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Contents of the Purge All Asset Information Screen

Use the fields and options to configure the Purge All Asset Information screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Options

Purge By

Use this group box to select the type of time period(s) and the range option selections to specify the time period(s). You can purge by Acquisition Fiscal Year/Period (Acquisition FY/Pd) or by Disposal Fiscal Year/Period (Disposal FY/Pd).

Regardless of your selection, you cannot purge asset history data for the "current" FY and period, which displays on the Configure Posting Settings screen. You must make the FY and period selection(s), whether acquisition or disposal, for a time period before the current period data indicated on the Configure Posting Settings screen.

Field Description
Acquisition FY/Pd

Select this option to select time periods by acquisition fiscal year and period.

Disposal FY/Pd

Select this option to select time periods by disposal fiscal year and period.

Purge Option

Field Description
Fully-Depreciated Assets Only

Select this check box to purge only fully depreciated assets within the limits of your other purge selection criteria.

Fully depreciated assets are those in which, for each book, the accumulated depreciation amount is equal to the amount to depreciate. In this circumstance:

  • If you have not assigned salvage value, the book value should equal 0.
  • If you have assigned salvage value, the book value should equal the salvage value.
Purge with open accounting periods

Select this check box to continue the purge process even if accounting periods in the Time Period Option Range are open.

Select Record Status

Use this group box to choose the record status type(s) to include in your purge. You can purge data for active records, inactive records, and/or disposals. You must select at least one check box in this group box.

Field Description
Active Records

Select this check box to include active records in your purge selection criteria.

Inactive Records

Select this check box to include inactive records in your purge selection criteria.

Disposals

Select this check box to include disposals in your purge selection criteria.

Select Depreciation Status

Field Description
Depreciable

Select this check box to include depreciable records in your purge selection criteria.

Non-Depreciable

Select this check box to include non-depreciable records in your purge selection criteria.

Selection Ranges

Asset Accounts

Use the following fields to select asset accounts from which asset records should be purged. Asset account data specifies "ownership" and is required for all Asset Master records.

Field Description
Option

Select a range option from the drop-down list. The available options are:

  • All
  • One
  • Range
  • From Beginning
  • To End

Because Lookup for the Start and End fields for asset accounts is a standard Lookup to the ACCT table, you may find that you have selected an account for which asset data do not exist.

Start

Enter, or click to select, the beginning asset "ownership" account for the Option selected.

If you select All or From Beginning in the Option field, this field will be inactive.

End

Enter, or click to select, the ending asset "ownership" account for the Option selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Asset Organizations

Use the fields in this optional group box to select asset organizations from which asset records should be purged. Asset organization data specifies "ownership" and is required for all Asset Master records.

Field Description
Option

Select the range option from the drop-down list. The available options are:

  • All
  • One
  • Range
  • From Beginning
  • To End

Because Lookup for the Start and End fields for asset organizations is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization for which asset data do not exist.

Start

Enter, or click to select, the beginning asset "ownership" organization for the Option selected.

If you select All or From Beginning in the Option field, this field will be inactive.

End

Enter, or click to select,  the ending asset "ownership" organization for the Option selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Asset Projects

Use the following fields to select asset projects from which asset records should be purged. Asset project data specifies "ownership" and is optional for all Asset Master records.

Field Description
Option

Select the range option from the drop-down list. The available options are:

  • All
  • One
  • Range
  • From Beginning
  • To End

Because Lookup for the Start and End fields for asset projects is a standard Lookup to the PROJ table, you may find that you have selected a project for which asset data do not exist.

Start

Enter, or click to select, the beginning asset "ownership" project for the Option selected.

If you select All or From Beginning in the Option field, this field will be inactive.

End

Enter, or click to select, the ending asset "ownership" project for the Option selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Acq Time Periods

Use the following fields to select the range option for the time periods (Acquisition FY/Pd or by Disposal FY/Pd).

Regardless of your selection, you cannot purge asset history data for the "current" FY and period, which displays on the Configure Posting Settings screen. You must make the FY and period selection(s), whether acquisition or disposal, for a time period before the current period data indicated on the Configure Posting Settings screen.

Field Description
Option

Select the range option from the drop-down list. The available options are:

  • All
  • One
  • Range
  • From Beginning
  • To End

The Lookup for the Fiscal Year fields display only those fiscal years already set up on the Manage Fiscal Years screen in Costpoint General Ledger. Fiscal years set up in the General Ledger should always match those set up in Fixed Assets on the Manage Fixed Assets Fiscal Years screen. Because the display in the Fiscal Year fields is a standard Lookup to the Fiscal Year table, you may find that you have selected a fiscal year for which data do not exist or do not meet your other selection criteria. In this event, the data you expect to purge may not be selected.

The Lookup for the Period fields display only those accounting periods already set up on the Manage Accounting Periods screen in Costpoint General Ledger for the fiscal year specified in the Fiscal Year field. Accounting periods set up in the General Ledger should always match those set up in Costpoint Fixed Assets on the Manage Fixed Assets Accounting Periods screen. Because the display in the Period fields is a standard Lookup to the ACCTING_PD table, you may find that you have selected a period for which data do not exist or do not meet your other selection criteria. In this event, the data you expect to purge may not be selected.

Start—Fiscal Year/Period

Enter, or click to select, the beginning fiscal year and period for the Option selected.

If you select All or From Beginning in the Option field, this field will be inactive.

End—Fiscal Year/Period

Enter, or click to select,  the ending fiscal year and period for the Option selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Asset/Item Numbers

Use the fields in this group box to select the asset/item number(s) from which to purge change history data.

If you enter an asset number, you must also enter a corresponding item number.

Field Description
Option

Select the range option from the drop-down list. The available options are:

  • All
  • One
  • Range
  • From Beginning
  • To End
Start—Asset No/Item No

Enter, or click to select, the beginning asset/item number for the Option selected. Because this is a standard Lookup to the ASSET table, you may find that you have selected an asset number from the Lookup that does not meet your other selection criteria.

If you select All or From Beginning in the Option field, these fields will be inactive.

End—Asset No/Item No

Enter, or click to select, the ending asset/item number for the Option selected. Because this is a standard Lookup to the ASSET table, you may find that you have selected an item number in the Lookup that does not meet your other selection criteria.

If you select All, One, or To End in the Option field, these fields will be inactive.

Purge All Fixed Assets Info (under the Print command)

Click to print a list of records to purge.

Purge All Fixed Assets Info

Click and select Purge All Fixed Assets Info to initiate the purge process for the selected records.

Print/Purge All Fixed Assets Info

Click and select Print/Purge All Fixed Assets Info to initiate the print process. The purge process will follow after printing.