PRINT AUTOCREATION TRANSACTIONS EDIT REPORT

You can use the optional autocreation feature in Costpoint Fixed Assets to automatically create Asset Master records by importing data from Costpoint Purchasing, Receiving, and/or Accounts Payable. Autocreation reduces the need for duplicate data entry in Costpoint Fixed Assets.

Use the report printed from this screen to review data from the Manage Autocreation Transactions screen before you run the final autocreation process that transforms the data into Asset Master records.

Autocreation involves the following basic steps:

If you are licensed for Costpoint Purchasing and/or Receiving:

Select the preferred asset/item numbering configuration from the Configure Default Autocreation Asset Numbering screen.
Select the preferred defaults on the Configure Autocreation Settings screen.

On the Manage Autocreation Accounts screen, enter the Account/Organization/Project/Reference 1/Reference 2 combination(s) and/or wild card combination(s) for which it is permissible to create Asset Master records. Assign the Receipt or Posting as Timing Code to each row to signify whether data should be captured at time of Receipt or at time of A/P Posting.
On the Configure Fixed Assets Settings screen, select the Enable Automatic Numbering for Asset Master Records check box and enter the appropriate data in the Last Asset Number field.
(Optional) If you are licensed for Costpoint Purchasing and/or Receiving, enter additional Receiving data (such as tag number, serial number, and so on) as desired in the Fixed Assets subtask (on the Manage Purchase Order Receipts screen or the Manage Quality Control Inspections screens of Costpoint Receiving).

(To enable the system to write optional Fixed Assets data entered in this subtask to the Manage Autocreation Transactions screen, you must also enter receipt identification data in the normally optional Rcpt field on the Manage Purchase Order Vouchers screen in Costpoint Accounts Payable.)

Run the preliminary autocreation process from the Create Autocreation Transactions screen. During this process, the system collects the appropriate data from the Purchasing, Receiving, and/or A/P tables and displays the information on the Manage Autocreation Transactions table window for your review.
Make all necessary edits and enter additional data as desired on the Manage Autocreation Transactions screen. Select or de-select records for processing.
Review the data in summary or detail format at any time by printing the Autocreation Transactions Edit Report from this screen.
Execute the final autocreation process from the Create Asset Master Records screen. This step moves selected and validated rows from the Manage Autocreation Transactions screen and creates the individual Asset Master records. A list of successfully processed transactions automatically prints along with an error list of any transactions rejected because of error conditions.

You can use the report printed from this screen to review data from the Manage Autocreation Transactions screen before you run the final autocreation process that transforms the data into Asset Master records. You can print the report for asset accounts, organizations, projects, and or autocreation dates. You can also select records based on autocreation status (Selected and/or On Hold) and timing source (Receipts and/or Postings). You can sort by asset account, asset organization, asset project, autocreation status, autocreation timing source, and autocreation date.

You can print this report at any time. Because data from the Manage Autocreation Transactions screen is converted to Asset Master records during final processing, you may want to establish company procedures that include printing and reviewing this report before you run the final process from the Create Asset Master Records screen.

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

Asset Accounts

Use the following fields to print a report for one asset account, a range of asset accounts, or all asset accounts. The asset account is required in the G/L Book Info tab of the Manage Asset Master Information screen and on the Manage Asset Account Information screen for all property records, and denotes the "ownership" account, such as company-owned balance sheet, project, and so on. Asset account and organization "ownership" data are always required; project and reference number "ownership" data is usually optional.

Option

Select a range option from the drop-down list for the asset accounts you want to include in the report. Range options are:

Start

Enter, or click

to select, the beginning asset account in this field. Because this is a standard lookup to the ACCT (Account) table, you may find that you have selected an account from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT (Edit Autocreation Transactions) table may not be selected.

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

End

Enter, or click

to select, the ending asset account in this field. Because this is a standard lookup to the ACCT table, you may find that you have selected an account from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Asset Organizations

Use the following fields to print a report for one asset organization, a range of asset organizations, or all asset organizations. The asset organization is a required field in the G/L Book Info tab of the Manage Asset Master Information screen and on the Manage Asset Account Information screen for all property records, and denotes the "ownership" organization, such as company-owned balance sheet, project, and so on.) Asset account and organization "ownership" data are always required; project and reference number "ownership" data is usually optional.

Option

Select the range option from the drop-down list for the asset organizations you want to include in the report. The default option for this field is All. Range options are:

Start

Enter, or click

to select, the beginning asset organization in this field. Because this is a standard lookup to the ORG_ACCT (Organization Account) table, you may find that you have selected an organization from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.

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

End

Enter, or click

to select, the ending asset organization in this field. Because this is a standard lookup to the ORG_ACCT table, you may find that you have selected an organization from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Asset Projects

Use the following fields to print a report for one asset project, a range of asset projects, or all asset projects. The asset account and organization data are required in the G/L Book Info tab of the Manage Asset Master Information screen and on the Manage Asset Account Information screen for all property records, and denote "ownership," such as company-owned balance sheet, project, and so on.) Asset account and organization "ownership" data are always required; project and reference number "ownership" data is usually optional.

