Other Books Info Subtask
Use the fields on this subtask to enter, edit, or view depreciation data for optional books 2 to 10, as applicable. You can set up and use each optional book independently for purposes such as tax depreciation or to review the results of a change in depreciation method.
You must first initialize and name optional books 2 to 10, as needed, on the Configure Fixed Assets Settings screen.
Book 1, which is automatically designated by the system as the G/L Book, is the only book that interfaces with the General Ledger by means of depreciation and disposal posting entries. For the G/L book, you can choose whether depreciation should be computed based on a depreciation method (years), lease periods, or based on units of usage.
You can assign a different depreciation method to each optional book utilized, but the system can only compute depreciation based on years and will require you to assign a depreciation method for each book. There is no interface with the General Ledger for Books 2 to10, however and no postings can occur. When you close the Fixed Assets accounting period, the system writes the other book period depreciation data, as applicable, to a special table (FA_DEPR_HS) where it is stored and available for historical reports.
For new records, depreciation information will display on this screen once depreciation for a record has begun. For existing property records, you will need to add historical depreciation data on this screen.
The fields on this screen are only available for depreciable assets. You were required to indicate whether this asset record is depreciable or non-depreciable on the Desc Info tab.
For established Asset Master records only:
You can enter, edit, and view the data from this subtask on an alternate screen called, Manage Asset Other Books Information directly from the Asset Master Records menu. The Costpoint menu provides an alternate access route to specific types of Asset Master data. This gives you more flexibility when screen security options for users with different access needs are set up.
- If you have screen rights to access the Manage Asset Master Information screen from Asset Master Records menu, all its tabs and subtasks are automatically accessible to you.
- If you do not have screen rights to access the Manage Asset Master Information screen, the system administrator can alternately grant or deny access rights using the direct menu option on a screen-by-screen basis, which generally correlates with the data contained in each tab or subtask. In this manner, each user can access only the data from those screens in which specific access has been granted.
You have the option to view data in either a form or table view. Regardless of which entry screen methodology is used, data functionality and rules for each field are identical to their corresponding field on the Manage Asset Master Information screen.
You must also first set up all depreciation methods utilized by books 2 to 10 on the Manage Depreciation Methods screen.
If you decide to take advantage of the template functionality, you should set up the appropriate Asset Templates on the Manage Asset Template Information screen before you begin to add data in an Asset Master record. If you decide to bypass or defer the use of the template capability, you will need to enter data directly on this screen on a field-by-field basis or clone data from existing asset records.
You should enter data on this and other applicable Asset Master tabs/subtasks before you calculate depreciation. Although you can change information on these screens at any time, use caution in the timing of your edits, which may impact the calculation of depreciation as well as the types of records included in system reports.
Optional books 2 to 10 are initialized and named in the Books Setup group box of the Configure Fixed Assets Settings screen.
When you first manually add an historical record with a Disposal status, all fields in the Asset Master record can be edited as needed, before you save the record for the first time. If you access the saved Disposal record again, however, the radio buttons in the Depreciation Status and Depreciation Based On group boxes on the Desc Info tab of the Asset Master record are disabled. In addition, edits to fields in the Cost Info, Acct Info, G/L Book Info, and Other Books Info (if data previously existed) subtask cannot be saved in this circumstance.
You can enter original data in the Other Books Info subtask for an Asset Master record with a Disposal status only if no data has previously been entered and saved. If the Other Books Info subtask already contains saved data, you cannot edit it if the status is changed to Disposal.
Table Window
The table window in this subtask holds all the fields for each optional book that you have activated in the Configure Fixed Assets Settings screen. You were required on that screen to create a book name for each optional book that you activated.
If you have activated a number of optional books, it may be tedious to scroll through all the fields in this table window. In this circumstance, you may find it more convenient to view this subtask in a Form View format, in which all the fields for a specific book all display in a single tab-delineated screen.
Since the behavior and characteristics of a specific field are the same regardless of which book you are using, the convention for the field name references on this screen will be as follows: (Your Book Name) Field Name. For example, if you have named optional Book 2 as your Tax book, you can find salvage value information under the heading in this document titled (Your Book Name) Salvage Value.
Regarding the actual display of the field label on this screen:
- In a Table Window format, the label for this field will read as Tax Salvage Value.
- In a Form View format, the label for this field will read Salvage Value and the data can be found on the Tax tab. All the other data fields for this book can also be found on this tab.
Click
when you want to add a new record.
