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Fixed assets enduser_training_manual

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  • 1. Saudi Arabian Airlines FINANCIAL ACCOUNTING ASSET ACCOUNTING FIXED ASSETS USER TRAINING MANUAL 2008 Version: 01 FI_O4 Fixed Assets Accounting Version 01 1
  • 2. Table of Contents Table of Contents .........................................................................................................2 1 Course Overview .......................................................................................................4 1.1 Course Goals ...............................................................................................4 1.2 Target Audience...........................................................................................4 1.3 Prerequisites ................................................................................................4 2 Curriculums................................................................................................................5 2.1 Pre Requisite Training:.................................................................................5 3 Business Impact ........................................................................................................6 3.1 Key Impacts .................................................................................................6 3.2 Glossary.......................................................................................................6 3.3 Post Go Live Support Process: ....................................................................6 4 Course Introductions: Overview.................................................................................7 5 Practical Components................................................................................................8 6 Unit 1: Asset Master Data: Create asset AS01 ........................................................17 1.1 Creating Fixed Asset Master Data .............................................................17 1.2 Screen Tabs for Fixed Assets. ...................................................................20 7 Unit 2: Change Asset master – AS02 ......................................................................30 2.1 Changes of cost centre ..............................................................................32 8 Unit 3: Display Asset Master AS03 ..........................................................................33 9 Unit 4: Lock Fixed Asset: AS05 ...............................................................................40 10 Unit 5: Asset Accounting- Business Transactions F-90 .........................................42 5.1 Asset Acquisition........................................................................................42 5.2 Asset Acquisition with Vendor....................................................................42 5.3 View Asset Values AW01N ........................................................................47 11 Unit 7: Asset Acquisition without Vendor: ABZON .................................................49 12 Unit 8: Asset under Construction: AIAB .................................................................54 FI_O4 Fixed Assets Accounting Version 01 2
  • 3. 13 Unit 9: Lease Assets ASO1 ...................................................................................61 9.1 Create Lease Assets AS01 ........................................................................61 9.2 General Leasing Tabs on Screen:..............................................................63 14 Unit 10: Entering the Opening Entry AS03.............................................................66 15 Unit 11: Revaluation of Fixed Assets ABAW..........................................................68 16 Unit 12: Asset Retirement-With or Without Revenue: F-92....................................73 12.1 Case # 1 Asset Retirement With revenue ................................................73 12.2 Case # 2 ABAVN......................................................................................79 17 Unit 13: Asset Transfers AS02...............................................................................83 13.1 Change of Cost Centre ............................................................................83 13.2 Change of Business Area: AS02..............................................................87 13.3 Change of Asset Class: ABUMN..............................................................91 18 Unit 14: Edit Asset Document/Reverse Asset Document: AB02/AB03 ..................95 14.1 Edit Asset Document................................................................................95 14.2 Reverse Asset Document: AB08..............................................................98 14.3 Reverse Normal: Assets Document .........................................................98 14.4 Reverse Capital Work In progress (CWIP) Document AIST ..................103 19 Unit 15: Periodic Processing AFAB .....................................................................108 15.1 Depreciation Run ...................................................................................108 15.2 Unplanned Depreciation: ABAA .............................................................120 20 Unit 16: Asset Fiscal Year Change: AJRW ..........................................................123 16.1 Asset Fiscal Year Change: AJRW..........................................................123 16.2 Asset Year –End Closing Execute: AJAB ..............................................130 16.3 Asset Values ..........................................................................................136 21 Unit 17: Asset Account Information Systems .......................................................137 17.1 Standard Sap Reports............................................................................137 17.2 Asset History Sheet................................................................................138 17.3 Depreciation Values ...............................................................................139 22 LEGEND ..............................................................................................................140 FI_O4 Fixed Assets Accounting Version 01 3
  • 4. 1 Course Overview This course will focus on how SAP Accounting for Fixed Asset module manages general assets, transactions, retirements, changes and other activities. This will also include Fiscal year management, depreciation of assets. The starting point of the course will introduce the concept of Fixed Asset Master Records and data through creation, changing and management of assets and will give explanations with regards as to how they will relate to transactional processes. The course will also touch on the structures of Fixed Asset Accounting as a financial record and their significance to processes that are critical to the business accounting in the recording of accounting transactions such as revenues, adjustments, changes, depreciation and retirements/scrapping of assets and also assist in areas of internal and external reporting. Master records fields and their impact on transactional processing will also be under focus. During course trainees will be taken through the steps in the creation of the fixed asset Master records execute transactional processes in areas of: parking, posting, document changing, accounts, depreciation and document reversals, fiscal year closing and reporting. Course Version: 2008 - Version 1 Duration 5 Days 1.1 Course Goals At the completion of the course the delegates should be able to; 1. Overview of the SAP ERP MRO System – Financials- FI_AA 04 2. Understanding Company Codes, Classes, Types and SAP numbering of Assets 3. Understand SAP language and Financial Accounting Module 4. Creation and Managing Fixed Assets 5. Changing Fixed Assets 6. Acquisitions of Assets 7. Access to Transactions, between clients, Vendors and the Business 8. Depreciation, Scrapping Assets and Locking Assets 9. Fiscal Year Closing 10. Reporting 1.2 Target Audience • All Phase 1 SAP End Users 1.3 Prerequisites • Essential PC Literacy and Full completion of SAP Basic Navigation Training • Accounting in English – ( English skills required- above learner standards levels) FI_O4 Fixed Assets Accounting Version 01 4
  • 5. 2 Curriculums Finance Course Curriculum. FI_01 FI_02 FI_03 FI_04 FI_05 FI_06 FI_07 GL Accounting Accounts Payable Accounts Receivable Fixed Assets Funds Management Bank Accounting FI Executive & Management 2.1 Pre Requisite Training: Course Content SAP 01 Sap Basics and Sap Navigation Training English (Standard Levels) Pass level or have a good command of the English language Financial Accounting Good understand of the Business and Financial Accounting Practices FI_O4 Fixed Assets Accounting Version 01 5
