PRINT DISPOSAL TRANSACTIONS EDIT REPORT

Use this report to review the disposal information for all books for both depreciable and non-depreciable assets. It includes all data entered and displayed in either the Maintain Single Disposal Transactions screen or the Maintain Multiple Disposal Transactions screen, and sorts the information by your selected sort option. (Sort options include asset/item number, selection status, asset account, organization, project, disposal date, and gain/loss account.) You can also print disposal information for a range of gain/loss accounts, organizations, disposal dates, and asset/item numbers. Additionally, you can include or exclude disposals for depreciable and non-depreciable assets and choose disposals selected for posting or on hold. The report prints cost, accumulated depreciation, depreciation adjustment, and gain/loss amounts for Books 1-10, and calculates the book value amount by subtracting the accumulated depreciation from the asset's total cost. Columns print only for books that contain information for the asset/item number.

This report uses dynamic worktables. Because these tables are user-specific and will be deleted after the process is complete and data has been transferred to a permanent table, each user can only run one Print Disposal Transactions Edit Report using the same user name at one time. Multiple users, however, can run the report simultaneously, as long as they are logged in under different user names.

Before entering and posting disposals, see Special Topic FA-4, "Creating and Posting Disposals." This special topic includes a detailed explanation, as well as examples, of how the disposal price affects disposal entries. It also explains how depreciation adjustments and gains and losses are posted in the General Ledger.

Note:  The gain/loss amount that prints in this report is not the gain/loss amount that will be posted to the disposal's gain/loss account/organization/project combination. Book value is always posted as the gain/loss amount, regardless of disposal price. The gain/loss amount printed in this report is the same gain/loss amount calculated for display purposes in the Maintain Single and Multiple Disposal Transactions screens.

The Disposal Transactions Edit Report provides a current "snapshot" of existing disposal information. Print this report before posting disposals to review the information from the Edit/Enter Single or Multiple Disposal Transactions screens.

Select Gain/Loss Accounts

Use this group box to select records from gain/loss accounts for the report.

Note:  The gain/loss account is a required field in the Maintain Single and Multiple Disposal Transaction screens for a depreciable asset (or for a non-depreciable asset for which you have selected the Post Disposal to G/L checkbox in the main Maintain Asset Master Info screen and the corresponding checkbox in the Maintain Asset Desc Info screen). The system posts the cost value with a reversed sign to this account as a gain or loss. Because the gain/loss that prints in this report is the gain/loss amount from the Maintain Single/Multiple Disposal Transaction screens, the gain/loss in this report is only the expected gain or loss based on the expected disposal price. The gain/loss amount that prints in this report is not the gain/loss amount that will be posted to the disposal's gain/loss account/organization/project combination.

Selecting any of the checkboxes in the Include Record Type or Include Selection Status group boxes may modify which records from the selected asset account(s) are actually printed on the report.

Range Option

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 have a large number of gain/loss accounts, you may want to select a different option.

If you save the selection parameters for this report, the selected Range Option, as applicable, will be stored in the Query table in the Gain/Loss Account Range column.

From

Enter the beginning gain/loss account number in this field or use Lookup to select one from the gain/loss accounts already associated with your disposals. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account for which disposal transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the FA_DISP_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 Gain/Loss Account From column.

To

Enter the ending gain/loss account number or use Lookup to select one from the gain/loss accounts already associated with your disposals. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account number for which disposal transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the FA_DISP_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 Gain/Loss Account To column.

Select Gain/Loss Organizations

Use the fields in this group box to select gain/loss organizations for the report. Selecting any of the checkboxes in the Include Record Type or Include Selection Status group boxes may modify which records from the selected organization(s) are actually printed on the report.

Range Option

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 report, the selected Range Option, as applicable, will be stored in the Query table in the Gain/Loss Org Range column.

From

Enter the beginning gain/loss organization number in this field or use Lookup to select one from those displayed. Because this is a standard Lookup to the ORG table, you may find that you have selected an organization for which disposal transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the FA_DISP_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 Gain/Loss Org From column.

To

Enter the ending gain/loss organization number in this field or use Lookup to select one from those displayed. Because this is a standard Lookup to the ORG table, you may find that you have selected an organization for which disposal transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the FA_DISP_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 Gain/Loss Org To column.

Select Disposal Dates

The disposal date usually represents the date the disposal becomes effective, although any date can be used (the date is not used in system calculations). Date is a required field in the Disposal Info group box in the Maintain Single/Multiple Disposal Transactions screens, and the system date of entry is the default. Use the fields in this group box to choose disposal dates for the report. Selecting any of the checkboxes in the Include Record Type or Include Selection Status group boxes may modify which records from the selected disposal date(s) are actually printed on the report.

Range Option

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 report, the selected Range Option, as applicable, will be stored in the Query table in the Disposal Date Range column.

From

Enter the beginning disposal date in date format. Because the systems accepts any date entry in this field, you may find that you have entered a disposal date for which data does not exist in the FA_DISP_EDIT table or does not meet your other selection criteria. In this event, the data you expect to retrieve 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 Disp Date From column.

To

Enter the ending disposal date in date format. Because the systems accepts any date entry in this field, you may find that you have entered a disposal date for which data does not exist in the FA_DISP_EDIT table or does not meet your other selection criteria. In this event, the data you expect to retrieve 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 Disp Date To column.

Select Asset/Item Numbers

Use the fields in 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. Selecting any of the checkboxes in the Include Record Type or Include Selection Status group boxes may modify which records from the selected asset/item number(s) are actually included in the report.

