SAP Asset accounting configuration steps as a subledger
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SAP Asset accounting configuration steps as a subledger

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SAP FI-AA

SAP FI-AA

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SAP Asset accounting configuration steps as a subledger SAP Asset accounting configuration steps as a subledger Document Transcript

  • Asset Accounting configuration Tangible asset - which can be seen, touched ex: computers, land and building, plant and machinery etc Intangible Assets - which cannot e seen ex: goodwill, patents etc In Financial accounting module, we have lot of components: -> General ledger ( FI-GL) -> Account receivable (FI-AR) -> Accounts payable ( FI-AP) -> Fixed assets ( FI-AA) There would be few companies who can implement only asset accounting ( FI-AA) and there can be few companies who can implement all the components in the fi module. If you are not implementing FI-AA component, all the asset transactions are posted into the asset GL account. No asset master record maintained. For ex: when you purchase an asset from a vendor Dr Asset Gl account Cr Vendor account If you are implementing the FI-AA Component, Asset will become a sub ledger, you would have an asset master record and all the asset transactions are posted into the asset master record (in turn the system would update automatically the asset GL accounts) For ex: when you are purchasing an asset from a vendor Dr Asset master record (asset number) cr vendor account Stage of learning the asset accounting: -> Organization structure -> Chart of Depreciation -> Asset classes 1
  • -> Asset master record -> Posting the business Transactions Acquisition Retirements Transfers - -> Depreciation calculation and posting -> Reporting and the closing process -> Validation and substitution The first and the foremost is to understand the org. structure relevant for asset accounting Sap provides with the minimum structure to be set up to work on the asset accounting -> Define chart of accounts -> Define chart of depreciation -> Both the chart of accounts and the chart of depreciation should be assigned to the company code -> Then, add the necessary data for asset accounting -> Then, you are ready to do the asset accounting in your company code. Observer the figure 5 on the page no.14 CHART OF ACCOUNTS - is a chart specifying the list of all the GL ACCOUNTS CHART OF DEPRECIATION: ====================== -> Chart of depreciation is a chart specifying the list of all the depreciation areas -> Each chart of depreciation is identified by a 4 character alphanumeric key 2
  • -> SAP provides with the country specific charts of depreciation. If you want to create your own chart of depreciation, you can also do it by copying an existing one. -> Chart of depreciation is a country specific and it contains lot of depreciation areas -> Every company code implementing the asset accounting must have one chart of accounts and one chart of depreciation assigned -> One chart of accounts can be assigned to several company codes (follows variant principle) -> One chart of depreciation can also be assigned to several company codes (follows a variant principle) -> Depreciation area represents different types of valuations For Example: in GREAT BRITAIN Depreciation calculation is done as per the companies Act -> one dep area Depreciation calculation is done as per the income tax act ->another dep area Depreciation calculation is done for costing purposes -> another dep area Observer the figure 4 on the page no.13 Each dep area represents different type of valuations Each dep area results into different balance sheet values and different depreciation area values. Different valuation approaches are used for -> Financial statement for local reporting - for which you want to follow one dep area -> Balance sheet for tax purposes - another dep area -> Internal accounting (for cost accounting purposes) - another dep area -> Parallel financial reporting as per the US gaap or ifrs - another dep area -> For consolidation in group currency - dep area -> Depreciation area is identified by a 2 digit numeric key -> SAP provides with the country specific chart of depreciation and also the dep areas in each chart of depreciation. If you want to copy or delete the dep areas, you can also do it. 3
  • Observer the figure 3 on the page no.12 ex: Chart of depreciation 1DE - you have lot of dep area Another chart of depreciation 1US - you have lot of dep areas Out of the several dep areas, dep area 01 is the leading depreciation area. This is the most important dep area (book dep) - from here, the figures would go into the local financial statements Except 01, if you want to delete the other dep area, you can do the deletion of other dep areas except 01. Step1: Create a new chart of depreciation by copying an existing C.O.D Path in IMG: FA -> Asset Accounting -> organizational structures -> Copy reference chart of depreciation /depreciation areas click on the clock and the system will pop up a window with the three activities click on the first activity -> Copy reference chart of depreciation Double click on this activity And then click on the second icon From which chart of dep (source) => 1IN To which chart of dep ( target) -> SONY The system would give the message as “chart of dep 1IN copies to SONY" Clicks enter and then click on completed activities Chart of dep 1IN copied to SONY 4
