fm asset accounting 2.doc

EHP3 for SAP ERP 6.0

June 2009

English

Asset Management with Funds Management (965)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Asset Management with Funds Management (965): BPD

Copyright

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External Process

Business Process Alternative/Decision Choice

Typographic Conventions

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Cross-references to other documentation.

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Example text

Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

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Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents

Asset Management with Funds Management (965)............................................................................5

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 6

2.1 Master Data and Organizational Data...................................................................................6

2.2 Business Conditions..............................................................................................................7

2.3 Preliminary Steps.................................................................................................................. 7

2.3.1 Create Asset Master Data Shell.....................................................................................7

2.4 Roles..................................................................................................................................... 9

3 Process Overview Table.............................................................................................................10

4 Process Steps............................................................................................................................ 12

4.1 Acquisition Integrated with Accounts Payable Accounting and FM (w/o workflow).............12

4.2 Retirements......................................................................................................................... 13

4.2.1 Retirement with Revenue and Customer......................................................................15

4.2.2 Retirement with Revenue without Customer................................................................17

4.2.3 Retirement due to Scrapping........................................................................................18

4.3 Intracompany Transfers......................................................................................................19

4.4 Settling Assets under Construction.....................................................................................21

4.5 Periodic Processing.............................................................................................................25

4.5.1 Periodic Asset Posting.................................................................................................25

4.5.2 Recalculating Values....................................................................................................26

4.5.3 Depreciation Posting Runs...........................................................................................28

4.5.4 Depreciation Simulation...............................................................................................30

4.5.5 Fiscal Year Change......................................................................................................31

4.5.6 Year-End Closing.........................................................................................................33

5 Appendix.................................................................................................................................... 36

5.1 SAP ERP Reports...............................................................................................................36

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Asset Management with Funds Management (965)

1 Purpose Asset Management with integrated Funds Management provides a fully automated asset procurement, receiving and accounting process throughout the life-cycle of a fixed asset. The pre-configured Asset Management settings provide the tools required to comply with GASB 34/35 reporting requirements. Depreciation areas have been defined to satisfy full accrual-based accounting methods and modified accrual-based accounting methods. In addition, with the integration to Funds management, assets can be assigned to account assignment dimensions such as Fund and Functional Area.

Asset accounting is a subsidiary ledger of the general ledger and is used to manage and document in detail, fixed asset transactions. In general ledger accounting, you can update depreciation and changes to asset balance sheet values in asset accounting. You can also make various account assignments to cost accounting for these transactions. These asset activities, from acquisition to retirement, can be handled automatically for both the modified and full accrual methods of accounting.

As a result of the integration in the ECC system, Asset Accounting (FI-AA) transfers data directly to and from other ECC components. For example, you can post from the Material Management (MM) component directly to FI-AA. When you purchase an asset or produce an asset in-house, you can directly post the invoice receipt or goods receipt, or the withdrawal from the warehouse to assets in the Asset Accounting component. At the same time, you can pass on depreciation and interest directly to the Financial Accounting (FI) and Cost Accounting (CO) components.

In addition, the integration with the integration to Funds Management, assets can now be assigned to FM account assignment dimensions such as Fund and Functional Area. In this way, automated splitting rules such as document splitting by fund are enabled during all asset activities.

To handle tangible assets, you can use the business functions of the following ECC components:

SAP ECC Component

Functions

Financial Accounting (FI)

Integration with the general ledger and other subsidiary ledgers

Asset Accounting (FI-AA)

Valuation of fixed assets and settlement of assets under construction

Cost Accounting (CO)

Posting cost-accounting depreciation

Funds Management (FM)

Budgetary control and accounting for fixed asset purchases in funds management

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2 Prerequisites

2.1 Master Data and Organizational DataDefault Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for funds, functional areas, and cost centers.

The business process is enabled with this organization-specific master data, examples are provided in the next section.

Additional Default Values

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other funds management and controlling data exists.

Using Your Own Master Data

You can also use customized values for any funds management, controlling or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Field Description Value

Company Code Company Code 1000

Chart of Accounts Chart of Accounts 0010

Controlling Area 1000

Chart of Depreciation 1000

Depreciation Areas Book Depreciation

Cost-Accounting Depreciation

01

20

Asset Class Description

1000 Land

1200 Land Improvements

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Asset Class Description

1500 Leasehold Improvements

1100 Buildings

2000 Machinery and Equipment

4000 Motor Vehicles

5000 Art & Historical Treasures

6000 Furniture & Fixtures

7000 Computer Hardware

7100 Computer Software

8000 Low Value Assets

9000 Assets Under Construction

2.2 Business Conditions The business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a result, you must have completed the following processes and fulfilled the following business conditions before you can start any activities in this scenario:

Business Condition Scenario

Acquisition of assets Procure to Pay with Funds Management (958)

Posting of project values Cross Department Project Management (962)

If you receive availability control errors, i.e. budgeted funds are not available for the expenditure, you can add budget using either the Centralized Budget Preparation scenario or the Decentralized Budget Preparation scenario.

