Loc Info Tab

Use the optional fields in this tab to enter, edit, or view location information for both new and historical depreciable and non-depreciable property records, as applicable, including location group information, general location information, and location codes.

If you want to use the optional user-defined location fields on this tab (in the Location Codes group box) and/or location groups, you should establish the labels and the validated data before you enter data on this tab, as follows:

You must first set up the validated location data on the Manage Location 1 Codes, Manage Location 2 Codes, and/or Manage Location 3 Codes, as applicable.
You must first establish location groups on the Manage Location Groups screen.
You can establish the labels for the Location Codes on the Manage Asset Master Field Labels screen. It is not essential that you do this to use the location code functionality; the benefit is only that you will have customized the labels to fit your needs and the fields will be easier to identify.

If you decide to take advantage of the template functionality, you should set up the appropriate Asset Templates (Manage Asset Template Information screen) before you begin to add data in an Asset Master record. If you decide to bypass or defer the use of the template capability, you will need to enter data directly on this tab on a field-by-field basis or clone data from existing asset records.

You should enter data on this and other applicable Asset Master tabs/subtasks before you calculate depreciation or add inventory, maintenance, or transfer records. Although you can change information on this tab any time, use caution in the timing of your edits, which may impact the types of records included in system reports.

There are no system-required fields on this tab.

For established Asset Master records only:

You can enter, edit, and view the data from this tab on the alternate screen, Manage Asset Location Information directly from the Asset Master Records menu. An alternate access route to the Asset Master tab/subtask data gives more flexibility when security options are set up for users with different access needs.
If you have screen rights to access the Asset Master Records menu, the Manage Asset Master Information screen and all its tabs and subtasks are automatically accessible to you.
If you do not have screen rights to access the Asset Master Records menu, the system administrator can alternately grant or deny access rights using the direct menu option on a screen-by-screen basis, which generally correlates with the data contained in each tab or subtask. In this manner, each user can access only the data from those screens in which specific access has been granted.

Data entry functionality and data rules on the alternate screen are identical to their corresponding fields on the Manage Asset Master Information screen, regardless of which entry screen methodology you establish for each user.

You may find that one or more fields on this tab are 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 and Rev No fields on the Desc Info tab. Data may have been copied from a default template designated as the default template on the Configure Fixed Assets Settings screen or from a specified template other than the default. Initial data that displays as a result of using a template can be edited as desired.

Alternately, if the Asset Template does not contain data for these fields from which to provide defaults, you may find that one or more of the fields on this tab are already populated with data from a specified Location Group.

If you use data from an Asset Template or from a location group, you should initialize this data before you to begin to enter your Asset Master records.

In addition, you may also find that one or more fields are already populated with default data as a result of creating this record using the autocreation process on the Create Autocreation Transactions screen.

For an existing asset record, the fields display the most current data that you added or edited in the asset record or the selection from the latest Asset Template specified in the Template No/Rev No fields (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.

You can edit data that displays in the fields now, you can add new data to a blank field, or you can delete the existing data in the fields, as desired.

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 fields, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).

Location Group Info

Use the fields in this group box to enter, edit, or view location group information for this asset record.

Field	Description
Location Group	For a new asset record which you create manually, enter, or click to select, the location group in this field. Because the system validates your selection for this field against your setup data, you will first need to establish location group data on the Manage Location Groups screen. If you do not specify a location group in this field, you can optionally enter location data on a field-by-field basis, as desired. If you use a location group, you cannot edit the general location information in the left portion of the screen. The name that you assigned to the location group during setup on the Manage Location Groups screen automatically displays in the non-editable field directly to the right of the Location Group field. To edit the location group description, you must do so on the Manage Location Groups screen.

Field

Description

Location Group

For a new asset record which you create manually, enter, or click to select, the location group in this field.

Because the system validates your selection for this field against your setup data, you will first need to establish location group data on the Manage Location Groups screen.

If you do not specify a location group in this field, you can optionally enter location data on a field-by-field basis, as desired. If you use a location group, you cannot edit the general location information in the left portion of the screen.

The name that you assigned to the location group during setup on the Manage Location Groups screen automatically displays in the non-editable field directly to the right of the Location Group field. To edit the location group description, you must do so on the Manage Location Groups screen.

General Location Info

Use the fields in this group box to enter, edit, or view city, state/province, ,postal code, country, and county location information for this asset record.

