Add or Edit an Asset Journal Batch
The Asset Journal Batch page allows authorized users to enter batches of asset journals for recording asset transactions in the general ledger. In the Asset Management Journals process, the system generates journal entries from the various asset processes (i.e., recording, depreciating, and adjusting assets). A journal can be created for one transaction type or for many. After these journals are created and posted from asset journals, a system generated journal entry is sent to the journal list to be posted to the general ledger.
When creating an asset journal batch, you first have to define the Batch Information and select transaction types. The transactions that match the criteria generate a journal entry.
- Go to Financial Management > Asset Management > Asset Journals.
- On the Asset Journal Batch List page, click New to create a new asset journal batch or click the Description hyperlink to open and edit an existing asset journal batch.
- In G/L Date, select or enter the general ledger date that will be assigned to all the transactions updated to the general ledger. The default is the current system date.
- In Fiscal Year, enter the fiscal year of the journal to be created. This date is used to determine the appropriate next journal number. The default is the fiscal year based on the current system date and the default fiscal start month defined in Company Suite Settings.
- In From Transaction Date select or enter the beginning of the range of transaction dates used to select G/L distribution transactions to include in the batch. The default is the first day of the current month.
- In To Transaction Date select or enter the end of the range of transaction dates used to select G/L distribution transactions to include in the batch. The default is the current system date.
- In Responsible Department, select the department responsible for the asset journal batch. The list is populated with all departments to which you have Asset Management Journal Batch processing authority.
- In Description, type the description assigned to the batch. The maximum character length is 64; the minimum is 1.
- Select the Use Transaction Date as G/L Date check box if the transaction date will be used in lieu of the G/L Date for the journal transactions being updated to the general ledger.
- On the Transaction Types tab, choose the transaction types to be included in the journal entry. In the Available Items box select and move the appropriate transaction type(s) to the Selected Items box. This list displays all transaction types to which you have asset classification authority. You can use Ctrl+Click to select or deselect multiple types or Shift+Click to select a range of types.
How to move items from one box to another
- To select multiple items randomly throughout the list, hold down CTRL while clicking each item.
- To select multiple consecutive items, hold down SHIFT, and click the first item then the last item.
Click 
to move the selected item(s) from the Available box to the Selected box.
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moves all items, selected or not, to the Selected box. -
returns the selected items to the Available box. -
returns all items to the Available box.
- After all the criteria has been selected click Build Results, which uses the selected criteria to generate the corresponding asset journal entries. This button is hidden if you do not have Add rights to the Asset Journal Batch Processing security component. After building results, the criteria on the screen will be grayed out, because the search criteria cannot be changed after the results have been built.
- Click Display Results to view the journal entry that will be created and open the Asset Journal Batch Summary page.
The Approvals tab allows authorized users to view the approvals needed and completed for the selected batch. The Fund Summary tab allows authorized users to view fund information associated with the asset journal batch.