Other Books Info Subtask

Use the optional fields on this screen to enter, edit, or view template defaults for depreciation methods, salvage data, and system calculations for optional books 2 to 10, as applicable.

Note: Always use caution when editing existing records to prevent unexpected depreciation and reporting results.

Optional books 2 to10 can be established and used independently for purposes such as tax depreciation or to review the results of a change in depreciation method.

Note: Once you have entered a valid depreciation method in the Depr Method Code field in this subtask for any book and have saved the template, you will not be able to delete that book from the setup (on the Configure Fixed Assets Settings screen) until every occurrence of a Depr Method Code field is blanked out for that book in all Asset Template and Asset Master records.

There is no interface with the General Ledger for books 2 to 10, and no postings can occur for these optional books. Book 1, which is automatically designated by the system as the G/L Book, is the only Asset Master book that interfaces with the General Ledger by means of depreciation, disposal and transfer posting entries.

In optional books 2 to 10, the only basis on which depreciation can be calculated is by years. For Book 1, you can specify a Years, Units (of usage), or Lease Pds basis methodology for depreciable assets.

Information about depreciation displays on this screen once depreciation for a record has begun. For existing property records, you may need to add historical depreciation data on this screen.

Data entry for all the fields on this screen is initially optional. If any field contains data on this screen, you must assign a depreciation method in the Depr Method Code field for that book, and depreciation will compute based on the data entered.

If you want to use this subtask, you should enter data on it before you calculate depreciation. Your timing in making edits to these critical fields can impact the calculation of depreciation and the types of records included in system reports.

Note: If you have used a template to "import" data into an Asset Master record and you later make a change to a template data field, the data change will not automatically be copied to the Asset Master record without user intervention. In this circumstance, you will need to go back into the Manage Asset Master Information screen and tab through the Template No/Rev No fields to re-import revised data from the template. Alternately, you can also create a new template or the same template with an appropriate revision number that incorporates the change. Or, you can bypass the template record and manually make the desired change directly in the Asset Master record.

Table Window

As you initialize additional books 2 to 10 on the Configure Fixed Assets Settings screen, you will need to establish a label for each book in the Book Name field. The name that you designate for each book automatically displays as the label for this field on this screen and in other screens in which this data is available for editing or viewing.

Field

Description

Book 2 (or your label) Depr Method Code

The field label header includes the name for this book that you established in the Books Detail group box of the Configure Fixed Assets Settings screen. To edit the book name, you must do so on the Configure Fixed Assets Settings screen. For a new template record, enter, or click to select, the depreciation method code for this book. Since the system validates your selection for this field against your setup data, you will first need to establish depreciation methods on the Manage Depreciation Methods screen. A depreciation method code is required to calculate depreciation for this book if the template depreciation status has been designated as Depreciable. If the template depreciation status has been designated as Non-Depreciable, books 2 to 10 are not available. For an existing template record, this field displays the selection you made when you originally added the template record or made subsequent edits. You can change the data that displays in this field, as desired. Because depreciation calculations in the Asset Master record can use the depreciation method code from this field, use caution if you change the depreciation method code for a record once it has begun depreciating in the system. When you add a new Asset Master record on the Manage Asset Master Information screen and enter this template/revision number for this template, the Depr Method Code field will display the value in this field for this book in the Other Books Info subtask. The Depr Method Code field will also display the value if this template has been specified in the Default Template for Asset Master group box of the Configure Fixed Assets Settings screen, or if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record. Note: Once you enter a value in the Depr Method Code column on this screen for any book and have saved the row, you will not be able to delete that book from the setup until the Depr Method Code field is blanked out for that book in all Asset Master and Asset Template records.

