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Contents of the Configure Autocreation Settings Screen

Use the fields and options to configure the Configure Autocreation Settings screen.

You should establish your preferences before initiating the optional autocreation process. Although you can change the option selections and active check boxes on this screen at any time, use caution; poor timing can cause unexpected results.

Default for Location Data

Field Description
Populate the City, State/Province, Postal Code, and Country fields with data from the corresponding fields in the Ship ID in the PO Line.

Select this optional check box to populate the City, State/Province, Postal Code, and Country fields on the Manage Autocreation Transactions screen with data from the Ship ID in the Purchase Order Line. You can always change data in the City, State/Province, Postal Code, and Country fields, either on the Manage Autocreation Transactions screen and/or in an Asset Master record, after autocreation has taken place.

Defaults for Cost Data from the PO using Timing Code = "R"

The options in this group box apply only to autocreation transactions that capture data at time of receipt rather than at time of posting. (You will have entered an "R" timing code for the designated asset account combination and/or wildcards on the Manage Autocreation Accounts screen.)

The option you select becomes the default and determines how cost data in the Price field on the Manage Autocreation Transactions screen is populated from the Purchase Order. You can populate the Price field with the unit cost from the purchase order or with no cost.

Regardless of which option you select, you can always change data in the Price field, either on the Manage Autocreation Transactions screen, in the Cost Info tab of the Manage Asset Master Information screen and/or directly on the Manage Asset Cost Information screen after autocreation has taken place.

Field Description
Use Purchase Order Cost as F/A Cost

This option is the default option. If you leave this option selected, the system will automatically populate the Price field on the Manage Autocreation Transactions screen with the unit cost from the purchase order line.

Note: The Purchase Order unit cost may not be the final price paid per unit. If the amount paid per unit differs from the PO cost per unit, the system cannot automatically correct for this situation and you will need to manually edit the cost, either on this screen or in an Asset Master record.
Ignore Purchase Order Cost; Assign Zero F/A Cost

If you select this option, the system will ignore the unit cost from the Purchase Order line and will automatically populate the Price field on the Manage Autocreation Transactions screen with zero cost.

This option is available because the Purchase Order unit cost may not be the final price paid per unit. Some users prefer to represent this "temporary" cost as zero, rather than to populate the Price field with a potentially incorrect number. There is no system function currently available to automatically update the Price field in an Asset Master record created at time of receipt with the actual unit cost when an invoice is paid. As a result, if you select this option as the default, you will need to manually update the Price field in the Cost Info tab of the Manage Asset Master Information screen if there are changes after the record has been autocreated.

Defaults for Short Desc and Long Desc fields

In this group box, you can select optional check boxes to control how the Fixed Asset Short Desc and Long Desc fields are populated from Purchase Order data.

Regardless of which check boxes are selected in this group box, you can always change data in the Short Description and/or Long Description fields, either on the Manage Autocreation Transactions screen and/or on the Manage Asset Master Information screen, after autocreation has taken place.

Field Description
Populate the F/A Short Desc fields with the first 30 characters of data from the PO Line Desc field

Select this check box to automatically populate the Short Desc field on the Manage Autocreation Transactions screen with the first 30 characters of data from the PO Line Desc field. Because the PO Line Desc field can contain up to 60 characters and the Short Desc field on the Manage Autocreation Transactions screen and on the Manage Asset Master Information screen contains a maximum of only 30, the description from the PO Line will be truncated if it contains more than 30 characters.

Note: The Short Desc field from the Manage Asset Master Information screen is the only description field that prints in standard Fixed Assets reports (provided that such reports include the asset description as a data field).
Populate the F/A Long Desc field with all data from the PO Line Desc field

If you select this check box, the system automatically populates the Long Desc field on the Manage Autocreation Transactions screen with all data from the PO Line Desc field. The PO Line Desc field and the Long Desc field on the Manage Autocreation Transactions screen and on the Manage Asset Master Information screen can each contain up to 60 characters of alphanumeric data.

The Long Desc field never prints in standard Fixed Assets reports. However, it can be printed in user-designed reports using Impromptu.

Defaults for UID

If you have a license to Costpoint Inventory, you will not be able to edit the fields in this group box. You will need to go to the UID Defaults group box of the Configure Serial/Lot Settings of Costpoint Inventory screen to edit the values in these fields. If you do not have a license to Costpoint Inventory, the UID related fields may be initialized and updated on this screen.

Field Description
Enterprise Identifier

Enter the Enterprise Identifier code for UID generation. UID is the Unique Identification number for Government Furnished Equipment and Government Furnished Material.

The Enterprise Identifier is a component of the UID Prefix used in the auto-generation of a UID value when the UID Type value is UID1 or UID2. In both cases, the Enterprise Identifier (as the second part of the UID Prefix,) will become the second part of the UID value generated. If a UID is auto-generated either on the Manage Autocreation Transactions screen or in the Fixed Assets subtask (on the Manage Purchase Order Receipts and/or Manage Quality Control Inspections screens in Costpoint Receiving), then the Enterprise Identifier value on this screen will be copied into the corresponding field on the Manage Autocreation Transaction screen or in the Fixed Assets subtask (on the Manage Purchase Order Receipts and/or Manage Quality Control Inspections screens in Costpoint Receiving), assuming that record’s Enterprise Identifier field is empty.

