Assets Under Construction Investment Orders

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EHP3 for SAP ERP 6.0

December 2008

English

Asset Acquisition for

Constructed Assets (164)

SAP AGDietmar-Hopp-Allee 1669190 Walldorf

Business Process Documentation



Germany

© SAP AG of 22



SAP Best Practices Asset Acquisition for Constructed Assets (164): BPD

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names,screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example textEmphasized words or phrases in body text, titles of graphics and tables.

EXAMPLETEXT

Names of elements in the system. These include report names, programnames, transaction codes, table names, and individual key words of aprogramming language, when surrounded by body text, for example, SELECTand INCLUDE.

Example

text

Screen output. This includes file and directory names and their paths,messages, source code, names of variables and parameters as well as namesof installation, upgrade and database tools.

EXAMPLE TEXTKeys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Exampletext

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

<Exampletext>

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

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Abbreviations

C Character

Character string. Fields of type CHAR may only have a maximum length of 255 intables. If longer character strings are used in tables, use data type LCHR. There areno restrictions for the length of such fields in structures.

CU Currency

Currency field. Corresponds to an amount field DEC. A field of this type must refer toa field of type CUKY (reference field).

CUK Currency Key

Currency key. Fields of this type are referenced by fields of type CURR. The lengthis defined as 5 places for this data type.

U Unit

Units key. Fields of this type are referenced by fields of type QUAN. The length of this data type is defined as 2 or 3 places.

Q Quantity

Quantity. Corresponds to an amount field DEC. A field of this type must always refer to a unit’s field with format UNIT (reference field).

D Decimal

Counter or amount field with decimal point, sign and comma for thousands. A DECfield may have a maximum of 31 places.

DA Date

Date. The length is defined as 8 places for this data type. The output mask can bedefined with the user profile.

N Numeric

Character string that may only contain digits. The length of a field of this type islimited to a maximum of 255 places.

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Contents

Asset Acquisition for Constructed Assets........................................................................................... 7

1 Purpose............................................................................................................................................ 7

2 Prerequisites.....................................................................................................................................7

2.1 Master Data................................................................................................................................ 7

2.2 Roles.......................................................................................................................................... 8

3 Process Overview Table...................................................................................................................9

4 Process Steps.................................................................................................................................11

4.1 Create Investment Order (with Asset under Construction Master Record)...............................11

4.2 Create Budget for Investment Order........................................................................................ 12

4.3 Release Investment Order ...................................................................................................... 13

4.4 AP Post Invoice to Investment Order....................................................................................... 14

4.5 Monitor Order Progress............................................................................................................15

4.6 Asset under Construction Settlement (collective processing)...................................................16

4.7 Create Assets for Complete AUC Settlement...........................................................................19

4.8 Complete Order........................................................................................................................19

5 Appendix......................................................................................................................................... 22

5.1 Reversal of Process Steps.......................................................................................................22

5.2 Used Forms.............................................................................................................................. 22

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Asset Acquisition for Constructed Assets

1 Purpose Assets under construction (AUC) are a special form of tangible assets. They are usually displayedas a separate balance sheet item and therefore require a separate account determination and their own asset classes. During the construction phase of an asset, all actual postings are assigned to the

AUC. Once the asset is completed, a transfer is made to the final fixed asset.

The recommendation of using Investment orders to capture the costs of AUC assets during theperiod and month-end processing will ‘settle’ the costs from the Investment order to the AUC. This isdone so that budget information can be entered for the AUC and tracking of the actual-to-budget canbe performed. Once the AUC is completed, the final asset is created in the appropriate asset class,and the Investment order is set to ‘complete’ so that the next settlement will transfer the AUC asset

value to the completed asset.

2 Prerequisites

2.1 Master Data

You have entered the master data required to go through the procedures of this scenario. Ensurethat the following scenario-specific master data exists before you test this scenario:

Manufacturing Area / Trading Area

Master Data

Value Selection Comment

AssetClasses

* All asset classes besides4000 & 4001

Vendor * Domestic vendor for related account groups

All vendors that are domestic vendors anddeliver the specific material can used

CostCenter

* All cost center

All data that is mentioned within this document are data examples only. Other data can

used also, but must fit to each other (for example, the vendor must listed for the materialgroup).

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2.2 Roles

Use

The 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 tothe user or users testing this scenario. You only need these roles if you are using the NWBCinterface. You do not need these roles if you are using the standard SAP GUI.

Prerequisites

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

Business Role Details Activity Transaction

Accounts Payable Accountant1

SAP_BPR_AP_CLERK-S1

FB60

Assets Accountant SAP_BPR_ASSET-S AS01

Assets Accountant SAP_BPR_ASSET-S KO01

KO02

Assets Accountant SAP_BPR_ASSET-S KO04

KO22

Assets Accountant SAP_BPR_ASSET-S KO8G

Assets Accountant SAP_BPR_ASSET-S S_ALR_87013019

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3 Process Overview Table

Processstep

Externalprocessreference

Businesscondition

Businessrole

Trans-actioncode

Expectedresults

CreateInvestmentOrder, withAUC master record

New AssetUnder Construction(AUC) has beenapproved andthe system musttrack the costsand capitalizethe value whencomplete.

Assets Accountant

KO04 Internal order to

track assetunder constructionbudget andexpenses isavailable and an

asset under construction master record

has beencreated.

CreateBudget for InvestmentOrder

Budget for theapproved AUCis entered in thesystem so thatmonitoring canbe performed.

Assets Accountant

KO22 Budget for AUC is entered intothe investmentorder.

ReleaseInvestmentOrder

Expenses for the AUC haveoccurred andmust be enteredinto the system

Assets Accountant

KO04 Internal order to

track assetunder constructionbudget and

expenses isreleased for postings.

G/L Postingto InvestmentOrder

This activity isperformed tocreate a G/Lposting tointernal order.

AccountsPayable

Accountant1

FB60 The G/L postingto internal order has beencreated.

Monitor Order progress

All the purchaseorders thatrequire releaseby Release

Authorizationperson are listed

and must beapproved.

Cost Accountant

S_ALR_

87013019

Comparison of

the Budget toactual costs isdone to monitor the progress of the AUC.

Asset Under Construction

Settlement

Monitoring of the progress of the AUC isdone.

CentralCost

Accountant

KO8G The monthlycosts from theinvestment order are posted to the

AUC asset.

Create Assetsfor Complete

The costscaptured in the

Assets Accountant

See 155.02Scenario

For this activity,

run the Create

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Processstep

Externalprocessreference

Businesscondition

Businessrole

Trans-actioncode

Expectedresults

AUC

Settlements

order must be

posted to the AUC asset toshow the costson the balancesheet.

(Transaction

AS01)

Asset (155.02)

scenario for example, withasset class70000 and for example,company code1000.

CompleteOrder

The AUC assetis complete, andthe costs mustbe transferred tothe completedasset.

Assets Accountant

KO04 Internal order for AUC asset is

technically complete so thesystem will

perform full settlement

during next order settlement run.

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4 Process Steps

4.1 Create Investment Order (with Asset under Construction Master Record)

Use

This activity creates an investment order (with asset under construction master record).

Prerequisites

Request for capital asset has been created and approved.

Procedure

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

Option 1: SAP Graphical User Interface (SAP GUI)

SAP systemmenu

Accounting → Controlling → Internal Orders → Master Data →

Order Manager

Transaction code KO04

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

Business role (name) SAP_BPR_ASSET-S ( Assets Accountant)

Business role menu Asset Accounting → Internal Order → Order Manager

2. If the Set Controlling Area dialog box displays, enter for example, Controlling Area1000and choose continue.

3. Choose Create.

4. On the Order Manager , create order with type for example, Y600, and then choose Enter .

If you use the Option 2 steps 4.1.2 -4.1.4 are different (at first .4.1.4 then 4.1.2 – 4.1.3 iscovered by the Menu already)

5. On the Create Internal Order: Master Data screen, enter the following:

Field name Description User action and values Comment

Description <Enter a description>

6. Choose the Assignments tab and enter the following data:

Field name Description User action andvalues

Comment

Company Code #1000 Chart of accounts 0010 isused

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ResponsibleCCtr

* for example, Cost Center 1301

7. Choose the Investments tab and enter the following data:

Field name Description User actionand values

Comment

Investment Profile

* for example, Investment Profile 000001 (Model with AuC, summary settlement)

8. Choose Extras Asset under Construction.

9. On the Create Asset: Initial Screen, enter an asset class for example, 4001 and then choose Enter .

10. Remove the Manage historically checkbox after the selection of , choose Back, and then Save.

11. Note the Investment order number and the Asset Under Construction (AUC) asset number created.

Result

Internal order to track asset under construction budget and expenses is available and an asset under construction master record has been created.

Example

ControllingArea

Order type

Description CompanyCode

ResponsibleCost Center

InvestmentProfile

AssetClass

Controlling Area 1000

Y600 Asset-1 #1000 1301 000001 4001

4.2 Create Budget for Investment Order

Use

This activity creates budget for investment order.

Prerequisites

Investment order exists in the system.

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


SAP systemmenu

Accounting → Controlling → Internal Orders → Budgeting → Original

Budget → Change

Transactioncode

KO22

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Business role menu Asset Accounting → Internal Order → Change Order Budget

2. On the Change Original Budget: Initial Screen, in Order , enter Investment Order number fromthe previous step and choose Enter or choose Original Budget .

