Fixed Assets Subtask

Use Costpoint Fixed Assets to automatically create Asset Master records, and reduce the need for duplicate information entry, by importing information from Purchasing, Receiving, and/or Accounts Payable.

To create Asset Master records automatically, refer to the Fixed Assets module help.

The receiver can use this subtask to enter additional optional information such as the tag number, serial number, location information, template/revision number, and user-defined information. Data entered in this optional subtask is stored for accepted units when the Manage Purchase Order Receipts and/or Manage Quality Control Inspections screens are saved.

Optional information entered in this subtask, along with other purchase order and receiving information, automatically displays on the Manage Autocreation Transactions screen when you run the Create Autocreation Transaction Edits process. These fields are also available on the Manage Autocreation Transactions screen and in each Asset Master record, where you can add and modify information.

Note: During processing, an autocreation flag in the table stores information from this screen to prevent a re-copy of the same Receiving record. For this reason, you should make entries and/or modifications before running the Create Autocreation Transaction Edits process to ensure that all modifications are copied to the Manage Autocreation Transactions screen.

If you enter and/or modify this information on the Manage Autocreation Transactions screen or in the Asset Master record (after autocreation processing), the new information is not written back automatically to this screen. You can add the new information to this screen after processing, but this serves only to create a clean audit trail.

The following lists the points to consider when you use information from a template and/or manual entry.

• If you first manually enter information in a column and then enter a template with information in the corresponding column, information from the template overwrites the manually entered information. Data can still be modified once the column has been populated from the template.
• If you first enter a template and then manually modify the information, your manual modifications overwrite the template information.
• Once you specify a template and the columns have been populated, deleting the information in the Template and/or Rev columns does not clear out the template information. You can only manually modify the columns (or specify a different template).

You can set up templates with many default fields. Some fields are purely informational, such as manufacturer, vendor, and so on. Other template fields provide processing information, such as depreciation methods, posting accounts, and so on. If you are not familiar with the information contained in a template (or the potential ramifications of such information), you should not specify its use.

If you do not specify a template in the Template and/or Rev columns on this screen, you can always use the template functionality on the Manage Accounts Payable Vouchers screen in Costpoint Accounts Payable, the Manage Autocreation Transactions screen, or in an Asset Master record.

If you make no subsequent modifications to the following fields on the Manage Autocreation Transactions screen, Costpoint populates these fields on the Enter Asset Master Information screen with information specified on them on this subtask during final autocreation:

• Tag No
• Quantity
• Unit of Measure
• Serial Number
• Year Built
• National Stock No.
• Manufacturer
• Manufacturer Name
• Model
• Govt 1 to Govt 15 (or your labels)
• Location Group
• City
• State/Province
• Postal Code
• Country
• County
• Location 1 to Location 3 Codes (or your labels)
• Template
• Property Type
• Classification Code

Contents

Field	Description
Inspection ID	This field displays the inspection ID currently being entered or modified.
PO Receipt	This field displays the purchase order receipt currently being inspected.
PO	This field displays the assigned purchase order ID of the item being inspected.
Release	This field displays the release number of the purchase order.
Trans Currency	This field displays the transaction currency used.
PO Line	This field displays the PO line number of the item being inspected.
Item	This field displays the ID of the item being inspected.
Rev	This field displays the revision of the item being inspected.

