COMPUTE/UPDATE AMOUNT TAKEN PURCHASE YEAR-TO-DATE

The utility from this screen should be especially helpful when you are initializing historical data in the Amt Taken Purch YTD field in Asset Master records. This data is especially prone to error due to misinterpretation of the system "rules" for this field and/or because of missing/inadequate historical data. Initialization data in the Amt Taken Purchase YTD field is critical to the accurate calculation of depreciation, as is the data in the Current Depr Yr and Days/Pds Remaining fields.

This utility will verify/update Asset Master data only for books in which the assigned depreciation method uses a Date of Purchase basis and whose depreciation start date is before the current Fixed Asset posting Fiscal Year, Period, and subperiod. (For assets in the first period of a purchase year, the Amount Taken Purchase YTD value will be set to zero).

The verify and update portions of this utility follow methodologies similar to those used by the Verify/Update Depr Computation utility except that, in this utility, the system computes and compares values in the Amt Taken Purchase YTD field in Asset Master records, instead of the Current Depr Yr and Days/Pds Remaining fields.

The utility run from this screen will verify/update data only for asset books in which the assigned depreciation methods use a Date of Purchase basis methodology and whose depreciation start date is before the current Fixed Assets posting Fiscal Year, Period, and Subperiod.

The Compute/Update Depreciation Computation Data utility can be used for ALL depreciable assets, regardless of whether the depreciation methods assigned use Date of Purchase or Fiscal Year basis methodology.

To assist you in entering the correct data in the Amt Taken Purchase YTD field in your Asset Master records, you can use this utility to verify the relationship of the value in the Amt Taken Purchase YTD field to the values in the Current Depr Yr and Days/Pds Remaining fields. For the selected asset records, this utility first produces a report that prints a side-by-side comparison of both the current value displayed in the Asset Master and the values that the system would have computed for the Amt Taken Purchase YTD fields.

For additional information, please refer to the specific documentation for the Amt Taken Purchase YTD fields for the G/L Book Info tab of the Manage Asset Master Information screen.

The validations and rules by which depreciation is computed are followed in this report. For example, any record for which the Auto Calculate Depreciation check box is clear will not be included in the report, just as any such record will be skipped during depreciation calculations.

All values computed by this utility are based on the assumption that the values in the Current Depr Yr and Days/Pds Remaining fields are correct.

Although you can print this report for all selected records, you can also print the report for exceptions only or for exceptions only in which the Amt Taken Purchase YTD value is zero, which may make discrepancies easier to identify. After printing the report, you can activate the option in this utility that applies the system-computed values to your Asset Master records. This process updates the existing data in the Amt Taken Purchase YTD fields in Asset Master records by replacing the existing data with the system-computed values.

If you do not apply the system-computed values, you may need to manually adjust some values in the Amt Taken Purchase YTD field for some Asset Master records to ensure the accuracy of depreciation calculations.

Because the Update portion of this utility will overwrite your existing data with system-generated data, you should always carefully review and agree with the reported results on a record-by-record basis before performing the Update process.

The Update process is similar to posting routines in that the report must first be printed before you can continue with the Update portion of the process. Never run the Update process as a matter of routine unless you are in agreement with the system data field changes that will take place for each Asset Master record.

You must print the Verify/Update Amt Taken Purchase YTD report before you can run the Update process. You can print the report for all selected records, for exceptions only, or only for exceptions for which the value in the Amt Taken Purchase YTD field is zero. This report provides supporting detail to the Update process and should be retained as part of the system audit trail.

All versions of the report (all records, exceptions only, or exceptions only for which the value in the Amt Taken Purchase YTD field is zero) print columns for the following data:

Asset Master Record Data

Values Computed by System

Although you must print the Verify/Update Amt Taken Purchase YTD report before you can run the update process, you can also print the report without updating in order to review the data first. If you exit from the selection screen or change your selections, however, you must print the report again before you can run the Update process.

This utility is a companion to the existing Compute/Update Depreciation Computation Data utility. Please refer to the documentation for this utility for more specific information.

You can run this optional utility to verify and/or update your data after you initialize your historical records and verify timing statuses by running the Compute/Update Depreciation Computation Data utility, and before you compute depreciation for the first time.

This report provides supporting detail to the Update process and should be retained as part of the system audit trail.

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 this group box to select asset/item numbers for the report. If you enter a specific asset number, you must also enter a corresponding item number before you can run the report and/or update process. When you select the All records and the Exceptions only when Amt Taken PYTD is zero option in the Verify/Update Data For group box, this may modify which records from the selected asset/item number range are included in the report.

Asset/Item Numbers

The Start and End fields use Lookups to the ASSET table. Carefully make your selections so that you will retrieve/update the expected data.

Option

Select a range option from the drop-down list. The available options are:

Start

Enter, or click to select, the beginning asset/item number for the range.

If you select All or From Beginning in the Option field, these fields will be inactive.

End

Enter, or click to select, the ending asset/item number for the range.

If you select "All," "One," or "To End" in the Range Option field, these fields will be inactive.

Options

Verify/Update Data For

Use the options in this group box to choose which records to verify/update, within your asset/item number and book selection. You can verify/update data for:

Exceptions only when Amt Taken PYTD is zero

Select this option to verify/update data only for records that are exceptions and for which the value in the Amt Taken Purchase YTD field is zero.

If you select this option, the system will only verify/update data in which the current values displayed in the Asset Master data are different from the values that the system would automatically have computed for the Amt Taken Purchase YTD field if the value in the Amt Taken Purchase YTD field is zero.

All exceptions

Select this option to verify/update data for records that are exceptions.

If you select this option, the system will only verify/update data in which the current values displayed in the Asset Master data are different from the values that the system would automatically have computed for the Amt Taken Purchase YTD.

All records

Select this option to verify/update data for all records within the selected asset/item number range and selected books. Both exceptions and non-exceptions are included.

Select Books

Use this group box to select each book for which you want the system to verify/update depreciation computation data.

G/L Book

Select this check box to include data for the General Ledger book when you run the process.

Book 2 (or your label)

Select this check box to print data for this book.

If you have not established this book on the Configure Fixed Assets Settings screen, this check box will not be available.

Book 3 to Book 10 (or your labels)

Please refer to the documentation for Book 2 (or your label).

Verify/Update Amt Taken Purchase YTD

Click Asset Master Records to initiate the update process. This selection can only be used if you have printed the report first.

While the report can be printed on paper or to a file, it is very important that the exceptions on the report be carefully reviewed on a record by record basis prior to executing this process. The process will replace values in fixed assets records with the system-calculated Amt Taken Purchase YTD and cannot be reversed once the process has been started.

The third option which falls under the Batch Mode subheading is also a print/process action to be done by the job server.

Click and select Verify/Update Amt Taken Purchase YTD to initiate printing.

The next option under the print icon is the same print action to be done by the job server.