  • 6. 3 Business Impact 3.1 Key Impacts Business Process Impact: Fixed Assets The impact of the new Fixed Asset course on Saudi Airlines is limited. The asset process is similar to that which is in existence, but SAP will replace the existing accounting system used for Fixed Asset system, as well as integrate with the GL with all other Finance and Procurement systems. At a later stage there will be further integration with Human Resource Management, Aircraft Maintenance and General Maintenance. 3.2 Glossary Terminology Meaning comments SAP 3.3 Post Go Live Support Process: Contact Telephone No: 4000 Email: ithelpdesk@saudiairlines.com.au LAN: http://ahd.sv.net Any queries should be logged with the Saudi Airlines Help Desk: Please dial 4000 FI_O4 Fixed Assets Accounting Version 01 6
  • 7. 4 Course Introductions: Overview FI _04 – Asset Accounting This course provides an overview of Fixed Asset Accounting within SAP. Users will be able to maintain asset master data, process transactions throughout the asset life cycle, and generate asset reports. The medium of instruction will include a Power Point presentation and hands on exercises. The functions for handling tangible and intangible assets enable you to illustrate and document the development of fixed assets for accounting purposes. Asset accounting is a subsidiary ledger of the general ledger and is used to manage and document in detail fixed asset transactions. In Fixed Asset accounting, you can update depreciation and changes to asset balance sheet values in asset accounting. You can also make various account assignments to cost accounting for these transaction types. As a result of the integration in the SAP AG System, Asset Accounting (FI-AA) transfers data directly to and from other SAP AG components. For example, you can post from the retirements fiscal year data a component directly to FI-AA. Locking, reversal and scrapping including updating changes, company codes and asset number information with or without vendors. FI_O4 Fixed Assets Accounting Version 01 7
  • 8. 5 Practical Components Note This training document does not serve to meet all your needs for the knowledge of the SAP AG System. It should be treated as a supplement and/or guide to your daily work and nothing further. This training document/manual will only provide explanation of the key and mandatory data fields and not all of the fields appear on the screen. However, users may use the online help facility provided by SAP AG system by placing the cursor on the field that requires explanation and click the [ ? ] icon. Please note: The screen displays on SAP Web Gui will be a little different in display only, not functional purposes. Business Case Catalogue No. Business Case ID Business Case Description 1 FIAA01 Create Asset Master Data 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 FIAA02 FIAA03 FIAA04 FIAA05 FIAA06 FIAA07 FIAA08 FIAA09 FIAA10 FIAA11 FIAA12 FIAA13 FIAA14 FIAA15 FIAA16 FIAA17 FIAA18 FIAA19 FIAA20 Remarks Change Asset Master Data Create Sub Asset Display Asset Master Data Lock Asset Delete Asset With Vendor Acquis. w/Autom. Offsetting Entry Clearing Offsetting Entry Post Capitalization Distribute Settle Transfer within Company Code Intercompany Asset Transfer With Customer Asset Sale Without Customer Asset Retirement by Scrapping Subsequent Revenue Subsequent Costs WriteUp FI_O4 Fixed Assets Accounting Version 01 Asset Master for Asset Under Construction will be created once relevant Internal Order has been created 8
  • 9. Process Flows: Diagram 1 as per Business Blue print. Figure xx1 FI_O4 Fixed Assets Accounting Version 01 9
  • 10. Asset Master Data: Diagram 2 Figure xx2 FI_O4 Fixed Assets Accounting Version 01 10
  • 11. Asset Master Deletion: Diagram 3 Figurexx3 FI_O4 Fixed Assets Accounting Version 01 11
  • 12. Capital Project Cycle: Diagram 4 Figurexx4 FI_O4 Fixed Assets Accounting Version 01 12
  • 13. Asset Acquisition: Diagram 5 Figure xx5 Asset Retirement: diagram 6 figure xx6 FI_O4 Fixed Assets Accounting Version 01 13
  • 14. figure xx7 FI_O4 Fixed Assets Accounting Version 01 14
  • 15. Depreciation 2. Depreciation Posting Run (AFAB) 1. Need to run depreciation 3. Select background jobs (SM37) Yes 5. Display asset values (AW01) No 4. Any errors? Change Asset Master Record Periodic Reports figure xx8 Year End Closing Related Process Asset Department Yes 1. Need to process year end 2. Has final period dep been run? 3. Run successful? 5. Change Fiscal Year Close Last Fiscal Year No No 5.Resolve Errors and Run Depreciaiton Again Depreciation Periodic Reports figure xx9 FI_O4 Fixed Assets Accounting Version 01 15
  • 16. Business Processes No. Title Description 1 Asset master Record Creation This process covers the creation of single and multiple asset master records. It also covers assigning newly created assets to project settlement rules. 2 Asset Master Record Maintenance This process covers asset master record changes. Where there is a change in location E.g. Between regions or cost centres, the master data can be changed accordingly. Where there is a change between asset classes, a transfer should be performed. 3 Locking an Asset This process covers the asset Lock functionality in SAP. Locked asset can not receive any financial postings. 4 Asset Master Record Deletion This process covers assets that must be deleted. This can only be performed on assets with NO transactional data. Where this is not the case, the asset must first be retired and after one year in the system it can be deleted. 5 Asset Acquisition This process covers the capitalisation of costs to Fixed Assets. Capitalization using asset under construction as well as direct capitalization processes are covered. 6 Asset Retirement This process covers the removal of an asset or part of an asset from the asset portfolio. This removal of an asset (or part of an asset) is posted from a bookkeeping perspective as an asset retirement. 7 Transfer This process covers the transfer of assets between classes or areas. Either when the incorrect asset class was used or if the asset was capitalised to unclassified assets and later transferred to classified assets. It is also used to transfer assets between company codes, regions or areas. 8 Depreciation This process covers the calculation and execution of asset depreciation based on the remaining asset useful life and depreciation method. i.e. Straight line. The depreciation costs are posted to the assigned assets’ cost centre on a monthly basis. 9 Manual Value Correction This process will cover the value correction using standard transactions provided by SAP. 10 Asset Document Reversal Incorrect posted transactions can be reversed in SAP. Audit trail of reversal is maintained in the system. 11 Year End Closing This process covers the opening and closing of asset fiscal years. This process checks that all depreciation in a given period has been posted. It also checks if there are errors or incomplete entries for any assets. FI_O4 Fixed Assets Accounting Version 01 16
  • 17. 6 Unit 1: Asset Master Data: Create asset AS01 1.1 Creating Fixed Asset Master Data Use: If you acquire a new fixed asset for the business which has no master data existing in the system, you need to create the master data for the asset in the system before you can create any transactions against this asset. Action by an Authorized trained staff only. Menu Path and Transaction Number: To create the fixed asset master number use transaction code: ASO2 or use the following menu path Accounting→Financial Accounting→Fixed Assets→Asset→Create→ Asset Procedure ... 1. Choose → Accounting 2. Path to follow: →Financial Accounting → Fixed Assets →Create→ Asset 3. The window opens in mode order. 4. Choose → Double click on Asset. 5. Screen: Asset Master Data screen will be displayed 6. On screen “Create Asset: Initial Screen”, enter information in the fields as specified in the table below: -refer to Title Bar name. 7. Note: The screen curser will default into the asset class: 8. Specify at least an asset number and a name for the asset. 9. Hit enter or click on the icon (Goto: page 20 in the manual to continue with the process) FI_O4 Fixed Assets Accounting Version 01 17
  • 18. Note: Remember to locate your desktop Icon first and then login into the SAP system. Use your Basic Navigation training documents for help to action this process. Enter your user Id and Password and hit enter on the keyboard. Once you have followed the menu path the main menu- SAP Easy Access will be displayed as per figure A1 on page 18 Figure A1 FI_O4 Fixed Assets Accounting Version 01 18
  • 19. Follow this menu path: Accounting→Financial Accounting→Fixed Assets→Asset→Create→ Asset Procedure: 10. Choose Accounting ... 11. Path to follow: →Financial Accounting → Fixed Assets →Create→ Asset 12. The window opens in mode order. 13. Choose → Double click on Asset. 14. Screen: Asset Master Data screen will be displayed 15. On screen “Create Asset: Initial Screen”, enter information in the fields as specified in the table below: 16. Note: The screen curser will default into the Asset class: 17. Specify at least an Asset class or select a name for the asset from the icon button as per figure 1 on this page. 1. Curser will default to this field Figure 1 FI_O4 Fixed Assets Accounting Version 01 19