You may find that the fields are already populated with default data from a template and/or as a result of creating this record using the autocreation process on the Create Autocreation Transactions screen. Data may have been copied from a default template designated in the Default Template for Asset Master group box on the Configure Fixed Assets Settings screen. If a template was used, the source of this data is determined by the template/revision number that displays in the Template No and Rev No fields on the Desc Info tab.
For an existing asset record, the fields display the most current data that you added or edited in the asset record or the selection from the latest Asset Template specified in the Template No and Rev No fields (if a template was used). It may not always be easy to identify the source of the Asset Master data, because template functionality on this screen and on the Manage Autocreation Transactions screen allows you to overwrite all existing data with template data or to populate only blank fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality knowledgeably and with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record fields, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
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| Auto Calc Depr |
Select this check box if you want this book for this Asset Master record to be included automatically in system calculations of depreciation. If you select this check box, the system will also re-set the Current Pd Depreciation field back to zero during the Fixed Assets period close process. Clear this check box if you want to disable the automatic system calculation of depreciation for this book for this asset record. If you do not enable automatic system calculations, you must manually enter the amount of depreciation expense for this book for this asset record, or leave in the value used for the prior period. In general:
Note:
Before importing template data to an Asset Master record 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 Import Parameters subtask, and/or the Manage Autocreation Transactions screen for more detailed information. |
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| Depr Method Code |
For a new manually-created asset record, enter, or click
You first must set up depreciation methods on the Manage Depreciation Methods screen. The method you select for this field will supply the rules and parameters by which depreciation calculations will be performed for this book for this Asset Master record. You can additionally edit data that displays in this field now or you can add new data to a blank field, as desired. Because depreciation calculations in the Asset Master record 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. Note: Once you have added a Depr Method Code on this screen for any book and have saved the row, you cannot 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.
Warning: Regardless of the Date of Purchase or Fiscal Year basis assigned to any depreciation method, to ensure the accurate calculation of depreciation, you must set up all Fiscal Year/Period data in Costpoint Fixed Assets for the current fiscal year and a future fiscal year. Use the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens to manually enter this data or use the Update FA FY/Pd Information from GL FY/Pd Information screen to copy existing GL data into Costpoint Fixed Assets. You must set up this data as part of your initialization procedures before you compute depreciation for the first time.
Note: If you plan to use the Compute/Update Depreciation Computation Data utility to verify (and optionally update) data in the
Depr Start Date,
Current Depr Yr, and Days/Pds Remaining fields for your historical assets, you must also set up Fiscal Year (FY)/Period (Pd) data in Costpoint Fixed Assets for the historical fiscal years that correspond to the Depr Start Date fields of the G/L Book Info tab (and Other Books Info subtask, as applicable).
If no corresponding FY/Pd data is found in Costpoint Fixed Assets for the fiscal years indicated in the Depr Start Date field of the G/L Book Info tab (and Other Books Info subtask, as applicable), blanks will display in the Current Pd Depreciation field of the G/L Book Info tab and Other Books Info subtask after depreciation is computed for new records. As a result of this condition, blanks will also display in the report produced by running the Compute/Update Depreciation Computation Data utility (in the Current Depr Yr and Days/Pds Remaining fields) for any record for which no corresponding FY/Pd data is found in the Costpoint Fixed Assets for the fiscal year indicated in the Depr Start Date field of the G/L Book Info tab (and Other Books Info subtask, as applicable). |
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| Useful Life |
For a new manually-created asset record, enter numeric characters in this optional field to specify the useful life for this 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 as its useful life, the system will use percentages for three years only in its calculations, as specified by the depreciation method. You can additionally edit data that displays in this field now, add new data to a blank field, or delete the data from this field, as desired. |
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| Depr Start Date |
The relationship between this field and the values in the Current Depr Yr and Days/Pds Remaining fields is critical to the accurate calculation of depreciation. For a new asset record, enter, or click