Field	Description
Book 2 (or your label) Useful Life	The field label header includes the name for this book that you established in the Books Detail group box of the Configure Fixed Assets Settings screen. To edit the book name, you must do so on the Configure Fixed Assets Settings screen. For a new template record, enter the useful life for this book. For an existing template record, this field will display the selection you made when you originally added the template record. You can edit the value that displays in this field, as desired. This field is optional in both an Asset Template and an Asset Master record. The value in this field is for data purposes only, and is not used in system calculations. When the system calculates depreciation, the depreciation year and percentage for that year is derived from the depreciation method assigned to the record in the Depr Method Code field. For example, if you enter a useful life of five years in the Useful Life field but the depreciation method assigned to the record uses only three years, the system will use percentages for three years only in its calculations, as specified by the depreciation method. The data from this field will automatically display as the useful life in an Asset Master record on the Manage Asset Master Information screen in the Other Books Info subtask if you specify the use of this template/revision number as a new or replacement template/revision number.
Book 2 (or your label) Auto Calculate	The field label header includes the name for this book that you established in the Books Detail group of the Configure Fixed Assets Settings screen. To edit the book name, you must do so on the Configure Fixed Assets Settings screen. For a new template record, select this check box if you want the Asset Master record (to which the template data is copied to) be included automatically in system calculations of depreciation for this book. Clear this check box if you want to disable the automatic system calculation of depreciation for the Asset Master record for this book. If you do not enable automatic system calculations, you must manually enter the amount of depreciation expense for the period to be recorded for this book in each Asset Master record on the Other Books Info subtask of the Manage Asset Master Information screen or on the Manage Asset Other Books Information screen. In general: If you need to make a one-time adjustment to current depreciation expense, you should manually override the system calculation in the Asset Master record rather than change the default for this check box. In this circumstance, do not recompute depreciation after you manually enter the desired depreciation amount (or the system will overwrite your entry during the calculation). If you want to record a depreciation expense amount for the period for this book as a recurring override to system calculations, you should clear this box and enter the override amount in the Current Pd Depreciation field in the Other Books Info subtask of Manage Asset Master Information for this book of the Asset Master record, or in the same field for this book in the Manage Asset Other books Information screen. For an existing template record, this field displays the check box status you selected when you originally added the template record or made subsequent edits. Your selection for this check box will automatically display as the check box selection in an Asset Master record if you specify the use of this template/revision number as a new or replacement template/revision number. When you add a new Asset Master record on the Manage Asset Master Information screen and enter this template/revision number for this template, the Auto Calculate Depreciation check box selection will display for this book in the Other Books Info subtask. The Auto Calculate Depreciation check box selection will also display if this template has been specified in the Default Template for Asset Master group box of the Configure Fixed Assets Settings screen, or if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record. Note: Before importing template data to an Asset Master record on the Manage Asset Master Information screen or to the Manage Autocreation Transactions screen, you must click on the Template Import Parameters subtask link, in which you can specify how the template data should be imported. Because the system automatically supplies a default value for this field and it is not considered "blank," you can select an overwrite option for this field to be used by the system when importing template data. Please refer to the documentation for the Template fields on the Manage Asset Master Information screen and/or the Manage Autocreation Transactions screen for more detailed information.
