Interfacing assets, asset items, and asset books

You can use a standard transfer utility such as ftp or the program winptxfr. You may have to rename the file to match your machine's requirements. For example, to transfer the asset file Interf-Asset.csv on your c: drive to a Lawson server and rename it intfasset, use this command:

winptxfr -u intfasset c:\\ pathname \\Interf-Asset.csv

importdb productline AMASSETCNV assetfilename

where assetfilename is the name of the non-Lawson asset file transferred to your machine in step 2.

importdb productline AMASTITCNV itemfilename

where itemfilename is the name of the non-Lawson asset item file transferred to your machine in step 2.

importdb productline AMASTBKCNV bookfilename

where bookfilename is the name of the non-Lawson asset book file transferred to your machine in step 2.

You can modify any of the fields. Specify this information:

Conversion Number

This field is required. The number must match the conversion number in the other conversion files for the same asset.

Asset Description, Tag Number, Asset Group

This fields are optional.

You can specify or modify the asset description.

Because the system assigns numbers to an asset automatically, you can assign a tag number to help you locate the asset after it is created.

To group the asset with other assets, you can assign an asset group to the asset. You can select an existing asset group or create a new one by typing in a new name.

Asset Category

Select whether the asset is depreciable or non-depreciable. The default is D (Depreciable).

Work in Progress, Tax Exempt, Simulated, Used

Select whether the asset is a work in progress (not to be created yet), tax exempt, simulated, or used.

Currency Code

This field is used for reporting purposes only. This code does not affect book currency.

Company, Lease

If the asset is a leased asset, these fields contain the lease company and lease number.

A lease must be defined for the asset before a leased asset can be interfaced.

Location

This field is required if the Inventory field is set to Yes. This field specifies the location of an asset, which is required when asset items are part of the physical inventory and bar-coded.

Division

This field is used to assign an asset to a division.

Divisions are reporting entities independent of companies. Examples are Corporate or MIS.

Company, Type, Account Group

These fields are required.

Accounting Unit Group, Def (Default) Accounting Unit

One of these fields is required. Both can be specified if the accounting unit group does not include accounting units for all asset accounts.

Def (Default) Expense Activity

You can define an activity to post depreciation expense to. Specify an activity in this field to override the depreciation expense activity defined on the asset type.

You can also define an account category to post depreciation expense to. Specify an account category in this field to override the depreciation expense account category defined on the asset type depreciation expense.

Classification

Select whether the asset is purchased, associated with an operating lease, or associated with a capital lease. Valid values are:

• P = Purchased
• C = Capital
• O = Operating

Owner

You can select an owner for the asset. The owner is responsible for monitoring the asset through its life.

Inventory

If the interfaced asset is to be bar-coded and inventoried, specify the physical inventory location of the asset and select Y (Yes) in the Inventory Flag field.

You can modify any field. Specify this information:

Conversion Number

This field is required. The number must match the conversion number in the other conversion files for the same asset.

Sequence Number

The sequence number is a unique number assigned to each transaction to be transferred into the Lawson system.

Item Number

You can assign a user-defined number to the asset item. The item number must be unique within an asset, but can be duplicated from asset to asset.

Item Description

This field contains the item description

Purchase Date, Item Quantity, Item Cost Base, Item Tax Base

The item purchase date, quantity and cost in base currency are required.

If the item cost includes a tax, specify the tax amount in base currency in the Item Tax Base field.

Item Cost Transaction, Item Tax Transaction

If the asset (transaction) currency is different from the company (base) currency), these fields contain the item cost and tax in transaction currency.

Condition

This field contains the assessed condition of the item. Valid values are:

• G = Good
• F = Fair
• D = Damaged

Item Options tab

The fields on this tab provide cross-reference information with other applications.

• PO Number, Vendor, Vendor Name, Invoice:

  If the asset is associated with a purchase order or accounts payable invoice, you can specify the PO number, PO release number, purchase order code, vendor, vendor name, and invoice number.

• Bar Code, Location Detail:

  If the interfaced asset is to be bar-coded and inventoried, specify a bar code, and, if applicable, a location detail.

  Note: The location detail fields require the Location field to be defined on the Item Detail tab.

• Activity:

  You can associate an activity and account category with the item.

Conversion Number

This field is required. The number must match the conversion number in the other conversion files for the same asset.

BookLife Method

These are the only required fields to add a book to an asset. You may want to specify other relevant data.

Note: Any book you select must have a valid calendar for the company specified in step 4.

To interface transactions, attributes, or both, simultaneously as their associated assets, items, and asset books, you must perform steps 1 through 4 of the procedures related to interfacing asset transactions and interfacing asset attribute values as described elsewhere in this user guide. (Interfacing asset transactions Interfacing asset attribute values) Do those steps before you continue on to step 7 of this procedure.

Specify this information:

Release

Use Y (Yes) in this field to interface asset, asset items, and asset book records. Records that contain data incompatibility errors are not interfaced. Records that are interfaced are removed from the interface files and become "Entered" (unreleased) assets in Asset Management.

It is strongly recommended that you first run AM500 with the Release field set to N (No) to generate a report of interfaced and rejected records, before you interface the records and modify the Asset Management data. This step may save you extensive rework.

Company or Company Group, or Company, Lease

You must specify a company, a company group, or a lease (with its associated company). Only one of these fields can have a value.

Error Limit

You can specify the maximum number of errors the program can encounter before it stops processing. The default number is 100.

Files to Convert

If you are interfacing only the asset, asset item, and asset book files, select 2 (Asset/Item/Book) in this field.

If you are also interfacing the transaction file, the attribute value file, or both, select 1 (All) in this field.

Conversion Number Range

You can specify a range of conversion numbers to interface only the assets corresponding to those numbers.

For Transactions and Attributes Only: Conversion

If you are converting only transaction or attribute records (Files to Convert option 3 or 4), select whether the program should use the asset number (A) or the conversion number (C) to associate the interfaced attribute or transaction records with the appropriate assets.