53955556Asset User Manual

Project: Eimskip Group End User Training material for Assets Accounting

End User Training Material

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GROUP

SAP R/3 FINANCIALSIMPLEMENTATION PROJECT

End User Training Material<Asset Accounting>

20th December, 2005



Table of Contents

1. Master Data.............................................................................................................................................. 31.1 Create Asset Master Record...................................................................................................31.2 Change Asset Master Record...............................................................................................13

2. TRANSACTIONS..................................................................................................................................... 232.1 Acquisition of an asset with vendor.......................................................................................232.2 Settlement of Internal Order to Asset under Construction/Assets..........................................272.3 Settlement rule for Asset under Construction........................................................................342.4 Capitalize Asset under Construction.....................................................................................372.5 Post Capitalization................................................................................................................422.6 Asset Retirement with revenue with customer.......................................................................452.7 Asset Retirement by scrapping.............................................................................................522.8 Depreciation Posting.............................................................................................................582.9 Impairment........................................................................................................................... 642.10 Intercompany / Intra company transfer..................................................................................71

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1. Master Data

1.1 Create Asset Master Record

Business Process Description OverviewThe asset master record contains all information relating to an asset that remains unchanged over a longer period of time: Technical master dataOrganizational allocations (usually time-dependent)Depreciation termsThe system stores all the values and transaction data per each asset master record. Assets can be represented differently in the FI-AA component according to their complexity. The structure of the master record is identical for all asset main numbers, asset sub-numbers and group assets. Therefore, the basic procedure for creating any of these objects is essentially the same.

Input - Required Fields Field Value / CommentsAsset Class Determines not only the asset grouping but screen layout and account

determination.Company Code The company code to which the asset is assigned.Description A useful description for identifying the asset (non-generic)Cost Center Required Depreciation Key Required for each depreciation area. These will default in based on the asset class

but can be overridden.Useful Life Required for each depreciation area. These will default in based on the asset class

but can be overridden.

Output - Results CommentsCreation of An Asset Master Record

Tips and Tricks

If you are using external number assignment, enter the new asset main number (or sub-number). If you are using internal number assignment, the system automatically assigns the number.

You cannot use a hyphen or the * symbol as part of the asset number when you use external number assignment.

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Procedural Steps

Access transaction by:

Via Menus Accounting Financial Accounting Fixed Assets Asset Create AssetAccounting Investment Management Fixed Assets Asset Create Asset

Via Transaction Code AS01

On “SAP R/3 Screen”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsAsset Class The grouping which is the main

driver for the assets accounting.R Determines the

asset’s screen layout and account determination.

Company Code The company code to which the asset is assigned.

R

Number of similar assets

Number of similar assets that you want the system to create.

O Input quantity of similar assets available.

Reference Asset Reference another asset to copy as starting point for new asset

O Use if creating several similar assets. Screen layout of this asset will determine what information is copied to the asset.

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Reference Sub Number

Reference Asset Sub Number O

Reference Company Code

Reference Company Code of Asset

O

Post Capitalization If yes, capitalization date will be a Required field

O Typically, asset master is created prior to actual collecting asset costs.

(NOTE: On the above table, in column “R/O/C”; “R”=Required, “O”=Optional, “C”=Conditional)

Press ENTER or Green Check icon to advance to the next screen.

On the "SAP R/3” Screen and Tab labeled "General", enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsDescription Description of asset R This should by a useful non-generic

description of the assetDescription2 Additional description O Use for model number or if more than

50 characters are needed for Description.

Asset main no. text Used in reporting and accessing totals via asset main number

O This will automatically be populated by Description

Account determ Rule for determining general ledger accounts.

R System generated driven by the class.

Inventory Number The unique identifier of an asset O

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Quantity Number of assets. O Used when grouping a number of assets under one asset.

Manage historically System to manage asset with history

O The asset will be displayed in an asset chart

Last Inventory on When the asset was last inventoried.

O Not used when creating a new asset record.

Include asset in inventory list

Will list asset in physical inventory list if checked

O Check Box

Inventory Note Additional information regarding the asset’s inventory.


Capitalized on Date asset is put into service O Automatically populated from acquisition transaction

Required if post capitalization selected

Deactivation on The retirement date of the asset O The system enters the asset value date of a retirement posting.

First Acquisition on The date of the first acquisition posting

O The system automatically inputs this field

Plnd Retirement on Date of planned retirement O Use this if the asset has a known life of use.

Acquisition year The year of acquisition O The system automatically inputs this field

Ordered on The order date of the first purchase order for the asset.



NOTE:Some of the fields detailed above may not appear on your entry screen. The screen layout rule for the asset class will dictate the fields, which appear throughout the entire asset master recordClick "Time-Dependent" Tab to continue creating asset and enter information in the fields as specified in the table below:

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Description R/O/C User Action and Values Comments

Business Area Group of the enterprise uses to report

O Required if using Business Areas.

Cost Center The unit to be charge with the asset’s depreciation or gain/loss.

R Required

Resp Cost Center The Cost Center responsible for maintaining the asset.

O

Activity Type Activity produced by the cost center

O Use when allocating depreciation by activity

Internal Order Internal order to which depreciation or gain/loss should be posted.

O Use if the asset is solely used for an internal order and cost should be charged to it rather than directly to a cost center.

Maintenance Order Maintenance order used to accumulate maintenance cost for the asset.

O Used to collect cost of maintaining the asset.

Plant Plant in which the asset is located. O Used to do plant related analysis of the asset.

Location Location with in the plant where the asset resides.

O Used to do location-related analysis of the asset. Plant is required if location is used.

Room Used to identify small areas within a plant

O This field is used for informational purposes only and does not have a verification check.

License Plate No. The assigned license plate number for registered vehicles.

O This is used for licensed vehicles and is usually shut off on other screen layouts.

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Personnel Number Unique identifying number for an employee

O Use this field to identify an asset with a specific employee.

Shift Factor Indicator for multiple shifts. O Used to spread depreciation across more than one shift of work.

