Modifying capital journal

This page allows you to modify the capital journal details. You can also delete the assets from the voucher. If the debit voucher is selected, then the credit documents of the same value must be picked up for deletion. You can modify the details like the date on which the voucher is raised, the code identifying the voucher and the voucher type. This page also allows you to modify the accounting information of an asset. The debit total and the credit total will be recomputed. The system updates the login ID of the user and the system date along with the modified details.

Select the “Edit Capital Journal” link at the bottom of the “Select Capital Journal” page.

The “Edit Capital Journal” page appears.

The system displays the following:

Voucher No.	The number identifying the capital journal voucher.
Voucher Type	The type of the voucher. The voucher types available are
	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 status will be ‘’Fresh’’.You can select from “Fresh” or “Active”.
	Fresh – indicates a newly created capital journal. Only the “Fresh” journals can be modified and authorized.

Modify the following fields if required:

Transaction Date	The date on which the voucher is recorded in the books of accounts (Date Format). Mandatory. This date must be greater than the capitalization date. This date must be within a 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 are to 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.
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 value by default on launch of the page if the voucher type selected is “Reversal”.

Modify the following fields in the “Accounting Information” multiline if required

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.

Entry in this field is mandatory, if 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). Entry in this field is mandatory if the asset number is entered 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 be the valid asset account code defined 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.

If the account code specified is other than the asset account code, then it must be the valid account code in the “Accounting Setup” business component with the currency as the base currency.'

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

Debit / Credit

Use the drop-down list box to select whether you want to “Debit” or “Credit” the voucher entry that is being created in the corresponding account code. The system displays “Debit” by default on launch of the page.

Transaction Amount

The voucher amount (Decimal). Mandatory. This amount 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 if it is credited, then the transaction amount must be less than or equal to the debit balance of the asset account code.

In-service Date

The date of the asset - tag when the incremental cost is incurred. (Date Format)

By default the system displays the transaction date if no value is specified in this field

Note: Calculation of depreciation on the incremental cost incurred on the asset - tag will be from the In-service date from this journal.

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.

Note: If the asset account code is debited, then the proposal number must not be left blank.

Remarks	Any comments regarding the accounting information (Alphanumeric, 255).
Cost Center	The cost center to which the amount must be posted (Alphanumeric, 10). The cost center 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 Budget" 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 Budget" business component (Alphanumeric, 5).

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

Check the box in the “Select” column of the multiline to mark the accounting information
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 of all the debit accounts if the transaction currency of all the accounts is the same.
Credit Total	The sum of the transaction amount of all the credit accounts if the transaction currency of all the accounts is the same. The credit total must be equal to the debit total.

Modify the following field if required:

Remarks

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

Click the “Edit Capital Journal” pushbutton to save the modifications made.

The system saves all the modified details in “Fresh” status. The system updates the login ID of the user and the system date along with the modification details.

Click the “Delete Capital Journal” pushbutton to delete the capital journal.

Note: Atleast one row of debit account and one row of credit account type must be marked for deletion.

The system generates the accounting entry after deletion. The system updates the login ID of the user and the system date along with the modification details.

To modify tag properties

Select an asset and tag row.
Select the link ‘Edit Asset Properties’ to modify the properties of an asset-tag.

To proceed, carry out the following

Select the “Edit Asset Properties” link at the bottom of the page to select an asset and modify its additional properties.
Select the “Attach Notes” link at the bottom of the page to record observations or comments regarding the modification of the capital journal..
Select the “Accounting Information” link at the bottom of the page to view the posting details of the Capital Journal.

The system displays the following:

Created By	The login ID of the user who created the asset tags.
Created Date	The date on which the asset tags was created
Last Modified By	The login ID of the user who modified the asset details last
Last Modified Date	The date on which the asset details are last modified.