MANAGE ASSET TEMPLATE INFORMATION

Use this optional screen to set up one or more templates in which you can establish "standard" default descriptive, purchase, location, account, G/L and other books, government, notes and user-defined data for property that shares common characteristics.

Location

Once established, this "framework" of default template data can be imported into an Asset Master record with just a few clicks of the mouse, thus reducing the need for manual data entry in records that share mutual attributes. Another important advantage in utilizing the Asset Template functionality lies in the ability to incorporate consistent descriptions and data across property records, thus enhancing the quality of tracking and reporting functions within the system.

The template functions only as the mechanism by which template data is automatically imported into an Asset Master record. When you enter a valid template number (and revision number, if applicable) in an Asset Master record, data from the template automatically displays in the Asset Master record, where you can edit it on a field-by-field basis, if needed. Once the data is imported into the Asset Master record, there is no additional functionality for the template.

The system populates an Asset Master record with template data when the template/revision number entered is validated by the system and when the cursor moves to a different field.

If you decide to bypass or defer the use of the template capability, you will need to enter data directly in the Asset Master record on a field-by-field basis or Clone data from an existing Asset Master record. You can always choose to set up templates and use this feature as desired at a later time.

Because not all fields from an Asset Master record are appropriate for setting up default data, there are fewer fields available for data entry in an Asset Template than in an Asset Master record. Substantial capability for the entry of default data exists, however, in over 120 standard template fields and a virtually unlimited number of user-defined fields.

This application consists of seven tabs as follows:

• Desc Info — Use the fields in this tab to enter, edit, or view template defaults, as applicable, for descriptions, depreciation status, record status, basis for depreciation, entry information, and definitions.

• Purch Info — Use the fields in this tab to enter, edit, or view template defaults, as applicable, for vendor information, manufacturer information, and asset condition.

• Loc Info — Use the fields in this tab to enter, edit, or view template defaults, as applicable, for location group information, general location information, and location codes.

• Acct Info — Use the fields in this tab to enter, edit, or view template defaults, as applicable, for the asset "ownership" account/organization/project combination, depreciation expense account allocation code, and accumulated depreciation account code information.

• G/L Book Info — Use the fields in this tab to enter, edit, or view template defaults, as applicable, for system calculations, salvage percentage, and years, units, or lease information.

• Govt Info — Use the fields in this tab to enter, edit, or view template defaults, as applicable, for the National Stock Number (NSN), year built, employee, and fifteen user-defined non-validated text fields.

• Notes — Use the field in this tab to enter, edit, or view template defaults for notes, as applicable.

There is a small interface between Fixed Assets and Product Definition regarding the part (item)/revision number in Product Definition and the template/revision number in Fixed Assets. When you set up a template on this screen, and enter a template/revision number that has already been established as an Item/Revision Number in Product Definition, the item description automatically displays in the Long Desc field of the template, where you can edit it if needed.

The unique identifier for an asset template record is the Template No, together with the Rev No field, if applicable. Revision numbers are optional; use them to number subsequent versions of the same template while still retaining the earlier versions.

An Asset Master record is populated with template data when the template/revision number entered is validated by the system and when the cursor moves to a different field.

If you choose to use the template feature, you can optionally specify one template for use as a default (in the Default Template for Asset Master group box on the Configure Fixed Assets Settings screen).

If you decide to bypass or defer the use of the template capability, you will need to enter data directly in the Asset Master record on a field-by-field basis or Clone data from existing Asset Master records. You can always choose to set up templates and use this feature as desired at a later time, however. Alternately, you may want to establish only one template that contains only system-required data. In this circumstance, you can designate this sole template as the system default (in the Default Template for Asset Master group box on the on the Configure Fixed Assets Settings screen).

Use this screen to enter descriptive template information for new property records and to edit descriptive information for existing template records. (Always use caution when editing existing records, however, to prevent unexpected depreciation and reporting results.)

To import template data to an Asset Master record on the Manage Asset Master screen or on the Manage Autocreation Transactions screen, you open the Template Import Parameters subtask, where you can specify which template will be used and how the template data should be imported.