Asset Shutdown Indicates that the asset should not be depreciated during asset shutdown.

O Use in connection with the time dependent dates. Usually during plant shutdowns or if the asset becomes idle.


NOTE:Some of the fields detailed above may not appear on your entry screen. The screen layout rule for the asset class will dictate the fields, which appear throughout the entire asset master record

Click "Allocations" Tab to continue creating asset and enter information in the fields as specified in the table below:


Evaluation group 1 User defined field O User defined field 4 charactersEvaluation group 2 User defined field O User defined field 4 charactersEvaluation group 3 User defined field O User defined field 4 charactersEvaluation group 4 User defined field O User defined field 4 charactersEvaluation group 5 User defined field R User defined field 8 charactersInvestment reason Reason for asset investment or O Used in conjunction with Investment

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capital investment management to identify why the asset was purchased.

Asset super number Asset super number to which asset is to be assigned

O Data relating to the assets in a super number can be analyzed together

Investment support measures

Used to identify investment support measures

O This will generated appropriate depreciation areas for the asset master record.


NOTE:Some of the fields detailed above may not appear on your entry screen. The screen layout rule for the asset class will dictate the fields, which appear throughout the entire asset master recordClick "Origin" Tab to continue creating asset and enter information in the fields as specified in the table below:


Vendor Alphanumeric identifier of the vendor

O May populate automatically from the purchasing information.

Name of Asset Vendor

Name of vendor C Populates based on the vendor number supplied in Vendor

Manufacturer Name of the manufacturer O Informational use only.Asset purchased new Indicator of the asset is purchase

new.O Most assets will fall in this category.

Asset must be indicated either new or used.

Purchased used Asset was purchase used or O Asset purchase used should be

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second hand. indicated for tax purposes. Asset must be indicated new or used.

Trading partner Company id standard for whole group.

O Used for intercompany transfers.

Country of origin The country where the asset was manufactured.

O Informational use only.

Type name Description of asset type O Informational use onlyOriginal asset The number of the asset being

transferred to this asset number. This would be the asset under construction number

O This should be populated when the asset under construction is settled to the asset.

Org.acquistion year The fiscal year the asset was acquired prior to transfer

O This should be populated when the asset under construction is settled to the asset

Original acquistion value

The value of the acquisition prior to transfer

O This field must be entered manually. It is not populated automatically. This might be used to maintain the original value of a used asset.

In-house prod perc The percentage of the asset constructed in-house


Capital investment order

The internal order to which the asset should be statistically posted.

O Use with Investment Management.

WBS element The work breakdown structure to which the asset should be statistically posted.

O Use with Project Systems and automatically populated.



Classification key Net worth tax criteria O Used to classify assets for net worth tax criteria

Property indicator Criteria for property tax laws O Used to indicate assets for property tax criteria

Reason for man val Reason for manual valuation of an asset

O Used to indicate why the assets value was changed manually. I.e., an assessment

Man property val The accessed or manually changed asset value

O The manually change value of the asset. Must activate the indicator for manual property value.


Click "Deprec. Area" Tab to continue creating asset and enter information in the fields as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsDeact. Deactivate Depreciation Area O Will deactivate depreciation areaDepreciation Area Depreciation Area R Will default from asset classDepreciation Area Description

Depreciation Area Description R Will default from asset class

Depreciation Key Depreciation Method R Will default from Asset Class. These keys may be manually overridden.*

Useful Life In years R Will default from Asset Class. These keys may be manually overridden.*

Useful life per In months O Used for partial year depreciationO. Depreciation Start Depreciation calculation start date O Automatically populated based on

Depreciation Key. These keys may be manually overridden.*

Index Index series for replacement value O Avail for calculation of replacement values

Scrap value Scrap value in amount O Used in calculation of Depreciation Scrap value % Scrap value in % O Used in calculation of DepreciationGroup asset indicator Indicates group asset activated O Active if manage values for group assets


Double click on a depreciation area for additional specifications

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Field Name Description R/O/C User Action and Values CommentsScrap value Scrap value in amount O Used in calculation of Depreciation Scrap value % Scrap value in % O Used in calculation of Depreciation


Press the SAVE icon or Asset Save to save the Asset Master Record. In the error line at the bottom of screen, will be a asset number created.Use the green icon to exit or press F-3

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1.2 Change Asset Master Record

Trigger:

To change asset master record.

Business Process Description OverviewThe asset master record contains all information relating to an asset that remains unchanged over a longer period of time: Technical master dataOrganizational allocations (usually time-dependent)Depreciation termsThe system stores all the values and transaction data per each asset master record. Assets can be represented differently in the FI-AA component according to their complexity. The structure of the master record is identical for all asset main numbers and asset sub-numbers. Therefore, the basic procedure for creating any of these objects is essentially the same.

Input - Required Fields Field Value / CommentsAsset Class Determines not only the asset grouping but screen layout and account

determination.Company Code The company code to which the asset is assigned.Description A useful description for identifying the asset (non-generic)Business Area Required if using Business AreasCost Center Required Depreciation Key Required for each depreciation area. These will default in based on the asset class

but can be overridden.Useful Life Required for each depreciation area. These will default in based on the asset class

but can be overridden.

Output - Results CommentsChange of an Asset Master Record

Tips and Tricks

Procedural StepsAccess transaction by:

Via Menus Accounting Financial Accounting Fixed Assets Asset Change AssetAccounting Investment Management Fixed Assets Asset Change Asset

Via Transaction Code AS02

On “SAP R/3 Screen”, enter information in the fields as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsAsset Asset to be changed R Enter asset numberAsset Sub Number Asset Sub Number C Enter asset sub number (if used)

Company Code Company Code of Asset R Enter Company code


Press ENTER or Green Check icon to advance to the next screen.

On the "SAP R/3” Screen and Tab labeled "General", enter information in the fields as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsDescription Description of asset R This should by a useful non-generic

description of the assetDescription2 Additional description O Use for model number or if more

than 50 characters are needed for Description.