There is no corresponding Asset Template field. For an existing asset record, this field displays the most current data that you added or edited in the asset record. You can edit data that displays in this field, if needed, but because system calculations use this date to determine if depreciation computations should take place for each record, use extreme caution if you change the depreciation start date for property records once they have begun depreciating in the system. Even though this field is not system-required to save an asset record, it is the most important date field for depreciable assets because the system uses this field in the computation of depreciation. Depreciation calculations will not take place if this field is blank, or if this date is later than the end of the current accounting period. The Costpoint Fixed Assets "current" accounting period is specified on the Configure Posting Settings screen. If you anticipate a depreciation start date delay due to installation or calibration requirements, for example, you can enter a future date in this field. In this circumstance, depreciation calculations will not begin until the future date coincides with your current accounting period. The date in this field must be on or before the end of the current accounting period for depreciation calculations to take place. You can use the Compute/Update Depreciation Computation Data utility to assist you in verifying the relationship of the Depr Start Date field to the Current Depr Yr and Days/Pds Remaining fields. Using the value in the Depr Start Date field, the system prints a report by asset/item number, by book, that includes a side-by-side comparison of both the current values displayed in the Asset Master record and the values that the system would automatically have computed for the Current Depr Yr and Days/Pds Remaining fields for this book. Although you can print this report for all selected records, you can also print the report for exceptions only, by which discrepancies may be easier to identify. After the report has printed, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Yr and Days/Pds Remaining fields for this book by replacing your data and writing the system-computed values to these fields. Warning:
You should always carefully review and agree with the reported results on a record-by-record basis, using the Compute/Update Depreciation Computation Data utility, before performing the Update portion of the process. You should run this utility to verify, and optionally update, your data after you initialize your historical records and before you compute depreciation for the first time. After initialization, you may want to run this utility on a regular basis each period as part of your company's standard monthly procedures, to confirm that your period additions have been initialized correctly. During initialization, to ensure consistency of data, you may want to develop some internal rules on the use of this field. When entering data for new records or for historical records during the initialization process, there are no system restrictions regarding the appropriateness and/or accuracy of the start date. Because of the important relationship between the start date and the data in the Current Depr Yr and Days/Pds Remaining fields, however, in most cases you should enter the date at which depreciation originally began for this record. There are two ways to populate the Current Depr Yr and Days/Pds Remaining fields for new records:
Because manually entered data in the Current Depr Yr and Days/Pds Remaining fields is especially prone to user error and misinterpretation, you can use the Compute/Update Depreciation Computation Data utility to assist you in verifying the relationship of these two fields with the Depr Start Date field. This utility can run for any number of asset/item numbers. The utility produces a report, based on the depreciation start date, which shows a side-by-side comparison of both the current values displayed in the Asset Master record and the system-computed values for the Current Depr Yr and Days/Pds Remaining fields. You can print the report for all selected records or for exceptions only, which makes discrepancies easier to identify. After you print the report, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Yr and Days/Pds Remaining fields by replacing the existing data with the system-computed values. If you do not apply the system-computed values to your data, you may need to manually adjust some values in the Current Depr Yr and Days/Pds Remaining fields (or, in some cases, the Depr Start Date field) to ensure the accuracy of depreciation calculations. Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process routinely unless you agree with the system field changes that will take place in each Asset Master record. An additional utility, Compute/Update Amount Taken Purchase Year-To-Date, is available to assist you in verifying the value in the Amt Taken Purchase YTD field for those assets in which the assigned depreciation method utilizes a Date of Purchase basis. Note: Regardless of the Date of Purchase or Fiscal Year basis assigned to any depreciation method, to ensure the accurate calculation of depreciation, you must set up all FY/Pd data on the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens for the current fiscal year and two future fiscal years. You can manually enter this data or you can alternately use the Update FA FY/Pd Information from GL FY/Pd Information screen to copy existing GL FY/period data into Fixed Assets FY/period data. You must set up this data as part of your initialization procedures before you compute depreciation for the first time.
If you plan to use the Compute/Update Depreciation Computation Data utility to verify (and optionally update) data in the Depr Start Date, Current Depr Yr, and Days/Pds Remaining fields for your historical assets, you must also set up Fixed Assets FY/Pd data for the historical fiscal years that correspond to the year found in the Depr Start Date data of the G/L Book (and all applicable Other Books). If no corresponding Fixed Assets FY/Pd data can be found for the fiscal year(s) indicated in the Depr Start Date field of the G/L Book Info tab (and Other Books Info subtask, as applicable), the system will display blanks in the Current Pd Depreciation field of the G/L Book Info tab and Other Books Info subtask after depreciation is computed for new records. In addition, as a result of this condition, blanks will also display in the report produced by running the Verify/Update Depr Computation Data utility (in the Current Depr Yr and Days/Pds Remaining fields) for any record for which no corresponding FY/Pd data is found in Fixed Assets for the fiscal year indicated in the Depr Start Date field of the G/L Book Info tab (and Other Books Info subtask, as applicable). |
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| In-Service Date |
Enter, or click
There is no corresponding Asset Template field. The value in this field is for data purposes only and is not used in system calculations. When the system calculates depreciation, the system checks only the date from the Depr Start Date field. The date in this field can be an historical, current, or future date. For an existing asset record, this field displays the most current data that you added or edited in the asset record. You can edit data that displays in this field, if needed. |
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| Curr Depr Year |
This field, along with the Days/Pds Remaining and Depr Start Date fields, plays an integral role in the system calculation of depreciation. The value in this field signifies which depreciation year of the asset's useful life is current. As a result of this data, the system can use the appropriate percentage for the current year of life from the depreciation method linked with this record. (Years of useful life and percentages for each year are set up on the Manage Depreciation Methods screen.) For a new asset record, this field is initially blank. There is no corresponding Asset Template field. You can leave this field blank, if desired, because the system will automatically insert 1 in this field for a new blank record the first time that you calculate depreciation for this asset. Alternately, you can manually enter the depreciation year (which should be 1 for a new record), if desired. If you enter a value in this field, however, you must also enter a value in the Days/Pds Remaining field in order to save the asset record. For an existing asset record, this field displays the most current data that you added or edited in the asset record or the data inserted automatically by the system, as applicable. You can edit data that displays in this field, if needed, but use extreme caution before changing any data in this field for property records once they have begun depreciating in the system. This field must be blank for the system to populate it with a 1 the first time that you calculate depreciation for this record. If you have entered any number in this field, the system will not automatically replace your entry during depreciation calculations. Although this field is not system-required, system calculations cannot take place if you have overwritten the system-populated value in this field with blanks. The system cannot find the appropriate percentage to use from the Manage Depreciation Methods screen if you do not specify the current depreciation year. During the initialization of your historical records, you will need to enter the correct current depreciation year for each asset. If, for example, you have an asset for which you have defined a depreciation method with a useful life of five years (the Manage Depreciation Methods screen), you should enter the current year of that life (for example, 1, 2, 3, 4, or 5). In this way, the proper depreciation percentage for the current depreciation year can be used during system calculations. For both new and historical records, once this field is initialized, the system automatically increases the value in this field when required during the appropriate Fixed Assets period close process. The current year automatically increments during the closing process if there are additional years of useful life remaining for the record, and the Days/Pds Remaining field displays a 1 (for assets using period-based depreciation). Additionally, under normal circumstances, when an asset is fully depreciated and the last period of life for the asset is closed, the system automatically changes the values in the Current Depr Yr and Days/Pds Remaining fields to 0. You should have no need to change these values other than on an exception basis. For an existing asset record, you can edit data that displays in this field, if needed. Because system calculations use this data to determine if depreciation computations should take place (and how they take place) for each record, use extreme caution if you change the current depreciation year for property records once they have begun depreciating in the system. There are two ways to populate the Current Depr Yr and Days/Pds Remaining fields for new records:
Because manually entered data in the Current Depr Yr and Days/Pds Remaining fields is especially prone to user error and misinterpretation, you can use the Compute/Update Depreciation Computation Data utility to assist you in verifying the relationship of these two fields with the Depr Start Date field. This utility can run for any number of asset/item numbers. The utility produces a report, based on the depreciation start date, which shows a side-by-side comparison of both the current values displayed in the Asset Master record and the system-computed values for the Current Depr Yr and Days/Pds Remaining fields. You can print the report for all selected records or for exceptions only, which makes discrepancies easier to identify. After the report has printed, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Yr and Days/Pds Remaining fields by replacing the existing data with the system-computed values. If you do not apply the system-computed values to your data, you may need to manually adjust some values in the Current Depr Yr and Days/Pds Remaining fields (or, in some cases, the Depr Start Date field) to ensure the accuracy of depreciation calculations. Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process as a matter of routine unless you agree with the system field changes that will take place in each Asset Master record. An additional utility, Compute/Update Amount Taken Purchase Year-To-Date, is available to assist you in verifying the value in the Amt Taken Purch YTD field for those assets in which the assigned depreciation method utilizes a Date of Purchase basis |
