Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

This field is non-editable and will display From Beginning if you select the PO Receipts option.

Enter, or click to select, the ending receipt date in date format. When you run the process from this screen by clicking on the toolbar, the system copies eligible data for "new" (previously unprocessed) transactions if their receipt date is on or before your entry in this field. The system matches your selection with the receipt date from the Manage Purchase Order Receipts or Manage Quality Control Inspections screens in Costpoint Receiving.

Select this check box to include posted transactions that were created for Accounts Payable using Accounts Payable Vouchers. You can select both AP Vouchers and PO Vouchers, if desired.

Select this check box to include posted transactions that were created for Accounts Payable using Purchase Order Vouchers. You can select both PO Vouchers and AP Vouchers, if desired.

Enter, or click to select, the beginning fiscal year, period, and subperiod for the voucher posting range. The system does not validate your selection criteria against established FY, period, and subperiod data from any tables. Be careful with your entry; you may find that you have entered selection criteria for which data does not exist or does not meet your other selection criteria.

If you select All or From Beginning in the Accounting Period drop-down list, these fields will be inactive.

Enter, or click to select, the ending fiscal year, period, and subperiod for the voucher posting range. The system does not validate your selection criteria against established FY, period, and subperiod data from any tables. Be careful with your entry; you may find that you have entered selection criteria for which data does not exist or does not meet your other selection criteria.

If you select All, One, or To End in the Accounting Period drop-down list, these fields will be inactive.

Enter, or click to select, the default depreciation start date. Data entry in this optional field is not system-validated. This field is also optional in an Asset Master record. Note, however, that the system cannot perform depreciation calculations for an Asset Master record if this field is blank or if the start date is later than the end of the current Fixed Assets accounting period set up on the Configure Posting Settings screen. There is no corresponding field in an Asset Template.

Because the system cannot capture depreciation start dates from Costpoint Purchasing/Receiving or Accounts Payable data for any book, you can use this field to designate a default depreciation start date for all books that can be used in the autocreation process. If you enter a date in this field, the system will automatically copy start date information entered in this field to each record on the Manage Autocreation Transactions screen as a result of running the process from this screen. The specified depreciation start date you enter on this screen will be copied to the Manage Autocreation Transactions screen for each book initialized on the Configure Fixed Assets Settings screen.

The decision whether to supply a depreciation start date for all books is an important one because the system data requirements to save an asset record are not sufficient to calculate depreciation. The Depr Start Date field, for example, must be populated with a date on or before the end of the Fixed Assets period specified in the Configure Posting Settings screen before the record is eligible for depreciation calculations.

Your decision to populate rows on the Manage Autocreation Transactions screen with a depreciation start date should depend on the amount of control you want to exercise over Fixed Assets processing. You should determine if, after autocreation processing, you want depreciation calculations to proceed automatically without the need to intervene further in an Asset Master record. For example:

• If you add a Depr Start Date on this screen for the G/L Book, you can run calculations without the need for additional data entry in the Asset Master record. If you leave this optional field blank, you will need to go back to the Asset Master record after it has been autocreated to add this data before depreciation computations can run for the record.
• If you add depreciation methods and start dates for your optional additional books on this screen, depreciation calculations will proceed automatically for these books without the need for additional data entry in the Asset Master record. If you leave these optional fields blank, you will need to go back to the Asset Master record after it has been autocreated to add this data before depreciation computations can run for these books for the record.

During the final autocreation process, this data will be moved from the Manage Autocreation Transactions screen to create Asset Master records. Depreciation calculations can then automatically take place for each record included in the depreciation calculation selection range without the need for user intervention.

Even if you have specified a default depreciation start date on this screen, you can change this date on both the Manage Autocreation Transactions screen and in Asset Master records after autocreation has taken place. (All changes should be made with caution, however.)

Enter, or click to select, the default in-service date. Data entry in this field is optional on this screen and in an Asset Master record. There is no equivalent In-Service Date field in an Asset Template record. This field is for data purposes only, and it is neither system-validated nor used in system calculations. When depreciation is calculated, the system only checks the date from the Depr Start Date field.) The date in this field is often the same as the depreciation start date. Many users choose to leave this field blank. No system rules apply to the use of this field.

