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Contents of the Manage Asset Purchase Information Screen

Use the fields and options to configure the Manage Asset Purchase Information Screen.

With this screen option, users do not automatically have access to data fields in other Asset Master subtasks; such access rights must be granted by the system administrator for each tab or subtask on a screen-by-screen basis.

Note: You can enter, edit, and view purchase data for an Asset Master record by accessing the Manage Asset Master Information screen, which automatically grants access to all the available tabs and subtasks. An alternate access route to Asset Master tabs/subtasks gives you more flexibility when security options are set up for users with different access needs.
  • If screen rights that set up for you allow access to the Manage Asset Master Information screen, all the screen's tabs and subtasks are automatically accessible to you.
  • If you do not have access rights to the Manage Asset Master Information screen, the system administrator can alternately grant or deny rights using the direct menu option (via the Asset Master Records menu) on a screen-by-screen basis. In this manner, each user can access only the permissible tabs or subtasks in an Asset Master record.

When you first bring up this screen, a screen prompts you to enter a search criteria.

Although the data displays in columnar form in the table window on this screen, data entry functionality and data rules for each column are identical to those for each corresponding field on the Purch Info tab of the Manage Asset Master Information screen, regardless of which entry screen methodology you establish for each user. You can also use the Form view option for this screen.

You cannot use this screen to add new asset records. You can enter additional optional data, change existing data, or delete existing data within the system rules already established for an Asset Master record that was originally added on the Manage Asset Master Information screen and its tabs/subtasks.

On this screen, unlike maintenance table windows throughout Costpoint, the line functions in the menu bar (Execute, New Record, Clone Record, Delete and Undelete) are not available.

Three columns are system-required in this table window: Acq FY, Acq Pd, and Acq Subpd.

You should always use caution in the timing of your edits, however, because changes to critical columns such as Acq FY, Acq Pd, and Acq Subpd may cause unexpected results in reports that use this data.

Table Window

Field Description
Asset No

This non-editable column displays the asset number assigned to this record when the asset was saved on the Manage Asset Master Information screen.

Item No

This non-editable column displays the item number assigned to this record when the asset was saved on the Manage Asset Master Information screen.

Short Desc

This non-editable column displays the optional short description entered for this record, if applicable.

The Short Desc data may have been entered/edited on the Manage Asset Master Information screen or on the Manage Asset Description Information screen. Any edits to the Short Desc column must be made on these screens.

Record Status

This non-editable column displays the system-required record status assigned to this record on the Manage Asset Master Information screen.

The possible values for this column are Active, Inactive, or Disposal. The system default is Active. A record must be Active to be eligible for depreciation calculations.

Depr/Lease Status

This non-editable column displays the system-required depreciation status assigned to this record ion the Manage Asset Master Information screen.

The possible display options for this column are Capitalize, Depreciable, andNon-depreciable. The system default is Depreciable.

A record must be Depreciable to be eligible for depreciation calculations.

PO Date

This column displays the optional purchase order date entered for this record, if applicable. Data for this column may have been entered/edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit, enter, or click to select, the purchase order date in this optional column. If the displayed purchase order date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

PO No

This column displays the optional purchase order number entered for this record. Data for this column may have been entered/edited in the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the purchase order number in this column. If the displayed purchase order number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

PO Line No

This column displays the optional purchase order line number entered for this record, if applicable. Data for this column may have been entered/edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the purchase order line number in this column. If the displayed purchase order line number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

PO Rel No

This column displays the optional release number for a blanket purchase order entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the blanket purchase order release number in this column. If the displayed release number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Receipt Date

This column displays the optional receipt date entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can enter or edit a receipt date in this column. If the displayed receipt date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Receipt ID

This column displays the optional receipt identifier entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the receipt identifier in this column. If the displayed receipt identifier originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Packing Slip

This column displays the optional packing slip number entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the packing slip number in this column. If the displayed packing slip number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Invoice Date

This column displays the optional invoice date entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can enter or edit an invoice date in this column. If the displayed invoice date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Invoice No

This column displays the optional invoice number entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the invoice number in this column. If the displayed invoice number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Voucher Date

This column displays the optional voucher date entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit, enter, or click to select, the invoice date in this optional column. If the displayed voucher date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Voucher No

This column displays the optional voucher number entered for this record, if applicable. Data for this column may have been entered/edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the voucher number in this column. If the displayed voucher number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Voucher Line No

This column displays the optional voucher line number entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the voucher line number in this column. If the displayed voucher line number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Acq FY

This column displays the system-required acquisition fiscal year entered for this record. Data displayed in this column may have been edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

Data in this column should reflect the fiscal year that relates to the purchase (or acquisition) date for this property record, rather than the current fiscal year. Although there is no system validation of the fiscal year, many standard system reports use the fiscal year as one of the report selection parameters. In addition, you will find that the fiscal year is an important selection parameter when using Query or when designing user-specific output.

