Contents of the Manage Projected Asset Purchases Screen
Use the fields and options to configure the Manage Projected Asset Purchases screen.
If you compute future depreciation for projected purchases, you must first enter estimated future purchase data on this screen before you run the Compute Projected Depreciation process.
Because the purpose of projections functionality is to provide depreciation expense forecasts for budgeting purposes, it is assumed that you will enter projected purchases only for depreciable assets on this screen.
You will need to provide the asset "ownership" account, organization, and project (if applicable) data for the purchase, along with a purchase description, the purchase timing, and depreciation expense account allocation code information. In addition, you must enter depreciation methodology such as depreciation method, depreciation start date, and cost data for each book for which you want to enable depreciation expense computations for the purchase. You can also specify a depreciation expense override amount to be used each period in lieu of depreciation method computations on a book-by-book basis.
Although much of the same data (depreciation method, depreciation expense account allocation code, and so on) is required to compute depreciation for both currently owned assets and for projected future asset purchases, estimated purchases data entered on this screen is not the equivalent of Asset Master record data; as a result, future depreciation expense will not be posted to the G/L or mingled in any manner with currently owned Asset Master records.
You can print data from this screen when you use the Print Projected Asset Purchases Report.
You can enter projected asset purchases at any time on this screen. If you want to compute depreciation for the projected purchases on this screen, however, you should enter all future purchase data on this screen before you run the Compute Projected Depreciation process.
Data entered on this screen is retained until you make edits or deletions.
Asset Account Information
Use the fields in this block to select the asset "ownership" account, organization, and project, if applicable, for the purchase. These fields correspond with the asset Account, Organization, and Project fields in the Acct Info tab of the Manage Asset Master Information screen or in the Asset Account, Asset Organization, or Asset Project fields on the Manage Asset Account Information screen that are required for each Asset Master record.
The asset "ownership" account combination specifies the General Ledger asset account, organization, and project numbers linked with the asset record. The asset account and asset organization are always required; an asset project is always optional. There are no special rules regarding the types of account/organization/project combinations that can be used as asset ownership. As such, asset "ownership" combinations can include balance sheet combinations, expense account combinations (to track items not capitalized), and/or project combinations for property that should be identified with a contract, and so on.
A valid asset account combination is system-required on this screen. At the minimum, a system-validated account and organization must be assigned as the "owner" of each asset record.
Asset "ownership" data in these fields will for most users mimic the asset "ownership" data already linked with your currently owned asset records. If you are projecting new types of purchases or purchases that will be "owned" by new G/L account combinations in the future, however, you may need to set up and assign G/L "ownership" combinations that are different from those used for your currently owned assets.
| Field | Description |
|---|---|
| Account |
Enter, or click
When you go the next field, the system will validate that the account is a detail account and that it is active. If the account fails one of these validations, you will need to either make corrections to the account or enter a different account number. (Additional validations regarding the account/organization/project data, as applicable, will also be performed before the screen can be saved. The system will validate that the account is valid for the organization, and if project-required, also valid for the project.) |
| Organization |
Enter, or click
When you go the next field, the system will validate that the organization is active. If the organization is not active, you will need to either make corrections to the organization or enter a different organization. (Additional validations regarding the account/organization/ project data, as applicable, will also be performed before the record can be saved. The system will validate that the organization is valid for use with the account. If the organization is restricted to specific projects, the system will also validate the organization-project relationship.) |
| Project |
Enter, or click
When you go the next field, the system will validate that the project level is valid and active. If the project fails these validations, you will need to either make corrections to the project or enter a different project. (Additional validations regarding the account/organization/project data, as applicable, may also be performed before the record can be saved, such as checking that the account-organization combination linked with the project is valid.) |
to select, a valid asset account in this field to specify the account "ownership" for this projected purchase. Because this is a standard Lookup to the ACCT table, you may find that you have selected an account that is not appropriate for asset ownership. The adjacent non-editable field displays the description for the selected account.