Centralized Budget Preparation with BCS (955) or

Decentralized Budget Preparation with BCS (956)

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2.3 Preliminary Steps

2.3.1 Create Asset Master Data Shell

UseTo acquire an asset with integration to Accounts Payable or Materials Management, an asset shell should be created beforehand. In some cases, the asset master data can be created during the posting transaction. Follow the steps outlined below in both instances.

Procedure1. Access the transaction using one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP Menu Accounting Financial Accounting Fixed Assets Asset Create Asset

Transaction Code

AS01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business Role SAP_BPR_ASSET-S (Assets Accountant)

Business Role Menu Asset Accounting Assets Create Asset Master Record

2. In the Create Asset: Initial Screen, make the following entries:

Field Name Description User Action and Values

Comment

Asset Class 4000 Asset class for vehicles

Company Code 1000

No. of similar assets

5 Create as many as you need

3. Choose Enter.

4. Enter the following data.

Field Name Description User Action and Values Comment

General Tab

General Data

Description Police Cruiser

Time-dependent Tab

Cost Center 3010000100

5. Press Enter. The following values are derived from the cost center entry.

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Business Area Derived value

Fund Derived value

Functional Area

Derived value

Grant Derived value

Funds Center Derived value

6. Choose the Deprec. Areas tab.

7. Make the following entries:

Field Name

Description User Action and Values

Comment

Area 20 5 Useful life for area 01 is always 1. For area 20, it is largely dependent on the asset.

Some derived values, such as grant, can still be entered manually to assign the asset master to the proper account assignment. In addition, assets assigned to projects do not necessarily have all of the same account assignment derived. In some instances these values must be manually entered.

8. Save your entries.

9. Choose Create when prompted for the creation of similar assets.

ResultYou have created the required asset master data shells for testing.

2.4 Roles

UseThe following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business Role Technical Name Process Step

Assets Accountant SAP_BPR_NL_FINACC-S Create Asset

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3 Process Overview Table

Process step

External process reference

Business condition

Business role (not technical role for BP)

Trans-action code

Expected results

Acquisition Integrated with Accounts Payable Accounting and FM (w/o workflow)

Asset purchased from vendor.

Production Planner

F-90 Asset capitalized

Retirement with Revenue and Customer

Sale of asset to customer

F-92 Partial retirement – Gains and losses posted automatically

Retirement with Revenue without customer

Sale of Asset without customer

ABAON Partial retirement – Gains and losses posted automatically

Retirement due to scrapping

ABAVN Partial retirement – Gains and losses posted automatically

Intra Company

ABUMN Transfer asset and accumulated depreciation cost from one asset to another

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Process step

External process reference

Business condition

Business role (not technical role for BP)

Trans-action code

Expected results

Settling Assets under construction

AIAB

Periodic Asset Processing

ASKB

Recalculating Values

Customizing changes to depreciation area or fixed asset configuration and values

AFAR Used to recalculate current year depreciation

Depreciation Posting Run

AFAB Post depreciation by area

Depreciation Simulation

S_ALR_87012936

Fiscal Year Change

AJRW Create new fiscal year and create asset balance forward data

Fiscal Year Closing

AJAB Close the fiscal year for company code

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4 Process Steps

4.1 Acquisition Integrated with Accounts Payable Accounting and FM (w/o workflow)

An external asset acquisition is a business transaction resulting from the acquisition of an asset from a business partner (in contrast to an in-house acquisition). You can post the acquisition of an external asset in several different ways.

Within the Public Sector, the most prevalent scenario for acquisition is with integration through Materials Management. This allows for the pre-encumbrance and encumbrance process with Funds Management, and leverages the integration to automate data entry for date and vendor data. In addition to acquisitions integrated with Materials Management, you can also perform acquisitions simply integrated with Accounts Payable.

If you are also using Accounts Payable Accounting, you can leverage the integration options and directly post an asset to a vendor when you acquire an asset (without reference to a purchase order). This means that the asset acquisition and corresponding payable are posted for a vendor in the transaction. This reduces the time and effort required to enter the data as well as the scope for errors.

Workflow is not triggered in this scenario. If you want to trigger workflow, use transaction FV60 for any purchasing in accounting. Assets purchased via a purchase order and workflow are not covered in this scenario.

PrerequisitesIn the following examples, it is assumed that the asset master record has already been created using transaction AS01 (as described under Master Data Maintenance) or with LSMW in the installation.