  • Step 2: Changing the description of the chart of depreciation =============================================================== Path in the IMG - it is the same path Click on the second activity -> Specify the description of chart of depreciation Double click on it and then change the description Step 3: Copy/delete the depreciation areas ========================================== Click on the third activity The new chart of depreciation is SONY You have lot of depreciation areas, I am going to keep two dep areas and delete all the remaining dep areas. 01 -> book depreciation 15 -> tax depreciation Step 4: Assign the chart of accounts to the company code ======================================================= Path in IMG FA -> GL Accounting -> GL accounts -> master data -> Preparations => Assign company code to chart of accounts Step 5: Assign the chart of depreciation to the company code ============================================================ Path in IMG FA -> Asset accounting -> Organizational structures -> Assign chart of dep to the company code When you are doing this step, you would get an error. The error is: Company code entries for SONY are incomplete. There are some setting that are missing for doing the asset accounting 5
  • Check the following settings -> Currency -> Chart of accounts ->fiscal year version -> Input tax indicator for non-taxable acquisition (this is the pending step) Step 6: Assign the input tax indicator for non-taxable acquisition ================================================================== SAP recommend to assign input tax code of 0% and output tax code of 0% for the non-taxable acquisitions. Path in IMG Financial accounting -> Asset Accounting -> integration with the general ledger -> Assign input tax indicator for non-taxable acquisitions Click on the clock and then select your company code Once you have done this step, then you can assign the chart of depreciation to the company code and then do the step 5 . Step 7: Posting to the general ledger ===================================== Chart of depreciation contains lot of dep area and each depreciation area contains important control settings: -> Controls how the posting is done to the general ledger -> Value maintenance Depreciation areas contains the depreciation attributes/settings Path in IMG: FA -> Asset Accounting -> Integration with the general ledger -> Define how the depreciation areas post to the general ledger Click on the clock and for each dep area, you can see the indicatoGBP. Posting in GL controls: 0 -area does not post 1 - Area posts in real time 2- Area posts apc and depreciation periodically 6
  • 3 - Area posts depreciation only 4 - Area posts apc directly and depreciation 5 - Area posts apc only 6 - Area posts only apc directly Out of the 6 above, 0,1,2,3 are the most important which you find in real time Dep area 01 -> Will always have 1 (area posts in real time) Dep area 15 -> 0 (area does not post) Select the dep area and then click on details -> Value maintenance A, Only positive values or zeros allowed B, only negative values or zeros allowed C, no values allowed D, all values allowed Step 8: specifying the financial statement version for asset reports ==================================================================== Financial statement version - formats of the financial statements. I can prepare one financial statement version for companies act Another financial statement version for income tax purpose One more financial statement version for bank loans. You can prepare several financial statement versions per chart of accounts in the company code. -> If you are having more than one financial statement version, you should have more than one depreciation area. Path in IMG: FA -> Asset Accounting -> Integration with the general ledger -> specify the financial statement version for asset reports 7
  • Step 9: Creation of financial statement version =============================================== Path in IMG FA -> GL Accounting -> Business Transactions -> Closing -> Document -> Define the financial statement versions Click on the clock and then click on new entries Each financial stateme3tn version will have financial statement items and for each financial statement item, assign the GL accounts We have two financial statement versions -> SONY -> NEAS Go back to step 8, and then assign the financial statement versions to each dep area. Step 10 A: Overview and Defining the Asset classes =================================== Fixed Asset are classified into various asset classes -> Plant and machinery -> Furniture and fixtures -> Computers Asset classes are created at the client level .this means that you can use the asset classes in any company code. Asset Class have two sections -> Master data section -> Depreciation area section -> Master data section A, Number ranges B, Screen layout C, account determination (defining the GL accounts) -> Depreciation area section A, depreciation terms (screen layout) 8