  • 20. Field Name Description R/O/C Comments Asset class Company code Classification of the asset Enter your Company Code R R Use drill-down to locate the asset class Number of similar assets Number of similar assets that you want to create in the system when you save. O Reference: Asset Sub-number Company code The reference asset that you are copying from O This function enables you to create multiple similar assets in one master transaction. These assets initially only differ in their asset numbers. When you save, you can also enter a description and inventory number for each individual record. (Refer to page 20 for details) Check the data before you copy 1. <Enter> or if click on the icon next tab you will be asked to save, click on the 1.2 Screen Tabs for Fixed Assets. New Screen: Create Asset: Master Data- General Tab highlighted in dark blue on screen as per figure 2 on page 21. Process of creation and field names and prompts are as follows. FI_O4 Fixed Assets Accounting Version 01 20
  • 21. Figure 2 Note: General Tab information displayed for Asset: (Highlighted in Dark blue on screen) If asset doesn’t exist, this is the message displayed As per figure 2a or if asset class doesn’t match the company code Figure 2a On screen “Create Asset: Master Data”, enter information in the fields as specified in the table below: FI_O4 Fixed Assets Accounting Version 01 21
  • 22. General Data: Field Name Description Description Asset main no text Manage Historically Inventory no Last inventory on Include assets in inventory list. The description of the asset One line description of the asset. It will appear in reporting. Set this indicator if you want this asset to be manage Historically You can enter an inventory number for the asset. The inventory is placed into the standard inventory list for Asset Accounting (Information System). You can enter the date of the last inventory. Set this indicator if you want this asset to be counted in a physical inventory check. Inventory and Posting Information: Description Field Name Inventory note Posting information Capitalized on First acquisition on Acquisition year Deactivation on Supplementary information for the analysis of physical inventory When the document was posted The capitalization date is the value date of an asset. The system automatically sets the asset value date of the first acquisition posting in this field. The system enters the fiscal year of the first acquisition posting in this field. The system enters the asset value date of the retirement posting for a full retirement in this field. R/O/C R O O O Comments If leave blank, the first line of description will be copied over to this field. This indicator ensures that this asset is manage Historically Accounting trace for reporting within the Financial Accounting Information System O This field is for information only O This indicator ensures that this asset is included in the standard inventory list of Asset Accounting. Asset without this indicator are not output by the report. R/O/C O Comments General Information for Users Used for information when and why and who posted the document The field will be automatically updated upon acquisition posting. The field will be automatically updated upon acquisition posting. The field will be automatically updated upon acquisition posting. O Once an asset has been deactivated, you can no longer post to the asset (with one exception: posting a reversal of the last retirement). In order for you to be able to make correction postings after an asset has been deactivated, you can also manually change the deactivation date in the asset master record. Once you have entered the required data in the fields, if you click on then You will be asked to save the data- Click on the time Dependent tab on screen. FI_O4 Fixed Assets Accounting Version 01 22
  • 23. 1. Click on the <Time-dependent> tab. (Which will be highlighted in dark blue) Figure 3 Field Name Business area Cost centre Plant Location Description This field must be left blank as the business area will be default through cost centre This is the cost centre where the depreciation expenses of the asset will be charged. Used in selection criteria in reporting Used in selection criteria in reporting R/O/C Comments R Use drill-down to locate the cost centre O O Not displayed Use drill-down to find out the predefined location. O Serial no. R This is an optional (but not for this update) Process: 1: Enter the business Area: 2. Enter the cost centre: 3. If you click on the icon then click on the next tab required- Allocations. FI_O4 Fixed Assets Accounting Version 01 23
  • 24. 4. Click on the <Allocations> tab. (The tabs are always highlighted in dark blue) Figure 3a Field Name Main Category Evaluation groups Sub Category Integration of Assets Description Use the drop down function and choose appropriate code related to asset Use the drop down function and choose appropriate code related to Main Category R/O/C R/O Comments Allocations R/O Change/Create equip from asset 1. Click on the evaluation 1 field , and after selecting the required information 2. Then Click on the icon then click onto the next required tab. FI_O4 Fixed Assets Accounting Version 01 24
  • 25. 3. Click on the <Origin> tab. Figure 4 Origin: Field Name Vendor Asset Purchased New Purchased Used Description You can enter vendor number (Customer) Set this indicator if the asset was purchased new (not used) Set this indicator, if this asset was second-hand when it was acquired (not new). R/O/C O Comments This field is for information only O This field is for information only O This field is for information only 1. Click on the vendor field 2. Enter the date in the other fields 3. click on the Icon then FI_O4 Fixed Assets Accounting Version 01 25
  • 26. 1. Click on the < Leasing > tab. Figure 5 Leasing: Field Name Description Type Base Value : New Key . Purchase Price R/O/C R Enter the type O Key Comments Value in SAR O O Value in SAR O Value in SAR No. Lease Payments Lease Payments- SAR 1. 2. 3. 4. 5. 6. Type Base Value as new asset ( Always in SAR) Purchase price (Always in SAR) No. Lease payments Lease payment- ( Always in SAR) Always in SAR unless otherwise required as different currency 7. Click on the Icon then FI_O4 Fixed Assets Accounting Version 01 26
  • 27. 1. Click on the < Depreciation Area > tab. You will be prompted with the following screen: (Valuation information displayed for asset) Figure 6 1. Enter depreciation details to ensure the update of the record 2. Tick the required box fields and description of recording- refer to figure 6. 3. Refer to the table on the next page 28 for the fields and details. FI_O4 Fixed Assets Accounting Version 01 27
  • 28. This tab page provides you with an overview of the most important data for a fixed asset and its depreciation parameters. You can make manual changes to defaulted values. General Field Description Inventory No. The inventory number can be used as an alternative to the asset number. This enables you to retain previously used numbers when transferring legacy data. If a fixed asset in an old system has a specific number, you can retain this number in the asset number as an inventory number and can also assign a new number to the fixed asset. Serial No. Vendor Code You can assign a unique serial number to every fixed asset in the system. Specifies the vendor code. You can use the master data. icon to branch to the business partner Vendor Name Specifies the name of the vendor. User-defined fields You can name and use these four fields as required. The fields User 01 and User 02 are for alphanumeric values, fields User 03 and User 04 are for numeric entries only. Depreciation Area Displays the depreciation area. The system only offers the depreciation areas that have been defined for the asset in the Asset Classes window. Fiscal Year Shows the Fiscal Year for which the asset values and parameters (e.g. remaining life) are displayed. The default value is the current fiscal year. When you choose a new fiscal year, the system automatically updates the displayed values; depreciation is recalculated as well. Last year’s cumulative end values are transferred to the following year as start values (Values tab). For transactions in the current fiscal year, the system carries forward only the values for following years for which a fiscal year change has taken place. If no values are displayed for the year you selected, you must perform a fiscal year change. The cascading update of the data in the following years ensures that even in the case of a subsequent modification of the depreciation values (for example, corrections done by external auditors) the current values are always available in the system. The following values are displayed as end of year values for the selected fiscal year. If you choose a different fiscal year, the system automatically updates the displayed values. For more details concerning the individual values, refer to the Values tab page. Historic APC Displays the historical acquisition and production costs. Acquisition Value Displays the value that the asset had when bought. Net Book Value Displays the current net book value of the asset. Ordinary Depreciation Displays the planned depreciation of the asset. Unplanned Depreciation. Displays the unplanned depreciation of the asset. Special Depreciation Displays the special depreciation of the asset. Quantity If the asset is managed by quantity, the quantity is displayed here. FI_O4 Fixed Assets Accounting Version 01 28
