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Manage Asset Transfer Information

Use this optional screen to enter new transfer data and to view previously-entered transfer history for any property record.

You can record transfer 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 transfer tracking may be a government requirement. In many cases, however, companies choose to maintain transfer 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.

The table window on this screen contains a date column and eight user-defined transfer columns. Each user-defined transfer field can be used independently from each of the other seven user-defined transfer data columns.

On the Manage Tracking Field Labels screen, you can optionally define the labels for the transfer data columns, such as Trnsfr To, Apprved By, 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 Transfer Transactions screen, the Manage Asset Transfer Transactions screen, and on the Print Asset Transfer Information Report. Use this optional feature to customize the transfer 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, Transfer1, Transfer2, 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 maintenance, 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 data on the Create Asset Inventory Transactions screen

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

  3. 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.

Note: Additional transfer features have been added to the system since the original transfer functionality was created. The updated transfer capabilities are associated with the ability to capture changes made to fields in Asset Master and/or Asset Template records. The new transfer/asset change functionality can be accessed via screens from the Asset/Template Changes menu selections:

If you have used this screen in the past to manually record historical transfer (or change) data, you can use the optional Copy Transfer Data to Asset Audit Log toolkit to copy the transfer data from this screen to the Asset Audit Log. This will enable you to take full advantage of the new functionality and to retrieve all your "change" data from a single source in the future (via inquiry or report).

You can enter, edit, or view transfer 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 transfer data fields (such as Trnsfr To, Apprved By, and so on).

You may find that the ability to "customize" these labels makes your transfer 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 (for example, Transfer1, Transfer2, and so on.) will display as the column names.