Input File/Table Hard Validations (Asset_Books_DISP Table)
When importing asset records, Costpoint validates the imported information and stores it in different tables.
Four separate tables store Asset Master Data, as follows:
| Table Name | Table Description |
|---|---|
| ASSET | This table holds data for the majority of Asset Master fields. |
| ASSET_OTHER_INFO | This table holds “government” user-defined field information as well as other asset information (as an overflow from the ASSET table) for Asset Master records. |
| ASSET_OTH_BK_DEPR | This table holds optional book information for Books 2 to 10, as applicable, for Asset Master records. |
| ASSET_BOOKS_DISP | This table holds depreciation adjustment information for all books, as applicable, related to a disposal. |
When you save an Asset Master record, the system automatically creates matching rows in the ASSET and ASSET_OTHER_INFO table. For the input file involved with this preprocessor, you must establish a “matching” row in both the ASSET and ASSET_OTHER_INFO tables in which the Asset ID and Item No data are identical.
The fields below belong to the ASSET_BOOKS_DISP table, which holds depreciation adjustment information for all books, as applicable, related to a disposal.
You cannot add data to this table without first establishing the Asset Master record and thereby automatically creating data in the ASSET table. All data fields in the ASSET_BOOKS_DISP table are optional, other than the required Asset ID and Item No fields.
Contents
| Field | Description |
|---|---|
| Input Row |
This field (INPUT_ROW) is not a field in the ASSET_BOOKS_DISP table, but must be included in the data to be uploaded into the ASSET_BOOKS_DISP table. This field is required, it must be numeric, and it can hold up to10 integers. The value in this field will display on the Error report to help identify records that did not pass one or more validations. Possible Error Message:
|
| Import Status |
This field (STATUS) is not a field in the ASSET_BOOKS_DISP table, but must be included in the data to be uploaded into the ASSET_BOOKS_DISP table. This field is required and it can only hold one of these values:
|
| Record Type |
Record Type is not a field in the ASSET BOOKS DISP table, but must be included in the data to be uploaded into the different tables. This field is required and it can only hold one of these values:
The purpose of the record type designation is to indicate whether the row is a header row or whether it should be linked with the ASSET, ASSET_OTH_BK_DEPR, or other tables that store Asset Master data (such as such as ASSET_OTHER_INFO or ASSET_BOOKS_DISP or GENL_UDEF). Possible Error Message:
|
| Asset ID |
This field (ASSET_ID), together with the Item No field (ITEM_NO), supplies the unique two-part key identifier for each Asset Master record. Although this field in an Asset Master record will accept up to 10 alphanumeric characters, you must have previously designated the size of this field in the Length of Asset Number field on the Configure Fixed Assets Settings screen (FA_SETTINGS.ASSET_ID_LEN_NO). The designated length must be no less than 3 characters. The length of the Asset ID must equal the length designated on the Configure Fixed Assets Settings screen and cannot exceed that number. The length of an alphanumeric Asset ID must equal or exceed 3 characters and be equal to or less than the length indicated on the Configure Fixed Assets Settings screen. The Asset ID/Item No combination must not already exist in the “Receiver” database, and it must be unique within the ASSET BOOKS DISP table. If the Asset ID and Item Number are missing and the Automatic Numbering for Asset Records has been selected on the screen, the system will automatically insert the next asset number in the sequence that displays in the Last Asset Number field on the Configure Fixed Assets Settings screen. If the Numbering for Asset Master Records check box is clear on the Configure Fixed Assets Settings screen and you select the Automatic Numbering for Asset Records check box on the Import Asset Records screen, there will be an error message saying that the check box on the Configure Fixed Assets Settings screen must be selected. When importing with an ASCII import file, the order of the rows is critical, particularly when one or more asset records do not have asset/item numbers on the import file. The records must be arranged on the file in the following order for each asset, assuming the Header row is listed first: A (Asset table data,) B (Other Books table data,) O (Other Info/Books Disposal table data,) and then any U (User-defined table data.) When importing by scripting data into the input tables, the rows for each asset must have a temporary, unique value in the AUTO_NO_GRP column in each table. This unique value will be the same for all of the records associated with an asset record, so that the import application assigns the same asset/item number to all of the asset’s records. Note that the system will increment the right-most numeric digit for that asset number and will not automatically increment alphabetic characters. You must have previously enabled the automatic numbering feature on that screen by activating the Enable Automatic Numbering for Asset Master Records check box on that screen (Configure Fixed Assets Settings). If only the Asset ID or only the Item Number is missing and the other value is present for the record, than that record will fail validations regardless of whether or not the Enable Automatic Numbering for Asset Records check box is selected. If the Asset ID is missing and you have NOT turned on the automatic numbering feature, the record will fail validations and will be displayed on the Error report. The record can be identified by the Row Number that will display on the Error report. The data in this field must exactly match the data entered for the same Asset Master record in the ASSET table. Possible Error Messages:
|
| Item No |
This field (ITEM_NO), together with the Asset ID field (ASSET_ID), supplies the unique two-part key identifier for each Asset Master record. Each asset number must have a unique item number that is numeric, greater than zero, and does not exceed 99999. If you previously enabled the automatic numbering feature by activating the Enable Automatic Numbering for Asset Master Records check box on the Configure Fixed Assets Settings screen, the system will automatically assign 00001 as the default item number for records where the Asset ID and the Item No fields do not have values. The data in this field must exactly match the data entered for the same Asset Master record in the ASSET table. You must populate this required field if you have not enabled the automatic numbering feature on the Configure Fixed Assets Setting screen and selected Automatic Numbering for Asset Records on the Import Asset Records screen or if the asset ID field is populated. Preprocessor Default Rules:
Error Messages:
|
| G/L Book Depr Adj Amt |
This optional field (B1_DEPR_ADJ_AMT) is only available in an Asset Master record if the asset is depreciable and you have already initialized this book on the Configure Fixed Assets Setting screen. This optional field for the General Ledger Book (Book 1), as applicable, holds the optional depreciation adjustment amount, as applicable, that may have been manually-entered as associated with a disposal entry. The value cannot exceed 999,999,999,999.99. When you enter disposal data on the Manage Disposal Transactions screen, you can also enter positive or negative value(s) in the Depr Adj Amt field(s). A depreciation adjustment is an optional, manually-entered value that is used by the system during its computation of the gain or loss on a disposal for each book. Timing issues often require depreciation adjustment entries. This type of entry is designed to add to or reduce depreciation expense by debiting and crediting depreciation expense and accumulated depreciation, as appropriate. One of the most frequently encountered situations requiring a depreciation adjustment occurs when disposal data is communicated "after-the-fact." If, for example, you learn that an asset was disposed of two months ago, you may want to use the depreciation adjustment to reverse two months of depreciation posted to the General Ledger. Note: Additional depreciation expense as an adjustment displays as a POSITIVE value in this field because it increases (debits) the depreciation expense account(s) and increases (credits) the accumulated depreciation account during posting. Reduced depreciation expense as an adjustment displays as a NEGATIVE value in this field because it decreases (credits) the depreciation expense account(s) and decreases (debits) the accumulated depreciation account during posting.
When you post a disposal entry, the system writes the value from the Manage Disposal Transactions screen to the Depr Adj Amt field for this book. For the G/L Book, the system actually posts the depreciation adjustment entry to the General Ledger. For all books, you will need to net any applicable depreciation adjustment against the net book value of the asset to determine the actual gain/loss on disposal. You can make a depreciation adjustment to make up for too little or too much depreciation previously booked before you post a disposal. Rather than returning to the Asset Master screen to enter and post this type of depreciation adjustment, you can choose to enter a depreciation adjustment directly on the Manage Disposal Transactions screen. Currently, a depreciation adjustment entered on a disposal screen does not have any effect on the gain/loss posted as a result of the disposal. To preserve the audit trail for a depreciation adjustment made on a disposal screen, the depreciation adjustment only debits or credits the depreciation expense and accumulated depreciation accounts, as in a standard depreciation posting. Currently, if you have entered a depreciation adjustment on the Manage Disposal Transactions screen, you will need to manually make a final G/L entry to move the balance created in the accumulated depreciation account to the gain/loss account. Note: As a result of the G/L entry requirement in the preceding circumstances, a cleaner audit trail will result if you enter a change to depreciation (positive or negative) directly in the
Current Pd Depreciation field and then post depreciation, rather than enter a depreciation adjustment and post it as a disposal.