Because the system cannot capture in-service dates from Costpoint Purchasing/Receiving or Accounts Payable data for any book, you can optionally use this field to designate a default in-service for all books used in the autocreation process. Costpoint will automatically copy in-service date information from the Manage Autocreation Transactions screen to the Asset Master records during the final autocreation process. Changes to any in-service date for any book are permitted in both the Manage Autocreation Transactions screen and in the Asset Master records after autocreation has taken place.

In this group box, you can optionally set up a default template and also specify whether it will be permissible for the Asset account combination data ("ownership" data) from the default template to overwrite autocreated data in the Asset account combination fields on the Manage Autocreation Transactions screen.

You can use the optional template feature to set up one or more templates and establish "standard" default data for property that shares common characteristics. The primary function of a template is to provide the system mechanism by which default data from the template is copied into fields on the Manage Autocreation Transactions screen (and in an Asset Master record) in order to minimize the need to enter data manually. You can set up templates with many default fields. Some fields are purely informational, such as manufacturer, location, and so on. Some fields supply data for system-required fields. Other template fields provide processing directions, such as depreciation methods, posting accounts, and so on. When you specify a template for a row on the Manage Autocreation Transactions screen, data from the template is automatically copied to applicable columns on that screen.

The fields required in an Asset Master record (such as property type, classification code, asset account data, and so on) are also required on the Manage Autocreation Transactions screen and in an Asset Template record. The ability to specify the use of an Asset Template allows you to satisfy the required field entry both on the Manage Autocreation Transactions screen and on the Asset Master Records screens.

The following template fields satisfy required field entry on both the Manage Autocreation Transactions screen and in an Asset Master record. If you have not specified the use of an Asset Template, you will need to enter data in the following columns before you save a row on the Manage Autocreation Transactions table window:

• For both Depreciable and Non-Depreciable Records:
  • Property Type
  • Classification Code

• For Depreciable Records:

  • Property Type
  • Classification Code
  • Depr Method Code (G/L Book Info)
  • Depr Expense Acct Alloc Code
  • Accumulated Depreciation Account Code

(The Default Acquisition Data Fiscal Year, Period, Subperiod, Asset Account, and Asset Org fields are also required entry on the Manage Autocreation Transactions screen and in an Asset Master record, but they are populated automatically when you run the Create Autocreation Transactions process from this screen. Normally there should be no need to change this data.)

• You can optionally assign a template/revision number during the receiving process (if you are licensed for Costpoint Purchasing and Receiving).

  The Fixed Assets subtasks of the Manage Purchase Order Receipts and Manage Quality Control Inspections screens in Costpoint Receiving are available for optional data entry. In addition to entering the tag number, location data, user-defined data, and so on, you can also specify the use of a template/revision number.

  If you specify a template in either of the two Costpoint Receiving screens, data from the template will be copied to the corresponding fields in the Fixed Assets subtask. If you make no changes to the data from the template, the same data will display on the Manage Autocreation Transactions screen (and eventually in the Asset Master record). Once data has been copied from the template, you can always edit it on a field-by-field basis in the destination screen(s) if necessary.

  (In this circumstance, when a template is specified on the receiving screen, neither template data nor the template identifier will display on the Manage Accounts Payable Vouchers screen in Costpoint Accounts Payable. It is important that the procedures and responsibility for assigning templates be carefully defined in your Company to avoid unexpected results.)

  The template/revision identifier, if specified in Costpoint Receiving, will display on the Manage Autocreation Transactions screen.

  The point of time at which you specify a template in the receiving entry screen can affect the outcome.

  For example, if you have specified that you want data from the PO Ship ID from the purchase order to be captured on the receiving screen, these defaults will automatically display. If you then specify a template, location data from the template will overwrite the shipping ID data captured from the purchase order (including overwriting these fields with blanks if the fields were blank in the template).

  If, for example, you have manually added some user-defined government information on the receiving screen and then specify a template, data from the template will overwrite your manually entered data, including overwriting these fields with blanks if the fields were blank in the template.

