Select this check box if you want the system to automatically calculate depreciation for the asset master record. If you select this check box, the system will also reset the Current Pd Depreciation field back to zero during the Fixed Assets period close process. This check box is selected as default.

Clear this check box if you want to disable the automatic system calculation of depreciation for this asset master record.

If this check box is clear, you must manually enter the amount of depreciation expense to be posted to the General Ledger in each Asset Master record. In general:

• If you need to make a one-time adjustment to current depreciation expense, you should manually override the system calculation in the Asset Master record rather than change the default for this check box. In this circumstance, do not recompute depreciation after you manually enter the desired depreciation amount (or the system will overwrite your entry during the calculation).
• If you want to post a depreciation entry to the General Ledger as a recurring override to system calculations each accounting period, you should clear this check box and enter the override amount in the Asset Master record.
• You may find that this field is already populated with default data from a template and/or as a result of creating this record using the autocreation process on the Create Autocreation Transactions screen. If a template was used, the source of this data is determined by the numbers in the Template No and Rev No fields on the Desc Info tab.

For an existing asset record, this field displays the most current data that you edited in the asset record or the selection from the latest Asset Template. It may not always be easy to identify the source of the Asset Master data, because template functionality on this screen and on the Manage Autocreation Transactions screen allows you to overwrite all existing data with template data or to populate only blank fields with template data.

Because the system automatically supplies a default value for this field and it is not considered blank, you can select an overwrite option for this field to be used by the system when importing template data.

Please refer to the documentation for the Template fields in the Desc Info tab, the Template Import Parameters subtask, and/or the Manage Autocreation Transactions screen for more detailed information.

Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality knowledgeably and with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record fields, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).

Enter, or click to select a depreciation method code to be used for the asset record.

This field will only be active if you have selected Years as depreciation basis on the Desc Info tab. You first must set up depreciation methods on the Manage Depreciation Methods screen. The method you select for this field will supply the rules and parameters by which depreciation calculations will be performed for the G/L Book for this Asset Master record.

You may find that this field is already populated with default data from a template and/or as a result of creating this record using the autocreation process Create Autocreation Transactions. If a template was used, the source of this data is determined by the template/revision number that displays in the Template No and Rev No fields on the Desc Info tab.

You can edit data that displays in this field now or you can add new data to a blank field, as desired. Because depreciation calculations in the Asset Master record use the depreciation method code from this field, use caution if you change the depreciation method code for a record once it has begun depreciating in the system.

If you plan to use the Compute/Update Depreciation Computation Data utility to verify and/or update data in the Depr Start Date, Current Depr Yr, and Days/Pds Remaining fields for your historical assets, you must also set up Fiscal Year/Period data in Costpoint Fixed Assets for the historical fiscal years. This Fiscal Year/Period data should correspond to the Depr Start Date fields on this tab and Other Books Info subtask, as applicable. If no corresponding Fiscal Year/Period data is found in Costpoint Fixed Assets for the fiscal years indicated in the Depr Start Date fields, blanks will display in the Current Pd Depreciation fields after depreciation is computed for new records. As a result, blanks will also display in the Curr Depr Yr and Days/Pds Remaining fields on the report produced by running the Compute/Update Depreciation Computation Data utility.

Enter the useful life for this asset master record.

The value in this field is for data purposes only, and is not used in system calculations. When the system calculates depreciation, the depreciation year and percentage for that year is derived from the depreciation method assigned to the record in the Depr Method Code field.

For example, if you enter a useful life of five years in the Useful Life field but the depreciation method assigned to the record uses only three years as its useful life, the system will use percentages for three years only in its calculations, as specified by the depreciation method.

Enter, or click to select, the depreciation start date for this record. For a new asset record, this field is blank. There is no corresponding Asset Template field.

The relationship between this field and the values in the Current Depr Yr and Days/Pds Remaining fields is critical to the accurate calculation of depreciation for new records.

Even though this field is not system-required, it is the most important date field for depreciable assets because the system uses this field in the computation of depreciation. Depreciation calculations will not take place if this field is blank, or if this date is later than the end of the current accounting period. You can check the Fixed Assets current accounting period on the Configure Posting Settings screen.

If you anticipate a depreciation start date delay due to installation or calibration requirements, you can enter a future date in this field. In this circumstance, depreciation calculations will not begin until the future date coincides with your current accounting period. The date in this field must be on or before the end of the current accounting period for depreciation calculations to take place.

For an existing asset record, you can edit data that displays in this field, as desired. Because system calculations use this date to determine if depreciation computations should take place for each record, use extreme caution if you change the depreciation start date for property records once they have begun depreciating in the system.

You can use the Compute/Update Depreciation Computation Data utility to assist you in verifying the relationship of the Depr Start Date field to the Current Depr Yr and Days/Pds Remaining fields.

Using the value in the Depr Start Date field, the system prints a report by asset/item number, by book, that includes a side-by-side comparison of both the current values displayed in the Asset Master record and the values that the system would automatically have computed for the Current Depr Yr and Days/Pds Remaining fields.

Although you can print this report for all selected records, you can also print the report for exceptions only, by which discrepancies may be easier to identify. After the report has printed, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Yr and Days/Pds Remaining fields by replacing your data and writing the system-computed values to these fields.

