Contents of the Create Multiple Disposal Transactions Screen
Use the fields and options to configure the Create Multiple Disposal Transactions screen.
When you run the creation process from this screen, disposal entries for the selected range(s) are created automatically by the system, eliminating the need to enter data for each disposal record individually into a table window or form. Common data, such as disposal date, disposal price, disposal description, disposal document number, disposal type, selection status, and/or gain or loss account information, can be entered first. When the creation process is initiated, data from the template fields is written automatically to the Manage Disposal Transactions screen for the asset records that qualified for the selected range(s).
Because all disposal data from the entry screens is stored in the same table, you can edit the created disposal information using the Manage Disposal Transactions screen, as needed.
It is possible to run the Create Multiple Disposal Transactions process multiple times, using different selection criteria. Each time the process is run, new rows are added to the table, where they can all be viewed and "fine-tuned" on the Manage Disposal Transactions screen. (Note that only one occurrence of the asset/item number can exist in the data base table. Existing rows in the table will either be ignored or overwritten, depending on whether you have selected the Overwrite Existing Rows check box.) Individual rows can be edited or deleted and the status can be changed from On Hold to Selected. Once Selected rows are posted, they are deleted from the Manage Disposal Transactions screen.
The same types of data display in the disposal transaction entry screens for manually entered and system-created disposals. Use the Manage Disposal Transactions screen to view and edit a single disposal from the disposals created here. The Manage Disposal Transactions screen allows you to simultaneously view all the disposals created by this process.
See related topic Creating and Posting Disposals, before posting any disposals that were manually entered or system-created on the disposal screens.
You can also use the Create Multiple Disposal Transactions screen to choose whether or not to overwrite any existing rows in the disposal table with new information. If you select the Overwrite Existing Rows check box, the creation process deletes rows for all duplicate asset/item numbers, and replaces them with rows that contain the new disposal information created by this process.
Before running the process from this screen, the assets you are disposing of must already exist as Asset Master records. You can create disposal data on this screen at any time. To avoid timing and presentation problems related to gain or loss and/or depreciation adjustments, however, you should calculate (and post) depreciation for applicable records prior to posting disposals.
The posting process for disposals writes data to the General Ledger for the G/L Book for depreciable assets and for non-depreciable assets for which the Post Disposal to G/L check box is selected on the Manage Asset Master Information screen or the corresponding check box on the Manage Asset Description Information screen and to fields on the Disp Info tab of the Manage Asset Master Information screen or the Manage Asset Disposal Information screen (for all asset disposals).
Once data is posted, you cannot create disposal information using this screen for the same Asset Master record(s). If the process encounters a duplicate record with a posting sequence number, the creation process will stop. The system will not overwrite a duplicate row with a posting sequence number, even if you selected the Overwrite Existing Rows check box.
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, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.
| Field | Description |
|---|---|
| Parameter ID |
Enter, or click
When you save your record, all the selections made on 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 on the screen, you can override the defaults. |
| Description |
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 on the screen, such as PERIOD or QUARTERLY.
Selection Ranges
Asset Accounts
Use the following fields to create disposals from asset accounts. The asset account is a required field on the Acct Info tab of the Manage Asset Master Information screen and on the Manage Asset Account Information screen for all property records, and denotes the "ownership" account, such as company-owned balance sheet, project, and so on.
| Field | Description |
|---|---|
| Option |
Select a range option from the drop-down list. The available options are:
|
| Start |
Enter, or click
If you select All or From Beginning in the Option field, this field will be inactive. |
| End |
Enter, or click
If you select All, One, or To End in the Option field, this field will be inactive. |
to select, the beginning asset account number in this field. Because this field uses a standard Lookup to the ACCT table, you may find that you have selected an account for which asset data do not exist or do not meet your other selection criteria.