You can edit acquisition fiscal year data in this required column. If the displayed fiscal year originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Acq Pd

This column displays the system-required acquisition accounting period entered for this record. Data displayed in this column may have been edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

Data in this column should reflect the accounting period that relates to the purchase (or acquisition) date for this property record, rather than the current accounting period. Although there is no system validation of the accounting period, many standard system reports use the accounting period as one of the report selection parameters. In addition, you will find that the accounting period is an important selection parameter when using Query or when designing user-specific output.

You can edit acquisition accounting period data in this required column. If the displayed accounting period originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Acq Subpd

This column displays the system-required acquisition accounting subperiod entered for this record. Data displayed in this column may have been edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

Data in this column should reflect the accounting subperiod that relates to the purchase (or acquisition) date for this property record, and not the current subperiod. Although there is no system validation of the subperiod, many standard system reports use the subperiod as one of the report selection parameters. In addition, you will find that the subperiod is an important selection parameter when using Query or when designing user-specific output.

You can edit acquisition accounting subperiod data in this required column. If the displayed subperiod originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Acq Date

The acquisition date displays both in this column and in the Acq Date column of the Manage Asset Government Information screen. If you have entered a date in the Acq Date column of the Manage Asset Government Information screen, the date from that column displays in this column, where it can be also be edited. Conversely, edits to the date in this column display in the Acq Date field of the Manage Asset Government Information screen.

This column displays the optional acquisition date entered for this record, if applicable. Data for the Acq Date column may have been entered or edited on the Purch Info or Govt Info tabs of the Manage Asset Master Information screen, on the Manage Asset Government Information screen, or on this screen.

You can edit, enter, or click to select, the acquisition date in this optional column. If the displayed acquisition date originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Note: This column is for data entry purposes only and is not used in system calculations for depreciation. (The Depr Start Date field on the G/L Book Info tab of the Manage Asset Master Information screen and the Depr Start Date field on the Manage Asset General Ledger Book Information screen are the most important date fields for depreciable assets, because the system uses them in the computation of depreciation.)

Although there is no system validation of the acquisition date, you should note that several standard system reports use the acquisition date as one of the report selection parameters. In addition, you may find that the acquisition date is an important selection parameter when using Query or when designing user-specific output.

Vendor ID

This column displays the optional vendor ID entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit, enter, or click to select, the vendor ID in this column. If the displayed vendor ID originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

If your entry in this column matches an established vendor already set up on the Manage Vendors screen, the vendor name will display in the Vendor Name column on this screen, where you can edit it if desired.

You can enter a vendor ID that that has not been previously set up on the Manage Vendors screen. In this event, the vendor ID in this column will only be in effect for the asset record and will not be written back to the Vendors table.

Vendor Name

This column displays the optional vendor name entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit, enter, or click to select, the vendor name in this column. If the displayed vendor ID originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

If your entry in this column matches an established vendor already set up on the Manage Vendors screen, the vendor ID will display in the Vendor ID column on this screen, where you can edit it if desired.

You can enter a vendor ID that that has not been previously set up on the Manage Vendors screen. In this event, the vendor name in this column will be in effect only for the asset record and will not be written back to the Vendors table.

Mfg ID

This column displays the optional manufacturer ID entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit, enter, or click to select, the manufacturer ID in this column. If the displayed manufacturer ID originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

If your entry in this column matches an established manufacturer already set up on the Manage Manufacturers screen in Product Definition, the manufacturer name will display in the Mfg Name column on this screen, where you can edit it if desired. You can enter a manufacturer ID that has not been previously set up on the Manage Manufacturers screen. In this event, the manufacturer ID in this column will be in effect only for the asset record and will not be written back to the Manufacturer table.

Mfg Name

This column displays the optional manufacturer name entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit, enter, or click lookup to select, the manufacturer name in this column. If the displayed manufacturer name originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

If your entry in this column matches an established manufacturer already set up on the Manage Manufacturers screen in Product Definition, the manufacturer ID will display in the Mfg ID column on this screen, where you can edit it if desired.

You can enter a manufacturer name that has not been previously set up on the Manage Manufacturers screen. In this event, the manufacturer name in this column will be in effect only for the asset record and will not be written back to the Manufacturer table.

Model No

This column displays the optional model number entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can or enter the model number in this column. If the displayed model number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Serial No

This column displays the optional serial number entered for this record, if applicable. Data for this column may have been entered or edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

You can edit or enter the serial number in this column. If the displayed serial number originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

Condition Code

This column displays the system-required condition code assigned to this record. Data displayed in this column may have been edited on the Purch Info tab of the Manage Asset Master Information screen or on this screen.

The options available for this required column are New or Used. The system default is New.

You can edit this required column as desired. If the displayed condition code originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.

The condition code is a data element designed to help sort your records for inquiries and reports, and is not used as a selection parameter in any system process or report.