PRINT FIXED ASSETS/GENERAL LEDGER RECONCILIATION REPORT

Use this screen to print comparisons and variances by Account/Organization between data in Costpoint Fixed Assets and the General Ledger at any point in time (current or historical). Costpoint Fixed Assets acts as a subsidiary ledger to the General Ledger. The individual balances for cost and accumulated depreciation values for each Asset Master record are stored in Costpoint Fixed Assets, but the totals of the detail records should reconcile to the summary balances in the General Ledger.

Because it is considered a responsible accounting practice to reconcile Costpoint Fixed Assets to the General Ledger on a monthly basis, you can use this report to automatically collect the necessary data and to identify discrepancies. In order to encourage this task on a routine basis, this report provides a starting point for the reconciliation task.

You can print data for the Fixed Assets Cost accounts and/or the Fixed Assets Accumulated Depreciation accounts.

You must assign asset account data and an accumulated depreciation account code for each depreciable Asset Master record.

You will normally find this report most useful when performing the reconciliation for company-owned assets for which balances reside in balance sheet accounts in the General Ledger.

Although the G/L balances for assets assigned to project ownership accounts are normally non-depreciable and do not normally reside in balance sheet accounts, you can make selections for this report that include non-depreciable assets and/or one project, a range of projects, or all projects. For projects and/or non-depreciable assets, you may find that only a portion of this report is applicable.

You can print the reconciliation for asset accounts/organizations/projects, accumulated depreciation accounts/organizations/projects (by accumulated depreciation account code or by account), or both.

You can select any one "point-in-time" for which the data will be collected and printed by selecting the fiscal year and period. The selected point in time can be current or historical.

If you print the reconciliation for the accumulated depreciation accounts and have also selected the Accum Depr Acct/Org/Proj option in the Select A/D Accts By group box, you can print the Accum Depr Acct Codes on the report.

Because you may already have computed depreciation at the time you print this report, you can include or exclude the Current Period Depreciation values in the FA totals for Accum Depreciation. (Current period depreciation values are always added by the system and reflected in the accumulated depreciation values.)

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.

Select By Options

Print Reconciliation For

Use the check boxes in this group box to print data for the Fixed Assets cost accounts and/or the Fixed Assets accumulated depreciation accounts. You must select at least one check box.

FA Cost (Asset Accts)

Select this check box to print data for the Fixed Assets Cost (ownership) accounts.

FA Accum Depr (A/D Accts)

Select this check box to print data for Fixed Assets Accumulated Depreciation accounts.

Select A/D Accts By

The options in this group box are available only if you select the FA Accum Depr (A/D Accts) check box in the Print Reconciliation For group box.

Use this group box to select accumulated depreciation options either by accumulated depreciation account code or directly by accumulated depreciation account/organization/project.

As part of your initialization procedures, you must set up accumulated depreciation account codes before you can enter Asset Master records. The role of the accumulated depreciation account code is to maximize data entry efficiency. By setting up codes in advance to represent the different accumulated depreciation account/organization/project combinations that can be assigned to Asset Master records, you need not search for and select this data each time from the General Ledger.

Accum Depr Acct Code

Select this option to choose records for the accumulated depreciation part of the reconciliation report by accumulated depreciation account code. The actual account/organization/project data that is associated with the code(s) will also print on the report.

You can also print the code(s) on the report when you select the Accum Depreciation Account Codes check box in the Show group box.

Accum Depr Acct/Org/Proj

Select this option to choose records for the accumulated depreciation part of the reconciliation report by accumulated depreciation account/organization/project.

You can also print the associated accumulated depreciation account code(s) on the report when you select the Accum Depreciation Account Codes check box in the Show group box.

Selection Ranges

Asset Accounts

The following fields for asset accounts are available only if you select the FA Cost (Asset Accts) check box in the Print Reconciliation For group box.

Use this group box to select records for the report from one asset ("ownership") account, a range of asset ("ownership") accounts, or all asset ("ownership") accounts. (Account and organization asset "ownership" data is required in each Asset Master record. Project "ownership" data is optional depending on whether the account requires a project or not).

Option

Start

Enter, or click

to select, the beginning asset ("ownership") account number in this field.

Because this is a standard Lookup to the ACCT table, you may find that you have selected data for which asset records do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve 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 ("ownership") account number in this field.

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

Asset Organizations

The following fields for asset organizations are available only if you select the FA Cost (Asset Accts) check box in the Print Reconciliation For group box.

Use the fields in this group box to select records for the report from one asset ("ownership") organization, a range of asset ("ownership") organizations, or all asset ("ownership") organizations. (Account and organization asset "ownership" data is required in each Asset Master record. Project "ownership" data is optional depending on whether the account requires a project or not).

Option

Start

Enter, or click

to select, the beginning ("ownership") organization in this field.

Because this is a standard Lookup to the ORG_ACCT table, you may find that you have selected data for which asset records do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve may not be selected.

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 Projects

The following fields for asset projects are available only if you select the FA Cost (Asset Accts) check box in the Print Reconciliation For group box.

Use this group box to select records for the report from one asset ("ownership") project, a range of asset ("ownership") projects, or all asset ("ownership") projects, as applicable. (Account and organization asset "ownership" data is required in each Asset Master record. Project "ownership" data is optional depending on whether the account requires a project or not).

Option

Start

Enter, or click

to select, the beginning ("ownership") project in this field, as applicable.

Because this is a standard Lookup to the PROJ table, you may find that you have selected data for which asset records do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve 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 ("ownership") project in this field, as applicable.