Asset main no. text Used in reporting and accessing totals via asset main number

O This will automatically be populated by Description

Account determination Rule for determining general ledger accounts.

R System generated driven by the class.

Inventory Number The unique identifier of an asset

O

Quantity Number of assets. O Used when grouping a number of assets under one asset.

Manage historically System to manage asset with history

O The asset will be displayed in an asset chart

Last Inventory on When the asset was last inventoried.


Include asset in inventory list

Will list asset in physical inventory list if checked

O Check Box

Inventory Note Additional information regarding the asset’s inventory.


Capitalized on Date asset is put into service

O Automatically populated from acquisition transaction

Required if post capitalizaton

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selectedDeactivation on The retirement date of

the assetO The system enters the asset value

date of a retirement posting.First Acquisition on The date of the first

acquisition postingO The system automatically inputs

this fieldPlnd Retirement on Date of planned

retirementO Use this if the asset has a known

life of use.Acquisition year The year of acquisition O The system automatically inputs

this fieldOrdered on The order date of the

first purchase order for the asset.



NOTE:Some of the fields detailed above may not appear on your entry screen. The screen layout rule for the asset class will dictate the fields, which appear throughout the entire asset master record.

Click "Time-Dependent" Tab to continue creating asset and enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsBusiness Area Group of the enterprise uses

to reportO Required if using Business Areas.

Cost Center The unit to be charge with the asset’s depreciation or gain/

O Required active.

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loss.Resp Cost Center The Cost Center responsible

for maintaining the asset.O

Activity Type Activity produced by the cost center

O Use when allocating depreciation by activity

Internal Order Internal order to which depreciation or gain/loss should be posted.

O Use if the asset is solely used for an internal order and cost should be charged to it rather than directly to a cost center.

Maintenance Order Maintenance order used to accumulate maintenance cost for the asset.

O Used to collect cost of maintaining the asset.

Plant Plant in which the asset is located.

O Used to do plant related analysis of the asset.

Location Location with in the plant where the asset resides.

O Used to do location-related analysis of the asset. Plant is required if location is used.

Room Used to identify small areas within a plant

O This field is used for informational purposes only and does not have a verification check.

License Plate No. The assigned license plate number for registered vehicles.

O This is used for licensed vehicles and is usually shut off on other screen layouts.

Personnel Number Unique identifying number for an employee

O Use this field to identify an asset with a specific employee.

Shift Factor Indicator for multiple shifts. O Used to spread depreciation across more than one shift of work.

Asset Shutdown Indicates that the asset should not be depreciated during asset shutdown.

O Use in connection with the time dependent dates. Usually during plant shutdowns or if the asset becomes idle.

(NOTE: On the above table, in column “R/O/C”; “R”=Required, “O”=Optional, “C”=Conditional)Click "Allocations" Tab to continue creating asset and enter information in the fields as specified in the table below:

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Field Name Description R/O/C

User Action and Values Comments

Evaluation group 1 User defined field O User defined field 4 charactersEvaluation group 2 User defined field O User defined field 4 charactersEvaluation group 3 User defined field O User defined field 4 charactersEvaluation group 4 User defined field O User defined field 4 charactersEvaluation group 5 User defined field R User defined field 8 charactersInvestment reason Reason for asset investment

or capital investmentO Used in conjunction with

Investment management to identify why the asset was purchased.

Asset super number Asset super number to which asset is to be assigned

O Data relating to the assets in a super number can be analyzed together

Integration of assets and equipmentWorkflow

Flag that defines work flow for the asset

O

Synchronize Flag that Specifies that the system automatically creates an equipment master record

C Defaults from the Asset

Equipment Number Number by which a piece of equipment can be clearly identified.


Category Key for distinguishing individual technical objects


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according to their use

Object Type Key that describes the object C Defaults from the AssetDescription of technical object

Short text description of the object


Investment support measuresKey

Used to identify investment support measures

O This will generated appropriate depreciation areas for the asset master record.


Click "Origin" Tab to continue creating asset and enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsVendor Alphanumeric identifier of

the vendorO May populate automatically from the

purchasing information.Name of Asset Vendor

Name of vendor C Populates based on the vendor number supplied in Vendor

Manufacturer Name of the manufacturer O Informational use only.Asset purchased new

Indicator of the asset is purchase new.

O Most assets will fall in this Category. Asset must be indicated either new or used.

Purchased used Asset was purchase used or second hand.

O Asset purchase used should be indicated for tax purposes. Asset must be indicated new or used.

Trading partner Company id standard for O Used for intercompany transfers.

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whole group.Country of origin The country where the asset

was manufactured.O Informational use only.

Type name Description of asset type O Informational use onlyOriginal asset The number of the asset

being transferred to this asset number. This would be the asset under constructionnumber

O This should be populated when the asset under construction is settled to the asset.

Org.acquistion year The fiscal year the asset was acquired prior to transfer

O This should be populated when the asset under construction is settled to the asset

Original acquisition value

The value of the acquisition prior to transfer

O This field must be entered manually. It is not populated automatically. This might be used to maintain the original value of a used asset.

In-house prod percentage

The percentage of the asset constructed in-house


Capital investment order

The internal order to which the asset should be statistically posted.

O Use with Investment Management.

WBS element The work breakdown structure to which the asset should be statistically posted.

O Use with Project Systems and automatically populated.


Click "Depreciation . Area" Tab to continue creating asset and enter information in the fields as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsDeact. Deactivate Depreciation Area O Will deactivate depreciation areaDepreciation Area Depreciation Area R Will default from asset classDepreciation Area Description

Depreciation Area Description R Will default from asset class

Depreciation Key Depreciation Method R Will default from Asset Class. These keys may be manually overridden.*

Useful Life In years R Will default from Asset Class. These keys may be manually overridden.*

Useful life per In months O Used for partial year depreciationO. Depreciation Start

Depreciation calculation start date

O Automatically populated based on Depreciation Key. These keys may be manually overridden.*

Index Index series for replacement value O Avail for calculation of replacement values

Group asset indicator

Indicates group asset activated

O Active if manage values for group assets


Press the SAVE icon or Asset Save to save the Asset Master Record.Click the green Arrow to exit or press the F-3 key.