3. On the Change Original Budget: Annual Overview , in Budget Overall , enter for example, 1000,

and in Budget for desired year (for example, <current year>), enter for example, 1000.

4. Choose Save.

Result

Budget for AUC is entered into the investment order.

Example

Budget overall Budget for desired Year 1000 1000

4.3 Release Investment Order

Use

This activity releases investment order.

Prerequisites

Budget has been entered for the AUC in the investment order.

Procedure



SAP systemmenu


Order Manager




Business role menu Asset Accounting → Internal Order → Order Manager

2. If the Set Controlling area dialog box displays, enter Controlling Area 1000.

3. In the Order Manager , select order from Personal worklist , use (Find by Order) if not

shown in list, and choose (Change) then choose Enter .

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If you use Option 2, steps 4.1.2 -4.13 are different (4.1.3 is covered via the POWL, then4.1.2 must be done). Or go to transaction code KO02 and release your internal order.

4. Choose the Control Data tab; choose and then choose (Save).

Result

Internal order to track asset under construction budget and expenses is released for postings.

Example

Controlling Area


4.4 AP Post Invoice to Investment Order

Use

In this activity you will create an invoice to an internal order.

Prerequisites

An internal order must exist. The document number for the Internal order is known.

Procedure



SAP systemmenu

Accounting → Financial Accounting → Accounts Payable →

Document Entry Invoice

Transactioncode

FB60


Business role(name)

SAP_BPR_AP_CLERK-S1 (Accounts Payable Accountant 1)

Business rolemenu

Accounts Payable. → Invoices → Enter Vendor Invoice w/o PO

Reference

2. Choose the Control Data tab - if necessary - and enter the following data:


Company code

#1000 Chart of accounts 0010 isused

Vendor * (Domestic Vendor) for example, 300001

Invoice Date <Today’s date>

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Posting Date <Today’s date>

Amount * e.g 500

Calculate Tax <Selected>

G/L account * for example, Account 630000(MACHINE ANDEQUIPMENT)

D/C Debit

Order <Investment order document number created in step 4.1>

Make sure that the correctcolumn is selected (order number column)

Amount * for example, 500

Tax code * for example, I0

Tax

JurisdictionCode

* Enter a tax jurisdiction code

Cost Center * For example, 1101

3. Choose the Payment Assignments tab and enter the following data:

Fieldname

Description User action andvalues

Comment

Payt Method

U For example, U for bank transfer

Pmt Terms

* for example, 0001 (Default from vendor master, change if needed)

4. Choose Save.

Result

The invoice to an internal order has been created.

Example

CompanyCode

Vendor Amount G/LAccount

D/C TaxCode

PaytTerms

PmtMethod

#1000 300001 500 630000 Debit I0 1 0001

4.5 Monitor Order Progress

Use

This activity monitors order progress.

Prerequisites

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An internal order for AuC exists.

Procedure



SAP systemmenu

Accounting → Controlling → Internal Orders → Information System →

Reports for Internal Orders More Reports List:Budget/Actual/Commitments

Transactioncode

S_ALR_87013019


Business role(name)

SAP_BPR_ASSET-S (Assets Accountant )

Business role menu Asset Accounting Reporting List: Budget / Actual /

Commitments)

2. On the selection screen enter the following data:

Field name Description User action andvalues

Comment

Controlling Area

Controlling Area1000

Order group

Alternative to a value entry can anorder group for example, AUCentered, when more then one order should be monitored

value <enter Order number which wascreated in step 4.1>

An entry of specific numbers or evena number range is possible also

3. After the data entry was done choose (Execute or F8).

Result

Comparison of the Budget to actual costs is done to monitor the progress of the AUC.

Example

Controlling Area


4.6 Asset under Construction Settlement (collectiveprocessing)

Use

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In contrast to assessment, you cannot perform settlement across fiscal year boundaries. The systemautomatically determines the posting date from the posting period/fiscal year using the last day of the posting period. There are three processing types defined for settlement:

• Automatic: The system selects all the distribution rules for a sender.

• Periodic: All distribution rules with settlement types PER and AUC are selected. PER rulesare applied first. In investment measures, this is followed by settlement to assets under construction.

• Partial capitalization: Use this processing type to partially capitalize an investment

measure that is not yet complete (for example, to settle part of the overall cost to finishedassets).

Prerequisites

Text

Procedure



SAP systemmenu

Accounting → Controlling → Internal Orders → Period-End Closing →

Single Functions → Settlement → Collective Processing

Transactioncode

KO8G


Business role(name)

SAP_BPR_ASSET-S (Assets Accountant )

Business role menu Asset Accounting → Internal Orders → Act. Settlment Int.-/Maint.Orders

2. On the initial screen enter the following data:

Field name Description User actionand values

Comment

Selectionvariant

AUC, order type

Y600,

Company code#1000

<for example, >

YBLMF_AUC

for example, YBLMF_AUC

Variant is already created. If not, createthe variant AUC with selection for order type for example, Y600, Company code#1000and Controlling area Controlling

Area 1000using n create selection variant

to the right of the selection variant field.

Settlement period

<Currentperiod>

Fiscal Year <Current fiscalyear>

Posting Period

<Currentperiod>

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Processing Type

1 Automatic

Test Run <Deselected> At first flag this field to check for possibleerrors

Detail List <Selected>

3. Choose Execute. – not recommended because of possible long runtime.

Recommendation: Run this process in the background:

1. Choose Background Processing in the Processing Options, and then chooseExecute.

2. On the Background Processing Options dialog box, choose Start Immediately. Notethe job number.

3. Choose Check .

4. Choose Confirm.

5. On the Background Print Parameters dialog box, choose the Output device, andthen choose Continue.

6. Choose from the top of the screen the System, select it and then select the OwnJobs line.

7. On the Job Overview screen, choose Jobname.

8. Choose Joblog to see the results.

Result

The cost of AUC Internal Orders are moved into the appropriate assets based on settlement rulesfound in each IO. The Actual Settlement: Orders Basic List report displays the results of thesettlement, for example, the number of messages. It goes on to list the processing senders based onthe categories. The system only outputs a detail list if you choose the corresponding option in theSettlement initial screen. Choose Detail list to see the list displayed. During background processing,the messages are output in the settlement log if required.

AUC Asset not technically complete

Debited Accounts Credited Accounts

Asset under Construction, with AUC Asset Expense, with AUC Internal Order

AUC asset is technically complete

Debited Accounts Credited Accounts

Asset Balance Sheet G/L(based on asset class),with Capital Asset

Asset under Construction G/L, with AUC Asset

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Option A: If the asset construction is complete, proceed to the next step.

Option B: If the asset construction is not complete, repeat this step .

Example

CompanyCode

Vendor Amount G/LAccount

D/C TaxCode

PaytTerms

PmtMethod

#1000 300001 500 630000 Debit I0 1 0001

4.7 Create Assets for Complete AUC Settlement

Use

In this activity you will create assets for complete AUC settlement.

Procedure

For this activity, run the Create Asset (155.02) scenario document for example, with for example, asset class 2000 and for example, company code #1000.

4.8 Complete Order

Use

This step is only relevant for order type Y600

Prerequisites

Text

Procedure



SAP systemmenu


Order Manager




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Business role menu Asset Accounting → Internal Orders→ Order Manager

2. If the Set Controlling area dialog box displays, enter Controlling Area 1000.

3. In the Order Manager , select order from Personal worklist , use (Find by Order) if not

shown in list, and choose (Change) then choose Enter .

If the Option 2 steps 4.1.2 -4.1.3 are different (4.1.3 is covered via the POWL, then 4.1.2must be done)

4. Choose the Control Data tab; choose and then choose Settlement Rule.

5. On the Maintain Settlement Rule: Overview screen, enter the following values:


Line 1:

Cat Account Assignmentcategory

FXA Asset

Settlement Receiver

<No. of asset >

% <Portion of AuC APCthat can be capitalized>

for example, 90

Settlement type

FUL

No. Distribution rulenumber

1

Line 2:

Cat Account Assignmentcategory

CTR

Settlement Receiver

Any cost center for example, 1101(finance andadministration)

% <Portion of AuC APCthat can not becapitalized>

for example, 10%

Settlement

type

FUL

No. Distribution rulenumber

2

1. Choose Goto Settlement Parameters.

2. On the Maintain Settlement Rule: Parameters screen, make the following entries:


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Settlement profile YB00AI Investment measure

Allocation structure Y1 CO allocation structure

3. Choose Save.

Result

Internal order for AUC asset is technically complete so the system will perform full settlement duringnext order settlement run. The full settlement will transfer the costs from the AUC asset to thecompleted asset.

Example

Category Percentage Settlement type

FXA 100,00 FUL

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5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps that you can take to reversesome of the activities described in this document.

Create Investment Order, with AUC master record

Transaction code ( SAP GUI) KO04

Reversal: Create Investment Order, with AUC master record

Transaction code ( SAP GUI) KO04

Business role

Business role menu

Comment Set deletion flag within this Transaction

Create Invoice

Transaction code ( SAP GUI) FB60

Reversal: Reverse Document

Transaction code ( SAP GUI) FB08

Business role

Business role menu

Comment Enter Document number and reason code

5.2 Used Forms

MM forms for Inventory Management

Assets Under Construction Investment Orders

Documents

Transcript of Assets Under Construction Investment Orders