Procedure1. Access the transaction by choosing one of the following navigation options:


SAP ECC Menu

Accounting Financial Accounting Fixed Assets Posting Acquisition External Acquisition With Vendor

Transaction Code

F-90



Business Role Menu

Asset Accounting Postings Acquisition from purchase w. vendor

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2. Enter the required data.

Field Name Description User Actions and Values

Comment

Document Date

MM-1/DD/YYYY Use minus 1 month to current date

Posting Date MM-1/DD/YYYY Use minus 1 month to current date

Type KR

Company Code

1000

Currency/Rate USD

Reference <invoice number>

PstKy Posting Key

31 Vendor invoice

Account Vendor 300000

3. Press Enter.



Comment

Amount in Document Currency

25,000.00 USD

Calculate Tax Selected

PstKy Posting Key 70 Debit asset

Account Asset No. of the asset created

Enter asset created during prerequisite step

Trans.Type Transaction type

100 External asset acquisition

5. Press Enter.


Field Name Description User Actions and Values Comment

Amount 25,000.00

Tax Code Tax code I0


Result

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The asset has been capitalized with the amount specified. In the asset master record, the capitalization and depreciation start dates were set when the first acquisition was posted.

4.2 Retirements

UseFixed asset retirement is the removal of an asset or part of an asset from the asset portfolio. This removal of a complex fixed asset (or part of a complex fixed asset) is posted from a bookkeeping perspective as an asset retirement. In Asset Accounting, you can post both the sale of an asset and the resulting revenue in one single step. At the same time, you can decide whether to integrate the posting with Accounts Receivable Accounting or to post to a clearing account.

Depending on organizational considerations or the business transaction that leads to the retirement, you can distinguish the following types of retirement:

An asset is sold, resulting in revenue. The sale is posted with a customer.

An asset is sold, resulting in revenue. The sale is posted against a clearing account.

An asset had to be scrapped, with no revenue.

An asset retirement can refer to an entire fixed asset (complete retirement) or part of a fixed asset (partial retirement). In both cases, the system uses the asset retirement dates you enter to automatically determine the amounts to be written off for each depreciation area. You can initiate the partial retirement of a fixed asset by entering one of the following:

The amount of the acquisition and production costs being retired

A percentage rate

A quantity

Based on the asset value date and period control, the system automatically determines the reference period for the retirement. The system also automatically calculates any depreciation (value adjustments) applicable to the part of the asset being retired, up to the reference period (retirement). The system automatically retires this depreciation at the time of the retirement transaction. This procedure ensures that the percentage of the book value that is retired is identical to the percentage of the acquisition and production costs that is retired. You must always specify a transaction type to distinguish between prior-year and current-year acquisitions.

PrerequisitesIn order to perform the retirement processes, there must already be acquired assets in your system such as the asset from the transaction performed in process 4.1. In addition, the retirement scenario is relevant to assets with transactional history for periodic posting and depreciation. To correct a current period acquisition, the reversal of the vendor posting or goods receipt (with the case of acquisitions with integration through MM) would be the desired process. Run the asset inventory report to determine suitable assets for retirement. If there are no additional suitable assets, repeat process 4.1 for two additional assets in order to complete the following process steps. After the completion of the acquisitions, perform the transaction ASKB (see periodic processing) and depreciation for the newly acquired assets.

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SAP ECC Menu

Accounting Financial Accounting Fixed Assets Information System Reports on Asset Accounting Asset Balances Inventory Lists Physical Inventory List by Asset Class

Transaction Code

S_ALR_87011981

2. In the Company Code field, enter 1000 and choose Execute.

3. Determine a suitable asset for retirement and make a note of the asset number: __________

4.2.1 Retirement with Revenue and CustomerIf you are also using the Financial Accounting component, you can post the receivable to the customer, the revenue, and the asset retirement in one transaction when you sell an asset. In the relevant posting transaction, you must first post the revenue (customer to revenue from sale of asset) and then the asset retirement. An indicator in the posting transaction instructs the system to post an asset retirement after the revenue has been posted.

The diagram below shows the retirement of 5000 APC with revenue of 3000. The proportional value adjustment of 1250 yields a retirement net book value of 3750 and thus a loss of 750.

