Contents of the Manage Asset Account Information Screen
Use the fields and options to configure the Manage Asset Account Information Screen.
With this screen option, users do not automatically have access to data fields in other Asset Master subtasks; such access rights must be granted by the system administrator for each subtask on a screen-by-screen basis.
- If screen rights are set up so the user can access the Manage Asset Master Information screen, then that screen and all its tabs and subtasks are automatically accessible to you.
- If you do not have access rights to the Manage Asset Master Information screen, the system administrator can alternately grant or deny rights using the direct menu option (via the Asset Master Records menu) on a screen-by-screen basis. In this manner, each user can access only the permissible tabs or subtasks in an Asset Master record.
When you first bring up this screen, a screen prompts you to enter a search criteria.
Although the data displays in columnar form in the table window on this screen, data entry functionality and data rules for each column are identical to those for each corresponding field in the Acct Info tab of the Manage Asset Master Information screen, regardless of which entry screen methodology you establish for each user. You can also use the Form view option for this screen.
You cannot use this screen to add new asset records. You can enter additional optional data, change existing data, or delete existing data within the system rules already established for Asset Master record that was originally added using the Manage Asset Master Information screen and its subtasks.
On this screen, unlike maintenance table windows throughout Costpoint, the line functions in the menu (Execute, New Record, Clone Record, Delete and Undelete) are disabled.
The number of system-required columns on this screen depends on whether the record is depreciable, non-depreciable, or Capitalize, as follows:
- If this record is depreciable (that is,
Depreciable is the value in the
Depr/Lease Status field on the Manage Asset Master Information or the Manage Asset Description Information screen), data is required in the following columns:
- Asset Account and Asset Organization (ownership)
- (You can also optionally designate appropriate project and reference numbers, as applicable.)
- Depr Expense Acct Alloc Code (Postings for Depreciation Expense)
- Accum Depr Acct Code (Postings for Accumulated Depreciation)
- If this is non-depreciable (that is,
Non-Depreciable is the value in the
Depr Status field on the Manage Asset Master Information screen or the Manage Asset Description Information screen), data is required in the following columns:
- Asset Account and Asset Organization (ownership)
- (You can also optionally designate appropriate project and reference numbers, as applicable.)
- If this record is capitalize (that is,
Capitalize is the value in the
Depr/Lease Status field on the Manage Asset Master Information or the Manage Asset Description Information screen), data is required in the following columns:
- Asset Account and Asset Organization (ownership)
- Optionally, you can also designate appropriate project and reference numbers, as applicable.
- Depr/Expense Acct Alloc Code and Accum Depr Acct Code are enabled but not required when Depr/Lease Status is Capitalize.
When you first manually add a historical record with a Disposal status, you can edit all fields in the Asset Master record as needed, before you save the record for the first time. If you access the saved Disposal record again, however, the selection options in the Record Status, Depr/Lease Status, and Depr/Lease Based On columns on the Manage Asset Description Information screen are disabled. In addition, you cannot save edits to columns on this screen, the Manage Asset Cost Information, and Manage Asset Other Books Information screens in this circumstance.
Although you can change the information on this screen at any time, use caution in the timing of your edits. Changes to account information can affect postings to the General Ledger as well as the types of records included in system reports that include account number as a selection parameter.
If the displayed account data originated from autocreated data, you should make edits with caution to avoid compromising the integrity of the captured data.