You can enter or edit general location information for the record on a field-by-field basis only if you did not use a location group. If data displays in any field as a result of your entry of a location group in the Location Group field (or as a result of designating a location group when using the autocreation function or specifying an Asset Template that contains a location group), you will not be able to enter or edit the field(s) in this group box. In this circumstance, you may decide not to use a location group at all, or you can return to the Manage Location Groups screen to make appropriate edits, as needed.

Field	Description
City	You can enter or edit general location information for the record on a field-by-field basis only if you did not use a location group. For a new asset record that you create manually, enter a city location for this asset record, as applicable. Alternately, for both new and existing asset records, if you enter a postal code in the Postal Code field that has previously been set up on the Manage Postal Codes screen, the city name associated with the postal code automatically displays in this field as a default city. In this circumstance, you can overwrite the displayed city data as desired and enter non-validated city data. Note: This field is independent from the other location fields. If you have not used a location group, you can add data in this field without any requirement to add data in any other data fields on this screen.
State/Province	You can enter or edit general location information for the record on a field-by-field basis only if you did not use a location group. Only valid state/province data from the Manage States and Provinces screen can be entered in this field. If you enter state/province data, you must also enter valid data in the Country field, which is based on data entered on the Manage Countries screen. For a new asset record that you create manually, enter, or click to select, a state/province for this asset record, as applicable. Alternately, for both new and existing asset records, if you enter a postal code in the Postal Code field that has previously been set up on the Manage Postal Codes screen, the state/province code associated with the postal code automatically displays in this field as a default state/province. In this circumstance, you can overwrite the displayed state/province data as desired.
Postal Code	You can enter or edit general location information for the record on a field-by-field basis only if you did not use a location group. Only valid postal code data from the Manage Postal Codes screen can be entered in this field. For a new asset record that you create manually, enter, or click to select, a postal code that is associated with the city, state/province, and country code for this asset record, as applicable. If you use Lookup to review the postal codes or enter a postal code in this field that has previously been set up on the Manage Postal Codes screen, the city, state/province, and/or country data associated with the postal code automatically displays in the appropriate fields. In this circumstance, data related to the postal code will overwrite existing data in the City, State/Province, and Country fields, but you can edit the system-populated data as needed. This field is independent from the other location fields. If you have not used a location group, you can add data in this field without any requirement to add data in any other fields in this screen
Country	You can enter or edit general location information for the record on a field-by-field basis only if you did not use a location group. Only valid country code data from the Manage Countries screen can be entered in this field. For a new asset record that you create manually, enter, or click to select, a country code for this asset record, as applicable. Alternately, for both new and existing asset records, if you enter a postal code in the Postal Code field that has previously been set up on the Manage Postal Codes screen, the country associated with the postal code automatically displays in this field as a default country. In this circumstance, you can overwrite the displayed country data as desired. Note: This field is independent from the other location fields. You can add data in this field without any requirement to add data in any other fields on this screen.
County	You can enter or edit general location information for the record on a field-by-field basis only if you did not use a location group. The system does not validate your data entry in this field, so no prior setup is required. For a new asset record that you create manually, enter a county location for this asset record, as applicable. Unlike the City, State/Province, and Country fields, county data is not automatically linked with postal code information. This field is independent from the other location fields. If you have not used a location group, you can add data in this field without any requirement to add data in any other fields on this screen.

Location Codes

Use the fields in this group box to enter, edit, or view user-defined data for up to three additional user-defined location fields for this asset record.

Although location code data is optional, the system validates your selections against your setup data. If you use location codes, you will first need to establish the data on the Manage Location 1 Codes, Manage Location 2 Codes, and/or Manage Location 3 Codes screens.

Additionally, although it is not a system requirement that you establish location code labels other than the system-provided default labels for these fields, you may want to establish more meaningful labels on the Manage Asset Master Field Labels screen.