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SAP ECC Menu

Accounting Financial Accounting Fixed Assets Posting Retirement Retirement w/Revenue With Customer

Transaction Code

F-92



Business Role Menu

Asset Accounting Postings Asset Retire. frm Sale w/ Customer



Document Date

Today’s date

Type DR Customer invoice

Company Code

1000

Currency/Rate USD

Reference Any, for example, invoice number

PstKy Posting Key 01 Customer invoice

Account Customer 100100

3. Press Enter.



Comment

Amount Revenue (sales price)

500.00

Calculate tax Activate Automatic tax determination

PstKy Posting Key 50 Credit

Account Revenue clearing 700135

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Comment

account

Enter Takes you to the next screen

Amount Revenue (sales price)

500.00

Asset Retirement

X Check the box

5. Press Enter.



Asset <asset number> Enter an asset number for retirement

Trans. Type 260 Retirement of current-year acquisition with revenue

Asset Val. Date Retirement date

Today’s date, for example

Compl.Retirement

X Check box for complete retirement

Amount Posted <Amount of APC being retired with partial retirement>

See note

Percentage Rate <Amount of APC being retired with partial retirement>

See note

Quantity <Number of assets being retired (collective management) with partial retirement>

See note

In addition to full retirement, you can also perform partial retirements. To perform a partial retirement, do not check the box for Complete Retirement. You have three options for partial retirement: retirement by amount remaining of the net book value, by percentage of the net book value, and by quantity for collectively managed assets.

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ResultA partial retirement has been recorded for the specified asset. The gains or losses realized were calculated automatically and posted to the accounts defined in Customizing. If the asset retirement was a complete retirement, the retirement date was set automatically in the asset master record upon posting.

4.2.2 Retirement with Revenue without Customer



SAP ECC Menu

Accounting Financial Accounting Fixed Assets Posting Retirement Retirement w/Revenue Asset Sale Without Customer

Transaction Code

ABAON



Business Role Menu Asset Accounting Postings Asset Sale without Customer



Comment

Asset <asset number> Enter the asset number for a suitable asset

Document Date


Posting Date


Asset Val. Date

Retirement date


Manual Revenue

Select the radio button and enter an amount

Alternately, you can select Rev from NBV (Net book value from depreciation area as revenue)

3. Choose the Partial retirement tab.



Comment

Amount Amount of APC being retired Complete

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Posted with partial retirement retirement if no value entered

Percentage Rate

Amount of APC being retired with partial retirement

50

Quantity Number of assets being retired (collective management) with partial retirement

Complete retirement if no value entered

From Cur.Yr.Acq.

Selected

5. Post the document. Use the Save button on the top of the screen.


4.2.3 Retirement due to Scrapping

UseRetirement without revenue involves the removal of a complex fixed asset from a company’s fixed assets without revenue being realized for the asset (for example, scrapping). When an asset is retired without revenue, the system generates a loss for asset retirement without revenue equal to the retired net book value instead of the revenue and gain/loss posting.



SAP ECC Menu

Accounting Financial Accounting Fixed Assets Posting Retirement Asset Retirement by Scrapping

Transaction Code

ABAVN



Business Role Menu Asset Accounting Postings Asset Retirement by Scrapping



Comment

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Asset <asset number> Enter the asset number for a suitable asset

Document Date


Posting Date Today’s date, for example

Asset Val. Date

Retirement date


3. Choose the Partial retirement tab.


Comment

Amount Posted


Percentage Rate


100

Quantity Number of assets being retired (collective management) with partial retirement

From Cur.Yr.Acq.

Selected



4.3 Intracompany Transfers

UseThree situations may require you to perform an intracompany transfer within a company code.

If changes are made to organizational structures (reclassification of asset classes, changes to business areas or cost centers, and so on)

An intracompany transfer might be necessary if account assignments are incorrect (for example, incorrect asset class)

If a managed asset under construction is completed for summary settlement

Intracompany transfers from one fixed asset to another within the same company code can be carried out in one step. Automatic intracompany transfers are only possible, however, if no values from the sending asset are lost and every area of the target asset is supplied with values.

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PrerequisitesIf a current-year acquisition must be transferred, you should always first perform a reverse posting, followed by a (correct) acquisition posting. If the acquisition was with integration through Materials Management, this also means the reversal of the GR/IR documents. You should only transfer current-year acquisitions if no depreciation keys for automatic calculation exist in the master records.

If the intracompany transfer involves a transfer to a new asset master record that has yet to be created, you can create the master record as described earlier or generate it from the transfer transaction.

In the following example, it is assumed that you have already created the master record before you perform the transfer.



SAP ECC Menu Accounting Financial Accounting Fixed Assets Posting Transfer Transfer within Company Code

Transaction Code

ABUMN



Business Role Menu Asset Accounting Postings Transfer within Company Code



Comment

Asset No. of the asset being retired

Enter asset from earlier acquisition with Vendor

Document Date


Posting Date


Asset Val. Date


Existing Asset

Existing asset

No. of the asset being acquired

Enter asset no. from prerequisite step

3. Choose the Partial Transfer tab.



Comment

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Amount Posted

Amount of APC being retired with partial transfers

Percentage Rate

Amount of APC being retired with partial transfers

100

Quantity Number of assets being retired (collective management) for partial transfers

From Cur.Yr.Acq.

