CREATE ASSET TRANSFER TRANSACTIONS

You can manually enter transfer data on a record-by-record basis on the Manage Asset Transfer Information screen. If you have a large number of property records for which transfer data must be periodically maintained, however, manual entry can prove time-consuming and tedious.

As an alternative to manual transfer data entry, use this optional screen to select the asset/item numbers, asset Account/Organization/Project account combinations, and/or property types that you want to populate with a set of specified transfer template data that is common to the selected records. The intention of this special-purpose process is aimed at minimizing manual data entry requirements for transfer information that is common to a range of records.

The process run from 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 run the process in this screen for each company only by using the separate company login for each.

You can run the process on this screen only for your login company. If you have multiple companies, you cannot run the process from this screen for any company other than your company of login.

You can populate the fields on the Manage Asset Transfer Information screen as a result of following these steps:

  1. Select the ranges of records, create the template data, and run the process from this screen, by which the system writes the template data to the Manage Asset Transfer Transactions screen, based on your selection parameters. This intermediate step provides you with the opportunity to review the data and make any necessary edits before the system writes the final data to the Manage Asset Transfer Information screen for the selected records.

  2. Review and edit the created records on the Manage Asset Transfer Transactions screen, as desired. Template transfer data displays on this screen for the ranges of records specified as an intermediate step before the system writes the data as an individual transfer record for the asset record, as selected. Because this screen provides a convenient way to review the transfer data for all your selected asset records in a single table window, use this screen to make your final edits before populating the individual records.

  3. Execute the final process from the Create Asset Transfer Information screen to move the information from the Manage Asset Transfer Transactions screen to the Manage Asset Transfer Information screen.

Once you have completed these steps, you can also manually edit transfer records on the Manage Asset Transfer Information screen that have been populated by means of the steps above.

This screen contains four blocks, as follows:

On the Manage Tracking Field Labels screen, you can optionally define the labels for the transfer data columns, such as Trnsfr To, Apprved By, and so on. Your labels, along with the Date label for the first column, will display as the label names for the template section of this screen, as well as on the Manage Asset Transfer Information and Manage Asset Transfer Transactions screens and on the Print Asset Transfer Information Report. Use this optional feature to customize the transfer data that you record for ease in recognition.

It is not a system requirement that you establish one or more labels for the table columns. If you do not choose to define labels, system default labels (for example, Transfer1, Transfer2, and so on) will display as the column names. You may find, however, that data entry and history review is more meaningful when appropriate labels display.

Although you can set up and change the labels on the Manage Tracking Field Labels screen at any time, you may find it more convenient to decide on the label names before you begin to enter data on this screen. To achieve consistency throughout your records, it is preferable for you to plan for and establish as much as possible of this setup data during your initialization procedures. Note that labels display on a "real-time" basis, in that data entered using a different label can only be retrieved with the current label displayed.

Other tracking functions, such as maintenance and transfers, are also available within Costpoint Fixed Assets. Note that you can use each function independently, and there is no system requirement that you add transfer, maintenance, and/or transfer data in a specified sequence.

Additional transfer features have been added to the system since the original transfer functionality was created. The updated transfer capabilities are associated with the ability to capture changes made to fields in Asset Master and/or Asset Template records. The new transfer/asset change functionality can be accessed via screens from the Asset/Template Changes menu selections:

If you have used this screen in the past to manually record historical transfer (or change) data, you can use the optional Copy Transfer Data to Asset Audit Log toolkit to copy the transfer data from this screen to the Asset Audit Log. This will enable you to take full advantage of the new functionality and to retrieve all your "change" data from a single source in the future (via inquiry or report).

You can run the process from this screen at any time after you have established your asset records on the Manage Asset Master Information screen .

Although not system-required, you may choose to optionally define the labels on the Manage Tracking Field Labels screen for the transfer data fields (such as Trnsfr To, Apprved By, and so on).

You may find that the ability to customize these labels makes your transfer data entry and history review more meaningful. If you do not choose to define labels, system default labels (for example, Transfer1, Transfer2, and so on) will display as the column names.

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.

Selection Ranges

Use the fields in this group box to specify the asset account, organization, project, asset/item number, and/or property type selection criteria for the process.

Account

Option

Select the asset account(s) selection option from the drop-down list, for which you want to apply the process on this screen. Asset "ownership" data is required entry for all Asset Master records. Account and organization are always required, but projects and reference numbers are optional.

The system may modify your records selection from within this asset account range by your choice of organization, project, asset/item number, and/or property type range, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start

Enter, or click to select, the starting asset account, as applicable.

Because this is a standard Lookup to the ACCT table, you may find that you have selected an account for which assets do not exist or do not meet your other selection criteria.

End

Enter, or click to select, the ending asset account, as applicable.

Because this is a standard Lookup to the ACCT table, you may find that you have selected an account for which assets do not exist or do not meet your other selection criteria.

Organization

Option

Select the asset organization(s) selection option from the drop-down list, for which you want to apply the process on this screen. Asset "ownership" data is required entry for all Asset Master records. Account and organization are always required, but projects and reference numbers are optional.

The system may modify your records selection from within this asset organization range by your choice of account, project, asset/item number, and/or property type range, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start

Enter, or click to select, the starting asset organization, as applicable.

Because this is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization for which assets do not exist or do not meet your other selection criteria.

End

Enter, or click to select, the ending asset organization, as applicable.

Because this is a standard Lookup to the ORG_ACCT table, you may find that you have selected an organization for which assets do not exist or do not meet your other selection criteria.