Table Window
| Field | Description |
|---|---|
| Acq FY |
Enter, or click
The fiscal years available for selection using Lookup include only those fiscal years already set up on the Manage Fixed Assets Fiscal Years screen. Data in this column corresponds with the Fiscal Year field that is required for each Asset Master record on the Purch Info tab of the Manage Asset Master Information screen (and in the Acq FY field on the Manage Asset Purchase Information screen). If you need to project future purchases for future fiscal years that are not displayed in Lookup, you must first establish the additional fiscal year data on the Manage Fixed Assets Fiscal Years screen (along with the period data for that year on the Manage Fixed Assets Accounting Periods screen). Note: Although this data is required in Costpoint Fixed Assets, you do not need to set up future fiscal years, periods, and subperiods in Costpoint General Ledger to enter projected purchases on this screen.
|
| Acq Pd |
Enter, or click
The accounting periods available for selection include only those periods already set up for the specified fiscal year on the Manage Fixed Assets Accounting Periods screen. Data in this column corresponds with the Period field that is required for each Asset Master record on the Purch Info tab of the Manage Asset Master Information screen (and the Acq Pd field on the Manage Asset Purchase Information screen). If you need to project future purchases for future fiscal years that are not displayed in the Lookup, you must first establish the additional fiscal year data on the Manage Fixed Assets Fiscal Years screen along with the period data for that year on the Manage Fixed Assets Accounting Periods screen. Note: Although this data is required in Costpoint Fixed Assets, you do not need to set up future fiscal years, periods, and subperiods in Costpoint General Ledger to enter projected purchases on this screen.
|
| Acq Subpd |
Enter the projected subperiod of acquisition. Because depreciation calculations are not based on accounting subperiods, there is no validation of the subperiod data entered nor any Lookup functionality. The acquisition subperiod entered on this screen, although required, is an information field only and is not used by the system in computing projected depreciation expense. Data in this column corresponds with the Subperiod field that is required for each Asset Master record on the Purch Info tab of the Manage Asset Master Information screen (and the Acq Subpd field on the Manage Asset Purchase Information screen). Note: Although this data is required in Costpoint Fixed Assets, you do not need to set up future fiscal years, periods, and subperiods in Costpoint General Ledger to enter projected purchases on this screen.
|
| Description |
Enter a description for the projected purchase. Data in this column corresponds with the Short Desc field available for each Asset Master record on the Manage Asset Master Information screen (and the Short Desc field on the Manage Asset Description Information screen). If you are projecting future asset purchases on a detailed asset-by-asset basis, you may want to enter specific descriptive information in this column such as "Truck," "Commuter Van," and so on. In addition, if you have procedures in place to track actual purchases against projected purchases; you may want to embed data such as a Capital Expenditures Request Number, and so on with the description. If you are projecting future asset purchases on a less detailed level, you may want to enter more general descriptive information that corresponds with the names of your G/L asset "ownership" accounts or your classification codes, such as "Vehicles," "Computer Equipment," and so on. |
| Depr Exp Acct Alloc Cd |
Enter, or click
Data in this column corresponds with the Depr Expense Acct Alloc Code field that is required for each Asset Master record in the Depr Expense Account group box of the Acct Info tab of the Manage Asset Master Information screen (and the Depr Expense Acct Alloc Code field on the Manage Asset Account Information screen). Note: Depreciation expense account allocation codes are set up during initialization on the Manage Depreciation Expense Acct Allocation Codes screen.
The depreciation expense account allocation code specifies one or more General Ledger account and organization combination(s) (and optional project, reference 1, and reference 2 data) to which depreciation is posted for currently owned assets. For projected purchases, the code specifies the expense account/organization/project/reference 1/reference 2 combination(s) to which depreciation would be posted if the purchase had actually transpired and an Asset Master record had been created. Depreciation expense account allocation code data in this column will for most users mimic the depreciation expense account allocation codes data already linked with your currently owned asset records. If you are projecting new types of purchases and/or new G/L depreciation expense account combinations for the future, however, you may need to set up and assign depreciation expense account allocation codes that are different from those used for your currently owned assets. |
| Change Estimated Amt to Depreciate in All Other Books |
Select this check box if you want to update the estimated amount to depreciate for all books with the same value for which a depreciation method code has been entered. If you clear this check box, you will then need to manually enter the cost amount for all applicable optional books, even if the amounts are the same as the cost amount for the G/L Book. Most users will clear this check box if there is a need to assign a different cost basis for each optional book (for purposes of stepped-up depreciation basis, and so on). |
| G/L Book Estimated Amt to Depreciate |
Enter the estimated amount to depreciate (total cost less salvage value) for the G/L Book. (Although cost data is not required to be saved on this screen, the system will not compute future depreciation if this value is equal to "0.00.") Data in this column corresponds with the Amount to Depreciate field for each Asset Master record on the G/L Book Info tab of the Manage Asset Master Information screen (and the Amount to Depreciate field on the Manage Asset General Ledger Book Information screen). The system computes the value for this non-editable field by subtracting the Salvage Value amount from the Total Cost amount. Regardless of the amount specified in the G/L Book Depr Exp Override Amt Per Period column, the future projected depreciation expense will always stop at the estimated amount to depreciate, and will not exceed this value (even if the future useful life has not yet been completed). |
| G/L Book Depr Basis |
Select a depreciation basis for the G/L Book from the drop-down list. The available options are:
The system displays Y (Years) as the default, even if you have specified that a depreciation expense override amount be used each period for the life of the projected purchase (instead of the amount computed using the specified depreciation method code). Note: Although your selection will display in this column, the depreciation basis will be used in the computation only if you have NOT specified the use of a depreciation expense override amount in the
G/L Book Depr Exp Override Amt Per Period column.