Table Window

Field	Description
Tag No	Enter the Tag No of up to 30 alphanumeric characters. This is an optional field. If you have selected the Use Tag Number Entered in Receiving as Asset Number option in the Configure Default Autocreation Asset Numbering screen in Fixed Assets, the tag number entered in this column automatically displays in the Temporary Asset No column and the Tag No column of the Manage Autocreation Transactions screen after you run the Create Autocreation Transactions process. Note: If you have selected the tag number as the default numbering option and there is no information in this column, Costpoint automatically assigns the next available asset number when creating the information on the Manage Autocreation Transactions screen. You can still manually modify the temporary asset number and the tag number before the information is converted into an Asset Master record. This column may already be populated with default information from a template. The source of this information is determined by the template/revision number entered in this screen and displayed in the Template and Rev No columns.
Quantity	Enter the accepted quantity. 1.0000 automatically displays in this column as default but you can modify. This field is optional.
Unit of Measure	Enter the Unit of Measure of up to 10 alphanumeric characters. EA automatically displays in this column as the default but you can modify. This is an optional field.
Serial Number	Enter the Serial Number of up to 20 alphanumeric characters. This field is optional.
Year Built	Enter the Year Built of four numeric characters in year format (for example, 1995). This field is optional. This column may already be populated with default information from a template. The source of this information is determined by the template/revision number entered on this screen and displayed in the Template and Rev No columns.
National Stock No	Enter the national stock number of up to 20 alphanumeric characters. This field is optional. This column may already be populated with default information from a template. The source of this information is determined by the template/revision number entered on this screen and displayed in the Template and Rev No columns.
Manufacturer	Enter, or click to select, the Manufacturer ID. This field can contain up to 10 alphanumeric characters. Manufacturers can be established on the Manage Manufacturers screen.
Manufacturer Name	This field displays the associated manufacturer name for the selected manufacturer. If the Manufacturer field is blank, enter, or click to select, a Manufacturer Name. You can enter up to 30 alphanumeric characters. This field is optional.
Model	Enter the Model number of up to 30 alphanumeric characters.
Govt1 to Govt15 (or your labels)	If you designated labels for these fields in the Govt Labels for Asset Master group box on the Manage Asset Master Field Labels screen, your labels automatically display. Labels are not required. If you did not set up labels for these fields, the default labels such as Govt1 automatically display. Enter up to 30 alphanumeric characters for each field. All of these fields are optional.
Location Group	Enter, or click to select, the Location Group. This field is up 10 alphanumeric characters and is optional. Location groups are established on the Manage Location Groups screen in Fixed Assets where you can set up location templates for pre-established location information. Once a location group is selected, the Location Group Name, City, State/Province, Postal Code, Country, County, and Location 1 to 3 codes are populated with the associated values. If you select the check box in the Defaults for Location Data group box of the Configure Autocreation Settings screen, the system automatically populates the City, State/Province, Country, and Postal Code fields in this subtask with information from the ship ID in the Purchase Order Line as a default.
Location Group Name	Enter, or click to select, a location group name only if you do not specify a Location Group. This field displays the associated name if you have selected a location group.
City	Enter a city name of up to 25 alphanumeric characters only if you do not specify a Location Group. This field displays the associated city name if you have selected a location group. This field is optional. If you specify a postal code in the Postal Code field, the city name associated with the postal code automatically displays in this field if a Location Group has not been specified.
State/Province	Enter, or click to select, a state/province only if you do not specify a Location Group. You can enter up to 15 alphanumeric characters in this optional field. If you enter a postal code in the Postal Code field, the state/province associated with the postal code automatically displays in this field if a Location Group has not been specified.
Postal Code	Enter, or click to select, a postal code only if you do not specify a Location Group. You can enter up to 10 alphanumeric characters in this optional field. If you enter a postal code in the Postal Code field, the city, state/province, and/or country associated with the postal code automatically display if a Location Group has not been specified.
Country	Enter, or click to select, a country only if you do not specify a Location Group. You can enter up to 8 alphanumeric characters in this optional field.
County	Enter county information only if you do not specify a Location Group. You can enter up to 25 alphanumeric characters in this optional field.
Location 1  to  Location 3 Codes (or your labels)	Your labels automatically display if you designated labels for these fields in the Location Labels for Asset Master group box on the Manage Asset Master Field Labels screen. Labels are not required. If you did not set up labels for these fields, the default labels such as Loc1 Code automatically display. You can enter and/or modify data in this field and in an Asset Master record and an Asset Template under all circumstances, even if you have specified a Location Group that contains location 1 information. Location codes must first be set up on the Manage Location 1 Codes, Manage Location 2 Codes and/or Manage Location 3 Codes screen, since all entries are system-validated. Enter, or click to select, a location 1 code. You can enter up to 8 alphanumeric characters in this optional field.
Template	Enter, or click to select, a template number. You can enter up to 30 alphanumeric characters in this optional field. The Template field, together with the Rev field, supplies the unique identifier for an Asset Template record.
Rev	Enter, or click to select, a revision number associated with the Template. You can enter up to 3 numeric characters. The revision number, together with the Template field, supplies the unique identifier for an Asset Template record. A revision number is not required when you set up asset templates. However, if you have set up a template number with an associated revision number, then you must enter the revision number in this field for an Asset Template to be valid. Use the revision number (as associated with a template number) to retain the information from each successive template modification.
Property Type	Enter, or click to select, a property type. You can enter up to 6 alphanumeric characters.
Classification Code	Enter, or click to select, a classification code. You can enter up to 6 alphanumeric characters.
Subclass Code	Enter, or click to select, a subclass code assigned to this PO line to link with your asset records. You can establish subclass codes on the Manage Subclass Codes in Fixed Assets.
Employee	Enter, or click to select, an ID of an employee to whom this asset has been assigned.
UID	Enter the Unique Identification (UID) code for this fixed assets row.
UID Type	Enter, or click to select, the UID type.
UID Issuing Agency	Enter the issuing agency code responsible for assigning the enterprise identifier for the UID.
UID Enterprise Identifier	Enter the enterprise identifier code for the UID.
CAGE ID	Enter the Commercial and Government Entity (CAGE) code for this fixed assets row.
Generate UID	Click this button to have Costpoint generate UIDs for the selected rows. Costpoint can generate UIDs if the following conditions are met: The UID Prefix is populated on the Configure Serial/Lot Settings screen. The UID Type is UID1 or UID2. The part in the selected row has a serial number. When Costpoint generates UIDs, it removes any spaces and special characters in the part number and serial number that are not permitted in the UID. (Hyphens and slashes are permitted.) Costpoint does not generate a UID for a row that already has a UID. Costpoint displays an error if it cannot generate UIDs for all of the selected rows. In addition to populating the UID field, Costpoint also populates the UID Issuing Agency and UID Enterprise Identifier fields with the values from the Configure Serial/Lot Settings screen.