CREATE ASSET MAINTENANCE INFORMATION
Use this screen to make a final selection by asset/item number from among the data on the Manage Asset Maintenance Transactions screen and to initiate the final process that populates the individual maintenance records with this data.
You can populate the fields on the Manage Asset Maintenance Information screen as a result of using the following methodologies:
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You can always manually enter maintenance data on a record-by-record basis on the Manage Asset Maintenance Information screen.
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If you have a large number of property records for which maintenance data must be periodically maintained, however, manual entry can prove time-consuming and tedious. As an alternative to manual maintenance data entry, use the optional Create Asset Maintenance Transactions 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 maintenance 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 maintenance information that is common to a range of records.
Select the range 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 Maintenance 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 Maintenance Information screen for the selected records.
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Review and edit the created records on the Manage Asset Maintenance Transactions screen, as desired. Template maintenance data displays on this screen for the ranges of records specified as an intermediate step before the system writes the data as an individual maintenance record for the asset record, as selected. Because this screen provides a convenient way to review the maintenance 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.
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Execute the final process from this screen to move the information from the Manage Asset Maintenance Transactions screen to the Manage Asset Maintenance Information screen.
Once you have run the process from this screen, the system deletes all the data from the Manage Asset Maintenance Transactions screen.
You can also manually edit maintenance records on the Manage Asset Maintenance Information screen that have been populated by means of the process on this screen, as desired.
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 on 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.
This screen contains two sections, as follows:
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Identification — Use the fields in this block to create a new parameter ID or to retrieve a previously-saved parameter ID.
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Selection Ranges — Use the fields in this group box to specify the asset/item numbers from the final and saved data on the Manage Asset Maintenance Transactions screen that you want the system to "transform" into individual asset maintenance records.
After you run the process from this screen, the data will automatically display on the Manage Asset Maintenance Information screen, where it can again be edited or deleted as desired.
On the Manage Tracking Field Labels screen, you can optionally define the labels for the maintenance data columns, such as Type, Vendor, 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 Maintenance Information and Manage Asset Maintenance Transactions screens and on the Print Asset Maintenance Information Report. Use this optional feature to "customize" the maintenance 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, Maint1, Maint2, 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.
You can use each function independently, and there is no system requirement that you add maintenance, maintenance, and/or transfer data in a specified sequence.
You should run the process from this screen at any time after you have finalized and saved the data on the Manage Asset Maintenance Transactions screen.
Although not system-required, you may choose to optionally define the labels on the Manage Tracking Field Labels screen for the maintenance data fields (such as Type, Vendor, and so on).
You may find that the ability to customize these labels makes your maintenance data entry and history review more meaningful. If you do not choose to define labels, system default labels (for example, Maint1, Maint2, 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/item numbers for which to move the associated data from the Manage Asset Maintenance Transactions screen to the Manage Asset Maintenance Information screen when you run the process from this screen.
Asset/Item Numbers
Option
Select the asset/item number(s) selection option from the drop-down list for which to apply the process on this screen.
The following options are available:
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All — Select this option to include all available records. The system will disable the Start and End fields for this option.
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One — Select this option to include only one record. You must specify the single record in the Start fields, and the system will disable the End fields for this option.
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Range — Select this option to include a contiguous range of records. You must enter the beginning value for the range in the Start fields and the ending value of the range in the End fields.
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From Beginning — Select this option to include all the records from the beginning of the available records to a specific record in the range. You must enter the last value for the range in the End fields and the system will disable the Start fields for this option.
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To End — Select this option to include all the records from a specific record to the end of all the available records. You must enter the value from which the range should begin in the Start fields, and the system will disable the End fields for this option.
Start Asset No/Item No
Enter, or click 
to select, the starting asset/item number, as applicable.
End Asset No/Item No
Enter, or click to select, the ending asset/item number, as applicable.
Process Asset Maintenance Transactions
Click 
in the tool bar menu to initiate the process from this screen, which moves the associated data from the Manage Asset Maintenance Transactions screen to the Manage Asset Maintenance Information screen.
If you click the Process button on the toolbar, the system populates only the Manage Asset Maintenance Information screen for the asset record(s) selected. Although this is the final step in the automatic population of maintenance data to individual asset records, note that you can still make manual edits on the Manage Asset Maintenance Information screen.