Press the SAVE icon or Group Asset Save to save the Asset Master Record.

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In the error message line in the screen the new asset group will be created.To exit click on green Arrow Icon or Press F-3.

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2. TRANSACTIONS

2.1 Acquisition of an asset with vendor.

Business Process Procedure OverviewAsset Master records are created in transaction AS01 to represent fixed assets owned by an organization. Costs can be applied to these fixed assets through an accounts payable acquisition transaction as described here. For acquisitions that become a depreciable asset immediately or for an asset that is collecting costs over time (Assets under Construction) and is not depreciable, this accounts payable acquisition transaction can be used for two processes as follows:Direct Purchase - An asset, such as an automobile, is being purchased and immediately written onto the Books as a depreciable fixed asset. In this case, the Asset Master Record must be created ahead of time and this transaction will post charges to an Internal order for budget check and the internal order will settle the costs to the assets using settlement rulesAsset under Construction - An Asset, such as a processing plant or building is being created and costs are Collected in the Asset Master Record located in a specific asset class for Assets under Construction. In this case, the Asset Master Record must exist ahead of time and this transaction will post costs to the asset An Asset under Construction is a temporary asset and will not depreciate. It will be distributed and settled in another transaction when the asset has been completed and is to be capitalized and begin depreciating

Input – Required Fields Field Value/CommentsDocument Date Will populate Asset Master Acquisition & Capitalization Dates.Document Type Defaults from the systemCompany Code Insert appropriate Company CodePosting Date Default from systemPosting period Default based on the Posting dateCurrency/rate ISK unless otherwise indicatedAccount Vendor Account NumberAmount Amount to be posted to the assetInternal order Internal order for Budget check Payment Terms

Output – Results CommentsAccounts Payable Open Item for VendorInternal Order Internal order now contains Invoice amount

Tips and Tricks

For today’s date, use the keystrokes F4 followed by F2 instead of using the drop-down calendar feature.

The Asset Master that is to receive the costs and the internal order must be already created prior to processing this transaction.

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Via Menus Accounting Financial Accounting Accounts payable Document entry invoice

Via Transaction Code FB60

On screen “Acquisition from Purchase w: Header Data”, enter information in the fields as specified in the table below:

Field NameDescription R/O/C User Action and Values Comments

Document Date Enter the document date R Current DateCompany Code Enter the Company Code RPosting Date The date the acquisition is to be

postedR System defaults to the current date

Doc header text A description of the transaction O Use to quickly identify the documentVendor Vendor Account Number R The pull down can be used to find

the correct vendor account number.Amount Amount of the invoice for the asset R Enter the amount of the invoiceTax amount Amount of tax on the asset O Amount will be used along with the

Tax code to correctly post the tax.Tax calculate Key indicator for the system

to automatically calculate taxes.O Clicking this radial button on forces

the system to automatically calculate the tax.

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Tax Code Tax jurisdiction code O Enter the appropriate tax code. The “**” Indicates that any tax code will be ok.

G/L Account GL Account Number for the Fixed Asset expense

R

Dr/Cr Dr RInternal order Internal order number R

(Note: On Above table in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

Click on to proceed to the next screen.

Field Name Description R/O/C User Action and Values CommentsPayment Terms Defaults from the Vendor Master Record R Payment Terms may be changed, but will

default based on Vendor Master.Baseline Date Today’s date defaults O Baseline date may be changedDiscount base The part of the amount to which

the discount appliesO

Discount amount

The cash discount in the document’s currency.

O

Payment block Indicator for blocking the payment transaction

O

Pmnt method Payment method for pay the amount

O If this is used only the selected payment method can be used.

Text Free form data O Enter a description of the transaction For reference

(Note: On above table, in column “R/O/C:” “R” = Required, “O” = Optional, “C” = Conditional)

Click on to proceed and save entries

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Confirm that the entry is balanced—Debits equal Credits.

Click the SAVE/Post the payment--Select the <POST> (diskette) icon—Control + S.

A message displaying the document number of the transaction will appear in the status line at the bottom of the screen.

i.e. “Document number 19000004 was posted to Company Code 0101”

Return to Main Menu--Select the Yellow Arrow, or press Shift + F3.

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2.2 Settlement of Internal Order to Asset under Construction/Assets

Trigger: After expense is posted to an internal order it must be transferred to asset under construction or to asset master records

Business Process Description Overview

You create a settlement rule to settle actual costs to an Asset under construction or assets .The settlement rule contains the distribution rules for the sender .This transaction initiates the settlement postings for the selected assets under constructions

Input - Required Fields Field Value / CommentsOrder Internal order to be settled Settlement period Period of settlement

Output - Results CommentsInternal order is settled to asset under construction /assets according todistribution rule

Tips and Tricks

Procedural Steps Access the process “Actual Settlement Order” by:

Via Menus Accounting Controlling Internal orders Period end closing Single functions Settlement Individual Processing

Via Transaction Code KO88

On the “Actual Settlement order: Initial Screen”, enter the information as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsOrder Order Number RSettlement period Period of settlement RProcessing type Automatic OTest run Check O

(Note: On the above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)Press Settlement rule button.On the screen “Maintain Settlement Rule: Overview”, Check the distribution rules

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Go back to the initial screen and execute in test mode.

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Uncheck the test run execute the settlement

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Go to the detail list of settled values

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2.3 Settlement rule for Asset under Construction

Trigger:


You can set up the settlement profiles and then carry out the corresponding posting of the line items at a later point in time, since a separate transaction exists for the actual settlement. This transaction initiates the Settlement posting for the selected assets under construction, and creates the necessary posting documents. During this process, the system automatically separates the transfer of existing assets data from acquisitions that took place in the year of capitalization.