If the Enterprise Identifier field on a record already has a value when a UID is auto-generated, that record’s Enterprise Identifier value will not be used to determine the construction of the UID. As a business practice, the Enterprise Identifier field on a record should be empty when the UID auto-generation is performed so that the Enterprise Identifier from this screen is copied into the record and the Enterprise Identifier and the auto-generated UID values match. See the Help for the Generate UID label on the Manage Autocreation Transactions screen for additional information about the UID auto-generation process.

Issuing Agency Code

Enter the code for the Issuing Agency responsible for assigning the Enterprise Identifier for UID generation.

The Issuing Agency Code is a component of the UID Prefix used in the auto-generation of a UID value when the UID Type value is UID1 or UID2. In both cases, the Issuing Agency Code (as the first part of the UID Prefix,) becomes the first part of the UID value. If a UID is auto-generated either on the Manage Autocreation Transactions screen or in the Fixed Assets subtask (on the Manage Purchase Order Receipts and/or Manage Quality Control Inspections screens in Costpoint Receiving), then the Issuing Agency Code value on this screen will appear in the corresponding field on the Manage Autocreation Transaction screen or in the Fixed Assets subtask (on the Manage Purchase Order Receipts and/or Manage Quality Control Inspections screens in Costpoint Receiving), assuming that record’s Issuing Agency Code field is empty.

If the Issuing Agency Code field is already populated on a record when a UID is being auto-generated, that record’s Issuing Agency Code value will not be used to determine the construction of the UID. As a business practice, the Issuing Agency Code field on a record should be empty when the UID auto-generation is performed so that the Issuing Agency Code from this screen is copied into the record and the Issuing Agency Code and the auto-generated UID values match. See the Help for the Generate UID label on the Manage Autocreation Transactions screen for additional information about the UID auto-generation process.

UID Prefix

Enter the Prefix to be used for the Issuing Agency Code/Enterprise Identifier combination when generating UIDs.

This field consists of the Issuing Agency Code combined with the UID Enterprise Identifier and is populated during initialization or as needed to keep the data current. The typical process would be to enter the Issuing Agency Code and Enterprise Identifier here (or in the Configure Serial/Lot Settings screen if Inventory is licensed), and then combine the two values (Issuing Agency Code plus Enterprise Identifier) in the UID Prefix field.

The UID Prefix is used during the Generate UID process. The UID Prefix value will become the first part of any generated UID, and will be followed by the Serial Number and,depending on the UID Type, will also be followed by the model. See the UID Type information below as well as Help information for the Generate UID label on the Manage Autocreation Transactions screen for additional information about the UID auto-generation process.

Although the Configure Serial/Lot Settings screen and/or the Configure Autocreation Settings screen can be saved while the UID Prefix field is empty, the Generate UID button on the Manage Autocreation Transactions screen or in the Fixed Assets subtask (on the Manage Purchase Order Receipts and/or Manage Quality Control Inspections screens in Costpoint Receiving) will not work unless this field has been populated.

UID Type

Enter, or click to select, the construct type for UID generation.

The UID Type is used in the auto-generation of a UID value. The UID Type tells the auto-generation process what data should be used in the construction of the UID.

On a record in Manage Autocreation transactions or in the Fixed Assets subtask (on the Manage Purchase Order Receipts and/or Manage Quality Control Inspections screens in Costpoint Receiving), if the UID Type field is populated when a UID is auto-generated, then that UID Type value will be used to determine the construction of the UID. However, if the UID Type column is empty when the UID auto-generation is performed, then the default UID Type that is visible on this Configure Autocreation Settings screen will be used to create the UID. As part of the UID auto-generation process, when the default UID Type from this screen is used, the default UID Type value is entered into the UID Type column for the asset(s) as part of the auto-generation process. See the Help for the Generate UID label on the Manage Autocreation Transactions screen for additional information about the UID auto-generation process.

In order for auto-generation of UID values to occur, the UID Type in the highlighted row(s) on the Manage Autocreation Transactions screen or in the Fixed Assets subtask (on the Manage Purchase Order Receipts and/or Manage Quality Control Inspections screens in Costpoint Receiving) must be equal to one of the two UID Type values supported by the Generate UID button, or empty with one of the two supported UID Type values displayed on this screen (the Configure Autocreation Settings screen). Those values are:

  • UID1
  • UID2

The following conditions also must be true for auto-generating UID values:

  • The UID Prefix field on the Configure Autocreation Settings screen must be populated.
  • The Serial No field for the highlighted row(s) must have a value.
  • The UID column for the asset record(s) must be empty.

    If the UID Type on the record or in the Defaults for UID group box of the Configure Autocreation Settings is equal to UID2, the successful generation of a UID code and the population of that code into a Manage Autocreation Transactions record’s UID field will occur only if the preceding three conditions are satisfied and the following additional situation is true:

  • The Model No field for the highlighted row(s) must have a value.

For both UID Types UID1 and UID2, the generated UID value will not be used to populate the UID field for that record if the generated value already exists on an Inventory, Autocreation Edit or Fixed Assets record.