Table Window
| Field | Description |
|---|---|
| Asset No |
This non-editable column displays the asset number assigned to this record when the asset was saved on the Manage Asset Master Information screen. |
| Item No |
This non-editable column displays the item number assigned to this record when the asset was saved on the Manage Asset Master Information screen. |
| Short Desc |
This non-editable column displays the optional short description entered for this record, if applicable. The Short Desc data may have been entered or edited on the Manage Asset Master Information screen or on the Manage Asset Description Information screen. Any edits to this column must be made on either of these two screens. |
| Record Status |
This non-editable column displays the system-required record status assigned to this record on the Manage Asset Master Information screen. The possible display options for this column are Active, Inactive, or Disposal. The system default is Active. A record must be Active to be eligible for depreciation calculations. |
| Depr/Lease Status |
This non-editable column displays the system-required depreciation/lease status assigned to this record on the Manage Asset Master Information screen. The possible display options for this column are Capitalize, Depreciable and Non-depreciable. The system default is Depreciable. |
| Post Disp To G/L |
This non-editable column displays the status of this check box from the selection made on the Manage Asset Master Information or on the Manage Asset Description Information screen. If the check box has been previously selected for a non-depreciable asset, this indicates that a future disposal entry for this record can be posted to the General Ledger. This check box is disabled for Capitalize leases. |
| Asset Account |
Note:
The asset account combination specifies the General Ledger asset Account, Organization, Project, Reference 1, and Reference 2 numbers linked with the asset record. The Account and Organization are always required; Project, Reference 1, and Reference 2 numbers are always optional. There are no special rules regarding the types of Account/Organization/ Project/Reference 1/Reference 2 combinations that can be used as an asset account. Asset accounts denote "ownership" and can include balance sheet combinations, expense account combinations (to track items not capitalized), and/or project combinations for property that should be identified with a contract. A valid asset account combination is system-required on this screen for both depreciable and non-depreciable property. At the minimum, a system-validated Account and Organization must be assigned as the "owner" of each asset record. Although account combinations for depreciation expense and accumulated depreciation are not necessary for non-depreciable records, asset account combination data is required for all records for the purpose of segregating groups of assets. Asset account combination data is frequently used as selection criteria by which you can choose specialized segments from your database records when performing online queries, running standard reports, or designing custom reports. This column displays the required asset account "ownership" data entered for this record. Data displayed in this column may have been edited in the Acct Info tab of the Manage Asset Master Information screen or on this screen. You can edit, enter, or click
Note: If you enter a project account abbreviation in the
Proj Acct Abbrev column, the system will populate this column with the account previously associated with the project account abbreviation.
To use this feature, you must have previously set up optional project account abbreviations codes on the Manage Project Account Groups screen in Project set up. For additional information about this feature, please refer to specific documentation for the Manage Project Account Groups screen and special topic, Project Account Groups. When you save this screen, the system will validate that the account is a detail account and that it is active. If the account fails one of these validations, you will need to either make corrections to the account or enter a different account number. (Additional validations regarding the Account/Organization/Project/Reference 1/Reference 2 data, as applicable, will also be performed before the record can be saved. The system will validate that the account is valid for the organization and, if project-required, also valid for the project.) |
| Asset Organization |
This column displays the required asset organization "ownership" data entered for this record. Data displayed in this column may have been edited in the Acct Info tab of the Manage Asset Master Information screen or on this screen. You can edit, enter, or click
When you save this asset record, the system will validate that the organization is active. If the organization fails this validation, you will need to either make corrections to the organization or enter a different organization. Additional validations regarding the Account/Organization/ Project/Reference 1/Reference 2 data, as applicable, will also be performed before the record can be saved. The system will validate that the organization is valid for use with the account. If the organization is restricted to specific projects, the system will also validate the organization-project relationship. |
| Asset Project |
This column displays the optional asset project "ownership" data entered for this record, if applicable. Data displayed in this column may have been edited in the Acct Info tab of the Manage Asset Master Information screen or on this screen. You can edit, enter, or click
When you save this asset record, the system will validate that the project level is valid and active. If the project fails this validation, you will need to either make corrections to the project or enter a different project. (Additional validations regarding the Account/Organization/Project/ Reference 1/Reference 2 data, as applicable, may also be performed before the record can be saved. An example is to check if the account-organization combination linked with the project is valid.) |
| Proj Acct Abbrev |
This column is available if you have previously set up optional project account abbreviations codes on the Manage Project Account Groups screen in Projects. You can enter directly in this column, or click
