Contents of the Manage Asset User-Defined Information Screen
Use the fields and options to configure the Manage Asset User-Defined Information Screen.
With this screen option, user access to data fields in other Asset Master subtasks is not automatically available and must be granted by the system administrator for each subtask on a screen-by-screen basis.
- If screen rights allow you access to the Manage Asset Master Information screen, then that screen and all its 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 subtasks in an Asset Master record.
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 their corresponding fields on 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.
This screen is different from other maintenance table windows throughout Costpoint because the line functions in the menu bar (Execute, New Record, Clone Record, Delete and Undelete) are disabled.
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 using the Manage Asset Master Information screen and its subtasks. Four types of optional user-defined information can be entered:
- Date
- Numeric
- Text
- Validated Text
You can use the user-defined data functionality to record additional information that may be specific to your company for which there are no system-defined standard fields with the desired terminology. The primary advantage in using validated text data lies in the consistency of the entry format and the subsequent ability to print reports that use this consistent data format. When you set up validated text, you can define your own valid entries or you can select a field from an existing Costpoint table as the source for data validation.
Before you can enter user-defined data on this screen, you must first initialize the user-defined label information on the Manage Asset Master User-Defined Labels screen. Setup includes the label type, the label name, the sequence number that controls the order of the label display, a short description for the label, and whether data entry for the label should be required. If none of the labels has been designated as required, user-defined data entry on this screen is optional. You can also designate during setup whether the label should accommodate validated text or access the designated field from the selected Costpoint validation table. If you have selected the validated text option for the label, you must also establish the data to be validated against.
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 using the Manage Asset Master Information screen and its subtasks.
You can enter and edit data on this screen at any time after you have established the label initialization data on the Manage Asset Master User-Defined Labels screen. Although you can change the information on this screen at any time, use caution in the timing of your data edits, which may affect the types of records included in system-generated and/or user-defined reports.
When you first bring up this screen, a screen prompts you to enter a search criteria.
Contents
| Field | Description |
|---|---|
| Asset No |
This column is not available for user entry or edits. Click
The system displays the asset number assigned to a record when the asset was saved on the Manage Asset Master Information screen. The associated description for the asset displays on the field on the right. This shot description may have been entered or edited on the Manage Asset Master Information screen or on the Manage Asset Description Information screen. Any edits to this field must be made on the these two screens. |
| Item No |
This column is not available for user entry or edits. Click
The system displays the item number assigned to this record when the asset was saved on the Manage Asset Master Information screen. |
if you want to search for records based on specific criteria.
Table Window
In this table window, you can enter or edit the data for each user-defined label that displays. If the label has been set as required on the Manage Asset Master User-Defined Labels screen, however, you must enter data for the label on this screen before you can save the record. User-defined labels must first be set up on the Manage Asset Master User-Defined Labels screen. The labels from that screen display in this table window along with the short help description.
If the label has been set up to use validated text, you must select from user-defined validated text data that displays when you click
. If the label has been set up to validate against Costpoint data, you must select from the data that displays when you click
too.
