PRINT ASSET MAINTENANCE INFORMATION REPORT

Use this screen to print maintenance record data from the Manage Asset Maintenance Information screen.

This report selection screen contains four sections, as follows:

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 report as well as in the other related maintenance screens. 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.

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 can run the report on this screen only for your login company. If you have multiple companies, you cannot run the report from this screen for any company other than your company of login.

You can manually enter maintenance data on a record-by-record basis on the Manage Asset Maintenance Information screen. 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 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 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.

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

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

  2. 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 to the Manage Asset Maintenance Information screen for the selected records. 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.

  3. Execute the final process from the Create Asset Maintenance Information screen to move the information from the Manage Asset Maintenance Transactions screen to the Manage Asset Maintenance Information screen.

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

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

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

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 maintenance 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 maintenance 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 maintenance 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 maintenance 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 maintenance 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 maintenance 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 maintenance 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 maintenance 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 maintenance 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 maintenance 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 maintenance 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 maintenance records do not exist or that do not meet your other selection criteria.

Maintenance Dates

Option

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

The system may modify your records selection from within this maintenance 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 maintenance date, as applicable.

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

End

Enter, or click to select, the ending maintenance date, as applicable.

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

Options

Use the check boxes in this group box to select the depreciation type(s) and record status type(s) for which you want to generate the report, as well as your choice of the specific maintenance 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.

You must select at least one check box in this group box. The Active 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 maintenance 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 nine available user-defined maintenance data fields to print on the report.

The user-defined maintenance data you select, as applicable, will print on the report in the sequential column order that you specify. For example, the system will display the data you specify for Column 1 first, the data you specify 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 spaces on the report.

Column 1

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

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

It is not a system requirement that you have one or more pre-established labels for the maintenance data fields. If you did not set up labels, the system displays the corresponding default labels for the data fields, such as Maint1, Maint2, 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 maintenance 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 non-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 option from the drop-down list. You can choose to sort  the maintenance data records by:

When you print the report, the system automatically creates column header labels from the information in the category you sort by. For instance, if you sort by Asset Account/Org, the system will print each account/organization number combination as a header label and all its associated information will print in rows beneath it.

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 Asset/Item Number, data for each different company begins on a new report page.