CREATE ASSET MASTER RECORDS

You can use the optional autocreation feature in Costpoint Fixed Assets to automatically create Asset Master records by importing data from Costpoint Purchasing, Receiving, and/or Accounts Payable. Autocreation reduces the need for duplicate data entry in Costpoint Fixed Assets.

The process run from this screen moves selected and validated rows from the Manage Autocreation Transactions screen and creates the individual Asset Master records.

Autocreation involves the following basic steps:

If you are licensed for Costpoint Purchasing and/or Receiving:
Select the preferred asset/item numbering configuration from the Configure Default Autocreation Asset Numbering screen.
Select the preferred defaults on the Configure Autocreation Settings screen.

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. Assign the 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.
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.
(Optional) If you are licensed for Costpoint Purchasing and/or Receiving, enter additional Receiving data (such as tag number, serial number, and so on) as desired in the Fixed Assets subtask (on the Manage Purchase Order Receipts screen or the Manage Quality Control Inspections screen of Costpoint Receiving).

(To enable the system to write optional Fixed Assets data entered in this subtask to the Manage Autocreation Transactions screen, you must also enter receipt identification data in the normally optional Rcpt field on the Manage Purchase Order Vouchers screen in Costpoint Accounts Payable.)

Run the preliminary autocreation process from the Create Autocreation Transactions screen. During this process, the system collects the appropriate data from the Purchasing, Receiving, and/or A/P tables and displays the information on the Manage Autocreation Transactions table window for your review.
Make all necessary edits and enter additional data as desired on the Manage Autocreation Transactions screen. Select or de-select records for processing.
Review the data in summary or detail format at any time by printing the Print Autocreation Transactions Edit Report.
Execute the final autocreation process from this screen (Create Asset Master Records). This step 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.

Although you may have already tagged desired records with the Selected code on the Manage Autocreation Transactions screen, you can create final records for a subset of the eligible rows by selecting one, a range of, or all transaction sources (receipts, A/P postings, or user-created records) and fiscal years/periods/subperiods.

As in posting procedures, you must print the Print Autocreation Transactions Edit Report before the final process can be executed. This report displays selected data from the Manage Autocreation Transactions screen for the Asset Master records selected for creation, including the entry source, asset/item number, short description, asset account/organization/project, and the total cost.

When you run the final autocreation process on this screen, the system attempts to write data from each Selected row in the table to create an Asset Master record. Each selected data row from the Manage Autocreation Transactions screen without errors is converted into an Asset Master record. If any selected row on the Manage Autocreation Transactions screen cannot be converted into an Asset Master record because of error conditions, the system automatically prints the Autocreation Transactions Error Report. This report displays the following data, as applicable, for each row that cannot be processed: temp asset/item number, user asset/item number, column name(s), and error message. If there are error conditions, the Autocreation Transactions Error Report prints along with the Autocreation Transactions Report.

Successfully processed rows are cleared from the Manage Autocreation Transactions screen. Rejected rows still display on the Manage Autocreation Transactions screen. A row may be rejected as a result of any of the following conditions:

It is possible that the asset/item number assigned on the Manage Autocreation Transactions screen has already been used to create a number for a manually added Asset Master record. Asset No and Item No are key fields for an Asset Master record, and the system must be able to create records with unique asset/item numbers. If the system encounters duplicate asset/item numbers, the identifier originally assigned or edited on the Manage Autocreation Transactions screen cannot be used. In this situation, the system will reject the record and include it on the Autocreation Transactions Error Report. You can go back to the Manage Autocreation Transactions screen, assign a unique identifier, and run the process again.

Once an Asset Master record is successfully created, the row on the Manage Autocreation Transactions screen from which the data was imported no longer displays.

You can run the process from this screen as often as desired. You may, however, want to establish company procedures to ensure that all Asset Master records for which depreciation should be computed and posted are created within the current period.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Parameter ID

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 in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in 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 in the screen, you can override the defaults.

Description

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

Selection Ranges

Acquisition Timing Parameters

Use the fields in this group box to designate the range of fiscal years, periods, and subperiods for which you want to create Asset Master records.

The system checks the values in the Acq FY, Acq Pd, and Acq Subperiod columns on the Manage Autocreation Transactions screen to determine whether a selected row (with Selected status) is within the selected timing range.

Option

Select the range option from the drop-down list for the timing parameters you want to use to create the Asset Master records. Range options are:

Enter or click

to select, a value for each of the Acq Fiscal Year, Acq Period, and Acq Subpd fields. It is a standard lookup to the timing data already set up on the Manage Fiscal Years, Manage Accounting Periods, and Manage Subperiods screens in Costpoint General Ledger. As a result, you may find that you have selected timing parameters for which autocreation data do not exist or do not meet your other selection criteria.

Although the system does not enforce it, as a matter of procedure, timing data set up in Costpoint General Ledger should always match timing data set up in Costpoint Fixed Assets.

Start

Enter, or click

to select, the beginning acquisition fiscal year, period, and subperiod.

If you select All or From Beginning in the Option field, the Start fields will be inactive.

End

Enter, or click the

to select, the ending acquisition fiscal year, period, and subperiod.

If you select All, One, or To End in the Option field, the End fields will be inactive.

Options

Select Transaction Sources from Edit Screen

Use the options in this group box to select the timing source(s) of the records for which you want to create Asset Master records. You must select at least one check box. The Receipts check box is the default.

The system checks the values in the Timing Source column (Receipt, Posting, or User) on the Manage Autocreation Transactions screen to determine if a selected row (Selected status) matches the selected timing source(s).

The Timing Code was assigned to the asset account combination on the Manage Autocreation Accounts screen. A Receipt code indicates that autocreation data was captured at the time of receipt of the property, while a Posting code indicates that autocreation data was captured at the time of posting from Accounts Payable to the General Ledger. If you have used the Duplicate Row function on the Manage Autocreation Transactions screen to copy an existing row, the system automatically assigns and displays a User code (User-Created), regardless of the timing source of the row from which the data was copied.

Receipts

If you select only the Receipts check box and you are not licensed for Costpoint Purchasing/Receiving, there can be no match based on the selection criteria and no records will be processed.

A/P Postings

Select this check box to include records with Posting (A/P Postings) as timing code.

User-Created Rows

Select this check box to include records with User (User-Created) as timing code.

You must always generate the Print Autocreation Transactions Edit Report before you can process autocreation records. If there are errors, the Autocreation Transactions Error Report automatically prints along with the Autocreation Transactions Report.

Process Autocreation Transactions

Click

drop-down and select Process Autocreation Transactions on the toolbar to convert selected and validated data from the Manage Autocreation Transactions screen to Asset Master records. You should generate the Print Autocreation Transactions Edit Report first and review it before processing.

Print/Process Autocreation Transactions