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Create Asset Inventory Transactions

You can manually enter inventory data on a record-by-record basis on the Manage Asset Inventory Information screen. If you have a large number of property records for which inventory data must be periodically maintained, however, manual entry can prove time-consuming and tedious.

As an alternative to manual inventory data entry, use this screen to select the asset/item numbers, asset Account/Organization/Project combinations, and/or property types that you want to populate with a set of specified inventory template data that is common to the selected records. The intention of this special-purpose process is aimed at minimizing manual data entry requirements for inventory information that is common to a range of records.

Note: The process run from this screen is company-specific and will be available for use only by your company of login. If you have set up multiple companies in Costpoint, you can run the process on this screen for each company only by using the separate company login for each.

You can run the process on this screen only for your login company. If you have multiple companies, you cannot run the process from this screen for any company other than your company of login.

You can populate the fields on the Manage Asset Inventory Information screen as a result of following these steps:

  1. Select the ranges of records, create the template data, and run the process from this screen, by which the system writes the template data to the Manage Asset Inventory Transactions screen, based on your selection parameters. This intermediate step provides you with the opportunity to review the data and make any necessary edits before the system writes the final data to the Manage Asset Inventory Information screen for the selected records.

  2. Review and edit the created records on the Manage Asset Inventory Transactions screen, as desired. Template inventory data displays on this screen for the ranges of records specified as an intermediate step before the system writes the data as an individual inventory record for the asset record, as selected. Because this screen provides a convenient way to review the inventory data for all your selected asset records in a single table window, use this screen to make your final edits before populating the individual records.

  3. Execute the final process from the Create Asset Inventory Information screen to move the information from the Manage Asset Inventory Transactions screen to the Manage Asset Inventory Information screen.

Once you have completed these steps, you can also manually edit inventory records on the Manage Asset Inventory Information screen that have been populated by means of the steps above.

This screen contains four sections, as follows:

  • Identification — Use the fields in this block to create a new parameter ID or to retrieve a previously-saved parameter ID.
  • Selection Ranges — Use the fields in this group box to specify the asset/item numbers, asset Account/Organization/Project account combinations, and/or property types to be populated with inventory template data.
  • Options — Use the check boxes in this group box to select the depreciation and record status type(s) to include in the process.
  • Template Data — Use this fields in this group box to specify the set of inventory data the system will create on an interim basis for the selected asset records when you run the process from this screen.

On the Manage Tracking Field Labels screen, you can optionally define the labels for the inventory data columns, such as Counted By, Condition, and so on. Your labels, along with the Date label for the first column, will display as the label names for the template section of this screen, as well as on the Manage Asset Inventory Information and Manage Asset Inventory Transactions screens and on the Print Asset Inventory Information Report. Use this optional feature to customize the inventory data that you record for ease in recognition.

It is not a system requirement that you establish one or more labels for the table columns. If you do not choose to define labels, system default labels (for example, Inventory1, Inventory2, and so on.) will display as the column names. You may find, however, that data entry and history review is more meaningful when appropriate labels display.

Although you can set up and change the labels on the Manage Tracking Field Labels screen at any time, you may find it more convenient to decide on the label names before you begin to enter data on this screen. To achieve consistency throughout your records, it is preferable for you to plan for and establish as much as possible of this setup data during your initialization procedures. Note that labels display on a "real-time" basis, in that data entered using a different label can only be retrieved with the current label displayed.

Note: If you use Deltek's bar-coding functionality in Costpoint Fixed Assets, you can use the Import Asset Locations screen to import an ASCII file created by the bar code scan or the RFGen file, as applicable.

When you perform the file import, you can optionally create "Inventory Event" records. If you choose this option, you will need to specify the inventory data to be created for each record directly on the Import Asset Locations screen prior to running the import process. The system will use the data from the template to write inventory records to the Manage Asset Inventory Information screen for the scanned and validated property records. The template fields on the Import Asset Locations screen are identical to the template fields on this screen.

Other tracking functions, such as maintenance and transfers, are also available within Costpoint Fixed Assets.

Note: You can use each function independently, and there is no system requirement that you add inventory, maintenance, and/or transfer data in a specified sequence.

You can run the process from this screen at any time after you have established your asset records on the Manage Asset Master Information screen.

Although not system-required, you may choose to optionally define the labels on the Manage Tracking Field Labels screen for the inventory data fields (such as Counted By, Condition, and so on).

You may find that the ability to customize these labels makes your inventory data entry and history review more meaningful. If you do not choose to define labels, system default labels (for example, Inventory1, Inventory2, and so on) will display as the column names.