Authorizing capital journal

This page allows you to authorize the capital journal details in “Fresh” status. 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 again.

The system updates the status of the voucher to “Active” on authorization. The system updates the login ID of the user and the system date along with the authorization details. The system also displays the creation details of the capital journal.

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

The “Authorize Capital Journal Voucher” page appears.

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

Voucher No.	The number identifying the capital journal voucher.
Status	The status applicable for the transaction as per workflow configuration. The status of the capital journal. The various statuses of the capital journal are
	Fresh – The journal at the time of creation attains the “Fresh” status. Only the “Fresh” journals can be modified and authorized.
	Active – The capital journal at the time of authorization attains the “Active” status. All the financial entries are posted in the books of accounts after authorization. The journals are authorized in the “Authorize Capital Journal” activity of this business component.

Modify the following fields if required in the “Voucher Information” group box:

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.
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 displayed by default on launch of the page.

The system displays the following:

Depreciation Book

The depreciation book for which the journal got created.

Modify the following fields if required in the “Voucher Information” group box:

Finance Book	Use the drop-down list box to select the code identifying the finance book in 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.
	Help facility available.
Tag No.	The number identifying the asset tag (Alphanumeric, 18).
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.
	Help facility available.

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.

Dr. / Cr.

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.

Note: The asset cannot be credited, if the in-service date of the asset is prior to the first day of financial calendar period.

For any of the asset number and Tag number combination if the in-service date of the asset / tag is not prior to the first day of the financial calendar period and the asset is credited then the depreciation charged for the current financial calendar period is written back.

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 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 based on which the capital purchase order/ invoice has been raised (Alphanumeric, 18). The asset proposal must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” 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). Data entry in this field is mandatory if the account code has been mapped to a cost center in the “Cost Setup” business component. The cost center must have been defined in the “Create Cost Center/Unit” activity of the “Cost Setup” business component.
	Help facility available.
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.

Note: 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).
	Zoom facility available.

Click the “Authorize Capital Journal” pushbutton to save the modifications made and authorize them.
The system saves all the modified details in “Fresh” status.
The system updates the status of the voucher to “Active” after authorization.
The system updates the login ID of the user and the system date along with the authorization details.

The system displays the following:

Create By	The login ID of the user who created the capital journal voucher.
Created Date	The date on which the capital journal was raised.
Last Modified By	The login ID of the user who last modified the capital journal.
Last Modified Date	The date on which the capital journal was last modified.

To proceed, carry out the following

Select the “Attach Notes” link at the bottom of the page to record any comments or observations.
Select the “Collaborate” link at the bottom of the page to record or to view the observations or comments or discussions regarding the document.