  Note that once data has been copied from the template, you can always edit it on a field-by-field basis in the destination screen(s) if necessary.

  Costpoint will never use a default template if a template has already been specified in Costpoint Receiving.

  Note: Although you can designate a template in Costpoint Receiving, you will have more control over the import of template data if you designate a template directly on the Manage Autocreation Transactions screen instead of entering a template in Costpoint Receiving or Costpoint Accounts Payable, or by naming a default template on the Configure Fixed Assets Settings screen.

  There is no message that gives you an overwrite choice when importing template data into the Fixed Assets subtask of the Manage Purchase Order Receipts screen (as there is on both the Manage Asset Master Information screen and the Manage Autocreation Transactions screen). This is a technical issue because there are relatively few template fields in the subtask and, in order to have an overwrite selection, the system must store data for all the template fields in the Materials module tables.

  Procedurally, we recommend that the receiver does not enter a template in the Fixed Assets subtask of the Receive Purchase Order screen. Instead, if the receiver has a specific piece of data to enter at time of receipt such as the Location Group or the Serial Number (or any other piece of data for which there are columns in that subtask), he/she should do so in the appropriate column.

  You can later apply the appropriate template directly on the Manage Autocreation Transactions screen and at that time select the option to supply data only for blank fields so the data entered by the receivers will be preserved and not overwritten.

• You can optionally assign a template/revision number on the Manage Accounts Payable Vouchers screen in Costpoint Accounts Payable.

  In order to assign a template in Costpoint Accounts Payable, all accounts designated for autocreation in Costpoint Fixed Assets (Manage Autocreation Accounts screen) must have been set up with a Timing Code of Posting.

  If you are not licensed for Costpoint Purchasing and Receiving, you can specify the use of a template/revision number directly on the Manage Accounts Payable Vouchers screen. Data from the designated template will be copied to the corresponding fields and will automatically display on the Manage Autocreation Transactions screen (and eventually in the Asset Master record). Only the template identifier displays on the Manage Accounts Payable Vouchers screen. Because the actual data copied from the template does not display on the Manage Accounts Payable Vouchers screen, it is important that the procedures and responsibility for assigning templates be carefully defined in your Company to avoid unexpected results.

  Even if you are licensed for Costpoint Purchasing and Receiving, you may decide not to assign a template during the receiving function but instead, assign a template for the first time on the Manage Accounts Payable Vouchers screen. In this circumstance, the same rules apply as in the preceding paragraph.

  If you are licensed for Costpoint Purchasing and Receiving, you can optionally assign a template/revision number during the receiving process for each unit accepted. Because there is no automatic direct relationship between a unit received and a voucher line, a template assigned at time of receipt will not display on the Manage Accounts Payable Vouchers screen. If you now enter a template on the Manage Accounts Payable Vouchers screen, the Asset Template entered in Costpoint Accounts Payable will take precedence during the autocreation process and data from that template will display on the Manage Autocreation Transactions screen.

  The template/revision identifier, if specified in Costpoint Account Payable, will display on the Manage Autocreation Transactions screen.

  Costpoint will never use a default template if a template has already been specified in Costpoint Accounts Payable.

  Note: Although you can designate a template in Costpoint Accounts Payable, you will have more control over the import of template data if you wait and designate a template directly on the Manage Autocreation Transactions screen instead of initiating a template in Costpoint Receiving or Costpoint Accounts Payable, or by naming a default template on the Configure Fixed Assets Settings screen and enabling its use on this screen.

  There is no message that gives you an overwrite choice when importing template data into the Fixed Assets subtask of the Manage Purchase Order Receipts screen (as there is in both the Asset Master and the Manage Autocreation Transactions screens). This is a technical issue because there are relatively few template fields in the subtask and, in order to have an overwrite selection, the system must store data for all the template fields in the Materials modules tables.

  Procedurally, we recommend that the receiver does not enter a template in the Fixed Assets subtask of the Manage Purchase Order Receipts screen. Instead, if the receiver has a specific piece of data to enter at time of receipt such as the Location Group or the Serial Number (or any other piece of data for which there are columns in that subtask), he/she should do so in the appropriate column.

