Purch Info Tab
Use this tab to enter purchase data for depreciable and non-depreciable company-owned property, government property, and/or leased property, including purchase order, receiving, accounts payable, acquisition, vendor information, manufacturer information, and asset condition information.
Three fields in this tab are system-required for both depreciable and non-depreciable records before you can save the Asset Master record—Fiscal Year, Period, and Subperiod.
If you have already set up your fiscal year and period data on the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens and have initialized the Configure Posting Settings screen, the system will automatically display the defaults for the current Fixed Assets period information in the Fiscal Year, Period, and Subperiod fields. You can overwrite the default data as needed.
For established Asset Master records only:
You can enter, edit, and view the data from this tab on an alternate screen called, Manage Asset Purchase Information directly from the Asset Master Records menu. The Costpoint menu provides an alternate access route to specific types of Asset Master data. This gives you more flexibility in setting up screen security options for users with different access needs.
- If you have screen rights to access the Asset Master Records menu, this screen and all its tabs and subtasks are automatically accessible to you.
- If you do not have screen rights to access the Asset Master Records menu, the system administrator can alternately grant or deny access rights using the direct menu option on a screen-by-screen basis, which generally correlates with the data contained in each tab or subtask. In this manner, each user can access only the data from those screens in which specific access has been granted.
You have the option to view data on the Manage Asset Purchase Information screen in either a form or table view. Regardless of which entry screen methodology is selected, data functionality and rules for each field are identical to their corresponding field on the Manage Asset Master Information screen.
For a new asset record in Manage Asset Master Information, default data may automatically display in one or more of the Asset Master fields in this subtask. The source of this data is determined by the template number that displays in the Template No and Rev No fields on the Desc Info tab. Data may have been copied from a default template specified on the Configure Fixed Assets Settings screen or from a specified template other than the default. Initial data that displays as a result of using a template can be edited as desired.
If you want to take advantage of the asset template functionality, you should set up one or more asset templates before you enter data on this tab. Default data can be overwritten on a field-by-field basis on this tab, as desired. Use caution in the timing of your edits, which may affect the types of records included in system reports.
Although you can enter purchase data on this tab at any time, changes to critical fields such as Fiscal Year, Period, and Subperiod may cause unexpected results in reports that use these fields as selection parameters. In general, always use caution in the timing of your data edits.
Purchase Order
Use this group box to enter, edit, or view data related to the purchase order for this asset record.
For an existing asset record, these fields display the most current data that you added or edited in the asset record.
You can edit data that displays now, you can add new data to a blank field, or you can delete the existing data in the fields with caution.
| Field | Description |
|---|---|
| PO Date |
Enter, or click
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| PO No |
Enter the purchase order number in this field. There is no corresponding Asset Template field. |
| PO Line No |
Enter the purchase order line number in this field. There is no corresponding Asset Template field. |
| Rel No |
Enter the release number for a blanket purchase order in this field. There is no corresponding Asset Template field. |
to select, the purchase order date in this field. There is no corresponding Asset Template field.
Receiving
Use this group box to enter, edit, or view data related to the receiving function for this asset record.
| Field | Description |
|---|---|
| Receipt Date |
Enter, or click
|
| Receipt |
Enter the receipt identifier in this field. There is no corresponding Asset Template field. |
| Packing Slip |
Enter the packing slip number in this field. There is no corresponding Asset Template field. |
Accounts Payable
Use this group box to enter, edit, or view accounts payable data for this asset record.
For an existing asset record, these fields display the most current data that you added or edited in the asset record.
You can edit data that display now, you can add new data to a blank field, or you can delete the existing data in the fields with caution.
| Field | Description |
|---|---|
| Invoice Date |
Enter, or click
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| Invoice No |
Enter the invoice number in this field. There is no corresponding Asset Template field. |
| Voucher Date |
Enter, or click
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| Voucher No |
Enter the accounts payable voucher number in this field. There is no corresponding Asset Template field. |
| Voucher Line No |
Enter the accounts payable line number in this field. There is no corresponding Asset Template field. |
Acquisition
Use the fields in this group box to enter, edit, or view timing data relative to the acquisition of this asset.
During the manual entry or edit of data in these fields, the system does not validate your Fiscal Year, Period, and Subperiod data against any established table data.
For a new asset record that was created manually, the system automatically supplies default data for the following blank fields:
- Fiscal Year, Period, and Subperiod: If you have already set up your fiscal year and period data on the Manage Fixed Assets Fiscal Year and Manage Fixed Assets Accounting Periods screens and have initialized the Configure Posting Settings screen, the system will automatically display the defaults for the current Fixed Assets (FA) period information in the Fiscal Year, Period, and Subperiod fields. You can overwrite the default data as needed.