If you enter a project account abbreviation in this column, the system will populate the Asset Account column with the account previously associated with the project account abbreviation. (For additional information on the setup and use of project account abbreviations, please refer to specific documentation for the Manage Project Account Groups screen and special topic, Project Account Groups). |
| Asset Ref 1 (or your label) |
If you designate a different label for Reference 1 on the Configure General Ledger Settings screen in General Ledger, your label displays at this column. If you did not set up a different label for Reference 1, Asset Ref 1 displays at this column. This column displays the optional asset Reference 1 data entered for this record, if applicable. Data displayed in this column may have been edited in the Acct Info tab of the Manage Asset Master Information screen or on this screen. You can edit or enter a valid asset Reference 1 number in this optional column to specify the Reference 1 "ownership" for this record. You can click
When you save this asset record, the system will validate the Reference 1 number. If a Reference 1 number fails this validation, you will need to either make corrections to the Reference 1 number or enter a different one. |
| Asset Ref 2 (or your label) |
If you designate a different label for Reference 2 on the Configure General Ledger Settings screen in General Ledger, your label displays at this column. If you did not set up a different label for Reference 2, Asset Ref 2 displays at this column. This column displays the optional asset Reference 2 "ownership" data entered for this record, if applicable. Data displayed in this column may have been edited in the Acct Info tab of the Manage Asset Master Information screen or on this screen. You can edit or enter a valid asset Reference 2 number in this optional column to specify the Reference 2 "ownership" for this record. You can click
When you save this asset record, the system will validate the Reference 2 number. If a Reference 2 number fails this validation, you will need to either make corrections to the Reference 2 number or enter a different one. Note: The asset account combination specifies the General Ledger asset Account, Organization, Project, Reference 1, and Reference 2 numbers linked with the asset record. The Account and Organization are always required; Project, Reference 1, and Reference 2 numbers are always optional. There are no special rules regarding the types of Account/Organization/ Project/Reference 1/Reference 2 combinations that can be used as an asset account.
Asset accounts denote "ownership" and can include balance sheet combinations, expense account combinations (to track items not capitalized), and/or project combinations for property that should be identified with a contract. A valid asset account combination is system-required on this screen for both depreciable and non-depreciable property. At the minimum, a system-validated Account and Organization must be assigned as the "owner" of each asset record. Although account combinations for depreciation expense and accumulated depreciation are not necessary for non-depreciable records, asset account combination data is required for all records for the purpose of segregating groups of assets. Asset account combination data is frequently used as selection criteria by which you can choose specialized segments from your database records when performing online queries, running standard reports, or designing custom reports. |
| Depr Expense Acct Alloc Code |
The depreciation expense account allocation code specifies one or more General Ledger account, organization, project, reference 1 and reference 2 numbers to which depreciation expense will be posted for this asset record. Depreciation expense account allocation codes are set up during initialization on the Manage Depreciation Expense Acct Allocation Codes screen. This column is required for depreciable assets. For non-depreciable assets, this column will be unavailable for entry or edits. For capitalize assets, the Depr Expense Acct Alloc Code is available but not required for entry or edits. This column displays the depreciation expense account allocation code entered for this record, if applicable. Data displayed in the Depr Expense Acct Alloc Code column may have been edited in the Acct Info tab of the Manage Asset Master Information screen or on this screen. For depreciable records, you can edit this column or enter a depreciation expense account allocation code for this record. You can also click
|
| Depr Expense Acct Alloc Code Desc |
This non-editable column displays the description for the depreciation expense account allocation code from the Manage Depreciation Expense Acct Allocation Codes screen. To edit the depreciation expense account allocation code description, you must do so on the Manage Depreciation Expense Acct Allocation Codes screen. |
| Accum Depr Acct Code |
The accumulated depreciation account code specifies the General Ledger account, organization, project, reference 1, and reference 2 numbers to which accumulated depreciation will be posted for this asset record. Accumulated depreciation account codes are set up during initialization on the Manage Accumulated Depreciation Account Codes screen. This column is required for depreciable assets. For non-depreciable assets, this column will be unavailable for entry or edits. For capitalize assets, the Depr Expense Acct Alloc Code field is available but not required for entry or edits. This column displays the accumulated depreciation account code entered for this record, if applicable. Data displayed in this column may have been edited on this screen or in the Acct Info tab of the Manage Asset Master Information screen. For depreciable records, you can edit, enter, or click
|
| Accum Depr Acct Code Description |
This non-editable column displays the description for the accumulated depreciation account code from the Manage Accumulated Depreciation Account Codes screen. To edit the accumulated depreciation account code description, you must do so on the Manage Accumulated Depreciation Account Codes screen. |
to select, a valid asset account in this column to specify the account "ownership" for this record. If the displayed account data originated from autocreated data, however, you should make edits with caution to avoid compromising the integrity of the captured data.