CREATE ASSET MAINTENANCE TRANSACTIONS

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

As an alternative to manual maintenance 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 maintenance 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 maintenance information that is common to a range of records.

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 Maintenance 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 Maintenance 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 Maintenance Information screen for the selected records.

  2. Review and edit the created records on the Manage Asset Maintenance Transactions screen, as desired. Template maintenance data displays on this screen for the ranges of records specified as an intermediate step before the system writes the data as an individual maintenance record for the asset record, as selected. Because this screen provides a convenient way to review the maintenance 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 Maintenance Information screen to move the information from the Manage Asset Maintenance Transactions screen to the Manage Asset Maintenance Information screen.

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

This screen contains four sections, as follows:

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

It is not a system requirement that you establish one or more labels for the template fields and table columns. If you do not choose to define labels, system default labels (for example, Maint1, Maint2, 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.

Other tracking functions, such as inventory and transfers, are also available within Costpoint Fixed Assets. Note that 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 maintenance data fields (such as Type, Vendor, and so on).

You may find that the ability to "customize" these labels makes your maintenance data entry and history review more meaningful. If you do not choose to define labels, system default labels (for example, Maint1, Maint2, and so on) will display as the column names.

Location

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

Use the fields in this group box to specify the asset account, organization, project, asset/item number, and/or property type selection criteria for the process.

Account

Option

Select the asset account(s) selection option from the drop-down list for which to apply the process on this screen. Asset "ownership" data is required entry for all Asset Master records. Account and organization are always required, but projects and reference numbers are optional.

The system may modify your records selection from within this asset account range by your choice of organization, project, asset/item number, and/or property type range, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start

Enter, or click to select, the starting asset account, as applicable.

Because this is a standard Lookup to the ACCT table, you may find that you have selected an account for which assets do not exist or do not meet your other selection criteria.

End

Enter, or click to select, the ending asset account, as applicable.

Because this is a standard Lookup to the ACCT table, you may find that you have selected an account for which assets do not exist or do not meet your other selection criteria.

Organization

Option

Select the asset organization(s) selection option from the drop-down list for which to apply the process on this screen. Asset "ownership" data is required entry for all Asset Master records. Account and organization are always required, but projects and reference numbers are optional.

The system may modify your records selection from within this asset organization range by your choice of account, project, asset/item number, and/or property type range, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start

Enter, or click to select, the starting asset organization, as applicable.

Because this is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization for which assets do not exist or do not meet your other selection criteria.

End

Enter, or click to select, the ending asset organization, as applicable.

Because this is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization for which assets do not exist or do not meet your other selection criteria.

Project

Option

Select the asset project(s) selection option from the drop-down list for which to apply the process on this screen. Asset "ownership" data is required entry for all Asset Master records. Account and project are always required, but projects and reference numbers are optional.

The system may modify your records selection from within this asset project range by your choice of account, organization, asset/item number, and/or property type range, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start

Enter, or click to select, the starting asset project, as applicable.

Because this is a standard Lookup to the PROJ table, you may find that you have selected a project for which assets do not exist or do not meet your other selection criteria.

End

Enter, or click to select, the ending asset project, as applicable.

Because this is a standard Lookup to the PROJ table, you may find that you have selected a project for which assets do not exist or do not meet your other selection criteria.

Property Type

Option

Select the property type(s) selection option from the drop-down list for which to apply the process on this screen. Property type data is required entry for all Asset Master records.

The system will modify your records selection from within this property type range by your choice of account, organization, project, and/or asset/item number, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start

Enter, or click to select, the starting asset property type, as applicable.

Because this is a standard Lookup to the PROPERTY_TYPE table, you may find that you have selected a property type for which assets do not exist or do not meet your other selection criteria.

End

Enter, or click to select, the ending asset property type, as applicable.

Because this is a standard Lookup to the PROPERTY_TYPE table, you may find that you have selected a property type for which assets do not exist or do not meet your other selection criteria.

