Use this screen to select your preferences for specific actions to be performed by the system when you use the optional features available in Costpoint Fixed Assets to capture and store change data for fields/columns in the Asset Master and/or Asset Template records. You can use this screen to post transfer entries to the General Ledger.
You must first decide whether you want the system to capture change data and, if so, whether you want to capture change data for Asset Master records, Asset Template records, or both. The system can capture the asset/template record identifier, the name of each changed field, the old data from before the change, the new data after the change, information on the user who performed the change, and the date and time of the change.
If you want to capture change data for Asset Master records, you can have change data from the following screens written to the Asset Audit Log table for the specific user-editable Asset Master fields/columns selected in the Asset/Template Field/Column Names subtask:
If you want to capture change data for Asset Template records, you can have change data from the following screens written to the Template Audit Log table for the specific user-editable Asset Template fields/columns selected in the Asset/Template Field/Column Names subtask:
To limit the size of the audit log tables, you will probably select specific check boxes rather than all check boxes. You should capture change data for the fields you consider most significant, such as depreciation method, current period depreciation expense amount, location, and so on. You may decide not to capture change data for more insignificant data changes, such as spelling corrections made to description fields, and so on.
Once the template change details have been captured, use the View Template Change History screen to view change data stored in the Template Audit Log. Use the Print Asset/Template Change History Report screen to print the change data.
Once the asset record change details have been captured, you can use the View Asset Change History screen to view data from the Asset Audit Log. You can print change data reports from both logs on the Print Asset/Template Change History Report screen.
You can also use this screen to post transfer entries to the General Ledger. Transfers entries can automatically be generated by the system when you make changes to the asset ("ownership") account, organization, and project fields and/or the Accum Depr Acct Code fields in an Asset Master record.
Although you can use this screen at any time, timing is critical to the desired end result. In order for the system to capture change details, you must select the desired fields/columns on this screen before you make changes to Asset Master and/or Asset Template records.
Use the options in this group box to indicate whether you want to store changes made to selected fields in Asset Master records and/or Asset Template records.
Select this check box to write change details to an audit log for changes made to selected fields in Asset Master records.
Select this check box to write change details to an audit log for changes made to selected fields in Asset Template records.
Use the options in this group box to create transfer entries for posting to the G/L when changes are made in Asset Master records to asset "ownership" account, organization, and/or project fields and to accumulated depreciation account codes. These transfers must be posted in the Post Fixed Assets Journal screen in the same month in which the transfer was made.
Create transfer entries for posting to the G/L when changes are made in Asset Master records to:
Select this check box to create a transfer entry for posting to the General Ledger when changes are made in Asset Master records to asset "ownership" account, organization, and/or project fields.
Normally, when you change asset "ownership" for balance sheet accounts, you must also enter a "re-class" journal entry in the General Ledger to record the transfer of ownership. If you select this check box, the enabled transfer functionality replaces the need for a manual journal entry.
Select the Transfers check box on the Post Fixed Assets Journal screen to choose to post Transfers entries created by the system as the result of changes made to asset "ownership" account, organization, and/or project fields in Asset master records. These transfers must be posted on the Post Fixed Assets Journal screen in the same month in which the transfer was made.
Select this check box to create a transfer entry for posting to the General Ledger when changes are made in Asset Master records to the accumulated depreciation account code field.
Normally, when you change the Accumulated Depr Acct Code, you must also enter a "re-class" journal entry in the General Ledger to record the transfer of accumulated depreciation. If you have selected this check box, the enabled transfer functionality replaces the need for a manual journal entry.
Select the Transfers check box on the Post Fixed Assets Journal screen to post Transfers entries created by the system as the result of changes made to accumulated depreciation account code fields in Asset master records.
Use the options in this group box to determine what the system will do when the change in Accumulated Depreciation Account Code involves no change in the associated account, organization, and/or project.
There may be occasions in which you have assigned a different accumulated depreciation account code to a record, but the new code actually uses the same account, organization, and/or project as the old code. (The change may have been made to assign a more meaningful code to the record or for any other reason).
If there is no change to the accumulated depreciation account, organization, and/or project, there is no need for a re-classification journal entry, and therefore no need for the system to create an automatic system transfer entry.
Use the options in this group box to choose whether or not to have the system create a transfer entry for posting from Fixed Assets in this circumstance.
If the change in Accum Depr Acct Code involves NO change in the associated account, organization, and/or project:
If you select this option, the system will NOT create a transfer entry if there is no change to the accumulated depreciation account, organization, and/or project.
If you select this option, the system will automatically create a transfer entry for posting to the G/L, regardless of whether there was a change to the accumulated depreciation account, organization, and/or project.
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Subtask |
Description |
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Asset/Template Field/Column Names |
Click this link to open the Asset/Template Field/Column Names subtask. |