You should run this utility to verify, and optionally update, your data after you initialize your historical records and reconcile the detail Asset Account and Accumulated Depreciation Account values with your General Ledger and before you compute depreciation for the first time.

After initialization, you may want to run this utility on a regular basis each period as part of your company's standard procedures, to confirm that your period additions have been initialized correctly.

For additional information about this feature, please refer to the documentation on the Compute/Update Depreciation Computation Data utility.

During initialization, to ensure consistency of data, you may want to develop some internal rules on the use of this field.

When entering data for new records or for historical records during the initialization process, there are no system restrictions regarding the appropriateness and/or accuracy of the start date. Because of the important relationship between the start date and the data in the Current Depr Yr and Days/Pds Remaining fields, however, in most cases you should enter the date at which depreciation originally began for this record.

There are two ways to populate the Current Depr Yr and Days/Pds Remaining fields for new records:

• You can manually enter this data at the same time you enter data for other Asset Master fields. For this method, you need to be very careful that your entries are correct and "in sync" with the Depr Start Date field.
• You can leave these fields blank when you initialize the Asset Master record. When you compute depreciation for the first time, the system will automatically compute and insert the correct values for these fields, based on the Depr Start Date.

Enter, or click to select, the in-service date for this record. There is no corresponding Asset Template field.

The value in this field is for data purposes only and is not used in system calculations. When the system calculates depreciation, the system checks only the date from the Depr Start Date field. The date in this field can be an historical, current, or future date.

For an existing asset record, this field displays the most current data that you added or edited in the asset record. You can edit data that displays in this field, if needed.

Enter the current depreciation year.

This field, along with the Days/Pds Remaining and Depr Start Date fields, plays an integral role in the system calculation of depreciation. The value in this field signifies which depreciation year of the asset's useful life is current. As a result of this data, the system can use the appropriate percentage for the current year of life from the depreciation method linked with this record. Years of useful life and percentages for each year are set up on the Manage Depreciation Methods screen.

For a new asset record, this field is initially blank. There is no corresponding Asset Template field. You can leave this field blank, if desired, because the system will automatically insert 1 in this field for a new blank record the first time that you calculate depreciation for this asset. Alternately, you can manually enter the depreciation year (which should be 1 for a new record), if desired. If you enter a value in this field, however, you must also enter a value in the Days/Pds Remaining field in order to save the asset record.

For an existing asset record, this field displays the most current data that you added or edited in the asset record or the data inserted automatically by the system. You can edit data that displays in this field, if needed, but use extreme caution before changing any data in this field for property records once they have begun depreciating in the system.

This field must be blank for the system to populate it with a 1 the first time that you calculate depreciation for this record. If you have entered any number in this field, the system will not automatically replace your entry during depreciation calculations. Although this field is not system-required, system calculations cannot take place if you have overwritten the system-populated value in this field with blanks. The system cannot find the appropriate percentage to use from the Manage Depreciation Methods screen if you do not specify the current depreciation year.

During the initialization of your historical records, you will need to enter the correct current depreciation year for each asset. If, for example, you have an asset for which you have defined a depreciation method with a useful life of five years on the Manage Depreciation Methods screen, you should enter the current year of that life (for example, 1, 2, 3, 4, or 5). In this way, the proper depreciation percentage for the current depreciation year can be used during system calculations.

For both new and historical records, once this field is initialized, the system automatically increases the value in this field when required during the appropriate Fixed Assets period close process. The current year automatically increments during the closing process if there are additional years of useful life remaining for the record, and the Days/Pds Remaining field displays 1 (for assets using period-based depreciation) if the number of days remaining is less than or equal to the number of days in the Fixed Assets period being closed (for assets using a Date of Purchase basis with depreciation calculated based on the number of days owned). At the same time, the value in the Days/Pds Remaining field will also change appropriately and automatically.

Additionally, under normal circumstances, when an asset is fully depreciated and the last period of life for the asset is closed, the system automatically changes the values in the Current Depr Yr and Days/Pds Remaining fields to 0. You should have no need to change these values other than on an exception basis.

Because manually entered data in the Current Depr Yr and Days/Pds Remaining fields is especially prone to user error and misinterpretation, you can use the Compute/Update Depreciation Computation Data screen to assist you in verifying the relationship of these two fields with the Depr Start Date field. You can run it for one, a range of, or all asset/item numbers.

The utility produces a report, based on the depreciation start date, which shows a side-by-side comparison of both the current values displayed in the Asset Master record and the system-computed values for the Current Depr Yr and Days/Pds Remaining fields. You can print the report for all selected records or for exceptions only, which makes discrepancies easier to identify.

After the report has printed, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Current Depr Yr and Days/Pds Remaining fields by replacing the existing data with the system-computed values. If you do not apply the system-computed values to your data, you may need to manually adjust some values in the Current Depr Yr and Days/Pds Remaining fields (or, in some cases, the Depr Start Date field) to ensure the accuracy of depreciation calculations.

Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process as a matter of routine unless you agree with the system field changes that will take place in each Asset Master record.