Selected


ResultEither the entire acquisition and production costs (APC) and accumulated depreciation (complete transfer), or the specified APC portion with the relevant proportional accumulated depreciation (partial transfer) are transferred to the receiving asset. The standard transaction type for intracompany transfers (300,) is configured in such a way that the receiving asset adopts the capitalization start date and the depreciation start date historically from the asset being retired. The transaction types 310, 320, 330 do not adopt the capitalization date and depreciation start date.

4.4 Settling Assets under Construction

UseAssets under construction (AuC) are a special form of tangible asset. They are usually displayed as a separate balance sheet item and, therefore, require separate account determination and asset classes. During the phase in which an asset is under construction, all actual postings are assigned to the AuC. Once the asset is completed, a transfer is made to a master record that must be created in the completed fixed assets.

Assets under construction can be managed for summary settlement or by line item. For summary management, the entire expenses incurred are transferred once or several times to the assets in the completed tangible fixed assets at the time of completion. When assets under construction are managed by line item, you can enter settlement rules for every line item assigned to the AuC.

PrerequisitesThe following example is based on assets under construction managed by line item. Asset class 270000 has been identified in Customizing as managed by line item for this purpose.

First, create an asset master record in asset class 9000, as described in the section on master data maintenance. Next, post an acquisition to this asset under construction. To do so, use one of the methods described in the section on acquisitions. Finally, create an asset master record in asset class 1100.

1. Access the transaction using one of the following navigation options:


SAP Menu Accounting Financial Accounting Fixed Assets Asset Create

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Asset

Transaction Code

AS01



Business Role Menu Asset Accounting Assets Create Asset Master Record

2. In the Create Asset: Initial Screen, make the following entries:


Asset Class 9000 Asset class for AUC

Company Code 1000


1

3. Choose Enter.



Comment

General Tab

General Data

Description Temporary Police Barracks

Enter description

Time-dependent Tab

Cost Center Enter – 3010000100 Hit ‘Enter’ to derive further values

Business Area 3010 Derived value

Fund 10000000 Derived value

Functional Area 1020200500000000 Derived value

Grant NOT-RELEVANT Derived value

Funds Center 3010000100 Derived value


6. To create the Building asset, in the Create Asset: Initial Screen, make the following entries:


Asset Class 1100 Asset class for Buildings

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Company Code 1000


1

7. Choose Enter.



Comment

General Tab

General Data

Description Police Barracks Enter description

Time-dependent Tab

Cost Center Enter – 3010000100 Hit ‘Enter’ to derive further values

Business Area Derived value

Fund Derived value

Functional Area Derived value

Grant Derived value

Funds Center Derived value

Deprec. Areas Tab

Area 20 12 Enter value


10. Perform Acquisition with Accounts Payable Integration for the AUC asset created for an amount of $50,000.00.

11. You have created the required asset master data shells for testing.

Procedure

This procedure assumes that the AuC has been completed and has not yet been transferred to the completed fixed assets.

1. Access the transaction by choosing one of the following navigation options:


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SAP ECC Menu Accounting Financial Accounting Fixed Assets Posting Capitalize Asset u. Const. Distribute

Transaction Code

AIAB



Business Role Menu Asset Accounting Postings AuC Assignment of Dist. Rule


Field Name

Description User Action and Values

Comment

Company Code

1000

Asset No. of previously created AuC

Layout 1SAP

Add. Area

Leave Blank

An additional depreciation area can be selected to display the values of another depreciation area in the line item list of the asset under construction. Before selecting an additional Dep. Area the Layout must be adjusted to display the additional fields.

3. Choose Execute. The status for the settlement rule is set to red. This status is changed to green when having maintained the settlement rule.

4. Select the item you posted and choose Enter (Shift+F6).



Comment

Cat Settlement receiver category

FXA Asset

Settlement Receivers

No. of previously created asset in class 1100

% Percentage Rate 100 Portion of AuC APC that can be capitalized

6. To go back to the Settlement AuC: line item list, choose F3. To save the settlement rule, choose Save (F11). Then choose Settlement (Shift+F8). This accesses transaction AIBU (AuC Settlement).

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Company Code 1000

Asset No. of previously created AuC

Document Date Today’s date, for example

Asset Val. Date Tomorrow ’s date, for example

Posting Date Today’s date, for example

Test Run Activate

Detail List Activate

7. Execute the settlement.

8. Review for errors. If no errors exist, then deactivate ‘Test Run’ and execute.

ResultWhen the settlement is carried out, an intracompany transfer is made between the asset under construction and the asset in the completed fixed assets.

To display the document for this intracompany transfer using the Asset Explorer, use transaction AW01N (or from the SAP menu, choose Accounting Financial Accounting Fixed Assets Information System Reports on Asset Accounting Individual Asset Asset Explorer). Asset activities are listed in the Transaction pane.