| Field | Description |
|---|---|
| Data Type |
This non-editable column displays the data type for the label as it was initialized on the Manage Asset Master User-Defined Labels screen. The data types available for setup are:
|
| Labels |
This non-editable column displays the labels initialized on the Manage Asset Master User-Defined Labels screen in your designated sequence order. The short help description that was initialized with each label during setup displays for the selected label to guide you in entering the user-defined data. |
| Text Value |
The system displays the data entered for this label for this record, as applicable, when the asset was saved on the Manage Asset Master Information screen. Data displayed in this column may have been edited in the User-Defined Info subtask of the Manage Asset Master Information screen or directly on this screen. If the label has been set up as type T (Text) on the Manage Asset Master User-Defined Labels screen and the label does not require validated data, enter the text value for the asset record. For an existing asset record, you can edit data that displays in this column. If the user-defined label has not been designated as Required, you can edit data that displays in this column for an existing asset or add new data to a previously blank column, as desired. If the Validated Text column for this row displays N and the Costpoint Validation Field column is empty and the Required column displays N for this label, you can enter text data of your choice that is not system-validated. Although only a single character entered in this column fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data, because your entry will display in the Asset Master record and in reports that use this field, as applicable. If the Required field for this row displays Y, the system requires data for this row before you can save the asset record. The user-defined text label may have been set up to accept validated data only. In this circumstance, one of two sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen:
|
| Numeric Value |
The system displays the user-defined data entered for this label for this record, as applicable, when the asset was saved or edited in the User-Defined Info subtask of the Manage Asset Master Information screen or directly on this screen. If the label has been set up as type N (Numeric) on the Manage Asset Master User-Defined Labels screen for a new asset record, enter the user-defined data in numeric format. If the Required column for the row displays Y, you must enter numeric data in this field before you can save the asset record. Although only a single numeric character entered in this field fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data because your entry will display in the Asset Master record as well as in reports that use this field. For an existing asset record, you can edit data that displays in this column. If the user-defined label has not been designated as Required, you can add new data to a previously blank field, as desired. If the Validated Text column for this row displays N and the Costpoint Validation Field column is empty and the Required column displays N for this label, you can enter numeric data of your choice that is not system-validated. Although only a single character entered in this column fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data, because your entry will display in the Asset Master record and in reports that use this field, as applicable. If the Required field for this row displays Y, the system requires data for this row before you can save the asset record. The user-defined text label may have been set up to accept validated data only. In this circumstance, one of two sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen:
|
| Date Value |
The system displays the user-defined data entered for this label for this record, as applicable, when the asset was saved or edited in the User-Defined Info subtask of the Manage Asset Master Information screen or directly on this screen. If the label has been set up as type
D (Date) on the Manage Asset Master User-Defined Labels screen, for a new asset record enter, or click
For an existing asset record, you can edit data that displays in this column. If the user-defined label has not been designated as Required, you can add new data to a previously blank field, as desired. If the Validated Text column for this row displays N and the Costpoint Validation Field column is empty and the Required column displays N for this label, you can enter the date of your choice that is not system-validated. Although only a single character entered in this column fulfills the system requirement for data entry, you will find it more beneficial to supply meaningful data, because your entry will display in the Asset Master record and in reports that use this field. If the Required field for this row displays Y, the system requires data for this row before you can save the asset record. The user-defined text label may have been set up to accept validated data only. In this circumstance, one of two sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen:
|
| Costpoint Validation Field |
You may have set up a user-defined text label to accept validated data only. In this circumstance, one of two sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen. This field is not available for user entry because it automatically displays the Costpoint field name you selected on the Manage Asset Master User-Defined Labels screen against which the data will be validated. If a Costpoint field name displays in this field, you must select data from the validated entries that display when you click
If this field is blank and the
Validated Text column for this label displays
Y, you must select data from the validated data that you previously entered for this label. Click
|
| Validated Text |
This non-editable column displays the applicable validation "rules" for this label as initialized on the Manage Asset Master User-Defined Labels screen. A user-defined text label may have been set up to accept validated data only. In this circumstance, one of two available sources for validated text was already designated during setup on the Manage Asset Master User-Defined Labels screen. If the Validated Text column for this label displays
Y, you must select data from the validated data that you previously entered for this label. Click
If a Costpoint field name displays in the Costpoint Validation Field column and the Validated Text column for this label displays
N, you must select data from the validated entries that display when you click
|
| Required |
If N displays in this column for the label, data entry is not required before saving the record. (Although only a single character entered in the Text Value or Numeric Value column fulfills the system requirement for data entry for non-validated labels that are types N and T, you will find it more beneficial to supply meaningful data because your entry will display in the Asset Master record as well as in reports that use this field.) |
, to select the user-defined date in date format. If the