FREQUENTLY ASKED QUESTIONS

For which fields am I required to enter data in Asset Master and Asset Template records?

For a depreciable asset:

For a non-depreciable asset:

The fields listed above are the minimum data requirements required for entry before a record can be saved. Automatic system defaults, such as Depr Status is Depreciable, are not included in this list. Additional data will be required before depreciation calculations can take place successfully. (If you use the Asset Template functionality, all minimum data requirements to save an Asset Master record will automatically be met when you import data from a valid Template No/Rev No.)

Can I change the value of the System-Wide Configuration for Depreciation Calculations options on the Configure Fixed Assets Settings screen?

You can change the selection in the System-Wide Configuration for Depreciation Calculations options, which specify whether to "Catch-Up" current year (fiscal or purchase year) depreciation in the current period or spread depreciation over the remaining periods in the year, at any time. (Your configuration selection has no effect on the computation of annual depreciation; it only directs how the value for the Current Pd Depreciation field should be calculated.)

If your current setting is “Added to current period amount”, switching to “Spread among remaining periods in PY or FY will affect all assets added in the current period and future assets that are established with a catch-up requirement.

If your current setting is “Spread among remaining periods in PY or FY”, however, switching to the “Added to current period amount” option could have unintended consequences. In particular, any assets added to Costpoint prior to this change that had catch-up depreciation to expense will no longer have the remaining catch-up spread over the remaining periods. Instead, the remaining catch-up will all be expensed in the period in which the “Added to current period amount” selection was made. Thus, expenses for the period of the change will be higher than otherwise expected because asset catch-up that was previously being spread over remaining periods will accelerate in the current period to expense the remaining catch-up amount.

On the same screen, however, the options in the System-Wide Configuration for DP Basis Depreciation Methods group box cannot be changed without extensive editing of the asset data. If you switch between days and periods basis for Date of Purchase assets, each DP-based asset record must be individually edited to correct the Days/Pds Remaining field on the G/L Book Info tab and Other Book Info subtask. Depending on which method is selected, this field represents days remaining (1 to 365) or periods remaining (1 to 18) in the purchase year.

When is the best time to use the Clone function to copy or effectively "re-number" an asset?

Timing can be important when using the Clone functionality.

If you use the Clone functionality to copy data from one record to minimize manual data entry when you create a new, similar record, the best time to Clone is after the period close, before you calculate depreciation and post the Fixed Assets Journal. Note that the value in the Amount Posted Curr Pd field is not transferred to the new asset when you use Clone. Therefore, if you perform a Fixed Assets posting for the period and then Clone an asset, the new asset will have a Current Pd Depreciation value but the Amount Posted Curr Pd value will be zero. (Because you would primarily use the Clone function to create a new record, it is appropriate for the system to not transfer the Amount Posted Curr Pd value.) You must post the amount before you can close the period. You should manually intervene in the cloned record if you do not want to post the cloned amount from the Current Pd Depreciation field. In this event, you should change the amount in the Current Pd Depreciation field to zero. You should also review the cloned data to ensure its suitability for the new asset.

If you use Clone to "renumber" an asset record, the only appropriate time to do this is when an Asset Master record has no posting history within Costpoint Fixed Assets. Because the Asset No and Item No are the key fields for an Asset Master record, you cannot change this key data. In effect, there is no "renumbering" capability. In a two-step procedure, you will run Clone to create a new record with identical data, and then you will delete the record from which you cloned the data. You cannot delete Asset Master records with a posting history within Costpoint Fixed Assets. In this circumstance, you should clone the record and then change the status for the record from which you cloned data to Inactive. In many system reports, you can include or exclude records based on Active or Inactive status.

What are Asset Templates and how should they be used?

You can use asset templates, which are optional, to uniquely identify and create sets of default data. When you designate a template identifier in an Asset Master record, the system copies all the data from the template and automatically displays the same data in the Asset Master record, where it can be edited on a field-by-field basis. Asset template functionality provides the mechanism to import data from the Asset Template into an Asset Master record.

The primary role for the Asset Template is to reduce the amount of repetitive data entry in asset records that share common characteristics. Another important advantage lies in the ability to incorporate consistent descriptions and data across property records, thus minimizing the incidence of data errors and enhancing the quality of tracking and reporting functions within the system.

Because not all fields from an Asset Master record are appropriate for setting up default data, there are fewer fields available for default data entry in an Asset Template than in an Asset Master record. There are, however, over 120 standard template fields and a virtually unlimited number of user-defined fields in which you can enter default descriptive, purchase, location, account, book, government, and user-defined data. You can also incorporate asset template functionality during the autocreation process and take advantage of autocreated data already supplied from Costpoint Purchasing, Receiving, and/or Accounts Payable, while supplementing that data with default information required in Asset Master records but not available in those modules.

Which Costpoint Fixed Assets processes can or cannot be run simultaneously by multiple users?

Compute Depreciation:

This process is a USER-locking application, in which several users can process at the same time as long as they are logged into Costpoint with different user IDs.