  • 29. At the bottom of the window, the following key values are displayed with regard to the depreciation area selected above: Look at the names in bold on page 30. 1. Depreciation Start Date 2. Planned Useful Life 3. Remaining Life 4. Depreciation Type 5. Click on the icon to save the asset. The system will assign Asset number. 6. Then the following screen will be displayed as per figure 6a on page 30. Figure 6a Note: At the bottom of this screen when you have clicked on the save button you will see the asset number created by the SAP system. (This will only happen for newly created assets after the GO- LIVE processes, all existing assets will maintain and keep their existing Asset Id). Refer to numbering process for the SAP allocation of numbering ranges. Asset Assignment Numbers: (10000000001 to 99999999999) FI_O4 Fixed Assets Accounting Version 01 29
  • 30. 7 Unit 2: Change Asset master – AS02 To change the asset master use transaction code: ASO2 or use the following menu path Accounting→Financial Accounting→Fixed Assets→Asset→Change→ Asset Note: Remember to double click on the last prompt.” Asset’ Figure 7 On screen “Change Asset: Initial Screen”, enter information in the fields as specified in the table below: Look at the table on page 30 for full details. FI_O4 Fixed Assets Accounting Version 01 30
  • 31. Field Name Description The asset main number to be changed. R/O/C R Comments Enter the asset number Sub-number The asset sub-number to be changed. O No need to enter any number in this field. The system will default zero Company code Enter your Company Code R Use the icon on the side for help Asset 1. Enter data in the required fields displayed 2. Press <Enter> or click on the icon then click on required tab. You will be prompted with the following screen: Figure 8 Note: Change the required data by overwriting it or adding to it when in the tab labels above, ref to figure 8 on page 31 for the tab names. Note: This process will allow the user to change the assignment for cost centre/location using this function. Also deactivation field on this screen this as well – Figure 8 page 31) FI_O4 Fixed Assets Accounting Version 01 31
  • 32. 2.1 Changes of cost centre To change the assignment for the cost centre: Top level of the business area for reporting. 1. Click on the <Time-dependent> tab. You will be prompted with the following screen: Figure 9 Change the cost centre number 1. Enter the data in the required fields 2. Press <Enter> or click on 3. Click on to save the changes 4. Message reads- asset created. FI_O4 Fixed Assets Accounting Version 01 32
  • 33. 8 Unit 3: Display Asset Master AS03 To display the Fixed Asset Master for this process select or use Transaction code: AO3 or Accounting→Financial Accounting→Fixed Assets→Asset→Display→ Asset Figure 10 On screen “Display Asset: Initial Screen”, enter information in the fields as specified in the table below: Field Name Description The asset main number to be displayed. R/O/C R Comments A number can be chosen by using drop down function Sub-number The asset sub-number to be displayed. O Default value Zero Company code Enter your Company Code R Asset 1. Press <Enter> or click on the icon Then 2. The following screen will be displayed: Check figure 11 on page 36 for example. FI_O4 Fixed Assets Accounting Version 01 33
  • 34. Figure 11 Note: Screen field names: 1. General Data 2. Inventory 3. Posting Information. FI_O4 Fixed Assets Accounting Version 01 34
  • 35. To display who created the asset On screen “Display Asset: Initial Screen”, Goto: 1. Extras→Management Data. You will be prompted with the following screen: Details displayed as per figure 12. Figure 12 Note: The popup screen will display the Management data and information on the user who created the asset or the changes made to the Asset. FI_O4 Fixed Assets Accounting Version 01 35
  • 36. General/ Time-Dependent/ Allocations/ Origin/ Depreciation areas. To view changes made to the Asset Master Data Record On screen “Display Asset: Initial Screen” Goto: Environment→Change Documents → On Asset. You will be prompted with the following screen: As per figure 13. Figure 13 FI_O4 Fixed Assets Accounting Version 01 36
  • 37. Details Figure 14 To view asset values On screen “Display Asset: Initial Screen”, click on the button: . (Assuming that this asset is already capitalized, if this asset does not have any balance than definitely it will not show you any value) You will be prompted with the following screen: Look at the details within planned values on page 38 figure 15 as an example. FI_O4 Fixed Assets Accounting Version 01 37
  • 38. Look: Tab information and field display information Figure 15 This report can be accessed through asset explorer (T.Code AW01N) Highlight this first Click here if you wish to see the actual document by choosing a transaction Look at the icon images above planned values and transactions- Click and view use function to become accustomed and list the names to help with screen movements and task in the future. Note: If no values set against the asset the following screen will be displayed, look at the next page 39 figure 16 as an example of the screen message displayed. FI_O4 Fixed Assets Accounting Version 01 38
  • 39. Figure 16 1. Close on the box or click on the exit button displayed on screen. FI_O4 Fixed Assets Accounting Version 01 39
  • 40. 9 Unit 4: Lock Fixed Asset: AS05 To Lock an Asset use the transaction code AS05 or follow the menu path: Accounting→Financial Accounting→Fixed Assets→Asset→Lock→ Asset Figure 17 On screen “Block Asset: Initial Screen”, enter information in the fields as specified in the table below: Field Name Description The asset main number to be locked. R/O/C R Sub-number The asset sub-number to be locked. O Company code Enter company code. R Asset Comments 1. Press <Enter> or click on Block button. 2. You will be prompted with the following screen on page 41 figure 18 FI_O4 Fixed Assets Accounting Version 01 40
  • 41. 1. Tick “Blocked for acquisition.” This step will prevent any postings to this asset. 2. Click on to save. Note: Always click save to ensure data has been saved after the required changes. In case of unblock asset, click on none Figure 18 Options: Acquisition Lock 1. None. 2. Locked to acquisition. FI_O4 Fixed Assets Accounting Version 01 41
  • 42. 10 Unit 5: Asset Accounting- Business Transactions F-90 5.1 Asset Acquisition Overview Use this procedure to acquire asset from FI modules (FI = Financials) 5.2 Asset Acquisition with Vendor To acquire or the Asset acquisition with vendor use the Transaction code F-90 or use the following menu path: Accounting→Financial Accounting→ Fixed assets→ Posting →Acquisition→ External Acquisition→ with Vendor Figure 19 FI_O4 Fixed Assets Accounting Version 01 42
  • 43. On screen “Acquisition from purchase with Vendor Screen”, enter information in the fields as specified in the table below: Page 43 displayed the table information. Field Name Description R/O/C Comments R Enter a document date. Header Information Doc. date Source document date. Document Type The default document type for this screen is KR. Do not Change it R Company Code Enter your Company Code R Posting Date Date for posting a document to financial accounting. This will determine which fiscal period (also known as posting period) the transaction is recognized R Reference One of the key fields that can be used to search R for documents at a later retrieval date. Any user-defined text. Line Item information Posting Key Posting keys represent Debit or Credit entry of any account type R Account Enter the Vendor account Number R 1. Press <Enter> or click on the icon 2. You will be prompted with the following screen Details: Figure 20 FI_O4 Fixed Assets Accounting Version 01 43
  • 44. Enter the debit or credit amount and other necessary data like business area, cost centre (for items), tax code (if the item is subjected to GST), item text, etc. 1. Go to the next line item> Field Name Description R/O/C Comments Posting Key Enter the posting Key to debit Asset R Enter the posting Key Account Enter Asset Number R Transaction Type The transaction Type in Asset Accounting classifies the business transaction. The transaction type controls various system activities when business transactions are posted. R Enter Transaction Type Figure 21 1. Press Enter and Goto next screen> 2. Enter the debit or credit amount and other necessary data like business area 3. Click on document in menu 4. Click on Simulate <Simulate the Entry> FI_O4 Fixed Assets Accounting Version 01 44
