Asset Capex Items

Assets > Capex System > Capex Processing > Asset Capex Items

Asset Capex Items

You use this program to maintain capex items and their related requisition capex lines.

In addition, this program enables you to generate Purchase Order Requisitions, Purchase Orders and Jobs for capex lines or link capex lines to existing Purchase Order Requisitions, Purchase Orders and Jobs.

Toolbar and menu

Field	Description
New	Select this to add a new capex item.
Save	Select this to save the information you entered.
Delete	Select this to delete the current capex item.
Capex item	Enter the capex item to add or maintain. You can select the browse icon to use the Browse on Asset Capex Items program to view capex items currently on file.

Capex Items

Field

Description

Capex item

This indicates the capex item code you entered in the Capex item field.

Description

Enter a description for the capex item.

Reference

Enter a reference for the capex item.

Asset branch

Enter an asset branch for the capex item.

Asset group

Enter a group for the capex item.

Asset cost center

Enter an asset cost center for the capex item.

Capex classification

Enter a classification for the capex item.

Approval status

This option enables you to set the approval status for the capex item, depending on its position within the capex cycle (see Capex Item/Line Statuses).

Option	Description
Unapproved	Select this if the budgeted amount for the capex item has not yet been approved.
Approved	Select this if the budgeted amount for the capex item is approved.
Denied	Select this if the budgeted amount for the capex item was not approved. When a capex item is set to denied, all attached capex requisition lines are set to Denied.
Closed	Select this to close the capex item. You would select this option if the item will never be approved or all transactions for the item are complete.

Budget value

Enter the total value you intend to spend on the capex item. This is typically the budgeted amount allocated for the capex item.

Capex Item/Line Statuses

The typical cycle for a capex item is:

A capex item budget is raised and the capex item is captured in a status of Unapproved.
The budget for the capex item is approved and the item is set to a status of Approved.

Alternatively, if the budget is not approved, the status of the capex item is set to Denied. If the budget for the capex item is never going be approved, then the capex item is set to a status of Closed.
The capex requisition lines for the item are raised.

If these fall within the approved budget, the lines are set to a status of Approved. Purchase Order Requisitions, Purchase Orders or Jobs are raised and linked to each line.
Purchase Orders Requisitions are approved and Purchase Orders are raised.
For each requisition line, Purchase Orders are receipted and Jobs are part-billed.
The requisition lines are raised as assets in a state of suspense.
The capex budget value and requisition lines are updated with the actual spend.
The assets in suspense are maintained to add the additional information required to create the actual assets.
Capex requisition lines are transferred as assets to the Assets Register and their status is set to Closed.
When assets have been created in the Assets Register for all requisition lines, the capex item and its associated requisition lines are set to a status of Complete.

The following are the possible status codes that can be assigned to a capex item and to its associated capex requisition lines:

U (Unapproved)
A (Approved)
D (Denied)
C (Closed)

Additional Capex Information

Column	Description
Uncommitted	This indicates the total value of requisition lines added to the capex item. When purchase order requisitions, purchase orders and jobs are raised against requisition lines, this value is reduced and the Committed value is increased. See Examples for Uncommitted and Committed value updates for an example on how this value is calculated.
Committed	This indicates the total value of purchase order requisitions, purchase orders and jobs raised for the capex item's requisition lines. See Examples for Uncommitted and Committed value updates for an example on how this value is calculated.
Spent	This indicates the total amount spent against the item's requisition lines. This value is updated when you use the Purchase Order Receipts or Part Billings programs to receipt a purchase order or job for a requisition line for the capex item.

Column

Description

Uncommitted

This indicates the total value of requisition lines added to the capex item. When purchase order requisitions, purchase orders and jobs are raised against requisition lines, this value is reduced and the Committed value is increased.

See Examples for Uncommitted and Committed value updates for an example on how this value is calculated.

Committed

This indicates the total value of purchase order requisitions, purchase orders and jobs raised for the capex item's requisition lines.

See Examples for Uncommitted and Committed value updates for an example on how this value is calculated.

Spent

This indicates the total amount spent against the item's requisition lines. This value is updated when you use the Purchase Order Receipts or Part Billings programs to receipt a purchase order or job for a requisition line for the capex item.

Examples for Uncommitted and Committed value updates

The following examples explain how the Uncommitted and Committed values are calculated for a capex line.