4.5 Periodic Processing

UseThe steps described in the following section must be carried out periodically at monthly or yearly intervals.

PrerequisitesThe order in which the individual steps are carried out is determined by the other components in use, such as SAP FI-CO and SAP FI.

4.5.1 Periodic Asset Posting

UseIn Public Sector accounting, the fixed assets module is designed with two depreciation areas to handle both the modified and full accrual method of accounting. During an asset acquisition, the APC costs post to the lead depreciation area. Periodically (for example, on a monthly basis), the APC costs must be transferred to the other depreciation areas.

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SAP ECC Menu Accounting Financial Accounting Fixed Assets Periodic Processing APC Values Posting

Transaction Code

ASKB



Business Role Menu

Asset Accounting Periodic and Closing Activities Periodic Asset Postings



Comment

Company Code 1000

List Assets X

List Direct Items

X

Test Run X

Main Asset Number

<asset number> Enter value for individual asset

Asset Sub-number

<asset subnumber>

Standard Posting Run

X

Restart Posting Run

This option is available for multiple runs in a period

3. Check for errors. If no errors exist then deactivate test run and execute.

For performance reasons, execute the reposting program in the background. To do this, from the selection screen for the program, from the menu, choose Program Exec. In Background.


Output Device LP01

Start Time Immediate


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4.5.2 Recalculating Values

UseIn certain circumstances, you might need to recalculate the planned annual depreciation for a variety of fixed assets. You can use the Recalculate Depreciation function to do so (program RAAFAR00). This program (which you can also start as a test run) enables you to recalculate the planned depreciation for a large number of fixed assets. You can also execute the program in the background. For more information, see the section on the depreciation posting run.

You cannot use this function to recalculate depreciation in fiscal years that are already closed.

If the program terminates with a dump, this can happen if the list contains no data. Start the program again. The List Assets field is optional. Try it with and without marking this field.

PrerequisitesYou might need to recalculate planned annual depreciation in certain company codes or for individual fixed assets. This might be necessary if:

You have changed depreciation keys in Customizing.

You have made mass changes that you programmed yourself and these changes affected data relevant to depreciation.



SAP ECC Menu Accounting Financial Accounting Fixed Assets Environment Recalculate Values

Transaction Code

AFAR



Business Role Menu

Asset Accounting Periodic and Closing Activities Recalculate Depreciation



Comment

Company Code 1000

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Comment

Main Asset Number/Asset Sub-Number

Enter value for individual assets or a range of assets

Account Group (w/Leading 0s)

Depreciation Area 20 Area 01 is always fully depreciated

FROM Fiscal Year Current fiscal year

List Assets Activate

Test Run Deactivate

Value Difference Over Limit

See explanation

3. For performance reasons, the recalculation program must be executed in the background. Start the program, therefore, in the background (on the selection screen for the program: Program Exec. In Background).


Output Device LP01

Start Time Immediate

4. Save your entries. The system informs you Background job was scheduled for program RAAFAR00.

If you enter an amount in this field, the list is output at the individual fixed asset level. This list only shows those fixed assets that have a difference (of the amount specified or greater) between the recalculated depreciation and the formerly planned depreciation.

ResultIf changes have occurred as a result of the recalculation process, the planned depreciation is adjusted for the fixed assets concerned. The new planned depreciation is used as the basis for subsequent depreciation posting runs. Check the log using transaction SP01.

4.5.3 Depreciation Posting Runs

UseA posting to a fixed asset initially causes the planned depreciation to change in Asset Accounting. The accumulated depreciation accounts and depreciation accounts of the balance sheet and profit and loss statement are not updated immediately, however. The total planned depreciation is not

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posted to Financial Accounting (only collective documents are created) until the periodic depreciation posting run is executed.

The depreciation posting should be run periodically (annually, semiannually, quarterly, or monthly). When executed as an update run, the program must be started in the background.

The system creates posting documents for each depreciation area and account group in accordance with the posting cycles specified in Customizing. As the posting date, the system uses

The last day of the period for normal periods (no special periods)

The last day of the fiscal year for special periods

PrerequisitesDocument type AF has been defined in Customizing for posting depreciation. In the Customizing definition of the document type, number range 03 has been specified with external number assignment.

The Customizing settings also specify that depreciation in depreciation areas 01 (book depreciation), 03 (reserves for special depreciation), and 20 (cost-accounting depreciation) is posted in the general ledger.

You can define the depreciation posting cycle by specifying the length of time in posting periods between two posting runs. The system is set in such a way that depreciation is posted monthly.

You do not have to keep strictly to this posting cycle. You can also choose an unplanned depreciation posting run using an indicator on the initial screen of the depreciation posting run. When you set this indicator, you can skip over several periods and post the total depreciation for all of the skipped periods in one period. The system supports two different procedures for distributing the forecasted depreciation over the posting periods. The difference between the two procedures becomes evident when you process acquisitions within the fiscal year or handle post-capitalization.