Project

Option

Select the asset project(s) selection option from the drop-down list, for which you want to apply the process on this screen. Asset "ownership" data is required entry for all Asset Master records. Account and project are always required, but projects and reference numbers are optional.

The system may modify your records selection from within this asset project range by your choice of account, organization, asset/item number, and/or property type range, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start

Enter, or click to select, the starting asset project, as applicable.

Because this is a standard Lookup to the PROJ table, you may find that you have selected a project for which assets do not exist or do not meet your other selection criteria.

End

Enter, or click to select, the ending asset project, as applicable.

Because this is a standard Lookup to the PROJ table, you may find that you have selected a project for which assets do not exist or do not meet your other selection criteria.

Property Type

Option

Select the property type(s) selection option from the drop-down list, for which you want to apply the process on this screen. Property type data is required entry for all Asset Master records.

The system will modify your records selection from within this property type range by your choice of account, organization, project, and/or asset/item number, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start

Enter, or click to select, the starting asset property type, as applicable.

Because this is a standard Lookup to the PROPERTY_TYPE table, you may find that you have selected a property type for which assets do not exist or do not meet your other selection criteria.

End

Enter, or click to select, the ending asset property type, as applicable.

Because this is a standard Lookup to the PROPERTY_TYPE table, you may find that you have selected a property type for which assets do not exist or do not meet your other selection criteria.

Asset/Item No

Option

Select the asset/item number(s) for which the process on this screen should be applied.

The system may modify your records selection from within this asset/item number option by your choice of account, organization, project, and/or property type, as well as by your Select Record Status and Select Depr Status check box selections.

The following options are available:

Start (Asset No/Item No)

Enter, or click to select, the starting asset/item number, as applicable.

Because this is a standard Lookup to the ASSET table, you may find that you have selected an asset/item number that does not meet your other selection criteria.

End (Asset No/Item No)

Enter, or click to select, the ending asset/item number, as applicable.

Because this is a standard Lookup to the ASSET table, you may find that you have selected an asset/item number that does not meet your other selection criteria.

Options

Use the check boxes in this group box to select the depreciation and record status type(s) for which the process on this screen should be applied.

Select Depr Status

Use the check boxes in this group box to select the depreciation status type(s) for which the process on this screen should be applied.

The system requires that you assign either a Depreciable or Non-Depreciable depreciation status to each Asset Master record.

You must select at least one check box in this group box.

The system may modify your record selection by your choice of account, organization, project, asset/item number, and/or property type options, as well as by your check box selection of depreciation status type(s).

Depreciable Records

Select this check box to include depreciable records in your selection criteria.

Non-Depr Records

Select this check box to include non-depreciable records in your selection criteria.

Select Record Status

Use the check boxes in this group box to select the record status type(s) for which the process on this screen should be applied.

The system requires that you assign am Active, Inactive, or Disposal record status to each Asset Master record.

You must select at least one check box in this group box. 

The system may modify your record selection by your choice of account, organization, project, asset/item number, and/or property type options, as well as by your check box selection of record status type(s).

Active Records

Select this check box to include active records in your selection criteria.

Inactive Records

Select this check box to include inactive records in your selection criteria.

Disposals

Select this check box to include disposals in your selection criteria.

Template Data

Use the fields in this group box to specify the set of transfer data the system will create for the selected asset records when you run the process from this screen.

The data from this group box will automatically display on the Manage Asset Transfer Transactions screen on an interim basis, where you can edit it before you run the final process to populate individual asset records from the Create Asset Transfer Information screen.

Date

Enter, or click to select, the date associated with the transfer record in this required field.

After you execute the process from this screen, the date you entered in this field will automatically display on the Edit Mass-Added Asset Transfer Transactions screen or each asset record that met your selection criteria, where it can be edited as needed.

Additionally, after you execute the final process from the Create Asset Transfer Information screen, the date you enter in this field (if you have not subsequently edited it) will automatically display on the Manage Asset Transfer Information screen, where it can again be edited as needed.

You are not required to enter a unique date that has not been previously used for a transfer transaction.

Because the system automatically records a unique line sequence number that resides "behind-the-scenes" on the Manage Asset Transfer Information screen, different sets of data can be associated with the same date.

Transfer1 (or your label)

If you designate a label for the first field in the Transfer Labels group box of the Manage Tracking Field Labels screen, the system automatically displays your label description for this field.

It is not a system requirement that you establish a label for this field. If you did not set up a label, Transfer1 displays as the default label for this field.

Enter an alphanumeric value in this field.

After you execute the process from this screen, the data you enter in this field will automatically display on the Manage Asset Transfer Transactions screen for each asset record that met your selection criteria, where it can be edited as needed.

Additionally, after you execute the final process from the Create Asset Transfer Information screen, the data you entered in this field (if you have not subsequently edited it) will automatically display on the Manage Asset Transfer Information screen, where it can again be edited as needed.

This user-defined field can be used independently from each of the other seven user-defined transfer data fields.

Transfer2 (or your label) to Transfer8 (or your label)

Please refer to the documentation for the Transfer1 (or your label) field.

Create Asset Transfer Transactions

Click in the tool bar menu to initiate the Create Asset Transfer Transaction process from this screen, which populates only the Manage Asset Transfer Transactions screen, thus providing you with the opportunity to review and make any necessary edits as an interim step.

You will need to click from the Create Asset Transfer Information screen to initiate the final process that populates the Manage Asset Transfer Information screen.