Example 1

You enter the Primary quotation details for a capex line as follows:

Supplier = 0001
Unit cost = 800
Quantity = 1
Unit of measure = each
Currency = local currency

The uncommitted value is set to 800 (i.e. unit cost x quantity = 800 x 1). The committed value is set to zero.

You raise a purchase order against Supplier 0001 for a quantity of 1 at a purchase price of 700.

The uncommitted value is set to zero. The committed value is set to 700.


	The uncommitted value is set to zero because the capex line is for a quantity of 1 and you have purchased a quantity of 1. The fact that you purchased this item at a price below the quotation price is irrelevant. The system assumes that the one item for the capex line is now purchased and no further purchase orders will be raised for the line. Therefore the uncommitted value becomes zero.

Example 2

You enter the Primary quotation details for a capex line as follows:

Supplier = 0001
Unit cost = 500
Quantity = 4
Unit of measure = each
Currency = local currency

The uncommitted value is set to 2000 (i.e.unit cost x quantity = 500 x 4). The committed value is set to zero.

You raise a purchase order against Supplier 0001 for a quantity of 2 at a purchase price of 400. Total purchase order value = 800.

The uncommitted value is set to 1200 (this is reduced by the total value of the purchase order i.e. 2000 - 800). The committed value is set to 800 (the total value of the purchase order).

You raise a second purchase order for a quantity of 1 at a price of 700. Total purchase order value = 700.

The uncommitted value is set to 500 (1200 brought forward after the first purchase order, less the value of the second purchase order of 700). The committed value is set to 1500 (the total value of the two purchase orders).

Notes

You use this pane to add free format notes to the capex item.

Capex Lines

Column	Description
Uncommitted	This indicates the value of the requisition line. This is reduced by the value of purchase order requisitions, purchase orders and jobs raised for the line. See Examples for Uncommitted and Committed value updates for an example on how this value is calculated.
Committed	This indicates the value of purchase order requisitions, purchase orders and jobs raised for the line. See Examples for Uncommitted and Committed value updates for an example on how this value is calculated.
Spent	This indicates the amount spent to date for the requisition line. This is updated when you use the Purchase Order Receipts or Part Billings programs to receipt a purchase order or job for the requisition line.
Capex job	This indicates the job linked to requisition line - see Jobs for Capex Line.
Capex purchase order	This indicates the purchase order linked to the requisition line - see Purchase Orders for Capex Line.
Capex purchase order requisitions	This indicates the purchase order requisition linked to the requisition line see Purchase Order Requisitions for Capex Line.

Capex Line Maintenance

The information in this pane relates to the currently highlighted line in the Capex Lines listview.

You use the options on this pane to maintain capex lines for the current capex item.

Capex requisition lines can only be added if the related capex item is in a status of Unapproved or Approved.

When you add requisition lines, the Uncommitted value against the capex item is incremented with the value of the requisition line.

See Activity considerations in Notes and warnings.

Field Description

Add Select this to add requisition lines to the current capex item.

Change Select this to maintain the currently highlighted capex line.

Save Select this to save the changes you made to the capex line.

Delete Select this to delete the currently highlighted capex line.

Cancel Select this to cancel the changes you made to the capex line or to ignore the details you entered for a new capex line.

Raise

Select this to raise a Purchase Order Requisition, a Purchase Order or a job for the requisition line.

You can only select this if the status of the requisition line is set to Approved.

Multiple Purchase Order Requisitions, Purchase Orders and Jobs can be raised for a single capex requisition line.

Job Select this to use the Job Entry program to raise a job for the requisition line.

Purchase Order Select this to use the PO Creation program to raise a Purchase Order for the requisition line.

P/O Requisition Select this to use the Requisition Entry program to raise a Purchase Order Requisition for the requisition line.

Link

Select this to link the requisition line to an existing Purchase Order Requisition, Purchase Order or job.

You cannot link a capex requisition line to a document that is already linked to another capex requisition line.

Purchase Order Requisitions, Purchase Orders and Jobs for a capex requisition line cannot be cancelled while linked to the requisition line.

When you link a Purchase Order Requisition, Purchase Order or Job to a requisition line, the Committed value against the requisition line and against its associated capex item is increased by the value of the document raised/linked and the Uncommitted value is reduced.

You can only select this option if the status of the requisition line is set to Approved.