Please refer to the documentation for the Template fields on the Manage Asset Master Information screen and/or the Manage Autocreation Transactions screen for more detailed information.

If you plan to use templates, you should enter data on this screen and in any applicable Asset Template subtasks before you begin to establish your Asset Master records. You can use template functionality at any point in time, however. Although you can change information in the template screens at any time, use caution in the timing of your edits, which can affect the calculation of depreciation as well as the types of records included in system reports.

Identification

In this group box, you can enter or view the template number and revision number of the record that you are entering or accessing in the Asset Template screens.

Template No

For new records, enter up to 30 alphanumeric characters in this system-required field to designate the template number. You can use only uppercase alphanumeric characters for this key field, which, together with the Rev No field, supplies the unique identifier for this record. The ability to include a revision number in the identifier allows you to record subsequent revisions to an original template, if desired, and to retain each earlier version.

If you have already established an asset template record, you can use Query if you know the template number or if you need to search for asset template records based on specific criteria.

When you set up a template on this screen, and enter a template/revision number that has already been established as an Item/Revision Number in Product Definition, the item description automatically displays in the Long Desc field of the template, where you can edit it as desired. The template number and revision number entered must be a precise match in this circumstance.

If there is no internal requirement for you to link a template with an item from Product Definition, however, you should consider setting up template numbers that are shorter than the maximum 30 characters allowed. Abbreviated template identifiers will be more easily recognized and more efficient to enter during queries and report parameter selections.

There is no automatic template numbering capability, nor are leading zeroes automatically inserted into a template number. For consistency, you may want to develop some internal rules regarding the length and characteristics for template numbers used at your company.

Rev No

For new records, enter up to three numeric characters in this optional field to designate a revision number. This field, together with the Template No field, supplies the unique identifier for this record. A revision number is not required when you set up asset templates. Use revision numbers in the identifier to record revisions to an original template and retain the data from each successive template change, if desired.

If you have already established an asset master record, you can use Query if you know the item number or if you need to search for Asset Master records based on specific criteria.

Use revision numbers only when necessary. If you have set up a template number with an associated revision number on this screen, you will always need to enter that revision number as part of the template identifier. The template number and revision number entered must be a precise match in this circumstance. There is no automatic revision numbering capability, nor are leading zeroes automatically inserted into a revision number. For consistency, you may want to develop some internal rules regarding the length and characteristics for revision numbers used at your company.

Subtasks

• Table Information

  The Manage Asset Template Information screen stores data in the FA_TEMPLATE, FA_TEMPLATE_OTH_BK and GENL_UDEF tables.

• FAQs

  Which screens should I set up during initialization and in which order?

  The following items should be set up in the order listed, as applicable, before you begin to add data for an Asset Master or Asset Template record.

  We also recommend that you refer to the more extensive documentation pertaining to each of the Fixed Assets setup items for additional information.

  1. Property Types

     Set up required property types on the Manage Property Types screen. Property types are user-designated property categories, such as personal, real, government, and so on, that are assigned to each asset record.

  2. Classification Codes

     Set up required classification codes on the Manage Classification Codes screen. Classification codes are user-designated classifications, such as automobiles, computers, equipment, and so on, that are assigned to each asset record.

  3. Subclass Codes

     Set up optional subclass codes on the Manage Subclass Codes screen. Subclass codes are user-designated sub-categories that can be used to give more descriptive information. For example, you had defined "Vehicles" as a classification code, you might define subclass codes as "Trucks", "Automobiles", "Vans", and so on, to enhance the sorting potential for your asset records.

  4. Depreciation Methods

     Set up required depreciation methods on the Manage Depreciation Methods screen if you plan to enter data for depreciable assets. The Depr Method Code field is a system-required validated entry for depreciable records in the G/L book Info tab in an Asset Master record and/or in an Asset Template if you use this optional feature.