  You can later apply the appropriate template directly on the Manage Autocreation Transactions screen, and at that time select the option to supply data only for blank fields so the data entered by the receivers will be preserved and not overwritten.

• You can optionally enable the use of a default template.

  If you have not specified a template in Costpoint Purchasing/Receiving or Costpoint Accounts Payable, you can still copy default template data to the Manage Autocreation Transactions screen (and eventually to the Asset Master record). To enable this, you must first designate a template/revision identifier for use as a default in the Default Template for Asset Master group box on the Configure Fixed Assets Settings screen.

  Note: Most companies only rarely specify a "default" template on the Configure Fixed Assets Settings screen because they routinely establish multiple templates and find it difficult to specify one to be used as the overall default.

  Although you may have designated a default template for use under normal data entry conditions, you must also indicate on this screen (the Create Autocreation Transactions screen) whether the use of a default template should be enabled during autocreation. Go to the Default Template Use group box and select the Use default template specified in F/A Settings screen check box if you want to use data from the specified default template in the event that a template has not been specified in Costpoint Receiving or Costpoint Accounts Payable.

  There is a second check box in the Default Template Use group box: Do not overwrite Asset Acct/Org/Proj with template data. This check box is active as the default. If you enable the use of a default template and select this check box, the system will prevent the Asset Acct/Org/Proj data from being overwritten with data from the template fields. (Asset Acct/Org/Proj data is required before you can save an Asset Template or Asset Master record.)

  The default template will never be used if a template has been specified elsewhere. If the default template has been used, the template/revision identifier will display on the Manage Autocreation Transactions screen.

  If no template has been assigned in Costpoint Purchasing/Receiving or Costpoint Accounts Payable and if you have neither set up nor enabled the use of a default template, you can designate the use of a template (and revision number, as applicable) directly on the manage Autocreation Transactions screen.

  Alternately, even if a template number already displays on the Manage Autocreation Transactions screen, you can specify the use of a different template/revision number at the Template No/Rev No columns, if desired.

  Note: You will have more control over the import of template data if you designate a template directly on the Manage Autocreation Transactions screen instead of initiating a template in Costpoint Receiving or Costpoint Accounts Payable, or by naming a default template on the Configure Fixed Assets Settings and enabling its use on this screen.

  There is no message that gives you an overwrite choice when importing template data into the Fixed Assets subtask of the Receive Purchase Order screen (as there is in both the Asset Master screen and the Edit Autocreation Transactions screen).  This is a technical issue because there are relatively few template fields in the subtask and, in order to have an overwrite selection, the system must store data for all the template fields in the Materials modules tables.

  Procedurally, we recommend that the receiver NOT enter a template in the Additional Receiving Info for Autocreated Fixed Assets subtask of the Manage Purchase Order Receipts screen. Instead, if the receiver has a specific piece of data to enter at time of receipt such as the Location Group or the Serial Number (or any other piece of data for which there are columns in that subtask), he/she should do so in the appropriate column.

  You can later apply the appropriate template directly on the Manage Autocreation Transactions screen, and at that time select the option to supply data only for blank fields so the data entered by the receivers will be preserved and not overwritten.

  If you have received and accepted items that were ordered on Purchase Orders for account/org/project combinations that had not been set up before the actual receipt, there is a simple procedural solution:

  After you add the appropriate account/org/project combination on the Manage Autocreation Accounts screen, go back to the Manage Purchase Order Receipts screen and open the Fixed Assets subtask. Although the system automatically creates a row for each received and accepted unit in this subtask, there is no need to enter any additional data in this subtask. Click OK, save the receipt again, and autocreation should proceed correctly.

If you select this check box, the system will copy data from the default template to rows on the Manage Autocreation Transactions screen if a template has not already been specified in Costpoint Receiving or Costpoint Accounts Payable. Data from the template will overwrite system-captured data in almost every case for corresponding fields. (The exception is the Asset Acct/Org/Proj data captured from the purchase order or A/P voucher; if you selected the Do not overwrite Asset Acct/Org/Proj with template data check box on this screen (the default), this data will not be overwritten with template data.)