One method by which depreciation calculations can be speeded up is for different users to simultaneously compute depreciation, each using a different range of asset/item numbers.

Post Fixed Assets Journal:

This process is a SINGLE-locking application, in which only one user at a time can access the application. If you click the Default Action button on the Compute Depreciation screen while posting is in progress, the system displays a message stating that you must complete the posting before you can compute depreciation. When you run "Test" on the Close Fixed Assets Accounting Period screen while posting is in progress, the system displays a message stating that you cannot close the period until the posting is complete. If a posting is in progress while you are editing Asset Master records, the Save button will be disabled for any asset being posted that has a posting sequence number.

Close Fixed Assets Accounting Period:

This process is a SINGLE-locking application, in which only one user at a time can access the application. If you try to access the Compute Depreciation screen while a close process is in progress, the system displays a message stating that you cannot compute depreciation until the close is complete. If you try to access the Post Fixed Assets Journal while a close is in progress, the system displays a message stating that you cannot post until the close is complete. If a close is in progress while you are editing Asset Master records, the Save button on the G/L Book Info tab and Other Book Info subtask will be disabled for any records being processed by the close.

I computed depreciation successfully. Why does the Current Pd Depreciation field (for some or all of my asset records) now display a negative value (or zero)?

Troubleshooting Checklist

• Have you set up Fiscal Year/Period (FY/Pd) data for at least two future fiscal years and accounting periods on the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens?

(If this data already exists in Costpoint General Ledger, you can copy this data into Costpoint Fixed Assets by running the Update FA FY/Pd Information from GL FY/Pd Information screen.)

• If the asset uses a Date of Purchase basis AND you have selected the "Catch-Up" calculation option on the Configure Fixed Assets Settings screen that adds missed depreciation for prior periods in the current year to the current period depreciation amount, make sure that you set up historical FY/Pd data periods on the Manage Fixed Assets Fiscal Years and Manage Fixed Assets Accounting Periods screens.

You should set up this data on a one-time basis for each year specified in the depreciation start date assigned to your Asset Master records, for which there is remaining book value.

• Have you entered data in the Depr Start Date field on the G/L Book Info tab of the Manage Asset Master Information screen (or the corresponding field on the Manage Asset General Ledger Book Information screen)?

If you use any optional book, have you entered data in the Depr Start Date field in the Other Books Info subtask of the Manage Asset Master Information screen (or the corresponding field on the Manage Asset Other Books Information screen)?

If so, are all dates on or before the ending date of the current accounting period specified on the Configure Posting Settings screen?

• If the asset uses a "Date of Purchase" basis for the depreciation method assigned to the asset, has the value in the Amt Taken Purch YTD field on the G/L Book Info tab of the Manage Asset Master Information screen (or in the corresponding field on the Manage Asset General Ledger Books Information screen) been initialized correctly?

If you use any optional book, has the value in the Depr Start Date field in the Other Books Info subtask of the Manage Asset Master Information screen (or the corresponding field on the Manage Asset Other Books Information screen) been initialized correctly?

You must initialize this field for historical assets before you compute depreciation. For new assets, no initialization is required before computing depreciation, and this field should display 0.00.

• If the asset uses a Fiscal Year basis for the depreciation method assigned to the asset, make sure that the value in the FYTD Depreciation and/or the Prior FY Depreciation field on the G/L Book Info tab of the Manage Asset Master Information screen (or the corresponding field on the Manage Asset General Ledger Book Information screen) has been initialized correctly. If you use any optional books, make sure that the value in the FYTD Depreciation and/or the Prior FY Depreciation field in the Other Books Info subtask of the Manage Asset Master Information screen (or the corresponding field on the Manage Asset Other Books Information screen) has been initialized correctly.

You must initialize one or both of these fields for historical assets, as applicable, before you compute depreciation. For new assets, no initialization is required before computing depreciation, and these fields should display 0.00.

• For historical assets, is there data in the Current Depr Yr and Days/Pds Remaining fields on the G/L Book Info tab of the Manage Asset Master Information screen (or the corresponding field on the Manage Asset General Ledger Book Information screen)? If you use any optional books, is there data in the Curr Depr Yr and Days/Pds Remaining fields in the Other Books Info subtask of the Manage Asset Master Information screen (or the corresponding field on the Manage Asset Other Books Information screen)?

If so, is the data in the Current Depr Yr and Days/Pds Remaining fields correct? Can the system find a percentage with which to compute annual depreciation by matching the current depreciation year (of useful life) with a year from the depreciation method assigned to the asset?

For new assets, you do not have to initialize these fields before computing depreciation. As long as both of these fields are left blank, the system will automatically insert and use the correct values based on the date in the Depr Start Date field.

• Is the asset fully depreciated? Is there any book value left upon which to perform depreciation calculations?