Asset/Item Numbers

Option

Select the asset/item number(s) for which the process on this screen should be applied.

The system may modify your records selection from within this asset/item number option by your choice of account, organization, project, and/or property type, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start Asset No/Item No

Enter, or click to select, the starting asset/item number, as applicable.

Because this is a standard Lookup to the ASSET table, you may find that you have selected an asset/item number that does not meet your other selection criteria.

End Asset No/Item No

Enter, or click to select, the ending asset/item number, as applicable.

Because this is a standard Lookup to the ASSET table, you may find that you have selected an asset/item number that does not meet your other selection criteria.

Options

Use the check boxes in this group box to select the depreciation and record status type(s) for which the process on this screen should be applied.

Select Depr Status

Use the check boxes in this group box to select the depreciation status type(s) for which to apply the process on this screen.

The system requires that you assign either Depreciable Records or Non-Depreciable Records depreciation status to each Asset Master record.

The system may modify your record selection by your choice of account, organization, project, asset/item number, and/or property type options, as well as by your check box selection of depreciation status type(s).

Depreciable Records

Select this check box to include depreciable records in your selection criteria.

Non-Depr Records

Select this check box to include non-depreciable records in your selection criteria.

Select Records Status

Use the check boxes in this group box to select the record status type(s) for which to apply the process on this screen.

The system requires that you assign an Active, Inactive, or Disposal record status to each Asset Master record.

The system may modify your record selection by your choice of account, organization, project, asset/item number, and/or property type options, as well as by your check box selection of record status type(s).

Active Records

Select this check box to include active records in your selection criteria.

Inactive Records

Select this check box to include inactive records in your selection criteria.

Disposals

Select this check box to include disposals in your selection criteria.

Template Data

Use the fields in this group box to specify the set of maintenance data the system will create for the selected asset records when you run the process from this screen.

After you execute the process from this screen, the date you entered in these fields will automatically display on the Manage Asset Maintenance Transactions screen for each asset record that met your selection criteria, where it can be edited as needed.

Additionally, after you execute the final process from the Create Asset Maintenance Information screen, the date you entered in this field (if you have not subsequently edited it) will automatically display on the Manage Asset Maintenance Information screen, where it can again be edited as needed.

Date

Enter, or click to select, the date associated with the maintenance record in this required field.

You are not required to enter a unique date that has not been previously used for a maintenance transaction.

Because the system automatically records a unique line sequence number that resides "behind-the-scenes" on the Manage Asset Maintenance Information screen, different sets of data can be associated with the same date.

Maint1 (or your label)

Enter a corresponding value for this field.

If you designated a label for the first field in the Maintenance Labels group box of the Manage Tracking Field Labels screen, the system automatically displays your label description for this field.

It is not a system requirement that you establish a label for this field. If you did not set up a label, the default system label for this field will display.

This user-defined field can be used independently from each of the other seven user-defined maintenance data fields.

Maint2 to Maint8 (or your label)

Please refer to the documentation for the Maint1 (or your label) field.

Maint Amt (or your label)

Enter an amount in this field.

After the first date field, the next eight user-defined maintenance fields on this screen are designated as alphanumeric fields, in which both text and numeric entries are acceptable. This extra, ninth, field is designated as a numeric field for the purpose of recording and accumulating maintenance costs.

If you designated a label for the ninth field in the Maintenance Labels group box of the Manage Tracking Field Labels screen, the system displays your label. It is not a system requirement that you establish a label for this field. If you did not set up a label for this field, the system automatically displays the default label for this field.

For existing records, you can edit data that displays in this field, delete existing data, or add new data to a blank field.

This user-defined field can be used independently from each of the other seven user-defined maintenance data fields.

Create Asset Maintenance Transactions

Click in the tool bar to initiate the process from this screen, which populates only the Manage Asset Maintenance Transactions screen, thus providing you with the opportunity to review and make any necessary edits as an interim step.

You will need to click in the tool bar from the Create Asset Maintenance Information screen to initiate the final process that populates the Manage Asset Maintenance Information screen.