  • Once you create an asset class with these two sections, then only you are ready to crate the asset master record in the sap easy access. In other words, you cannot create an asset master record without the asset classes. Observer the figure 12 on the page no.38 -> Asset class -> Asset master record -> Acquisition entries COMPANY CODE: SONY,NEAS Remember, with the asset accounting -> created a new chart of depreciation by copying an existing chart of depreciation -> changed the description of the chart of depreciation -> copy/deleted depreciation areas (except 01 and 15) -> Assigned the chart of accounts and the chart of depreciation to the company code -> Assigned input tax indicator for non taxable transactions (input tax code of 0% and output tax code of 0%) -> Posting to the general ledger -> Separate financial statement version for each depreciation area. Step 10 Main: Creation of Number ranges ================================== Path in IMG Financial Accounting -> Asset Accounting -> organizational structures -> Asset Classes -> Define Number Range intervals You can define the number range with internal or external number assignment Simply copy form Standard company code 1000. Step 11: Defining the screen layout for the master data section of the asset master record ========================================================================= 9
  • Path in IMG FA -> AA -> Master data -> Screen layout -> Define Screen layout for Asset master data In this, we have to two activities Click on the second activity first -> Create screen layout rules Create a new screen layout by copying an existing screen layout -> by a 4 character alphanumeric key and description Click on the first activity - Define the screen layout for the asset master data Double click on it Select the screen layout - NEAS and then on the left side, click on logical field groups Step 12: Defining the Account Determination =========================================== Path in IMG for account determination FA -> AA-> organizational structure -> Asset classes -> Specify the account determination click on the clock and then click on new entries Enter a 4 character alphanumeric key and short description Account determination - NEAS Step 13: Assigning the GL account to the account determination ============================================================== Path in IMG FA -> AA -> Integration with the general ledger -> assign GL Accounts Click on the clock and then enter the chart of depreciation Select the chart of accounts and then on the left side, click on account determination Define the GL accounts for balance sheet accounts, depreciation and special reserves Since, you are implementing FI-AA component, the asset GL account will become a reconciliation account to the asset sub ledger If you post the transactions on the asset master record, the asset GL account would get updated automatically. Like for exam: If you are posting on the customer account (debit /credit side) - the relevant account receivable (reconciliation account) will get updated automatically. Similarly it is the case with the asset master record and asset GL account Once you have defined all the three settings -> Number ranges 10
  • -> Screen layout -> Account determination, Then you are ready to create the asset class with the master data section Step 10 B : Creation of Asset classes ================================== Asset class like an account groups When you are creating a GL account, we have 5 account groups When you are required to create an asset master record, you should have asset classes Fixed Asset are classified into various Asset classes Example: Computer, Plant and Machinery, Furniture and Fixtures etc. Asset class - Plant and machinery Asset master records- machinery1 Asset master record - machinery2 You cannot create an asset master record without asset classes. Why? Because Asset classes contain important control settings: Asset Class are created at the client level, it can be used in any company codes. Asset class contains two sections: ================================== -> Master data Section -> Valuation Section Master data section of the Asset class consists of three settings: =================================================================== -> Number Range (internal or external) -> Screen layout (like a field status - which fields are required, which fields are optional etc) -> Account determination (assign the GL accounts for automatic postings) 11
  • Valuation section of the Asset Class contains one settings: =========================================================== -> Screen layout these two sections contains the control parameter and the default values which are copied into the asset master record. Again, Asset master record is classified into two sections: -> Master data section -> Depreciation area section The control parameters and the default values from master data section of the asset class will be copied into the master data section of the asset master record The control parameters and the default values from the valuation section in the asset class will be copied into the depreciation area section of the asset master record. Before creating the asset class, you have to create the master data section of the asset class with all the three settings ->Number ranges -> Screen layout -> Account determination The asset class which I am going to create -> plant and machinery Path in IMG FA -> AA -> Organizational Structures -> Assets Classes -> define Asset classes Click on the clock and then click on new entries Asset Class -> NEAS Step 14: Defining the screen layout for the depreciation area section of the asset Master record ============================================================================== Path in IMG FA -> AA -> Master data -> Screen Layout -> Define the screen layout for the Asset Depreciation areas You are creating a new screen layout by copying an existing one for each screen layout, define the field group rules 12
