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Contents of the Manage Autocreation Accounts Screen

Use the fields and options to configure the Mange Autocreation Accounts screen.

On this screen, you can:

  • Specify the asset ("ownership") G/L Account/Organization/Project (AOP) combination(s) and/or wildcard(s) for which it is permissible to create Asset Master records using the optional autocreation process;
  • Assign a timing code to each account and/or wildcard combination to specify whether you want to capture autocreated data at time of receipt or at time of posting.

You should enter acceptable autocreation Account/Organization/Project combinations and timing codes on this screen before autocreation processing begins. If the system cannot find a match between account data on this screen and the account(s) entered in Costpoint Purchasing and/or Accounts Payable, no records will be found from which to import data.

Although you can add to, delete, or change the autocreation account combination data on this screen when you choose, time your edits cautiously because they may affect the autocreation record selection process. For example, if you add an account to this screen and designate a "Receipt" timing after you have accepted units on a purchase order, the autocreation process will not normally capture this data.

Note: In the event that you have received and accepted items that were ordered on Purchase Orders for account/organization/project combinations that had not been set up on this screen prior to the actual receipt and acceptance process, there is a simple procedural solution:

After you add the appropriate account/organization/project combination on this screen, the Manage Autocreation Accounts screen, you will need to go back to the Manage Purchase Order Receipts screen and open the Fixed Assets subtask. Although the system automatically creates a row for each received and accepted unit in this subtask, there is no need to enter any additional data in it.

For more details, please see the section on FAQs.

Table Window

Field Description
Timing Code

Select the timing code from the drop-down list. The options available are:

  • Receipt: Select this option to indicate that autocreation data will be captured at the time of receipt (and acceptance) of the property for the specified account combination or wildcard.

    (If you are not licensed for Costpoint Purchasing and/or Receiving, you cannot enter a Receipt code in this field.

  • Posting: Select this option to indicate that autocreation data will be captured at the time of Posting (from Costpoint Accounts Payable to the General Ledger) for the specified account combination or wildcard.

    The Posting timing code is frequently used for company-owned assets that are recorded in balance sheet accounts, while the time of Receipt is commonly used when autocreating for government property tracked by project.

Account

Enter, or click to select, the account for the asset Account/Organization/Project ownership combination.

Prior to saving, the system will validate that the account is a detail account and that it is active. If you have entered organization and project data, the system will also validate that the account is valid for the organization and, if project-required, also valid for the project.

Alternately, enter a wildcard in this column.

Acct Name

The system automatically displays the account name that was set up on the Manage Accounts screen in Costpoint General Ledger. To edit the account name, you must do so on the Manage Accounts screen.

Organization

Enter, or click to select, the organization for the asset Account/Organization/Project ownership combination.

Prior to saving, the system will validate that the organization is active. If you have entered account and project data, the system will validate that the organization is valid for use with the account. If the organization is restricted to specific projects, Costpoint will also validate the organization-project relationship.

Alternately, enter a wildcard in this column.

Org Name

The system automatically displays the organization name that was set up on the Manage Organization Elements screen in Costpoint General Ledger. To edit the organization name, you must do so on the Manage Organization Elements screen.

Project

Enter, or click to select, the project for the asset Account/Organization/Project ownership combination.

Prior to saving, the system will validate that the project is active and may perform additional validations (such as checking that the account-organization combination linked with the project is valid). If you have entered organization data in which the organization is restricted to specific projects, Costpoint will also validate the organization-project relationship.

Alternately, enter a wildcard in this column.

Proj Name

The system automatically displays the project name that was set up on the Manage Project User Flow screen in Costpoint Project Setup. To edit the project name, you must do so on the Manage Project User Flow screen.

Reference 1 (or your label)
Note:

If you designate a different label for Reference 1 on the Configure General Ledger Settings screen in Costpoint General Ledger, your label will display as the header for this table column. If you did not set up a label for Reference 1, a system-default label will display.

Enter, or click to select, the Reference 1 number for the asset Account/Organization/Project ownership combination.

Prior to saving, the system will validate the reference number data. Alternately, enter a wildcard in this column.

Reference 2 (or your label)
Note: If you designate a different label for Reference 2 on the Configure General Ledger Settings screen in Costpoint General Ledger, your label will display as the header for this table column. If you did not set up a label for Reference 2, a system-default label will display.

Enter, or click to select, the Reference 2 number for the asset Account/Organization/Project ownership combination.

Prior to saving, the system will validate the reference number data. Alternately, enter a wildcard in this column.