Costpoint Online Help

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Step 19: Enable Autocreation Functionality

You can use the screens in the Asset Master Autocreation menu to manage the setup and functions of the optional autocreation feature. 

This feature can automatically create Asset Master records by importing data from Purchasing, Receiving, and/or Accounts Payable, thus reducing the need for duplicate data entry in Fixed Assets.

In addition, defaults for the auto-generation of UID values are located on the Configure Autocreation Settings screen. These defaults must be populated here (or on the Configure Serial/Lot Settings screen in Inventory if you are licensed for Costpoint Inventory) in order for the auto-generate action to be available.

To use the autocreation feature, you must perform the following initialization:

  1. If you are licensed for Costpoint Purchasing and Receiving, select the preferred asset/item numbering configuration from the Configure Default Autocreation Asset Numbering screen and the preferred defaults on the Configure Autocreation Settings screen.
  2. On the Manage Autocreation Accounts screen, enter the Account/Organization/Project/Reference 1/Reference 2 combination(s) and/or wild card combination(s) for which it is permissible to create Asset Master records.

    You must assign a Receipt or Posting timing code to each row to signify whether data should be captured at time of Receipt or at time of A/P Posting.

  3. On the Configure Fixed Assets Settings screen, select the Enable automatic numbering for Asset Master Records check box and enter the appropriate data in the Last Asset Number field.
  4. Once initialization is complete, perform the following steps:
    1. (Optional) If you are licensed for Costpoint Purchasing and Receiving, enter additional receiving data (such as tag number, serial number, and so on) as desired in the Additional Receiving Info for Autocreated Fixed Assets subtask (on the Manage Purchase Order Receipts and Manage Quality Control Inspections screens of Costpoint Receiving).
    2. Run the preliminary autocreation process from the Create Autocreation Transactions screen.

      During this process, the system collects the appropriate data from Purchasing, Receiving, and/or Accounts Payable tables and displays the information in the Manage Autocreation Transactions table window for review.

    3. Make all necessary edits and enter additional data as desired on the Manage Autocreation Transactions screen.

      Select records for processing into Fixed Assets or put records On-Hold that will be processed into assets at a future time.

    4. Review the data in summary or detail format at any time by printing the Print Autocreation Transactions Edit Report.
    5. Execute the final autocreation process from the Create Asset Master Records screen.

      This process moves selected and validated rows from the Manage Autocreation Transactions screen and creates the individual Asset Master records. A list of successfully processed transactions automatically prints along with an error list of any transactions rejected because of error conditions.