  • Step 15: Determining the depreciation areas in the asset classes ================================================================= Path in IMG FA -> AA -> Valuation -> Determine the depreciation areas in the asset class Click on the clock Select the asset class NEAS And then on the left side, click on depreciation area 1, Remove the deactivation indicator 2, assign the screen layout NEAS 3, define the depreciation key ( 0000) You have to assign these settings for each depreciation area So, if you have done up to 15 steps, then you are ready to create the asset master record. NOTE: Before doing AS01 please check following setting for Dep.key 0000 Path in IMG Fin. Accounting asset accounting dep. valuation method dep.key maintain dep.key click on clock Make sure dep.key 0000 status is ACTIVE If its not active, select row for dep.key 0000 and click on above TAB ACTIVE and status will change and save it. CREATION OF THE ASSET MASTER RECORD: ==================================== Step 16: Creation of asset master record ======================================== Path in EASY ACCESS: Accounting -> Financial Accounting -> Fixed Assets -> Asset -> create -> Asset Tcode -> AS01 Change -> AS02 13
  • Display -> AS03 The message is "The asset 1000 0 is created" The asset 1001 0 is created Whenever you change an asset master record, the system will create a change document. From the menu bar, click on Environment -> change documents -> on asset CHANGE and DISPLAY the asset master record: ========================================== Change - AS02 Display - AS03 Step 17: Activating additional account assignment objects ========================================================= Path in IMG FA -> AA -> integration with the general ledger -> Additional account assignment objects -> Activate account assignment objects Step 18: Changing the layout of the asset master record ======================================================== -> The no. of tab pages -> The title of the tab pages -> The field groups and their position Path in IMG FA -> AA -> Master data -> Screen layout -> Specify the tab layout for the asset master record Step 19: Maintenance levels ============================ 14
  • The screen layout for the master data section of the asset master record can be maintained at the three levels -> At the asset class -> At the main asset -> At the asset sub number You can create various asset classes -> Asset class for regular asset (Plant and machinery, computers -> Asset class for AUC (Asset under construction) -> Asset class for Low value assets Step 20: Creation of asset class for asset under construction (Auc) ================================================================== For example: your company is constructing staff quarters to the employees and the tenure of the construction is 5 years. Until the 5th year i.e until the construction is completed, it will not be a completed asset (capitalized asset) For the first 1st 5 years, it will be considered as AuC asset under construction. An asset under AuC- no depreciation is charged. You would have special tax depreciation at a fixed percentage At the end of the 5th year, when you are doing the capitalization, you do settlements. Step 21: Creation of asset class for low value assets ===================================================== Try to do the exercises from page no.49 to 61 ASSET MASTER RECORD =================== There are two ways of creating the asset master record 15
  • -> You create an asset master record using the asset class or -> You can create an asset master record by copying an existing master record (with reference) Observer the figure 23 on the page no.62 CREATING MULTIPLE SIMILAR ASSET MASTER RECORDS ============================================== You are having 5 computers and you have to the master record for 5 computeGBP. All the computers have the same settings. Instead of creating it one by one, you can create all the asset record for the 5 computers at the same time tcode - AS01 No. of similar asset master record - 5 When you click on save, the system will pop up a window to maintain and create Click on Maintain first Then click on create The message is : Assets 1002 to 1006 have been created ================================================================================= Company code: SONY In the last session, we have seen how to create the asset master record TIME DEPENDENT DATA: ===================== Some asset master records may be considered as time -dependent This because of cost accounting assignments Figure 25 on the page no.64 We will see how to create an asset master record on a time dependent basis 16
