Page Comparison

...

1. Enter a capital object code in the ‘Accounting Lines’ at the top portion of the eDoc.  
2. Verify that your accounting lines are complete and accurate.  
3. Click on the Generate button that appears in the Accounting Lines for Capitalization section.  
4. The next screen will resemble the image below. Each accounting line from the top section that has a capital object code (i.e., 8202, 8215) will populate as an accounting line for Capitalization. From here, you have the option to either (1) apply each line individually to one asset, (2) apply each line individually to multiple assets, or (3) create new assets. For more detailed instructions, review the Modifying One Asset, Modifying Multiple Assets, and Creating an Asset sections below. 
   Image Modified
   

Modifying One Asset 

...

1. Select both checkboxes on the right.  
2. Click onModify Asset. 
   Image Modified
   
3. Doing so will open the ‘Modify Capital Assets’ section.
   Image Modified
   
   1. Add the asset number. To do so, you can either type it in, or search for it with the lookup tool.  
      Image Modified
      

   2. Click the Redistribute Total Amount button to distribute all line items to the specified assets. 
      Image Modified
      

      Note
      title Note
      The amount distributed will appear as though the amount is doubled, as shown in the image below. In this example, the amount of expense being moved from one account to another account is $22,716.66. The total amount distributed will be $45,433.32. This is fine, because the amounts that actually go through the account and the asset record will still be -$22,716.66 and +$22,716.66.  Image Modified

      
      

Once the total amount is allocated to an asset, the capitalization sections are complete. 

...

• Line 1 applies to Asset #672922.  
• Line 2 applies to Asset #662821 (the asset numbers were entered in the Org Ref ID fields on the TO side). 
  Image Modified
  

• The accounting lines will translate from the top portion of the eDoc to the capitalization section once generated. 
  

  Note
  title Note
  Take note of the “Seq #” on the left; this is the line number from the accounting lines above.

  
  

...

1. Select both checkboxes on the right for the first asset.  
2. Click on Modify Asset. 
   Image Modified
   
3. Enter or look up the asset number.  
4. Click on Redistribute Total Amount. 
   
   
5. After applying the selected lines to the first asset, the Accounting Lines for Capitalization section will update. The lines that have been applied to the asset are now greyed out. This leaves the remaining two accounting lines to be applied.  
   1. Select the checkboxes for the two remaining accounting lines.  
   2. Repeat Steps 1-4. 
      Image Modified
      

Creating an Asset

In this example, a document incorrectly coded something to non-capital equipment when it should have been coded to capital equipment. A GLT would be used to correct the accounting lines by moving the amount from object code 8306 to 8215. 
Image Modified

To create an asset,  

1. Click Generate in the Accounting lines for the Capitalization section. 
2. Select the checkbox for the accounting line. 
3. Click on Create asset. Doing so will expand the ‘Create Capital Assets’ section in the document. 
   Image Modified
   
4. For the ‘Create Capital Assets’ section, complete the following fields. Some fields will allow you to type data directly in the boxes, while others will prompt you to use the lookup tool. 
   • Asset Quantity 
   • Asset Type 
   • Vendor Name 
   • Manufacturer 
   • Model 
   • Asset Description  
5. Click the Redistribute Total Amount button to distribute the dollar amount from the accounting line to the asset. 
   
   
6. Click on the Add Tag/Location button under the ‘Actions’ section on the right. 
   
   
7. In this section, only the ‘Campus Code’, ‘Building Code’ and ‘Room Number’ fields are required. In most cases (as in this example) the asset will most likely not have a tag number yet. However, if a serial number is accessible, enter it here as well. 
   
   

...