You can use the optional autocreation feature in Costpoint Fixed Assets to automatically create Asset Master records by importing data from Costpoint Purchasing, Receiving, and/or Accounts Payable. Autocreation reduces the need for duplicate data entry in Costpoint Fixed Assets.
Use the report printed from this screen to review data from the Edit Autocreation Transactions screen before you run the final autocreation process that transforms the data into Asset Master records.
Autocreation involves the following basic steps:
If you are licensed for Costpoint Purchasing and/or Receiving:
Select the preferred asset/item numbering configuration from the Default Autocreation Asset Numbering screen.
Select the preferred defaults in the Autocreation Settings for PO/Rcvng Data screen.
In the Autocreation Accounts screen, enter the Account/Organization/Project/Reference 1/Reference 2 combination(s) and/or wild card combination(s) for which it is permissible to create Asset Master records. Assign the "R" or "P" Timing Code to each row to signify whether data should be captured at time of Receipt or at time of A/P Posting.
In the Fixed Assets Settings screen, select the Enable Automatic Numbering for Asset Master Records checkbox and enter the appropriate data in the Last Asset Number field.
(Optional) If you are licensed for Costpoint Purchasing and/or Receiving, enter additional Receiving data (such as tag number, serial number, and so on) as desired in the Additional Receiving Info for Autocreated Fixed Assets subtask (in the Receive Purchase Order screen or the Enter QC Inspections screens of Costpoint Receiving).
(To enable the system to write optional Fixed Assets data entered in this subtask to the Edit Autocreation Transactions screen, you must also enter receipt identification data in the normally optional Rcpt field in the Enter PO Vouchers screen in Costpoint Accounts Payable.)
Run the preliminary autocreation process from the Create Autocreation Transactions screen. During this process, the system collects the appropriate data from the Purchasing, Receiving, and/or A/P tables and displays the information in the Edit Autocreation Transactions table window for your review.
Make all necessary edits and enter additional data as desired in the Edit Autocreation Transactions screen. Select or de-select records for processing.
Review the data in summary or detail format at any time by printing the Autocreation Transactions Edit Report from this screen.
Execute the final autocreation process from the Process Autocreation Transactions screen. This step moves selected and validated rows from the Edit Autocreation Transactions screen and creates the individual Asset Master records. A list of successfully processed transactions automatically prints along with an error list of any transactions rejected because of error conditions.
You can use the report printed from this screen to review data from the Edit Autocreation Transactions screen before you run the final autocreation process that transforms the data into Asset Master records. You can print the report for asset accounts, organizations, projects, and or autocreation dates. You can also select records based on autocreation status ("S" (Selected) and/or "H" (On Hold)) and timing source (Receipts and/or Postings). You can sort by asset account, asset organization, asset project, autocreation status, autocreation timing source, and autocreation date.
Two versions of the Autocreation Transactions Edit Report are available:
A summary report, in which data from selected columns in the Edit Autocreation Transactions screen prints in a list format. The asset account, organization, project, autocreation status, timing source, asset/item number, tag number, short description, template/revision number, and total cost are included. In addition, cost subtotals print by account/organization/project along with a grand total.
A detail report, in which data from all columns in the Edit Autocreation Transactions screen prints on a single page. Because there are so many columns in the screen, this report provides an easy way to review all the data for a single row.
You can print this report at any time. Because data from the Edit Autocreation Transactions screen is converted to Asset Master records during final processing, you may want to establish company procedures that include printing and reviewing this report before you run the final process from the Process Autocreation Transactions screen.
Use this group box to print a report for one asset account, a range of asset accounts, or all asset accounts. The asset account is required 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. Asset account and organization "ownership" data are always required; project and reference number "ownership" data is usually optional.
Use this drop-down box to select a range for the asset accounts you want to include in the report. Range options are "All," "One," "Range," "From Beginning," and "To End." The default is "All."
If you save the selection parameters for this report, the selected range option, as applicable, will be stored in the Query table in the Account Range Option column.
Enter the beginning asset account in this field. Because this is a standard lookup to the ACCT table, you may find that you have selected an account from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.
