EXPORT ASSET DISPOSALS
The Export Asset Disposals application facilitates the movement of large numbers of fixed asset disposal records from one Costpoint database to another Costpoint database. The application creates a delimited ASCII file of fixed assets disposal data from records in a Costpoint database that you can then import into another Costpoint database via the Import Asset Disposals application. In addition, the process of exporting with this application and then importing using the Import Asset Disposals function forces the asset data through system validations that are otherwise available only when manually adding records one at a time through the Manage Disposal Transactions screen.
The Export Asset Disposals application creates a header row in the export file with the providing database’s current Posting Settings and Company ID. The Import Asset Disposals application only uploads an input file with a fiscal year and period that matches the Posting Settings for the company specified in the receiving database. This feature ensures that mass disposal record transfers from one Costpoint database to another are uploaded into the receiving database in the same Fixed Assets year and period in which the assets were downloaded from the database providing the data.
The timing of the upload is important. Process the disposal export and import in a timely fashion so that assets are removed from the balance sheets in the correct fiscal year/accounting period. This ensures that depreciation expense and gain/loss from the disposal post to the General Ledger as you intend.
Location
Export Assets Disposal Processing
The Export Asset Disposals screen allows you to specify a contiguous range to select non-contiguous ranges of asset disposal records to export. When you select the Modify/View Data for Export button, the screen certain asset master and disposal data in table format. The table allows you to:
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edit data as necessary
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save the original or modified records into temporary tables that can be used to store the records until there is time to finish working on them and perform the export.
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process the disposal edit records directly into a delimited ASCII file
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delete the existing disposal edit records selected on the screen from the database to prevent double posting of the asset disposals
The screen allows you to select active, inactive, 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 disposal record window.
The application produces an error message if you attempt to export a disposal record for which the computed depreciation for the current period does not equal zero, or if depreciation has been posted for the record in an amount other than zero.
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 select one or more asset records to include for disposal export generation.
When this screen is launched, the Option drop-down list defaults as Range, and the Start Asset No and Item No, and End Asset No and Item No fields are enabled.
Asset/Item Numbers
Option
Select an option from the drop-down list to define the range of asset numbers and item numbers to include in the process. The available options are:
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All — All asset and item numbers are included in the process, and the Start and End fields are disabled.
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One — This option disables the End fields. Enter, or click 
to select, a Start Asset No or Item No.
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Range — This option enables the Start and End fields, in which you enter values defining the range for this criterion.
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From Beginning — This option disables the Start fields. Enter, or click to select, the last value of the range of numbers to include in the process in the End fields.
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To End — This option disables the End fields. Enter, or click to select, the first value of the range of numbers to include in the process in the Start fields.
You can specify a single range of asset and item numbers to include in the process using the Option drop-down list, and the Start and End fields for Asset No and Item No fields. If you want to include multiple non-contiguous ranges and/or individual records in the process, select the Non-Contiguous Ranges check box and then push the Asset/Item Number Non-Contiguous link to create a list of the ranges of records to include.
Start Asset No, Item No
Enter, or click to select, a beginning asset number and item number to include in the process. The Start and End fields are enabled or disabled depending on your selection in the Option drop-down list. The system requires you to enter or select disposal records that exist and can be viewed on the Manage Disposal Transactions screen.
End Asset No, Item No
Enter, or click to select, an ending asset number and item number to include in the process.
Non-Contiguous Ranges
Select this check box to enable the Asset/Item Number Non-Contiguous subtask where you can specify multiple non-contiguous ranges or individual records to include for processing. When this check box is selected, the selection ranges for Start and End Asset No/Item No to the left of the check box are disabled.
Options
Record Status
Use these check boxes to include or exclude existing asset disposal edit records in the export file generation process based on their record status.
Active
Select this check box to process active Fixed Assets records. Active Fixed Assets records are those that can be viewed on the Manage Disposal Transactions screen for which the Record Status in the Desc Info tab of the Manage Asset Master Information screen is set to Active. This check box is selected by default.