  5. Asset Master Field Labels

     Set up optional location code and government labels on the Manage Asset Master Field Labels screen. Use the location code and government label and data entry functionality to record additional information that may be specific to your company but for which there are no system-defined standard fields available. Three location labels are available in which to establish user-defined categories, such as "Building", "Room No", "Bin No", and so on. Fifteen government labels are available in which to establish user-defined categories, such as "Contract #", "Funding Source", and so on. You can use the corresponding optional data fields on this screen and Asset Template screens without first establishing labels for these fields. You may find, however, that screen inquiries and reports that use this data are more meaningful when appropriate labels have been designated for these fields.

  6. Location 1, 2 and/or 3 Codes

     Set up optional location codes on the Manage Location 1, Location 2, and/or Location 3 Codes screens. Use the location code data entry functionality to record additional location information that may be specific to your company but for which there are no system-defined standard fields with the desired terminology (such as "Building", "Room No.", "Bin No", and so on.).

  7. Location Groups

     Set up optional location groups on the Manage Location Groups screen. Use the location group functionality to identify and establish sets of location data that you can summarize into location "templates" (such as sites or other specific physical locations). Because many assets often share basic location data, the location group template makes location data entry more efficient on this screen and on the Asset Template records.

  8. Asset Master User-Defined Labels

     Set up optional user-defined field labels on the Manage Asset Master User-Defined Labels screen. Use the user-defined label and data entry functionality to record additional information that may be specific to your company but for which there are no system-defined standard fields available. You can establish labels for four types of user-defined fields: Date, Number, Text, and Validated Text and set up a virtually unlimited number of labels. Unless you have designed a user-defined label as "Required" for data entry on this and on the Asset Template screens, user-defined data is normally optional. The use of validated text user-defined fields requires that you either specify the acceptable text options in advance via the Validated Text subtask link on the Manage Asset Master User-Defined Labels screen or that the validation occur against a user-specified selection from a pre-defined list of Costpoint tables and fields.

  9. Validated Text for User-Defined Fields

     If you want to use optional user-defined validated text values, set these up in the Validated Text subtask link on the Manage Asset Master User-Defined Labels screen. Use validated text values to control the allowed (validated) data that can be entered. You can alternately bypass this subtask link and instead specify that validation occur against a defined Costpoint table and field.

  10. Asset, Depreciation Expense, Accumulated Depreciation and Gain/Loss Accounts

      In your Costpoint Chart of Accounts, set up and link the account combinations on the General Ledger (G/L) screens that you will use in your asset master and asset template records. If you use reference numbers, set these up as well. The four types of G/L accounts used in Fixed Assets include:

      • Asset Accounts — The Acct-Org-Proj-Ref1-Ref2 combinations assigned as Asset accounts represent property "ownership." Asset accounts can include balance sheet combinations (for company-owned property), project combinations (for property that should be identified with a contract), and/or expense account combinations (for tracking items not capitalized). A valid asset account combination that consists of both an account and an organization (at a minimum) is system-required in both an asset master and asset template record for all types of depreciable and non-depreciable property.

      • Depreciation Expense Accounts — The Acct-Org-Proj-Ref1-Ref2 combinations set up as Depreciation Expense accounts specify where depreciation expense will be posted for depreciable assets. You can allocate depreciation expense for a single asset record to multiple depreciation expense account combinations. As a result, you must set up one or more depreciation expense account allocation codes that define the account combinations and allocation percentages for depreciation expense. Once you have established your "catalog" of depreciation expense account allocation codes, you can assign them to depreciable assets on a record-by-record basis, as desired. The item for Depreciation Expense and Allocation Codes in this initialization list refers to the setup of depreciation expense account allocation codes. A valid depreciation expense account allocation code that maps to at least one combination consisting of both an account and an organization (at a minimum) is system-required in both an Asset Master and Asset Template record for depreciable property.