• Is there a value in the Total Cost field (Cost Info tab and/or Other Books Info subtask of the Manage Asset Master Information screen, the Manage Asset Cost Information screen, or the Manage Asset Other Books Information screen)? If so, is there a value in the Amount to Depreciate field (G/L Book Info tab and/or Other Books Info subtask of the Manage Asset Master Information screen, and the corresponding field on the Manage Asset Cost Information or the Manage Asset Other Books Information screens)?

• Is the Auto Calculate Depreciation check box selected (G/L Book Info tab and/or Other Books Info subtask of the Manage Asset Master Information screen, and the corresponding field on the Manage Asset Cost Information or the Manage Asset Other Books Information screens)?

• Are you checking results against the record(s) selected for the compute process?

Why did I receive the following message while saving an Asset Master?

"Status must be set to Disposal, since disposal information has been entered."

This message will display when you save an asset if any data was previously manually entered on the Disp Info tab of the Manage Asset Master Information screen. Under normal circumstances, you will enter most disposals on the Manage Disposal Transactions screen and post them using the Post Fixed Assets Journal screen. During the posting process, the system will automatically update the Disp Info tab with the disposal data.

To save the asset without changing the Record Status to Disposal, open the Disp Info tab and delete any data in the fields in the Disposal Info group box and any Depreciation Adjustment entered in the Table Window (for all books). If you still cannot save the asset, there may be data in other disposal-related fields in the ASSET table that must be cleared through the table. This may have occurred if the data was imported from another system. (Disposal columns in ASSET table: DISP_DT, DISP_FY_CD, DISP_PD_NO, DISP_SUB_PD_NO, DISP_PRICE_AMT, DISP_DESC, DISP_S_JNL_CD, DISP_POST_SEQ_NO, S_DISPOSAL_CD, and DISP_TYPE.)

What is the purpose for the Post Disposal to G/L check box on the Manage Asset Master Information screen?

This check box is available only if you have specified that the asset record is Non-Depreciable in the Depr Status group box. Selecting this check box allows a future disposal entry for the record to be posted to the General Ledger. In the case of non-depreciable assets (for example, land), the G/L entry on disposal can consist only of debits and credits, as appropriate, to the Cost and Gain/Loss on Sale of Fixed Assets accounts, because there is no accumulated depreciation associated with a non-depreciable asset. This field is not available for depreciable assets, because disposal entries can always be posted to the General Ledger for depreciable assets for the G/L Book.

Why did I receive the following message when closing the Cost Info tab of the Manage Asset Master Information screen?

"The Other Books subtask needs to be activated in order to update its cost information."

This message displays only if you have set up one or more optional books on the Configure Fixed Assets Settings screen. Its purpose is to remind you of the rules regarding updates to cost data for optional books 2 to 10 in the Other Books Info subtask.

When data for an Asset Master record is originally added and saved, the Total Cost amount from the Cost Info tab automatically defaults in the Total Cost column for all other optional books used when you first activate each new line in the Other Books Info subtask. This default feature saves you from performing extra data entry, because, for the majority of users, the G/L Book cost amount is the same for the optional books. The message automatically displays when you exit from the Cost Info tab of the Manage Asset Master Information screen, regardless of whether you use any optional book.

However, you can always assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on). When initializing an Asset Master record, you can overwrite the default cost that displays in the Other Books Info subtask of the Manage Asset Master Information screen (and on the Manage Asset Other Books Information screen) with a different amount on a book-by-book basis, as needed.

The message above also automatically displays when you re-access the Cost Info tab after the Asset Master record has been saved. If you change the cost in the Cost Info tab after the record has been saved, the message reminds you that your change to Total Cost will be in effect only for the G/L Book unless you also open the Other Books Info subtask on the Manage Asset Master Information screen. When you open the Other Books Info subtask, your change to the Total Cost field on the Cost Info tab will also be written to the Cost column for any optional books in the Other Books Info subtask for which the cost amount matched before the change. In this circumstance, your change to Total Cost on the Cost Info tab will NOT automatically be written to the Total Cost column for any optional books that did not match the cost amount before the change. (Note that if you now want the revised Total Cost value for the G/L Book to also be the Cost for all optional books used, regardless of whether they matched before the change, you will need to enter the revised cost manually in the Other Books Info subtask for applicable optional books.)

If you have the Other Books Info subtask open before you change the Total Cost field on the Cost Info tab, the information message above will not display, and the change to the Total Cost field will not be written to the Total Cost column for any optional books in the Other Books Info subtask (for which the cost amount matched before the change).

If you change the Total Cost field on the Cost Info tab and you do not activate the Other Books Info subtask when the information message above displays, your change to the Total Cost field will not be written to the Total Cost column for any optional books in the Other Books Info subtask, for which the cost amount matched before the change.

How many times during the same accounting period can I calculate depreciation?

You can calculate depreciation as many times as you need to during the same accounting period. There will be no changes to the amount originally calculated for the period, however, unless you have made changes to fields used during the computation, such as Depr Method Code, Current Depr Yr, Days/Pds Remaining, Depr Start Date, and so on.

