Configure Asset/Template Change Settings
Use this screen to select your preferences for specific actions to be performed by the system when you use the optional features available in Costpoint Fixed Assets to capture and store change data for fields/columns in the Asset Master and/or Asset Template records.
You can use this screen to post transfer entries to the General Ledger.
You must first decide whether you want the system to capture change data and, if so, whether you want to capture change data for Asset Master records, Asset Template records, or both. The system can capture the asset/template record identifier, 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.
If you want to capture change data for Asset Master records, you can have change data from the following screens written to the Asset Audit Log table for the specific user-editable Asset Master fields/columns selected in the Asset/Template Field/Column Names subtask:
- Manage Asset Master Information
- Manage Asset Description Information
- Manage Asset Purchase Information
- Manage Asset Cost Information
- Manage Asset Location Information
- Manage Asset Account Information
- Manage Asset General Ledger Book Information
- Manage Asset Other Books Information
- Manage Asset Disposal Information
- Manage Asset Government Information
- Manage Asset User-Defined Information
- Manage Asset Master Global Changes
- Manage Asset Master User-Defined Global Changes
If you want to capture change data for Asset Template records, you can have change data from the following screens written to the Template Audit Log table for the specific user-editable Asset Template fields/columns selected in the Asset/Template Field/Column Names subtask:
- Manage Asset Template Information
- Manage Asset Template User-Defined Information
- Manage Template Global Changes
- Manage Template User-Defined Global Changes
Each check box that you select in the Asset/Template Field/Column Names subtask signifies that you want to capture data for that field for an Asset Master and/or Asset Template record each time you make a change to that data, regardless of the screen in which the change was made.
To limit the size of the audit log tables, you will probably select specific check boxes rather than all check boxes. You should capture change data for the fields you consider most significant, such as depreciation method, current period depreciation expense amount, location, and so on. You may decide not to capture change data for more insignificant data changes, such as spelling corrections made to description fields, and so on.
Once the template change details have been captured, use the View Template Change History screen to view change data stored in the Template Audit Log. Use the Print Asset/Template Change History Report screen to print the change data.
Once the asset record change details have been captured, you can use the View Asset Change History screen to view data from the Asset Audit Log. You can print change data reports from both logs on the Print Asset/Template Change History Report screen.
You can also use this screen to post transfer entries to the General Ledger. Transfers entries can automatically be generated by the system when you make changes to the asset ("ownership") account, organization, and project fields and/or the Accum Depr Acct Code fields in an Asset Master record.
Although you can use this screen at any time, timing is critical to the desired end result. In order for the system to capture change details, you must select the desired fields/columns on this screen before you make changes to Asset Master and/or Asset Template records.