      • Accumulated Depreciation Accounts — The Acct-Org-Proj-Ref1-Ref2 combinations set up as Accumulated Depreciation accounts specify where the offset to depreciation expense will be posted for depreciable assets. (These accounts are normally set up as offsets to the balance sheet asset accounts). You must set up an accumulated depreciation account code to represent each Acct-Org-Proj-Ref1-Ref2 combination to which you will post accumulated depreciation to. Because many asset records share the same accumulated depreciation account number combination, the ability to identify each combination with a code enhances the efficiency of data entry. The Accumulated Depreciation Account Codes in this initialization list refers to the setup of accumulated depreciation account codes. A valid accumulated depreciation account code that maps to a combination which consists of an account and an organization (at a minimum) is system-required in both an Asset Master and Asset Template record for depreciable property.

      • Gain/Loss Accounts — The Acct-Org-Proj-Ref1-Ref2 combinations set up as Gain/Loss accounts specify where gain or loss on the disposition of depreciable assets will be posted. A gain/loss account combination is required when you enter disposal data on the Manage Disposal Transactions screen. You can designate a default Gain/Loss account on the Configure Fixed Assets Settings screen.

       

  11. Accumulated Depreciation Account Codes

      Set up accumulated depreciation account codes on the Manage Accumulated Depreciation Account Codes screen if you plan to enter data for depreciable assets. Each Accumulated Depreciation Account Code specifies an Acct-Org-Proj-Ref1-Ref2 combination to which the offset to depreciation expense will be posted for depreciable assets. The Code field in the Accumulated Depreciation Account group box is a system-required validated entry for depreciable assets in an Asset Master record and/or in an Asset Template.

  12. Depreciation Expense Account Allocation Codes

      Set up depreciation expense account allocation codes on the Manage Depreciation Expense Acct Allocation Codes screen if you plan to enter data for depreciable assets. You can allocate depreciation expense from a single asset record to multiple depreciation expense account combinations, based on percentages. Each Depreciation Expense Account Allocation Code specifies the Acct-Org-Proj-Ref1-Ref2 combinations and allocation percentages to which depreciation expense will be posted for depreciable assets. Once you have established your "catalog" of depreciation expense account allocation codes, you can assign them to depreciable assets on a record-by-record basis, as desired. The Depr Expense Acct Alloc Code field is a system-required validated entry for depreciable assets in an Asset Master record and/or in an Asset Template.

  13. Disposal Types

      Set up optional disposal types on the Manage Disposal Types screen to define disposal type codes to link with your asset records when you enter disposal data. For example, set up codes for disposal types such as "Scrapped", "Obsolete", "Stolen", and so on, to enhance the sorting potential for your asset records. The Disposal Type field is an optional validated entry on the Manage Disposal Transactions screen.

  14. Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods

      Regardless of the date of purchase or Fiscal Year basis assigned to your depreciation methods, you must establish your accounting periods and fiscal years in Fixed Assets. The system refers to this data when computing current period or projected depreciation. Three separate screens are available to enable the setup of Fixed Assets Fiscal Year/period data, as follows:

      11. Manage Fixed Assets Fiscal Years

      12. Manage Fixed Assets Accounting Periods

      13. Update FA FY/Pd Information from GL FY/Pd Information

      You should, at a minimum, enter data for the current fiscal year and data for the next two future fiscal years in Fixed Assets. If you do not set up this information before you compute depreciation, incorrect data may display in your Asset Master records after the system has computed depreciation.

      You can manually enter data on the Manage Fixed Assets Fiscal Years and the Manage Fixed Assets Accounting Periods screens or you can use the optional Update FA FY/Pd Information from GL FY/Pd Information screen to automatically populate these screens with fiscal year/period data that already exists in your General Ledger.

      You need not set up future fiscal years and periods in the General Ledger for Fixed Assets use, because functionality for both current and future fiscal year/period data resides in its entirety in Fixed Assets to accommodate the computation of current period and projected depreciation expense.

      Fiscal year/period data in Fixed Assets is not validated against data in the General Ledger. Although the system permits Fiscal Year/Period data in Fixed Assets that is inconsistent with G/L data, use extreme caution when entering different data or editing existing data. To avoid potential Fixed Assets calculation, posting, and closing problems, Fiscal Years/Period data in Fixed Assets should be identical to existing data set up for comparable fiscal years/periods in your General Ledger. The system will verify that the current fiscal year and periods from Fixed Assets are consistent with G/L data and will display a message if this is not true.