Asset Organizations
Use the following fields to create disposals from organizations.
| Field | Description |
|---|---|
| Option |
Select a range option from the drop-down list. The available options are:
|
| Start |
Enter, or click
If you select All or From Beginning in the Option field, this field will be inactive. |
| End |
Enter, or click
If you select All, One, or To End in the Option field, this field will be inactive. |
Asset Projects
Use the following fields to create disposals from projects.
| Field | Description |
|---|---|
| Option |
Select a range option from the drop-down list. The available options are:
|
| Start |
Enter, or click
If you select All or From Beginning in the Option field, this field will be inactive. |
| End |
Enter, or click
If you select All, One, or To End in the Option field, this field will be inactive. |
Asset/Item Numbers
Use the following fields to select asset/item numbers for disposal. If you enter a specific asset number, you must also enter a corresponding item number before you can run the report. When you select either of the check boxes in the Select Depreciation Status group box may modify which asset/item numbers are included within your selection parameters.
| Field | Description |
|---|---|
| Option |
Select a range option from the drop-down list. The available options are:
|
| Start |
Enter, or click
If you select All or From Beginning in the Option field, these fields will be inactive. |
| End |
Enter, or click
If you select All, One, or To End in the Option field, these fields will be inactive. |
Additional Field
Use the following fields to further limit the range of assets for which you will create disposals.
| Field | Description |
|---|---|
| Option |
Select an additional parameter from the drop-down list by which to further limit the range of assets for which disposal entries will be created. The available options are:
|
Addt'l Field Range
The following set of fields appears when you select an Additional Field and press on TAB.
| Field | Description |
|---|---|
| Option |
Select a range option from the drop-down list. The available options are:
|
| Start |
Enter, or click
If you select All or From Beginning in the Option field, this field will be inactive. |
| End |
Enter, or click
If you select All, One, or To End in the Option field, this field will be inactive. |
Options
Select Depreciation Status
Use this group box to create disposals for depreciable and/or non-depreciable records. (Non-depreciable includes all non-depreciable records, regardless of the status of the Post Disposal to G/L check box in the Depreciation Status group box of the Manage Asset Master Information screen or on the Manage Asset Description Information screen.). In order to create disposal entries, you must select at least one check box.
| Field | Description |
|---|---|
| Depreciable Records |
Select this check box to create disposals for depreciable records within the selected range of asset accounts, organizations, projects, asset/item numbers, and additional criteria. If you leave this box clear, disposal entries for depreciable records will not be created. |
| Non-Depreciable Records |
Select this check box to create disposals for non-depreciable records within the selected range of asset accounts, organizations, projects, asset/item numbers, and additional criteria. (Non-depreciable includes all non-depreciable records, regardless of the status of the Post Disposal to G/L check box in the Depreciation Status group box of the Manage Asset Master Information screen or the Manage Asset Description Information screen.) If you leave this check box clear, disposal entries for non-depreciable records will not be created. |
Assign Default Status
Select a default status from the drop-down list to be assigned to records that will be created. The available options are:
- On Hold — Select this option to assign an On Hold status to the records to be created which are automatically excluded from the posting and update process.
- Selected for Posting — Select this option to take the records off hold and assign the Selected status. This will include the records in the posting and update process.
| Field | Description |
|---|---|
| Overwrite Existing Rows |
Select this check box to overwrite existing rows for the same asset/item numbers with new disposal information. The system will not overwrite rows that contain posting sequence numbers, because those disposals are currently in the process of being posted. (When the system encounters a posting sequence number, the creation process stops.) Clear this check box if you do not want to replace existing disposal information for the same asset record. If this check box is clear and the system encounters a row that already exists in the table and that was included in the creation range, the system will bypass that row and will not update the row with data from the template. |
Default Gain/Loss Information for G/L Book
You must enter account and organization information in this group box. The gain/loss on the disposal will be posted to the gain/loss acct combination in these fields. If you previously set up a default gain/loss acct combination on the Configure Fixed Assets Settings screen, these fields will automatically be populated if the selected asset range includes depreciable assets. You can edit default or manual entries in these fields as necessary.
When you post a disposal for a depreciable asset, the system ignores the disposal price and/or the depreciation adjustment, and only posts the book value amount to the gain or loss account/organization/project/reference 1/reference 2 combination specified here for the G/L Book only. When you post a disposal for a non-depreciable asset for which the Post Disposal to G/L check box has been selected on the Manage Asset Master Information screen or on the Manage Asset Description Information screen, the system ignores the disposal price and only posts the cost value with a reversed sign as the gain or loss.