Input - Required Fields Field Value / CommentsCompany Code The company code to of the asset Asset Number Asset number of the Asset under construction

Output - Results CommentsDistribution rules of the asset under construction created

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Procedural Steps Access the process “Settlement of Asset Under Construction” by:

Via Menus Accounting Financial Accounting Fixed Assets Postings Capitalize Asset Under Construction Distribute Accounting->Investment Management->Fixed Assets->Postings->Capitalize Asset under Construction->Distribute

Via Transaction Code AIAB

On the “Capitalize AuC: Initial Screen”, enter the information as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsCompany Code Asset company code RAsset Number Asset to be processed RAsset Sub Number Asset sub number, if applicable O

(Note: On the above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)Press ENTER to advance to the next screen.On the screen “Settlement AuC: Line Item List”, select the line items to be settled.

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Click the push-button ENTER RULES or select Edit Select All w/o settl. rule Edit Edit, Enter S. Dist Rules.

On the screen “ Maintain Settlement Rule: Overview”, enter the information as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsAccount assignment Category

The account assignment category specifies the object type for the settlement receiver

R

Percent Percent to be settled RReceiver Asset record to settle to RAsset Sub-Number Asset sub-number, if applicable O

Enter the means for the distribution in the settlement distribution rule (percentage rate or equivalence numbers) and the respective receivers (assets or general ledger accounts). Click the Green arrow to continue processing. Once returned to the Settlement AuC: Line Item List Screen, save the settlement rules by clicking the SAVE icon or Line Items Save.Next click the push-button SAVE or Environment Perform Settlement.

2.4 Capitalize Asset under Construction

Assets, such as buildings and processing facilities, are built over a period of time and have multiple costs applied to them. These assets are created in a special asset class called Assets Under Construction which acts as a temporary holding asset during construction for which no depreciation is charged. When

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sapevent:DOCU_LINK%5CDS:GLOS.settlement_receiver



the asset is completed, this transaction is used to transfer the asset to the appropriate asset category(s) where depreciation can occur.

Trigger: After an Asset that has been classified as an Asset under Construction has been completed, it must be transferred to a valid asset category (capitalized) so that it can be subsequently depreciated.

Business Process Procedure Overview

This transaction is used to transfer the costs of an asset from the Asset Under Construction category to a newly created asset (or assets) in a valid asset class. It settles either all or part of the acquisition / development costs to a General Ledger Account, Cost center. Transaction AS01 (Create an Asset) must be processed prior to this transaction to create the new asset in the appropriate asset class. This transaction will then settle the costs, transfer the asset value to the new asset master, and set the capitalization date, which will control the asset’s depreciation. When this transaction is successfully completed, the asset under construction no longer contains any costs while the new asset(s) contains the settled values.

Input – Required Fields Field Value/CommentsAsset Number Asset Under Construction being capitalized

Output - Results CommentsUpdate of a new Asset Master record with capitalized values.

Tips and Tricks

The new Asset Master must be created in the correct Asset Class before this transaction can be processed.

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Via Menus Accounting Financial Accounting Fixed Assets Posting Capitalize Asset Under Construction Settle

Via Transaction Code AIBU Settle

On screen “AUC Settlement - Initial Screen”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsCompany Code 4 Character Company

CodeR

Asset Asset to be Processed R Enter the asset number being settledAsset Sub Number Asset Sub Number, if

applicableO Will default from the Asset Number

(Note: On above table, in column “R/O/C;” “R” = Required, “O” = Optional, “C” = Conditional)

Click the Execute button to process the Settlement Transaction

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Press Enter and go back to the previous Screen and uncheck the test run

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Field Name Description R/O/C User Action and Values CommentsTest Run Check Box O Uncheck to Process Transfer

Click the Execute button to process the Settlement Transaction.

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2.5 Post Capitalization

Trigger:

This process may become applicable if amendments to the asset take over values are required to be corrected.

Business Process Procedure OverviewPost-capitalization, represents subsequent corrections to the acquisition and production costs of a fixed asset. An example of when this type of correction might be required is, if user has neglected to add expenditures and costs linked with the acquisition or assembly of an asset to its APC in a fiscal year that is now closed.

Input – Required Fields Field Value/CommentsCompany Code Company code of the asset New asset Asset for post capitalization Amount Posted Amount for Post capitalization Document Date The document date is the date on which the original document was

issuedPosting Date Date which is used when entering the document in Financial

Accounting or Controlling.

Original Value Date The asset value date is the value date for Asset Accounting.

Output - Results CommentsNew asset created and the systemposts the historical APC as an acquisition to the asset balance sheet account, and the accumulated depreciation from past fiscal years to the accumulated depreciation account. The system also posts extraordinary revenue in the amount of the difference between the APC and the accumulated depreciation.

Tips and Tricks

Make sure that the appropriate General Ledger accounts are configured in Fixed Assets Account Determination for any transactions performing G/L postings.


Via Menus Accounting Financial Accounting Fixed Assets Posting Post Capitalization

Via Transaction Code ABNAN

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On screen “Post Capitalization”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsCompany Code Company Code where asset is located RNew Asset/Existing asset

Asset for post capitalization R

Original Value Date

Date of the capitalization of asset

Document Date

Date of the original Document R

Posting Date Date of the Financial Posting RPeriod Period of the Financial Posting O Derived from the Posting Date

(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)

Press Save

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2.6 Asset Retirement with revenue with customer

Trigger:

Asset removal by Sale


Asset retirement is the removal of an asset or part of an asset from the asset portfolio. This removal of a fixed asset from the asset portfolio is posted from a bookkeeping perspective as an asset retirement. In Asset Accounting, the removal of an asset by sale, as well as any resulting revenue, can be posted in a single step. At the same time, you can choose to post to Accounts Receivable (through integration with Financial Accounting) or to a reconciliation account.

Asset sale with customerThe system enables you to post the entry to Accounts Receivable, the revenue posting and the asset retirement in one step. In the corresponding posting transaction, you must first post the revenue (A/R to revenue from asset sale), and then post the asset retirement. An indicator in the posting transaction determines that the system posts the asset retirement after the revenue posting. The prerequisite for this is in the field status group of the revenue account in Financial Accounting, to which the revenue should be posted. The "Asset retirement" field (category Asset Accounting) must be defined as a required or optional entry field in the field status group of this revenue account. When using the standard transaction types, the system automatically creates a profit posting or a loss posting as well as a revenue clearing entry in addition to the asset and accumulated depreciation correction postings. The revenue clearing entry is the same amount as the revenue posting to the account "revenue for asset sale (clearing account)" but with a reverse debit/credit indicator. This account is needed because the sale of a fixed asset is subject to value-added tax (=> automatic generation of a tax posting in Financial Accounting). Internal clearing must, however, take place without taxes.

The profit/loss postings, as well as the revenue clearing entries, are dependent on transaction type. Their automatic creation is controlled by the indicator "profit/loss from asset retirement" in the definition of the transaction type and can be deselected if required. In this case, you must manually enter the corresponding postings.

Input required field

Input – Required Fields Field Value/CommentsDocument Date Entry DateCompany Code Asset Company CodePosting Date Effective Date of G/L PostingPosting Key First Line Item Posting KeyAccount Customer Account NumberTransaction Type The transaction type in Asset Accounting classifies the business

transaction. The transaction type controls various system activities when business transactions are posted.

Output - Results CommentsAsset Retired fully or partially

Tips and TricksProcedural Steps

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Access “Process Asset Retirement with Customer” by:

Via Menus Accounting->Financial Accounting->Fixed Asset->Retirement->Retirement with Revenue->With Customer

Via Transaction Code F-92

On screen “Asset Retirement from Sale w/Customer”: Header Screen, enter information in the fields as specified in the below table:

Field Name Description R/O/C User Action and Values CommentsDocument Date Entry Date RDocument Type R “DR” defaulted by transaction codeCompany Code Asset Company Code RPosting Date Effective Date of G/L Posting RPosting Key First Line Item Posting Key R Usually will be “01” Customer InvoiceAccount Customer Account Number R

(Note: On the above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

Press ENTER to advance to the next screen.

On screen “Enter Customer Invoice: Correct Customer Item” Screen, enter information in the fields as specified in the below table(requried Field)

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Field Name Description R/O/C User Action and Values CommentsAmount The total amount of revenue RPosting Key Posting Key for Asset Revenue

postingR Usually will be “50”

Account General Ledger Revenue account RTransaction Type Asset transaction code R Usually will be “210”

Press ENTER to advance to the next screen: “On Enter Customer Invoice: Add G/L Account Item” Screen, enter information (required)in the fields as specified in the below table:

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Field Name Description R/O/C User Action and Values CommentsAmount The total amount of revenue R User may enter “*”

Asset Number Asset to be retired/sold RAsset Retirement Radio button R Will default “on” after asset number is

entered.Trans type Transaction type R 260Asset value date OCompete retirement

Radio button O

Amount posted OPercentage rate OQuantity OAsset Retirement Radio button R Will default “on” after asset number is

entered.

(Note: On the above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

After the information has been entered, the user has to check the asset retirement and then enter A popup window will be displayed, allowing the user to enter the asset number, transaction type , asset value date and check the complete retirement box in case of complete retirement or else you can enter the partial amount or percentage accordingly.

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Click Overview Button to view the transaction.

Use the following menu path: Document Simulate to view the entry before posting it.Confirm that the entry is balanced—Debits equal Credits.

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Click the SAVE/Post the payment--Select the <POST> (diskette) icon—Control + S.

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A message displaying the document number of the transaction will appear in the status line at the bottom of the screen.

i.e. “Document number 18000001 was posted to Company Code 0101”Return to Main Menu--Select the Yellow Arrow, or press Shift + F3.

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2.7 Asset Retirement by scrapping

Trigger:

An asset is no longer useful to the company and is to be scraped.


An asset retirement is the removal of an asset or part of an asset from the asset portfolio. This removal of a fixed asset from the asset portfolio is known as an asset retirement. In Asset Accounting, the removal of an asset by scrapping, as well as any resulting revenue, can be posted in a single step. At the same time, you can choose to post to Accounts Receivable (through integration with Financial Accounting) or to a reconciliation account.

Input - Required Fields Field Value / CommentsCompany Code Company code to which the asset is assignedAsset Number Enter Asset NumberSub-Number Enter Asset Number (if used)Document Date Defaults to System DatePosting Date Defaults to System DateAsset Value Date Date at which the asset was sold

Output - Results CommentsAsset retirement by scrapping

Tips and Tricks

It is possible to list multiple assets on one screen by selecting the Multiple Assets button.

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Procedural StepsAccess Process Asset Retirement by Scrapping:

Via Menus Accounting Financial Accounting Fixed Assets Posting Retirement Retirement by Scrapping

Via Transaction Code ABAVN

On screen "Enter Asset Transaction: Transfer within Company Code", enter information in the Header Area as specified in the below table:

Field Name Description R/O/C User Action and Values CommentsCompany Code Asset Company Code R Defaults to last used company code.

Use Change company code icon to select different company code

Asset Number Asset master record number R Asset to be transferredAsset Sub Number Asset Sub Number R/O Asset Sub (if used)

(Note: On table, in column marked “R,O,C”, “R”=Required, “O”=Optional,”C”=Conditional)

Click on Transaction Data Tab (if not already selected)

On Transaction Data Tab, enter information in the fields as specified in the below table:

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Field Name Description R/O/C User Action and Values CommentsDocument Date Document Entry Date R Enter document datePosting Date Financial document effective date R Enter posting dateAsset Value Date Posting Period R Enter asset value dateText Asset transaction code O

Click on Additional Details Tab

On Additional Details Tab, enter information in the fields as specified in the below table:

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Field Name Description R/O/C User Action and Values CommentsPeriod Posting Period R Enter periodDocument Type Type of FI document R Defaults to AAPosting Date Financial document effective date R Defaults to system dateTransfer Type Type of asset transfer RAddit. Info: Reference / Assignment

Additional Information on transfer O Enter Reference and Assignment information

Click on Partial Retirement Tab

On Partial Retirement Tab, enter information in the fields as specified in the below table:

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Field Name Description R/O/C User Action and Values CommentsAmount Posted Amount to be transferred O Entry required in one of these fields

only!Percentage Rate Percentage to be transferred O Entry required in one of these fields

only!Quantity Quantity to be transferred O Portion of total purchase order

quantity to be transferredRelated to prior-yr acquis / from current-yr acqu

Related to prior or current acquisition year

O Select proper radio button

Once entry is complete, it is highly recommended that the user review the financial document prior to posting. Clicking on the SIMULATE icon or Extras Simulate from the menu.

