Introduction to Activa plugin
The Activa plugin allows you to register Assets that needs to be written-off. This will automate the management for the depreciation allowances of Fixed assets in a Set of Books.
Each time you Open the Set of Books, the Activa plugin will be launched, when:
- Transactions need processing - There are any depreciation allowances to write-off. If you have already processed the transactions, it will be launched at the next processing date.
- New transactions - All new transactions in posted batches (e.g. Purchase journal, Purchase returns journal, Payments journal, etc.) and updated (posted) purchase documents (e.g. Purchase and Supplier returns) (using the Financial Stock item type) will be listed. These accounts selected on the batches and documents need to be added in the Activa - setup screen.
In this way you are reminded of any transactions that need processing or the purchase of new assets to be added to the Activa plugin.
If all transactions have been processed the Activa screen will not popup when you open the Set of Books.
Added end process that will clear of the total write-off from the balance write-off account and the initial asset account. This will display only the remaining total on the asset account and the contra account the will be cleared of this total.
License
Unregistered versions of this plugin will limit you to process only four (4) records.
Commercial: Once-off payment
Order: here
Activa setup
Before you start with the Activa Setup, it is recommended that you:
1. Create (add) a batch type for the Activa transactions (e.g. Activa Journal).
2. Check your Assets for any combined transactions (e.g. opening balances) and split them to the correct asset items. You may have purchased for example 2 or more motor vehicles but have entered them as a combined balance. You may need to correct this as separate entries (e.g. using the General journal or Activa journal). Obtain the following details (in the Asset Register) for each of these assets:
o Description
o Purchase date
o Purchase amount
o Write-off type (Percentage or amount per period)
o Write-off period (per month, quarter, 6 months or per annum)
o Rest amount (Scrap value or trade-in value)
o Current Amount - the book value of the asset as per last write-off)
o Any extra information (you may add these extra text).
Activate the Activa plugin
This plugin will need to be activated for each Set of Books, if you need to use this plugin in other Sets of Books.
To activate the Activa plugin:
1. Click on the Setup ribbon, select Tools → Plugins → Financial tools → Activa.
2. Click on the On radio button and click on the Save button. The Activa screen will be closed.
3. Relaunch the Activa setup plugin (see step 1). The Activa tab and the General tab will be displayed.
4. You need to select the following 3 accounts for each of your assets on the Select account screen:
a) Transactions - Select the Asset account (the account on which all assets are purchased). This should be reported in the Balance sheet.
b) Balance - Select the Asset's Accumulated depreciation account (the contra account on which the asset's depreciation are recorded). This should be reported in the Balance sheet.
c) Income statement - Select the account for the expenses to write-off (e.g. Depreciation account). This should be reported in the Income statement.
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If you have created new accounts for your assets in the Action → Accounts menu, you need to launch the Activa setup screen and add the new asset accounts. |
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You may click on any of the column headings (i.e. Transactions, Balance or Income statement) and drag it to the left or right to change the sequence in which to display the columns. |
5. Click on the General tab.
6. Select a batch (journal) (e.g. General journal, Activa journal) for your depreciation transactions.
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If you wish to use a specific batch type (not available on this list), e.g. Depreciation journal (or any other batch type) you may add it in the Setup → Batch types menu. To do this you need to click on the Save button and add the batch type. Should there be any transactions in the batch type (selected from this list), e.g. General journal, an error message "Batch is not empty!" will be displayed. You then need to click on the OK button and process the transactions in the selected batch. To avoid this, it is recommended that you create (add) a separate batch for the Activa plugin transactions. |
7. Select the Show for this user option. The Activa plugin may be deactivated for other users in a multi-user environment.
8. Click on the Save button.
9. Reopen the Set of Books to add the Activa icon on the Action ribbon.
Buttons to manage records
The following buttons may be used to navigate and manage the records:
- First - Go to the first record.
- Previous - Go to the previous record.
- Next - Go to the next record.
- Last - Go to the last record.
- Add - Add a new record.
- Delete - Delete a record. Once you click on this button, the following confirmation screen is displayed: 
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Make absolutely sure that the correct record before you click on the OK button. If it is not the correct record, click on the No button and select the correct record. |
- Action - This will activate the Save or Delete buttons.
- Save - Save the changes to the record.
- Cancel - Cancel changes to the record.
- Undo - Undo the latest changes.
Activa processing
You may access the Activa plugin on the Action ribbon.
Once the Activa plugin is activated, and you launch it for the first time, you need to add the new transactions. The Activa - New transactions screen will list all existing transactions in posted batches and documents allocated to the accounts as selected on the Activa setup.
Select the transaction and click in the Add (selected) lines button. The transactions will be removed from the New transactions tab added to the List tab.
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Multi-select records: Press the Ctrl key and click on the transactions. |
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Context menu - Add consolidated: If you wish to consolidate (merge) more than one transaction to one (1) record, you may right-click and select the Add consolidated option. This will add the selected transactions as one (1) transaction on the List tab. |
Once finished, adding the transactions, you need to select the items from the list and check and change the details as necessary on the Activa - Details screen.