| Field | Description |
|---|---|
| Account |
This field is required for both depreciable and non-depreciable assets, regardless of the status of the Post Disposal to G/L check box on the Manage Asset Master Information screen or the corresponding field on the Manage Asset Description Information screen for non-depreciable assets. If you previously set up a default gain or loss account on the Configure Fixed Assets Settings screen, this field automatically displays the default gain or loss account combination. To post the gain or loss on the disposals to a different account, enter, or click
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account that is inappropriate for recording gain/loss data. As you tab past this field, the system validates that the account is not a summary account and that the account is active. |
| Organization |
This field is required for both depreciable and non-depreciable assets, regardless of the status of the Post Disposal to G/L check box on the Manage Asset Master Information screen or on the Manage Asset Description Information screen for non-depreciable assets. If you previously set up a default gain or loss organization on the Configure Fixed Assets Settings screen, this field automatically displays the default organization. To post the gain or loss on the disposals to a different organization, enter, or click
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the ORG table, you may find that you have selected an organization that is inappropriate for recording gain/loss data. As you tab past this field, the system validates that the organization is active; when you save the record, the system validates that the organization is linked to the account. |
| Project |
If you previously set up a default gain or loss project on the Configure Fixed Assets Settings screen, this field automatically displays the default project. If you want to post the gain or loss on the disposals to a different project, enter, or click
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the PROJ table, you may find that you have selected a project that is inappropriate for recording gain/loss data. This field is optional, so you do not need to enter a project number if you are not posting gains or losses to projects. If you enter a project, however, the system checks that the project is valid for the account and organization. |
| Reference 1 (or your label) |
If you previously set up a default gain or loss Reference 1 number on the Configure Fixed Assets Settings screen, this field automatically displays the default reference number. If you designated a different label for
Reference 1 on the Configure General Ledger Settings screen in General Ledger, your label automatically displays as the field heading. To designate a reference number other than the default, enter, or click
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the REF_STRUC table, you may find that you have selected a reference number that is inappropriate for recording gain/loss data. This field is optional. If you enter a reference number, however, the system checks that it is valid for the account, organization, and project combination. |
| Reference 2 (or your label) |
If you previously set up a default gain or loss Reference 2 number on the Configure Fixed Assets Settings screen, this field automatically displays the default reference number. If you designated a different label for
Reference 2 on the Configure G/L Settings screen, your label automatically displays as the field heading. To designate a reference number other than the default, enter, or click
Use caution when selecting or editing data for this field. Because this is a standard Lookup to the REF_STRUC table, you may find that you have selected a reference number that is inappropriate for recording gain/loss data. This field is optional. If you enter a reference number, however, the system checks that it is valid for the account, organization, and project combination. |
Default Data for Disposal Creation
Use the fields in this group box to enter the required disposal date and optional price and description data for all the assets in the selected range(s).
| Field | Description |
|---|---|
| Disposal Date |
Enter, or click
Although a disposal date is system-required, it is used only to organize report data and is not used in any system calculations. During posting, the disposal date will be written back to and will display on the Disp Info tab of the Manage Asset Master Information screen and on the Manage Asset Disposal Information screen for each disposal. |
| Disposal Price |
Enter the disposal price for the range of disposals in this field. The disposal price cannot be negative. The system uses the disposal price to calculate the gain or loss that displays on the Manage Disposal Transactions table window for each book. When you edit the disposal price on that screen, the system recalculates the gain or loss and displays the new value in the Gain/Loss field. During posting, the system writes the disposal price back to the Disp Info tab of the Manage Asset Master Information screen and to the Manage Asset Disposal Information screen for each disposal. Note that the disposal price will be ignored when the entry is posted to the G/L Book, and only the book value for depreciable assets or a negative entry equal to the cost for non-depreciable assets for which the Post Disposal to G/L check box has been selected on the Manage Asset Master Information screen or the Manage Asset Master Description Information screen will be posted as the gain/loss amount. |
| Disposal Description |
Enter the disposal description in this field. During posting, the system writes the disposal description back to the Disp Info tab of the Manage Asset Master Information screen and to the Manage Asset Disposal Information screen for each disposal. |
| Disposal Document Number |
Enter a disposal document number or any other data you want to associate with the range of disposals. During posting, the system writes the disposal document number back to the Disp Info tab of the Manage Asset Master Information screen and to the Manage Asset Disposal Information screen for each disposal. |
| Disposal Type |
Enter, or click
During posting, the disposal type from this field will be written back to and will display on the Disp Info tab of the Manage Asset Master Information screen and on the Manage Asset Disposal Information screen. |
to select, the desired disposal date in this field. Today's system date displays automatically in this field as a default.