  • The asset 2001 0 is created Use the tcde AS02 Click on time dependent tab page and then click on more intervals Click on add interval Asset is used in the business area, plant and location Example: BA - 1000 Plant - 0005 Location - 1 Used from 01.01.2011 to 31.05.2011 -----------------------------------BA - 1000 Plant - 0005 Location - 2 Used from 01.06.2011 to 31.12.9999 ===================================================================== ASSET SUBNUMBERS: ================ Figure 29 on the page no.66 One main asset is classified into various sub numbers A, computer - main asset -> Monitor - sub number -> Key board - sub number -> CPU - sub number Asset values can be managed at the sub numbers also. How to create an asset master record with the sub numbers? The main asset is 2002 17
  • For this asset 2002 , I will have three sub numbers From the menu bar, click on Asset -> Create the sub number Enter as "Number of similar sub number as 3" Click on maintain and then click on create The message is "Assets 2002 1 to 2002 3 have been created" For one main asset, you can create "n" no. Of sub numbeGBP. Exercise from page no.69 to 78 ================================================================================ Unit 3: ======= Asset Transactions -> Acquisition -> Retirements -> Transfers ACQUISITIONS When you are implementing FI-AA, asset is a sub ledger i.e you would be posting all the transactions in the asset master record and the system would update the relevant gl accounts linked to the asset master record. Figure 33 on the page no.84 Asset Acquisition entries can be of three types: ================================================ 1, Asset acquisition - with integration (integrated with the AP component) The entry is: Dr asset Cr vendor The relevant GL accounting entry is 18
  • Dr Asset GL account cr accounts payable account 2, Asset Acquisition - without integration ( not integrated with the AP component) The entry is: Dr Asset master record cr asset clearing account 3, Asset acquisition - integrated with MM Module Figure 34 on the page no.85 shows the different types of asset acquisition. When we discuss about acquisition -> External acquisition (from a vendor) -> Internal acquisition (in-house production) In-house production -> track all the costs incurred on a product -> create an investment measure (this is done in investment management module) -> settle to AuC -> capitalize the asset Path in easy access: Asset acquisition (with integration) Accounting -> FA -> Fixed Assets -> Posting -> acquisition -> External acquisition -> with vendor tcode - F-90 The most important point: ========================= When you are posting an acquisition entry in the asset line item, there are two important fields -> Asset value date -> Transaction type Observe the figure 35 on the page no.86 Dr Asset -> in the asset line item -> transaction type and the asset value date 19
  • Cr vendor Asset value date - is the date on which the asset is capitalized Transaction type - specified the type of transactions (whether it is acquisition or a retirement or a transfer) you are posting and this would be shown in the asset history sheet Observer the figure 36 on the page no.87 Dr Asset - 70 trans type asset value date cr vendor - 31 The relevant GL account that would get affected are Dr Asset GL account cr account payable GL account ASSET EXPLORER: =============== Path in easy access: Accounting -> Financial accounting -> Fixed assets -> Asset -> asset explorer tcode - AW01N Observer the figure 37 on the page no.87 -> It is a tool which would be display the asset values -> The asset explorer contains all the functions of the asset value display as well as the option of simulation different dep areas. -> From here, you can directly go to the FI document -> You can also display the asset master data -> You can have planned and posted values 20
  • -> You can also take the print outs. -> You can view all account assignment objects linked to the asset master record Observer the figure 38 on the page no.88 When you are doing the first acquisition, -> It will update the posting information in the master data section of the asset master record under the general tab page A) Capitalized on (derived from the asset value date) B) First acquisition on (derived from the asset value date) C) Acquisition year (derived from the posting date) These three fields would be updated -> It will update the ord.dep start date in the depreciation area section of the asset master record A) ord.dep start field This field would be updated. Based on the asset value date and the transaction type, the system would update the posting information and the depreciation start date. IMPORTNAT NOTE: ============== The system determines the depreciation start date for ordinary depreciation using the asset value date of the acquisition posting and the period control method and writes this date to the depreciation areas in the asset master record. This is a very important note. The asset value date (which is the capitalized date) helps in determine the depreciation start date. Observer the figure 39 on the page no.89 When you do the acquisition integrated with AP component, the system would also update the vendor information in the "ORIGIN" data field in the asset master record. -------------------------------------------------------------------------------------Document types used for asset posting: Gross posting AA - you take into the discount and taxes 21