If you have already calculated depreciation for all your assets and discover that there are several new records that you need to add for the period, you can safely calculate depreciation again for all your records. If you have made no changes to fields used during the computation, the Current Pd Depreciation amount for all previously computed records will be recomputed but will not change, and the correct values for all new records will be computed for the first time. If you are able to isolate the asset number range of the newly added records, an alternate and time-saving solution in this circumstance is to simply recalculate depreciation only for the last assets added.

How many times during the same accounting period can I post depreciation?

You can post depreciation for the G/L Book as many times as you need to during the same accounting period. Each time you post, the system posts the difference between the amounts in the Current Pd Depreciation and Amount Posted Curr Pd fields for each record. During posting, cumulatively increments (or decrements) the Amount Posted Curr Pd field so that after the posting, Amount Posted Curr Pd and Current Pd Depreciation have the same value.

If you have already posted for the current period (one or more times) and now find that the Current Pd Depreciation amount is not correct, enter the correct value (the amount that it should be) manually in the Current Pd Depreciation field. The system will refer to the amount already posted for the period and will post the amount necessary (positive or negative) to bring the value in the Amount Posted Curr Pd field to match the value in the Current Pd Depreciation field.

Each current period posting can be reversed once within the same current accounting period. Refer to the documentation for the Reverse Posted Fixed Assets Entry screen for additional information.  Postings cannot be reversed once the period in which the posting took place is closed.

Should I be concerned when, occasionally during processing, the "percent thermometer" re-sets or does not seem to reflect the percentage completed?

Not necessarily. Many factors, such as the size of your database, the type of process, the number of steps involved in the process for each record, and so on, contribute to the manner in which this data displays during processing. The process is still running if the Count displayed on the screen continues to change. When the screen displays "Process Complete," you can exit from the process screen and continue with other tasks.

How do I know when to initialize setup screens and in which order?

Refer to the related topic, Initialization Procedures for detailed information.

When I ran the "Test Current Period" in the Close Fixed Assets Accounting Period screen, the system displayed a message informing me that there were unposted depreciation records and the close could not complete until they were posted. I then tried to print and process the Post Fixed Assets Journal, but there were no records found. What is stopping me from running the Close process?

The Close is probably stopping because there is an Inactive asset record with a value other than zero in the Current Pd Depreciation field on the G/L Book Info tab of the Manage Asset Master Information screen (or in the corresponding field on the Manage Asset General Ledger Book Information screen). The Period Close Test compares the Current Pd Depreciation field with the Amount Posted Curr Pd field and, when they do not match, the test fails.

The system validates manually entered Asset Master records that do not allow you to save an Inactive record if a value exists in the Current Pd Depreciation field. If your Asset Master data was populated as a result of a conversion or import process, however, this validation will not take place.

You can view assets with Current Pd Depreciation that are Inactive on the Asset Master Info Global Changes screen. Simply execute a Query with the Record Status equal to Inactive and the G/L Book Current Pd Depreciation “Not equal to” 0.

You can use Impromptu to view the Current Pd Depreciation field for all Inactive records. If any values exist for inactive records, zero out each value in the Current Pd Depreciation field or change the status to Active and post the depreciation, if desired.

What should I do when I get system errors during processing, saving, or data entry?

First, print a copy of the error message and accompanying text. Do not continue, but immediately report the error to our support staff, which may need to see a copy of the error message. Continuing to process under error conditions without knowing the nature of the error may turn minor problems into major problems.

In many cases you may be advised that it is safe to continue without causing further problems.

Try to re-create in your mind the situation under which you were operating when the error occurred and write down the sequence of events. What were you doing? What else, system-wide, may have been going on in Costpoint (for example, posting A/P, printing P/R checks, and so on)? Was this the first time this function had been performed? If not, was there anything different from the last time the function was performed? Have there been recent or current network problems? Have you recently installed a new release, a service pack, or a patch? The more specific information that you can provide, the better!

I tried to delete an asset, but, after receiving the message that the asset was deleted, the asset can still be queried and does not appear to have been deleted.

This situation may occur after you convert or import data. If the ASSET table is filled with rows in which the ASSET_ID has more characters than the limit you defined on the Configure Fixed Assets Settings screen, the system will appear to delete these assets, but they will not actually be deleted from the table.

Query functions will display the whole asset number, so you can use these as tools to verify that this is the problem. Example: Query displays the Asset Number as 123456. When you select the Asset, it will display as Asset Number 12345. If you delete this asset, the system attempts to delete 12345 and thinks it was successful, but 123456 still exists.

It is very important that all numeric asset numbers be the length specified in the Length of Asset Number field on the Configure Fixed Assets Settings screen and that all alpha-numeric assets numbers be equal to or less than that length before you import or convert your data, because you cannot change the asset number length on the Configure Fixed Assets Settings screen once Asset Master records have been created. If records of different asset number lengths have been used, you should contact our Technical support staff to discuss the solution options.

In what sequence should I perform monthly procedures and processes in Costpoint Fixed Assets?