Range Option

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 report, the selected Range Option, as applicable, will be stored in the Query table in the Asset/Item Range 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, you may find that you have selected an asset/item number for which disposal transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the FA_DISP_EDIT table may not be selected.

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

If you save the selection parameters for this report, the selected From values, as applicable, will be stored in the Asset From and Item From 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, you may find that you have selected an asset/item number for which disposal transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the FA_DISP_EDIT table may not be selected.

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

If you save the selection parameters for this report, the selected To values, as applicable, will be stored in the Asset To and Item To columns.

Include Record Type

Use this group box to include disposals of depreciable and/or non-depreciable assets in your report. Select one or both of the checkboxes in this group box. You must select at least one of these checkboxes before you can run the report.

If you select the Non-Depreciable checkbox, all non-depreciable records that meet the other selection criteria will be included, regardless of their Post Disposal to G/L status in the Maintain Asset Master Info main screen or the corresponding checkbox in the Maintain Asset Desc Info screen.

Depreciable

This checkbox is selected by default. Leave this checkbox selected to include disposals for depreciable assets in your report. If you do not want your report to include disposals for depreciable assets, do not select this checkbox.

If you select this checkbox and save the selection parameters for this process, "Y" will display in the Include Depreciable Records column in the Query table.

Non-Depreciable

Select this checkbox to include disposals for non-depreciable assets in your report. If you do not select this checkbox, disposals for non-depreciable assets will not be included. (All non-depreciable records that meet the other selection criteria will be included, regardless of their Post Disposal to G/L status in the Maintain Asset Master Info main screen or the status of the corresponding checkbox in the Maintain Asset Desc Info screen).

If you select this checkbox and save the selection parameters for this process, "Y" will display in the Include Non-Depreciable Records column in the Query table.

Include Selection Status  

Use the options in this group box to include selected disposals and/or disposals on hold in your report. Select one or both of the checkboxes in this group box. You must select at least one of these checkboxes before you can run the report.

Selected Disposals

This checkbox is selected by default. Leave this checkbox checked to include disposals, which have been assigned Selected for Posting status in the Maintain Single/Multiple Disposal Transactions screens. If you do not want your report to include selected disposals, do not select this checkbox.

If you select this checkbox and save the selection parameters for this process, "Y" will display in the Include Selected Disposal Records column in the Query table.

Disposals on Hold

Select this checkbox to include disposals that have been assigned Hold status in the Maintain Single Disposal Transactions, or Maintain Multiple Disposal Transactions screens. If you do not select this checkbox, only selected disposals will be included.

If you select this checkbox and save the selection parameters for this process, "Y" will display in the Include Hold Disposal Records column in the Query table.

Sort Options

Select the sort option for the report using this group box. The default sort selection is by Asset/Item Number. If you choose a different sort option, records will be printed in ascending asset/item number order within the primary sort category you select. Asset account, organization, and project information will print on the report only if you select the Asset Account, Asset Organization, or Asset Project sort options.

The following sort options are available. If you save the parameters for this report, these options will be identified in the Query table in the Sort Option column by the words in parentheses below:

Page Break

Select this checkbox if you want a page break each time the selected sort parameter changes. This checkbox is disabled if you have selected the Asset/Item Number sort option.

If you select this checkbox and save the selection parameters for this process, "Y" will display in the Page Break column in the Query table.

Note:  If you want to keep these parameters but want to run a slightly different report, you can use Clone to copy the parameters and make minor changes to the parameters without changing your saved parameters. To use Clone, go to the File menu or press [F4]. The Clone window will display on the screen. Enter the parameters ID you want to clone, or select Execute to display and select from a list of parameter IDs. When you click on the Select pushbutton, the system makes a copy of the parameters, which you can edit as needed.

You can save your sort options and selection criteria for this report with or without printing. After making your selections, select the Save button on the toolbar or go to Save in the File menu. Enter an alphanumeric identifying code and a short description to help you recognize the report parameters and select OK. Later, you can run Find or Query from this screen to access the print parameters you created, and run the same report without having to enter all the selection screen information again. Stored report parameters are especially useful if reports are to be run through Process Manager.

Table Information

The Disposal Transactions Edit Report draws information from a number of different tables. The majority of the data for this report comes from the Fixed Assets Disposal Edit table (FA_DISP_EDIT), which holds the asset/item number, selection status, disposal date, disposal description, disposal price, disposal description, disposal document number, gain/loss account combination, and depreciation adjustment data for Books 1-10.

The Asset Master table (ASSET) contains the short asset description and data for the Cost and Accum Depr columns for Book 1.  Asset account/organization/project data is read from this table if you have selected Asset Account, Asset Organization, or Asset Project as the sort option for the report.

The Asset Master Other Books Info (2-10) table (ASSET_OTHER_BK_DEPR) contains information for the Cost and Accum Depr columns for Books 2-10.

Note:  The gain/loss amount is calculated using information from the tables listed above, as appropriate, and is the same gain/loss amount that displays in the Maintain Single and Multiple Disposal Transactions screens. This gain/loss amount displayed in the report will not be the same gain or loss amount that will be posted to the G/L if you have entered sales price and/or depreciation adjustment data.

The Fixed Assets Settings table (FA_SETTINGS) contains the current fiscal year, period, and subperiod information from the Posting Settings screen that prints in the header of the Disposal Transactions Edit Report.

Lookups, as applicable, access the following tables: