Manage Asset Inventory Information
Use this screen to enter new inventory data and to view previously entered inventory history for any property record.
You can record inventory 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 inventory tracking may be a government requirement. In many cases, however, companies choose to maintain inventory records for their assets for purposes of internal control.
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 data on this screen for each company only by using the separate company login for each.
You can enter, edit, view, or use the data on this screen only for your login company. If you have multiple companies, you cannot view, enter, edit, or use the data from this screen for any company other than your company of login.
The table window on this screen contains a date column and eight user-defined inventory columns. Each user-defined inventory field can be used independently from each of the other seven user-defined inventory data columns.
On the Manage Tracking Field Labels screen, you can optionally define the labels for the inventory data columns, such as Counted By, Condition, and so on. Your labels, along with the Date column, will display as the column names for the table window on this screen, as well as in the template on the Create Asset Inventory Transactions screen, the Manage Asset Inventory Transactions screen, and on the Print Asset Inventory Information Report. Use this optional feature to "customize" the inventory 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, Inventory1, Inventory2, 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 maintenance and transfers, are also available within Costpoint Fixed Assets.
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.
If you use Deltek's bar-coding functionality in Costpoint Fixed Assets, you can use the Import Asset Locations screen to import an ASCII file created by the bar code scan or the RFGen file, as applicable. When you perform the file import, you can optionally create "Inventory Event" records. If you choose this option, you will need to specify the inventory data to be created for each record directly on the Import Asset Locations screen prior to running the import process. The template fields on the Import Asset Locations screen are identical to the template fields on the Create Asset Inventory Transactions screen. The system will use the data from the template to write inventory records to this screen for the scanned and validated property records.
You can also populate the fields on this screen as a result of following these steps:
- Select the ranges of records and create template data on the Create Asset Inventory Transactions screen
- Edit the updated records on the Manage Asset Inventory Transactions screen
- Execute a program on the Create Asset Inventory Information screen
The intention of this special-purpose process is aimed at minimizing manual data entry requirements for inventory information that is common to a range of records. You can also manually edit inventory records on this screen that have been populated by means of the steps above.
You can enter, edit, or view inventory 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 inventory data fields (such as Counted By, Condition, and so on).
You may find that the ability to customize these labels makes your inventory data entry and history review more meaningful. If you do not choose to define labels, system default labels (for example, "Inventory1", "Inventory2", and so on) will display as the column names.