  • 45. Look at the example on the next page. Page 44 and figure 22 display the screen details and information. Figure 22 Note: If the document has not been fully completed with the required details or system information then the following message will be displayed: example in figure 23 Figure 23 1. To Verify the entry press the save icon button. Following message will be appeared at the bottom of your screen. FI_O4 Fixed Assets Accounting Version 01 45
  • 46. Currency Rate: SAR Figure 24 ‘Document xxxxxxxxxx was posted in company code Txxx’ <END OF TRANSATION> Look at the example, as per figure 24. FI_O4 Fixed Assets Accounting Version 01 46
  • 47. 5.3 View Asset Values AW01N To view fixed assets and the values use transaction code AW01N or follow the menu path: Accounting→Financial Accounting→Fixed assets→Asset Display Asset Explorer Asset Number Planned/Transactions Figure 25 Planned values: Posted Values: Transactions: Note: If the asset has areas defined the following message and screen will be displayed. Example of message on the next page: Example within figure 26 on page 48. FI_O4 Fixed Assets Accounting Version 01 47
  • 48. Figure 26 Message: No depreciation areas have been defined for asset- need to click on the depreciation tab for that asset and defined the depreciation values for this asset. Look at the example of the message within figure 26. FI_O4 Fixed Assets Accounting Version 01 48
  • 49. 11 Unit 7: Asset Acquisition without Vendor: ABZON Note: Use this procedure when you have received the Asset but not the received the invoice information from the Vendor To acquire or acquisition of asset without Vendor use transaction code ABZON or follow the menu path. Accounting→Financial Accounting→Fixed assets→ Posting →Acquisition→External Acquisition→Acquisition With Automatic Offsetting Entry On screen “Acquisition with automatic offsetting Entry”, enter information in the fields as specified in the table below If you have not created the asset Master Data yet, you can create from this screen Figure 27 FI_O4 Fixed Assets Accounting Version 01 49
  • 50. Field Name Description R/O/C Asset Number Enter Asset Number R Amount Posted Enter the amount of Asset R Document Date Enter the Date of Source document R Value Date This date is the Asset capitalization date or the date from which system starts depreciating the Asset Comments R 1. End the document date 2. Enter the Amount 3. Press Enter to Simulate the Entry and the next screen will appear This is what simulates the information for the Asset Figure 28 FI_O4 Fixed Assets Accounting Version 01 50
  • 51. Press simulate Figure 28a You will be prompted with the following screen on page 52. FI_O4 Fixed Assets Accounting Version 01 51
  • 52. Figure 29 1. To Verify the entry press the save icon 2. Following message will be appeared at the bottom of your screen> 0 Note: Or if the areas have not been defined then the following message will be displayed at the bottom of the screen Figure 30 Message: Look at the details within figure 30 and the message displayed. FI_O4 Fixed Assets Accounting Version 01 52
  • 53. Transaction Data Additional Details Note Figure 31 Note: When Asset transaction is posted this is the message you will see displayed at the bottom of the screen with document no 11xxx xxxxxxxx <END OF TRANSACTION> FI_O4 Fixed Assets Accounting Version 01 53
  • 54. 12 Unit 8: Asset under Construction: AIAB Overview Use this transaction to Capitalize Asset under Construction. The master data of AUC is created same as other asset master data. To access this option use transaction code AIAB or follow the menu path: Accounting→Financial Accounting→Fixed assets→ Posting→ Capitalize Asset-Under Construction→ Distribute Screen “Settlement AUC: Initial Screen” Press F8 or Enter the Asset under Construction Number Figure 32 1. Company code, 2. Asset numbers required. <Next Screen> FI_O4 Fixed Assets Accounting Version 01 54
  • 55. “Settlement AUC: Line Item List” Press Shift+F6 Select the Asset line item Figure 33 Details of screen display the document number, document date, asset value and amount of the asset. Also at the bottom a total will be displayed within this screen display as per figure 33. You will be prompted with the following screen on page 56 FI_O4 Fixed Assets Accounting Version 01 55
  • 56. “Maintain Settlement Rule: Overview Screen” Following are the required field in this screen • Category Select by drop down FXA • Settlement receiver Enter the number of asset in which cost of AUC is to be transfer. If there is more than one asset enter in the next line item. • Enter the % of cost to be settled in Settlement receiver Figure 34 <To go back to the previous screen you can by selecting or/clicking on F3 or click on the green arrow within your menu above> FI_O4 Fixed Assets Accounting Version 01 56
  • 57. Step 2: Press save Step 3: Press settlement to go to next screen Step 1: Status shown a green light means no error in the settlement rule Figure 35 Note: Step 1: Green light displays status (Red light highlights error within the statement) Step 2: Press or click on the save icon (to ensure data is saved and updated) Step 3: Press Settlement- then move to the next screen. You will be prompted with the following screen “AUC Settlement: Initial Screen” FI_O4 Fixed Assets Accounting Version 01 57
  • 58. AUC Number Enter value date Make sure before executing it mark the indicator test run on Figure 36 AUC = Asset Under Construction. 1. Press the execute icon or F8> Remember to enter data in the required fields. You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 58
  • 59. Simulate the entry Verify the entry and press F3 or green arrow To go back on the previous screen . Figure 37 1. Remove the test run check and press the execute icon > You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 59
  • 60. Figure 38 Message will read, Asset transaction posted with document no 98xxxxxxxxxxx <END OF TRANSACTION> Example as per figure 38. FI_O4 Fixed Assets Accounting Version 01 60
  • 61. 13 Unit 9: Lease Assets ASO1 9.1 Create Lease Assets AS01 Overview Use this transaction to create Asset for Capital Lease Methods. To create Lease Assets use the transaction code AS01 or follow the menu path: Accounting → Financial Accounting →Fixed Assets→Asset →Create →Asset On screen “Create Asset: Initial Screen”, enter information in the fields as specified in the table below: Figure 39 FI_O4 Fixed Assets Accounting Version 01 61
  • 62. On screen “Create Asset: Initial Screen”, Enter information in the fields as specified in the table below: Table displayed below Field Name Description R/O/C Comments Asset class Classification of the Lease asset R Use drill-down to locate the Lease asset class Company code Field Name Number of similar assets Enter your Company Code Description Number of similar assets that you want to create in the system when you save. R R/O/C O Reference: Asset Sub-number Company code The reference asset that you are copying from O 1. Press <Enter> or click on the icon Comments This function enables you to create multiple similar assets in one master transaction. These assets initially only differ in their asset numbers. When you save, you can also enter a description and inventory number for each individual record. (Refer to page 15 for details) Copy information, make sure information is correct or enter in the required information then click the tab field Figure 40 On the General tab page, enter a description and other details of your asset. As per figure 40 FI_O4 Fixed Assets Accounting Version 01 62
  • 63. 9.2 General Leasing Tabs on Screen: Genera l/Time-Dependent/ Allocations/Origin/Leasing/Depreciation areas. 1. Click on<Time-dependent> tab. Figure 41 Click on the Time-dependent, 1. Enter a Cost Centre, Key Indicator and Company Code. 2. Fields listed below: Business Area Cost Center Location Room FI_O4 Fixed Assets Accounting Version 01 63
  • 64. Tab Descriptions Field Information Figure 42 1. Click on < Leasing > tab 2. Enter information in the fields as specified in the table below: Field Name Leasing Company Description Leasing Company name ,must be the vendor of the company Free definable field R/O/C R The date of agreement. The date on which lease will be finished R O R Lease length Date from which the lease will calculation will be calculated Total term of the lease O Type Type of the lease, Capital lease R No lease payments Payment cycle Total number of lease payments R Time interval of lease payments Monthly, quarterly or semi-annually Amount of lease payments R Interest rate R Agreement number Agreement date Notice date Lease start date Lease payment Annual rate of interest Choose the icon Comments Use drill-down to locate the Vendor number O Use drill-down to find out the predefined location. . Button FI_O4 Fixed Assets Accounting Version 01 64