There is also a Workflow Definition template already set up in Costpoint Workflow called Fixed Assets Monthly Procedure. You can modify this existing workflow to incorporate the specifics of your company procedures or you can create your own Workflow model. The general steps are listed below.

1. Add new Asset Master records manually and/or create new records by using the autocreation functionality.

2. Enter changes to Asset (ownership) Accounts, Organizations and Projects, and to Depreciation Expense codes and Accumulated Depreciation Expense Codes.

3. (Optional) Generate the Print Asset Book Value Report (and any related Impromptu reports, as needed).

4. (Optional) Reconcile the totals of the Cost and Accum Depreciation values by account from the Print Asset Book Value Report with the General Ledger balances for the same accounts. Identify discrepancies or reconciling items and make corrections, as necessary.

5. (Optional) Print the Compute/Update Depreciation Computation Data for exceptions only.

6. Compute Depreciation.

7. (Optional) Generate and review the Print Current Period Depreciation Report.

8. Enter disposals on the Manage Disposal Transactions screen (or create them in batch mode using the Create Multiple Disposal Transactions process), if applicable.

9. (Optional) Print and review the Print Disposal Transactions Edit Report, if applicable.

10. Print the Fixed Assets Journal in summary format. DO NOT POST at this time.

11. (Optional) Reconcile the Fixed Assets Journal (last page) with the Print Current Period Depreciation Report and the Print Disposal Transactions Edit Report (as applicable). If you need more information, re-print the Fixed Assets Journal in detail format. Again, DO NOT POST at this time. Identify discrepancies and make corrections, as necessary.

12. (Optional) Generate the Print Current Period Depreciation Report again to review a final time.

13. Run the Post Fixed Assets Journal for depreciation, transfers and/or disposals. You can print the required Journal in summary or detail format, per your preference. Remember that you can always print the details of the posted transactions after-the-fact, because the system saves the posted history on an asset-by-asset basis (until you purge it).

14. (Optional) Generate the Print Posted Transactions Detail Report. You can print this report any time after posting.

15. (Optional) Generate the Print Current Period Depreciation Report and Print Disposal Transactions Edit Report again to make certain that there are no unposted entries.

16. (Optional) Generate the Print Asset Book Value Report and related CP Reports. This is one last opportunity to ensure that the Fixed Assets totals for Cost and Accum Depreciation reconcile to the totals by account/organization/project in the General Ledger before you close the current Fixed Assets Accounting period.

17. Run the Close Fixed Assets Accounting Period in Costpoint Fixed Assets.

What are my options for tracking changes to cost in my Asset Master records?

Because depreciation calculations use asset cost data, use caution if you change the cost for a record once it has begun depreciating in the system. Occasionally, additional asset costs such as shipping, taxes, and others are discovered after depreciation has been posted. Alternately, returns (or errors) may result in the reduction of cost after depreciation has been posted for the record. We suggest the following options:

• Manually adjust the appropriate cost fields

One way to handle cost changes is to manually adjust the appropriate cost field(s) on the Cost Info tab of the Asset Master record, on the Manage Asset Cost Information screen, or on the Manage Asset Master Global Changes screen.

Under normal circumstances, if you simply make the change and you do NOT enable the system's sophisticated change functionality, you will lack a clear system-generated audit trail because the original data will be overwritten by your edits. You can, of course, add notes to create your own audit trail.

• Add an additional item for the original asset number

Another way to handle cost changes is to add an additional item for the original asset number, in which the entered cost is equal to the increased or decreased cost amount. When you use this technique, the audit trail is clearly preserved. In this circumstance, however, the asset will consist of more than one item number, and the total depreciation amounts will be computed and posted in "parts," which may or may not be considered a disadvantage.

The manner in which you deal with a "change-in-cost" issue depends on your company policies; it is most important that you handle the changes consistently.

• Activate the system's automatic change capture capabilities

During initialization (or at a later time), you may have already decided that you want the system to automatically capture and store change data for fields/columns in Asset Master records. If so, you will have already selected the desired fields/columns in the Asset/Template Field/Column Names subtask of the Configure Asset/Template Change Settings screen BEFORE you made changes to Asset Master cost fields. Each check box that you select in that screen signifies that you want to capture data for that field for an Asset Master record each time you make a change to that data, regardless of the screen in which you make the change.

The system can capture the asset record identifier, the name of each changed field, the old data from before the change, the new data after the change, information on the user who performed the change, and the date and time of the change. Once the change details have been captured, use the View Asset Change History screen to view change data from the Asset Audit Log and the Print Asset/Template Change History Report to print the change data.

Another advantage in using this solution for cost change issues is the ability to print this data in the Print Schedule of Asset Activity Report. This report prints the asset "ownership" account activity from a selected beginning point in time to a selected ending point in time. This report includes the beginning cost balance, additions, disposals, and transfers of cost, and the ending cost balance. If you have activated the system's automatic change capabilities relative to the cost fields (unit price, sales tax, and so on), you can select a check box (the Show Changes to Cost Elements in Additions Column check box) on the Print Schedule of Asset Activity screen that will include changes to the cost fields as positive or negative values in the Additions column on the report.

