Contents of the Manage Template User-Defined Global Changes Screen
Use the fields and options to configure the Manage Template User-Defined Global Changes screen.
You can globally change other user-editable fields in Asset Template records (non user-defined fields) on the Manage Template Global Changes screen.
You can also edit user-defined fields in individual template records on the Manage Asset Template Information screen and on the Manage Asset Template User-Defined Information screen. Your decision to make changes in the global screens is a matter of personal preference and will depend on the number of records to be changed and the efficiency with which the changes can be made.
Regardless of the screen(s) in which you make changes, the system can capture change data, store it in history, and make it available for you to view and print. The system can capture the template/revision record identifier, the name of each changed field, the old data from before the change, the new data after the change, information on the user who performed the change, and the date and time of the change.
Each check box that you select in the Asset/Template Field/Column Names subtask of the Configure Asset/Template Change Settings screen signifies that you want to capture data for that field for an Asset Template record each time you make a change to that data, regardless of the screen in which the change was made. To capture changes for user-defined fields, select check boxes for the following rows in the Template Audit Log column, as desired:
- User-Defined Amount Fields
- User-Defined Date Fields
- User-Defined Text Fields
- User-Defined Validated Text
You can use user-defined data to record additional information that may be specific to your company and for which there are no system-defined standard fields with the desired terminology.
Three types of user-defined fields are available: D (Date), N (Numeric), or T (Text). Text user-defined fields can include both validated and non-validated data. The primary advantage in using validated text data lies in the consistency of the entry format and the subsequent ability to print reports that use this consistent data format. When setting up validated text, you can define your own valid entries or you can select a field from an existing Costpoint table as the source for data validation.
You will either view all Asset Template records in the table window or you will first use Query to select the subset of Asset Master records for which one or more changes are desired. Because almost all fields on the Manage Asset Template Information screen are available as selection criteria, you can define a very specific subset of Asset Template records for which you wish to make changes.
Once you have selected the Asset Template records to be changed, enter the desired changes. The system will change the appropriate fields in this child table window (and thus also your Asset Template records) and will write the change details to an audit table (FA_TMPLT_AUDIT_LOG). Once the change details have been captured, use the View Template Change History screen to view change data stored in the Template Audit Log. Use the Print Asset/Template Change History Report screen to print change data stored in the Template Audit Log.
There are some columns in this table window that cannot be edited. The same situation also exists in the Asset Template record itself, in which there are corresponding non-editable fields. Non-editable columns are displayed because they may be useful when you are selecting the data to be changed.
The data rules for each column regarding validations, edit functions, and so on, are identical to the rules in the corresponding fields in an Asset Template record.
You cannot use this screen to add new Asset Template records or delete Asset Template records. However, you can add optional data, change existing data, or delete existing user-defined data (within the system rules already established) just as you would in an Asset Template record.
Once you have saved this screen, you can view the effects of the change(s) in the User-Defined Info subtask of the Manage Asset Template Information screen, the Manage Asset Template User-Defined Information screen, and/or this screen. You can make additional edits on each of these screens, if needed.
On this screen, unlike maintenance table windows throughout Costpoint, the line functions in the menu bar (New Record, Copy Record, and Delete Record) are disabled.
Asset Template records must already be in place before you can perform global changes on this screen.
Before you can enter, edit, or delete user-defined data on this screen, you must first initialize the user-defined label information on the Manage Asset Master User-Defined Labels screen. During setup, you will enter the label type, the label name, the sequence number that controls the order of the label display, a short description for the label, and whether data entry for the label should be required. If none of the labels has been designated as required, user-defined data entry is always optional. You can also designate during setup whether the label should accommodate validated text or access the designated field from the selected Costpoint validation table. If you have selected the validated text option for the label, you must also establish the data against which the text is to be validated.
Table Window
In this table window, you can enter or edit the data for each user-defined label that displays. If the label has been set as "required" on the Manage Asset Master User-Defined Labels screen, however, the label is required on this screen before you can save the record. User-defined labels must first be set up on the Manage Asset Master User-Defined Labels screen. The labels from that screen display in this table window along with the short help description.
