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Staff can process financial documentation (eDocs) through Kuali Financials (KFS).  

On the General Ledger Transfer (GLT) and other financial processing eDocs, when a Capital Equipment object code is used in the accounting lines, the user must either enter a capital asset number or create an asset.    

Three sections are related to capital asset information:    

• Accounting Lines for

  Capitalization 

  Capitalization 

• Create Capital

  Assets 

  Assets 

• Modify Capital Assets

Completing the Capitalization Sections

1. Enter a capital object code in

   the 

   the Accounting Lines

    at the

    at the top portion of

   the eDoc.  

   the eDoc.  

2. Verify that your accounting lines are complete and accurate.

     

     

3. Click on

   the Generate button that appears in the

   the Generate button that appears in the Accounting Lines for Capitalization section. The next screen will look like this.
   Image Modified

4. 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 can:

   1. Apply each line individually to

      one asset

      one asset.

   2. Apply each line individually

      to multiple

      to multiple assets.

   3. Create new assets. 

For more detailed instructions, review the Modifying One Asset, Modifying Multiple Assets, and Creating an Asset sections below. 

Modifying One Asset 

In this example, a GLT is applicable to one asset record, moving the payment from one account/object code to another. Both the From and the To sides of the entry are related to the same asset, and the asset record already exists in KFS.

1. Select both checkboxes on the right.

     Click on

     

2. Click on Modify Asset to open the Modify Capital Assets section. 
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3. Add the asset number by typing it in or searching for it with the lookup tool.

4. Click Redistribute Total Amount to distribute all line items to the specified assets.
   Note:

    The

    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

    This is normal; the amounts

   that actually go through

   that actually go through the account and the asset record will still be -$22,716.66 and +$22,716.66. 

   Image RemovedImage Added

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

Modifying Multiple Assets

In the example below, a GLT is moving expenses from one account to another relating to two separate assets. You can enter the asset information for both assets in the GLT and specify which amounts apply to each one. 

In the image below,  

• Line

  Line 1 applies

  to Asset

  to Asset #672922.

    

    

  Line

• Line 2 applies

  to Asset

  to Asset #662821 (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. 

...

...

To add multiple assets, 

1. Select both checkboxes on the right for the first asset.

     Click on Modify Asset

     

2. Click on Modify Asset. 

3. Enter

   or look up

   or look up the asset number.

     Click on Redistribute Total Amount

     

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

    This leaves the remaining two accounting lines to be applied.

     
   Image Removed

     

   1. Select the checkboxes for the two remaining accounting lines.

        Repeat 

        

   2. Repeat Steps 1-4. 

Creating an Asset

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

4. 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. 

5. Asset Quantity 
6. Asset Type 
7. Vendor Name 
8. Manufacturer 
9. Model 
10. Asset Description  
Click the Redistribute Total Amount button to

• Asset Quantity 

• Asset Type 

• Vendor Name 

• Manufacturer 

• Model 

• Asset Description  

11. Click the Redistribute Total Amount button to distribute the dollar amount from the accounting line to the asset. 

12. Click on the Add Tag/Location button under the 

    Click on the Add Tag/Location button under the Actions section on the right. 
    Image Modified

13. In this section, only the Campus Code,

    Building Code, andRoom Number fields are required. In most

    Building Code, and Room Number fields are required. In most cases, the asset will most likely

    not have

    not have a tag number yet.

     However

     However,

    if

    if a serial number is accessible,

    enter it here

    enter it here, as well. 
    Image Modified

Once this section is complete, the Capital Asset section of the document will document will also be complete and ready for submissioncomplete and ready for submission. 

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