Enter the days or periods remaining in the current depreciation year of the asset's useful life.

This field, along with the Current Depr Yr and Depr Start Date fields, plays an integral role in the system calculation of depreciation.

For a new asset record, this field is initially blank. There is no corresponding Asset Template field. You can leave this field blank, if desired, because the system will automatically place the correct value in this field for a new blank record the first time that you calculate depreciation for this asset. Alternately, you can manually enter the days or periods remaining in this field. If you enter a value in this field, however, you must also enter a value in the Current Depr Yr field in order to save the asset record.

For an existing asset record, this field displays the most current data that you added or edited in the asset record or the data inserted automatically by the system, as applicable. You can edit data that displays in this field, if needed, but use extreme caution before changing any data in this field for property records once they have begun depreciating in the system.

The value in this field will depend on the Date of Purchase (DP) or Fiscal Year (FY) basis assigned to the depreciation method for this asset on the Manage Depreciation Methods screen, as follows:

• If you have linked a DP basis for depreciation method with this record, the value in this field should reflect the number of days or periods remaining in the current purchase year, depending on the option you selected in the System-Wide Configuration for DP Basis Depreciation Methods group box on the Configure Fixed Assets Settings screen.
• If you have linked a FY basis for depreciation method with this record, the value in this field should reflect the number of periods remaining in the current fiscal year. The number of periods remaining cannot be greater than 18.

This field must be blank for the system to populate it the first time you calculate depreciation for this record. If you have entered any number in this field, the system will not replace your entry during depreciation calculations. Although this field is not system-required, system calculations cannot take place if you have overwritten the system-populated value in this field with blanks. The system cannot depreciate correctly for the current period if the Days/Pds Remaining field is not specified.

During the initialization of your historical records, you will need to enter the correct periods remaining for each asset. This number will be dependent on how many periods are remaining in either your current purchase year or your current fiscal year, as applicable.

For both new and historical records, once this field is initialized, the system automatically changes this value (as required) during the Costpoint Fixed Assets period close process. The system automatically increments the current year during the closing process if there are additional years of useful life remaining for the record and the Days/Pds Remaining field displays a 1 (for assets using period-based depreciation) or if the number of days remaining is less than or equal to the number of days in the Fixed Assets period being closed (for assets using a Date of Purchase basis with depreciation calculated based on the number of days owned). At the same time, when the value in the current year increases, the value in the Days/Pds Remaining field will also change automatically and appropriately for the basis used (DP or FY).

Additionally, under normal circumstances, when an asset is fully depreciated and the last period of life for the asset is closed, the system automatically changes the values in the Current Depr Yr and Days/Pds Remaining fields to 0. You should have no need to change these values other than on an exception basis.

For an existing asset record, you can edit data that displays in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they take place) for each record, use extreme caution if you change this field for property records once they have begun depreciating in the system.

Enter the amount of depreciation expense taken purchase year-to-date for the current purchase year.

This field, along with the Current Depr Yr and the Days/Pds Remaining fields, plays an integral role in the system calculation of depreciation for methods using the Date of Purchase basis.

• If the method from the Depr Method Code field on this screen uses DP as basis, this field is active.
• If the method from the Depr Method Code field on this screen uses FY as basis, this field is not active.

For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record, because the system will automatically increment (or possibly decrement) the value in this field by the amount of depreciation posted when the current Fixed Assets period is closed.

The value in this field will be different from the value in the FYTD Depreciation field except when the date of purchase coincides with the start of your fiscal year. The Amt Taken Purch YTD field displays purchase year data, while the FYTD Depreciation field displays fiscal year data.

During the initialization of your historical records, for records linked to depreciation methods that use the Date of Purchase basis for depreciation, you should enter the correct value in this field for the current purchase year of the asset.

Please refer to Calculate Depreciation for additional information on how to correctly initialize this field.

There are two ways to populate the Amt Taken Purch YTD field for new records:

• You can manually enter this data at the same time you enter data for other Asset Master fields. For this method, you need to be very careful so that your entries are correct and "in sync" with the values in the Depr Start Date, Current Depr Yr, and Days/Pds Remaining fields.

Because manually-entered data in the Amt Taken Purch YTD field is especially prone to user error and misinterpretation, you can use the Compute/Update Amount Taken Purchase Year-To-Date utility to assist you in verifying the data in the Amt Taken Purch YTD field and the relationship of the values in the Depr Start Date, Current Depr Yr and Days/Pds Remaining fields. You can run this utility for all selected records or for exceptions only, which makes discrepancies easier to identify.

• You can leave this field blank when you initialize the Asset Master record and use the Compute/Update Amount Taken Purchase Year-To-Date utility to update the value in the Amt Taken Purch YTD field for those assets in which the assigned depreciation method utilizes a Date of Purchase basis. 

The depreciation start date must be prior to the current Fixed Asset posting Fiscal Year, period, and subperiod. The system will populate this field with 0.00 for assets in the first period of a purchase year.

After the report has printed, you can activate the option in this utility that applies the system-computed values to your asset records. This process updates the existing data in the Amt Taken Purch YTD field by replacing the existing data (blanks) with the system-computed values.

Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process. The Update process is similar to posting routines in that the report must first be printed before you can proceed with the Update process. Never run the Update process as a matter of routine unless you agree with the system field changes that will take place in each Asset Master record

For a new asset record, select this check box to indicate that this record is a capitalized lease.

The check box is for memo purposes only, and is not used in system calculations.

Enter, or click to select, the lease start date, as applicable. The data can contain a historical, current, future, or blank date.

Any date entered in this field is for memo purposes only, and is not used in system verifications and/or calculations. During depreciation computations, the system only checks the date from the Depr Start Date field of the Asset Master record.

Enter, or click to select, the lease end date, as applicable. The data can contain an historical, current, future, or blank date.

Any date entered in this field is for memo purposes only, and is not used in system verifications and/or calculations. During depreciation computations, the system only checks the date from the Amortization Start Date field of the Asset Master record.

The Amortization Start Date in the Dates group box only appears for records with depreciation based on lease periods. The same field has a different label (Depreciation Start Date) for records that have depreciation based on years or on units.

For a new asset record, zero displays in this field. There is no corresponding Asset Template field.

The system uses the value from the Total Cost field on the Cost Info tab and automatically displays this value in both the non-editable Total Lease Value field, the Total Cost field and in the non-editable Amount to Amortize field on this tab.

The value in this field is for data purposes only and is not used in system calculations. The system uses the value from the Amount to Amortize field for amortization calculations.

Enter the total number of lease periods (or payments) in this field.

For a new asset record, zero displays in this field. There is no corresponding Asset Template field.

The value in this field is for data purposes only, and is not used in system calculation. The system uses the value from the Lease Pds Remaining field to determine how many more accounting periods the property should be amortized over.

For an existing asset record, you can edit the value that displays in this field, as desired.

Enter the amount of the monthly lease amortization. For a new asset record, zero displays in this field. There is no corresponding Asset Template field.

If the Auto Calculate check box is selected and the asset's book value on this tab is not zero, you must enter data in both the Monthly Amount and Lease Pds Remaining fields in order to save the record. Although this field is not system-required (except in the instance above), system amortization calculations will not take place if this data is missing or if either field is equal to zero.

The system does not automatically compute a value for this field because of inherent rounding problems and changing lease conditions. You must manually enter a value in this field. When you compute depreciation for the current period, the system automatically displays the amount from this field in the Current Pd Amortization field.

For an existing asset record, you can edit the value that displays in this field, as desired. Because the system copies the data from this field to the Current Pd Amortization field during the compute depreciation process, however, use caution if you change the monthly amount for a record once it has begun amortizing in the system.

There will, of course, be instances in which the lease payment changes. If this should happen, you should record the revised monthly amount in this field for the first month in which it is to be effective, before amortization calculations take place.

For both new and historical records, the system adds data from the Current Pd Amortization field to the data in the FYTD Amortization and Prior FY Amortization fields to get the Accum Amortization field calculated total. When you close the current accounting period, the system will automatically set back the value in the Current Pd Amortization field to zero unless you have cleared the Auto Calculate check box.

You can perform depreciation calculations multiple times within the same Fixed Assets period. If you have made no manual corrections to critical asset data (such as asset cost, periods remaining, and so on), there is no danger that the system will post the same depreciation expense for the same asset in the same Fixed Assets period after depreciation is re-calculated.

The system tracks monthly postings for each record and compares the value in the Current Pd Amortization field with the value in the Amount Posted Curr Pd field. If the values in these fields are equal, there can be no additional postings to the G/L for the period. Only changes to the Current Pd Amortization field can generate additional positive or negative amortization expense entries if additional postings are performed for the current Fixed Assets period.

As long as the value in the Current Pd Amortization field is different from the value in the Amount Posted Curr Pd field, the system will, within the same Fixed Assets accounting period, always post the value needed to bring the Amount Posted Curr Pd field up to or down to the value in the Current Pd Amortization field. For example, if you have calculated depreciation and the Current Pd Amortization field displays $50.00, the value in the Amount Posted Curr Pd will also display $50.00 after posting to the General Ledger.

If you now change the amount in the Current Pd Amortization field to $75.00 and post again within the same Fixed Assets period, the system will recognize that an additional posting of $25.00 is needed to bring these fields to an equal condition and will post $25.00 more. After this second posting, the amounts in the Current Pd Amortization field and the Amount Posted Curr Pd will be equal. When the accounting period is closed, the amount displayed in the Amount Posted Curr Pd field will be added to the amount in the FYTD Amortization field and the value in the Amount Posted Curr Pd field will be set back to zero.

The system will post the value in this field to the depreciation expense accounts that you designated for this record in the Depr Expense Acct Alloc Code field on the Acct Info tab. You must establish depreciation expense account allocation codes on the Manage Depreciation Expense Acct Allocation Codes screen.

For a new asset record, zero displays in this field. There is no corresponding Asset Template field.

The system uses the value from this field to determine over how many more accounting periods this property should be amortized for. Although this field is not system-required, system amortization calculations will not take place if this data is missing or zero.

If the Auto Calculate check box is selected and the asset's book value on this tab does not equal zero, you must enter data in both the Monthly Amount and Lease Pds Remaining fields in order to save the record. Although this field is not system-required (except in the instance above), system amortization calculations will not take place if this data is missing or zero.

