Examples of Journals used for updating capital expenditure estimates in CBMS

Reporting capital expenditure in annual financial statements

Annual financial statements include information about the entity’s actual capital expenditure for the reporting period:

Statement of changes in equity – shows injections for departmental capital budget (DCB) and equity injections from government.
Cash flow statement – shows the cash used to purchase assets and proceeds from sales of assets.
Notes to and forming part of the financial statements include:
- reconciliation of the opening and closing balances of property, plant and equipment – shows the capital expenditure (accrual) for a number of assets and
- reconciliation of the opening and closing balances of intangibles – shows the capital expenditure (accrual) on intangibles.
Appropriations note – provides information on the amount of appropriation funding received and how much was spent.

The journals below cover the most common capital budget data entry requirements. Additional guidance is available from the Central Budget Management System (CBMS) under:

Guidance and Resourcing → How to Guides:

How to – Movement of Funds

How to – Reclassification Dept Op and DCB

Departmental capital budgets adjustment

The entry below is relevant for non-Corporate commonwealth entities (NCEs) in receipt of:

a DCB, and/or
where utilising unspent DCB funding from a prior year.

The following entry must be entered to populate the Capital budget statement, as the data will not automatically flow through from the Asset movement table.

Amounts entered must reconcile to the amounts entered to movement account 7121 in the Asset movement table in the second part of the entry below.

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation
Entry 1 – Update the capital budget statement
The accounts below are not impacted by Movement of Capital expenditure unless the appropriation has lapsed and requires a re‑appropriation.
DR 9170000*	Departmental or administered capital budget*	Not required	Not required	A001-00001-05001^	Appropriation Act (No. 1) - Departmental Capital Budget
CR 9210000	Purchase of non-financial assets	Not required	Not required	Not required	Not required
This account may not match with account 9170000 as it is impacted by movement of capital expenditure requests
CR 9330000	Funded by capital appropriation - Departmental or administered capital budget	Not required	Not required	Not required	Not required

^*^{Account links to the Appropriation Bills - This account should only be used if the funding has not yet been appropriated, funding is being reappropriated or current year funding is being withheld under section 51 of the PGPA Act. For example, as a result of Government decisions/measures providing additional or reduced DCB funding, changes in indexation, changes in the efficiency dividend, or for a reappropriation of funding as a result of an approved Movement of Capital Expenditure (where the appropriation has lapsed).}

^{^}^{The above example only refers to Appropriation Act 1 - DCB, entities will need to ensure they select the correct appropriation code when journalling to Appropriation Act 3 or 5 respectively.}

To increase capital expenditure estimates in the Asset movement table, enter:

Account code	Account name	Movement code			Movement code name	Appropriation code	Appropriation name
Entry 2 - To update the asset movement table
DR 531XXXX	L&B, IPE and Intangible Assets (includes PPE)	7121			Gross Value - Additions - By purchase or internally developed	Not required	Not required
When using a current year DCB Appropriation:
CR 4100003	Contributed Equity			7209	Injection for Departmental Capital Budget	Not required	Not required
OR
When using a previous year’s unspent DCB Appropriation:
CR 5233030	Appropriations Receivable – Contributed equity		Not required		Not required	Not required	Not required
To record depreciation in the Income statement and asset movement table use:
DR 224XXXX	L&B, IPE and Intangible Assets – Depreciation and amortisation expense		Not required		Not required	Not required	Not required
CR 531XXXX	L&B, IPE and Intangible Assets (includes PPE)		7153		Acc Depn/Amt - Depreciation / amortisation (excluding other intangibles)	Not required	Not required

Administered capital budgets adjustment

The entry below is relevant for NCEs in receipt of:

an administered capital budget (ACB), and/or
where utilising unspent ACB funding from a prior year.

The following entry must be entered in the Capital budget statement, as the data will not automatically flow through from the Asset movement table.

Amounts entered must reconcile to the amounts entered against movement account 7121 in the Asset movement table in the second part of the entry below.