Regardless of the amount specified in the G/L Book Depr Exp Override Amt Per Period column, the future projected depreciation expense will always stop at the estimated amount to depreciate and will not exceed this value, even if the future useful life has not yet been completed. You can choose the basis for depreciation methodology only for the G/L Book and that the system uses the Years base method in its computations for any optional books 2-10 used. Units and Lease Periods base methods are not available for non-G/L books. Data in this column corresponds with the Depr Based On selection for each Asset Master record on the Manage Asset Master Information screen (and on the Manage Asset Description Information screen). Depending on your selection in this column, you should not enter data in some columns of the table window. For example, if you have selected a Y (Years) depreciation basis methodology, do not enter data in the Units Used Each Period column, the Monthly Lease Payment column, and so on. |
| G/L Book Depr Mthd Cd |
Enter, or click
Note: In this circumstance, the system needs to reference the useful life from the depreciation method code during calculations to determine the number of future periods from the Depr Start Date forward for the projected purchase.
Regardless of the amount specified in the G/L Book Depr Exp Override Amt Per Period column, the future projected depreciation expense will always stop at the estimated amount to depreciate, and will not exceed this value (even if the future useful life has not yet been completed). Data in this column corresponds with the Depr Method Code field for the G/L Book for each Asset Master record on the G/L Book Info tab of the Manage Asset Master Information screen (and the Depr Method Code field on the Manage Asset General Ledger Book Information screen). Note: Depreciation method codes are set up during initialization on the Manage Depreciation Methods screen.
|
| G/L Book Depr Start Date |
Enter, or click
The G/L Book depreciation start date in this column must be a future date that is later than the period ending date of the current accounting period. The Fixed Assets "current" accounting period is specified on the Configure Posting Settings screen during initialization and updated by the system each month during the Close Fixed Assets Period process. Data in this column corresponds with the Depr Start Date field for the G/L Book for each Asset Master record in the G/L Book Info tab of the Manage Asset Master Information screen (and the Depr Start Date field on the Manage Asset General Ledger Book Information screen). The following major differences are in effect regarding the rules for this date:
|
| G/L Book Depr Exp Override Amt Per Period |
Enter an optional depreciation expense override amount per period to be used for the G/L Book in lieu of future depreciation calculated by the system using the specified depreciation method code. Data in this column corresponds with the Current Pd Depreciation field for the G/L Book for each Asset Master record on the G/L Book Info tab of the Manage Asset Master Information screen (and the Curr Pd Depreciation field on the Manage Asset General Ledger Book Information screen). Just as you are able to overwrite the system-computed current period depreciation amount for your currently owned assets, this column functions in the same manner for projected depreciation for your projected purchases. Regardless of the amount specified in this optional field, future projected depreciation expense will always stop at the estimated amount to depreciate and will not exceed this value (even if the future useful life has not yet been completed). Note: Even if you have entered a depreciation expense override amount in this column to be used each period for the life of the projected purchase (instead of the amount computed by the system using the specified depreciation method code), a depreciation method code for this book is always required (if the value in the G/L Book Depr Basis column is
Y (Years)) if you want to compute future depreciation for the projected purchase.