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Once satisfied with the displayed information, the document may be posted by clicking on the SAVE icon or Transaction Save from the menu.

To exit click on green arrow icon or press F-3.

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2.8 Depreciation Posting

Trigger:

Every asset transaction in the R/3 System FI-AA component immediately causes a change of the forecasted depreciation. However, it does not immediately cause an update of the depreciation and value adjustment accounts for the balance sheet and profit and loss statements. The planned depreciation is posted to the general ledger when you run the periodic depreciation posting run.

Business Process Procedure Overview

Keys automatically control the calculation and planning of depreciation, interest and revaluation in the system, or you can manually post using a special posting transaction (Planning Manual Depreciation). In both cases, planned depreciation from Asset Accounting must be periodically posted to the corresponding asset and expense accounts of the General Ledger. You carry out this posting using a batch-input session. In addition to the various depreciation types, interest and revaluation, this posting session also posts theallocation and amortization of special reserves (if a corresponding depreciation area is used).

Input - Required Fields Field Value / CommentsCompany Code Enter Company CodeFiscal Year Enter Fiscal YearPosting Period Enter Posting PeriodReason for Posting Run Defaults to “Planned posting run”

Output - Results CommentsDepreciation Run

Tips and Tricks

This job may be run on-line in TEST mode but the actual postings must be executed in background.

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Procedural StepsAccess Process Asset Depreciation by:

Via Menus Accounting Financial Accounting Fixed Assets Periodic Processing Depreciation Run ExecuteAccounting Investment Management Fixed Assets Periodic Processing Depreciation Run Execute

Via Transaction Code AFAB

On screen “Depreciation Posting Run”, enter information in the fields as specified in the below table:

Field Name Description R/O/C

User Action and Values Comments

Company Code Asset company code R Enter Company CodeFiscal Year Financial year R Enter Fiscal YearPosting Period Depreciation period to be posted R Enter Posting PeriodReason for Posting Run

Planned Posting Run is Default

R

Further Options/ Test Run

Allows review of depreciation information prior to producing a batch session

O Default is “on”. It is highly recommended that a test run is executed and reviewed prior to actual production run.

Asset Main Number(s)

Repeat Run Only - allows for deprec posting for a select

O

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group of assetsAsset Sub-Number(s) See Above. OBDC Session Name Name of the batch session R

(Note: On table, in column marked “R,O,C”, “R”=Required, “O”=Optional, ”C”=Conditional)Use the menu path Program Execute in Background to execute the depreciation-posting program. The system requires this program to be executed as a background job due to the high volume of transactions that may be produced. If executed in Background, the system will display a Pop Up screen asking when the job should be scheduled. Enter the appropriate timing for the job to be scheduled. Select CHECK icon to confirm correct selection. Select SAVE to process selection.Once executed, the system will display a message that the background job has been scheduled. Note message indicating job is scheduled. To review the progress of the background job, use the menu path System Services Jobs Job Overview (Transaction SM37).On screen "Simple Job Selection", all required information will be defaulted:

Field Name Description R/O/C User Action and Values CommentsJob Name Name of the Background Job R Defaults to “*” - all jobs. User may

enter the job name if known.User Name System user name R Defaults to your user name

(Note: On the above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)Press EXECUTE to advance to the next screen.

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On the "Job Overview:" screen, review the status of the depreciation job. When the status is displayed as “Finished”, the batch input posting session has been produced and may be processed.Once the batch-input session has been processed, the accounting documents for depreciation have been posted to the general ledger and the depreciation posting is complete.

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Display Asset Document

OverviewTrigger:

Business Process Description OverviewThis process will display a previously created asset accounting document. To display a specific document, enter company code, asset number, asset sub-number in case it is required and fiscal year.

Input - Required Fields Field Value / CommentsCompany Code Company code to which the asset is assignedAsset Number Number of the asset master record for which document is to be

displayedFiscal Year Fiscal year for which documents are required to be seen

Output - Results CommentsDisplays all documents for the asset for the fiscal year

Tips and Tricks

Procedural Steps

Access the transaction by:

Via Menus AccountingFinancial AccountingFixed AssetsPostingEdit DocumentDisplay Document

Via Transaction Code AB03

On the screen “Display Asset Document: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsCompany Code

The system requires the company code that the document was posted under.

R Document numbers are company code specific.

The system proposes the company code that was used in the previous function.

Asset Number The system requires the company code that the document was posted under.

R Asset Number

Asset Sub Number

The system requires the sub-number that the document was posted under.

O Asset Sub-Number

Fiscal Year If the number range that the document type uses is year dependent, you may use this field to be more specific.

O Enter the appropriate fiscal year that the document was posted in.

If you do not enter a fiscal year and the number range used is year dependent, an additional window will appear if the document number exists in various years.

In column “R/O/C” of above table, “R” = Required, “O” = Optional, “C” = Conditional

Select the Enter icon to proceed and click on accounting document icon and view the accounting entries.

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2.9 Impairment

Trigger:

This process may become applicable if assets fail to meet the impairment test owing to recoverable value going below the carrying amount

Business Process Procedure OverviewAn asset is impaired when the carrying amount of the asset exceeds its recoverable amount.