Enter the total number of lease amortization periods remaining in this optional field. Always include the current period in this number of periods.

Once you have initialized this field, the system automatically decreases the value in this field by one during each time you run the Fixed Assets accounting period close process on the Close Fixed Assets Accounting Period screen.

For an existing asset record, you can edit the value that displays in this field, as desired. Because the system only computes amortization for this record when this field is greater than zero, use caution if you change the lease periods remaining for a record once it has begun amortizing in the system.

There will, of course, be instances in which the lease periods remaining changes. If this should happen, you should record the revised lease periods remaining in this field for the first month in which it is to be effective, before amortization calculations take place.

For a new asset record, if applicable, enter the salvage value percentage rate to be used in the calculation of salvage and the depreciable value in this optional field. You can enter up to three integers and four decimals.

If you enter a salvage value percentage in this field, note that the system automatically computes and displays the equivalent salvage value in the Value field. Alternately, if you do not enter a percentage in this field but instead enter a salvage value amount directly in the Value field, the system will compute and display the equivalent salvage value percentage in this field.

Do not enter a value in the Percent or Value fields for salvage unless this is the point at which you want the system to stop depreciation. Do not enter a value in this field for salvage unless you want the system to stop depreciation before the asset's total cost has depreciated.

You may find that this field is already populated with default data from a template. If a template was used, the source of this data is determined by the template/revision number that displays in the Template No and Rev No fields in the Desc Info tab.

For an existing asset record, this field displays the most current data that you added or edited in the asset record or the selection from the latest Asset Template.

You can additionally edit data that displays in this field now or you can add new data to a blank field, as desired. Because depreciation calculations in the Asset Master record use the salvage value as it relates to cost, use caution if you change this data for a record once it has begun depreciating in the system.

Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to edit this data with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism.)

Refer to the following specific examples, each of which illustrates a different way in which to handle salvage value relative to the computation of depreciation based on years:

Example 1

This example illustrates the setup for the condition in which salvage value is subtracted before depreciation calculations. This is the most common methodology for computing depreciation when there is salvage value assigned to an asset.

Asset Master Record:

Depr Method: SL5 (Straight-Line Method over 5 years)

Total % to Depreciate = 100%

Subtract Salvage Value Before Calculation = Checked for depreciation method "SL5."

For this example, the system subtracted the salvage value from the asset's total cost to determine the amount to depreciate (10,000 - 1,000 = 9,000). Note that the residual amount is spread uniformly across all years of useful life ($200 per year for 5 years).

The amount to depreciate is multiplied by the depreciation percentage for the appropriate year of life to determine annual depreciation.

Example 2

This example illustrates the setup for the condition in which salvage value is not subtracted before depreciation calculations.

Asset Master Record:

Depr Method: SL5 (Straight-Line Method over 5 years)

Total % to Depreciate = 100%

Subtract Salvage Value Before Calculation = Check box clear for depreciation method "SL5."

For this example, the system ignored the salvage value from the asset's total cost in determining the amount to depreciate (10,000 - 0 = 10,000). The amount to depreciate is multiplied by the depreciation percentage for the appropriate year of life to determine annual depreciation.

Example 3

This example illustrates the only method available by which to recognize the residual (salvage) amount in the last year of useful life. Note that only 90% of the asset was set up for depreciation when the depreciation method was defined.

Asset Master Record:

Depr Method: SL5 (Straight-Line Method over 5 years)

Total % to Depreciate = 90%

Subtract Salvage Value Before Calculation = Check box clear for depreciation method "SL5."

This field is not used when depreciation is based on lease periods.

Salvage value represents the expectation of value upon the retirement of the asset. It is computed as the salvage value percentage multiplied by the asset's total cost.

For a new asset record, if applicable, enter the salvage value to be used in the calculation of depreciation in this optional field. Zero may automatically display in this field, because there is no corresponding Asset Template field.

If you enter a salvage value in this field, note that the system automatically computes and displays the equivalent salvage value percentage in the Percent field. Alternately, if you do not enter a value in this field but instead enter a salvage value percentage directly in the Percent field, the system will automatically compute and display the equivalent salvage value in this field.

For an existing asset record, you can edit the value that displays in this field, as desired. Because system calculations use this data to determine how depreciation computations should take place for each record, use caution if you change this field for property records once they have begun depreciating in the system. For more information on salvage calculations, please refer to the examples of salvage value calculations illustrated in the Salvage Percent section above.

This field is not used when depreciation is based on lease periods.

This field automatically displays the cost from the Total Cost field on the Cost Info tab. If you need to edit the cost, do so in the original field of entry. Because system depreciation calculations use this data, use caution if you change the cost for a record once it has begun depreciating in the system.

Occasionally, additional asset costs are discovered after depreciation has been posted for a record (for example, additional shipping costs). Alternately, returns may result in the reduction of cost after depreciation has been posted for the record.

