To import template data, you must first click the Template Import Parameters subtask link and choose the desired template import options directly on the Template Import Parameters screen.

During initialization, you may set up one or more Asset Template records for the purpose of providing defaults required by the system as well as supplying other desired information. For a new asset record, you may find that data automatically displays in many of the fields in the Asset Master screens because you have designated one specific Asset Template for use as a default on the Configure Fixed Assets Settings screen.

This field, together with the Rev No field, supplies the unique identifier for the Asset Template record. If you include a revision number in the identifier, you can record subsequent revisions to an original template and retain each earlier version. You can use Lookup to search for and select the desired asset template number. Alternately, you can overwrite a default template by entering blanks in this optional field, thus bypassing the template functionality.

For an existing asset record, this field will either be blank or it will display the default template number or the template number that you have entered or overwritten in this field.

You can enter a valid template number or use Lookup to select one in the Template Import Parameters subtask.  This template number will appear in the Template No field on the Desc Info tab once the template data has been imported. In the Template Import Parameters subtask you can select your preferences for importing the template data. You have three general options, which you can use:

• Overwrite only blank Asset Master fields with template data
• Overwrite all Asset Master fields with template data including all template UDF data
• Clear Template No/Rev No in Asset Master record and cancel import process

See Template Import Parameters for more information.

Because asset master data may have originated from Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record fields, as needed, regardless of the mode of data entry.

If you do not use templates, this field will be blank. Even if you use the template functionality, this field may be blank if a revision number was not assigned as part of the identifier for a template number.

This field, together with the Template No field, supplies the unique identifier for the template record. A revision number is not required when you set up asset templates. If, however, you have set up a template number with an associated revision number, you must enter the revision number in this field in the Template Import Parameters subtask. This Rev No will then appear in the Rev field on the Desc Info screen. Use a revision number (associated with a template number) to retain the data from each successive template change, if desired.

Because the revision number is part of and an extension to the template number, all the rules and conditions that apply to templates also apply to revision numbers.

For a new asset record, enter a short description for it.

Although this field is not required in an Asset Master record, you may want to provide a meaningful asset description because the data entered in this field will display in the Description field on many standard system reports.

For a new asset record, enter additional descriptive data.

For an existing record, you can additionally edit data that displays in this field, you can add new data to a blank field, or you can delete the existing data in this field, as desired.

For a new asset record, enter additional descriptive data, as desired.

Select the depreciation status from the drop-down list. Valid options are:

• Depreciable
• Non-Depreciable

The following conditions apply:

• If you specify that a record is Depreciable, the system will require additional data in this asset record prior to saving, including a valid depreciation method, an asset Account/Organization/Project/Reference1/Reference2 G/L account combination, and codes for valid G/L depreciation expense and accumulated depreciation account combinations.
• If you specify that a record is Non-Depreciable (or if you change the depreciable status from Depreciable to Non-Depreciable), the system will disable the fields in the G/L Book Info tab and the Other Books Info subtask (as well as the Depr Expense Acct Alloc Code field and the Accumulated Depreciation Account group box in the Acct Info tab. Although you can view these fields, they cannot be changed.
• If you specify that a record is Non-Depreciable, you can select the Post Disposal to G/L check box to allow a future disposal entry for this 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 non-depreciable assets. The Post Disposal to G/L check box will not be editable if the depreciation status of the asset is Depreciable, because disposal entries for depreciable assets are always posted to the General Ledger.
• If you change the depreciable status from Depreciable to Non-Depreciable, the system displays a warning message saying that all data entered in the G/L Book Info tab, Other Books Info subtask and Depr Expense Acct Alloc Code field and Accumulated Depreciation Account group box in the Acct Info tab will be cleared.
• If you change the depreciable status from Depreciable to Non-Depreciable, the system checks the Fixed Assets Disposal Edit table for an existing entry for this asset. You cannot change the depreciation status if a disposal entry has already been added to the Manage Disposal Transactions screen. To change the depreciation status in this circumstance, you must first delete the disposal transaction from the Manage Disposal Transactions screen.
• If you change the depreciable status from Depreciable to Non-Depreciable, the following fields/tabs/subtasks in this application will be disabled:
  • G/L Book Info tab
  • Other Books Info subtask
  • Depr Expense Acct Alloc Code and Accumulated Depreciation Account Code fields in the Acct Info tab
• If you change the depreciation status (Depreciable to Non-Depreciable or Non-Depreciable to Depreciable), the system checks the Fixed Assets Disposal Edit table for an existing entry for this asset. You cannot change the Depr Status if a disposal entry has already been added to the Manage Disposal Transactions screen. To change the depreciation status in this circumstance, you must first delete the disposal transaction from the Manage Disposal Transactions screen.
• You cannot edit this field after a disposal is posted or manually entered (for the purpose of preserving the audit trail). When you first manually add an historical record with a Disposal status, all fields in the Asset Master record can be edited as needed, before you save the record for the first time. If the saved Disposal record is accessed again, however, the drop-down box data fields in the Record Status, Depreciation Status, and Depreciation Based On group boxes on this screen are disabled.