What effect will a cost change have on depreciation calculations?

Changes in cost primarily affect assets with posted depreciation. Changes do not affect assets for which you have not yet begun computing and posting depreciation.

The system will compute increased or decreased depreciation as a result of cost changes based on your selection in the System-Wide Configuration for Depreciation Calculations group box on the Configure Fixed Assets Settings screen. The option you select controls how the system distributes "catch-up" depreciation to ensure that the correct adjustment amount of any "delayed" depreciation for the current year (purchase year or fiscal year) will be computed. A "catch-up" situation could occur, for example, if changes were made to fields used to calculate depreciation (such as Cost) after depreciation for that asset had already begun and was posted (or if the acquisition of an asset was communicated after-the-fact, or if there was a delay in computing depreciation after acquisition, and so on).

"Catch-up" depreciation is not "extra" depreciation. Provided that the correct depreciation start date was entered for the asset, the total amount of annual depreciation will be correct at the end of the current depreciation year.

Two system-wide "catch-up" options are available:

1. Spread among remaining periods in PY or FY

Select this option to spread the amount of "catch-up" depreciation evenly throughout the remaining periods in the current purchase year or fiscal year, as applicable. If you choose this option, the system divides the amount of catch-up depreciation by the number of periods remaining in the depreciation year and includes this amount in each period's depreciation.

2. Added to current period amount

Select this option to include the total amount of catch-up depreciation in the depreciation for the current period, regardless of basis.

Regardless of the "catch-up" methodology you select, you can always apply a different methodology on an asset-by-asset basis by making manual edits. As long as the asset is still in its first year of depreciation, however, the depreciation computed and posted by the end of the year will be correct when considering the change.

Cost changes discovered after the initial depreciation year should be set up as a separate asset with the same asset ID but a different Item Number. This will ensure that the costs depreciate correctly.

When an asset is disposed of, why isn't the book value zeroed out in the Asset Master record for each applicable book?

Costpoint Fixed Assets was designed to retain asset information at that data existed at the moment of the asset’s disposal. This is a design issue. The system currently "freezes" the G/L Book and Other Books data before posting a disposal and does not write the resulting change as the result of a disposal back to the Asset Master book value fields. A complete disposal audit trail already exists without updating the Asset master G/L Book tab and Other Books Info subtask.

Why am I allowed to enter values in the FYTD Depreciation, Prior FY Depreciation, and/or Current Pd Depreciation fields that are negative or that are greater than the book value or the cost without getting a system warning?

The system permits this in order to give you maximum flexibility relative to your Asset Master records. You can minimize the occurrence of such situations by reconciling your Cost and Accumulated Depreciation accounts to the General Ledger balances on a monthly basis. You can also regularly scan your data for irregularities by printing reports from the Print Asset Book Value Report screen and the Print Depreciation Component Information by Book Report screen.

There may be rare instances where assets being initialized into Costpoint Fixed Assets were incorrectly depreciated in the legacy system. Clearly the asset will require some adjustments to correct the depreciation posted to date. But the inception-to-date posting data for an asset needs to be accurately entered into the Prior FY Depreciation, FYTD Depreciation and Current Pd Depreciation fields, so these fields will allow unusual entries.

What happens if I manually enter a current depreciation value, post it, and then recalculate depreciation?

If you manually enter a value in the Current Pd Depreciation field and post it, the amount posted will cumulatively display in the Amount Posted Curr Pd field on the G/L Book Info tab of an Asset Master record. There will never be additional postings in the current period for the same record if the values in these two fields match.

If you recalculate depreciation after posting and the amount written to the Current Pd Depreciation fields as a system calculation override is different than your manual "plug" amount, the system, in subsequent postings, will compare the values in the Current Pd Depreciation field the Amount Posted Curr Pd fields and post the difference.

If the value in the Current Pd Depreciation field as calculated by the system is the same as your manual "plug" amount, there will be no additional posting because the values in the Current Pd Depreciation field and the Amount Posted Curr Pd field already match.

In autocreation, are freight or miscellaneous line charges allocated by quantity or by dollar?

By quantity.

If the data originates in Costpoint Purchasing, you have two options:

1. If you order five units on one Purchase Order (PO) line and have a line charge for freight for that line, the system will, during autocreation, allocate the freight back based on the number of units received/accepted of the total ordered for that line. Each PO line can have its own line charge. If you have one estimate for freight for all lines on a PO, you should manually allocate the freight charge among the lines; the system will then allocate the line charge among the units for that line as they are received and accepted.

2. If you have many PO lines on a PO and you do not use a line charge for freight, you can create a new PO line for freight alone and charge it to a freight account. In this case, the system will NOT allocate freight back to any existing PO lines.

If the data originates in Costpoint Accounts Payable, freight can be applied as a line charge in Accounts Payable (A/P). The system will not automatically allocate freight charges during autocreation, however, because units are not recognized in Accounts Payable.