      When posting depreciation/disposal data from Fixed Assets, however, the system will always use the fiscal year/period data from the General Ledger.

      Special Circumstances:

      11. Date of Purchase Basis Depreciation Methodology and the 'Catch-Up' Calculation Option

      If you have assigned a Date of Purchase basis to one or more depreciation methods on the Manage Depreciation Methods screen and you have also selected the Added to Current Period option in the depreciation 'Catch-Up' calculation for prior periods in the current depreciation (PY or FY) on the Configure Fixed Assets Settings screen, a warning message will display that will inform you that historical fiscal year and period data on the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens must be set up.

      You should set up the historical and period data on a one-time basis for each year specified in the depreciation start date assigned to your Asset Master records for which there is remaining book value. (Make sure that you insert the earlier fiscal years into the Manage Fixed Assets Fiscal Years screen instead of using the New Record function.)

      Alternately, if you do not want to add historical fiscal year and period data on the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens, you can change the 'Catch-Up' calculation option on the Configure Fixed Assets Settings screen to Spread among remaining periods in PY or FY.

      11. Compute/Update Depreciation Computation Data Utility

      Blanks will display (in the Curr Depr Yr and Days/Pds Remaining fields) in the report produced by running the Compute/Update Depreciation Computation Data utility for any record for which no corresponding FY/Pd data is found on the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens for the fiscal year indicated in the Depr Start Date field(s) from Asset Master records.

      If you plan to use the Compute/Update Depreciation Computation Data utility to verify (and optionally update) data in the Depr Start Date, Current Depr Yr, and Days/Pds Remaining fields for your historical assets, you must also set up FY/Pd data in Fixed Assets for the historical fiscal years that correspond to the Depr Start Date field(s) from Asset Master records, as applicable.

      • Project Depreciation Calculations

      To compute projected depreciation expense, you must add Fixed Assets fiscal year/accounting period data for each future year for which you will compute projected depreciation expense.

      • Close Fixed Assets Accounting Period and Fixed Assets Fiscal Years/Fixed Assets Accounting Periods screens

      The process run from the Close Fixed Assets Accounting Period screen can automatically update the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens under certain conditions.

      If the period being closed is the last period of the current Fixed Assets fiscal year (see the Configure Posting Settings screen) and the next fiscal year and accounting periods are already set up in your General Ledger, the system will automatically import the next fiscal year data from the G/L to the Manage Fixed Assets Fiscal Years screen.

      Additionally, the system will also automatically import the G/L accounting periods and period ending dates for that fiscal year from the G/L to the Manage Fixed Assets Accounting Periods screen.

  15. Configure Fixed Assets Settings

      Enter control information in the following critical fields:

      15. Total Number of Books Utilized in the Books Setup group box

      16. No. and Book Name in Books Detail group box

      17. Length of Asset Number field

      18. Enable automatic numbering for Asset Master records check box

      19. System-Wide Configuration for Depreciation Calculations group box

      20. System-Wide Configuration for DP Basis Depreciation Methods group box

      For more information, please refer to the documentation for the Configure Fixed Assets Settings screen.

      Because these critical fields establish your system configuration for depreciation calculation rules and in many data entry screens, make certain that you first read the documentation for these fields before you finalize your selections. Decide on your configuration options carefully during your initialization planning. In most cases, once you have selected the configuration and have begun depreciating in the system, you cannot change your selection without extensively editing the asset data.

      If you want to set up a default Gain/Loss account for the G/L Book and/or a default Asset Template at this time, you may do so. Alternately, you can safely add this optional data at any time after initialization.

  16. Configure Posting Settings

      Specify the current Fixed Assets fiscal year, period, and subperiod to which depreciation and disposal data will be posted to the General Ledger on the Configure Posting Settings. Unlike the rest of Costpoint, there can only be one fiscal year, period, and subperiod designated as current in Fixed Assets.