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation name
Entry 1 – Update the administered capital budget statement
The accounts below are not impacted by Movement of Capital expenditure unless the appropriation has lapsed and requires a re‑appropriation.
DR 9170000*	Departmental or administered capital budget*	Not required	Not required	A001-00001-05001^	Appropriation Act (No. 1) - Departmental Capital Budget
CR 9210000	Purchase of non-financial assets	Not required	Not required	Not required	Not required
This account may not match with account 9170000 as it is impacted by movement of capital expenditure requests
CR 9330000	Funded by capital appropriation - Departmental or administered capital budget	Not required	Not required	Not required	Not required

^*^{Account links to the Appropriation Bills - This account should only be used if the funding has not yet been appropriated, funding is being reappropriated or current year funding is being withheld under section 51 of the PGPA Act. For example, as a result of Government decisions/measures providing additional or reduced ACB funding, changes in indexation, changes in the efficiency dividend, or for a reappropriation of funding as a result of an approved Movement of Capital Expenditure (where the appropriation has lapsed).}

^{^}^{The above example only refers to Appropriation Act 1 – DCB, entities will need to ensure they select the correct appropriation code when journalling to Appropriation Act 3 or 5 respectively.}

To increase capital expenditure estimates in the Asset movement table, enter:

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation name
Entry 2 - To update the asset movement table
DR 531XXXX	L&B, IPE and Intangible Assets (includes PPE)	7121	Gross Value - Additions - By purchase or internally developed	Not required	Not required
When using a current or previous year’s unspent ACB Appropriation:
CR 4100003	Contributed Equity	7209	Injection for Departmental Capital Budget	Not required	Not required
To record depreciation in the Income statement and asset movement table:
DR 224XXXX	L&B, IPE and Intangible Assets – Depreciation and amortisation expense	Not required	Not required	Not required	Not required
CR 531XXXX	L&B, IPE and Intangible Assets (includes PPE)	7153	Acc Depn/Amt - Depreciation / amortisation (excluding other intangibles)	Not required	Not required

Departmental Appropriation Act (No. 2) funding – including CDAB

The entry below is relevant for entities, including both NCEs and corporate Commonwealth entities (CCEs) in receipt of:

departmental Appropriation Act (No. 2/4/6) equity injection including collection development acquisition budget (CDAB) funding, and/or
where utilising unspent equity injection and/or CDAB funding from a prior year.

The following entry must be entered in the Capital budget statement - as the data will not automatically flow from the Asset movement table.

Amounts entered must reconcile to the amounts entered against movement account 7121 in the Asset movement table in the second part of the entry below.

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation name
Entry 1 - Update the departmental capital budget statement
The accounts below are not impacted by Movement of Capital expenditure unless the appropriation has lapsed and requires a re‑appropriation.
DR 9110000*	Equity injections*	Not required	Not required	A002-00005-05004^	Appropriation Act (No. 2) – Equity Injections
CR 9210000	Purchase of non-financial assets*	Not required	Not required	Not required	Not required
This account may not match with account 9170000 as it is impacted by movement of capital expenditure requests
CR 9310000	Funded by Capital Appropriation	Not required	Not required	Not required	Not required

^*^{Account links to the Appropriation Bills - This account should only be used if the funding has not yet been appropriated, funding is being reappropriated or current year funding is being withheld under section 51 of the PGPA Act. For example, as a result of government decisions or measures providing additional or reduced funding, or movements of capital expenditure between forward year estimates (that is, between Current Budget to FE3).}

^{^}^{The above example only refers to Appropriation Act 2 – Equity Injections, entities will need to ensure they select the correct appropriation code when journalling to Appropriation Act 4 and 6 respectively.}

Increase capital expenditure estimates in the asset movement table, by entering:

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation name
Entry 2 – Update the asset movement table
DR 531XXXX	L&B, IPE and Intangible Assets (includes PPE)	7121	Gross Value - Additions - By purchase or internally developed	Not required	Not required
When using a current year equity injections appropriation:
CR 4100003	Contributed Equity	7206	Equity injection - Appropriation	Not required	Not required
OR
When using a previous year unspent equity injections appropriation:
CR 5233030	Appropriations Receivable – Contributed equity	Not required	Not required	Not required	Not required
To record depreciation in the Income statement and asset movement table use:
DR 224XXXX	L&B, IPE and Intangible Assets – Depreciation and amortisation expense	Not required	Not required	Not required	Not required
CR 531XXXX	L&B, IPE and Intangible Assets (includes PPE).	7153	Acc Depn/Amt - Depreciation / amortisation (excluding other intangibles)	Not required	Not required

Administered Appropriation Act (No. 2) funding – Administered Assets and Liabilities

The entry below is relevant for entities, including both NCEs and CCEs in receipt of:

appropriation Act (No.2/4/6) administered assets and liabilities, and/or
where utilising unspent administered assets and liabilities funding from a prior year.