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| Days/Pds Remaining |
This field, along with the Current Depr Yr and Depr Start Date fields, plays an integral role in the system calculation of depreciation. The value in this field indicates the number of days or periods remaining in the current depreciation year of the asset's useful life. (Set up years of useful life and percentages for each year on the Manage Depreciation Methods screen. For a new asset record, this field is initially blank. There is no corresponding Asset Template field. You can leave this field blank, if desired, because the system will automatically place the correct value in this field for a new blank record the first time that you calculate depreciation for this asset. Alternately, you can manually enter the days or periods remaining in this field. If you enter a value in this field, however, you must also enter a value in the Current Depr Yr field in order to save the asset record. For an existing asset record, this field displays the most current data that you added or edited in the asset record or the data inserted automatically by the system, as applicable. You can edit data that displays in this field, if needed, but use extreme caution before changing any data in this field for property records once they have begun depreciating in the system. The value in this field will depend on the Date of Purchase (DP) or Fiscal Year (FY) basis assigned to the depreciation method for this asset on the Manage Depreciation Methods screen, as follows:
This field must be blank for the system to populate it the first time you calculate depreciation for this record. If you have entered any number in this field, the system will not replace your entry during depreciation calculations. Although this field is not system-required, system calculations cannot take place if you have overwritten the system-populated value in this field with blanks. The system cannot depreciate correctly for the current period if the Days/Pds Remaining field is not specified. During the initialization of your historical records, you will need to enter the correct periods remaining for each asset. This number will be dependent on how many periods are remaining in either your current purchase year or your current fiscal year, as applicable. Please refer to Calculate Depreciation for additional information on how to correctly initialize this field. For both new and historical records, once the Days/Pds Remaining field is initialized, the system automatically changes this value (as required) during the Costpoint Fixed Assets period close process. The system automatically increments (or decrements) the value in this field during the closing process if there are additional years of useful life remaining for the record. As appropriate, when the value in the Current Depr Yr field increases, the value in the Days/Pds Remaining field will also change automatically and appropriately for the basis used (DP or FY). Additionally, under normal circumstances, when an asset is fully depreciated and the last period of life for the asset is closed, the system automatically changes the values in the Current Depr Yr and Days/Pds Remaining fields to 0. You should have no need to change these values other than on an exception basis. For an existing asset record, you can edit data that displays in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they take place) for each record, use extreme caution if you change this field for property records once they have begun depreciating in the system. Note: There are two ways to populate the
Current Depr Yr and
Days/Pds Remaining fields for new records:
Because manually entered data in the Current Depr Yr and Days/Pds Remaining fields is especially prone to user error and misinterpretation, you can use the Compute/Update Depreciation Computation Data utility to assist you in verifying the relationship of these two fields with the Depr Start Date field. This utility can run for any number of asset/item numbers. The utility produces a report, based on the depreciation start date, which shows a side-by-side comparison of both the current values displayed in the Asset Master record and the system-computed values for the Current Depr Yr and Days/Pds Remaining fields. You can print the report for all selected records or for exceptions only, which makes discrepancies easier to identify. After you print the report, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Yr and Days/Pds Remaining fields by replacing the existing data with the system-computed values. If you do not apply the system-computed values to your data, you may need to manually adjust some values in the Current Depr Yr and Days/Pds Remaining fields (or, in some cases, the Depr Start Date field) to ensure the accuracy of depreciation calculations. Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process as a matter of routine unless you agree with the system field changes that will take place in each Asset Master record. An additional utility, Compute/Update Amount Taken Purchase Year-To-Date, is available to assist you in verifying the value in the Amt Taken Purch YTD field for those assets in which the assigned depreciation method utilizes a Date of Purchase basis. |
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| Total Cost |