If the label has been set up to use validated text, you can select only from user-defined validated text data that displays when you use Lookup. If the label has been set up to validate against Costpoint data, you can select only from the data that displays when using Lookup.
| Field | Description |
|---|---|
| Template No |
This non-editable column displays the system-required template number assigned to each of your selected records when they were last saved in the User-Defined Info subtask of the Manage Asset Template Information screen and/or on the Manage Asset Template User-Defined Information screen. Please refer to the documentation for the Template No field on the Manage Asset Template Information screen for additional information. |
| Rev No |
This non-editable column displays the system-required item number assigned to each of your selected records when they were last saved in the in the User-Defined Info subtask of the Manage Asset Template Information screen and/or on the Manage Asset Template User-Defined Information screen. Please refer to the documentation for the Rev No field on the Manage Asset Template Information screen for additional information. |
| Data type |
This non-editable column displays the data type for the label as it was initialized on the Manage Asset Master User-Defined Labels screen. The data types available for setup are D (Date), N (Numeric), or T (Text). |
| Labels |
This non-editable column displays the labels initialized on the Manage Asset Master User-Defined Labels screen in your designated sequence order. The Help Description that was initialized with each label during setup displays at the Values column for the selected label to guide you when you enter the user-defined data. |
| Values |
This column displays the optional user-defined data entered for this label for this record, as applicable, when the template was last saved in the User-Defined Info subtask of the Manage Asset Template Information screen and/or on the Manage Asset Template User-Defined Information screen. Although only a single character entered in the Values column fulfills the system requirement for data entry for non-validated labels that are types N and T, you will find it more beneficial to supply meaningful data, because your entry will display in the Asset Master record as well as in reports that use this field. Edit, enter, or click
The user-defined text label may, however, have been set up to accept validated data only. In this circumstance, one of two sources for validated text was designated during setup on the Manage Asset Master User-Defined Labels screen, as follows:
If the Required column for this row displays Y, text data for this row is required. If the Required column for this row displays N, you can edit data that displays in this field, add new data to a blank field, or delete existing data. |
| Costpoint Validation Field |
This non-editable column displays the applicable validation "rules" for this label as initialized on the Manage Asset Master User-Defined Labels screen. A user-defined text label may have been set up to accept validated data only. In this circumstance, one of two available sources for validated text was designated during setup on the Manage Asset Master User-Defined Labels screen, as follows:
|
| Validated Text |
This non-editable column displays the applicable validation "rules" for this label as initialized on the Manage Asset Master User-Defined Labels screen. A user-defined text label may have been set up to accept validated data only. In this circumstance, one of two available sources for validated text was designated during setup on the Manage Asset Master User-Defined Labels screen, as follows:
|
| Required |
This non-editable column displays the Y (Yes) or N (No) as set up for the label on the Manage Asset Master User-Defined Labels screen. If Y displays in this column for the label, you must enter data in the Values column for this row before you can save. If N displays in this column for the label, data entry is not required before you save the record. |
| Record Status |
This non-editable column displays the system-required record status assigned to each of your selected records. The available display options for this column are Active or Inactive. A record must be Active to be eligible for depreciation calculations. Please refer to the documentation for the Record Status group box on the Manage Asset Template Information screen for additional information. |
| Entry User ID |
This non-editable column displays the ID of the user that originally added the Asset Template record. |
| Entry Date |
This non-editable column displays the date and time that the Asset Template record was originally added. |
| Short Desc |
This non-editable column displays the optional short description entered for each of your selected records, as applicable. Please refer to the documentation for the Short Desc field on the Manage Asset Template Information screen for additional information. |
| Long Desc |
This non-editable column displays the optional long description entered for each of your selected records, as applicable. Please refer to the documentation for the Long Desc field on the Manage Asset Template Information screen for additional information. |
| Additional Desc |
This non-editable column displays the optional short description entered for each of your selected records, as applicable. Please refer to the documentation for the Addt'l Desc field on the Manage Asset Template Information screen for additional information. |
| Property Type |
This non-editable column displays the system-required property type entered for each of your selected records. Please refer to the documentation for the Property Type field on the Manage Asset Template Information screen for additional information. |
| Class Code |
This non-editable column displays the system-required classification code entered for each of your selected records. Please refer to the documentation for the Class Code field on the Manage Asset Template Information screen for additional information. |
| Subclass Code |
This non-editable column displays the optional subclass code entered for each of your selected records, as applicable. Please refer to the documentation for the Subclass Code field on the Manage Asset Template Information screen for additional information. |
| Depr Based On |
This non-editable column displays the required basis for depreciation that you assigned to each of your selected depreciable records (Depr Status is Depreciable). Note: Because of the child table window format of this screen, the system default of
Years will display in this column for non-depreciable records. The system will, however, ignore the value in this column if the record is non-depreciable (Depr Status is
Non-Depreciable) and depreciation cannot be computed for this record.
