General Ledger book. You can uncheck this checkbox to exclude data for the G/L book.

If you select this checkbox and save the print parameters for this utility, "Y" will be stored in the G/L Book column in the Query table.

Book 2

Select this checkbox to print data for this book. This checkbox is unselected by default.

If you have not established this book in the Fixed Assets Settings screen, this checkbox and its label will be grayed out.

If you select this checkbox and save the print parameters for this utility, "Y" will be stored in the Book 2 column in the Query table.

Book3 – Book 10

Please refer to the documentation for Book 2.

Change History

Use the checkbox in this group box to control whether or not you want the system to write to the Asset Audit Log the Asset Master record change data created during the update portion of this utility.

Create Change History Records in Asset Audit Log

This checkbox is unselected by default.

You should select this checkbox if you want the system to write to the Asset Audit Log the Asset Master record change data created during the update portion of this utility.

This utility changes Asset Master data in the Amt Taken Purchase YTD field. If you select this checkbox, the system can capture the asset/item number, the name of each changed field, the old data from before the change, the new data after the change, information on the user who performed the change, and the date and time of the change.

Note:  In order for the system to capture change details, you must first select the desired fields/columns in the Asset/Template Field/Column Names subtask of the Asset/Template Change Settings screen before you run this utility.

Once you have captured the change details, use the Asset Change History Inquiry screen to view change data from the Asset Audit Log. Use the Print Change History screen to print change data from the Asset Audit Log.

If you save the print parameters for this utility, the selected option for this checkbox will be identified in the Query table as "Y " in the Create Change History Records in Asset Audit Log column.

Report Status

The printing status of the Verify/Update Amt Taken Purchase YTD Report displays in this field. When the report status displays "Report Not Printed," the Process button on the toolbar is disabled. To update, you must first print the report using the Print button or the Process/Print button on the toolbar.

Print

Select this button on the toolbar to print the report.

Process

Note:  This button will be disabled until you print the report.

Select this button on the toolbar to update data in the Amt Taken Purchase YTD field in the Asset Master record G/L Book Info (Years) and the corresponding fields in the Other Books Info subtasks of the Maintain Asset Master Info screen, as well as in the corresponding columns in the Maintain Asset G/L Book Info and the Maintain Asset Other Books Info screens with the system-computed values displayed in the report.

Once you have printed the report and selected the Process button on the toolbar, the system displays the following message:

The report has been printed. Are you sure you wish to update the data?

Select OK to begin the update portion of the utility that applies the system-computed values to the Asset Master records.  This process specifically updates the existing data in the Amt Taken Purchase YTD field by replacing the existing Asset Master data with system-computed values.

Warning: Select this option with caution. Because the update portion of this utility will overwrite your existing Asset Master record data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the update process.

Process/Print

Select this button on the toolbar to print the report and update Asset Master record fields. After the report has printed, the system will prompt you to verify that you want to continue with the update process by displaying the following message:

The report has been printed. Are you sure you wish to update the data?

If you want to continue, select the OK pushbutton. If you do not want to run the update process, select the Cancel pushbutton.

Warning: Select this option with caution. Because the Update portion of this utility will overwrite your existing Asset Master record data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process.

Table Information

The Update process replaces the values in the B1_DP_DEPR_YTD_AMT (Amount Taken Purchase YTD for Book 1) field in the ASSET (Asset) table, as applicable.

If you use any optional books, the Update process replaces the values in these fields, as applicable, in the ASSET_OTH_BK_DEPR (Asset Other Books)table:

If you have selected the Create Change History Records In Asset Audit Log checkbox in the Change History group box in this screen (and you have also selected the desired fields/columns in the Asset/Template Field/Column Names subtask of the Asset/Template Change Settings screen), the update process will also record the applicable change data in the ASSET_AUDIT_LOG (Asset Change History)table.