For a new asset record, the system automatically displays the cost from the non-editable Total Cost field on the Cost Info tab as a default. You can edit the cost on this screen, if necessary, on a book-by-book basis. Because system depreciation calculations use this data, however, use caution if you change the cost for a record once it has begun depreciating in the system. There is no corresponding Asset Template field. For an existing asset record, you can edit data that displays in this field (using the same general precautions). Although you are not required to enter data in this field to save the record, note that the system cannot calculate depreciation for this book if this data is missing. Occasionally, additional asset costs are discovered after depreciation has been posted for a record (for example, additional shipping costs). Alternately, returns may result in the reduction of cost after depreciation has been posted for the record. One solution to record cost changes may be to adjust the appropriate cost field on the Cost Info tab. The disadvantages to this approach are the lack of a clear audit trail and the fact that depreciation expense may not be correctly stated until the depreciation year is complete. To compensate for these disadvantages, you could add notes to create an audit trail, or create the correct "catch-up" depreciation adjustment with a manually entered depreciation expense to be posted. If you have set the System-Wide Configuration for Depreciation Calculations group box on the Configure Fixed Assets Settings screen for catch-up calculations by selecting the Added to current period amount option, the system will automatically catch up depreciation (as long as the "catch-up" period of time is within the same depreciation year). Another solution might be to add an additional item for the same asset number with the cost equal to the positive or negative cost adjustment. When you use this technique, the audit trail is clearly preserved. In this situation, the asset will consist of more than one item number, which may or may not be considered a disadvantage. The manner in which you deal with a "change-in-cost" issue depends on your company policies; it is important only that you handle these changes consistently based on your company policies. |
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| Salvage Percent |
Salvage value represents the expectation of value upon the retirement of the asset. It is computed as the salvage value percentage multiplied by the asset's total cost. For a new asset record, if applicable, enter the salvage value percentage rate to be used in the calculation of salvage and depreciable value in this optional field. The Salvage Percent and Salvage Value fields in this table window are reciprocal in that the entry in one field automatically calculates and displays the data in the other. If you enter a salvage value percentage in this field, note that the system automatically computes and displays the equivalent salvage value in the Salvage Value field. Alternately, if you do not enter a percentage in this field but instead enter a salvage value amount directly in the Salvage Value field, the system will compute and display the equivalent salvage value percentage in this field. The system subtracts the amount in the Salvage Value field from the Total Cost field and automatically displays the result in the Amt to Depreciate field, which in turn affects the amount of depreciation calculated by the system. 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. Do not enter a value in the Salvage Percent or Salvage Value fields for salvage unless you want the system to stop depreciation before the asset's total cost has depreciated and this is the point at which you want the system to stop depreciation for this book. You can additionally edit data that displays in this field now or you can add new data to a blank field, as desired. Because depreciation calculations in the Asset Master record use the salvage value as it relates to cost, use caution if you change this data for a record once it has begun depreciating in the system. 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 Amt to Depreciate fields in Asset Master records. If this check box is not selected, the system will ignore any salvage value when computing depreciation. In this circumstance, the value in the Amt to Depreciate field 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:
Note: 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.
Note: Only 90% of the asset was set up for depreciation when the depreciation method was defined.
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| Salvage Value |
Salvage value represents the expectation of value upon the retirement of the asset. It is computed as the salvage value percentage multiplied by the asset's total cost. For a new asset record, if applicable, enter the salvage value to be used in the calculation of depreciation in this optional field. Blanks may automatically display in this field, because there is no corresponding Asset Template field. The Salvage Percent and Salvage Value fields in this table window are reciprocal in that the entry in one field automatically calculates and displays the data in the other. The system subtracts the salvage value from the value in the Total Cost field, and displays the result in the Amt to Depreciate field, which in turn affects the amount of depreciation calculated by the system. For example, if an asset's cost is $10,000 and its salvage value is 5%, the amount to depreciate is $9,500 and the system will not permit depreciation in excess of $ 9,500 for this asset. Do not enter a value in the Salvage Percent or Salvage Value fields for salvage unless this is the point at which you want the system to stop depreciation. If you enter a salvage value in this field, note that the system automatically computes and displays the equivalent salvage value percentage in the Percent field. Alternately, if you do not enter a value in this field but instead enter a salvage value percentage directly in the Percent field, the system will automatically compute and display the equivalent salvage value in this field. The system subtracts the amount in the Salvage Value field from the Total Cost field and automatically displays the result in the Amount to Depreciate field, which in turn affects the amount of depreciation calculated by the system. 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. For an existing asset record, this field displays the most current data that you added or edited in the asset record, as applicable. You can additionally edit data that displays in this field now or you can add new data to a blank field, as desired. Because depreciation calculations in the Asset Master record use the salvage value as it relates to cost, use caution if you change this data for a record once it has begun depreciating in the system. Note: If you select the Subtract Salvage Value Before Calculation check box ion the Manage Depreciation Methods screen (the check box is selected by default), the system will subtract the salvage value from the cost of the asset before performing depreciation calculations. If you clear this check box, the system will ignore salvage value from the
Salvage Value field when computing depreciation.