For a disposal, I have the option to enter a depreciation adjustment. Does a depreciation adjustment create a separate journal entry or is it automatically included in the disposal journal entry?

Two options are available when you make deprecation entries in conjunction with a disposal:

1. You can "plug" a positive or negative depreciation amount into the Current Pd Depreciation field on Manage Asset Master Information and post it before posting the disposal. In this approach, a depreciation adjustment is treated just like any other depreciation posting and is identified as a DEPR entry in the Fixed Assets (FA) Journal. This methodology creates the most complete audit trail because the FYTD Depreciation field in the Asset Master record is updated when the current FA accounting period is closed. Further, no additional entries need to be made with respect to the depreciation adjustment.

2. You can make a "depreciation adjustment" entry at the time the disposal is entered on the Manage Disposal Transactions screen. In this approach, the depreciation adjustment is posted only when the disposal entry is posted and is identified as a DADJ entry in the FA Journal. A DADJ entry posts debits/credits to depreciation expense and accumulated depreciation accounts in the G/L (as does a DEPR entry) but, with this methodology, the FYTD Depreciation field in the Asset Master record is not updated when the current FA accounting period is closed. Further, an additional general ledger journal entry is required using this process to debit accumulated depreciation and credit the gain/loss account for the depreciation adjustment amount.

Once an asset is added and saved, which fields can later be edited?

You can edit almost all of the 276 standard fields and the unlimited number of user-defined fields in an asset record after it has been established. The exceptions include the asset/item number, user-entry info (such as user ID, date, type of entry), and amount posted current period.

If the asset has been disposed of by means of a system-generated Fixed Assets posting, you cannot edit the fields on the G/L Book Info tab, Other Books Info subtask, and Disp Info tab of the Asset Master record. (Although you can access these tabs/subtask for purposes of inquiry and you are able to change values in the fields, you cannot save your changes when you exit the tabs/subtask.)

Can Costpoint Fixed Assets produce physical asset tags (for inventory purposes)?

There is currently no Costpoint Fixed Assets feature that produces or prints bar-coded asset tags. Clients use a variety of tag types, and most of them use a third-party source for their tag production.

How does Costpoint Fixed Assets deal with physical inventory processes?

Costpoint Fixed Assets includes a standard Import Asset Locations screen that enables you to import an ASCII file that has been produced by reading property bar code labels with a bar code scanner. Using the Import Asset Locations screen, you can move Asset Master record location data from the ASCII input file into Costpoint Fixed Assets.

The System automatically compares the results of the scanned location data with the location data already residing in the Asset Master record and writes the "mis-matches" (exceptions such as an invalid asset/item number or invalid location data) to an Exceptions table. Once you have edited the exceptions, you can use the Import Asset Locations screen to import the corrected data from the Exceptions table to the Asset Master records.

You can specify the functions to be performed in conjunction with the file import, as follows:

• Print a discrepancies report

• Update location data in Asset Master records based on the results of the scan

• Create audit trail records to capture changes made when location data was updated in Asset Master records

• Create inventory "event" records in the optional Inventory Tracking "bucket"

(In addition to the automatically provided Date field, you can define labels for up to eight user-defined inventory categories, such as Condition, Inv Taken By, and so on. You can automatically populate inventory data using the Import Asset Locations screen in the Fixed Assets Interfaces menu and, in addition, you can manually add, edit delete, view, and report inventory data for your asset records as desired.)

Deltek has developed a front end interface that automatically integrates with the Intermec 2400 series hand-held barcode scanning devices (models 2410, 2415, 2420, and 2425). More information about these scanners can be obtained by visiting the Intermec.com web site.

If you already own different Intermec scanner models or scanners from other manufacturers, you can still use all the functionality of the Import Asset Locations application by re-formatting the produced ASCII file into the prescribed file layout.

Can the asset numbering be automated by segment yet still allow manual numbering?

Costpoint's asset number structure consists of a two-part key: an alphanumeric Asset No field, whose size you can designate as 3-10 characters, and an Item No field, which is fixed at five numeric characters with leading zeroes automatically inserted by the system. The asset number, together with the item number, supplies the unique identifier for each Asset Master record.

There should be no need to encrypt any other identifying data, such as asset account or lease number, into the asset identifier. You can use other system fields (and/or user-defined fields) within the Asset Master record to record this type of data.

You can enable automatic numbering for the Asset No field; the Item No field always defaults as 00001. You can manually overwrite either system assignment before saving the Asset Master record. Because a segmented asset number is not necessary (other, more appropriate fields are available), you cannot auto number by asset number segment.

Are multiple depreciation methods (straight line, double declining balance, and so on) supported?

Costpoint supports an unlimited number of user-defined depreciation methods, including straight line, double declining balance, and so on, for use in the G/L book and the nine optional tax books.

No default depreciation methods are supplied with the system. During initialization, you must set up, on a "one-time" basis, a catalog of depreciation methods (including book and tax). As such, maintenance of changes to tax methods is the user's responsibility.