You may find that this field is already populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No fields on this screen. Remember that data may have been copied from a default template designated in the Default Template for Asset Master field on the Configure Fixed Assets Settings screen.

For an existing asset record, this field displays the most current data that you added or edited in the asset record or the selection from the latest Asset Template if a template was used. It may not always be easy to identify the source of the Asset Master data, because template functionality on this screen and on the Manage Autocreation Transactions screen allows you to overwrite all existing data with template data or to populate only blank fields with template data.

Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).

This check box is available only if you have specified that the record is Non-Depreciable in the Depr Status drop-down box. This check box is disabled for depreciable assets because disposal entries are always posted to the General Ledger for them.

Select this check box for a non-depreciable asset to post a future disposal entry for this record to the General Ledger (G/L).

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.

You may find that this field is already populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No fields on this screen. For an existing asset record, this field displays the most current data that you added or edited in the asset record or the selection from the latest Asset Template.

Select the depreciation methodology from the drop-down list. Valid options are:

• Years: Select this to specify that the depreciation method is based on years. For this depreciation basis, you will need to set up depreciation methods on the Manage Depreciation Methods screen. You must also select a depreciation method in the G/L Book Info tab before you can save this asset. The system uses the depreciation method to supply the rules and parameters by which depreciation calculations will be performed.
• Units of Usage: Select this basis if the depreciation methodology for this asset record is based on units of usage, such as computer hours or highway miles and so on. For this depreciation basis you will not need to supply a depreciation method for the Asset Master record. Instead, you will supply the units of usage and the standard rate to apply per unit of usage to calculate depreciation.
• Lease Pds: Select this basis if the depreciation methodology for this asset record is based on a number of lease period months. Lease depreciation methodology is useful when depreciation is to be based over a period of time that does not fall into an even number of years (such as 37 months, 71 periods, and so on). For this depreciation basis you will not need to supply a depreciation method for the Asset Master record. Instead, you will supply the monthly amount to use to calculate depreciation.

Your selection in this field only affects fields in the G/L Book Info tab. In optional books 2-10, as utilized in the Other Books Info subtask, all depreciation calculations are based exclusively on the Years depreciation methodology.

Because each of the three basic methodologies for depreciating assets uses some specific terminology and concepts that are not mutually shared, the purpose of this drop-down box is to ensure the activation of the appropriate fields when you access the G/L Book Info tab, as follows:

• For a depreciable record for which you have selected Years as depreciation basis, the system activates only those fields within the G/L Book Info tab that are appropriate for use with years as depreciation methodology.
• For a depreciable record for which you have selected Units of Usage as depreciation basis, the system activates only those fields within the G/L Book Info tab that are appropriate for use with units of usage as depreciation methodology.
• For a depreciable record for which you have selected Lease Pds as depreciation basis, the system activates only those fields within the G/L Book Info tab that are appropriate for use with lease periods as depreciation methodology.

The fields for the unselected depreciation methodologies in the G/L Book Info tab are inaccessible and non-editable.

You may find that this field is already populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No fields on this screen. For an existing asset record, this field displays the most current data that you added or edited in the asset record or the selection from the latest Asset Template.

Because the system automatically supplies a default value for this field and it is not considered blank, you can select an overwrite option for this field to be used by the system when importing template data.

Select a status from the drop-down list. Valid options are:

• Active: This option automatically displays as system default. You can change the default to Inactive or Disposal as desired for this asset.
• Inactive: Select this status so the system will automatically skip over this record for depreciation calculations and for reports that do not specify the inclusion of inactive records. An Inactive record status provides an alternative to deleting the record, because you can retain the record for audit purposes and exclude it from reports when you are reconciling your asset record account totals to your General Ledger balances. When you save a record with an Inactive status, the system validates that the current period depreciation and the amount posted are equal to zero. If either of these amounts does not equal zero, indicating that the asset was depreciated during the current period and/or there is still depreciation to post, you will not be able to give the record an Inactive status.
• Disposal: Select this status so the system will automatically skip over this record for depreciation calculations and for reports that do not include disposal asset records. When you enter a disposal on the Manage Disposal Transactions screen and subsequently post it to the G/L, the disposal data from that screen displays in the Disp Info tab of this application. Disposal data that displays in Asset Master records as a result of posting is treated as a "system-generated" disposal and cannot be edited.