  • 65. Note: The system calculates the present value of the asset and enters this in the Present value field. Click on the save icon . The system will assign the asset number 1. Note the number of your asset. 2. Choose . Figure 43 Message reads: The asset 85xxxxxx is created. <End of Transaction> FI_O4 Fixed Assets Accounting Version 01 65
  • 66. 14 Unit 10: Entering the Opening Entry AS03 To action open entry, use transaction code AS03 or the following menu path: Accounting→Financial Accounting→Fixed Assets→Asset→Display→ Asset Figure 44 On screen “Display Asset: Initial Screen”, enter information in the fields as specified in the table below: Field Name Asset Description The Lease asset main number to be displayed. R/O/C R Comments A number can be choose by using drop down function Sub-number The asset sub-number to be displayed. O Default Zero <0> Company code Enter your Company Code R Check the required code from the list if not known Note: If you select the wrong company code you will be displayed a message on the screen that asset does not belong to this company code. 1. Press <Enter> or click on the icon Choose . FI_O4 Fixed Assets Accounting Version 01 66
  • 67. 2. Choose or click on the Leasing tab page Amount Choose Opening Posting. Figure 45 1. Select Opening Posting. Result The system capitalizes your asset with the present value. The system also posts the payment installments on the relevant due dates to the vendor. The financial accounting documents are generated automatically. Note: This will not happen if the asset has no leasing charge allocated already. FI_O4 Fixed Assets Accounting Version 01 67
  • 68. 15 Unit 11: Revaluation of Fixed Assets ABAW Overview Use this procedure to revalue the fixed asset within the business To revalue the asset use transaction code ABAW or follow the menu path: Accounting→Financial Accounting→Fixed assets→Posting→ Bal. Sheet Revaluation Figure 46 On screen “Balance sheet revaluation: Initial Screen”, enter information in the fields as specified in the table below: Look at the details within figure 46 as a guide for this process. FI_O4 Fixed Assets Accounting Version 01 68
  • 69. Field Name Description R/O/C Company Code Enter your company Code R Asset Number Enter the asset number which is to be re valued R Document date Enter the date of the source document R Posting date Enter the date on which entry is posted in the system R Transaction Type The transaction Type in Asset Accounting classifies the business transaction. The transaction type controls various system activities when business transactions are posted. R Comments Enter Transaction Type for current year acquisition 1. Press <Enter> or click on Note: If the depreciation areas have not been defined then the message on screen will be displayed. Figure 47 FI_O4 Fixed Assets Accounting Version 01 69
  • 70. Dates: Format. Figure 48 On screen “Create Asset Transaction: Revaluation of Current-yr acquisition. With depreciation”, enter information in the fields as specified in the table below Field Name Description R/O/C Value Date This date is the Asset capitalization date or the date from which system starts depreciating the Asset R Amount Posted Enter the amount of revaluation of asset Comments R 1.Enter: Value Date, then the amount posted for the asset, then 2.Press <Enter> or click on then click the required tab field You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 70
  • 71. Figure 49 1. Press <Enter> or click on then click on the required tab. You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 71
  • 72. Amount Posted: In SAR. Figure 50 2. Click on the save icon . 3. The system will assign the Document Number to the asset. Figure 51 Message reads: Asset transaction was posted with AA document number 2 <END OF TRANSACTION> Example, as per figure 51 on page 72. FI_O4 Fixed Assets Accounting Version 01 72
  • 73. 16 Unit 12: Asset Retirement-With or Without Revenue: F-92 Overview Use this procedure is used to retire assets with or without revenue F-92 (Retirement) 12.1 Case # 1 Asset Retirement With revenue To retire asset with revenue use the transaction code F-92 or follow the menu path: Accounting→Financial Accounting→Fixed assets→ Posting→Retirement→ Retirement with revenue With Customer Figure 52 Note: Look at the field names along the screen above document date: Held document/Acct Model/Fast Data Entry/Post with Reference/Editing options On screen FI_O4 Fixed Assets Accounting Version 01 73
  • 74. “Create Asset Transaction: Revaluation of Current-yr acquisition. With depreciation”, enter information in the fields as specified in the table below: Table on page 74. Field Name Description Header Information Doc. date Source document date. Document Type The default document type for this screen is DR. Do not Change it Company Code Posting Date Date for posting a document to financial accounting. This will determine which fiscal period (also known as posting period) the transaction is recognized Reference One of the key fields that can be used to search for documents at a later retrieval date. Any user-defined text. Line Item information Posting Key Posting keys represent Debit or Credit entry of any account type Account Enter the Customer account Number R/O/C R R Comments Enter a document date. R R R R Enter xx to debit Customer R 1. Press enter to go to next screen> Enter the amount and other necessary data like business area, cost centre (For items), tax code (if the item is subjected to GST), item text, etc. Go to next Line item Field Name Description R/O/C Posting Key Enter Posting Key 50 to credit G/L Account R Account Enter G/L Account Number (clearing account) Comments R 1. Press enter and go to the next screen, - Figure 53 on page 75. FI_O4 Fixed Assets Accounting Version 01 74
  • 75. Amount Cost Centre Company Code Mark the indicator on and press enter Due date: Value Date, Calculate Tax if required Figure 53 Figure 54 FI_O4 Fixed Assets Accounting Version 01 75
  • 76. Enter the following Details on this screen. • Asset Number: Asset, which are going to be retired. • Transaction Type: Enter xxx if asset which is going to be retired was acquired in the same fiscal year other wise enter xxx. • Asset value date: The date from which system stop charging the depreciation. Complete retirement: In case of complete • Figure 55 • • Retirement mark the indicator is on or in case of partial retirement enter the value in amount posted or %. Press Continue <Simulate the document> FI_O4 Fixed Assets Accounting Version 01 76
  • 77. Verify the entry and press save Figure 56 1. To save and Verify the entries press the save icon 2. The following screen will be displayed on the next screen with the message at the bottom of the screen after verifying the data. FI_O4 Fixed Assets Accounting Version 01 77
  • 78. Curenency Rate in SAR Figure 57 Message reads: Document 16xxxxxxxx was posted in company code 11xxx <END OF TRANSACTION> FI_O4 Fixed Assets Accounting Version 01 78
  • 79. 12.2 Case # 2 ABAVN Case# 2 Asset Retirement- without Revenue/Scrapping Overview Use this process this process if you want to retire asset without revenue (Scrapping). To action this process use transaction code ABAVN or follow the menu path: Accounting→Financial Accounting→Fixed assets→ Posting Retirement→ Asset Retirement by Scrapping Asset Enter the Asset number and document date, which is going to be retired. Also the posting the posting date will be displayed as today’s date. Figure 58 1. 2. 3. 4. Enter company code Enter the Asset number Enter the posting date Enter the Asset value FI_O4 Fixed Assets Accounting Version 01 79
  • 80. “Enter Asset Transaction: Asset Retirement by Scrapping Screen” Field Name Description R/O/C Asset Number Asset Number of the Retiring Asset Document Date Date of the Source document Posting Date R R R Date for posting a document to financial accounting. This will determine which fiscal period (also known as posting period) the transaction is recognized The date from which system stop R depreciation. Value Date Comments <Simulate the entry> Simulate the entry Figure 59 Note: If no depreciation area defined then the asset will not simulate. Message will be displayed at the bottom of the screen. FI_O4 Fixed Assets Accounting Version 01 80
  • 81. Verify the entry and press save Figure 60 1. To verify the entries press save the icon FI_O4 Fixed Assets Accounting Version 01 button. 81
  • 82. Book folder Figure 61 Message reads: Asset transaction posted with document no 11xxxxxxxxxxx <END OF TRANSACTION> FI_O4 Fixed Assets Accounting Version 01 82
  • 83. 17 Unit 13: Asset Transfers AS02 13.1 Change of Cost Centre Use this procedure to change cost centre of an Asset to make the change use the transaction code AS02 or follow the menu path: Accounting→Financial Accounting→Fixed assets→Asset→Change→ Asset Scenarios (3 options and ways to transfer) The transfers are used in mainly following scenarios: 1) Change of cost centre 2) Change of Business area 3) Change of Asset Class Enter Asset Number Figure 62 Change of cost centre 1. Press enter and go to next screen 2. Click on the Tab Time Dependent Data FI_O4 Fixed Assets Accounting Version 01 83