The available options are Years, Units of Usage, or Lease Pds. The system default is Years. (You can choose the basis for depreciation methodology only for the G/L Book. For any optional books (Books 2 to 10) used, the system uses the Years base method in its computations. Units of Usage and Lease Pds base methods are not available for non-G/L books). Please refer to the documentation for the Depreciation Based On group box on the Manage Asset Template Information screen for additional information. |
| Depr Status |
This non-editable column displays the system-required depreciation status that you assigned to each of your selected record. Status can be Depreciable or Non-Depreciable. System depreciation calculations cannot take place for non-depreciable assets. Please refer to the documentation for the Depreciation Status group box on the Manage Asset Template Information screen for additional information. |
| Post Disp To G/L |
This non-editable column displays the check box status for each of your selected non-depreciable records with an indicator of Y (Yes) or N (No). If this check box is selected for a non-depreciable asset, the system can post a future disposal entry for this record to the General Ledger. Please refer to the documentation for the Post Disp to G/L check box on the Manage Asset Template Information screen for additional information. |
| Vendor ID |
This non-editable column displays the optional vendor ID that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Vendor field on the Purch Info tab of the Manage Asset Template Information screen for additional information. |
| Vendor Name |
This non-editable column displays the optional vendor name that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Vendor Name field on the Purch Info tab of the Manage Asset Template Information screen for additional information. |
| Manufacturer ID |
This non-editable column displays the optional manufacturer ID that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Manufacturer field on the Purch Info tab of the Manage Asset Template Information screen for additional information. |
| Manufacturer Name |
This non-editable column displays the optional manufacturer name that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Manufacturer Name field on the Purch Info tab of the Manage Asset Template Information screen for additional information. |
| Model No |
This non-editable column displays the optional model number that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Model No field on the Purch Info tab of the Manage Asset Template Information screen for additional information. |
| Condition Code |
This non-editable column displays the system-required condition code assigned to this record. The options available for this required column are New or Used. Please refer to the documentation for the Asset Condition group box on the Purch Info tab of the Manage Asset Template Information screen for additional information. |
| Location Group |
This non-editable column displays the optional location group that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Location Group Info field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| City |
This non-editable column displays the city data that you assigned to each of your selected records, as applicable. Please refer to the documentation for the City field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| State/Province |
This non-editable column displays the state/province data that you assigned to each of your selected records, as applicable. Please refer to the documentation for the State/Province field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| Country |
This non-editable column displays the country data that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Country field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| Postal Code |
This non-editable column displays the postal code data that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Postal Code field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| County |
This non-editable column displays the optional county data that you assigned to each of your selected records, as applicable. Please refer to the documentation for the County field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| Location 1 (or your label) |
If you designated a label for Location 1 in the Location Labels for Asset Master group box of the Manage Asset Master Field Labels screen, your label description for Location 1 displays for this column. Note that you are not required to establish a label for this column. If you did not set up a value in the Location 1 Label field on the Manage Asset Master Field Labels screen, the default label for Location 1 displays for this column. This non-editable column displays the optional Location 1 data that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Location 1 (or your label) field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| Location 2 (or your label) |
If you designated a label for Location 2 in the Location Labels for Asset Master group box of the Manage Asset Master Field Labels screen, your label description for Location 2 displays for this column. Note that you are not required to establish a label for this column. If you did not set up a value in the Location 2 Label field on the Manage Asset Master Field Labels screen, the default label for Location 2 displays for this column. This non-editable column displays the optional Location 2 data that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Location 2 (or you label) field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| Location 3 (or your label) |
If you designated a label for Location 3 in the Location Labels for Asset Master group box of the Manage Asset Master Field Labels screen, your label description for Location 3 displays for this column. Note that you are not required to establish a label for this column. If you did not set up a value in the Location 3 Label field on the Manage Asset Master Field Labels screen, the default label for Location 3 displays for this column. This non-editable column displays the optional Location 3 data that you assigned to each of your selected records, as applicable. Please refer to the documentation for the Location 3 (or your label) field on the Loc Info tab of the Manage Asset Template Information screen for additional information. |