With the catch-up method, depreciation due on a transaction within the fiscal year (from the depreciation start date, according to period control, up to the current period) is posted in one total. The depreciation posting program posts this amount in the period in which the posting date of the acquisition lies.

With the smoothing method, the annual depreciation amount determined is distributed equally over the periods from the current posting period to the year end.

The catch-up procedure is configured in the system for all depreciation areas.

For each depreciation area, you must specify whether depreciation is to be posted to the cost center and/or to the order. This information is taken from the asset master record and passed on to Financial Accounting as an additional account assignment.

For depreciation area 20, the system is set to assign the cost-accounting depreciation and interest to the cost center.



SAP ECC Menu Accounting Financial Accounting Fixed Assets Periodic

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Processing Depreciation Run Execute

Transaction Code

AFAB



Business Role Menu

Asset Accounting Periodic and Closing Activities Depreciation Run



Comment

Company Code 1000

Fiscal Year Current fiscal year

Posting Periods Period for which the depreciation is to be posted

Current period

Planned Posting Run

See explanation

Repeat See explanation

Restart See explanation

Unplanned Posting Run

Activate See explanation

List Assets Activate All the assets are listed individually in the list.

List of Manual Depreciation

Activate Manual depreciation is listed separately.

Test Run You can only execute the update run in the background.

Planned Posting RunYou can post to the next period that is specified according to the posting cycle. During a regular posting run of this kind, the system does not allow you to limit the run to particular assets.

Repeat RunYou can request a repeat posting run for the last period posted. You might need to carry out a repeat run if the depreciation terms were changed for individual assets in

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connection with the year-end closing, for example. During a repeat posting run, the system only posts the differences that resulted between the first posting run and the repeat posting run. You can limit the run to particular assets.

RestartIf a posting run terminated for technical reasons and changes had already been made to the database, you must restart the program in restart mode. Using the restart mode ensures that all system activities that were interrupted by the termination are repeated.

Unplanned Posting RunIf, for whatever reason, you want to skip over one or more posting periods, you can do this by specifying an unplanned posting run. The system then creates postings for all the periods that were skipped, as well as for the period entered. The posting period that you specify, however, must fit into the posting cycle. If you specify period 7 for a quarterly posting cycle, for example, no posting occurs.

3. Once you have made all the necessary entries, execute the depreciation posting run in the background (Program Execute in Background)



Comment

Output Device Printer name

Select an existing printer.

Continue (Shift+F1) Takes you to the next screen

Start Time dialog box

Choose Immediate The job is started immediately.

5. To start the depreciation posting run, save the start time values.

To monitor the job scheduled in the background, use transaction SM37 (or from the menu, choose System Services Jobs Job Overview). Accept the default values and choose Execute.

The job always appears under the name RAPOST2000. The Status column shows the current status of the job. Choose Refresh or F8 to update the information.

When the job status is Finished, select your job and choose Spool. To go from the overview to your list, choose F6.

When this list was generated, the fixed assets in question were also updated to include the posted depreciation. The planned depreciation for every complex fixed asset is not totaled for each posting level and posted directly to Financial Accounting until the periodic depreciation posting run has been executed.

ResultThe planned depreciation is posted to the accounts defined in Customizing. The system always creates collective documents (not individual documents for each asset) when posting depreciation.

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4.5.4 Depreciation Simulation

UseYou can use standard reports to help you forecast the planned depreciation of complex fixed assets over several years. In addition to the simple list display option, you can also post the planned depreciation as planned costs to the cost centers or internal orders to which the individual fixed assets are assigned. The latter is however not configured in the system and thus not covered in this document.



SAP ECC Menu

Accounting Financial Accounting Fixed Assets Information System Reports on Asset Accounting Depreciation Forecast Depreciation on Capitalized Assets (Depreciation Simulation)

Transaction Code

S_ALR_87012936



Business Role Menu Asset Accounting Reporting Depreciation Forecast



Comment

Company Code

1000

Report Date MM/DD/YYYY Specify here the number of years for which the simulation is to run. For example 12/31/2010

Depreciation Area

20

Simulation Version

You can use simulation versions to simulate changes with regard to the types of asset valuation (depreciation key, useful life, for example). You must define simulation versions in Customizing.

In addition to the selection fields above, various other fields can be used to limit the report to particular complex fixed assets.

3. Execute the report and analyze the result.

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4.5.5 Fiscal Year Change

UseFrom a system perspective, a fiscal year change represents the creation of a new fiscal year for a company code. At the fiscal year change, the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year. Once the fiscal year change takes place, you can post to assets using value dates in the new fiscal year. At the same time, you can, however, continue to post in the previous fiscal year, provided this has not been closed as a result of the year-end closing.