  • Net posting AN - you take into account the taxes. Path in IMG FA -> FA Global settings -> Document -> Document header -> document types For document type AN, there will be tick mark for the field "Net document type" ================================================================================= TRANSACTION TYPES: ================= Whenever you are posting a transaction relating to asset, you have to enter the transaction type for every posting. The transaction type identify the acquisition, retirement and transfers Each transaction type has lot of control settings: -> The transaction type specifies which field are to be updated A) Asset balance sheet accounts B) Depreciation areas C) Value field Path in IMG FA -> AA -> transactions -> Acquisitions -> Define Transaction types for acquisitions click on the clock and then click on first activity -> Define transaction type for acquisitions Example: TType 100 -> Whether it is to be posted on debit or credit transaction -> Whether to capitalize the asset or not -> What is the document type allowed for this transaction type -> Whether the posting related to affiliated company You can also create your own transaction type 22
  • Acquisitions -> 1 Retirements -> 2 Transfers -> 3 Observer the figure 43 on the page no.92 Every transaction type which you create belongs to a transaction type group. The transaction type group define the features of the transaction type. -> You can limit transaction type to depreciation areas Path in IMG FA -> AA -> Transactions -> Acquisition -> Define transaction type for acquisition Click on the clock and then click on the second activity -" Limit the transaction types to depreciation areas" -> You can limit transaction type groups to asset classes The transaction type groups are fixed and cannot be changed. ================================================================================== ASSET ACQUISTION - NOT INTEGRATED WITH AP (using clearing account) -> Sometime when you purchase the asset, the asset been received but the invoice not yet received Dr Asset cr clearing account at a later stage, the invoice received dr clearing account cr vendor Finally the entry is dr asset cr vendor 23
  • -> The invoice received but asset not yet delivered =================================================== dr clearing account cr vendor account Later, when the asset is delivered dr asset cr clearing account Observe the figure 44 on the page no.93 ASSET ACQUISITION INTEGRATED WITH MM Module" ============================================ Observer the figure 45 on the page no.94 Exercise on page no.95 to 114 dealing with the exercise on asset acquisition ====================================================================== Company code: SONY In Last session, Acquisition transactions -> with integration -> Without integration -> integrated with the mm module Dr Asset 70 - TTY - ASSET VALUE DATE Cr vendor 31 24
  • When you are making posting to the asset line item, you have to enter the transaction type and the asset value date Transaction type - specifies the type of transaction you are posting Asset value date - is the capitalization date - date on which the asset is capitalized RETIREMENTS: ============ Different types of retirements - Retirement with or without customer -> Retirement with or without sales -> Partial or full retirements -> Mass retirements -> Retirement of several assets Retirement with integration (with the customer) dr customer cr asset This will be entry Retirement without integration (without customer) Dr Asset clearing account cr asset When you sell an asset, what are the accounts that will get affected? -> Asset -> bank/customer -> gain/loss 25
  • There are lot of GL and sub ledger accounts that are getting affected when you sell the asset. Observer the figure 48 on the page no.117 Important point to be noted: =========================== The system determines the depreciation date for the asset retirement based on the asset value date and the period control method of the depreciation key. Before posting the transactions, create few important GL accounts -> Gain on asset sale GL account - I1960 -> Loss on asset sale GL account - E1960 -> Asset clearing GL account - in the form of asset account - A1960 -> Clearing revenue from asset sale GL account- I1961 -> Accumulated |dep.account A1970 i.e When you are selling an asset without a customer Dr Clearing revenue cr asset And then assign them in IMG Company code: SONY Path in IMG FA -> AA -> integration with the GL -> Assign GL accounts 1, Purchase an asset for GBP.10000 (Asset acquisition without integration) Path in the easy access: Accounting -> FA -> Fixed Assets -> Posting -> Acquisition -> Ext Acquisition -> Acquisition with automatic offsetting entry T-tcode: ABZ0N We are purchasing an asset on 01.06.2011 for GBP.10000 Asset value date as 01.06.2011 26
