in the File Location field to select an alternate file location. If you choose the second option, leave the File Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.Use the Import Asset Records screen to facilitate the import and initialization of large numbers of Asset Master records into the Fixed Assets module of Costpoint.
in the File Location field to select an alternate file location. If you choose the second option, leave the File Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.Since an Asset Master record is one of the largest master records in Costpoint, manual data entry during initialization can be tedious and impractical when dealing with large numbers of assets. You will use this normally during the process of moving asset records from one Costpoint database to another and/or when adding or importing new records from a legacy system.
The Import Asset Records application will validate the Asset Master data before it reaches the Fixed Asset tables. These validations are not otherwise available unless you manually enter new records, one record at a time, directly into the Costpoint Asset Master record screens, or run the autocreation process.
In addition, the Import Asset Records application will allow input files marked with a fiscal year and period that match the fiscal year/period data from the Configure Posting Settings screen in Fixed Assets to be uploaded into the receiving database. More importantly, this application will not allow input files to be uploaded in which the fiscal year and period in the header row do not match the current period information on the Configure Posting Settings screen. This feature is intended to ensure that mass asset “moves” from one Costpoint database to another are uploaded into the destination database in the same Fixed Assets fiscal year and period in which the assets were downloaded from the source database.
This feature provides automated functionality to import asset data such that missing required data and invalid data can be identified and corrected prior to the import process and before the data is written to the permanent asset tables.
An Error Report as well as an Edit Report is available to enable a complete review of the data prior to completion of the import process.
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.
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.
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Use the fields in this group box to select the file format, the file delimiter (as applicable), and the file path and name.
Select the desired input file format from the drop-down list. Valid values are:
ASCII File — The system displays this as the default selection. If you select this entry, you must also accept Comma as the default delimiter or select Other in the File Delimeter drop-down list. The system displays Comma as the default selection. For this option, the system automatically disables all check boxes in the Process Table Options group box and the Allow Partial Processing check box in the Options group box.
On the field to the right of ASCII File when selected, enter, or click to select, the input file. The file that you will upload into the destination database must contain a header file with a Current Fiscal Year and Current Period that matches the year and period in the destination database’s Configure Posting Settings.
Tables — If you select this value for Select Input, the system automatically disables the File Delimeter drop-down list and the field to its right. For this option, the system automatically enables the Process Table Options group box and the Allow Partial Processing check box.
In the unlabeled field to the right of Select Input, enter, or click to select, the name of the input file.
Enter the location of the input file you are importing. There are two ways to do this:
In the File Location field, enter, or click to select, the alternate file location where the input file is located. Alternate file locations are set up in the Manage Alternate File Locations screen.
or
From the Global Menu, click Process » File Upload. On the File Upload Manager dialog box, click Browse and use the dialog box to select the file you want to import. If you select the Overwrite? check box, Costpoint will overwrite any file of the same name that already exists in the Costpoint database. Click Upload when you are finished. If you use this method, leave the File Location field blank, and enter the name of the input file in the unlabeled field to the right of the Select Input field. For more information about the File Upload Manager, see the File Upload Manager topic in the Getting Started Guide.
Select the following valid values from this drop-down list:
Comma — If you select this option, the system automatically disables the unlabeled field immediately to the right.
Other — If you select this option to indicate a Delimiter selection other than Comma, you must enter the desired delimiter in the Delimiter field on the right of File Delimiter.
Enter the desired delimiter such as an asterisk, percent sign, and so on.
Use the display-only fields in this group box to view the Fixed Assets current Fiscal Year, period, and subperiod data that currently displays in the Costpoint destination database from the Configure Posting Settings screen.
These non-editable fields are for information purposes only. If the user’s Header Row does not contain a fiscal year and period that exactly match the Fiscal Year and Period on this screen, the system will reject the Input File/Table due to failed validation errors and will not import the data. Further, no other validating activity will take place until the input data’s fiscal year and period match that on the Configure Posting Settings screen in the destination database.
Use this display-only field to view the Fixed Assets current Fiscal Year data that currently displays in the destination database on the Configure Posting Settings screen.
If the user’s Header Row does not contain a fiscal year and period that exactly match the Fiscal Year and Period on the Configure Posting Settings screen and the Fixed Assets Period group box on this screen, the system will reject the Input File/Table data due to failed validation errors and will not import the data.
This field displays the data from FA_SETTINGS.CUR_FY_CD.
Use this display-only field to view the Fixed Assets current period data that currently displays in the destination database on the Configure Posting Settings screen.