You can link multiple purchase orders to a single capex line, however, you cannot link multiple capex lines to a single purchase order. The reason is that each capex line represents an individual asset which will eventually be created.

When a purchase order for a capex line is receipted, the asset is created in suspense with the capex item and capex line details as the asset code.

Job Select this to link the capex line to an existing job.

Purchase Order Select this to link the capex line to an existing Purchase Order.

P/O Requisition Select this to link the capex line to an existing Purchase Order Requisition.

Unlink

Select this to unlink the requisition line from a purchase order, job or purchase order requisition.

You typically select this option to be able to cancel the Purchase Order Requisition, Purchase Order or Job or to link the line to a different document type.

When a Purchase Order Requisition, Purchase Order or Job is unlinked from a requisition line, the Committed value is reduced and the Uncommitted value increased.

Job Select this to unlink the capex line from an existing job.

Purchase Order Select this to unlink the capex line from an existing Purchase Order.

P/O Requisition Select this to unlink the capex line from an existing Purchase Order Requisition.

Line This indicates the line number allocated to the capex requisition line and cannot be changed.

Asset

This indicates the asset code for the requisition line.

If the Asset key type is alpha and the Asset numbering method is Manual (Set Key Information) then:

an unique asset code can be manually entered
an asset can be selected from the asset browse
if the asset code is left blank, then an automatic code is created using the capex code and the capex line number separated by a '/'.

If the Asset key type is numeric and the Asset numbering method is Manual (Set Key Information) then:

an unique numeric asset code can be manually entered

Note that although you can enter duplicate assets codes, when using the Assets in Suspense program to move assets from suspense into the Assets register, the second and subsequent duplicate assets are ignored. The system does not allow duplicate assets to be added to the Asset Master.

an asset can be selected from the asset browse

the asset code cannot be left blank.

If the Asset key type is numeric and Asset numbering method is Automatic (Set Key Information) then:

A unique numeric asset code is automatically generated
An asset cannot be selected from the asset browse
The asset code cannot be blank.


	If the key type for the Capex numbers is numeric, the key type for assets is alpha and a blank asset number is entered, the full capex code is moved to the asset number. Because both the capex number field and the asset number field are 15 characters in length, there is no space to append the line number. When purchase orders or jobs are raised for the capex line, the stock code field is used to store the asset code. It is therefore imperative that (if the Capex system is going to be used) the stock code and the asset code are compatible i.e. If using numeric stock codes then numeric asset codes should be used. If the Capex module is in use and automatic numbering is used for assets there could be gaps between the Asset numbers in the assets master file because numbers have been allocated to capex lines which have not yet been received as assets.

Refer to Asset code generation examples.

The capex item is only added as an asset once a purchase order for the item has been received or the when job for the item is complete and the asset can be released from suspense.

Description Enter a description for the asset code entered in the previous field.

Asset branch Allocate an asset branch to the requisition line (see Browse on Asset Branches)

Asset group Allocate an asset group to the requisition line (see Browse on Asset Groups).

Asset cost center Allocate an asset cost center to the requisition line (see Browse on Asset Cost Centers).

Capex type Allocate a capex type to the requisition line (see Browse on Asset Capex Types).

Approval status

Indicate the status for the requisition line (see Capex Item/Line Statuses).

This option is set to Unapproved by default and can only be changed when the capex item to which the line relates is set to a status of Approved.

You cannot set a requisition line to Approved if the budget for the capex item is exceeded and the activity: Asset Capex requisition approve when budget exceeded is denied against your operator code.

Reference Enter a reference for the requisition line.

Start year Enter a start year for the requisition line. This can be the year in which you capture the line or are likely to approve and begin processing the line. This field defaults to the current financial year.

Start period Enter a start period for the requisition line. This can be the period in which you capture the line or are likely to approve and begin processing the line. This field defaults to the current financial period.

Primary quotation

Enter the details of the first (primary) quote for the requisition item.

Only the value of the primary quote (Unit cost x Quantity) is used to update the Uncommitted value against the capex item and against the requisition line.

The values of the Alternate quotes do not affect the uncommitted value.

However, purchase order requisitions, purchase orders and jobs can be raised from any of the three quotes.

Supplier

If the capex line is to be bought outright, then enter the supplier from whom to purchase the item.

It the requisition line is to be manufactured in house, then you can leave this field blank.