      Decisions relative to the field entries in this screen are very important to system processing, and you should be very careful to initialize these fields correctly. You cannot change the data in the Current Fiscal Year and Current Period fields after you have posted depreciation and/or disposal entries to the General Ledger for the first time. You can, however, change the Current Subperiod field at any time, because it relates only to the posting timing.

      Once you have entered data in these fields and posted to the G/L for the first time, you will need to run a special process to close the Fixed Assets accounting period on the Close Fixed Assets Accounting Period screen. When you close the Fixed Assets period, the process will automatically populate the Current Fiscal Year and Current Period fields with the next sequential data. The system will automatically populate the Current Subperiod field in this screen with "1" as the default subperiod. If you have set up more than one subperiod, you can always edit this field to specify in which of your subperiods Fixed Assets postings should take place.

      The system validates the fiscal year, period, and subperiod on this screen against existing data in the General Ledger only during the posting process to the G/L. Although we recommend that the data on the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens should be consistent with the Fiscal Year/period data in your G/L, if there is a discrepancy the system will validate against your G/L data.

      Historical depreciation is usually entered based on a pre-determined "live" date that corresponds with the date that balance sheet amounts were "frozen" for data entry. If your initialization date slips, which is often the case, you should make certain that you adjust the Current Fiscal Year and Current Period fields on this screen (as well as your historical data) before the first posting to the G/L takes place.

  17. Tracking Field Labels

      Set up optional labels in the Manage Tracking Field Labels screen, as desired.

      Use the tracking field label and data entry functionality to optionally enter additional inventory, maintenance, and transfer tracking data for your property records. You can enter optional tracking data on the following screens:

      17. Manage Asset Inventory Transactions

      18. Manage Asset Maintenance Information

      19. Manage Asset Transfer Information

      Although you can establish the labels at any time, you cannot enter the actual inventory, maintenance, and transfer data for a record until you have added the Asset Master for the record.

      You can set up inventory tracking labels for up to eight additional user-defined inventory categories, such as "Counted By", "Condition", and so on.

      You can set up maintenance field labels for up to nine additional user-defined maintenance categories, such as "Type", "Vendor", "Cost", and so on.

      You can set up transfer tracking labels for up to eight additional user-defined transfer categories, such as "Fld Chngd", "From", "To", "Reason", and so on.

      You can use the corresponding optional inventory, maintenance, and transfer data fields without first establishing labels for these fields. You may find, however, that screen inquiries and reports that use this data are more meaningful when appropriate labels have been designated for these fields.

      You will most likely find that the new change/audit trail functions available for transfers in Fixed Assets are more powerful and flexible than the older transfer functions available from the Transfer Records menu. Make sure that you read the item, Enable Audit Trail Functionality in this initialization list to determine the capability that will work best for you.

  18. Enable Audit Trail Functionality

      You can use the Configure Asset/Template Change Settings screen to select specific actions to be performed by the system when you capture and store change data for fields/columns in the Asset Master and/or Asset Template records.

      You must first decide if you want the system to capture change data at all 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 as it existed before the change

      • The new data after the change

      • Information on the user who performed the change

      • The date and time of the change

      In order for the system to capture change details, you must select the desired fields/columns in the Asset/Template Field/Column Names subtask of the Configure Asset/Template Change Settings screen before you make changes to Asset Master and/or Asset Template records.

      Each check box that you select in the Asset/Template Field/Column Names subtask signifies that you want to capture data for that field for an Asset Master and/or Asset Template record each time you make a change to that data, regardless of the screen in which the change was made.

      Special Circumstances:

      18. Table Sizes

      The tables that store the change data have the potential to become very large, depending on how many fields you select and how many changes you make to Asset Master/Template records. As a result, the default status for all check boxes for all rows in the Asset/Template Field/Column Names subtask have all been initially set as cleared.

      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 change details have been captured, use the View Asset Change History screen to view change data from the Asset Audit Log and the View Template Change History screen to view data from the Template Audit Log. Use the Print Asset/Template Change History Report screen to print change data reports from the Asset Audit Log or the Template Audit Log.

