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Manage Asset Maintenance Information

Use this optional screen to enter new maintenance data and to view previously-entered maintenance history for any property record, as applicable.

You can record maintenance data for all types of property records, including assets purchased by and for your company, property supplied by the government, and property purchased by your company and billed to a government contract. In some cases, detailed maintenance tracking may be a government requirement. In many cases, however, companies choose to maintain maintenance records for their assets for purposes of internal control.

Note: The data on this screen is company-specific and will be available for use only by your company of login. If you have set up multiple companies in Costpoint, you can enter, edit, view or use the data on this screen for each company only by using the separate company login for each.

This screen contains a date field, eight user-defined maintenance columns, along with a value column in which to optionally record maintenance costs. Each user-defined maintenance column can be used independently from each of the other eight user-defined maintenance data columns.

On the Manage Tracking Field Labels screen, you can optionally define the labels for the maintenance data columns, such as Type, Vendor, and so on. Your labels, along with the Date label for the first column, will display as the column names for the table window on this screen, as well as in the template on the Create Asset Maintenance Transactions screen, the Manage Asset Maintenance Transactions screen, and on the Print Asset Maintenance Information Report. Use this optional feature to "customize" the maintenance data that you record for ease in recognition.

It is not a system requirement that you establish one or more labels for the table columns. If you do not choose to define labels, system default labels (for example, Maint1, Maint2, and so on) will display as the column names. You may find, however, that data entry and history review is more meaningful when appropriate labels display.

Although you can set up and change the labels on the Manage Tracking Field Labels screen at any time, you may find it more convenient to decide on the label names before you begin to enter data on this screen. To achieve consistency throughout your records, it is preferable for you to plan for and establish as much as possible of this setup data during your initialization procedures. Note that labels display on a "real-time" basis, in that data entered using a different label can only be retrieved with the current label displayed.

The Asset No and Item No data for the property are required fields on this screen. In order to enter information on this screen, therefore, you must first establish the property record on the Manage Asset Master Information screen.

Other tracking functions, such as inventory and transfers, are also available within Costpoint Fixed Assets. Note that you can use each function independently, and there is no system requirement that you add inventory, maintenance, and/or transfer data in a specified sequence.

You can also populate the fields on this screen as a result of following these steps:

  1. Select the ranges of records and create template data on the Create Asset Maintenance Transactions screen.

  2. Edit the updated records on the Manage Asset Maintenance Transactions screen

  3. Execute a program on the Create Asset Maintenance Information screen

The intention of this special-purpose process is aimed at minimizing manual data entry requirements for maintenance information that is common to a range of records. You can also manually edit maintenance records on this screen that have been populated by means of the steps above.

You can enter, edit, or view maintenance data on this screen at any time after you have established your asset records on the Manage Asset Master Information screen.

Although not system-required, you may choose to optionally define the labels on the Manage Tracking Field Labels screen for the maintenance data fields (such as Type,Vendor, and so on).

You may find that the ability to "customize" these labels makes your maintenance data entry and history review more meaningful, but it is not a system requirement that you establish one or more labels for the table columns. If you do not choose to define labels, system default labels will display as the column names.