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If there are no new transactions the New transactions tab will not be displayed. When any further transactions in batches and documents are posted (updated) to the ledger, it will automatically be added to the New transactions tab. When opening the Set of Books and any new transactions are added, the Activa plugin New transactions tab will automatically be launched. |
Activa - List and Details
1. Once you have activated the Activa plugin, you may click on the Activa icon on the Action ribbon. The Activa - List screen is displayed:
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All transactions (including opening balances) will automatically be imported in this list. All unprocessed transactions will be indicated in red row. Once these have been processed, these will be indicated in a white background. |
2. Filter - Use the following Filter options to locate an asset record:
a) All is the default option. It will list all records.
b) Need processing - This option will list only the assets that need processing (automatic journals).
c) Active - This option will list all the active records only. If asset records are inactive (Active field not selected (not ticked) on the Activa - Details screen, it will not be listed.
3. The details for each of these asset transactions, will be displayed in the following columns:
a) Next process date - By default this will be the system date. Later when processing the transactions, it will be the date as set in the write-off period.
b) Description - The transaction reference and description as entered in batches which are updated (posted) to the ledger.
c) Original amount - The original amount of the batch transaction. Note this should be exclusive of VAT/GST/Sales Tax).
d) Current value - This is calculated as the current value minus any transactions processed in the Activa plugin.
e) Extra description - You may enter extra text or descriptions as necessary.
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For example, asset number on your asset register (Asset inventory), the method for calculation of Depreciation, reference to the Management's write-off authorisation (decision), reference to the section of the Tax Act of Tax Practice Note, etc. |
f) Purchase date - The date of the transaction as entered in batches which are updated (posted) to the ledger.
g) Write-off type - The values are as follows:
▪ 1 = Amount per Period
▪ 0 = Percentage per Period.
h) Write-off period - The values are as follows:
▪ 1 = 1 Month
▪ 3 = Quarter (3 Months)
▪ 6 = Half year (6 Months)
▪ 12 = Year (12 Months)
i) Enabled - The values are as follows:
▪ 1 = Enabled (active)
▪ 0 = Inactive (Enabled) not selected on the Activa - Details tab)
j) Linked transaction - The transaction number as automatically generated.
k) Rest amount - This is the nominal value, scrap value, trade-in value, etc. of the assets at the end of its life span, that needs to be reflected in the balance sheet.
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Tax Legislation and accounting standards in some countries may require a nominal value (e.g. 1.00) to be displayed. This simply means that the Asset is completely written-off, still on the business books or in use. Once that asset is disposed of, the nominal value will be written-off when determining the profit or loss with the sale of the fixed asset. |
l) Write-off percentage – If the write-off type is set to Write-off percentage you may add the Write-off percentage (e.g. per month, quarter (3 months), 6 months (half-year) or year (12 months)).
m) Write-off amount – If the write-off type is set to Write-off amount, you may enter the write-off amount (e.g. per month, quarter (3 months), 6 months (half-year) or year (12 months)).
n) Next Write-off amount - This will automatically be calculated.
o) Total write-off on ledger – This amount will automatically be calculated. It accumulates the total of all transactions posted to the write-off account.
4. Once you have located an entry on the Activa - List screen, click on the Details tab. The following screen is displayed:
5. Enter and / or select the following options:
a) Description - This is the description of the transaction.
b) Extra description - Add additional text for the depreciation transactions.
c) Purchase amount - Check the Purchase amount. If you have entered any opening balances, please make sure that you enter the correct value of the asset here.
d) Rest amount - The Rest amount, is by default 0. Enter the rest amount scrap value (trade-in value) of the asset, if necessary.
e) Write-off type - Select Percentage or Amount.
f) Percentage / Amount - Enter the percentage or the amount (depending on the selection in the Write-off type field).
g) Select the write-off period e.g. month, 3 months, 6 months or year.
6. Once finished, click on the Close button.
Process Activa records
1. On the Activa - List screen, use the Filter options to list the asset records the need processing.
2. Select an asset record and make absolutely sure that the asset's details is correct.
3. Click on the Process (selected) lines button. The Activa plugin will generate the necessary transactions in the selected batch (e.g. Activa journal) and update (post) these transactions to the ledger.
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Once the final depreciation or write-off amount is reached, the following confirmation message "Write off for Asset description ended do you want to clear the activa accounts?" will be displayed. |
4. Select the next Activa record, and repeat his process. Once this is done, click on the Close button to exit close the Activa plugin.
Activa transactions
Once the depreciation transactions in the Activa plugin have been processed (posted or updated to the ledger), it will update all reports. An example of the Batch entry report, is as follows:
Each process line (Asset on the Activa - List screen) will be processed in its own batch. The batch numbers are automatically generated.