      If the change storage tables become too large, you can perform a selective purge from the Purge Asset/Template Change History screen.

      18. Transfer Functionality

      You can also use the Configure Asset/Template Change Settings screen to create G/L transfer entries for posting to the General Ledger. With the proper advance setup, the system can generate transfer entries automatically when you make changes to the asset (ownership) account, organization, and project fields and/or in the accumulated depreciation account code in an Asset Master record.

  19. Enable Autocreation Functionality

      You can use the autocreation screens in Fixed Assets to manage the setup and functions of the optional autocreation feature. This feature can automatically create Asset Master records by importing data from Purchasing, Receiving, and/or Accounts Payable, thus reducing the need for duplicate data entry in Fixed Assets.

      To use the autocreation feature, you must perform the following initialization steps:

      1. If you are licensed for Purchasing and Receiving, select the preferred asset/item numbering configuration from the Configure Default Autocreation Asset Numbering screen and the preferred defaults in the Configure Autocreation Settings screen.

      2. On the Manage Autocreation Accounts screen, enter the Account/Organization/Project/Ref1/Ref2 combinations and/or wild card combinations for which it is permissible to create Asset Master records. You must assign a Receipt or Posting Timing Code to each row to signify whether data should be captured at time of Receipt or at time of A/P Posting.

      3. On the Configure Fixed Assets Settings screen, select the Enable automatic numbering for Asset Master records check box and enter the appropriate data in the Last Asset Number field.

      Once initialization is complete, you will perform the additional operational steps for autocreation functionality.

  20. Asset Templates

      Use the optional template functionality to establish sets of default data for property that shares common characteristics by entering this data on the Manage Asset Template Information screen.

      A template functions only as the mechanism by which template data can be automatically imported into an Asset Master record. Once the data displays in the Asset Master record (after import), you can edit it on a field-by-field basis, if necessary, and there is no additional functionality for the template.

      The primary role for the Asset Template is to reduce the amount of repetitive manual data entry in Asset Master records that share mutual attributes. Another important advantage in the Asset Template functionality lies in the ability to incorporate consistent descriptions and data across property records, thus enhancing the quality of tracking and reporting functions within the system.

  21. Compute/Update Depreciation Computation Data

  22. Compute/Update Amt Taken Purchase YTD

  How is the template data from these screens used in Fixed Assets?

  From the Template Import Parameters subtask of the Manage Asset Master Information screen, you will select the desired template/revision combination (either by manual entry or by using Lookup). You will also select preferences related to the import. After you have made your selections, you will click the Import Data button to activate the import process. You will then click the OK button to finish the import template process. The system will display imported data from the template in the Asset Master record, where it can be edited or deleted, as desired, or where additional data not found in the template can be added (subject to system rules).

  Which system-required Asset Template fields automatically display default values for new records?

  Some system-required data fields in an Asset Template record automatically display default values. These include the following fields on this screen:

  Field Name	Default Value	Tab/Subtask Name
  Record Status	Active	Desc Info tab
  Depr Status	Depreciable	Desc Info tab
  Depreciation Based on	Years	Desc Info tab
  Auto Calculate	Check box selected	Other Books Info subtask
  Auto Calculate Depreciation	Check box selected	G/L Book Info tab

  Which data fields in an Asset Template are system-required and do not have default values for depreciable records prior to saving?

  For a depreciable record, the following fields are required for data entry on this screen before an Asset Template record can be saved by the system:

  Field Name	Group Box/Tab/Subtask Name
  Property Type	Desc Info tab
  Classification Code	Desc Info tab
  Account	Asset Account group box in the Acct Info tab
  Organization	Asset Account group box in the Acct Info tab
  Depr Method Code	G/L Book Info tab (if depreciable basis is "Years")
  Code	Accumulated Depreciation Account group box in the Account Info tab
  Depr Exp Acct Alloc Code	Acct Info tab

  Which data fields in an Asset Template are system-required and do not have default values for non-depreciable records prior to saving?

