MANAGE LOCATION GROUPS

Use this screen to optionally name and create one or more sets of location group data.

If you plan to use location groups, you should set up location group data on this screen as one of the first steps in the initialization process, before you begin to add data in an Asset Master or Asset Template record.

Use caution in the timing of your edits to this screen, which may affect the types of records included in system reports.

Refer to Related Topic, Initialization Procedures for additional information.

Location

Identification

Use the fields in this block to create a new or to retrieve a previously saved location group. A location group represents a set of screen selection parameters. After you have saved a location group 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. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved location group or location group description, the associated saved screen selection parameters automatically display as selection defaults. You can change any of the associated selection defaults as necessary.

Location Group

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

The code(s) that you establish for use with your asset records should be specific to your company requirements.

There is no virtual limit to the number of location groups that can be set up on this screen.

Description

Enter, or click to select, a description for the location group code.

Address

Use the fields in this group box to enter city, state/province, country, postal code, and/or county, as desired, to link with the location group code.

City

Enter a city for the location group code.

If you enter a postal code in the Postal Code field that has previously been set up on the Manage Postal Codes screen, the city associated with the postal code automatically displays in this field. In this circumstance, you can overwrite the displayed city data as desired and enter non-validated data.

State/Province

Enter, or click to select a state/province for the location group code.

The only acceptable entries in this field are states/provinces that have previously been defined in the system. You can use Lookup if you need to review the available states/provinces before selecting the appropriate state/province for use with the location code. If State/Province and Country values have both been entered, the combination will be validated against those combinations previously set up on the Manage States and Provinces screen.

If you enter a postal code in the Postal Code field that has previously been set up on the Manage Postal Codes screen, the state/province associated with the postal code automatically displays in this field. In this circumstance, you can overwrite the displayed state/province value as desired.

Postal Code

Enter, or click to select, a postal code for this location group code.

The only acceptable entries in this field are postal codes that have previously been defined in Costpoint. You can use Lookup if you need to review the available postal codes before selecting the one appropriate for use with the location group code.

If you use Lookup or enter a postal code in this field that  has previously been set up on the Manage Postal Codes screen in Costpoint System Administration, the system automatically displays data related to the postal code in the City, State/Province, and Country fields and will overwrite existing data in these fields.

Country

Enter, or click to select, a country code for this location group code.

The only acceptable entries in this field are country codes that have previously been defined in Costpoint. You can use Lookup if you need to review the available country codes before selecting the appropriate country code for use with the location group code.

If you enter a postal code in the Postal Code field that has previously been set up on the Manage Postal Codes screen, the country code associated with the postal code automatically displays in this field.

County

Enter a county location for this location group code.

Unlike the City, State/Province, and Country fields, county data is not automatically linked with postal code information from the Manage Postal Codes screen.

Location Codes

Use the fields in this group box to enter the appropriate location codes, as desired, to link with the location group code.

The fields in this group box are independent from the other fields in the location group. You can add data in this field without any requirement to add data in any other data fields on this screen.

Location 1 (or your label)

Enter, or click to select, an optional location 1 code for the location group, as desired. The location 1 code that you enter in this field is validated against location 1 codes previously set up during initialization (or at other times, as necessary) on the Manage Location 1 Codes screen.

If you designate a different label for location 1 in the Location Labels for Asset Master group box of the Manage Asset Master Field Labels screen, your label description for Location 1 automatically displays for this field. It is not a system requirement that you establish a label for this field.

Location 2 (or your label)

Enter, or click to select, an optional location 2 code for this location group, as desired. The location 2 code that you enter in this field is validated against location 2 codes previously set up during initialization (or at other times, as necessary) on the Manage Location 2 Codes screen.

If you designate a different label for location 2 in the Location Labels for Asset Master group box of the Manage Asset Master Field Labels screen, your label description for Location 2 automatically displays for this field. It is not a system requirement that you establish a label for this field.

Location 3 (or your label)

Enter, or click to select, an optional location 3 code for this location group, as desired. The location 3 code that you enter in this field is validated against location 3 codes previously set up during initialization (or at other times, as necessary) on the Manage Location 3 Codes screen.

If you designated a different label for location 3 in the Location Labels for Asset Master group box of the Manage Asset Master Field Labels screen, your label description for Location 3 automatically displays for this field. It is not a system requirement that you establish a label for this field.

• Table Information

  Changes to this screen update the FA_LOCATION_GRP table.

• FAQs

  What are location groups?

  Location groups are sets of default location data that serve as location templates.

  Because many assets often share basic location data, the purpose of the location group template is to make location data entry more efficient in your asset records.

  You should determine in advance whether the use of location groups will satisfy your data entry requirements. Location groups should particularly benefit companies for situations in which the general location data (city, state/province, county, country, postal code) is shared by assets but the specific location code data that you have defined (such as room number, and so on) is more unique among asset records. Many users set up location groups to hold default location data that is site-specific.

  How are location groups used in Fixed Assets?

  When you optionally enter a location group code in an Asset Master or Asset Template record, all the location data set up for that location group on this screen automatically follows.

  Procedurally, you only need to enter a location group code in a single field instead of entering identical location data in 5 to 8 fields for each record that shares the same (or similar) location data. Use of the location group as a location template limits the need for manual intervention to location code edits (room number, and so on) as necessary.

  • If you use location groups to populate location data in Asset Master or Asset Template records, you are not permitted to edit the automatically-populated data in the City, State/Province, Country, Postal Code, and County fields to preserve the integrity of the data. In this circumstance, you may want to set up additional location groups on this screen before you begin to establish Asset Master/Template data.

  • If you do not use location groups, location data can be added and edited directly in Asset Master and Asset Template records for all fields.

  The data on 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 enter, edit, view or use data on this screen for each company only by using the separate company login for each.

  What other Fixed Assets setup screens interface with the data on this screen?

  • Manage Location 1 Codes

  • Manage Location 2 Codes

  • Manage Location 3 Codes

  • Manage Asset Master Field Labels

  If you plan to use location code data in your location groups, you must first establish the validated data on the Manage Location 1 Codes, Manage Location 2 Codes, and/or Manage Location 3 Codes screens, as applicable.

  Although it is not a system requirement, you may want to overwrite the default labels for Location 1, 2 and 3 Codes with labels of your choice on the Manage Asset Master Field Labels screen.

  How can I change or delete location group data on this screen?

  • You can change the location group Description at any time.

  • You can change the selected location 1, 2, or 3 code data at any time, as applicable.

  • You cannot actually change the Location Group code itself, as you must procedurally delete the unwanted code and add the desired code.

  • If a location group code from this screen is currently in use (such as, it has been assigned to the Location Group field in either an Asset Master record or an Asset Template record), you cannot delete that code from this screen. In order to delete it, you must first assign a different code or delete the code entered in the applicable records (either manually or by using the Manage Asset Master Global Changes function).

  • When the location group code is no longer in use by any Asset Master or Asset Template record, you can delete it from this screen.