In this circumstance, the system needs to reference the useful life from the depreciation method code during calculations to determine the number of future periods from the Depr Start Date forward for the projected purchase. |
| Book 2 (or your label) Estimated Amt to Depreciate |
Enter the estimated amount to depreciate (total cost less salvage value) for this book in this column, as applicable. (Although cost data is not required to save data on this screen, the system will not compute future depreciation if this value is equal to "0.00.") Data in this column corresponds with the Book 2 (or your label) Amt to Depreciate field for each Asset Master record in the Other Books Info subtask of the Manage Asset Master Information screen (and the Book 2 (or your label) Amt to Depreciate field on the Manage Asset Other Books Information screen). The system computes the value for this display-only field by subtracting the Book 2 (or your label) Salvage Value amount from the Book 2 (or your label) Total Cost amount. Regardless of the amount specified in the Book 2 (or your label) Depr Exp Override Amt Per Period column, the future projected depreciation expense will always stop at the estimated amount to depreciate, and will not exceed this value, even if the future useful life has not yet been completed. |
| Book 2 (or your label) Depr Mthd Cd |
Enter, or click
Data in this column corresponds with the Book 2 (or your label) Depr Method Code field for this book for each Asset Master record in the Other Books Info subtask of the Manage Asset Master Information screen (and the Manage Asset Other Books Information screen). Although data entry in this column is not required to save the record, a depreciation method code for this book is always required if you want to compute future depreciation for the projected purchase, even if you have specified that a depreciation expense override amount be used each period for the life of the projected purchase (instead of the amount computed by the system using the specified depreciation method code). In this circumstance, the system needs to reference the useful life from the depreciation method code during calculations to determine the number of future periods from the Depr Start Date forward for the projected purchase. Regardless of the amount specified in the Book 2 (or your label) Depr Exp Override Amt Per Period column, the future projected depreciation expense will always stop at the estimated amount to depreciate and will not exceed this value (even if the future useful life has not yet been completed). Set up depreciation method codes during initialization on the Manage Depreciation Methods screen. |
| Book 2 (or your label) Depr Start Date |
Enter, or click
Data in this column corresponds with the Book 2 (or your label) Depr Start Date field for this book for each Asset Master record in the Other Books Info subtask of the Manage Asset Master Information screen (and in the Book 2 (or your label) Depr Start Date field on the Manage Asset Other Books Information screen). The depreciation start date in this column must be a future date that is later than the period ending date of the current accounting period. The Fixed Assets "current" accounting period is specified on the Configure Posting Settings screen during initialization. (Only G/L book data is posted to the General Ledger. Although start date verification for other books refers back to the Configure Posting Settings screen to determine the current period, depreciation data for optional books is never posted to the G/L.) The following major differences are in effect regarding the rules for this date:
|
| Book 2 (or your label) Depr Exp Override Amt Per Period |
Enter an optional depreciation expense override amount per period to be used for this book in lieu of future depreciation calculated by the system using the specified depreciation method code. Data in this column corresponds with the Current Pd Depreciation field for this book for each Asset Master record in the Other Books Info subtask of the Manage Asset Master Information screen (and in the Book 2 (or your label) Current Pd Depr field on the Manage Asset Other Books Information screen). Just as you are able to overwrite the system-computed current period depreciation amount for your currently owned assets, this column functions in the same manner for projected depreciation for your projected purchases. Regardless of the amount specified in the Book 2 (or your label) Depr Exp Override Amt Per Period column, the future projected depreciation expense will always stop at the estimated amount to depreciate, and will not exceed this value (even if the future useful life has not yet been completed). Note: Even if you have entered a depreciation expense override amount in this column to be used each period for the life of the projected purchase (instead of the amount computed by the system using the specified depreciation method code), a depreciation method code for this book is always required if you want to compute future depreciation for the projected purchase. In this circumstance, the system needs to reference the useful life from the depreciation method code during calculations to determine the number of future periods from the Depr Start Date forward for the projected purchase.
|
| Book 3 to Book 10 (or your labels) Estimated Amt to Depreciate |
Please refer to the documentation for the Book 2 (or your label) Estimated Amt to Depreciate column. |
| Book 3 to Book 10 (or your labels) Depr Mthd Cd |
Please refer to the documentation for the Book 2 (or your label) Depr Mthd Cd column. |
| Book 3 to Book 10 (or your labels) Depr Start Date |
Please refer to the documentation for the Book 2 (or your label) Depr Start Date column. |
| Book 3 to Book 10 (or your labels) Depr Exp Override Amt Per Period |
Please refer to the documentation for the Book 2 (or your label) Depr Exp Override Amt Per Period column. |
| Lease Payments Remaining |
If you have selected L (Lease Periods) in the G/L Book Depr Basis column, you should also enter the number of future lease payments remaining. Although you can save a record without this data, the system will not compute future depreciation if this data is missing. Note: You can choose the basis for depreciation methodology only for the G/L Book; the system uses the
Y (Years) base method in its computations for any optional books 2-10 used. Units and Lease Periods base methods are not available for optional books.
