Guidelines for Transferring Asset Invoices Using Rule-Based Accounting

You can assign a default asset book to source lines transferred from Payables based on the qualified segments of the asset clearing account including balancing segment, cost center, and natural account.

When you have multiple asset books for a primary ledger, you must have a unique asset clearing account for each asset book to transfer Payables invoices to the correct asset book.

To accomplish this Assets considers either:

• The Primary Balancing segment, Cost Center segment, and the Natural Account segment.
• The Primary Balancing segment or Cost Center segment, along with the Natural Account segment.

The Create Mass Additions process transfers invoices to an asset book when the natural account segment value in the invoice distribution account matches the asset clearing account of any asset category set up for the asset book.

You enable these rules in the Invoice Rules tab in the Rules section of the Create Asset Book page or Edit Asset Book page:

• Natural Account: Enabled by default and can't be disabled
• Primary Balancing: Can be enabled or disabled at any time
• Cost Center: Can be enabled or disabled at any time

Specify any of these combinations of options:

Clearing Account Segments	Usage
Natural Account	Enabled by default and provides the existing behavior. The Natural Account segment alone is considered in deciding the book.
Natural Account and Primary Balancing	Use these options when you set up an asset book for each balancing segment. You must set up at least one asset category for each primary balancing segment based on the assets that are transferred to the book.
Natural Account and Cost Center	Use these options when you set up an asset book for each cost center. You must set up at least one asset category for each cost center segment based on the assets transferred to the book.
Natural Account, Primary Balancing, and Cost Center	Use these options when you set up an asset book for each balancing segment and cost center combination. You can set up at least one asset category for each primary balancing and cost center combination based on the assets transferred to the book.

Note: You can use different rules for each book in a ledger, but you must ensure that the asset categories are set up for each book with all of the possible asset clearing account combinations that are required according to the invoice rules enabled. If the Natural Account alone is enabled for any book, all lines will be transferred to that asset book only.

When the Create Mass Additions process transfers invoices to Assets:

• It determines whether the selected invoice distribution line is eligible for transfer to Assets by considering the Natural Account segment alone. The line is eligible if the Natural Account segment of the invoice distribution matches the asset clearing account of any category set up for the asset books that belong to the same primary ledger.
• If an invoice line is eligible, then the Create Mass Additions process transfers the invoices that match the invoice rules of the selected asset book.