EXPORT ASSET RECORDS
The Export Asset Records application facilitates the movement of large numbers of fixed asset records from one Costpoint database to another Costpoint database. The application creates a delimited ASCII file of fixed assets data from records in a Costpoint database that you can then import into another Costpoint database via the Import Asset Records application. In addition, the Import Asset Records application performs data validations that are otherwise available only when manually adding records one at a time through Costpoint screens.
The Export Asset Records application creates a header row in the export file with the source database's current Posting Settings and Company ID. The Import Asset Records application will only upload an input file if the fiscal year and period in the input file matches the Posting Settings in the destination database. This feature ensures that mass asset record transfers from one Costpoint database to another are uploaded into the destination database in the same Fixed Assets year and period in which the assets were downloaded from the source database.
The timing of the upload is important. All records that have depreciation posted against them need to be imported to the destination database such that the fiscal year and period in the destination database matches the fiscal year and period in the source database. Otherwise, it is likely that depreciation expense will not occur in the destination database in the right period(s).
Fixed Assets Export Asset Records can also be used to select assets to export for analysis, reporting and other purposes. Specifically, there are criteria that can be entered to select assets that have had changes to their data, or that have been added to the company’s Fixed Assets or disposed of within a specific time period. This feature can be very useful when exporting data to use with other products to report the location changes for Government Furnished Equipment (GFE) and Government Furnished Material (GFM) data to the U.S. government registry.
This screen contains two tabs:
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Asset Selection — Use this tab to select one or more asset records to include in an asset master export based on whether certain fields in the asset have changed or new assets have been added or existing assets have been disposed of during any time period as selected.
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Export File Details — Use this tab to specify the file delimiter and network location for the export file, to specify if you will generate disposal records, to specify if you will include Depreciable and/or Non-Depreciable assets in the export, and to Save a preliminary list (or Batch) of asset records that will be Retrieved later and completed prior to the actual asset data export.
Processing Fixed Assets Asset Export
The Export Asset Records screen allows you to specify contiguous and non-contiguous ranges of assets to process when you select the Non-Contiguous Asset list subtask. When you click the Modify/View Data for Export button in the Asset Master and Disposal Data Records subtask, the screen displays certain asset master and disposal data fields in table format. The tables allow you to:
The screen allows you to select active, inactive, disposed of, depreciable, and/or non-depreciable asset disposal records to export. You can select assets whose disposal status is on hold or selected for posting. Only records that match your screen option selections display in the asset master and disposal record tables in the Asset Master and Disposal Data Records subtask.
The application produces an error message if you attempt to export an asset record for which the depreciation for the current period does not equal zero, or if depreciation has been posted for the record in a net amount other than zero.
Location
Identification
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.
Parameter ID
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.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Options
Record Status
Use these check boxes to include or exclude existing asset records in the export file generation process based on their record status.
If you select the Generate Disposal Records check box in the Export File Details tab, the system also generates disposal records for assets that have no record in the FA_DISP_EDIT (Asset Disposal Info Prior to Posting) table that have Record Statuses of Active or Inactive, if you select those options here.
Active
Select this check box to process active Fixed Assets records. Active Fixed Assets records are those in the database for which Record Status on the Desc Info tab of Manage Asset Master Information is set to Active (ASSET.S_STATUS_CD is set to A). This option is selected by default.
Inactive
Select this check box to process inactive fixed asset records. Inactive Fixed Assets records are those in the database for which Record Status on the Desc Info tab of Manage Asset Master Information is set to Inactive (ASSET.S_STATUS_CD is set to I).
Disposal
Select this check box to process disposed fixed asset records. Disposed Fixed Assets records are those in the database for which Record Status on the Desc Info tab of Manage Asset Master Information is set to Disposal (ASSET.S_STATUS_CD is set to D). The system processes disposed Fixed Assets records for inclusion in the export file, but not for disposal record generation even when the Generate Disposal Records check box is selected on the Export File Details tab.
Include Fixed Assets with Current Period Depreciation
Select this check box to include Fixed Assets records in the export process that have current period depreciation computed or posted.
FIELD ENABLE/DISABLE CONDITIONS
DATA DEFAULTING/CALCULATIONS
PROCESSING DETAILS
ERROR MESSAGES
REPORTS
Subtasks
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Subtask
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Description
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Selected Asset Master Fields
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Click this link to open the Selected Asset Master Fields subtask where you can specify the fields that you want the system to consider when selecting assets for export that have had changes in selected Asset Master fields.
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Non-Contiguous Asset List
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Click this link to open the Non-Contiguous Asset List subtask where you can select ranges and/or individual records to include in the process.
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Asset Master and Disposal Data Records
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Click this link to open the Asset Master and Disposal Data Records subtask where you can modify selected asset master and disposal data fields for records selected to be included in the export process.
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