Field	Description
Location 1 (or your label)	If you designated a label for the Location 1 Label field on the Manage Asset Master Field Labels screen, your label description for Location 1 automatically displays at this field. Note: It is not a system requirement that you establish a label for this field. If you did not set up a label for Location 1 on the Manage Asset Master Field Labels screen, "Location 1" automatically displays at this field. You can enter or edit data in this field independent of whether you have used a location group on this screen. For a new asset record that you create manually, enter, or click to select, the Location 1 code, as applicable. Since the system validates your selection for this field against your setup data, you will first need to establish Location 1 data on the Manage Location 1 Codes screen. The name that you assigned to the Location 1 code during setup on the Manage Location 1 Codes screen automatically displays in the non-editable field directly below the Location 1 field. Note: This field is independent from the other location fields. You can add data in this field without any requirement to add data in the Location 2 and Location 3 fields or in any other fields in this screen.
Location 2 (or your label)	If you designated a label for the Location 2 Label field on the Manage Asset Master Field Labels screen, your label description for Location 2 automatically displays at this field. It is not a system requirement that you establish a label for this field. If you did not set up a label for Location 2 on the Manage Asset Master Field Labels screen, "Location 2" automatically displays at this field. You can enter or edit data in this field independent of whether you have used a location group in this screen. For a new asset record that you create manually, enter, or click to select, a Location 2 code, as applicable. Since the system validates your selection for this field against your setup data, you will first need to establish Location 2 data on the Manage Location 2 Codes screen. The name that you assigned to the Location 2 code during setup on the Manage Location 2 Codes screen automatically displays in the non-editable field directly below the Location 2 field. This field is independent from the other location fields. You can add data in this field without any requirement to add data in the Location 1 and Location 3 fields or in any other fields on this screen.
Location 3 (or your label)	If you designated a label for the Location 3 Label field on the Manage Asset Master Field Labels screen, your label description for Location 3 automatically displays at this field. It is not a system requirement that you establish a label for this field. If you did not set up a label for Location 3 on the Manage Asset Master Field Labels screen, "Location 3" automatically displays at this field. You can enter or edit data in this field independent of whether you have used a location group in this screen. For a new asset record that you create manually, enter, or click to select, a Location 3 code, as applicable. Since the system validates your selection for this field against your setup data, you will first need to establish Location 3 data on the Manage Location 3 Codes screen. The name that you assigned to the Location 3 code during setup on the Manage Location 3 Codes screen automatically displays in the non-editable field directly below the Location 3 field. Note: This field is independent from the other location fields. You can add data in this field without any requirement to add data in the Location 1 and Location 2 fields or in any other fields on this screen.

Field

Description

Location 1 (or your label)

If you designated a label for the Location 1 Label field on the Manage Asset Master Field Labels screen, your label description for Location 1 automatically displays at this field.

Note: It is not a system requirement that you establish a label for this field. If you did not set up a label for Location 1 on the Manage Asset Master Field Labels screen, "Location 1" automatically displays at this field.

You can enter or edit data in this field independent of whether you have used a location group on this screen.

For a new asset record that you create manually, enter, or click to select, the Location 1 code, as applicable.

Since the system validates your selection for this field against your setup data, you will first need to establish Location 1 data on the Manage Location 1 Codes screen.

The name that you assigned to the Location 1 code during setup on the Manage Location 1 Codes screen automatically displays in the non-editable field directly below the Location 1 field.

Note: This field is independent from the other location fields. You can add data in this field without any requirement to add data in the Location 2 and Location 3 fields or in any other fields in this screen.

Location 2 (or your label)

If you designated a label for the Location 2 Label field on the Manage Asset Master Field Labels screen, your label description for Location 2 automatically displays at this field.

It is not a system requirement that you establish a label for this field. If you did not set up a label for Location 2 on the Manage Asset Master Field Labels screen, "Location 2" automatically displays at this field.

You can enter or edit data in this field independent of whether you have used a location group in this screen.

For a new asset record that you create manually, enter, or click to select, a Location 2 code, as applicable.

Since the system validates your selection for this field against your setup data, you will first need to establish Location 2 data on the Manage Location 2 Codes screen.

The name that you assigned to the Location 2 code during setup on the Manage Location 2 Codes screen automatically displays in the non-editable field directly below the Location 2 field.

This field is independent from the other location fields. You can add data in this field without any requirement to add data in the Location 1 and Location 3 fields or in any other fields on this screen.

Location 3 (or your label)

If you designated a label for the Location 3 Label field on the Manage Asset Master Field Labels screen, your label description for Location 3 automatically displays at this field.

It is not a system requirement that you establish a label for this field. If you did not set up a label for Location 3 on the Manage Asset Master Field Labels screen, "Location 3" automatically displays at this field.

You can enter or edit data in this field independent of whether you have used a location group in this screen.

For a new asset record that you create manually, enter, or click to select, a Location 3 code, as applicable.

Since the system validates your selection for this field against your setup data, you will first need to establish Location 3 data on the Manage Location 3 Codes screen.

The name that you assigned to the Location 3 code during setup on the Manage Location 3 Codes screen automatically displays in the non-editable field directly below the Location 3 field.

Note: This field is independent from the other location fields. You can add data in this field without any requirement to add data in the Location 1 and Location 2 fields or in any other fields on this screen.

Costpoint Online Help

Loc Info Tab

Location Group Info

General Location Info

Location Codes