Unplanned depreciation will be used for impairment of assets which will have to be provided for each asset failing

impairment test at the end of year. If in the subsequent years the assets market value has increased significantly

due to any valid reason then the impairment loss recognized for the asset in the prior accounting periods should

be reversed. This write up of the asset should not exceed the cumulative impairment. As a general rule, the system automatically determines the planned depreciation for the current fiscal year by means of depreciation keys entered in the master record. Unplanned depreciation may be required due to

unusual circumstances

Input – Required Fields Field Value/CommentsCompany Code Company code to which the asset is assigned Asset Number Number of the asset master record for which impairment is required

Asset Sub Number Sub -number of the asset master record for which impairment is required

Document Date Default is system date.Posting Date Default is system date.Period Period of pasting Transaction Type 650Amount Posted Amount of impairment Asset Value Date Default is system date.

Output - Results CommentsAPC value of the asset is reduced by the impairment amount and when write up happens subsequently the APC value increases but this write up value of the asset cannot exceed the cumulative impairment

Tips and Tricks

The transaction type in Asset Accounting classifies the business transaction. The transaction type controls various system activities when business transactions are posted..When you execute unplanned depreciation , there is not yet an accompanying FI general ledger posting document in the system. The document is created by the depreciation posting run.

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Procedural StepsAccess the "Unplanned Depreciation" transaction by:

Via Menus Accounting -> Financial Accounting -> Fixed Assets -> Postings -> Manual Val. Correction -> Unplanned Depreciation

Via Transaction Code ABAA

On screen “Unplanned Depreciation: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsCompany Code Asset company code RAsset Number Asset to be processed RAsset Sub Number

Asset sub number, if applicable O

Document Date Document entry date R Default is system date.Posting Date Document effective date R Default is system date.Period Posting period OTransaction Type Asset transaction type R 650.

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Press ENTER to advance to the next screen.On screen "Create Asset Transaction: Unplanned Depreciation", enter the information in the fields as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsAmount Posted Amount of

DepreciationR

Asset Value Date Effective date for AA system R Default is set in configuration.Text Description Field OReference Description Field O

On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)

Press ENTER to update screen.Post the document by clicking the SAVE icon or select Transaction -> Post.Access the "Write up" transaction by:

Via Menus Accounting -> Financial Accounting -> Fixed Assets -> Postings -> Manual Val. Correction -> Write -Up

Via Transaction Code ABZU

On screen "Write up Initial Screen ", enter the information in the fields as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsCompany Code Company Code where asset is located RAsset Asset Number to be written up RSub-number Asset Sub-number (if any) CDocument Date Date of the original Document RPosting Date Date of the Financial Posting RPeriod Period of the Financial Posting O Derived from the Posting DateTrans Type Post Capitalization Transaction Type R 731

On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)

Press ENTER to advance to the next screen.

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Field Name Description R/O/C User Action and Values CommentsAsset Value Date The Value Date for Asset Accounting RUnplanned Depreciation amount.

Depreciation Amount R

Text Descriptive Text ODocument Type AA R System Default - AA

Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)

The Asset Value Date is used for determining the start of depreciation. It may differ from the Document Date and Posting Date.Save the Transaction.

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2.10 Intercompany / Intra company transfer

Trigger:

This Process is used when Transfer of assets happen within the company as well as between legal entities of the group

Business Process Procedure OverviewWhen a transfer happens within a company, Cost centre which is responsible for the asset will be changed in

the master record manually. Since in the Asset master record, cost center is a time dependent field, any changes of cost centers for an asset can be viewed. No additional control is required. Same depreciation

rules and value will be maintained since it is just the department change.

When inter company transfer takes place accounting for profit /loss for sale will be considered for the

company selling it. In the acquiring company this could either be an addition to an existing asset or

acquisition of a new asset. New life will be determined in the acquiring company for this transferred asset

for which depreciation is calculated.

Input – Required Fields Field Value/CommentsCompany Code Selling Company code Asset Number Asset number of the asset to be soldAsset Sub Number Asset sub number of the asset to be soldDocument Date The document date is the date on which the original document was issuedPosting Date Default is system date.Asset Value date Capitalization date Manual Revenue Revenue that was realized due to the sale of an asset or part of an assetCompany code Buying Company codeNew asset

Output - Results CommentsProfit and loss is automatically calculated in the selling company code and a New asset is created with acquisition values in the buying company code and

Procedural StepsAccess the "Inter company Asset transfer " transaction by:

Via Menus Accounting -> Financial Accounting -> Fixed Assets -> Postings -> Transfer -> Intercompany Asset transfer

Via Transaction Code ABT1N

On screen “Inter company Asset transfer : Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Description R/O/C User Action and Values CommentsCompany Code Company code of the legal entity

Selling the fixed assetR

Asset Asset number of the asset to be transferred

R

Asset Sub Number Asset sub number of the asset to be transferred

O

Document Date Date of the original Document RPosting Date Date of the Financial Posting RAsset Value date The Value Date for Asset Accounting RManual Revenue Revenue realized from

Transfer of asset O

Company code Company code of the legal entity buying the fixed asset

R

New asset New asset details in buying company code

O

Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)Press ENTER to advance to the next screen.

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Field Name Description R/O/C User Action and Values CommentsDocument type Document type for posting OTransfer variant transfer variants to specify the

valuation method and transaction type for posting an asset transfer.

R

Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional

Go to the next screen.

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Field Name Description R/O/C User Action and Values CommentsAmount Posted If you want to post a partial

retirement, enter the amount of the APC being retired

O

Percentage rate If you want to post a partial retirement, enter the amount of the APC being retired as a percentage here.

O

Quantity If you want to post a partial retirement, enter Quantity being retired

O


Press Simulate Icon to simulate the document.

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Press Save

Access the "Change in cost center for intercompany transfer " transaction by:

Via Menus Accounting -> Financial Accounting -> Fixed Assets -> Postings -> Transfer -> Intercompany Asset transfer

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Via Transaction Code ABT1N

On screen “Change in asset master” enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values CommentsCost center Change cost center O


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Documents

53955556Asset User Manual