Option

Select the range option from the drop-down list for the asset projects you want to include in the report. Range options are:

Start

Enter, or click

to select, the beginning asset project in this field. Because this is a standard lookup to the PROJ (Project) table, you may find that you have selected a project from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.

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

End

Enter, or click

to select, the ending asset project in this field. Because this is a standard lookup to the PROJ table, you may find that you have selected a project from the lookup for which autocreation transactions do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve from the AUTOCR_ASSET_EDIT table may not be selected.

If you select All, One, or To End in the Option field, this field will be inactive.

Autocreation Dates

Use the following fields to print a report for one autocreation date, a range of autocreation dates, or all autocreation dates. The Autocreation Date/Time column on the Manage Autocreation Transactions screen automatically displays the date the row was created; it cannot be edited.

Option

Select the range option from the drop-down list to specify the autocreation dates you want to include in the report. Range options are:

The system does not validate the dates entered in these fields. Be careful with your entry, because you may find that you have entered selection criteria for which data does not exist in the AUTOCR_ASSET_EDIT table or does not meet your other selection criteria.

Start

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

End

If you select All, One, or To End in the Option field, this field will be inactive.

Asset/Item Number

In the following fields, you can select the asset/item numbers that you want to include in the report. If you enter a specific asset number, you must also enter a corresponding item number before you can run the report.

You will need to choose from either the "temporary" or the "user" asset/item numbers displayed on the Manage Autocreation Transactions screen for this report.

The system automatically assigns a "temporary" asset number and item number for each row in this table based on the numbering preference you previously selected. You can override the system-assigned numbers with "user" designated asset/item numbers of your choice (provided they are unique).

Asset/item numbers will print on the report in overall numerical order, regardless of whether they were assigned as "Temporary" or "User" Asset/Item numbers on the Manage Autocreation Transactions screen.

Lookup at these fields displays data from the Temporary Asset No, Temporary Item No, User Asset No, and User Item No fields on the Manage Autocreation Transactions screen. (This is not a standard lookup to the ASSET table.)

Option

Start

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

End

If you select All, One, or To End in the Option field, this field will be inactive.

Options

Use the options in this group box to select whether you want to print a summary or a detail report. The Summary option is the default.

Summary

Select this option to print the summary report, which prints data from selected columns on the Manage Autocreation Transactions screen in a list format. The asset account, organization, project, autocreation status, timing source, asset/item number, tag number, short description, template/revision number, and total cost are included in the report. In addition, cost subtotals print by account/ organization/project along with a grand total.

Detail

Select this option to print the detail report, which prints data from all columns on the Manage Autocreation Transactions screen on a single page. Because there are so many columns on the screen, this report provides an easy way to review all the data for a single row.

Select Timing Source

Use the options in this group box to select the timing code of the transactions you want to include in the report. You must select at least one check box. The Receipt check box is the default.

If you select only the Receipt check box and you are not licensed for Costpoint Purchasing/Receiving, there can be no match based on the selection criteria and no records will be found.

Receipt

Select this check box to include records with Receipts as timing source. This check box is the default.

If you activate only the Receipt check box and you are not licensed for Costpoint Purchasing/Receiving, there can be no match based on the selection criteria and no records will be found.

Posting

User

Select this check box to include records with User as timing source. The system automatically assigns a User code to a new row on the Manage Autocreation Transactions screen if you use the Duplicate Row function to copy an existing row, regardless of the timing source of the row from which the data was copied.

Include Autocreation Status

Use this group box to select the autocreation status of the transactions you want to include in the report. You can select from two check boxes that allow you to choose Selected transactions and/or On Hold transactions. You must select at least one check box. The Selected Transactions check box is the default.

Selected Transactions

Select this check box to include records with Selected as autocreation status. This check box is the default.

Transactions On Hold

Sort By

Use the options in this group box to select how the report data is organized. Note that the report is always printed in the same format, regardless of the sort option you select. The sort option determines how the data is ordered within the format. If you select the Summary option in the Print group box, data will be further sorted by autocreation status, timing source, and asset/item number, respectively.

1st Sort

This sort option prints all data sorted first by user asset/item number and then sorted by temporary asset/item number order. It does not merge temporary asset/item numbers with user asset/item numbers in the sorted list.

Page Break

Select this check box if you want a page break inserted each time the selected sort parameter changes.

You can save your sort options and selection criteria for this report with or without printing. Select the Save button on the toolbar or Save in the File menu. Enter an alphanumeric identifying code and a short description to help you recognize the report parameters. Later, you can run Query from this screen to access the print parameters you created and run the same report without entering the screen information again. Stored report parameters are especially useful if you plan to run reports using the Process Manager.

If you want to keep your selection parameters but want to run a slightly different report, you can use Copy Record to copy the parameters and make minor changes to them without changing the saved parameters. Click Copy Record in the Line menu or press (CTRL+E).