You can prevent the use of a specified default template only when you leave this check box clear.

You can use this check box to control whether Account/Organization/Project/Reference 1/Reference 2 data copied from Purchasing/Accounts Payable should be overwritten on the Manage Autocreation Transactions screen with Account/Organization/Project/Reference 1/Reference 2 data if a default template has been specified for use (and a template has not already been designated in Costpoint Receiving or Costpoint Accounts Payable).

The general template rules regarding use of the default template (if a template has not already been designated in Costpoint Receiving or Costpoint Accounts Payable) are as follows:

• Data from a specified default template will always overwrite data in the corresponding columns on the Manage Autocreation Transactions screen if the Use default template specified in F/A Settings screen check box is selected.
• The asset account/org/proj data from a specified default template will not overwrite autocreated data in the Asset Account, Asset Org, Asset Project, Asset Ref 1, and Asset Ref 2 columns on the Manage Autocreation Transactions screen if the Do not overwrite Asset Acct/Org/Proj with template data check box is selected. (Note that Asset Acct/Org/Proj data is required before you can save a row on the Manage Autocreation Transactions screen or an Asset Master record.)

Select this check box if you want to delete the Unique Item Identifier (UID) Type from records being autocreated without a UID.

As applicable, enter, or click to select, the desired acquisition fiscal year. There is no default and this field is required. The lookup displays only fiscal years already set up on the General Ledger Manage Fiscal Years screen in descending order, beginning with the latest fiscal year. Fiscal years set up in the General Ledger should always match those set up in Fixed Assets on the Manage Fixed Assets Fiscal Years screen.

Because the display when you click is a standard lookup to the Fiscal Year table, you may find that you have selected a fiscal year for which autocreation data does not exist or does not meet your other selection criteria.

This field is also required on the Manage Autocreation Transactions screen, as is the Fiscal Year field in the Purch Info tab of the Manage Asset Master Information screen (and the Acq FY field on the Manage Asset Purchase Information screen). A fiscal year must display in this field before the autocreation transaction process can be initiated.

As applicable, enter, or click to select, the desired acquisition period. There is no default and this field is required. The lookup displays only accounting periods set up on the Manage Accounting Periods screen in Costpoint General Ledger for the fiscal year specified in the Fiscal Year field. Accounting periods set up in the General Ledger should always match those set up on the Manage Fixed Assets Fiscal Years screen.

Because the display when you click is a standard lookup to the General Ledger Accounting Period table, you may find that you have selected an accounting period for which autocreation data does not exist or does not meet your other selection criteria.

This field is also required on the Manage Autocreation Transactions screen, as is the Period field in the Purch Info tab of the Manage Asset Master Information screen (and the Acq Pd field of the Manage Asset Purchase Information screen). An accounting period must display in this field before the autocreation transaction process can be initiated.

As applicable, enter, or click to select, the desired acquisition subperiod. There is no default and this field is required. The lookup displays only accounting subperiods set up on the Manage Subperiods screen for the fiscal year and accounting period specified in the Fiscal Year and Period fields.

Because the display when you click is a standard lookup to the SUB_PD table, you may find that you have selected an accounting subperiod for which autocreation data does not exist or does not meet your other selection criteria.

This field is also required on the Manage Autocreation Transactions screen, as is the Subperiod field in the Purch Info tab of the Manage Asset Master Information screen and the Acq Subpd field of the Manage Asset Purchase Information screen. A subperiod must display in this field before the autocreation transaction process can be initiated.

Enter, or click to select, an acquisition date in date format. Data entry in this field is optional and is not system-validated. This field is also optional on the Manage Autocreation Transactions screen and in Asset Master records. Be careful with your entry; you may find that you have entered selection criteria for which autocreation data does not exist or does not meet your other selection criteria.

(You can enter default data in the Date field in all circumstances; you do not need to be licensed for Costpoint Purchasing and Receiving.)

Click on the toolbar to initiate the Autocreate Assets process. The system will populate the Manage Autocreation Transactions screen with retrieved data using your selection criteria and your specified defaults.