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 report, the selected "From" value, as applicable, will be stored in the Query table in the Account Range From column.
Enter the ending asset account in this field. Because this is a standard lookup to the ACCT table, you may find that you have selected an account from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.
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 report, the selected "To" value, as applicable, will be stored in the Query table in the Account Range To column.
Use this group box to print a report for one asset organization, a range of asset organizations, or all asset organizations. The asset organization 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" organization, such as company-owned balance sheet, project, and so on) Asset account and organization "ownership" data are always required; project and reference number "ownership" data is usually optional.
Use this drop-down box to select a range for the asset organizations you want to include in the report. The default option for this field is "All." Range options are "All," "One," "Range," "From Beginning," and "To End."
If you save the selection parameters for this report, the selected range option, as applicable, will be stored in the Query table in the Select Asset Organization Range column.
Enter the beginning asset organization in this field. 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 autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.
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 report, the selected "From" value, as applicable, will be stored in the Query table in the Select Organization From column.
Enter the ending asset organization in this field. 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 autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.
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 report, the selected "To" value, as applicable, will be stored in the Query table in the Select Organization To column.
Use this group box to print a report for one asset project, a range of asset projects, or all asset projects. The asset account and organization data are required 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 denote "ownership," such as company-owned balance sheet, project, and so on) Asset account and organization "ownership" data are always required; project and reference number "ownership" data is usually optional.
Use this drop-down box to select a range for the asset projects you want to include in the report. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option is "All."
If you save the selection parameters for this report, the selected Range Option, as applicable, will be stored in the Query table in the Select Project Range column.
Enter the beginning asset project in this field. Because this is a standard lookup to the PROJ table, you may find that you have selected a project from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.
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 report, the selected "From" value, as applicable, will be stored in the Query table in the Select Project From column.
Enter the ending asset project in this field. Because this is a standard lookup to the PROJ table, you may find that you have selected a project from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.
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 report, the selected "To" value, as applicable, will be stored in the Query table in the Select Project To column.
Use this group box to print a report for one autocreation date, a range of autocreation dates, or all autocreation dates. The Date column in the Edit Autocreation Transactions screen automatically displays the date the row was created; it cannot be edited.
Use this drop-down box to select a range for the autocreation dates you want to include in the report. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option is "Range."
If you save the selection parameters for this report, the selected range option, as applicable, will be stored in the Query table in the Select Date Range column.
The system does not validate the dates entered in these fields. Be careful with your entry because you may find that you have entered selection criteria for which data does not exist in the AUTOCR_ASSET_EDIT table or does not meet your other selection criteria.
Enter the beginning autocreation date in this field.
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 report, the selected "From" value, as applicable, will be stored in the Query table in the Select Date From column.
Enter the ending autocreation date in this field.
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 report, the selected "To" value, as applicable, will be stored in the Query table in the Select Date To column.
In this group box, you can select the asset/item numbers that you want to include in the report. If you enter a specific asset number, you must also enter a corresponding item number before you can run the report.
You will need to choose from either the "temporary" OR the "user" asset/item numbers displayed in the Edit Autocreation Transactions screen for this report.
Asset/item numbers will print on the report in overall numerical order, regardless of whether they were assigned as "Temporary" OR "User" Asset/Item numbers in the Edit Autocreation Transactions screen.
Use this drop-down box to select a range option. Range options are "All," "One," "Range," "From Beginning," and "To End." The default option for this field is "One."
If you save the selection parameters for this report, the selected Range Option, as applicable, will be stored in the Query table in the Select Asset Range column.
Enter the beginning asset/item number for the range or use Lookup to select an asset/item number.
Lookup at these fields displays data from the Temporary Asset No, Temporary Item No, User Asset No, and User Item No fields in the Edit Autocreation Transactions screen. (This is not a standard lookup to the ASSET table.)
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 report, the selected "From" value(s), as applicable, will be stored in the Query table in the From Asset No and From Item No columns.
Enter the ending asset/item number for the range or use Lookup to select an asset/item number.
Lookup at these fields displays data from the Temporary Asset Number, Temporary Item Number, User Asset Number, and User Item Number fields in the Edit Autocreation Transactions screen. (This is not a standard lookup to the ASSET table.)
