---
title: "Financial Processing eDocs: Capitalization"
canonical: "https://kb.uconn.edu/space/FPB/10890772913/Financial%20Processing%20eDocs%3A%20Capitalization"
format: markdown
---
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
- Create Capital Assets
- Modify Capital Assets

## Completing the Capitalization Sections

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. The next screen will look like this.  
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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.
  2. Apply each line individually 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 

<span style="color: #000000">In this example, a GLT is applicable to one asset record, moving the payment from one account/object code to another. Both the </span><span style="color: #000000">*From*</span><span style="color: #000000"> and the </span><span style="color: #000000">*To *</span><span style="color: #000000">sides of the entry are related to the same asset, and the asset record already exists in KFS.</span>

> ⚠️ In this section of the eDoc, the *From *side is listed as **Line Type: Source,** and the *To* side is listed as **Line Type: Target**.

1. Select both checkboxes on the right.
2. Click on **Modify Asset **to open the **Modify Capital Assets **section.   
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3. <span style="color: #000000">Add the asset number by typing it in or searching for it with the lookup tool.</span>
4. <span style="color: #000000">Click </span><span style="color: #000000">**Redistribute Total Amount**</span><span style="color: #000000"> to distribute all line items to the specified assets.</span>  
:warning: <span style="color: #000000">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 normal; the amounts that actually go through the account and the asset record will still be -$22,716.66 and +$22,716.66. </span>

<span style="color: #000000">Once the total amount is allocated to an asset, the capitalization sections are complete. </span>

### <span style="color: #000000">Modifying Multiple Assets</span>

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. 

- Line 1 applies to Asset #672922.
- Line 2 applies to Asset #662821 (entered in the Org Ref ID fields on the TO side).   
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- <span style="color: #000000">The accounting lines will translate from the top portion of the eDoc to the capitalization section once generated. </span>

> ⚠️ Take note of the **Seq #** on the left; this is the line number from the accounting lines above.

<span style="color: #000000">To add multiple assets, </span>

1. Select **both checkboxes** on the right for the first asset.
2. Click on **Modify Asset**.
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**.

### Creating an Asset

<span style="color: #000000">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 </span><span style="color: #000000">*8306 *</span><span style="color: #000000">to </span><span style="color: #000000">*8215*</span><span style="color: #000000">. </span>  
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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.
  - 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. <span style="color: #000000">Click on the </span><span style="color: #000000">**Add Tag/Location**</span><span style="color: #000000"> button under the </span><span style="color: #000000">**Actions **</span><span style="color: #000000">section on the right. </span>  
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7. <span style="color: #000000">In this section, only the Campus Code, Building Code, and Room Number fields are required. In most cases, the asset will most likely not have a tag number yet. However, if a serial number is accessible, enter it here, as well. </span>  
> Macro (inline-media-image)

<span style="color: #000000">Once this section is complete, the Capital Asset section of the document will also be complete and ready for submission. </span>

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> Macro (details)
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