If the user’s Header Row does not contain a fiscal year and period that exactly match the Fiscal Year and Period, on the Configure Posting Settings screen and the Fixed Assets group box on this screen, the system will reject the Input File/Table data due to failed validation errors and will not import the data.
This field displays the data contained in data from FA_SETTINGS.CUR_PD_NO.
Use this display-only field to view the Fixed Assets current subperiod data that currently displays in the destination database on the Configure Posting Settings screen.
The Subperiod field is displayed for information purposes, and is not used to validate imported data.
This field displays the data contained in data from FA_SETTINGS.CUR_SUB_PD_NO.
Select this check box if you want the system to automatically assign numbers to records in the imported Input File that do not have an assigned asset/item number.
If this check box is clear, the system will flag any Book 1 records in the input file or table that do not have an Asset ID or Item Number as an error during validations.
If you select this check box, the system will update any Book 1 records in the input file or table data that do not have an Asset ID and do not have an Item Number by assigning the next available asset number as referenced in the Last Asset Number field on the Configure Fixed Assets Settings screen. In this circumstance, the system will automatically assign 00001 as the item number if this data is missing. In addition, when adding records using table data, the third field in each table record (AUTO_NO_GRP) must be populated for each asset where the ASSET_ID AND ITEM_NO are not populated, so that the preprocessor assigns the same Asset/Item No to all records belonging to the same asset.
This option is only available when the Last Asset Number field on the Configure Fixed Assets Settings screen has a value, and that value can be incrementally increased by 1 for every record in the import process. If the Enable automatic numbering for Asset Master records check box on the Configure Fixed Assets Settings screen is clear or the value in the Last Asset Number field cannot be incremented by 1, the value that would be assigned to the next asset cannot be generated and automatic numbering for asset records will not work on the Import Asset Records process. This limitation is the same as exists when the user attempts to have new asset ID’s generated during the auto-creation process for Fixed Assets.
Select this check box to enable partial processing under these conditions:
This check box is clear by default and is only used when importing from the application tables. This check box is not used when importing data from an ASCII file.
If this check box is clear and one or more records has errors that do not allow the record(s) to be imported, the system will stop the import and produce an Error report with information on all validation errors.
If this check box is clear and all records pass validations that would have prevented the import of these records, the system will still produce an Error report (with any warnings that are not serious enough to prevent import) and the import can proceed.
If this check box is selected and at least one record passes validations, the system will produce an Error report with all validation failures and the import can proceed for those records that did not have errors that would prevent their import.
If this check box is selected and all records have at least one error that is serious enough to prevent their import, the system will stop the import and produce an Error report with all validation errors.
Select this check box to overwrite records which previously passed validations without errors that would prevent their import but had not yet been imported. Those previously validated records will be replaced.
The options in this group box are not available for use if you have selected ASCII File as the format in the Input File group box.
You can use these options if you have selected Tables as the selected input in the Input File group box.
This option is selected by default.
Use this option to process rows having a status of U from the tables. This option should be selected in order to process rows that have not previously been considered for import and subsequently imported or failed due to validation errors.
Use this option to re-process rows in the application's tables having a status of E (Error). Records that fall into this category were previously validated and found to contain errors that prevented their being imported. After correcting the data for these records or modifying the Fixed Assets setup data that caused the records to fail validations, select this option to have the application verify the data again. The system must re-validate this data prior to processing the records into Fixed Assets records.
Use this option to delete rows from the tables that have previously been successfully imported.
Use the drop-down list selections in this group box to specify the desired sort option(s) for the system-generated edit report. Choices include sorting by the asset Account Number, by Asset/Item Number and to print the report twice in order to get both sorts.
Select the sort option from the drop-down list. The available options are:
Asset Account — Select this to sort the records in the system-generated edit report by asset “ownership” account/organization/project number. This sort option will help you reconcile your Fixed Assets balances by account to the General Ledger balances.
Asset No/Item No — Select this to sort the records in the system-generated edit report by asset/item number. This sort option will help you verify that a specific asset record or a group of asset records was included in the import process.
Input File/Table Hard Validations for the ASSET Table
Input File/Table Hard Validations for the ASSET_OTHER_INFO Table
Input File/Table Hard Validations for the ASSET_OTH_BK_DEPR Table
Input File/Table Hard Validations for the ASSET_BOOKS_DISP Table
Input File/Table Hard Validations for the GENL_UDEF Table
Fields Derived/Populated by the Import Asset Records Application