Business Rules

Overview > KFS E-Doc Fundamentals > Standard Tabs > Accounting Lines for Capitalization Tab

Business Rules

• Asset information collection is required by financial object sub type codes specified in system parameter FINANCIAL_PROCESSING_CAPITAL_OBJECT_SUB_TYPES.

• After selecting accounting lines, the user must click on either or to populate information in the appropriate tab. If a user has not selected at least one line before clicking or to populate information in the appropriate tab, the system displays the message “At least one accounting line should be selected to [modify|create] the capital asset.”

• When a user deletes accounting lines in the Accounting Lines tab and then saves the document, the system updates the accounting lines in the Accounting Lines for Capitalization tab. If asset information has been added via the Create Asset or Modify Existing Asset tab, when the financial accounting line is deleted, the system deletes the information in the Create Asset or Modify Existing Asset tab, and unchecks the accounting lines for capitalization.

• When a user updates the accounting line in the Accounting Lines tab and clicks , the system deletes the asset information and updates the Accounting Lines for Capitalization tab. If the user does not use to update the accounting lines for capitalization but subsequently submits the document, the system displays a message, such as: “Capital Accounting Lines total amount has not been completely distributed to Capital Assets.” The user must either click or delete the asset information lines, save and reload the document and re-enter the asset information.

• If the user selects multiple accounting lines for capitalization and if the selected accounting lines cross asset categories, the system displays this warning: “Accounting lines have been selected where the object codes cross asset categories per parameter OBJECT_SUB_TYPE_GROUPS (module:KFS-CAM/component:AssetGlobal) . Do you want to continue?” If the user clicks yes, the system continues processing. If the user clicks no, the system removes the asset information and de-selects the accounting lines.

• The accounting lines in the Capital Asset for Accounting Line sections of both the Create Capital Assets tab and the Modify Capital Assets tab must agree with the accounting lines in the Accounting Lines for Capitalization tab when submitted.

• When moving expenses between accounts, the Amt entry must be the sum of the target and source to be applied to the asset.

• The System Control Amount is used to ensure that asset amounts are not greater than the sum of the amounts selected for processing. The system automatically updates this field as lines are selected in the Accounting Lines for Capital Assets tab.

• As amounts are distributed to assets, the System Control Remainder Amount is reduced. The following rules pertain to System Control Remainder Amount.

o The system sets the value to the sum of the accounting line amounts selected.

o The System Control Amount and System Control Remainder Amount in the Create Capital Assets tab are whole numbers (dollars and cents).

o If the user clicks , the system reduces the System Control Remainder Amount value until it is reaches zero.

o When the System Control Remainder Amount equals zero, no more assets records can be inserted via the create asset and modify asset buttons.

o When the System Control Remainder Amount equals zero and all required asset fields have been completed, the document can be submitted.

• The following rules pertain to Distribution Method.

o A distribution method is required. (The default is ‘Distribute cost evenly’.)

o If the ‘Distribute cost by amount’ option is selected, the user must enter the appropriate amount for each asset being updated or created.

o The distribution method selected is saved on the FP Capital Asset Tab.

• Clicking causes the system to distribute the cost to the asset(s) and update the Amt column in the Capital Asset for Accounting Lines section of the Create Capital Assets or Modify Capital Assets tab. The following rules pertain to the Redistribute Total Amount action:

o When the user selects the ‘Distribute cost evenly’, the system divides the cost by the number of assets and assigns the amount.

o When the user selects the ‘Distribute cost by amount’ distribution method, the system calculates each account line amount as a proportion of the total asset amount. If there are multiple accounts, each account is prorated in proportion to the total distribution for the assets (for example, if the proportion is 70/30, all account lines are allocated 70/30).

o If the user submits the document before all accounting lines have been distributed, the system displays this message, “Capital Accounting Lines total amount has not been completely distributed to Capital Assets.”

• The system parameter VENDOR_REQUIRED_FOR_NON_MOVEABLE_ASSET_IND determines whether Vendor is required for non-moveable assets. If the parameter is set to “N,” no vendor is required in the Create Capital Assets tab, nor is it required on the Add Asset Global document, regardless of the asset type.

• System parameter MANUFACTURER_REQUIRED_FOR_NON_MOVEABLE_ASSET_IND determines whether manufacturer is required for non-moveable assets. If the parameter is set to “N,” no manufacturer is required on the Create Capital Assets tab, nor is it required on the Add Asset Global document. If the parameter value is “N,” no manufacture is required regardless of the asset type.

• The asset number field in the Modify Capital Asset tab validates against the Asset record table.

• If the user submits the document before processing all lines in this tab, the system displays the message “All lines in the Accounting Lines for Capitalization tab must be processed before the document can be submitted.”

• If the user submits a document in which one or more accounting lines in this tab do not have asset information associated with them, the system displays a message such as: “Capital Accounting Lines with Sequence #: 1 Line Type: Source chart:7000 does not have any Capital Asset Information associated with it.”

• If the user submits a document in which the account, sub account object code, sub-object code, project, org ref ID and amount in the Accounting Lines tab do not entirely agree with the information in the Accounting Lines for Capitalization tab, the system forces the user to click in order to update the information in the Accounting Lines for Capitalization tab.

• The error correction option on the financial document will reverse asset amounts, remove the serial number, and tag number, and keep other asset information.