| Asset Account |
This non-editable column displays the system-required asset account "ownership" data assigned to each of your selected records. Please refer to the documentation for the Account field in the Asset Account group box on the Acct Info tab of the Manage Asset Template Information screen for additional information. |
| Asset Organization |
This non-editable column displays the required asset organization "ownership" data assigned to each of your selected records. Please refer to the documentation for the Organization field in the Asset Account group box on the Acct Info tab of the Manage Asset Template Information screen for additional information. |
| Asset Project |
This non-editable column displays the optional asset project "ownership" data assigned to each of your selected records, as applicable. Please refer to the documentation for the Project field in the Asset Account group box on the Acct Info tab of the Manage Asset Template Information screen for additional information. |
| Reference 1 (or your label) |
If you designated a different label for Reference 1 on the Configure General Ledger Settings screen in General Ledger, your label displays for this column. If you did not set up a different label, the default label for Reference 1 displays for this column. This non-editable column displays the optional asset Reference 1 "ownership" data assigned to each of your selected records, as applicable. Please refer to the documentation for the Reference 1 field in the Asset Account group box on the Acct Info tab of the Manage Asset Template Information screen for additional information. |
| Reference 2 (or your label) |
If you designated a different label for Reference 2 on the Configure General Ledger Settings screen, your label displays for this column. If you did not set up a different label, the default label for Reference 2 displays for this column. This non-editable column displays the optional asset Reference 2 "ownership" data assigned to each of your selected records, as applicable. Please refer to the documentation for the Reference 2 field in the Asset Account group box on the Acct Info tab of the Manage Asset Template Information screen for additional information. |
| Accum Depr Acct Code |
This non-editable column displays the required accumulated depreciation account code assigned to each of your selected depreciable records, as applicable. Please refer to the documentation for the Code field in the Accumulated Depreciation Account group box on the Acct Info tab of the Manage Asset Template Information screen for additional information. |
| Depr Exp Acct Alloc Code |
The depreciation expense account allocation code specifies one or more General Ledger account, organization, project, reference 1, and reference 2 numbers, as applicable, to which depreciation expense will be posted. Depreciation expense account allocation codes are set up on the Manage Depreciation Expense Acct Allocation Codes screen. This non-editable column displays the required depreciation expense account allocation code assigned to each of your selected depreciable records, as applicable. Please refer to the documentation for the Depr Exp Acct Alloc Code field on the Acct Info tab of the Manage Asset Template Information screen for additional information. |
| G/L Book Auto Calculate |
For depreciable assets, this non-editable column displays the check box status (Y if selected, N if clear) assigned to this record when the template was last saved on the Manage Asset Template Information screen. Note: Because of the child table window format of this screen,
Y (the system default for a selected check box) displays in this column for non-depreciable records. The system will, however, ignore the value in this column if the record is non-depreciable (Depr Status is
Non-Depreciable) and will never compute depreciation for a non-depreciable record.
Please refer to the documentation for the Auto Calculate Depreciation check box on the G/L Book Info tab of the Manage Asset Template Information screen for additional information. |
| G/L Book Depr Method Code |
Note:
For depreciable assets, this column will display a depreciation method code only if the value in the Depr Based On column is Years. Blanks automatically display in this column if the value in the Depr Based On column is Units of Usage or Lease Pds. |
|
This non-editable column displays the required depreciation method code assigned to this depreciable record when the template was last saved (if the value in the Depr Based On column is Years). Please refer to the documentation for the Depr Method Code in the G/L Book Info of the Manage Asset Template Information screen for additional information. | |
| G/L Book Useful Life |
Note:
For depreciable assets, this non-editable column displays a value greater than 0 only if the value in the Depr Based On column is Years. 0 displays in this column if the value in the Depr Based On column is Units of Usage or Lease Pds. |
|
This non-editable column displays the optional useful life assigned to this depreciable record, as applicable, when the template was last saved, if the value in the Depr Based On column is Years. Please refer to the documentation for the Useful Life on the G/L Book Info tab of the Manage Asset Template Information screen for additional information. | |
| G/L Book Salvage Percent |
This non-editable column is applicable only if the value in the Depr Based On column is Years or Units of Usage. The column is not applicable if the value in the Depr Based On column is Lease Pds. This non-editable column displays the optional G/L book salvage percent entered for this record, as applicable, when the template was last saved. Note: In an Asset Master record, the
G/L Book Salvage Percent column and the
G/L Book Salvage Value columns are reciprocal because entry in one column calculates and displays corresponding data in the other column in the screen of original entry.