Data in this column corresponds with the Lease Pds Remaining field for the G/L Book for each Asset Master record on the G/L Book Info tab of the Manage Asset Master Information screen (and on the Manage Asset General Ledger Book Information screen). Regardless of the amount specified in the Monthly Lease Payment column, the future projected depreciation expense will always stop at the estimated amount to depreciate and will not exceed this value (even if the future useful life has not yet been completed). Depending on your selection in the G/L Book Depr Basis column, you should not enter data in some columns of this table window. For example, if you have selected a L (Lease Periods) depreciation basis methodology, do not enter data in the Units Used Each Period column, the G/L Book Depr Mthd Cd column, and so on. |
| Monthly Lease Payment |
If you have entered L (Lease Periods) in the G/L Book Depr Basis column, you should also enter the monthly lease payment to be used for this projected purchase. Although you can save a record without this data, the system will not compute future depreciation if this data is missing. Note: You can choose the basis for depreciation methodology only for the G/L Book; the system uses the
Y (Years) base method in its computations for any optional books 2-10 used. Units and Lease Periods base methods are not available for optional books.
Data in this column corresponds with the Monthly Amount field for the G/L Book for each Asset Master record in the G/L Book Info tab of the Manage Asset Master Information screen (and in the Monthly Payment Amt field on the Manage Asset General Ledger Book Information screen). Regardless of the amount specified in the Monthly Lease Payment column, the future projected depreciation expense will always stop at the estimated amount to depreciate, and will not exceed this value (even if the future useful life has not yet been completed). |
| Units Used Each Period |
If you have entered U (Units of Usage) in the G/L Book Depr Basis column, you should also enter the number of units estimated for use each future period. Although you can save a record without this data, the system will not compute future depreciation if this data is missing. Note: You can choose the basis for depreciation methodology only for the G/L Book; the system uses the
Y (Years) base method in its computations for any optional books 2-10 utilized. Units and Lease Periods base methods are not available for optional books.
Data in this column corresponds with the Current Units Used field for the G/L Book for each Asset Master record in the G/L Book Info tab of the Manage Asset Master Information screen (and on the Manage Asset General Ledger Book Information screen). For units-based depreciation, the system computes depreciation on this screen by multiplying the value in the Units Used Each Period column times the value in the Std Rate Per Unit of Usage column. Because no time periods have been specified, the system uses the value in the G/L Book Estimated Amt to Depreciate column as the limiter. The future projected depreciation expense will always stop at the estimated amount to depreciate, and will not exceed this value. |
| Std Rate Per Unit of Usage |
If you have entered U (Units of Usage) in the G/L Book Depr Basis column, you should also enter the standard depreciation rate per unit of usage to be used in system computations for future periods. Although you are permitted to save a record without this data, note that the system will not compute future depreciation if this data is missing. Note: You can choose the basis for depreciation methodology only for the G/L Book; the system uses the
Y (Years) base method in its computations for any optional books 2-10 used. Units and Lease Periods base methods are not available for optional books.
Data in this column corresponds with the Std Depr Rt Per Unit of Usage field for the G/L Book for each Asset Master record in the G/L Book Info tab of the Manage Asset Master Information screen (and on the Manage Asset General Ledger Book Information screen). For units-based depreciation, the system computes depreciation on this screen by multiplying the value in the Units Used Each Period column times the value in the Std Rate Per Unit of Usage column. Because no time periods have been specified, the system uses the value in the G/L Book Estimated Amt to Depreciate column as the limiter. The future projected depreciation expense will always stop at the estimated amount to depreciate, and will not exceed this value. |
to select, the depreciation start date for the G/L Book. Although you can save a record without this data, the system will not compute future depreciation if this data is missing.