- Date: The system displays the beginning date of the displayed Fiscal Year and Period, which is obtained from the Manage Fixed Assets Accounting Periods screen and is always the same, regardless of the displayed subperiod. You can overwrite the default date as needed.
For an autocreated asset record, you can specify the default acquisition timing data when you run the autocreation process Create Autocreation Transactions. You can overwrite the default data as needed.
| Field | Description |
|---|---|
| Fiscal Year |
For a new asset record that was created manually, the system automatically displays the current fiscal year from the Configure Posting Settings screen if you have already set up your fiscal year and period data on the Manage Fixed Assets Fiscal Years and the Manage Fixed Assets Accounting Periods screens and have initialized the Configure Posting Settings screen. You can overwrite the default data as needed. For an autocreated asset record, you can specify the default acquisition fiscal year, accounting period, subperiod, and date data when you run the autocreation process on the Create Autocreation Transactions screen. You can overwrite the default data as needed. There is no corresponding Asset Template field. Enter the appropriate fiscal year that relates to the purchase (or acquisition) date for the asset record in this system-required field or accept the system default that automatically displays. Although there is no system validation of the fiscal year, you should note that many standard system reports use the fiscal year as one of the report selection parameters. Further, time-based reports that include individual asset records depending on the acquisition fiscal year entered will not know when to include an asset in the report if the acquisition fiscal year entered does not exist in Manage Fixed Assets Fiscal Years. In the case where an entered acquisition fiscal year does not exist in Manage Fixed Assets Fiscal Years, the asset will not be included in time-based reports. In addition, you will find that the fiscal year is an important field when using Query or when designing user-specific output for reports. For an existing asset record, you can edit data that displays in this field, as desired. Note that the data entered in this field should reflect the fiscal year that relates to the purchase (or acquisition) date for this property record, and not necessarily the current fiscal year. |
| Period |
For a new asset record that was created manually, the system automatically displays the current accounting period from the Configure Posting Settings screen if you have already set up your fiscal year and period data on the Manage Fixed Assets Fiscal Years and the Manage Fixed Assets Accounting Periods screens and have initialized the Configure Posting Settings screen. You can overwrite the default data as needed. For an autocreated asset record, you can specify the default acquisition fiscal year, accounting period, subperiod, and date data when you run the autocreation process on the Create Autocreation Transactions screen. You can overwrite the default data as needed. There is no corresponding Asset Template field. Enter the appropriate accounting period that relates to the purchase (or acquisition) date for the asset record in this system-required field or accept the system default that automatically displays. Although there is no system validation of the accounting period, you should note that many standard system reports use the accounting period as one of the report selection parameters. Further, time-based reports that include individual asset records depending on the acquisition period entered will not know when to include an asset in the report if the acquisition period entered does not exist on the Manage Fixed Assets Accounting Periods screen for the entered acquisition fiscal year. In the case where an entered acquisition period does not exist in Manage Fixed Assets Accounting Periods, the asset will not be included in time-based reports. In addition, you will find that the accounting period is an important field when using Query or when designing user-specific output for reports. |
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For an existing asset record, you can edit data that displays in this field, as desired. Note that the data entered in this field should reflect the accounting period that relates to the purchase (or acquisition) date for this property record, and not necessarily the current accounting period. | |
| Subperiod |
For an asset record that was created manually, the system automatically displays the current accounting subperiod from the Configure Posting Settings screen if you have already set up your fiscal year and period data on the Manage Fixed Assets Fiscal Years and the Manage Fixed Assets Accounting Periods screens and have initialized the Configure Posting Settings screen. You can overwrite the default data as needed. For an autocreated asset record, you can specify the default acquisition fiscal year, accounting period, subperiod, and date data when you run the autocreation process on the Create Autocreation Transactions screen. You can overwrite the default data as needed. There is no corresponding Asset Template field. Enter the appropriate accounting subperiod that relates to the purchase (or acquisition) date for the asset record in this system-required field or accept the system default that automatically displays. Although there is no system validation of the accounting subperiod, you should note that many standard system reports use the accounting subperiod as one of the report selection parameters. In addition, you will find that the accounting subperiod is an important field when using Query or when designing user-specific output for reports. For an existing asset record, you can edit data that displays in this field, as desired. Note that the data entered in this field should reflect the accounting subperiod that relates to the purchase (or acquisition) date for this property record, and not necessarily the current accounting subperiod. |
| Date |
For a new asset record that was created manually, the system automatically displays the beginning date of the displayed Fiscal Year/Accounting Period combination, which is obtained from the Manage Fixed Assets Accounting Periods screen. The date is based on the accounting period and is therefore always the same, regardless of the displayed subperiod. You can overwrite the default data as needed. For an autocreated asset record, you can specify the default acquisition fiscal year, accounting period, subperiod, and date data when you run the autocreation process on the Create Autocreation Transactions screen. You can overwrite the default data as needed. There is no corresponding Asset Template field. This field is for data entry purposes only and is not used in system calculations for depreciation. (The Depr Start Date field in the G/L Book Info tab of this screen is the most important date field for depreciable assets, because the system uses this field in the computation of depreciation.) Enter, or click
For an existing asset record, you can edit data that displays in this field, as desired. Note that the data entered in this field should reflect the acquisition date that relates to the purchase (or acquisition) of this property record, and not necessarily the current accounting date. Although there are no system rules regarding the date entered in this field, it should relate to the purchase of the property and be consistent with your entries in the Fiscal Year, Period , and Subperiod fields. If you enter data in this field, you may want to develop some internal rules on its use, because there are four other (optional) date fields within this tab which are the PO Date, Receipt Date, Invoice Date, and Voucher Date. The acquisition date displays both in this field and in the Acq Date field of the Govt Info tab on this screen. If you have entered a date in the Acq Date field of the Govt Info tab, the date from that field automatically displays in this field, where it can be overwritten as desired. Conversely, overwrites to the date in this field automatically display in the Acq Date field of the Govt Info tab. |
Vendor Info
Use this group box to enter, edit, or view data on the vendor associated with the purchase of this asset.