The system subtracts data from the G/L Book Salvage Value column from the G/L Book Total Cost column and displays the results in the G/L Book Amt to Depreciate column, which in turn affects the amount of depreciation calculated by the system. Please refer to the documentation for the Percent field on the G/L Book Info tab of the Manage Asset Template Information screen for additional information. |
| G/L Book Units of Useful Life |
This non-editable column is applicable only if the value in the Depr Based On column is Units of Usage. The column is not applicable if the value in the Depr Based On column is Years or Lease Pds. This non-editable column displays the optional estimated units of useful life assigned to this record, as applicable, when the template was last saved. Please refer to the documentation for the Estimated Units Useful Life field on the G/L Book Info tab of the Manage Asset Template Information screen for additional information. |
| G/L Book Units Unit of Measure |
This column is applicable only if the value in the Depr Based On column is Units of Usage. The column is not applicable for entry if the value in the Depr Based On column is Years or Lease Pds. This non-editable column displays the optional estimated units of useful life assigned to this record, as applicable, when the template was last saved. The value in this column is for data purposes only and is not used in system calculations. Please refer to the documentation for the Unit of Measure Description field on the G/L Book Info tab of the Manage Asset Template Information screen (where Depr Based On is equal to Units of Usage) for additional information. |
| G/L Book Depr Rate Per Unit |
This column is applicable only if the value in the Depr Based On column is Units of Usage. The column is not applicable if the value in the Depr Based On column is Years or Lease Pds. This non-editable column displays the optional standard depreciation rate per unit of usage assigned to this record, as applicable, when the template was last saved. Please refer to the documentation for the Std Depr Rate Per Unit of Usage field on the G/L Book Info tab of the Manage Asset Template Information screen for additional information. |
| G/L Book Capitalized Lease |
This column is applicable only if the value in the Depr Based On column is Lease Pds. The column is not applicable if the value in the Depr Based On column is Years or Units of Usage. The system displays your check box selection (Y (Yes) when the check box is selected or N (No) when it is clear), when the template was last saved. The value in this column is for data purposes only and is not used in system calculations. Please refer to the documentation for the Capitalized Lease check box on the G/L Book Info tab of the Manage Asset Template Information screen for additional information. |
| G/L Book Lease Start Date |
This column is applicable only if the value in the Depr Based On column is Lease Pds. The column is not applicable if the value in the Depr Based On column is Years or Units of Usage. This non-editable column displays the optional lease start date, as applicable, when the template was last saved. The value in this column is for data purposes only and is not used in system calculations. Please refer to the documentation for the Lease Start Date field on the G/L Book Info tab of the Manage Asset Template Information screen for additional information. |
| G/L Book Lease End Date |
This column is applicable only if the value in the Depr Based On column is Lease Pds. The column is not applicable if the value in the Depr Based On column is Years or Units of Usage. This non-editable column displays the optional lease end date, as applicable, when the asset was last saved. The value in this column is for data purposes only and is not used in system calculations. Please refer to the documentation for the Lease End Date field on the G/L Book Info tab of the Manage Asset Template Information screen for additional information. |
| Nat Stock No |
This non-editable column displays the optional national stock number entered for this record, if applicable, when the template was last saved. Please refer to the documentation for the Nat Stock No field on the Govt Info tab of the Manage Asset Template Information screen for additional information. |
| Year Built |
This non-editable column displays the optional year-built data entered for this record, if applicable, when the template was last saved. Please refer to the documentation for the Year Built field on the Govt Info tab of the Manage Asset Template Information screen for additional information. |
| Employee ID |
This non-editable column displays the optional employee data entered for this record, if applicable, when the template was last saved. Please refer to the documentation for the Employee field on the Govt Info tab of the Manage Asset Template Information screen for additional information. |
| Government 1 (or your label) |
This non-editable column displays the optional data assigned to this record, if applicable, when the template was last saved on the Manage Asset Template Information screen. Note: If you designated a label for
Govt 1 Label field in the
Govt Labels for Asset Master group box of the Manage Asset Master Field Labels screen, your label description for
Govt 1 Label displays for this field. Note that you are not required to establish a label for this field. If you did not set up a label, the default label for Govt1 displays for this field.
The system uses the "government" label only as a matter of convenience and organization. Because these field names are user-defined, you can use these fields to hold data for any asset type, including company-owned property and other "non-government" property. To edit the column name, you must do so on the Manage Asset Master Field Labels screen (in the Fixed Assets Controls menu in Fixed Assets). The system does not validate the data in this column. You can use this user-defined "government" field independently from each of the other 14 user-defined "government" fields. Please refer to the documentation for the Govt1 (or your label) field on the Govt Info tab of the Manage Asset Template Information screen for additional information. |
| Government 2 to Government 15 (or your labels) |
Please refer to the documentation for the Govt2 to 15 (or your label) field on the Govt Info tab on the Manage Asset Template Information screen for additional information. |
| Notes | This non-editable column displays the optional notes data entered for this record, if applicable, when the template was last saved.
Please refer to the documentation for the Notes field on the Notes tab of the Manage Asset Template Information screen for additional information. |
to select a user-defined data (within system-applicable rules) in this column as follows: