6 Asset Accounting

User Training ManualFinancial Accounting

Table of ContentsAsset Accounting

1. Master Data....................................................................- 2 -

2. Procurement / Capitalization of Assets.........................- 18 -

3. Reversal of Final Assets to AUC& AUC to Internal Order - 31

-

4. Transfer of Assets.........................................................- 33 -

5. Retirement - Scrapping / Sale of Assets........................- 37 -

6. Depreciation.................................................................- 47 -

Planned Depreciation............................................- 47 -

Manual / Unplanned Depreciation.........................- 51 -

7. Reporting......................................................................- 55 -

FI – Asset Accounting Page- 1 -


Master Data

AS01 -

Functionality

A fixed asset is defined as an individual economic good that it is recognized in the balance sheet at the time of closing, and is in the long-term service of the enterprise.

In order to make it easier for the user to create, maintain and evaluate master data, the varied individual information is structured according to its area of use and the relevant functions in the system. The asset master record consists of two main parts:

1. General Master Data: This part of the master record contains concrete information about the fixed asset.

2. Data for Calculating Asset Values: You can specify depreciation terms in the asset master record for each depreciation area in the chart of depreciation. In order for you to make these specifications, the master record contains an overview of the depreciation areas. In addition, there is a detailed display available for each depreciation area. If there are depreciation areas that are not needed for a specific asset, it is possible to deactivate these depreciation areas at the asset level.

Scenario

This system task is used to create an asset master record.

Requirements

A Capital Investment Order with Budget should have been created in preparation for assignment to the asset master record.

Menu Path Accounting Financial Accounting Fixed Assets Asset Create AS01 - Asset

Transaction Code AS01



1. Double Click on AS01 – Asset



2. Press [F4] or Click the Search button in the Asset class field.

.

3. Click the Enter button for a complete list for company code 1100



Note: A list of relevant documents is displayed based on your selection in the previous screen.

4. Select 120001 Buildings

5. Click Enter to confirm your entry.

Create Asset: Initial screen



Note: Use the reference field if you'd like to create an asset master record that is similar to another asset master record. When creating a new asset with a reference asset, the values from the fields of the master record of the reference asset are proposed as default values.

Note: Number of similar assets; This function enables you to create multiple similar assets in one master transaction. These assets initially differ from each other only by their main and/or sub-number. When you save, you can also enter a description and inventory number for each individual master record.

This function does not allow you to create multiple assets that automatically have the same long text..

6. Click Master data Button .



7. Update the following fields:

Field Name Field Description Values

Description Enter a name for the asset in this field.

Example:

Admin.Building

Asset main no. text

In this field, you can enter any desired name for an asset main number. The text is then used, for example, in reporting, and in the display values transaction

Example:

Admin.Building

8. Click the Enter button to confirm your entries.

9. Click <tab button> Time-dependent .



10. Press [F4] or Click the Search button in the Cost center field.

11. Click Enter Button to get a list of cost centers based on your entries.



12. Select the relevant cost center and Double click on it.



13. Click <tab button> Allocations .



Note: Fields on this screen are typically used for report groupings as required.

14. Click <tab button> Origin

Tab button for assignment to capital investment order.

Update the following fields:


Vendor Name of Vendor from Whom the Asset is purchased

Example :100880 R.C.BROTHERS

Capital Inv. Order

Number of the internal order used for budgeting

Example: 7000000

15. Click <tab button> Deprec. areas





DepKy The depreciation key (valuation key) controls the valuation of the asset in the particular depreciation areas.

Example: GD50

Usfl life Enter the useful life. Example: 999

17. Click the Enter button to Validate the entries.

18. Click the Save button.



AS11 -

Functionality

The term "asset" is used for simple assets, as well as for complex large-scale assets that consist of a number of component assets. The data structure of the system, with a 12 character alpha-numeric main asset number and a 4 character sub-number, allows both. The main asset number represents the asset as a whole. Parts of assets can be represented by different sub-numbers. FeaturesEvery master record is automatically created with at least one sub-number, even if no sub-assets exist. The system marks the first master record as an asset main number master record. When you use internal sub-number assignment, this main number has sub-number "0000". You can create additional sub-numbers for this main number master record. The system manages values for each sub-number for every individual depreciation area in year segments. The individual transactions are posted directly to the sub-numbers as line items.

Scenario

This system task is used to create an asset sub-number.

Requirements

Asset master.

Menu Path Accounting Financial Accounting Fixed Assets Asset Create Sub-Number AS11 - Asset

Transaction Code AS11

1. Double Click on AS11 - Asset



Note: Notice the system automatically assigns the first sub-number.

2. Click Master data Button .





Description Enter a name for the asset in this field.

Example: Milling Machine Table

Enter a name for the asset in this field.

Example: Milling Machine Table

4. Click the Enter button to validate the entries.

5. Click <tab button> Time-dependent .

Note: All of the master data from the parent asset master record are adopted to the sub-asset master record.

6. Click <tab button> Origin



Note: Once all relevant data has been maintained, the sub-asset can be saved.

7. Click the Save button

Note: Notice the new asset sub-number has a one at the end. 11500001 1



Procurement / Capitalization of Assets

Purpose :

In this process covers the capitalization of Fixed Assets by Procurement / capitalization of CWIP (Asset under Construction) to the respective asset.

Prerequisites :

Creation of Internal Order, Assets Master & Settlement Rule has to be created before capitalization of Asset under Construction. – Covered in master data user manual.

Procurement of Assets : In SAP We have acquire assets under three way.

1. Procurement without PO2. Procurement from External Vendor With PO3. Procurement of Assets with CWIP Assets MM integration

Work Flow (Step):

1. Procurement with out PO means we have purchase any Assets Directly without MM rout we have book asset directly in FI.

Put the following Required field Optional, and Conditional fields, as needed : Here data divided in two parts : 1. Header Data 2. Item level data.

1. Header Data :


If we don’t know T-Code go thru the explained menu Path

Directly Put T-Code F-90 here


Field R/O/C Description/Action

Document Date R Enter the Document Date means Invoice Date

Document Type R Automatic derive from System

Company Code R Put Company code in which you want to post the document

Posting Date R Put date of document posting for only open period otherwise system will not take the date.

Period O Automatically derive on base of posting date.

Currency/Rate R Put Currency > INR / Optional Field

Document Number Not required to put Document Number because after saving that document, system automatically pick Document Number which is assigned on Document Type.

Translation Date O Date on which want to translate the currency.

Reference O Here we can put the Vendor Invoice No. or Document Number on which we have passing the entry.

Cross –CC Code C If want same document to post in other co. put here company Code : Here not useful.

Doc. Header Text O Put here Important Text.

Trading Part. BA O Not Required.

2. Line item Data :


Posting Key R Enter Posting key which is controlled line item Debit / Credit. Now we have to select the Vendor invoice Posting key it means we are giving credit to Vendor

Account R Put Vendor Account or GL Account as mention in posting key. Now select the Vendor account

SGL Indicator O This field required for any down payment or any special type transaction.

T Type C This field is required when assets entry




posting. The transaction type in Asset Accounting classifies the business transaction. The transaction type controls various system activities when business transactions are posted.

Next Step : Enter after putting Account or last field.


Amount R Put invoice Amount, if vendor select

Calculate Tax O Tick this field If TDS is applicable to Vendor.

Business Place/Section

C Required, if TDS is applicable to Vendor. Business place/section is nothing but TAN No. on which that TDS is deposited.

Business Area O Currently not use this field in SAP

Payment Terms O Automatically derived from vendor master we can change it.

Days / Percent O

Baseline Date O Date on which due date is calculated.

Discount base O

Discount amount O


Press F4 and see the list of Posting key’s which is control the Line item Debit. Credit.

sapevent:DOCU_LINK%5CGL:transaction_type



Invoice Ref. O

Payment Block C We can block that document for payment. Press F4 and see the reason for blocking the payment

Payment Method O Payment method with which this item is to be paid. Either by Cheque, Cash, or any mode.

Assignment Number O The assignment number is an additional information reference field in the line item. You can either enter the field contents manually, or have the system define them automatically in the master record via the sort key field. In case of Banking Transaction we have to put here Cheque Number / CMS No.

Text C Here we can put line item Narration.

Posting Key R Enter Posting key which is controlled line item Debit / Credit. Now we have to select Assets Debit Posting key(70).

Account R After selecting above posting key (70) in that field we see the assets list by pressing F4 and select the assets.

T Type R Required Field for Assets only.


See list by pressing F4 for Type of Asset Acquisition

sapevent:DOCU_LINK%5CDS:GLOS.3526B8ACAFAB52B9E10000009B38F974

sapevent:DOCU_LINK%5CDS:GLOS.3526B8ACAFAB52B9E10000009B38F974


Next Screen (Step) : Enter after putting Account or last field.


Amount R Put * (Amount automatically derived from previous line items) or put Amount.

Now before saving the document, go to the document overview than go to document tab & select the simulate the document or simulate General ledger view below screen appearSimulate Ledger View :

After confirming the entry go to back & Save it.

2. Procurement from External Vendor With PO means procurement of Fixed Assets MM integration P.O. & capitalization of Incidental Expenses along with asset acquired in INR & Foreign currency. Here P.O. will be crated with Account Assignment “A”

Process Flow (Step) :

1. Purchase Requisition : That will be created by concern person(Department) for procurement of asset and send to MM people. Transaction code – ME51N

2. Assets Master Creation : Assets Master will be created by Accounts Department by requesting MM people. Transaction code – AS01

3. Purchase Order : That will be created by mm people with account assignment “A” – Transaction code – ME21N

4. Goods Receipt : Goods receipt entry for assets inward will be done thru MIGO in Store/Gate.



5. Excise Posting : Posting of Excise Invoice / BOE by transaction code – J1IEX to be used with option of Post excise invoice. Here reference document can be taken as internal Excise doc. Number generated. In case of capital goods, Tools and consumables system will post entries to RG23C register with 50 % splitting amount.

6. Asset vendor invoice : Vendor invoice book by transaction code –MIRO with reference to P.O.

3. Procurement of Assets with CWIP Assets MM integration means Procurement of CWIP Assets MM integration P.O. with account assignment category ”F”. in that case we have to create one Internal order for in-house Construction/Production of any Fixed Assets for capturing the Expenses and Material cost which is related to that.

Process Flow (Step) :1. Purchase Requisition : That will be created by concern person(Department) for

procurement of asset and send to MM people. Transaction code – ME51N

2. Internal Order Creation : Internal order will be created by using T-Code “KO01”


Press F4 and select Order Type for Assets “Capital Investment Order” and for Purpose of Maintenance or any overhead purpose select “Internal order for Over Heads.


after that select Controlling area.

Next Step : In Assignment Tab select Company Code, Plant, object Class, Profit Center, Responsible Cost Center & User (Department & Name of person Who is Responsible to do that work), Requesting Cost Center(Department who is requesting for assets), Requesting Co. Code (Same as above), Requesting Order (here we have to give Project order )

Next Step : go to the Investment Tab and select the “Ruchi AUC”


Select Controlling area


Than go to Save Option and Save it. 3. Internal Order Release : After saving the Internal Order than change the Internal Order by

using T-Code :KO02 & go to Control data below screen appearing and change to system status CRTD (Created) with Rel AUC (Release) Internal order for posting of data. Without releasing the Internal order we can’t post any data to that internal order.


Click here to release the Internal Order.

After clicking as above here system status has been change “REL AUC” in place of CRTD


4. Creation of AUC Master : Create AUC thru internal order - GOTO KO02 and put IO no. and GOTO extras select Asset under construction system automatically create AUC Assets.below screen appear.

Than go back or Press F3 to internal order and save it.

5. Purchase Order : That will be created by mm people with account assignment “F” – Transaction code – ME21N

6. Goods Receipt : Goods receipt entry for assets inward will be done thru MIGO in Store/Gate.

7. Excise Posting : Posting of Excise Invoice / BOE by transaction code – J1IEX to be used with option of Post excise invoice. Here reference document can be taken as internal Excise doc. Number generated. In case of capital goods, Tools and consumables system will post entries to RG23C register with 50 % splitting amount.

8. Asset vendor invoice / Expenses Incurred for that asset : Vendor invoice book by transaction code –MIRO with reference to P.O. and With out P.O we have also to book FI Vendor Invoices by using T-Code, FB60,F-90 same as above transaction F-90 except the second line item. In first line item we have to given credit to vendor and in second line item is explained below.

FIRST LINE ITEM DISPLAY1.SLIDE


If we want to change text for AUC change here


2. SLIDE

3. SLIDE

after that go to Document and select simulate general ledger view below screen appear.


Here we have to select the Posting Key 40 for debiting GL

Select the expenses GL and book expenses with reference to Internal order.

Put * system automatically pick value from previous line item.

Press F4 and pick Internal order.


9. Internal Order Reports : before settlement of Internal order, we have to check how much cost booked in that internal order by using transaction code “KOB1”.

10. Settlement of Internal Order : Every month end all internal order should be settle by using transaction code “KO88” and put Internal order Number in Order field.


First Period will start from April now we have put 12 for March

For Internal Order Settlement Select Processing Type “Automatic or by Period only”

Don’t Put Asset Value date in case of Internal order settlement. Here we can put date only in case of settlement of AUC to Final Assets Only.

It is Recommended Firstly always run in test mode and check the data than post the settlement.


After Checking that go back and remove tick from Test Run and again Execute and see detail. System automatically create the Accounting Document as well as Asset Transaction Document & Controlling Document.

Following Accounting Entry will triggered.


Click here and see detail of sender & receiver.

Click here to see Documents crated by system.


11. Settlement of AUC(CWIP) Account : When asset is ready to use we have to settle AUC

(Capital Work in Progress) A/c to Final Assets (Capitalisation of Asset) by using same transaction code “KO88” but before run this transaction you have to create Assets by “AS01” and also make settlement rule. This AUC settlement process is Same as Internal Order Settlement Process.

Maintain Settlement Rule only for AUC settle to Final Asset by using T-Code “KO02”. Go to “KO02” select internal order go to settlement rule and maintain rule for AUC Settle to Final Fixed Assets.

Select above Settlement Rule

After making settlement rule go to KO88 and settle the AUC to Final Assets. Now here we recommended first run this process in test run and check the data than run without tick of Test Run. After settlement of AUC go to “KO02” and change the status of Internal order from


Put here Assets Code in which AUC to be Distributed

Put here Distribution % if AUC Settle to more than one assets.

Put here Distribution Amount if AUC Settle to more than one Asassets.


release to TECHO ”Technically Completed” after TECHO we can’t post any cost to that internal order

Reversal of Final Assets to AUC& AUC to Internal Order : Some time it may be happened by mistake Asset wrongly entered in other class or other assets like, furniture & Fixture my be taken in Office Equipment in that case we can reverse the settlement of AUC to Final Asset and than maintain correct settlement rule & settle it.

Transaction Code : “KO88” Select order and go to settlement tab select Reverse option. That Reversal can be happened only in settlement period i.e. Settlement done in 11th month and we want to reverse it in 12th month in that case reversal not happened. Only in 11th month possible.

Reversal of Direct Put to Use Assets by Using Transaction Code “FB08”





Document Number R Select / Put Assets Document Number which is going to Reversed

Company Code R Select Company Code

Fiscal Year R Select Financial Year

Reversal Reason R Select Reversal Reason which Pre-Defined as Standard.

Posting Date O Put date of posting the reversal Document.

Posting Period O Month of Posting Reversal Document


Important Note : If having addition in any existing assets in standard S A P system will calculated depreciation on first acquisition date, Now in our current scenario depreciation should be calculated on addition capitalisation date, however in SAP We have to create Sub Assets with the reference to Main Assets and here we have to put ordinary depreciation start date which is added field with compare to normal assets creation & that is mandatory field.


For More than One Document Reversal Click Here

We can see the Document List here which is posted and to be reversed

Display Document which is going to be Reversed


Transfer of Assets : There are two type of assets transfer.

1. Assets Transfer with in Company code(Intra Branch Transfer) :2. Assets Transfer Inter company code ( Inter branch Transfer-Company code to

Company Code)

Purpose :

This transaction is used to process an asset transfer between two units. There are different types of transfers, depending on the business transaction that is the reason for the transfer. However for each asset, which is being transferred we will have to carry out the transaction. The accounting entry in both the company code will hit the inter company clearing account, at the end of the period the account the account will have net of balance which should be nil. Information of transfer of Assets receipt from respective department giving full description of assets transfer & location & department of transferee & transferor Intra company asset transfer.

Prerequisites :

Asset Account Number

Menu Path

To go to the Transfer: Initial Screen, use the following menu path: Accounting Financial Accounting Fixed Assets Postings Transfer Inter-

company transfer. Transaction Code : ABUMN

1. Assets Transfer with in Company (Intra Branch Transfer) :Work Flow (Step):

Put the following Required field Optional, and Conditional fields, as needed : 1. Transaction Data :


Document Date R Enter the Document Date means Invoice Date or date when original document was issued.

Posting Date R The date on which the transaction is executed. This becomes the date from which the sender asset is to be removed from the books and the receiver is to be debited take the date.

Asset Value Date R The asset value date is the value date for Asset Accounting. It can deviate from the posting and document date.

Transfer to R Choose any one option from below two




options.

1. Existing Asset : The Asset which is already having in receiving location.

2. New Asset : The Asset which is not having in receiving location & to be create after choosing the New Asset Option. After Choosing New Asset below Master Data tab is activate for creation of assets & below screen of create asset will be appear when clicking the Master Data & the same way we have to create Asset directly here without going to AS01.

2. Additional Detail :


When clicking additional data the same screen appear which is appear at the time of Asset master creation


3. Partial Transfer : Put detail in that field when assets partially transferring.

Simulate Document before saving and Check the Document entry.


Put here any one option. Either Amount, % or Qty.

Select If assets Purchased in previous year

Select If assets Purchased in Current year

Save the Document

Put Here Month of Transaction i.e. May “2” First Period start from April. Posting periods will be within fiscal year.

Specify the type of transaction


2. Assets Transfer Inter company (Inter branch Transfer-Company code to Company Code) : Transaction Code “ABT1N” We can not use this Transaction in Ruchi we go thru the Sales Purchase RoutWork Flow (Step):

The same workflow as above only Specification for revenue is New Field

Note : 1. If we have put Manual revenue than select the transaction variant in additional detail, 03

Revaluation method.2. If we select Revenue from Net Book Value (NBV) than select 02 net method.


No Revenue – Transferring without Revenue

Manual Revenue – Transfer with fixed revenue

Transfer with Net Book Value or IT Value.


Now if here give error for “Balancing field "Profit Centre " in line item 003 not filled” than you select Code 122027 and press the above option “Additional Account Assignment” and put the Profit Centre.

Retirement - Scrapping / Sale of Assets : Asset Retirement is done by two way one is Asset Retire by Scrapping and Second is Assets Retire by Sale.

1. Retirement with Revenue without customer : 2. Retirement without Revenue3. Sale of Assets Without SD Rout With Customer

Prerequisites : Asset Account Number

Menu Path

To go to the Transfer: Initial Screen, use the following menu path: Accounting Financial Accounting Fixed Assets Postings Retirement Retirement W/Revenue. Transaction Code “ABAON” or “ABAO”

Work Flow :

1. Retirement / Sale without customer : Retirement of Assets with Revenue means Sale of assets in Cash, some market value which is to be charge off in P&L Account i.e. which is retire without customer. Update the following Required, Optional, and Conditional fields, as needed:





Manual Revenue O The Value of Asset Retirement which is to be charged on P&L. may be market value

Revenue from NBV O The Value of Asset Pick from below Net Book Values :

1. Book Depreciated Value

2. IT Depreciated Value

The Value to be Charged on P&L Account.

Amount posted O The amount of asset to be posted for partial transfer




Percentage O The %age of asset to be posted for partial transfer

Quantity O The quantity of asset to be posted for partial transfer

Than Simulate the Transaction, Check and post.

Now, after that process Payment received in Cash and that time via Cash Journal Transaction Code “FBCJ” received cash and credit to above Clearing Account of Asset Sale.

2. Retirement by Scrapping - without Revenue without customer : Retirement / Scrapping of Assets without Revenue i.e. value charged in P&L.


Simulate the Document

Post or Save


PATH : Accounting Financial Accounting Fixed Assets Postings Retirement Retirement W/Revenue. Transaction Code “ABAVN”

Update the following Required, Optional, and Conditional fields, as needed:


Assets Number R Enter the Asset which is to be retire.




Go to additional detail field & Update the following Required, Optional, and Conditional fields, as needed:


Posting Period O Enter the Posting Period (Month) of Asset .

Document Type O Put Assets Document Type

Transaction Type O Put here type of Retirement.

Now, If we want to partial retire of assets, go to the Partial Retirement Tab & Update the following Required, Optional, and Conditional fields, as needed:


Amount posted O The amount of asset to be posted for partial transfer

Percentage O The %age of asset to be posted for partial transfer

Quantity O The quantity of asset to be posted for partial transfer

Related to O Tick the Option for Assets which related to Current Year Acquisition of Previous year Acquisition.



After that process simulate the Document and check the entry than post.

Retirement / Sale of Assets With Customer : When Assets sale without billing to Customer (Without SD Rout) we have to sale directly from FI by using Transaction Code “F-92”

Update the following Required field Optional, and Conditional fields, as needed : Here data divided in two parts : 1. Header Data 2. Item level data.

3. Header Data :


Document Date R Enter the Document Date means Invoice Date

Document Type R Automatic derive from System

Company Code R Put Company code in which you want to post the document

Posting Date R Put date of document posting for only open period otherwise system will not take the date.

Period O Automatically derive on base of posting




date.

Currency/Rate R Put Currency > INR / Optional Field

Document Number Not required to put Document Number because after saving that document, system automatically pick Document Number which is assigned on Document Type.

Translation Date O Date on which want to translate the currency.

Reference O Here we can put the Vendor Invoice No. or Document Number on which we have passing the entry.

Cross –CC Code C If want same document to post in other co. put here company Code : Here not useful.

Doc. Header Text O Put here Important Text.

Trading Part. BA O Not Required.

4. Line item Data :


Posting Key R Enter Posting key which is controlled line item Debit / Credit. Now we have to select “01” for debiting to Customer means Customer Invoice

Account R Select Customer Account or GL Account as mention in posting key. Now select




the Customer account

SGL Indicator O This field required for any down payment or any special type transaction.

Amount R Fill Amount Realized.

Text O Put Text, if any you want to capture.

Posting Key R Enter Posting Key for Second Line Item to select the GL Credit Posting Key”50” for capturing the revenue GL.

Account R Select the Revenue GL of Fixed Assets Sale.

Second Step:


Amount R Put * (Amount automatically derived from previous line items) or put Amount.

Cost Center O Select Cost Centre

Asset Retirement C Now, we are going to retire Asset by Sale so you should tick the Asset Retire. After ticking the asset retirement press Enter than “Create Asset Retirement” Box will be appear

Asset R Put Asset Number which is to be retire

Transaction Type R Select Transaction Type i.e. Retirement with revenue or retirement without revenue.





Complete Retirement C Tick if you are doing complete retirement

Amount Posted C Put Amount If Partial Retirement doing on Value based

Percentage Rate C Put % If Partial Retirement doing on percentage based.

Quantity C Put Quantity If Partial Retirement doing on Quantity based

Partial Retirement with Revenue with Customer : Transaction Code “ F-92 “



Zero Net Book Value Assets Scrapping : Transaction Code “ ABSO ” Mostly This Transaction will be used for Low Values Assets Scrapping.



Screen - 2

Now, Simulate by Clicking above symbolScreen – 3

See below status bar where after saving system will show the Document No. which is posted for that transaction.

Now, we have to received Payment and credit to Clearing – Assets Sale A/c.



Depreciation Purpose : This transaction is used to process depreciation on the assets which are either already existing or the assets which are created new in the system. This process of depreciation should be carried out at the end of the period that means either at end of the quarter or at the end of the year. This is a period end closing exercise. Depreciation run can be executed for a period only once. It is advised that, at the end of the period when all the transaction pertaining to assets gets over, this run is executed. We can post two type of depreciation :

1. Planned Depreciation

2. Manual Depreciation

Unpalnned Depreciation for Singal Assets

Unplanned Depreciation for Multi Assets – BDC Configue for Shiftwise Depreciation.

Planned Depreciation : SAP Access

Access Menu Accounting > Financial Accounting > Fixed Assets > Periodic Processing > Depreciation Run > AFAB - Execute

Transaction Code AFAB

Depreciation Run: Initial screen

Select Company Code in which Depreciation is to be Run > Fiscal Year > Month of Posting Depreciation

Select Reason for Posting (*)

Now, Here it is always advisable first Depreciation run Should be in Test Run Mode after checking the data in test Mode execute without tick (√) of test run.

(*) Reason for posting:

You should select “Planned posting run”, which requires that depreciation from previous period was normally posted. During a regular posting run of this kind, the system does not allow you to limit the run to particular assets.

“Repeat run” is to be used in case there are some new assets created after the depreciation run for the last period posted. the depreciation on those assets will be calculated by executing the repeat run &



Same in case of re-posting of incorrect asset depreciation. The system will not calculate depreciation for all the asset again when in the normal course the system has already calculated depreciation and posted the same in the system, so in case of repeat run only for specific new asset we will execute the depreciation run. Repeat run is executed in the similar manner as the normal run. That Function only use at Corporate level.

“Restart depreciation posting run which is indicator for depreciation posting run terminated for technical reasons and changes had already been made to the database, you have to restart the program in restart mode. Using the restart mode ensures that all system activities that were interrupted by the termination are repeated. A restart run should therefore only be performed in certain cases and cannot be started in a test mode.

“Unplanned Posting Run” If, 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.

Depreciation Run for Planned Posting :

After Checking the data in Test Run go back and remove the tick (√) from Test Run than to go to programme tab and select ‘’ Execute in Background’’ OR Press ‘’F9’’ to Execute the Depreciation posting programme.

Next Step : Enter the required data on the screens displayed.



Field Name Description R/O/C User Action and Values Remarks

Output Device Printer name R Select an existing printer.Print Immediately

O Deactivate Select this checkbox if you want to print the list you created immediately.

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

Start Time dialog box

R Choose Immediate The job is started immediately.

After that System will give message at in bottom bar


Click here to Execute the Job


after that go to SM 37 and execute the background job as mention above. After executing below screen appear. And select the job which is run in background.

after that click to Spool and than double click to Type box OR go to Display Contents OR Press F6.

Now the same way we can process Normal ‘’ Unplanned Depreciation Posting Run’’ which is above described.ResultThe planned depreciation is posted to the accounts defined in Customizing. Note that the system always creates collective documents (not individual documents for each asset) when posting depreciation.

Manual / Unplanned Depreciation : This transaction is used to process unplanned depreciation. Unplanned depreciation is like manually posting any depreciation, which is pertaining to past years and the same has not been posted . The system will post depreciation separately besides the ordinary depreciation, which it posts on processing depreciation run. Manual corrections to the values like unplanned depreciation is made as a posting in asset accounting thus the accounting document display will not be possible in this transaction. The document is an internal asset accounting document hence the



same cannot be seen as FI document. But when the asset is displayed the unplanned depreciation will be displayed as values adjusted. This unplanned depreciation gets posted when the next depreciation run is carried out.

SAP Access

Access Menu Accounting > Financial Accounting > Fixed Assets > Postings > Depreciation Run > ABMA - Execute

Transaction Code ABMA & ABAA

1. Update the following Required, Optional, and Conditional fields, as needed: Field R/O/C Description/Action

Company code R Mention the company code in which you want to post the manual depreciation.

Asset R Mention the asset in which manual depreciation is to be posted. Please ensure that there should not be any value in the asset.

Sub number R Mention if some sub number is there.Document date O The system will default the current date to be

posting date, in case you want to transfer the document in some other date than you can also change the date.

Posting date O The system will default the current date to be posting date, in case you want to transfer the document in some other date than you can also change the date.

Period O This will be automatically defaulted.Transaction type R Mention the transaction type for manual

depreciation. The transaction type to post unplanned / Manual / Shiftwise depreciation on the assets acquired in prior year is Z01 and transaction type for posting unplanned / Manual / Shiftwise depreciation on the asset created during the current year is Z02. You will have to determine the depreciation areas in which unplanned / Manual / Shiftwise depreciation is to be managed.

Update the following Required, Optional, and Conditional fields, as needed:



Field R/O/C Description/ActionAmount posted R Mention the amount of depreciation that is to

be posted manuallyAsset value date R Mention the date on which the depreciation

is to be posted.Text R Mention short description of process which is

being done.

IMPORTANT NOTE : The document is an internal asset accounting document hence the same cannot be seen as FI document. But when the asset is displayed the unplanned depreciation will be displayed as values adjusted. This unplanned depreciation gets posted when the next planned depreciation run is carried out. And we can not post the manual depreciation in depreciation posted periods.

SECOND CASE (shiftwise Depreciation) : Transaction Code ‘’ ZF001’’Use above transaction code for posting of Shiftwise Depreciation for particular assets. In that process one format is given, we have to fill all required detail in BDC and the same we have to upload in system and than execute that. See below screen

Next to see below screen


Click here or Press F8 for Execute


after clicking update field system will creation only asset transaction document system will not create the Finance Document because Finance document will be prepared after posting the planned depreciation and that unplanned/shiftwise depreciation should be run before planned depreciation run. BDC Format >> ..\..\F I\AB01_Asset_Unplanned_Dep.xls


Click here to select all transaction and go to update field and click here to post the entry.


Reporting

Purpose : Reporting of Assets are required for Company act and Income Tax act. Asset Explorer provides all information on individual asset: Master data, Valuation, Depreciation, Transactions, Asset History

SAP Access

Access Menu Accounting > Financial accounting > Fixed assets > Asset > AW01N - Asset Explorer

Transaction Code AW01N

On this report we can get assets acquisition, assets planned and posted depreciation, assets retirement, vendor, cost centre, and depreciation as per IT and Co. act. We can also see comparisons detail of year wise depreciation of this asset.

Master Data: this button branches to Master Data screen

Value Screen displays Asset Values, booked and planned depreciation. This screen is interactive with Depreciation Area Selection screen.

Posted Values Tab shown below values :


Select Company Code, Asset No. and Fiscal year after that you will get data and transactions values as below


Transaction Screen Display Assets documents:

We can see Transaction by double clicking in transaction field

See below values after double clicking above



Report selection: with this icon you can drill-down to Asset Reports by double clicking in below options.

SAP Access

Access Menu Accounting > Financial accounting > Fixed assets > Environment > Work list > AR01 - Asset Balance

Transaction Code AR01



Select above selection criteria and get below assets report. We have selected only two or three criteria.



We can get other assets detail and change display layout

We can get more report of assets with different type of combination. See the below path for various assets reports.

SAP Access

Access Menu Accounting > Financial accounting > Fixed assets > Information System > Reports on Assets Accounting > Asset Balances >


6 Asset Accounting

Documents

Transcript of 6 Asset Accounting