  • The message is: Asset transaction posted with the document no. 0100000004" Dr Asset cr clearing account The relevant GL account that are affected are dr asset GL account cr asset clearing account go to the asset master record....... In the master data section, observer the posting information -> Capitalized on -01.06.2011 (from the asset value date) -> First acquisition on - 01.06.2011 (from the asset value date) -> Acquisition year - 2011 003 (from the posting date and the posting period) go to the dep area section of the asset master record Then go to the asset explorer - AW01n Also check the asset GL account - A1501 2, Sell the asset for GBP.9000 (Retirement of an asset reclogging there revenue without integration) There is a loss of GBP.1000 Path in the easy access Accounting -> FA -> Fixed Assets -> Posting -> Retirements -> Retirement with revenue -> Asset sales without a customer T-code -> ABAon Click on post 27
  • The message is: Asset transaction posted with the document no.SONY 0100000005" Dr Clearing revenue GL account 9000 dr loss on sale of asset 1000 cr asset master record 10000 First go and check the asset master record in the master data section under the posting information The system will update the field “deactivation on” Secondly, go to the asset explorer 3, Purchase an asset for GBP.10000 and sell 50% of the asset value (GBP.5000 ) for GBP.6000 (without depreciation ) -> Balance of 5000 in the asset -> Gain of GBP.1000 -> clearing revenue GBP.6000 We have purchased an asset, the document number is 0100000006 Dr Asset cr Asset clearing account Sell 50% of GBP.10000 for GBP.6000 Path in the easy access: Accounting -> Fa -> Fixed assets -> posting -> Retirement -> retirement with revenue -> asset sale without customer T-code: ABAON 28
  • The document number is 0100000007 Dr Clearing account 6000 cr gain on asset sale 1000 cr asset master record 5000 (asset GL account) Go and check the asset explorer 4, Try to do an example Purchase an asset for GBP.10, 000 and then sell the asset for GBP.7000. 6 months Original asset - 10000 Less dep - 500 Net book value 9500 Less sales value 7000 Loss on asset sale 2500 In the material, have a lot of exercises on acquisition and retirements. =============================================================================== TRANSFERS: ========== Transfer of assets -> There are two types of transfers A) intra-company asset transfer B) Inter-company asset transfer Intra-company asset transfer - when the transfer is taking place within the company code (one singe company code) 29
  • Inter-company asset transfer - transfer taking place between two company codes in a company and Transfer taking place from one company code in one company to another company code in another company Reasons for intra company asset transfer -> You have crate an asset in a wrong asset class -> Asset has changed the location -> Asset needs to be split -> Stock materials to be transferred to an asset When you are posting a transaction for intra company asset transfer, you have to use a transfer variant 4. Observer the figure 50 on the page no.125 Reasons for inter company asset transfer -> Asset has changed the location -> org structure for the asset accounting is changed A) Transfer of an asset from one company code to another company code in a company > For this, you use the transfer variant of relationship type 02 B) Transfer of an asset from one company code in a company to another company code in another company, for this, you use the transfer variant of relationship type 01 When you are doing the intra or inter-company asset transfer, at what price the transfer should take place. We have three methods -> Gross method -> Net method -. New value method For intra company asset transfers - we follow gross methods For inter company asset transfer - either net method or new value method can be followed 30
  • There is an asset transfer from source company code to the target company code In case of intra company asset transfer, the source and the target company code is one and the same. The original values remain the same. NET METHOD -> In the source company code Original asset value 100 dep 20 net book value 80 This would be the sale value - is equal to the net book value In the target company code Asset value - 80 NEW VALUE METHOD -> In the source company code Original asset value 100 dep 20 Net book value 80 Sale value 70 Loss or gain in the source company code -> In the target company code Purchase value 70 Observer the figure 52 on the page no.127 Exercise from page no.131 to 142 Company code: SONY Unit 4: Periodic Processing ============================ In the last few session 31
  • Unit 1, 2, and 3 on Asset Accounting -> How to create an asset master record (16 steps) -> Post the asset transactions A) Acquisition - Acquisition integrated with ap component -> Acquisition non-integrated with the ap component -> Acquisition from mm module B) Retirements -> Retirement with or without sales -> Retirement with or without the customer -> Mass retirements C) Transfers -> intra-company asset transfers -> Inter-company asset transfer What are the two important fields? -> Transaction type -specifies the type of transaction you are posting -> Asset value date - is the date on which the asset is capitalized or the asset is sold in case of retirements. The depreciation is calculated using the DEPRECIATION KEYS. DEPREICAITON KEY is a field appearing in the depreciation area section of the asset master record. The posting of depreciation is done automatically by running a program called RAPOST2000. 32