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| Amt To Depreciate |
This field is not available for user entry. The system automatically computes and displays an amount equal to the total cost of the asset less any salvage value from the Salvage Value field. Be certain to confirm the data in the Total Cost and the Salvage Percent and Salvage Value salvage fields, because they directly influence the system calculation of the Amt to Depreciate field. You can edit the Salvage Percent or Salvage Value field, as needed. The system will not automatically depreciate an amount greater than the amount that displays in this field unless you have manually overwritten system computations. |
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| FYTD Depreciation |
For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record, because the system will automatically increase (or possibly decrease) the value in this field by the amount of depreciation posted when you close the Fixed Assets current period, regardless of the basis (Date of Purchase or Fiscal Year) associated with the depreciation method assigned to this asset. The system will increase (or decrease) the value in this field by the amount in the Current Pd Depreciation field. The value in this field is equal to the depreciation expense for the current fiscal year, exclusive of the value in the Current Pd Depreciation field. If you use a Date of Purchase basis for the depreciation method associated with this record, however, the cumulative value in this field will be different from the value in the Amt Taken Purch YTD field (except when the date of purchase coincides with the start of your fiscal year). The FYTD Depreciation field displays fiscal year data, while the Amt Taken Purch YTD field displays purchase year data. The system adds data from this field to data from the Prior FY Depreciation and Current Pd Depreciation fields to derive the Accum Depreciation calculated (and non-editable) total. The system will automatically update this field when you perform the Costpoint Fixed Assets period close process on the last period in your fiscal year, as applicable. In the applicable circumstance, the system will add the value in the FYTD Depreciation field to the value in the Prior FY Depreciation field and will set back the value in the FYTD Depreciation field to zero. For an existing asset record, you can edit data that displays in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they should take place) for each record, use caution if you change this field for property records once they have begun depreciating in the system. When initializing your historical records, enter the correct value in this field. Please refer to Calculate Depreciation, for additional information on how to correctly initialize this field. |
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| Prior FY Depreciation |
For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record. The system adds data from this field to data from the FYTD Depreciation and Current Pd Depreciation fields to derive the Accum Depreciation calculated (and non-editable) total. The system will automatically update this field when you perform the Fixed Assets period close process on the last period in your fiscal year, as applicable. In the applicable circumstance, the system will add the value in the FYTD Depreciation field and the Current Pd Depreciation field to the value in the Prior FY Depreciation field and will set back the value in the FYTD Depreciation field to zero. For an existing asset record, you can edit data that displays in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they should take place) for each record, use caution if you change this field for property records once they have begun depreciating in the system. |
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| Annual Depreciation |
For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record. The system will automatically calculate the value for this field when you calculate depreciation for this record if you have selected the Auto Calc Depr check box and the date in the Depr Start Date field is not a future date (later than the end of the current period). Although you can always make manual entries or edits in this field, if you have selected the Auto Calc Depr check box, the system will always recalculate the Annual Depreciation amount in this field when you compute depreciation and will overwrite your manual edits. You can perform depreciation calculations multiple times within the same accounting period. If you have made no manual corrections to critical fields (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will calculate a different annual depreciation value for the same asset in the same accounting period. Annual depreciation is computed based on total cost (or cost minus salvage value) times the depreciation percentage (from the depreciation method assigned to the asset) for the year specified in the Current Depr Yr field. |
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| Current Pd Depreciation |
For a new asset record, this field is normally blank. If you have cleared the Auto Calc Depr check box, however, and you manually entered a value in this field last accounting period, this field should still display the manually-entered value this accounting period. There is no corresponding Asset Template field. You should leave this field blank for a new record unless you want to overwrite the system calculation of current period depreciation. In this circumstance, make certain that you enter your manual overwrite after you have computed depreciation so the system will not overwrite the manual entry. Note: If you manually change the current depreciation expense and then want to set it back to the system-calculated number, you should run the Compute Depreciation process on the Compute Depreciation screen again for that asset. This is especially important if the asset uses a Date of Purchase depreciation method.
The system will automatically populate this field when you calculate depreciation for this record, provided you have selected the Auto Calc Depr check box and the date in the Depr Start Date field is not a future date. The current Fixed Assets period is specified on the Configure Posting Settings screen. Although you can always make manual entries and edits in this field, regardless of the status of the Auto Calc Depr check box and the date in the Depr Start Date field, you should enter all manual entries and overwrites with caution. The system computes current period depreciation expense as a result of the Date of Purchase (DP) or Fiscal Year (FY) basis assigned to each depreciation method established on the Manage Depreciation Methods screen. The basic premise for depreciation calculations in which the catch-up amount is to be allocated among remaining periods is as follows:
In the following simplified example, consider the basic differences in current period depreciation calculations for a $9,000 asset, useful life of five years, no salvage value, using straight-line depreciation, for both the FY and DP basis. For this example, the current fiscal year is CY 2006, the current Fixed Assets accounting period is 10, the number of accounting periods in the fiscal year is 12, and the start date is 10-01-06.