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 report, the selected "To" value(s) as applicable, will be stored in the Query table in the To Asset No and To Item No columns.
Use the options in this group box to select the timing code of the transactions you want to include in the report. You must select at least one checkbox. The Receipt checkbox is the default.
Select this checkbox to include records with an "R" (Receipts) timing source. This checkbox is the default.
If you select this checkbox, "Y" will be inserted into the Timing Receipt column in the Query table when you save the selection parameters for this report.
Select this checkbox to include records with a "P" (Posting) timing source.
If you select this checkbox, "Y" will be inserted into the Timing Posting column in the Query table when you save the selection parameters for this report.
Select this checkbox to include records with a "U" (User) timing source. The system automatically assigns a "U" code to a new row in the Edit Autocreation Transactions screen if you use the Repeat function in the Line menu to copy an existing row, regardless of the timing source of the row from which the data was copied.
If you select this checkbox, "Y" will be inserted into the Timing User column in the Query table when you save the selection parameters for this report.
Use this group box to select the autocreation status of the transactions you want to include in the report. You can select from two checkboxes that allow you to choose "S" (Selected) transactions and/or "H" (On Hold) transactions. You must select at least one checkbox. The Selected Transactions checkbox is the default.
Select this checkbox to include records with an "S" (Selected) autocreation status. This checkbox is the default.
If you select this checkbox, "Y" will be inserted into the Status Selected column in the Query table when you save the selection parameters for this report.
Select this checkbox to include records with an "H" (On Hold) autocreation status.
If you select this checkbox, "Y" will be inserted into the Status on Hold column in the Query table when you save the selection parameters for this report.
Use the options in this group box to select whether you want to print a summary or a detail report. The Summary radio button is the default.
Select this radio button to print the summary report, which prints data from selected columns in the Edit Autocreation Transactions screen in a list format. The asset account, organization, project, autocreation status, timing source, asset/item number, tag number, short description, template/revision number, and total cost are included in the report. In addition, cost subtotals print by account/ organization/project along with a grand total.
If you select this radio button, "SUMMARY" will be inserted into the Report Type column in the Query table when you save the selection parameters for this report.
Select this radio button to print the detail report, which prints data from all columns in the Edit Autocreation Transactions screen on a single page. Because there are so many columns in the screen, this report provides an easy way to review all the data for a single row.
If you select this radio button, "DETAIL" will be inserted into the Report Type column in the Query table when you save the selection parameters for this report.
Use the options in this group box to select how the report data is organized. Note that the report is always printed in the same format, regardless of the sort option you select. The sort option determines how the data is ordered within the format. If you select the Summary radio button in the Print group box, data will be further sorted by autocreation status, timing source, and asset/item number, respectively.
Select this radio button to sort the report by asset account. This radio button is the default. If you select this radio button, "ACCT" will be inserted into the Sort Order column in the Query table when you save this screen.
Select this radio button to sort the report by asset organization. If you select this radio button, "ORG" will be inserted into the Sort Order column in the Query table when you save this screen.
Select this radio button to sort the report by asset project. If you select this radio button, "PROJ" will be inserted into the Sort Order column in the Query table when you save this screen.
Select this radio button to sort the report by autocreation status. If you select this radio button, "STATUS" will be inserted into the Sort Order column in the Query table when you save this screen.
Select this radio button to sort the report by autocreation timing source. If you select this radio button, "SOURCE" will be inserted into the Sort Order column in the Query table when you save this screen.
Select this radio button to sort the report by autocreation date. If you select this radio button, "DATE" will be inserted into the Sort Order column in the Query table when you save this screen.
Select this radio button to sort the report by asset/item number. If you select this radio button, "ASSET" will be inserted into the Sort Order column in the Query table when you save this screen.
Select this checkbox if you want a page break inserted each time the selected sort parameter changes.
If you select this checkbox, "Y" will be inserted into the Page Break Flag column in the Query table when you save the selection parameters for this report.
Data for this report is retrieved from the AUTOCR_ASSET_EDIT (Autocreation Edit) table.