The following entry must be entered in the Capital budget statement, as the data will not automatically flow from the Asset movement table.

Amounts entered must reconcile to the amounts entered against movement account 7121 in the Asset movement table in the second part of the entry below.

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation name
Entry 1 - Update the administered capital budget statement
The accounts below are not impacted by Movement of Capital expenditure unless the appropriation has lapsed and requires a re‑appropriation.
DR 9140000*	Administered assets and liabilities*	Not required	Not required	A002-00005-05005^	Appropriation Act (No. 2) – Administered Assets and Liabilities
CR 9210000	Purchase of non-financial assets*	Not required	Not required	Not required	Not required
This account may not match with account 9140000 as it is impacted by movement of capital expenditure requests
CR 9310000	Funded by Capital Appropriation	Not required	Not required	Not required	Not required

^*^{Account links to the Appropriation Bills - This account should only be used if the funding has not yet been appropriated, funding is being reappropriated or current year funding is being withheld under section 51 of the PGPA Act. For example, as a result of government decisions or measures providing additional or reduced funding, or movements of capital expenditure between forward year estimates (that is, between Current Budget to FE3).}

^{^}^{The above example only refers to Appropriation Act 2 – Administered Assets and Liabilities, entities will need to ensure they select the correct appropriation code when journalling to Appropriation Act 4 or 6 respectively.}

Increase capital expenditure estimates in the asset movement table, by entering:

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation name
Entry 2 – Update the asset movement table
DR 531XXXX	L&B, IPE and Intangible Assets (includes PPE)	7121	Gross Value - Additions - By purchase or internally developed	Not required	Not required
When using a current year or prior year administered assets and liabilities appropriation:
CR 4100003	Contributed Equity	7206	Equity injection - Appropriation	Not required	Not required
To record depreciation in the Income statement and asset movement table use:
DR 224XXXX	L&B, IPE and Intangible Assets – Depreciation and amortisation expense	Not required	Not required	Not required	Not required
CR 531XXXX	L&B, IPE and Intangible Assets (includes PPE).	7153	Acc Depn/Amt - Depreciation / amortisation (excluding other intangibles)	Not required	Not required

Other funding

This journal is to be used by entities who use other sources of funding to purchase assets, such as cash reserves, operational surpluses or external revenue including cost recovery revenue. Increases in capital expenditure from these sources may require a government decision.

For further information, contact your AAU.

The following journals must be entered in the Capital budget statement – the data will not automatically flow through from the Asset movement table:

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation name
Entry 1 – Update the capital budget statement
The account below is not impacted by Movement of Capital expenditure unless the appropriation has lapsed and requires a re‑appropriation.
CR 9320000	Funded internally by Departmental resources	Not required	Not required	Not required	Not required

To increase capital expenditure estimates in the asset movement table, enter:

Account code	Account name	Movement code	Movement code name	Appropriation code	Appropriation name
Entry 2 – Update the asset movement table
DR 531XXXX	Buildings / Land / PP&E, etc.	7121	Gross Value - Additions - By purchase or internally developed	Not required	Not required
DR 224XXXX	Buildings / Land / PP&E, etc. – Depreciation expense	Not required	Not required	Not required	Not required
CR 5233029	Appropriations Receivable - Cash held in OPA (or other appropriate account or special account code such as 5220005 cash held in the OPA – Special Accounts)	Not required	Not required	Not required	Not required
CR 531XXXX	Buildings / Land / PP&E, etc.	7153	Acc Depn/Amt - Depreciation / amortisation (excluding other intangibles)	Not required	Not required