  • Before we do the execution of this program, make note of the following points Observer the figure 60 on the page no.160 -> Primary cost planning (check whether there is to be co account assignment objects like cost centre, internal order, profit centre, business processes etc) -> Investment support (capital subsidy received). Each investment support is identified by an investment support key. -> Inflation management (this is a county specific setting) Depreciation posting is done on a periodical basis Don’t get confused between depreciation areas and depreciation keys Dep area represents different type of valuation and appears in the chart of depreciation dep key specifies the method of depreciation -> SAP support three types of depreciation A) Ordinary depreciation - due to wear and tear B) Special depreciation - for asset under construction C) Unplanned depreciation - manual depreciation. DEPRECIATION KEYS Specifies the methods of depreciation Figure 61 on the page no.163 -> Basic method -> Declining balance method -> Maximum amount method -> Multilevel method -> Period control method 33
  • Path in IMG FA -> AA -> Depreciation -> Valuation methods -> Depreciation key -> Calculation methods Observe the depreciation area section of the asset master record Figure 65 on the page no.166 Depreciation area for cost accounting purposes -> The system takes into the imputed interest portion -> indexing The important diagram is on figure 70 page no.171 If you run the program RAPOST2000 -> The system will identify the ordinary depreciation, special depreciation, unplanned depreciation, interest, revaluations etc -> The system will update the relevant GL Account and also to the sub ledger. You can also do the test run go and check the dep keys for the assts in the company code NEAS.... Some of the errors when you are running the program RAPOST2000: -> Incorrect account assignment objects -> Accounts for posting missing -> Posting period was entered incorrectly. -> Settings missing in the asset master record for deprecation key - 0000 Exercise on Page no.175 to 190 Fiscal year change and year end closing ======================================= 34
  • Year end closing - when you are closing books of accounts of the end Fiscal year change - change of the account year Figure 73 on the page no.191 -> The year end closing program is done at the end of the last posting period For ex: Jan to dec - in the month of dec you can do year end closing program -> The year end closing program for the whole company code. -> For example Books of accounts are prepared for 2009 2010 2011 If you want to do the year end closing for 2011, then you have to see that the year end closing program is done for 2009 and also for 2010 then only you can do the year end closing program for the year 2011. Observer the figure 74 on the page no.192 The yearend closing program checks whether -> The depreciation and the asset values have been posted in full or not -> The asset contains any error or are incomplete By chance, you have done the closing process and after closing, you have realised that you have done a mistake; you have re-run the whole program again. Program names for Fiscal year change -> ==================== 35
  • Path in easy access Accounting -> Financial Accounting -> Fixed Assets -> periodic processing -> fiscal year change T-code -> AJRW RAJAWE00 Year end closing -> ================== Path in easy access Accounting -> financial accounting -> fixed assts -=> periodic processing - year end closing Tcode > AJAB executive Program name -> RAJABS00 Exercise on page no.195 to 202 INFORMATION SYSYSTEM -> Standard reports In order to run the standard reports in asset accounting Path in the easy access: Accounting -> FA -> Fixed Assets -> Information system -> Reports on Asset Accounting List viewer -> Output is in the form of the list -> apply lot of feature for the output -> do in ascend GBP or descending order -> totalling. Subtotalling -> Increase /decreasing the columns ASSET HISTORY SHEET -> this is a yearend closing report. This sheet shows the transactions that occurred on an asset. You can also customize the asset history sheet Exercise 12 on the page no.209 to 214 =========================================================================== 36
  • DEPRECIATION SIMULATION For instance, you are following straight line method and also simultaneously you would like to know how much would be thee amt of depreciate under base level method You can crate various simulation version -= each version having different depreciation methods. Simulation can be applied to a single asset or for the whole asset portfolio. Report name -> RASIMU02 Exercise from page no.219 to 226 -------------------------------------------------------------------------------------------------------------------------------------- 37