One solution to record cost changes is to adjust the appropriate cost fields on the Cost Info tab. The disadvantages to this approach are the lack of a clear audit trail and the fact that depreciation expense may not be correctly stated until the depreciation year is complete. To compensate for these disadvantages, you could add notes to create an audit trail, or create the correct 'catch-up' depreciation adjustment with a manually entered depreciation expense to be posted.

If you have set the System-Wide Configuration for Depreciation Calculations group box on the Configure Fixed Assets Settings screen for catch-up calculations by selecting the Added to current period amount radio button, the system will automatically catch up depreciation, as long as the 'catch-up' period of time is within the same depreciation year.

Another solution might be to add an additional item for the same asset number with the cost equal to the positive or negative cost adjustment. When you use this technique, the audit trail is clearly preserved. In this situation, the asset will consist of more than one item number, which may or may not be considered a disadvantage.

The manner in which you deal with a change-in-cost issue depends on your company policies; it is important only that you handle these changes consistently based on your company policies.

The system automatically computes and displays an amount equal to the total cost of the asset less any salvage value from the Value field when a depreciation method has been assigned to the record with the Subtract Salvage Value Before Calculation check box selected on the Manage Depreciation Methods screen. If a depreciation method with Subtract Salvage Value Before Calculation check box has been cleared, the Amount to Depreciate will equal the Total Cost.

Be certain to confirm the data in the Total Cost and the Percent and Value salvage fields, because they directly influence the system calculation of the Amount to Depreciate field. You can edit the Percent or Value field, as needed.

The system will not automatically depreciate an amount greater than the amount that displays in this field unless you have manually overwritten system computations.

If you have selected Lease Pds as depreciation basis on the Desc Info tab, the label for this field will read Amount to Amortize.

For a new asset record, this field is blank. There is no corresponding Asset Template field.

You should leave this field blank for a new record, because the system will automatically increase (or possibly decrease) the value in this field by the amount of depreciation posted when the Fixed Assets current period is closed, regardless of the basis (Date of Purchase or Fiscal Year) associated with the depreciation method assigned to this asset. The value in this field will be changed by the amount posted from the Current Pd Depreciation field. The value in this field is equal to the depreciation expense for the current fiscal year, exclusive of the value in the Current Pd Depreciation field.

If you use a Date of Purchase basis for the depreciation method associated with this record, however, the cumulative value in this field will be different from the value in the Amt Taken Purch YTD field (except when the date of purchase coincides with the start of your fiscal year). The FYTD Depreciation field displays fiscal year data, while the Amt Taken Purch YTD field displays purchase year data.

The system adds data from the field to data from the Prior FY Depreciation and Current Pd Depreciation fields to derive the Accum Depreciation calculated total.

The system will automatically update this field when you perform the Costpoint Fixed Assets period close process on the last period in your fiscal year. In this circumstance, the system will add the value in the FYTD Depreciation field to the value in the Prior FY Depreciation field and the value in the FYTD Depreciation field will be set back to zero.

For an existing asset record, you can edit data that displays in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they should take place) for each record, use caution if you change this field for property records once they have begun depreciating in the system.

If you have selected Lease Pds as depreciation basis on the Desc Info tab, the label for this field will read FYTD Amortization.

Please refer to Calculate Depreciation for additional information on how to correctly initialize this field.

For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record.

When closing the last period of the fiscal year, the system will add the value in the FYTD Depreciation field to the value in the Prior FY Depreciation field, and will set back the FYTD Depreciation field to zero.

The system will update this field when you perform the Fixed Assets period close process on the last period in your fiscal year. The system adds data from the field to data from the Prior FY Depreciation and Current Pd Depreciation fields to derive the Accum Depreciation calculated total.

For an existing asset record, you can edit data that displays in this field, if needed. Because system calculations use this data to determine whether depreciation computations should take place (and how they should take place) for each record, use caution if you change this field for property records once they have begun depreciating in the system.

If you have selected Lease Pds as depreciation basis on the Desc Info tab, the label for this field will read Prior FY Amortization.

Please refer to Calculate Depreciation for additional information on how to correctly initialize this field.

For a new asset record, this field is blank. There is no corresponding Asset Template field. You should leave this field blank for a new record, unless you want to overwrite the system calculation of annual depreciation.

The system will automatically calculate the value for this field when you calculate depreciation for this record, if you have selected the Auto Calculate Depreciation check box and the date in the Depr Start Date field is not a future date (later than the end of the current period). Although you can always make manual entries or edits in this field, regardless of the status of the Auto Calculate Depreciation check box and the date in the Depr Start Date field, you should enter all manual entries and overwrites with caution.

You can perform depreciation calculations several times within the same accounting period. If you have made no manual corrections to critical fields (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will calculate a different annual depreciation value for the same asset in the same accounting period.

Annual depreciation is computed based on total cost (or cost minus salvage value) times the depreciation percentage (from the depreciation method assigned to the asset) for the year specified in the Current Depr Yr field.

For an existing asset record, you can edit data that displays in this field. Because system calculations use this data for depreciation calculations, however, use caution if you change this field for an asset record once it has begun depreciating in the system.

For a new asset record, this field is normally blank. If you cleared the Auto Calculate Depreciation check box, however, and you manually entered a value in this field last accounting period, this field should still display the manually-entered value for this accounting period.