Disposal data written back to Asset Master records as a result of postings is considered to be a "System-Generated" (SYSTEM) disposal, and you cannot edit the data. If no postings are involved and you enter the data directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal and you can edit the data. The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this field for a "Manual" disposal, enter the desired value. Although you can modify this value at any time for any book in this subtask, the edit function was designed primarily for use in entering historical disposal data during initialization, and not for altering system-generated data. You should make certain that data entered on the Manage Disposal Transactions screen is accurate before you select the record for processing and posting. Edits to the depreciation adjustment in an Asset Master record for posted disposals are strongly discouraged because these changes alter the audit trail upon which the gain or loss on the disposal was originally calculated. There is no corresponding Asset Template field. Preprocessor Default Rules:
|
| Book 2 (Or Your Label) Depr Adj Amt |
This optional field (B2_DEPR_ADJ_AMT) is only available in an Asset Master record if the asset is depreciable and you have already initialized this book on the Configure Fixed Assets Setting screen. This optional Book 2 field holds the optional depreciation adjustment amount, as applicable, that may have been manually-entered as associated with a disposal entry. The value cannot exceed 999,999,999,999.99. When you enter disposal data on the Manage Disposal Transactions screen, you can also enter positive or negative value(s) in the Depr Adj Amt field(s) by book. A depreciation adjustment is an optional, manually-entered value that is used by the system during its computation of the gain or loss on a disposal for each book. Timing issues often require depreciation adjustment entries. This type of entry is designed to add to or reduce depreciation expense and accumulated depreciation, as appropriate. One of the most frequently encountered situations requiring a depreciation adjustment occurs when disposal data is communicated "after-the-fact." If, for example, you learn that an asset was disposed of two months ago, you may want to use the depreciation adjustment to reverse two months of recorded depreciation. Note: Additional depreciation expense as an adjustment displays as a POSITIVE value in this field because it increases the depreciation expense and increases the accumulated depreciation. Reduced depreciation expense as an adjustment displays as a NEGATIVE value in this field because it decreases depreciation expense and decreases accumulated depreciation.
You can make a depreciation adjustment to make up for too little or too much depreciation previously booked before you post a disposal. Rather than returning to the Asset Master/Other Books Info screen to enter this type of depreciation adjustment, you can choose to enter a depreciation adjustment directly on the Manage Disposal Transactions screen. Depreciation adjustments for books 2 through 10 do not post to the GL, so there are no follow-up entries required as is the case for GL Book depreciation adjustments. At the time that you post a disposal entry, the system writes the value from the Manage Disposal Transactions screen to the Depr Adj Amt field for this book. For the G/L Book, the system actually posts the depreciation adjustment entry to the General Ledger. For all books, you will need to net any applicable depreciation adjustment against the net book value of the asset to determine the actual gain/loss on disposal. Disposal data written back to Asset Master records as a result of postings is considered to be a "System-Generated" (SYSTEM) disposal, and you cannot edit the data. If no postings are involved and you enter the data directly in Asset Master records, the disposal data is treated as a "Manual" (MANUAL) disposal and you can edit the data. The "Manual" disposal entry function was designed primarily for entering historical disposal data during initialization. In the rare circumstance that such an entry or edit is necessary in this field for a "Manual" disposal, enter the desired value. Although you can modify this value at any time for any book in this subtask, the edit function was designed primarily for use in entering historical disposal data during initialization, and not for altering system-generated data. You should make certain that data entered on the Manage Disposal Transactions screen is accurate before you select the record for processing and posting. Edits to the depreciation adjustment in an Asset Master record for posted disposals are strongly discouraged because these changes alter the audit trail upon which the gain or loss on the disposal was originally calculated. Note: In the Asset Master record, the system displays the Book Name that you established for this book on the Configure Fixed Assets Settings screen as part of the label for this field. For example, if you established “Tax” as the name for Book 2 on the Configure Fixed Assets Settings screen, the system will display “Tax Depr Adj Amt” as the label for this Asset Master record field.
Preprocessor Default Rules:
|
| Books 3 to 10 (Or Your Labels) Depr Adj Amt |
Please refer to the documentation for the Book 2 (Or Your Label) Depr Adj Amt field. |