Book 2 (or your label) Salvage Percent	For a new template record, enter the salvage value percentage rate to be used in the calculation of salvage and depreciable value in the Asset Master record on the Manage Asset Master Information screen for this book in this optional field. If you enter a salvage value percentage in this field, the system automatically computes and displays the equivalent salvage value in the Asset Master record on the Manage Asset Master Information and the Manage Asset Other Books Information screen. Do not enter a value in the Salvage Percent field for salvage unless this is the point at which you want the system to stop depreciation. For an existing template record, this field displays the selection you made when you originally added the template record or made subsequent edits. You can change the data that displays in this field, as desired. Because system calculations use this data in an Asset Master record to determine the manner in which depreciation computations should take place for each record, however, use caution if you change this field for property records once they have begun depreciating in the system. The data from this field will automatically display as the salvage percent in an Asset Master record if you specify the use of this template/revision number as a new or replacement template/revision number. Note: There is a special check box related to salvage value when you set up your depreciation methods on the Manage Depreciation Methods screen. The default for the Subtract Salvage Value Before Calculation check box on that screen is a checked status, in which the system will subtract the salvage value from the cost of the asset prior to performing depreciation calculations. This value, which represents the total cost adjusted for salvage, automatically displays in the Amount to Depreciate field(s) in Asset Master records. For example, if an asset's cost is $10,000 and its salvage value is 5%, then the amount to depreciate is $ 9,500 and the system will not permit depreciation in excess of $ 9,500 for this asset. If this check box is clear, the system will ignore any salvage value when computing depreciation. In this circumstance, the value in the Amount to Depreciate field(s) for any book in an Asset Master record should be equal to the value in the Total Cost field. Refer to the specific examples below, each of which illustrates a different way in which to handle salvage value relative to the computation of depreciation based on years: Example 1 This example illustrates the setup for the condition in which salvage value is subtracted before depreciation calculations. This is the most common methodology for computing depreciation when salvage value is assigned to an asset. Asset Master Record: Total Cost = $ 10,000 Salvage Percent = 10 % Salvage Value = $ 1,000 Depr Method Code = SL5 (Straight-Line Method over 5 years) Amount to Depreciate = $ 9,000 Total % to Depreciate = 100% Subtract Salvage Value Before Calculation = Check box selected for "SL5" Year Percent Amount to Depreciate Annual Depreciation 1 20% $ 9,000 $ 1,800 2 20% $ 9,000 $ 1,800 3 20% $ 9,000 $ 1,800 4 20% $ 9,000 $ 1,800 5 20% $ 9,000 $ 1,800 Total 100% $9,000 For this example, Costpoint subtracts the salvage value from the asset's total cost to determine the amount to depreciate (10,000 - 1,000 = 9,000). Note that the residual amount is spread uniformly across all years of useful life ($200 per year for 5 years). To determine annual depreciation, the system multiplies the amount to depreciate by the depreciation percentage for the appropriate year of life. Example 2 This example illustrates the setup for the condition in which salvage value is not subtracted before depreciation calculations. Asset Master Record: Total Cost = $ 10,000 Salvage Percent = 10 % Salvage Value = $ 1,000 Depr Method Code = SL5 (Straight-Line Method over 5 years) Amount to Depreciate = $ 10,000 Total % to Depreciate 100% Subtract Salvage Value Before Calculation = Check box clear (unchecked) for "SL5" Year Percent Amount to Depreciate Annual Depreciation 1 20% $10,000 $2,000 2 20% $10,000 $2,000 3 20% $10,000 $2,000 4 20% $10,000 $2,000 5 20% $10,000 $2,000 Total 100% 10,000 In this example, the system ignores the salvage value from the asset's total cost when determining the amount to depreciate (10,000 - 0 = 10,000). To determine annual depreciation, the system multiplies the amount to depreciate by the depreciation percentage for the appropriate year of life. Example 3 Asset Master Record: Total Cost = $ 10,000 Salvage Percent = 10 % Salvage Value = $ 1,000 Depr Method Code = SL5 (Straight-Line Method over 5 years) Amt to Depreciate = $ 9,000 Total % to Depreciate 90% Subtract Salvage Value Before Calculation = Check box clear for "SL5" Year Percent Amount to Depreciate Annual Depreciation 1 20% $ 10,000 $ 2,000 2 20% $ 10,000 $ 2,000 3 20% $ 10,000 $ 2,000 4 20% $ 10,000 $ 2,000 5 10% $ 10,000 $ 1,000 Total $ 9,000 This example illustrates the only method available that recognizes the residual (salvage) amount in the last year of useful life. Note that only 90% of the asset was set up for depreciation when the depreciation method was defined. When you add a new Asset Master record on the Manage Asset Master Information screen and enter this template/revision number for this template, the Salvage Percent value in this field will display for this book in the Other Books Info subtask. The Salvage Percent value will also display if this template has been specified in the Default Template for Asset Master group box of the Configure Fixed Assets Settings screen, or if this template/revision number replaces an existing template/revision number in the Template No/Rev No fields in an Asset Master record.
Books 3 to 10 (or your label) Depr Method Code	Please see details for the Depr Method Code fields of books 3 to 10 in the field Book 2 (or your label) Depr Method Code.
Books 3 to 10 (or your label) Useful Life	Please see details for the Useful Life fields of books 3 to 10 in the field Book 2 (or your label) Useful Life.
Books 3 to 10 (or your label) Auto Calculate	Please see details for the Auto Calculate check boxes of books 3 to 10 in the field Book 2 (or your label) Auto Calculate.
Book 3 to 10 (or your label) Salvage Percent	Please see details for the Salvage Percent fields of books 3 to 10 in the field Book 2 (or your label) Salvage Percent.