Unit cost Enter the unit cost for the line.

Quantity Enter the quantity for the line.

Unit of measure enter the unit of measure for the quantity entered in the previous field.

Currency This indicates the currency for the unit cost. If you entered a supplier code in the Supplier field, then this defaults to the currency defined against the supplier.

Multiply/Divide This indicates whether the foreign currency value must be multiplied or divided by the exchange rate to convert it into the local currency.

Exchange rate This indicates the exchange rate for the currency.

Alternate quotation 2 Enter the details of a second quote for the requisition item.

Alternate quotation 3 Enter the details of a third quote for the requisition item.

Balances (local value) These balances are displayed for information purposes, in the local currency.

Uncommitted

This indicates the value of the requisition line. This is reduced by the value of purchase order requisitions, purchase orders and jobs raised for the line.

See Examples for Uncommitted and Committed value updates for an example on how this value is calculated.

Committed This indicates the value of purchase order requisitions, purchase orders and jobs raised for the line.

Spent This indicates the amount spent to date for the requisition line. This is updated when you use the Purchase Order Receipts or Part Billings programs to receipt a purchase order or job for the requisition line.

Asset code generation examples

The following are examples of how the asset code is generated based on the key type of the Asset code and the Capex number:

Key type Capex code	Key type Asset code	Entered Capex code	Entered Asset code	Asset code Generated
Alpha	Alpha	CAP200	ASS200	ASS200
Alpha	Alpha	CAP200	{blank}	CAP200/00001 (where 00001 is the capex line number)
Numeric	Alpha	9000000000000301	ASS200	ASS200
Numeric	Alpha	9000000000000301	{blank}	9000000000000301 (no line number is appended because the full field is used by the numeric capex number)
Alpha	Numeric	CAP200	000000000012345 (a blank asset code cannot be entered because the Asset key type is numeric)	000000000012345
Numeric	Numeric	9000000000000301	000000000012345 (a blank asset code cannot be entered because the Asset key type is numeric)	000000000012345

Raise Purchase Order/Requisition/Job

This screen is displayed when you select to Raise a new Purchase Order Requisition, Purchase Order or Job for the requisition line.

Field	Description
Select quote	Select which quote to use to create the Purchase Order Requisition, Purchase Order or Job. Once a quotation is linked to Purchase Order Requisition, Purchase Order or Job, the quotation cannot be maintained.
Quotation 1	Select this to raise the Purchase Order Requisition, Purchase Order or Job for the Primary quote.
Quotation 2	Select this to raise the Purchase Order Requisition, Purchase Order or Job for Alternate quote 2.
Quotation 3	Select this to raise the Purchase Order Requisition, Purchase Order or Job for Alternate quote 3.
OK	Select this to accept your selection. For a new Purchase Order Requisition you are requested to enter the requisition user who will raise the requisition. Once you have entered and accepted the requisition user, the Requisition Entry program is loaded, enabling you to capture the details for the Purchase Order Requisition. For a new Purchase Order the PO Creation program is loaded, enabling you to capture the details for the Purchase Order. For a new Job the Job Entry program is loaded, enabling you to capture the details for the Job.
Cancel	Select this to return to the previous screen without selecting a quotation.

Link or Unlink Purchase Order/Requisition/Job

Link or Unlink WIP Job

This screen is displayed when you select to link or unlink a capex requisition line from a job.

When you link a capex requisition line to an existing job, the WIP Ledger Code defined against the job is changed to the ledger code defined in the Capex in Progress field (General Ledger Integration or Assets Ledger Interface).

When you unlink a Job, the default Work in Progress ledger code (see General Ledger Integration) is moved into the Ledger code field for the job.


	You can only link a requisition line to an existing job if no issues or receipts have been processed against the job.

Field	Description
Job no	Enter the job number to/from which to link/unlink the requisition line. You can select the Browse icon to use the Browse on Jobs program to select the job.
OK	Select this to link/unlink the requisition line.
Cancel	Select this to return to the previous screen.

Link or Unlink Purchase Order

This screen is displayed when you select to link or unlink a capex requisition line from a purchase order.

When you link a capex requisition line to an existing purchase order, the Ledger Code defined against the purchase order line is changed to the ledger code defined in the Asset clearing field (General Ledger Integration or Assets Ledger Interface).