There is no corresponding Asset Template field. You should leave this field blank for a new record unless you want to overwrite the system calculation of current period depreciation. In this circumstance, make certain that you enter your manual overwrite after you have computed depreciation so the system will not overwrite the manual entry.

If you manually change the current depreciation expense and then want to set it back to the system-calculated number, you should run the Compute Depreciation process again for that asset. This is especially important if the asset uses a Date of Purchase depreciation method.

The system will automatically populate this field when you calculate depreciation for this record provided that you have selected the Auto Calculate Depreciation check box and the date in the Depr Start Date field is not a future date (later than the end of the current period). The current Fixed Assets period is specified on the Configure Posting Settings screen. Although you can always make manual entries and edits in this field, regardless of the status of the Auto Calculate Depreciation check box and the date in the Depr Start Date field, you should enter all manual entries and overwrites with caution.

The system computes current period depreciation expense as a result of the Date of Purchase (DP) or Fiscal Year (FY) basis assigned to each depreciation method established on the Manage Depreciation Methods screen. The basic premise for depreciation calculations in which the catch-up amount is to be spread among remaining periods is as follows:

• If you have linked a DP basis for depreciation method with the asset, this field will display the annual depreciation expense less the amount taken this purchase year divided by the number of periods remaining in the purchase year.
• If you have linked an FY basis for depreciation method with the asset, this field will display the annual depreciation expense less the FYTD amount divided by the number of periods remaining in the fiscal year.

In the simplified example below, consider the basic differences in current period depreciation calculations for a $9,000 asset, useful life of five years, no salvage value, using straight-line depreciation, for both the FY and DP basis. For this example, the current fiscal year is CY 2006, the current Fixed Assets accounting period is 10, the number of accounting periods in the fiscal year is 12, and the start date is 10-01-06.

• Using the DP basis for depreciation, the annual depreciation expense of $1,800 is divided by the number of accounting periods remaining in the purchase year (12). One period of expense is charged for the current period, irrespective of the fiscal year. The depreciation year begins at the date in the Depr Start Date field (10-01-2006).
• Using the FY basis for depreciation, the annual depreciation expense of $1,800 is divided by the number of accounting periods remaining in the fiscal year. In the example above, there are only three accounting periods remaining in the fiscal year over which to spread the annual depreciation cost of $1,800.

The date in the Depr Start Date field does not influence the start of the depreciation year until the date window coincides with the current accounting period. If the end of the accounting period occurs before the depreciation start date, the system will not calculate depreciation for this record.

In this example, the computed annual depreciation expense is identical for both the DP and FY basis. The current period depreciation expense, however, is different.

Actual depreciation calculations may be more complex than the simplified explanation above, because you may have selected to use "catch-up" depreciation calculations in the current period or to compute depreciation on a days basis.

For both new and historical records, the system adds data from the Current Pd Depreciation field to the data in the FYTD Depreciation and Prior FY Depreciation fields to derive the Accum Depreciation field calculated total. When you close the current accounting period, the system will automatically set back the value in the Current Pd Depreciation field to zero unless you have unchecked the Auto Calculate Depreciation check box.

You can perform depreciation calculations multiple times within the same Fixed Assets period. If you have made no manual corrections to critical asset data (such as asset cost, annual depreciation, current depreciation year, periods remaining, and so on), there is no danger that the system will post the same depreciation expense for the same asset in the same Fixed Assets period after depreciation is re-calculated.

The system tracks monthly postings for each record and compares the value in the Current Pd Depreciation field with the value in the Amount Posted Curr Pd field. If the values in these fields are equal, there can be no additional postings to the G/L for the period. Only changes to the Current Pd Depreciation field can generate additional positive or negative depreciation expense entries if additional postings are performed for the current Fixed Assets period.

As long as the value in the Current Pd Depreciation field is different from the value in the Amount Posted Curr Pd field, the system will, within the same Fixed Assets accounting period, always post the value needed to bring the Amount Posted Curr Pd field up to or down to the value in the Current Pd Depreciation field. For example, if you have calculated depreciation and the Current Pd Depreciation field displays $50.00, the value in the Amount Posted Curr Pd will also display $50.00 after posting to the General Ledger.

If you now change the amount in the Current Pd Depreciation field to $75.00 and post again within the same Fixed Assets period, the system will recognize that an additional $25.00 is needed to bring these fields to an equal condition and will post $25.00 more. After this second posting, the amounts in the Current Pd Depreciation field and the Amount Posted Curr Pd will be equal. When the accounting period is closed, the amount displayed in the Amount Posted Curr Pd field will be added to the amount in the FYTD Depreciation field and the value in the Amount Posted Curr Pd field will be set back to zero.

The system will post the value in this field to the depreciation expense accounts that you designated for this record in the Depr Expense Acct Alloc Code field on the Acct Info tab. You must establish depreciation expense account allocation codes in the Manage Depreciation Expense Acct Allocation Codes screen.