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

Accum Depr Codes or Accum Depr Accts

The following fields for accumulated depreciation codes or accounts are available only if you select the FA Accum Depr (A/D Accts) check box in the Print Reconciliation For group box.

Option

Start

Enter, or click

to select, the beginning accumulated depreciation code or account in this field, as applicable.

If you select the Accum Depr Acct Code option in the Select A/D Accts By group box, Lookup will access codes from the Accum Depr Acct Codes table. If you select the Accum Depr Acct/Org/Proj option in the Select A/D Accts By group box, Lookup accesses account numbers from the G/L Account table.

Because this is a standard Lookup to the ACCT table or to the ACCUM_DEPR_ACCT table, as applicable, you may find that you have selected data for which asset records do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve 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 accumulated depreciation code or account in this field.

If you select the Accum Depr Acct Code option in the Select A/D Accts By group box, Lookup accesses codes from the Accum Depr Acct Codes table. If you select the Accum Depr Acct/Org/Proj option in the Select A/D Accts By group box, Lookup accesses account numbers from the G/L Account table.

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

Accum Depr Organizations

The following fields for accumulated depreciation organizations are available for use only if you select the FA Accum Depr (A/D Accts) check box in the Print Reconciliation For group box and you select the Accum Depr Acct/Org/Proj option in the Select A/D Accts By group box. If you select the Accum Depr Acct Code option in the Select A/D Accts By group box, the following fields are not available for use.

Option

Start

Enter, or click

to select, the beginning accumulated depreciation organization in this field.

If you select the Accum Depr Acct/Org/Proj option in the Select A/D Accts By group box, Lookup accesses organizations from the G/L Organization table. If you select the Accum Depr Acct Code option in the Select A/D Accts By group box, this field is not available for use.

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

End

Enter, or click

to select, the ending accumulated depreciation organization in this field.

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

Accum Depr Projects

The following fields for accumulated depreciation projects are available for use only if you select the FA Accum Depr (A/D Accts) check box in the Print Reconciliation For group box and you select the Accum Depr Acct/Org/Proj option in the Select A/D Accts By group box. If you select the Accum Depr Acct Code option in the Select A/D Accts By group box, the following fields are not available for use.

Option

Start

Enter, or click

to select, the beginning accumulated depreciation project in this field, if applicable.

If you select the Accum Depr Acct/Org/Proj option in the Select A/D Accts By group box, Lookup accesses projects from the G/L Project table. If you select the Accum Depr Acct Code option in the Select A/D Accts By group box, this field is not available for use.

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

End

Enter, or click

to select, the ending accumulated depreciation project in this field.

Because this is a standard Lookup to the PROJ table, you may find that you have selected data from the Lookup for which asset records do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve may not be selected.

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

Print Balances As Of

Use the following fields to select records for the report from a single fiscal year/period, either current or historical.

The Fiscal Year field Lookup displays only those fiscal years already set up on the Manage Fiscal Years screen (in Costpoint General Ledger) in descending order, beginning with the latest fiscal year. (Fiscal years setup in the General Ledger should always match those set up in Fixed Assets on the Manage Fixed Assets Fiscal Years screen.) Because the display in the Fiscal Year drop-down list is a standard Lookup to the Fiscal Year table in the G/L, you may find that you have selected a fiscal year for which reconciliation data do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve may not be selected.

The Period field Lookup displays only those accounting periods already set up on the Manage Accounting Periods screen (in Costpoint General Ledger) for the fiscal year specified in the Fiscal Year drop-down list. (Accounting periods setup in the General Ledger should always match those set up in Fixed Assets on the Manage Fixed Assets Accounting Periods screen.) Because the display in the Period drop-down list is a standard Lookup to the ACCTING_PD table in the G/L, you may find that you have selected a period for which reconciliation data do not exist or do not meet your other selection criteria. In this event, the data you expect to retrieve may not be selected.

The ending date for the selected fiscal year and period automatically displays in the field on the right.

Fiscal Year

Period

Options

Include

FA Current Period Depreciation in FA Accum Depreciation Values

This check box is available for use only if you select the FA Accum Depr (A/D Accts) check box in the Print Reconciliation For group box. If you have also selected the FA Cost (Asset Accts) check box in the Print Reconciliation For group box, this check box applies only to the accumulated depreciation values displayed on the report.

When this check box is clear, any current period depreciation already computed by the Fixed Assets system for an open period (whether posted and/or unposted) will not be automatically included in the accumulated depreciation values used for the Reconciliation report. You can use this option to compare posted depreciation in Costpoint Fixed Assets with posted depreciation in Costpoint General Ledger. (The system will add fiscal year-to-date and depreciation from all prior years from the Asset Master records to determine Fixed Assets accumulated depreciation values for the report.)

If you select this check box, any current period depreciation already computed by the Fixed Assets system for an open period (whether posted and/or unposted) will automatically be included in the accumulated depreciation values used for the Reconciliation report. (The system will add fiscal year-to-date depreciation, depreciation from all prior years, and any values from the Current Pd Depreciation field from the Asset Master records to determine Fixed Assets accumulated depreciation values for the report.)

If you select this check box and you have computed but unposted depreciation, the values in Costpoint Fixed Assets cannot reconcile to the posted values in the General Ledger.

Show

Accum Depreciation Account Codes

This check box is available for use only if you have selected the FA Accum Depr (A/D Accts) check box in the Print Reconciliation For group box and you have selected the Accum Depr Acct/Org/Proj option in the Select A/D Accts By group box.

Select this check box to print accumulated depreciation account code(s) data associated with the accumulated depreciation account/organization/project on the report.