If you entered the disposal data directly in the Asset Master record, the data is treated as a "Manual" disposal and can be edited. The Manual disposal entry function was designed primarily for entering historical disposal data during initialization and should be necessary only in rare circumstances. If you enter historical data in the Disp Info tab, you must also assign a Disposal status to the record on this field to successfully save the record.

• If you have designated a Disposal status and have also entered manual data by mistake into the Disp Info tab, you can change the status back to Active if you first delete all manually-entered data from the Disp Info tab.
• When you first manually add a historical record with a Disposal status, you can edit all fields in the Asset Master record as needed before saving the record for the first time. If the saved disposal record is accessed again, the Depr Status and Depr Based On group boxes on this screen are disabled. In addition, edits to fields in the Cost Info, Acct Info, G/L Book Info tabs and Other Books Info subtask (if data previously existed) cannot be saved in this circumstance.
• If an entry already exists on the Manage Disposal Transactions screen for this asset record, you cannot change the status to Disposal. In this circumstance, if you need to manually change the record to have a Disposal status, first delete the entry from the Manage Disposal Transactions screen. For the purpose of preserving the audit trail, edits to this screen will be prohibited after a disposal is posted or manually entered. Any change that you make will not be applied, and you cannot save the edit.
• You can only enter original data in the Other Books Info subtask for an Asset Master record with a Disposal status if no data has previously been entered and saved. If the Other Books Info subtask already contains saved data, it cannot be edited if the status is changed to Disposal.

For an existing template record, this field displays the record status you selected when you originally added the template record or made subsequent edits.

You may find that this field is already populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No/Rev No fields in this screen. For an existing asset record, this field displays the most current data that you added or edited in the asset record or the selection from the latest Asset Template. Because the system automatically supplies a default value for this field and it is not considered blank, you can select an overwrite option for this field to be used by the system when importing template data.

Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).

This field displays the user identification associated with the creation of this asset record.

For a new record, the system will automatically record and display the user identification after the asset record is saved for the first time.

For an existing asset record, the system automatically displays the identification of the user that originally added the record.

If you save an asset record that you copied using the Clone feature, the system will update this field with the identification of the user that saved the cloned record, and it will no longer display the identification of the user that originally added the record.

This field displays the date associated with the creation of this asset record.

For a new record, the system will automatically record and display the date on which the asset record is saved for the first time.

For an existing asset record, the system automatically displays the date on which the record was originally added.

If you save an asset record that you copied using the Clone feature, the system will update this field with the date on which the user saved the cloned record, and it will no longer display the date that existed on the copied asset record.

This field displays the time associated with the creation of this asset record.

For a new record, the system will automatically record and display the time at which the asset record is saved for the first time.

For an existing asset record, the system automatically displays the time at on which the record was originally added.

If you save an asset record that you copied using the Clone feature, the system will update this field with the time at which the user saved the cloned record, and it will no longer display the time that existed on the copied asset record.

This field displays the posting sequence number for this asset record.

In the event of a system failure during posting, or if an entry for this asset is currently being posted, the system will display the entry's posting sequence number in this field.

The system assigns identical posting sequence numbers to all entries posted in a specific session. A sequence number displays only for entries that were unsuccessfully posted or if the system is in the process of posting the entry.

If the record has a posting sequence number, you will not be able to edit, delete, or save edits to this record. After the entry has been successfully posted for the asset, the sequence number will no longer display, and you can edit the record.

This field displays the type of entry used for adding the asset record.

For a new asset record, the system will automatically record and display this data after the record is saved for the first time.

For an existing asset record, this field displays the type of original entry. Manually added or autocreated entry types are recorded and the values are:

• MANUAL: This type displays for manually added records.
• AUTO-R: This type displays for autocreated records when the timing source is Receipts.
• AUTO-P: This type displays for autocreated records when the timing source is Posting.
• AUTO-U: This type displays for autocreated records when the row was copied (user-created) on the Manage Autocreation Transactions screen.

Enter, or click to select, the property type.

Since the system validates your selection for this field against your setup data, you will first need to establish property types on the Manage Property Types screen.

For an existing asset record, this field displays the selection you made when you originally added the asset record or made subsequent edits. You can change the data that displays in this field, as desired.

Enter, or click to select, the classification code.

Since the system validates your selection for this field against your setup data, you will first need to establish classification codes on the Manage Classification Codes screen.

For an existing asset record, this field displays the selection you made when you originally added the asset record or made subsequent edits. You can change the data that displays in this field, as desired.

Enter, or click to select, the subclass code.

Since the system validates your selection for this field against your setup data, you will first need to establish subclass codes on the Manage Subclass Codes screen.

For an existing asset record, this field displays the selection you made when you originally added the asset record or made subsequent edits. You can change the data that displays in this field, as desired.