Inactive
Select this check box to process inactive Fixed Assets records. Inactive Fixed Asset records are those that can be viewed on the Manage Disposal Transactions screen for which the Records Status in the Desc Info tab of the Manage Asset Master Information screen is set to Inactive. This check box is cleared by default.
Selection Status
Use these check boxes to include or exclude existing asset disposal edit records in the export file generation process based on their selection status.
On Hold
Select this check box to include disposal edit records in the export file that are on hold for posting selection. On hold disposal records are those on the Manage Disposal Transactions screen for which the Selection Status is set to On Hold.
Selected for Posting
Select this check box to include or exclude asset disposal edit records in the export file that are selected for posting. Disposal records selected for posting are those on the Manage Disposal Transactions screen for which the Selection Status is set to Selected for Posting.
Include Depreciable/Non-Depreciable
Select one or both of the check boxes in this group box to indicate the assets for which to export asset disposal edit records.
Depreciable
Select this check box to export disposal edit records for depreciable assets.
Non-Depreciable
Select this check box to export disposal edit records for non-depreciable assets.
Export File
Use this group box to specify the file delimiter and network location for the export file.
ASCII File Delimiter
From the drop-down list, select the delimiter to use in the ASCII export file.
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Comma — The system selects Comma by default.
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Other — When Other has been selected as the ASCII File Delimiter, specify the one-character delimiter in the field to the right of the drop-down list. The field to the right of the drop-down list is only enabled when you select Other as the ASCII File Delimiter.
File Location
Enter, or click to select, the alternate file location where you want to store the export file. Alternate file locations are set up on the Manage Alternate File Locations screen.
File Name
Enter the name of the export file you will generate.
Overwrite File
Select this check box if you want to overwrite an existing file having the same file name with the export file that you are just about to generate.
Batch ID
Use the items in this group box to save items in the Asset/Item Number Non-Contiguous table window as a batch, or to populate the table window with a previously saved batch.
After you save or retrieve a batch, you can modify the records in the batch. When you enter a Batch ID and save or retrieve the batch, you must clear the screen before you can enter a different Batch ID.
If you retrieve an existing batch containing records that do not match your selections in the Record Status, Selection Status, and/or Include Depreciable/Non-Depreciable group boxes, the system generates error messages. Costpoint requires you to remove records or change settings before you can add new records to the existing list of records or use the 
, 
, or 
buttons.
Batch ID
Enter, or click to select, the ID value associated with a batch you want to save or retrieve. You must enter a value in this field to enable the Save Batch and Retrieve Batch buttons.
The system prevents you from entering an existing batch ID number when the Asset/Item Number Non-Contiguous table window contains asset record selections.
Save Batch
Click this button to save the list of asset disposal edit records displayed on the screen as a batch. Batch ID must contain a value to enable this button. When you click this button, both asset master data and disposal edit data for the Asset No/Item No records in the batch are saved, depending upon your previous selections on this screen. You can use this button to save the records as a batch under any of the following conditions:
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You selected records using the Selection Ranges group box and entered a new Batch ID
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You saved a new batch, then changed your selections on the screen for the Batch ID
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You entered a previously saved Batch ID and used the Retrieve Batch button, then added or removed records from the Asset/Item Number Non-Contiguous table window for the Batch ID
Retrieve Batch
Click this button to retrieve the asset records saved for the Batch ID entered on the screen. The records you retrieve must correspond to your selections in the Record Status, Selection Status, and Include Depreciable/Non-Depreciable group boxes, or the system generates error messages to guide you in either changing your settings or removing records from the match that conflict with the settings.
PROCESSING DETAILS
FIELD CONDITIONS
DATA DEFAULTING/CALCULATIONS
ERROR MESSAGES
REPORTS
Subtasks
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Subtask
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Description
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Asset/Item Number Non-Contiguous
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Click Asset/Item Number Non-Contiguous to open this subtask where you can specify multiple non-contiguous ranges and/or individual records in the process. The Non-Contiguous Ranges check box in the Selection Ranges group box must be selected for this subtask to be enabled.
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Asset Master and Disposal Data Records
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Click Asset Master and Disposal Data Records to open this subtask where you can view or modify certain data for the disposal edit records for the export.
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