Costpoint Online Help

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Why did I receive the following message when closing the Cost Info tab of the Manage Asset Master Information screen?

"The Other Books subtask needs to be activated in order to update its cost information."

This message displays only if you have set up one or more optional books on the Configure Fixed Assets Settings screen. Its purpose is to remind you of the rules regarding updates to cost data for optional books 2 to 10 in the Other Books Info subtask.

When data for an Asset Master record is originally added and saved, the Total Cost amount from the Cost Info tab automatically defaults in the Total Cost column for all other optional books used when you first activate each new line in the Other Books Info subtask. This default feature saves you from performing extra data entry, because, for the majority of users, the G/L Book cost amount is the same for the optional books. The message automatically displays when you exit from the Cost Info tab of the Manage Asset Master Information screen, regardless of whether you use any optional book.

However, you can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on). When initializing an Asset Master record, you can overwrite the default cost that displays in the Other Books Info subtask of the Manage Asset Master Information screen (and on the Manage Asset Other Books Information screen) with a different amount on a book-by-book basis, as needed.

The message above also automatically displays when you re-access the Cost Info tab after the Asset Master record has been saved. If you change the cost in the Cost Info tab after the record has been saved, the message reminds you that your change to Total Cost will be in effect only for the G/L Book unless you also open the Other Books Info subtask on the Manage Asset Master Information screen. When you open the Other Books Info subtask, your change to the Total Cost field on the Cost Info tab will also be written to the Cost column for any optional books in the Other Books Info subtask for which the cost amount matched before the change. In this circumstance, your change to Total Cost on the Cost Info tab will NOT automatically be written to the Total Cost column for any optional books that did not match the cost amount before the change. (Note that if you now want the revised Total Cost value for the G/L Book to also be the Cost for all optional books used, regardless of whether they matched before the change, you will need to enter the revised cost manually in the Other Books Info subtask for applicable optional books.)

If you have the Other Books Info subtask open before you change the Total Cost field on the Cost Info tab, the information message above will not display, and the change to the Total Cost field will not be written to the Total Cost column for any optional books in the Other Books Info subtask (for which the cost amount matched before the change).

If you change the Total Cost field on the Cost Info tab and you do not activate the Other Books Info subtask when the information message above displays, your change to the Total Cost field will not be written to the Tota Cost column for any optional books in the Other Books Info subtask, for which the cost amount matched before the change.