Creating capital journal

This activity allows you to create a capital journal. Tell me more.

Select the “Create Capital Journal” link under the “Asset Capitalization” business component.

The “Create Capital Journal” page appears.

The system displays the following in the “Voucher Information” group box:

Voucher No.	The unique number identifying the voucher, generated by the system at the time of raising the capital journal voucher, based on the numbering type.
Voucher Type	The type of the voucher. It could be “Normal” or “Reversal”.
	Normal – indicates that the voucher is used for recording non-bank / cash transaction like transfers, rectifications, provisions or adjustments.
	Reversal – indicates that the voucher needs to be automatically reversed in the specified open financial period.
Status	The status of the capital journal. The various statuses of the capital journal are
	Fresh – indicates a newly created journal. Only journals in “Fresh” status can be modified and authorized.
	Authorized – indicates an authorized journal. All the financial entries are posted in the books of accounts after authorization. Journals are authorized in the “Authorize Capital Journal” activity of this business component.

Enter the following fields:

Transaction Date	The date on which the voucher is recorded in the books of accounts (Date Format). Mandatory. This date entered here must be greater than the capitalization date and must fall within the financial year. The system date is defaulted on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book to which the voucher entries must be posted. All the finance books mapped to the login organization unit will be available for selection in the ascending order. The system displays the first value by default on launch of the page.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Asset Capitalization” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays value by default on launch of the page.
Reversal Period	Use the drop-down list box to select an “Open” financial period. The financial periods must have been defined in the “Create Calendar” activity of the “Accounting Setup” business component. The system displays the first financial period by default on launch of the page.

Note: Reversal period must be selected in this field only if the voucher type has been selected as “Reversal”.

Enter the following fields in the “Accounting Information” multiline:

Asset No.

The number identifying the asset (Alphanumeric, 18). The assets must have been created in the “Create Simple Asset” or the “Create Complex Asset” activity of this business component.

Note: Asset number must be entered in this field if the account code specified in the “Account Code” field has been defined as an asset account. This field should also be not left blank if the account code is defined as an asset account and the account usage of the account code is set as “Capitalized Maintenance Expenses” in the “Account Rule Definition” business component.

Tag No.

The number identifying the asset tag (Alphanumeric, 18).

Note: This field should not be left blank if the account code specified in the “Account Code” field has been defined as an asset account. This field should also be not left blank if the account code is an asset account and if the account usage of the account code is set as “Capitalized Maintenance Expenses” in the “Account Rule Definition” business component.

Account Code

The code identifying the account to which the accounting entries will be posted (Alphanumeric, 32). Mandatory. The account codes must have been created in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component.

Note: The account code must have been defined as a valid asset account code in the “Account Rule Definition” business component. Then the asset number must be entered. If the account code specified is the asset account code, then the tag number is mandatory. If the asset number is entered, then the system defaults the asset account code defined in the “Account Rule Definition” business component.

Atleast one account code entered in the multiline should be an asset account code, capital work in progress account, capitalized maintenance expenditure account. or overhaul expense account code.

If the account code of usage type “Capitalized Maintenance Expense” uses capital journal voucher, the system ensures that the credit/debit amount is same for an asset number and tag number combination.

Dr/Cr

Use the drop-down list box to specify whether the transaction amount is debited or credited from or to the corresponding account code. The system displays “Dr” by default at the launch of the page.

Note: An asset tag cannot be credited, if depreciation has been processed for it prior to the transaction date.

Transaction Amount

The voucher amount (Decimal). Mandatory. This value entered here must be greater than zero.

Note: If the account code specified is non-asset account code and is debited, then the transaction amount must be less than or equal to the credit balance. If the account is credited, then the transaction amount must be less than or equal to the debit balance of the account code.

If the account code specified is asset account code and is credited, then the transaction amount must be less than or equal to the debit balance of the asset account code.

Proposal No.	The number identifying the asset proposal for the asset class. (Alphanumeric, 18). The asset proposal must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component. This field must be left blank, if the account usage of the account code is “Capitalized Maintenance Expenses”, and is mapped to an account code in the “Account Rule Definition” business component.
	Help facility available.
Remarks	Any comments regarding the accounting information (Alphanumeric, 255).
Cost Center	The cost center to which the amount must be posted (Alphanumeric, 10). The value entered here must have been defined in the “Create Cost Center/Unit” activity of the “Cost Setup” business component.
	Help facility available.

Note: This field should not be left blank if the account code has been mapped to a cost center in the “Cost Setup” business component.

Analysis Code	The analysis code to which the selected account is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).
	Help facility available.
Sub Analysis Code	The sub analysis code, which is mapped to the analysis code in the "Assign Sub Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).

Note: Atleast one row in the multiline must have an asset account code or capital work in progress account code entered.

Click the “Compute Total” pushbutton to calculate the debit and the credit totals.

The system displays the following:

Debit Total	The sum of the transaction amounts to be debited from the accounts if the transaction currency of all the accounts is uniform.
Credit Total	The sum of the transaction amounts to be credited to the accounts if the transaction currency of all the accounts is uniform.

Note: The credit total must be equal to the debit total.

Enter the following field:

Remarks

Any comments regarding the capital journal (Alphanumeric, 255).

Click the “Create Capital journal” pushbutton to create a new capital journal.
The system generates the voucher number based on the selected numbering type.
The status of the voucher is updated to “Fresh”.
The system updates the login ID of the user and the system date along with the newly created capital journal.

The system displays the following fields:

Created By	The login ID of the user who created the capital journal.
Created Date	The date on which the capital journal voucher was created.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the posting details of the Capital Journal.

Prerequisites

“Finance Book” must have been defined in the “Organization Setup” business component.
“Numbering Type” must have been defined in the “Document Numbering Class” business component.
“Account Code” must have been defined for an asset in the “Account Rule Definition”.
“Cost Center” must have been defined in the “Cost Setup” business component.
“Analysis Code” and “Sub-analysis Code” must have been defined in the "Account Based Budget” business component.