ASSET MASTER AND DISPOSAL DATA RECORDS

This subtask displays the asset master and disposal data for assets that are selected for export in the Non-Contiguous Asset List table window.

Batch ID

This field displays the Batch ID selected on the Export File Details tab of the  Export Asset Records screen.

Modify/View Data for Export

Click this button to display the asset master and disposal data records that are selected for export in the tables on the screen. These tables display the records that you selected using the fields and options in the Asset Selection and/or Export File Details tabs. If you clear the Generate Disposal Records check box on the Export File Details tab, there will be no records to display in the Disposal Data table.

After you display the records by clicking this button, you can perform the following actions:

The changes made to the asset master and/or disposal data will be saved to the application's tables when you click the Apply Changes button. These changes will not affect the asset data that exists in the database. Rather, the changes are saved in separate application tables so that the exported records will include your changes. Modifications can include updates to the template number, asset locations or Accumulated Depreciation Codes or Depreciation Expense Codes that may not be valid in the current database but may be required or useful when the export file is used as an import in another Costpoint database.

If the export from this application is intended for import into another Costpoint database, you must be careful to ensure that fields that are validated in the destination database such as Location Group, Property Type, and so on, are modified if necessary in this table so that the import process will proceed smoothly.

When you choose to process the application, the system processes the records displayed in the tables including all changes into the exported file.

Apply Changes

Click this button to apply the changes made on the Asset Master Data and/or Disposal Data tables into the application’s tables used to create the asset export file.

Asset Master Data

Asset No, Item No

These fields display the Asset No and Item No in the Non-Contiguous Asset List subtask. The fields are not editable.

Template No

Enter, or click to select, the template number. This entry adds the template number to the field for the purposes of the export file, but does not apply values associated with that template number to the record data that will appear in the export file. Entry into this field assumes that the template exists in the destination database with associated data that matches information already assigned to this asset. Just like values entered in other fields in this table, a Template No value that does not exist in the current database can be entered into this field, since data entry in this table is primarily intended to support asset information in the destination database.

Tmplt Rev No

Enter, or click to select, the revision number associated with the template number.

Asset Account

Enter, or click to select, the asset 'ownership' account.

Asset Organization

Enter, or click to select, the asset 'ownership' organization.

Asset Project

Enter, or click to select, the asset 'ownership' project.

Asset Ref 1

Enter, or click to select, the asset 'ownership' Reference 1 value.

The field Ref 1 may display a different label if it has been changed on the Configure General Ledger Settings screen. For example, , the label may display as “AC 1" if that value has been established on the Configure screen.

Asset Ref 2

Enter, or click to select, the asset 'ownership' Reference 2 value.

The field Ref 2 may display a different label if it has been changed on the Configure General Ledger Settings screen. For example, the label may display as “AC 2" if that value has been established on the Configure screen.

Location Group

Enter, or click to select, the location group code.

Location 1 to  Location 3

Enter, or click to select, the location code.

Location 1 to Location 3 may show different labels if they have been changed on the Manage Asset Master Field Labels screen.

Accum Depr Acct Code

Enter, or click to select, the accumulated depreciation account code.

Depr Exp Acct Alloc Code

Enter, or click to select, the depreciation expense account allocation code.

G/L Depr Method Code

Enter, or click to select, the depreciation method code. If the export file created for this record is intended to be used as an import file into another Costpoint database, this field may be updated if the same depreciation method has a different code in the destination database. Updates should be made with care, however, if the intent is to change the asset’s depreciation method, such a change should be made very carefully. Modifying the depreciation method after the asset’s first period of depreciation may have unexpected results. Consult Costpoint General Support for assistance if this kind of change is ever required.

Book 2 to  Book 10 Depr Method Code

Enter, or click to select or modify, the depreciation method code.

Books 2 to 10 may show different names if they have been changed on the Configure Fixed Assets Settings screen.

G/L Book, Book 2 to Book 10 In Srvc Date

Enter, or click to select or modify, an in-service date.

Govt Field 1 to 15

Enter or modify user-defined data.

Govt Field 1 to Govt Field 15 may show different labels if they have changed on the Manage Asset Master Field Labels screen.

Notes

Enter or modify optional descriptive text.

Disposal Data

Asset No, Item No

These fields display the Asset No and Item No in the Non-Contiguous Asset List subtask. The fields are not editable.

Gain/Loss Account

Enter, or click to select, an account.

Gain/Loss Organization

Enter, or click to select, an organization.

Gain/Loss Project

Enter, or click to select, a project.

Disposal Price Amt

Enter the disposal price, if applicable.

G/L Book, Book 2 to Book 10 Depr Adj Amt

Enter a depreciation adjustment, if necessary, to adjust the gain/loss computation for the G/L Book, Book 2 to Book 10.

It is recommended that when depreciation postings are required before disposing of an asset record, that those adjustments be entered in or added to any existing value in the Current Pd Depreciation field on the G/L Book Info tab of Manage Asset Master Information, and posted either prior to or at the same time as posting the disposal associated with disposal edit records. This method for posting depreciation adjustments can make use of the depreciation posting journal, which can be printed with detailed data listing the individual asset/item number(s). Using this method, the depreciation expense is clearly separated from the entry for any gain/loss on the disposal of the asset(s).