  • 84. Change the cost centre Figure 63 Following message will appear on your screen Figure 64 1. As per Figure 64, change the cost centre and then press Yes> Following message will appear on your screen ‘Do you want to overwrite the existing time-depreciation data? FI_O4 Fixed Assets Accounting Version 01 84
  • 85. Figure 65 1. Click on Yes, as per figure 65. FI_O4 Fixed Assets Accounting Version 01 85
  • 86. Figure 66 Message reads: The asset 13xxxxx is changed <END OF TRANSACTION> FI_O4 Fixed Assets Accounting Version 01 86
  • 87. 13.2 Change of Business Area: AS02 Use this procedure to change business area of an Asset. Use transaction code AS02 or follow the menu path: Accounting→Financial Accounting→Fixed assets→Asset→Change→ Asset Enter asset number and company code Figure 67 1. Enter the data in the fields on screen and then click or press enter 2. New screen click on Time dependent tab FI_O4 Fixed Assets Accounting Version 01 87
  • 88. Enter the business area and cost centre of new business area with this tab Figure 68 1. 2. 3. 4. Enter Business Area Enter Cost Centre Enter Location Enter Room <Press enter following message will be displayed on your screen> FI_O4 Fixed Assets Accounting Version 01 88
  • 89. Press Yes. Figure 69 1. Click Yes and then Press the save icon FI_O4 Fixed Assets Accounting Version 01 button 89
  • 90. Figure 70 Message reads: the asset 13xxxxxx is changed <END OF TRANSACTION> as per figure 70. FI_O4 Fixed Assets Accounting Version 01 90
  • 91. 13.3 Change of Asset Class: ABUMN Use this process when the class of Asset is needed to be changed. E.g. Asset Class vehicle change to Vehicle Office. Asset ClassesTo change the asset use the transaction code ABUMN or follow the menu path: Accounting→Financial Accounting→Posting→Transfer→ Transfer within Company Code Perquisite Create a new Asset Class in which Old Asset is to be transferred to: Enter the Asset Number which is being transferred If asset master data is created then you can also create the asset master data from this screen mark the indicator on new asset otherwise enter the number of existing asset Figure 71 1. Enter Asset Transaction: Transfer within Company Code Screen” FI_O4 Fixed Assets Accounting Version 01 91
  • 92. Field Name Description R/O/C Asset Number Enter the asset number which is to be transferred R Document date Enter the date of the source document R Posting date Enter the date on which entry is posted in the system R Value date Enter the date from which system start the depreciation R Existing asset Enter the number of asset in which value is to be transferred. O/R New Asset If the master data is not created mark the indicator on Comments O/R <Simulate the entry> 1. Click on Transaction 2. Click simulate Verify the entry and press save Figure 72 FI_O4 Fixed Assets Accounting Version 01 92
  • 93. Enter Document number, Fiscal Year and company code and press enter. Figure 73 To view use Transaction code AS03 The next screen will be displayed on page 93, figure 74. FI_O4 Fixed Assets Accounting Version 01 93
  • 94. Figure 74 <END OF TRANSACTION> FI_O4 Fixed Assets Accounting Version 01 94
  • 95. 18 Unit 14: Edit Asset Document/Reverse Asset Document: AB02/AB03 14.1 Edit Asset Document Overview Use this process to display/Change display the document of any specific asset. To change use transaction code ABO2 or to display use transaction code AB03 or follow the menu path: Accounting→Financial Accounting→Fixed assets→Posting→ Edit Document Display/Change AB02 (Change) AB03(Display) Enter the company code, Asset number, Fiscal year and press enter. You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 95
  • 96. Double Click the required line Item Figure 75 1. Double click in the top left hand box as per the screen image. You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 96
  • 97. You can make the changes in above fields Figure 76 Refer to training hand out for further details for this process and revision: 1. Enter in the required fields for changes FI_O4 Fixed Assets Accounting Version 01 97
  • 98. 14.2 Reverse Asset Document: AB08 14.3 Reverse Normal: Assets Document Overview Use this process to reverse Asset Documents: (for Assets which belongs to Normal Asset Classes) To reverse the process use the transaction code AB08 or follow the menu path: Accounting→Financial Accounting→Fixed assets→Posting→ Reverse Document Other Asset Document Enter the company code, Asset number, Fiscal year and press enter. Figure 77 FI_O4 Fixed Assets Accounting Version 01 98
  • 99. Please note: The correct fiscal year is important for this screen You will be prompted with the following screen Select the required line item After selecting the required line item than press Tab reverse Figure 78 You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 99
  • 100. Specifications for reversal posting Select the reversal reason from the drop down option than press enter Figure 79 You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 100
  • 101. Document Header Information Document Date displayed in Header Verify the entry and press save Figure 80 Following message will be appeared at the bottom of your screen FI_O4 Fixed Assets Accounting Version 01 101
  • 102. Figure 81 MESSAGE READS: ASSET TRANSACTION POSTED <END OF TRANSACTION > FI_O4 Fixed Assets Accounting Version 01 102
  • 103. 14.4 Reverse Capital Work In progress (CWIP) Document AIST Overview Use this process to reverse Asset Document. (for Assets belongs Asset Classes) To action this process use transaction code CWIP ASIT or follow the menu path: Accounting→Financial Accounting→Fixed assets→ Posting→ Reverse Document Capitalize Asset Under construction Enter the Asset number (belong to CWIP Asset class) After Entering the Asset number (belong to CWIP Asset class), press execute. In the TEST RUN MODE Figure 82 The following screen will prompt for verification. FI_O4 Fixed Assets Accounting Version 01 103
  • 104. Verify the entry and press Press f3 or green arrow. Figure 83 Verify enter by pressing f3 or click on the green arrow as per the example above: You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 104
  • 105. Before actual run remove the indicator then press execute Figure 84 Please note: Remove the indicator as per screen diagram then press execute. You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 105
  • 106. Verify the entry and press save, click on the icon Figure 85 Following message will be appear at the bottom of your screen. FI_O4 Fixed Assets Accounting Version 01 106
  • 107. Figure 86 <END OF TRANSACTION> asset transaction posted FI_O4 Fixed Assets Accounting Version 01 107
  • 108. 19 Unit 15: Periodic Processing AFAB 15.1 Depreciation Run Overview Use this procedure to execute depreciation run. Depreciation run is a centralized activity and executed at the end of the month. To action depreciation run use transaction code AFAB or follow the menu path: Accounting→Financial Accounting→Periodic Processing Depreciation run Mark the indicator on If you want to execute a repeat run Figure 87 Mark indicator on – For Planned, repeat or restart as per the example above. FI_O4 Fixed Assets Accounting Version 01 108
  • 109. On screen “Depreciation Posting Run Screen”, enter information in the fields as specified in the table below: Field Name Description R/O/C Company Code Fiscal Year Period Planned Depreciation Repeat Run Enter your Company Code Enter the fiscal year of the depreciation Enter the period for the depreciation run Mark this indicator on if the depreciation run is executed first time for the period Mark the indicator on if repeat run to be executed Make sure to mark the indicator on before actual run R R R R Test Run 1. Press F8 or click on Execute Comments R R > Following message will be appear. Figure 88 on page 109 as per example. Figure 88 Press yes Note: If the following message is displayed, Press yes to continue FI_O4 Fixed Assets Accounting Version 01 109
  • 110. You will be prompted with the following screen Test run completed successes fully. Press f3 or green arrow. Figure 89 FI_O4 Fixed Assets Accounting Version 01 110
  • 111. Figure 90 Before actual run remove the indicator Note: Remove parameters on Test RunRemember before running the actual remove the indicator in the Test Run box Look at the example within figure 90 for the screen box. FI_O4 Fixed Assets Accounting Version 01 111
  • 112. Go to program and click on Execute in Background Figure 91 FI_O4 Fixed Assets Accounting Version 01 112
  • 113. Enter the Printer name then press Enter Figure 92 Please select the required printer based on per permissions or location of local printer FI_O4 Fixed Assets Accounting Version 01 113
  • 114. Press Immediate Press Save Figure 93 Depreciation run steps are clear- Press immediate, and then save Following message will be appeared at the bottom of your screen FI_O4 Fixed Assets Accounting Version 01 114
