PRINT ASSET INVENTORY INFORMATION REPORT

Use this screen to print inventory record data from the Manage Asset Inventory Information screen.

This report selection screen contains four blocks, as follows:

On the Manage Tracking Field Labels screen, you can optionally define the labels for the inventory data columns, such as Counted By, Condition, and so on. Your labels, along with the Date label for the first column, will display as the label names for the report as well as in the other related inventory screens. Use this optional feature to "customize" the inventory 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, Inventory1, Inventory2, 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.

The report 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 report on this screen for each company only by using the separate company login for each. You cannot run the report from this screen for any company other than your company of login.

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

As an alternative to manual inventory 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 inventory 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 inventory information that is common to a range of records.

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

  1. As an alternative to manual inventory data entry, you can select the ranges of records, create template data, and run the process from the Create Asset Inventory Transactions screen, by which the system writes the template data to the Manage Asset Inventory Transactions screen, based on your selection parameters.

  2. Review and edit the created records on the Manage Asset Inventory Transactions screen, as desired. Template inventory data displays on this screen for the ranges of records specified as an intermediate step before the system writes the data to the Manage Asset Inventory Information screen for the selected records. Because this screen provides a convenient way to review the inventory 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 Inventory Information screen to move the information from the Manage Asset Inventory Transactions screen to the Manage Asset Inventory Information screen.

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

If you use Deltek's bar-coding functionality in Costpoint Fixed Assets, you can use the Import Asset Locations screen to import an ASCII file created by the bar code scan OR the RFGen file, as applicable.

When you perform the file import, you can optionally create 'Inventory Event' records. If you choose this option, you will need to specify the inventory data to be created for each record directly on the Import Asset Locations screen prior to running the import process. The system will use the data from the template to write inventory records to the Manage Asset Inventory Information screen for the scanned and validated property records.

The Print Asset Inventory Information Report provides a current "snapshot" of inventory data for your asset records. You can print this report at any time after you have established records on the Manage Asset Inventory Information screen, either manually or by means of running the special-purpose inventory processes.

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

You may find that the ability to "customize" these labels makes your inventory data entry and history review more meaningful. If you do not choose to define labels, system default labels (for example, Inventory1, Inventory2, 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 block to specify the asset account, organization, project, asset/item number, and/or inventory date selection criteria for the process.

Asset Accounts

Option

Select the asset account(s) for which the report data should be generated. 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 inventory date type range, as well as by your Select Record Status and Select Depreciation Status check box selections.

The following selection 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 inventory records 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 inventory records do not exist or do not meet your other selection criteria.

Organizations

Option

Select the asset organization(s) for which the report data should be generated. 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 inventory date range, as well as by your Select Record Status and Select Depr Status check box selections.

The following selection 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 inventory records 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 inventory records do not exist or do not meet your other selection criteria.

Projects

Option

Select the asset project(s) for which the report data should be generated, as applicable. Asset "ownership" data is required entry for all Asset Master records. Accounts and organizations 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 inventory date range, as well as by your Select Record Status and Select Depr Status check box selections.

The following selection 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 inventory records 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 inventory records do not exist or do not meet your other selection criteria.

Asset/Item Numbers

Option

Select the asset/item number(s) for which the report data should be generated.

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

The following selection 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 for which inventory records do not exist or that do 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 for which inventory records do not exist or that do not meet your other selection criteria.

Inventory Dates

Option

Select the inventory date(s) for which the report data should be generated.

The system may modify your records selection from within this inventory date option 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 selection options are available:

Start

Enter, or click to select, the starting inventory date, as applicable.

You may find that you have selected an inventory date for which inventory records do not exist or that do not meet your other selection criteria.

End

Enter, or click to select, or use Calendar Lookup to select, the ending inventory date, as applicable.

You may find that you have selected an inventory date for which inventory records do not exist or that do not meet your other selection criteria.

Options

Use the check boxes and fields in this group box to select the depreciation type(s) and record status type(s) for which the report should be generated, as well as your choice of the specific inventory data that should display in the four available data columns on the report.

Select Record Status

Use the check boxes in this group box to select the record status type(s) for which the report should be generated.

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

The system may modify your record selection by your choice of account, organization, project, asset/item number, and/or inventory date options, as well as by your Select Record Status and Select Depr Status check box selections.

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

Select Data for Report

Use the data fields in this group box to optionally specify up to four of the eight available user-defined inventory data fields to print on the report.

Your selected user-defined inventory data, as applicable, will print on the report in the sequential column order that you specify. For example, the system will display the data you have specified for Column 1 first, the data you have specified for Column 2 next, and so on.

If you do not want to include four data fields on the report, you can leave any of these columns blank. Because the column fields are optional and will print in the order you select, you can use the selection in this group box to create many different report formats.

The system will not shift blank columns to the left on your printed report and will display these as blank spaces on the report. If you want to include blank spaces between columns to make it easier to review your data, you can select data fields for alternate columns only. For example, if you select data fields to be printed only in Columns 1 and 3, Columns 2 and 4 will then print as blank columns, leaving extra space on the report.

Column 1

Enter, or click to select, the desired inventory data field (from the eight data fields available) that should display in Column 1, as applicable.

If you designated one or more labels for the inventory data fields in the Inventory Labels group box of the Manage Tracking Field Labels screen, the system automatically displays your labels for the inventory data fields in the Lookup.

It is not a system requirement that you have one or more pre-established labels for the inventory data fields. If you did not set up labels, the system displays the corresponding default labels for the data fields, such as Inventory1, Inventory2, and so on.

Column 2, Column 3 and Column 4

Please refer to the documentation for the Column 1 field.

Select Depreciation Status

Use the check boxes in this group box to select the depreciation status type(s) for which the report should be generated.

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 Depreciable Records check box is selected by default, which you can change as desired.

The system may modify your record selection by your choice of account, organization, project, asset/item number, and/or inventory data options, as well as by your Select Record Status and Select Depr Status check box selections.

Depreciable Records

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

Non-Depreciable Records

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

Sort By

Use the fields in this group box to specify sort and page break options.

1st Sort

Select the primary sort field for the report from the drop-down list. You can choose to sort the inventory data records by:

Page Break

Select this check box to produce a report that begins a new page each time the selected sort criteria changes. For example, if you select to sort the report by Asset/Item Number, data for each different company begins on a new report page.