Are there any links between Fixed Assets and Billings so that posted depreciation expense can also be a billable job charge?

Currently, when you post depreciation, disposals or transfers, the system posts all depreciable entries (and non-depreciable entries for which the Post Disposal to G/L check box has been selected on the Manage Asset Master Information screen) to the General Ledger for the current fiscal year, period, and subperiod displayed on the Configure Posting Settings screen.

The system updates the GL_POST_SUM, GL_DETL, and FS_SUM General Ledger tables. In addition, if specific conditions are met, the system will also update the OPEN_BILLING_DETL table. Because the OPEN_BILLING_DETL table is the source table for the calculation of standard bills, this gives you the ability to automatically bill depreciation expense. You can also update the Open Billing Detail table with depreciation expense data during a Fixed Assets posting if specific conditions are met at time of posting, as follows:

• The account to which depreciation will be posted has been associated with a Project Account Group that has been assigned a Labor or Non-Labor function.

Although a labor account would be considered inappropriate for charging depreciation expense, there are no Fixed Assets rules regarding the types of accounts to which depreciation can be posted.

• The project to which depreciation will be posted has been set up as a billable project in the Project Billing Master at that project level or higher.

• The Manage Project Billing Information record is transaction-based.

Please refer to the documentation for the Manage Open Billing Detail screen in Costpoint Billing for more detailed information.

Does the system automatically recalculate depreciation if I make changes to any fields that would normally affect depreciation calculations?

For control purposes, depreciation calculations are a user-generated process and not an automatic system-generated process. You can calculate depreciation any number of times within the same accounting period. If you re-compute data for an asset for which no data has been changed that affects depreciation computations (such as cost, depreciation method, and so on), the system will re-compute the same amount of depreciation expense that it previously computed. If data has been changed that affects depreciation computations, the system will compute a different depreciation expense value.

You can use audit trail features available from the Asset/Template Changes menu to track changes made in any screen to specific fields that affect depreciation computations.

What happens if I backdate an asset's depreciation start date?

The system uses your entry in the Depr Start Date field when selecting records for the Compute Depreciation process. Depreciation calculations will not take place if blanks display in this field, or if this date is later than the end of the current accounting period. If you anticipate a depreciation start date delay due to installation or calibration requirements, for example, you can enter a future date in this field. In this circumstance, depreciation calculations will not begin until the future date coincides with your current accounting period. The date in this field must be on or before the end of the current accounting period for depreciation calculations to take place.

You can set a system configuration flag on the Configure Fixed Assets Settings screen to designate how the system should distribute "catch-up" depreciation. This ensures that the correct amount of any delayed current year (purchase year of fiscal year) depreciation will be computed for the current depreciation year. (The system will not compute "catch-up" depreciation earlier than the current depreciation year.)

A "catch-up" situation could occur, for example, if the acquisition of an asset was communicated after-the-fact, if there was a delay in computing depreciation after acquisition, or if changes were made to fields used to calculate depreciation (such as Cost) after depreciation for that asset had already begun.

Two system options are available on the Configure Fixed Assets Settings screen for "catch-up" depreciation:

• Spread among remaining periods in PY or FY

This option spreads the amount of "catch-up" depreciation evenly throughout the remaining periods in the current purchase year or fiscal year, as applicable. If you choose this option, the system divides the amount of catch-up depreciation by the number of periods remaining in the depreciation year and includes this amount in each period's depreciation. Catch-up depreciation is not "extra" depreciation. At the end of the current depreciation year, the total amount of depreciation will be correct for the current depreciation year, provided the correct depreciation start date was entered for the asset.

• Added to current period amount

This option adds the total amount of catch-up depreciation to the depreciation for the current period. "Catch-up" depreciation is not "extra" depreciation. At the end of the current depreciation year, the total amount of depreciation will be correct for the current depreciation year, provided the correct depreciation start date was entered for the asset.

Regardless of your selection, this configuration option is NOT designed for historical "catch-up" calculations during the initialization of your asset records. Instead, it is designed to help you on an ongoing basis for new records, in cases when you were not able to begin depreciation at the proper time.

Regardless of your configuration selection and the methodology by which depreciation is computed, you can always manually overwrite system depreciation expense calculations on an asset-by-asset basis.

Can I report on retired assets?

Many standard system reports include retired assets in their selection criteria. You can also create custom reports for retired assets using Impromptu.

Can I reverse retired assets?

Yes. Use the Reverse Posted Fixed Assets Entry screen to reverse a disposal (and/or depreciation) entry posted to the G/L in the current period. You cannot reverse entries from prior accounting periods.

How can I keep the selection parameter pages in reports and processes from printing?

You can globally edit the selection parameters on the Default Web Settings located on the Configure System Settings screen.

You can suppress the printing of the report selection parameters page(s) on a report-by-report basis (that is applicable to all modules throughout Costpoint) by accessing the specific report and then click File » Print Options or File » Page Setup on the menu.