PrerequisitesThe fiscal year change can only be carried out (even in test mode) for the new fiscal year. The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year. Before you can change to fiscal year YYYY, you must have already closed fiscal year YYYY-2. You can have a maximum of two fiscal years open for posting at one time.

No business transactions can be posted in a new fiscal year before the fiscal year change. You can continue to post in the old fiscal year, even after the fiscal year change. The system automatically corrects any values that have already been carried forward and that are affected by postings in the past.

The fiscal year change must be carried out as background processing for performance reasons. You can carry out test runs with fewer than 1,000 assets in the foreground.



SAP ECC Menu Accounting Financial Accounting Fixed Assets Periodic Processing Fiscal Year Change

Transaction Code

AJRW



Business Role Menu

Asset Accounting Periodic and Closing Activities Fiscal Year Change



Company Code 1000

New Fiscal Year Current fiscal year + 1

Test Run Activate

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If the company code has been set to production (company code status = blank), you cannot carry out the fiscal year change until the last month of the current fiscal year (in update mode). If the company code is a test company code (company code status = 2), you can change the fiscal year as and when required. You set the company code status in Customizing for Asset Accounting.

No more than two fiscal years, however, can be open at the same time.

Carry out the fiscal year change as a test run. If more than 1,000 assets exist in the system, you must start the program by choosing Program Execute in Background. The section on depreciation posting runs contains information on monitoring the job and spool. If fewer than 1,000 assets exist in the system, you can also start the report online.

ResultIf you started the report in update mode, the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year. Postings can now be made to the new fiscal year.

4.5.6 Year-End Closing

UseYou can use the year-end closing program to close the fiscal year for one or more company codes from an accounting perspective. Once the fiscal year is closed, you can no longer post or change values within Asset Accounting (for example, by recalculating depreciation). The fiscal year that is closed is always the year following the last closed fiscal year. You cannot close the current fiscal year.

The year-end closing in Asset Accounting must be performed before the year-end closing in General Ledger Accounting.

The fiscal year change must be performed in Asset Accounting before the year-end closing (SAP FI-AA).

Prerequisites You must carry out the year-end closing as background processing for performance

reasons. Start the program, therefore, as a background job (on the selection screen for the program: Program Exec. in Background). You can carry out test runs with fewer than 1,000 assets in the foreground.

The system only closes a fiscal year in a company code if the system found no errors during the calculation of depreciation (such as incorrectly defined depreciation keys).

Planned depreciation from the depreciation areas to be posted has been completely posted to the general ledger.

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Balances from depreciation areas that are posted periodically have been completely posted to the general ledger.

All assets acquired in the fiscal year have already been capitalized.

Because this check does not make sense for assets under construction, you can prevent it from being performed for these assets by means of the asset class.

All incomplete assets (master records) have been completed.

The system lists any assets that do not meet the above requirements in the year-end closing log. The log also shows the reason for the errors.



SAP ECC Menu Accounting Financial Accounting Fixed Assets Periodic Processing Year-End Closing Execute

Transaction Code

AJAB



Business Role Menu

Asset Accounting Periodic and Closing Activities Year-End Closing



Comment

Company Code 1000

Asset Classes Asset u. Const.

Capitalization date not checked

Fiscal Year to Be Closed

Fiscal year to be closed

Current fiscal year

Test Run Activate

3. Execute the year-end closing and analyze the log. You can execute the report in the background. The section on depreciation posting runs contains information on monitoring the job and spool.

You can undo a year-end closing that has already been performed. You might need to do this if you establish that fixed assets must be corrected. You can undo the year-end closing for the entire company code or for each depreciation area.

Undoing the year-end closing for entire company codes:

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SAP ECC Menu

Accounting Financial Accounting Fixed Assets Periodic Processing Year-End Closing Undo Entire Company Code

Transaction Code

OAAQ


Business role SAP_BPR_ASSET-S (Assets Accountant)

Business role menu

Asset Accounting Periodic and Closing Activities Cancel year-end closing for company code

Undoing the year-end closing by depreciation area:

SAP ECC Menu

Accounting Financial Accounting Fixed Assets Periodic Processing Year-End Closing Undo By Area

Transaction Code

OAAR


Business role SAP_BPR_ASSET-S (Assets Accountant)

Business role menu

Asset Accounting Periodic and Closing Activities Cancel year-end closing by area

ResultIf you have performed the year-end closing in update mode, you can no longer post to the closed fiscal year.

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5 Appendix

5.1 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

ReportsReport Title Transaction Code Comment

Asset Explorer AW01N

Inventory List S_ALR_87011981

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fm asset accounting 2.doc

Documents