PROCESSING DETAILS

Consult the information listed below for a more thorough understanding of the functions performed by the Export Asset Disposals application and the impact of screen selections on application processing.

Report/Process Validations

When the Default Action button is enabled, you can preview or print a report detailing the asset disposal edit records that are currently listed and ready to include in an export file. After printing that report or by selecting the Print/Export Asset Disposals selection under the Default Action button, your disposal edit data records can be exported into a delimited ASCII file. You must have selected a directory where the output file will be stored by specifying the File Location and File Name. You must either print before or concurrently with the process. The print/process menu option will generate the Fixed Assets Disposal Export Edit report first.

Data Selection

The Export Asset Disposals application prints an edit report and generates a delimited ASCII file that includes:

• All valid Asset No/Item No disposal edit data records that are currently referenced on the screen. As part of that process, all previously saved records associated with the Batch ID on the screen will be deleted from the temporary tables when the Process is complete.

• No records if there have not been any valid disposal edit records or ranges of records that have been identified on the screen. This will include the situation where you enter, or click to select a Batch ID value but have not clicked Retrieve Batch.

Data Processing

The process consists of converting the disposal edit records with asset/item numbers listed in the Asset/Item Number Non-Contiguous subtask into record rows within a delimited ASCII file. If the starting point for the list of records currently listed on the screen was the retrieval of record data from a batch, then the processing of the records on the screen will include the deletion of the batch and its associated records in the applications holding table. Further, the disposal edit records thus exported will be deleted from the application's batch table at that point.

Care should be used that the records associated with the export that were originally entered and can be viewed on the Manage Disposal Transactions screen are properly handled.

Prior to processing the export, all valid disposal edit records listed on the screen can be edited using the Modify/View Data for Export button found in the Asset Master and Disposal Data Records subtask. Certain fields, such as the Asset ID, Item No, and certain depreciation adjustment amount fields will be disabled.

Refer to the Asset Master and Disposal Data Records topic on details about this button and subtask. You can also refer to the Field Conditions topic to see which fields are enabled or disabled.

Books 1 through 10 will only show to the extent that they exist in FA_SETTINGS.TOT_BOOK_NO. Thus, if the Total Books showing in the Configure Fixed Assets Settings is 3, then books 1, 2 and 3 will be visible in the table.

Book 1 will always be enabled on the screen. Only the books that have been assigned to the asset record will have the Depr Adj Amt field enabled. When a book other than Book 1 has been assigned to an asset, the Depr Status on the Desc Info tab of the Manage Asset Master Information screen will be set to Depreciable and the book’s Depr Method Code will contain a value other than NULL in the Other Books Info subtask of the Manage Asset Master Information screen.

Export File Layout

The export file name is user-determined as indicated in the File Name field on the Export Asset Disposals screen. The export file type is delimited ASCII file.

The file layout includes one header row per file, then one row for each disposal record.

Table Updates/Inserts/Deletes

Table inserts and updates into the Export Asset Disposals tables occur when you do the following:

• perform an asset selection

• add assets to the list or delete assets from the list

• edit selected records via the Modify/View Data for Export button

• click the Save Batch button or the Preview Default Report, Print Default Report, Export Asset Disposals or Print/Export Asset Disposals buttons.

The records will be inserted into the application's tables with the Batch ID as part of each record for saved batches for all of these except for Process, so that all data will be identifiable and retrievable for processing into an export file or deleting from consideration. The records for a particular batch are deleted from the application's tables when you execute:

• File/Delete with a Batch ID on the screen that has records in the application's tables with the Batch ID from the screen on them

• Process

• Retrieve Batch, then remove all records from the Range List and asset selection, and click Save Batch with the Batch ID still on the screen.

To delete previously saved but unprocessed disposal export batch records in tables, complete the following steps:

1. Enter, or click to select, the associated ID in the Batch ID field.

2. Click the Retrieve Batch button.

3. Highlight those records in the Asset/Item Number Non-Contiguous table that you want to remove.

4. Click .

5. Click the Save Batch button.

Editable Fields

The following fields are editable in the table window that displays when you click the Modify/View Data for Export button. The edits are not validated against the database.

• FA_DISP_EDIT.DISP_PRICE_AMT—default value is zero

• FA_DISP_EDIT.GNLS_ACCT_ID

• FA_DISP_EDIT.GNLS_ORG_ID

• FA_DISP_EDIT.GNLS_PROJ_ID

• FA_DISP_EDIT.GNLS_REF1_ID

• FA_DISP_EDIT.GNLS_REF2_ID

• FA_DISP_EDIT.B1-10_DEPR_ADJ_AMT—default value is zero

Only data records associated with disposals edit records are displayed and editable, along with the asset number and item number.

Processing Considerations

Processing Constraints

• The application prevents exporting a record in a given period if depreciation for that record has been posted; that is, ASSET.B1_CUR_POSTED_AMT does not equal zero.

• The application prevents exporting a record in a given period if the Current Pd Depreciation field does not equal zero; that is, ASSET.B1_CUR_DEPR_AMT does not equal zero.

• Disposal records are not created for asset records when the Record Status field on the Desc Info tab of the Manage Asset Master Information screen equals Disposal; that is, ASSET.S_STATUS_CD = D.

Timing and Product Interfaces

Use the Export Asset Disposals application prior to starting your monthly Fixed Assets processing. Since the Current Pd Depreciation field and the Amount Posted Curr Pd field must both be equal to zero for a record to be exported, you would normally start your Fixed Assets monthly process by using this process to export any records that are to be moved into another database in the current period.

The header row will contain a fiscal year and period number from Configure Posting Settings; that is, the header row will contain the values FA_SETTINGS.CUR_FY_CD and FA_SETTINGS.CUR_PD_NO for your company ID. The Current Fixed Assets Year and Period must be accurate for both the export and the subsequent import into the destination database by the Import Asset Disposals application, or the asset records disposals, may be posted in the incorrect year/period and the asset may post or not post depreciation in the correct periods. Thus, you should always be prepared to import disposal edit records into the destination database when the Fixed Assets year and period in the providing database’s Manage Posting Settings screen matches the year and period in the destination database’s Manage Posting Settings screen. You should import these records into the destination database in time for imported disposal edit records to be posted prior to posting these disposals, or the assets associated with the disposal edit records should not have depreciation computed and posted on them before these records are posted in the destination database. Procedures should be established and followed so that disposals are posted according to established business practices.

Asset disposal edit records created on the Manage Disposal Transactions screen of the providing database as part of the Fixed Assets Export Process should also be processed at the beginning of the same period in which the export takes place. This process removes the sub-ledger and GL Balance Sheet costs in the same period in which the destination database is presumably adding the Subledger and GL costs.