Changes can take place by means of manual overwrites in this field or as a result of depreciation calculations performed after changes have been made to other critical fields. The Fixed Assets accounting period cannot be closed when the value in the Amount Posted Curr Pd field does not equal the value in the Current Pd Depreciation field. When this is attempted, you will receive a message explaining that you have depreciation that needs to be posted before the period can be closed, and the close process will be cancelled. This message gives you the opportunity to post the entry(s) where Amount Posted Curr Pd do not equal the Current Pd Depreciation field for one or more assets, or to modify those asset records where the condition exists so that the two fields are equal. When the posting is completed or those records that caused the message are adjusted so the posted amount equals the value in the Current Pd Depreciation field, you will be able to close the Fixed Assets accounting period.

If you have selected Lease Pds as depreciation basis on the Desc Info tab, the label for this field will read Current Pd Amortization.

The system automatically totals the values from the FYTD Depreciation, Prior FY Depreciation, and Current Pd Depreciation fields and displays the results in this non-editable field.

If you have selected Lease Pds depreciation as basis on the Desc Info tab, the label for this field will read Accum Amortization.

The system automatically subtracts the value in the Accum Depreciation field from the value in the Total Cost field and displays the results in this non-editable field.

This field is not available for user entry. For all records, both new and historical, the system displays blanks in this field at the beginning of each accounting period.

The system automatically populates this field when you post depreciation for the first time in the accounting period. Subsequent postings of depreciation expense (within the same accounting period) will automatically increase or decrease the value in this field, because the system displays the cumulative results of all postings for the current accounting period.

The system tracks monthly posting for the record and compares the value in the Current Pd Depreciation field with the value in this field. If the values in these two fields are equal, there can be no additional posting to the G/L for the period. Only changes to the Current Pd Depreciation field can generate additional positive or negative depreciation expense entries by means of additional postings.

The Fixed Assets accounting period cannot be closed when the value in the Amount Posted Curr Pd field does not equal the value in the Current Pd Depreciation field. When this is attempted, you will receive a message explaining that you have depreciation that needs to be posted before the period can be closed, and the close process will be cancelled. This message gives you the opportunity to post the entry(s) where Amount Posted Curr Pd do not equal the Current Pd Depreciation field for one or more assets, or to modify those asset records where the condition exists so that the two fields are equal. When the posting is completed or those records that caused the message are adjusted so the posted amount equals the value in the Current Pd Depreciation field, you will be able to close the Fixed Assets accounting period.

As long as the value in the Current Pd Depreciation field is different from the value in the Amount Posted Curr Pd field, the system will, within the same Fixed Assets accounting period, always post the value needed to bring the Amount Posted Curr Pd field up to or down to the value in the Current Pd Depreciation field. For example, if you have calculated depreciation and the Current Pd Depreciation field displays $50.00, the value in the Amount Posted Curr Pd will also display $50.00 after posting to the General Ledger.

If you now change the amount in the Current Pd Depreciation field to $75.00 and post again within the same Fixed Assets period, the system will recognize that an additional $25.00 is needed to bring these fields to an equal condition and will post $25.00 more. After this second posting, the amounts in the Current Pd Depreciation field and the Amount Posted Curr Pd will be equal.

When you close the current accounting period, the system adds the amount displayed in the Amount Posted Curr Pd field to the amount in the FYTD Depreciation field and sets the value in the Amount Posted Curr Pd field back to zero.

Enter the estimated units of useful life (such as hours or miles), as applicable.

Your entry defines the maximum number of units beyond which the system should not calculate depreciation. The system uses this value as a data limiter, since it will not permit usage entries that will create a value in the Total Units Used field that is greater than the value in this field.

Although entry in this field is optional in both an Asset Template and an Asset Master record, the system requires this data for a depreciable asset in which depreciation is based on the Units of Usage methodology in order for depreciation calculations to proceed.

Enter the unit of measure description (such as "Hours" or "Miles"), as applicable. For a new record, blanks display in this field.

Enter the depreciation rate per unit to specify the standard rate per unit of usage to be used during depreciation calculations.

Although this data is not system-required, system calculations cannot take place if this data is missing for an Asset Master record. During depreciation computations, the system multiplies the value from this field to the value in the Current Units Used field to determine the Current Pd Depreciation expense.

For a new asset record, this field defaults to zero. There is no corresponding Asset Template field.

When initializing your historical records, you should manually enter the correct value in this field.

For both new and historical records, the system adds the data from this field to the data in the Current Units Used field to derive the system-computed non-editable value in the Total Units Used field.

For a new asset record, this field defaults to zero. There is no corresponding Asset Template field.

Although this data is not system-required, you must enter the number of units used in the current accounting period to enable depreciation calculations to proceed for units-based depreciation. During depreciation computations, the system multiplies the value from this field to the value in the Std Depr Rt Per Unit of Usage field to determine the current period depreciation expense.

For both new and historical records, the system adds the data from this field to the data in the Prior Units Used field to derive the system-computed non-editable value in the Total Units Used field.

The system will update this field during the Fixed Assets monthly accounting period close process on the Close Fixed Assets Accounting Period screen. The system will add the value in the Current Units Used field to the value in the Prior Units Used field and will set back the value in the Current Units Used field to zero (unless the Auto Calculate Depreciation check box is clear).

The system automatically computes the total from the values in the Prior Units Used and Current Units Used fields and displays the results in this non-editable field.