  • 115. Figure 94 The background job status can be viewed using T-Code (Transaction Code) SMX. As soon as the job is finished an account will be generated in the system. <To see the document go to document display T-Code FB03> FI_O4 Fixed Assets Accounting Version 01 115
  • 116. Press document list Figure 95 1. Document number 2. Company Code 3. Fiscal Year (Year as a whole 2008 not 08) Figure 95 displayed date format clearly. FI_O4 Fixed Assets Accounting Version 01 116
  • 117. Enter depreciation execution date Enter document type Example here is AF Figure 96 You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 117
  • 118. Double click the selected line item Figure 97 You will be prompted with the following screen FI_O4 Fixed Assets Accounting Version 01 118
  • 119. Figure 98 <END OF TRANSACTION> FI_O4 Fixed Assets Accounting Version 01 119
  • 120. 15.2 Unplanned Depreciation: ABAA Overview Use this procedure to execute unplanned depreciation. To action unplanned depreciations use the transaction code ABAA or follow the menu path on the next page: Accounting→Financial Accounting→Fixed assets→Posting→Manual Value Correction→Unplanned Depreciation Figure 99 On screen “Unplanned depreciation: Initial Screen”, enter information in the fields as specified in the table below: Next page 121. FI_O4 Fixed Assets Accounting Version 01 120
  • 121. Field Name Description R/O/C Company Code Enter your company Code R Asset Number Enter the asset number to be re-valued R Document date Enter the date of the source document R Posting date Enter the date on which entry is posted in the system R Transaction Type The transaction Type in Asset Accounting classifies the business transaction. The transaction type controls various system activities business transactions are posted. R 1. Press <Enter> or click on the icon Comments Enter Transaction Type button Creating the asset transaction Amount Posted Asset Val Date Figure 100 FI_O4 Fixed Assets Accounting Version 01 121
  • 122. On screen: “Create Asset Transaction: Unplanned depreciation of Current-year acquisition”, Enter information in the fields as specified in the table below 1. Enter the Asset 2. Enter the Company Code 3. Enter the Trans Type (Transaction Type) Posting Data 1. Amount Posted 2. Asset Val Date ( Value Date) Field Name Description R/O/C Amount Posted Enter the amount of unplanned depreciation of asset R Value Date This date is the Asset capitalization date or the date from which system starts depreciating the Asset Comments R 1. Press <Enter> or click on the icon button the system will assign the internal asset document number through this process. The following message will appear on the bottom of the screen Figure 101 <END OF TRANSACTION> asset transaction was posted. FI_O4 Fixed Assets Accounting Version 01 122
  • 123. 20 Unit 16: Asset Fiscal Year Change: AJRW 16.1 Asset Fiscal Year Change: AJRW Purpose Use this procedure to open a new year for the posting of assets. Perform this procedure when it is necessary to open a new year for the posting of assets. This procedure should be done before fiscal year closing. To action the fiscal year change for the asset use transaction code AJRW or follow the menu path: Accounting →Financial accounting →Fixed Asset→Periodic Processing → Fiscal Year Change “Asset Fiscal Year Change” Screen Enter Company Code and New Fiscal Year. Make sure to tick box before actual run execute it on Test Run Figure 102 1. Press the execute icon button or F8> FI_O4 Fixed Assets Accounting Version 01 123
  • 124. Figure 103 Message reads: Do you want to continue processing 1. Press yes to continue in the pop up box 2. Next screen FI_O4 Fixed Assets Accounting Version 01 124
  • 125. Figure 104 1. Look at the right hand side of screen, Test run execute successfully as no value in incorrect asset field = “0” 2. Press F3 or the green arrow to go back to previous screen to run the actual. FI_O4 Fixed Assets Accounting Version 01 125
  • 126. Remove the indicator on test run Then run process again as the actual Figure 105 1. Test Run- Remove the indicator; ensure the correct company code and fiscal year. 2. Go to program and Execute in Background option as per example below. Go to program and click on Execute in Background Figure 106 FI_O4 Fixed Assets Accounting Version 01 126
  • 127. Enter output Device and press green tick Figure 107 Output device to be selected before1. Choose from the select printers for your user Id or location FI_O4 Fixed Assets Accounting Version 01 127
  • 128. Figure 108 1. Press the immediate button and click on the check button next as per example 2. Following message will appear on your screen. FI_O4 Fixed Assets Accounting Version 01 128
  • 129. Figure 109 1. Click on the icon button The best test and practice afterwards to check if the process has worked is before you run the job, you cannot post to the New Year. If this check works then the process is correct. <END OF TRANSACTION> FI_O4 Fixed Assets Accounting Version 01 129
  • 130. 16.2 Asset Year –End Closing Execute: AJAB Purpose Use this procedure to close the financial year for assets. After this is run, it is not possible to post to assets in the old financial year. It is possible to reverse the year-end close (transaction OAAQ) and re-open the year for posting if necessary. Perform this procedure when all postings, including all depreciation runs, in the financial year are completed, and the general ledger accounts have been reconciled with the asset reports. This is generally before the general ledger is closed for posting to the old financial year Prerequisites • The asset fiscal year change (transaction AJRW) should have already been run. • Asset history report reconciled with general ledger asset accounts. To action this process use the transaction code AJAB or follow the menu path: Accounting Financial accounting Closing Execute Fixed Asset Periodic Processing Year End Enter company Code, Fiscal year to be closed e.g. 2005 and before execution mark the Test run indicator Figure 110 FI_O4 Fixed Assets Accounting Version 01 130
  • 131. Online processing is limited to approx 1000 assets 1. Press the execute icon or use F8> Figure 111 2. Press yes to continue within the pop-up window on screen> FI_O4 Fixed Assets Accounting Version 01 131
  • 132. Test run is executed successfully Figure 112 1. Test run is executed successfully 2. Press F3 on the keyboard or the green arrow icon FI_O4 Fixed Assets Accounting Version 01 132
  • 133. Remove the Test run indicator and execute the run in background Figure 113 1. 2. 3. 4. Click on the program prompt Click on Execute in background in the drill down screen Tick off the Test Run box Click on the enter key FI_O4 Fixed Assets Accounting Version 01 133
  • 134. Enter output device and click on green tick Figure 114 1. 2. 3. 4. Printer prompt- Output device Number of pages can be selected Click on the green arrow Then enter FI_O4 Fixed Assets Accounting Version 01 134
  • 135. Figure 115 Press immediate and click on Check. The system displays the message: "Background job was scheduled for program RAJABS00". 1. Click on the immediate button 2. Then click on the green arrow button “END OF TRANSACTION” FI_O4 Fixed Assets Accounting Version 01 135
  • 136. 16.3 Asset Values Information System Accounting Asset Values Financial Accounting Fixed Assets 1. Asset balances- Enter company code 2. Enter asset number 3. Enter sub-number if required. Selection Screen Settings Display Options FI_O4 Fixed Assets Accounting Version 01 136
  • 137. 21 Unit 17: Asset Account Information Systems 17.1 Standard Sap Reports Standard screens Figure 116 Figure 116a More reports within this option, within the same menu option as the menu path. Note: Reports are run at different times and the process of running selected reports should be known, the selected is printer located on the network and ensure the data you required is correct. FI_O4 Fixed Assets Accounting Version 01 137
  • 138. 17.2 Asset History Sheet Follow the menu path below to access the Asset History Sheet: Information System Accounting Financial Accounting Accounting Information System Asset History Sheet Assets Asset Figure 117 Note: Message could be displayed if the data has not been completed- Asset Fiscal Year not yet made for company code 001 FI_O4 Fixed Assets Accounting Version 01 138
  • 139. 17.3 Depreciation Values Information System Accounting Financial Accounting Accounting Information system Depreciation Values Assets Asset Figure 118 Note: To Print documentation please click on the icon within the menu FI_O4 Fixed Assets Accounting Version 01 139
  • 140. 22 LEGEND ICONS EXPLANATION Create (F5) Change (F6) Display (F7) Copy (Shift+F9) Delimit (Shift+F1) Delete (Shift+F2) Overview (Shift+F8) Cancel (F12) Save (Ctrl+S) Back (F3) Exit (Shift+F3) Cancel screen (F12) EXAMPLES EXPLANATION The field is mandatory - it must be filled in order to proceed The field is not mandatory (to be filled as per requirement) Icons for documentation: Icon Meaning Caution Example Note Recommendation Syntax FI_O4 Fixed Assets Accounting Version 01 140

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