When you unlink a Purchase Order Requisition, spaces are moved into the Purchase order line's ledger code field.

Field	Description
Purchase order	Enter the purchase order number to/from which to link/unlink the requisition line. You can select the Browse icon to use the PO Browse on Purchase Orders program to select the purchase order.
Purchase order line	Enter the specific purchase order line number to/from which to link/unlink the requisition line. You can select the Browse icon to use the PO Browse on PO Lines program to select the line.
OK	Select this to link/unlink the requisition line.
Cancel	Select this to return to the previous screen.

Link or Unlink P/O Requisition

This screen is displayed when you select to link or unlink a capex requisition line from a purchase order requisition.

When you link a capex requisition line to an existing purchase order, the Ledger Code defined against the purchase order requisition line is changed to the ledger code defined in the Asset clearing field (General Ledger Integration or Assets Ledger Interface).

When you unlink a Purchase Order Requisition, spaces are moved into the Purchase order requisition line's ledger code field.

Field	Description
User	Enter the requisition user for the purchase order requisition. You can use the Browse icon to use the Browse on Requisition Users program to select the requisition user.
PO requisition	Enter the purchase order requisition number to/from which to link/unlink the requisition line. You can use the Browse icon to use the PO Browse on Requisition Header program to select the purchase order requisition.
PO requisition line	Enter the specific purchase order requisition line number to/from which to link/unlink the requisition line.
OK	Select this to link/unlink the requisition line.
Cancel	Select this to return to the previous screen.

Notes and warnings

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction	Description
Asset Capex item added	Controls access to the New Capex Item function in the Asset Capex Items program.
Asset Capex item changed	Controls access to the maintenance of capex items in the Asset Capex Items program.
Asset Capex item deleted	Controls access to the Delete Capex Item function in the Asset Capex Items program.
Asset Capex line added	Controls access to the Add Asset Capex Line function in the Asset Capex Items program.
Asset Capex line changed	Controls access to the Change Asset Capex Line function in the Asset Capex Items program.
Asset Capex line deleted	Controls access to the Delete Asset Capex Line function in the Asset Capex Items program.
Asset Capex line, po, req or job raised	Controls access to the Raise Job/PO/Requisition function in the Asset Capex Items program.
Asset Capex line linked to po, req or job	Controls access to the Link to Job/PO/Requisition function in the Asset Capex Items program.
Asset Capex line unlinked from po, req or job	Controls access to the Unlink from Job/PO/Requisition function in the Asset Capex Items program.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity	Description
Assets Capex line exceed budget	Controls whether an operator can use the Asset Capex Items program to add new capex requisition lines to a capex item when the item's budget is exceeded.
Assets Capex line approve when budget exceeded	Controls whether an operator can use the Asset Capex Items program to approve a capex requisition line when the capex item's budget is exceeded.
Assets Capex item add	Controls whether an operator can use the Asset Capex Items program to add a new capex item. This also controls access to the Add function of the Browse on Asset Capex Items program.
Assets Capex item change	Controls whether an operator can use the Asset Capex Items program to amend details for an existing capex item. This also controls access to the Change function of the Browse on Asset Capex Items program.
Assets Capex item delete	Controls whether an operator can use the Asset Capex Items or Browse on Asset Capex Items program to delete a capex item.
Assets Capex item change approval status	Controls whether an operator can use the Asset Capex Items program to approve a capex item.
Assets Capex line add	Controls whether an operator can use the Asset Capex Items program to add a new capex requisition line.
Assets Capex line change	Controls whether an operator can use the Asset Capex Items program to amend details for an existing capex requisition line.
Assets Capex line delete	Controls whether an operator can use the Asset Capex Items program to delete a capex requisition line.
Assets Capex change approval status	Controls whether an operator can use the Asset Capex Items program to approve a capex requisition line.
Assets Capex raise/link/unlink p-orders, reqs or jobs	Controls whether an operator can use the Asset Capex Items program to link a capex line to a requisition, purchaser order or job and to create a requisition, purchase order or job for a requisition line.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

Open the program for which you want to insert application help into a customized pane.

This functionality is only available for a program that has panes.
Right-click any form field.

You can also click the triangle menu icon that appears in the title area of a pane.
Select Insert Application Help from the context-sensitive menu.

The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

Select the Close icon in the right-hand corner of the application help pane.
Confirm that you want to delete the pane.