Costpoint Online Help

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Print Asset Inventory Information Report

Use this screen to print inventory record data from the Manage Asset Inventory Information screen.

This report selection screen contains four blocks, 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 block to specify the asset/item number, asset Account/Organization/Project account combination, and/or inventory date selection criteria for the report.
  • Options: Use the check boxes and fields in this block to specify the depreciation and record status type(s) as selection criteria for the report, as well as to choose which inventory data should print in up to four available report columns.
  • Sort By: Use this fields in this block to specify the field by which to sort the records (by asset/item number, asset account/organization, or inventory date) as well as to choose whether there should be a page break each time the selected sort criteria changes.

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 report as well as in the other related inventory screens. 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: The report 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 report on this screen for each company only by using the separate company login for each. You cannot run the report from this screen for any company other than your company of login.

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 optional screen to select the asset/item numbers, asset Account/Organization/Project account 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.

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

  1. As an alternative to manual inventory data entry, you can select the ranges of records, create template data, and run the process from the Create Asset Inventory Transactions screen, by which the system writes the template data to the Manage Asset Inventory Transactions screen, based on your selection parameters.

  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 to the Manage Asset Inventory Information screen for the selected records. 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 still manually edit inventory records on the Manage Asset Inventory Information screen that have been populated by means of the steps above.

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 Print Asset Inventory Information Report provides a current "snapshot" of inventory data for your asset records. You can print this report at any time after you have established records on the Manage Asset Inventory Information screen, either manually or by means of running the special-purpose inventory processes.

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.