For an existing asset record, the fields in this group box display the most current data that you added or edited in the asset record or the selection from the latest Asset Template specified in the Template No and Rev No fields (if a template was used). 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.
You can edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired.
| Field | Description |
|---|---|
| Vendor |
For a new asset record which you create manually, enter, or click
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 template/revision number that displays in the Template No and Rev No fields on the Desc Info tab. This field is not system-validated. You can enter a vendor ID in this field that has not previously been set up on the Manage Vendors screen. If your entry matches an established vendor already set up on the Manage Vendors screen, the system will automatically display the associated name in the Vendor Name field in this group box. Note: If you enter a vendor ID that has not been previously set up on the Manage Vendors screen, the vendor ID will only be in effect for the asset record and will not be written back to the Vendors table.
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| Vendor Name |
For a new asset record which you create manually, enter, or click
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 template/revision number that displays in the Template No and Rev No fields on the Desc Info tab. If your entry in the Vendor field matches an established vendor already set up on the Manage Vendors screen, the system will automatically display the associated vendor name from that table in this field. This field is not system-validated. You can overwrite the table-provided vendor name with a different name, if desired, that has not previously been set up on the Manage Vendors screen or that is not associated with the data in the Vendor field. Note: Edits to the table-provided vendor name in this field will only be in effect for the asset record, and will not be written back to the Vendors table.
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to select, the vendor ID in this field.
Manufacturer Info
Use this group box to enter, edit, or view data on the manufacturer associated with the purchase of this asset.
You may find that the Mfg, Name, and Model No fields in this group box are already populated with default data from a template. 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. Data may have been copied from a default template designated on the Configure Fixed Assets Settings screen.
For an existing asset record, the fields will display the latest selection you made when you originally added or edited the asset record or the selection from the latest Asset Template specified in the Template No and Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data because template functionality in 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.
| Field | Description |
|---|---|
| Mfg |
For a new asset record which you create manually, enter, or click
You can edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired. This field is not system-validated. You can enter a manufacturer ID in this field that has not previously been set up on the Manage Manufacturers screen. If your entry matches an established manufacturer already set up on the Manage Manufacturers screen, the system will automatically display the associated name in the Name field in this group box. Note: If
you enter a manufacturer ID that has not been previously set up on the Manage Manufacturers screen, the manufacturer ID will only be in effect for the asset record and will not be written back to the Manufacturers table
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| Name |
For a new asset record which you create manually, enter, or click
You can additionally edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired. If your entry in the Mfg field matches an established manufacturer already set up on the Manage Manufacturers screen, the system will automatically display the associated manufacturer name from that table in this field. This field is not system-validated. You can overwrite the table-provided manufacturer name with a different name, if desired, that has not previously been set up on the Manage Manufacturers screen or that is not associated with the data in the Mfg field. Note: Edits to the table-provided manufacturer name in this field will only be in effect for the asset record, and will not be written back to the Manufacturers table.
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| Model No |
For a new asset record, enter the model number in this field, as applicable. You can additionally edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired. |
| Serial No |
For a new asset record, this field will be blank. Enter the serial number in this field. There is no corresponding Asset Template field. For an existing asset record, you can edit data that displays in this field, or you can add data to a blank field as desired. |
Condition
For a new asset record, New automatically displays as the system default. Select Used as Condition when applicable.
For an existing asset record, this field displays the condition you selected when you originally added the asset record or made subsequent edits.
Because the system automatically supplies the "New" default value for this field and the field is not considered blank, you can select an overwrite option for this field to be used by the system when importing template data.