  For a non-depreciable record, the same fields for depreciable records are required for data entry with the exception of the Code for the accumulated depreciation account and the Depr Exp Acct Alloc Code fields in the Acct Info tab and the Depr Method Code field in the G/L Book Info tab. For non-depreciable records, you will not be able to access the G/L Book Info tab or Other Books Info subtask.

  How can I use the Clone function to copy Asset Template records?

  You can use Clone to copy data from an existing Asset Template record to a new record. To clone a record, the Manage Asset Template Information screen must be the active window. To activate the Clone function, open the template record that you want to clone. Once the record displays on the screen, go to File menu and select Clone Record. Alternately, you can press ALT+= directly from the keyboard to Clone the record. After cloning, the asset template record that has been copied will display with the Template No and Rev No fields blank.

  You can edit the cloned data as needed both before and after you assign the new template/revision number and save the record. When you are ready to assign identification to the copied data, enter the desired template/revision number and item number in the Template No and Rev No fields.

  You must save the record to finalize the Clone process. If you click the Save button on the toolbar (or press F8), the cloned template record will be saved. If you want to save the record as well as clone additional records, click the Save and Continue button or go to File menu and click Save and Continue (or press CTRL+F8).

  If I change a template after the initial import to an Asset Master record, will the system copy the changed data back to that Asset Master record?

  If you have used a template to import data into an Asset Master record and you later make a change to a template data field, the data change from the template will not automatically be copied to the Asset Master record without user intervention. In this circumstance, you will need to go back into the Manage Asset Master Information screen and tab through the Template No/Rev No fields to re-import revised data from the template. Use caution, however; if you have made changes to fields in the Asset Master record, re-importing data from another template record after the data has been established may overwrite existing Asset Master data and may produce unexpected results.

  Alternately, you may also create a new template or the same template with an appropriate revision number that incorporates the change. Or, you may decide to bypass the template record and manually make the desired change directly in the Asset Master record.

  Can I monitor the changes made to an Asset Template?

  You can activate a feature that can capture and store change data for any or all user-editable fields/columns in Asset Template records. If you activate this feature, the system can capture the template number, revision number, as applicable, the name of each changed field, the old data 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.

  To capture change details, you must first select the desired fields/columns in the Asset/Template Field/Column Names subtask of the Configure Asset/Template Change Settings screen before you make changes to Asset Template records. Each selected check box signifies "permission" to capture data for that field for an Asset Template record each time you change the data.

  The audit trail permissions that you grant on the Configure Asset/Template Change Settings screen extend to all screens and subtasks, as applicable, in which template data can be changed, as follows:

  • Manage Asset Template Information screen and subtasks

  • Manage Asset Template User-Defined Information

  • Manage Template Global Changes

  • Manage Template User-Defined Global Changes

  Once the change details have been captured in the Template Audit Log table, you can view the change data on the View Template Change History screen and/or print the change data using the Print Asset/Template Change History Report screen.

  What should I keep in mind when I change or delete template setup data on this screen?

  • You cannot change the Template No or Rev No fields. You should set up new templates, either by manual entry or by using the Clone function to copy existing templates.

  • With the exception of the Template No and Rev No fields, you can change data in the other template data fields at any time. (Always use caution when editing existing records, however, to prevent unexpected depreciation and reporting results.)

  • If a template is currently in use (for example, it has been assigned to the Template No/Rev No fields in an Asset Master record), you cannot delete that template. In order to delete it, you must first assign a different template or delete the existing template from the applicable records.

  • When the template is no longer in use by any Asset Master record, you can delete it from this screen.

  In which Fixed Assets screens can I enter, edit or view Asset Template data?

  Enter/Edit

  • Manage Asset Template Information

  • Manage Template Global Changes

  View

  • Manage Asset Template Information

  • Manage Template Global Changes

  • View Template Change History, as applicable

  Can I print Asset Template data from standard system reports?

  Asset Template data automatically print in the following standard reports:

  • Print Asset Template List

  • Print Asset Template Detail Report

  • Print Asset/Template Change History Report, as applicable