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.
 |
Multi-select records: Press the Ctrl key and click on the transactions. |
| |
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.
| |
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:
 |
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.
| |
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.
 |
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.
| |
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.