The date in the Depr Start Date field does not influence the start of the depreciation year until the date window coincides with the current accounting period. If the end of the accounting period occurs before the depreciation start date, the system will not calculate depreciation for this record. In this example above, the computed annual depreciation expense is identical for both the DP and FY basis. The current period depreciation expense, however, is different. Note: Actual depreciation calculations may be more complex than the simplified explanation above, because you may have selected to use "catch-up" depreciation calculations for the current period or to compute depreciation on a "days" basis.
For both new and historical records, the system adds data from the Current Pd Depreciation field to the data in the FYTD Depreciation and Prior FY Depreciation fields to derive the Accum Depreciation field calculated total. When you close the current accounting period, the system will automatically set back the value in the Current Pd Depreciation field to zero unless you have cleared the Auto Calc Depr check box. You can perform depreciation calculations multiple times within the same Fixed Assets period. If you have made no manual corrections to critical asset data (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), the system will simply re-calculate the same depreciation expense for the same book for the same asset in the same Fixed Assets period. When you close the current Fixed Assets accounting period on the Close Fixed Assets Accounting Period screen, the system will write the cumulative depreciation amount for the period to the FA_DEPR_HS table, which stores monthly depreciation expense for the optional other books and from which the data can historically be retrieved via queries and reports. Note: Changes can take place by means of manual overwrites in this field or as a result of depreciation calculations performed after changes have been made to other critical fields.
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| Accum Depreciation |
The system automatically totals the values from the FYTD Depreciation, Prior FY Depreciation, and Current Pd Depreciation fields and displays the results in this non-editable field. |
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| Book Value |
The system automatically subtracts the value in the Accum Depreciation field from the value in the Total Cost field and displays the results in this non-editable field. |
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| Amount Taken Purchase YTD |
This field, along with the Current Depr Yr and the Days/Pds Remaining fields, plays an integral role in the system calculation of depreciation for methods using the Date of Purchase basis. You must select a Date of Purchase (DP) or Fiscal Year (FY) basis on the Manage Depreciation Methods screen when you set up each depreciation method.
For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record because the system will automatically increment (or possibly decrement) the value in this field by the amount of depreciation posted when the current Fixed Assets period is closed. The value in this field will be different from the value in the FYTD Depreciation field except when the date of purchase coincides with the start of your fiscal year. The Amt Taken Purchase YTD field displays purchase year data, while the FYTD Depreciation field displays fiscal year data. During the initialization of your historical records, for records linked to depreciation methods that use the Date of Purchase basis for depreciation, you should enter the correct value in this field for the current purchase year of the asset. There are two ways to populate the Amt Taken Purchase YTD field for historical records:
Because manually-entered data in the Amt Taken Purchase YTD field is especially prone to user error and misinterpretation, you can use the Compute/Update Amount Taken Purchase Year-To-Date utility to assist you in verifying the data in the Amt Taken Purchase YTD field and the relationship of the values in the Depr Start Date, Curr Depr Yr and Days/Pds Remaining fields. This utility can be run for all selected records or for exceptions only, which makes discrepancies easier to identify. Data computations using this utility assume that depreciation was posted each period on schedule according to the asset’s Depreciation Start Date, Curr Depr Yr and Days/Pds Remaining. If depreciation adjustments were made in previous periods of the current purchase year, the computed amounts should be compared to amounts posted in the legacy system to verify that they reconcile.
The depreciation start date must be prior to the current FA posting FY and period. The system will populate this field with 0.00 for assets in the first period of a purchase year. The Compute/Update Amount Taken Purchase Year-To-Date utility produces a report, based on the values in the Curr Depr Yr and Days/Pds Remaining fields, which shows a side-by-side comparison of both the current values displayed in the Asset Master record and the system-computed values for the Amt Taken Purchase YTD field. This utility can run for any number of asset/item numbers. After the report has printed, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Amt Taken Purchase YTD field by replacing the existing data (blanks) with the system-computed values. Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process as a matter of routine unless you agree with the system field changes that will take place in each Asset Master record The system will automatically change the value in this field by the final depreciation calculation amount when you close the current Fixed Assets accounting period on the Close Fixed Assets Accounting Period screen. When you close the final period in the current purchase year, the system automatically set back the value in this field to zero, thus preparing it to accumulate depreciation expense for the next (current) purchase year. For an existing asset record, you can edit data that displays in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they should take place) for each record, use caution if you change this field for property records once they have begun depreciating in the system. |
to select, the depreciation method code to be used for this record.
to select, the depreciation start date, as applicable.