Fixed assets enduser_training_manual

Saudi Arabian Airlines
FINANCIAL ACCOUNTING
ASSET ACCOUNTING
FIXED ASSETS
USER TRAINING MANUAL

2008
Version: 01

FI_O4 Fixed Assets Accounting Version 01

1

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


2

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


3

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)


4

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


5

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


6

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.


7

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


Asset Master for Asset Under Construction will
be created once relevant Internal Order has been
created

8

Process Flows: Diagram 1 as per Business Blue print.

Figure xx1


9

Asset Master Data: Diagram 2

Figure xx2


10

Asset Master Deletion: Diagram 3

Figurexx3


11

Capital Project Cycle: Diagram 4

Figurexx4


12

Asset Acquisition: Diagram 5

Figure xx5

Asset Retirement: diagram 6

figure xx6


13

figure xx7


14

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


15

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.


16

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)


17

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


18

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


19

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.


20

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:


21

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.

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.


22

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.


23

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.


24

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

O


O


1. Click on the vendor field
2. Enter the date in the other fields

3. click on the Icon

then


25

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


26

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.


27

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.


28

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)


29

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.


30

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


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)


31

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.

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.


32

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
displayed.

R/O/C
R

Comments
A number can be chosen by using drop down
function

Sub-number

displayed.

O

Default value Zero

Company code


R

Asset


Then

2. The following screen will be displayed: Check figure 11 on page 36 for
example.


33

Figure 11

Note: Screen field names:
1. General Data
2. Inventory
3. Posting Information.


34

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.


35

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


36

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)

Look at the details within planned values on page 38 figure 15 as an example.


37

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.


38

Figure 16

1. Close on the box or click on the exit button displayed on screen.


39

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
locked.

R/O/C
R

Sub-number

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


40

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.


41

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


42

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


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

2. You will be prompted with the following screen

Details:

Figure 20


43

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>


44

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.


45

Currency
Rate: SAR

Figure 24

‘Document xxxxxxxxxx was posted in company code Txxx’
<END OF TRANSATION> Look at the example, as per figure 24.


46

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.


47

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.


48

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


49

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


50

Press simulate

Figure 28a

You will be prompted with the following screen on page 52.


51

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.


52

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>


53

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>


54

“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


55

“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>


56

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”


57

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


58

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

>



59

Figure 38

Message will read, Asset transaction posted with document no 98xxxxxxxxxxx
<END OF TRANSACTION> Example as per figure 38.


60

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


61

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

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


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


62

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


63

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


64

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>


65

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


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.
Choose

.


66

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.


67

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.


68

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

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

R

Comments

for current year acquisition

Note: If the depreciation areas have not been defined then the message on screen will be
displayed.

Figure 47


69

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

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



70

Figure 49


then click on the required tab.



71

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.


72

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


73

“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
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.


74

Amount
Cost Centre
Company Code

Mark the indicator on and press enter
Due date:
Value Date, Calculate Tax if required
Figure 53

Figure 54


75

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>


76

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.


77

Curenency
Rate in SAR

Figure 57

Message reads: Document 16xxxxxxxx was posted in company code 11xxx


78

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


79

“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

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.


80


Figure 60

1. To verify the entries press save the icon


button.

81

Book folder

Figure 61

Message reads: Asset transaction posted with document no 11xxxxxxxxxxx



82

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


83

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?


84

Figure 65

1. Click on Yes, as per figure 65.


85

Figure 66

Message reads: The asset 13xxxxx is changed


86

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


87

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>


88

Press Yes.

Figure 69

1. Click Yes and then Press the save icon


button

89

Figure 70

Message reads: the asset 13xxxxxx is changed
<END OF TRANSACTION> as per figure 70.


90

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”


91

Field Name

Description

R/O/C

Asset Number

Enter the asset number which is to be
transferred

R

Document date


R

Posting date

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


Figure 72


92

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.


93

Figure 74



94

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.



95

Double Click the required line Item

Figure 75

1. Double click in the top left hand box as per the screen image.



96

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


97

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


98

Please note: The correct fiscal year is important for this screen


Select the required line item

After selecting the required line item than
press Tab reverse

Figure 78



99

Specifications for reversal posting

Select the reversal reason from the
drop down option than press enter

Figure 79



100

Document Header Information
Document Date displayed in Header


Figure 80

Following message will be appeared at the bottom of your screen


101

Figure 81

MESSAGE READS: ASSET TRANSACTION POSTED
<END OF TRANSACTION >


102

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.


103

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:



104

Before actual run remove the indicator then
press execute

Figure 84

Please note: Remove the indicator as per screen diagram then press execute.



105

Verify the entry and press save, click
on the icon

Figure 85

Following message will be appear at the bottom of your screen.


106

Figure 86

<END OF TRANSACTION> asset transaction posted


107

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.


108

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 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


109


Test run completed successes fully.
Press f3 or green arrow.
Figure 89


110

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.


111

Go to program and click on Execute in Background

Figure 91


112

Enter the Printer name then press Enter
Figure 92

Please select the required printer based on per permissions or location of local
printer


113

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


114

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>


115

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.


116

Enter depreciation execution date

Enter document type
Example here is AF

Figure 96



117

Double click the selected line item

Figure 97



118

Figure 98



119

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.


120

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


R

Posting date

system

R

Transaction Type

transaction type controls various system
activities business transactions are posted.

R


Comments


button

Creating the asset transaction

Amount Posted
Asset Val Date

Figure 100


121

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

Asset

Comments

R

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.


122

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


button or F8>


123

Figure 103

Message reads: Do you want to continue processing
1. Press yes to continue in the pop up box
2. Next screen


124

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.


125

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


126

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


127

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.


128

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.



129

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


130

Online processing is limited to approx 1000 assets


or use F8>

Figure 111

2. Press yes to continue within the pop-up window on screen>


131

Test run is executed successfully

Figure 112

1. Test run is executed successfully
2. Press F3 on the keyboard or the green arrow icon


132

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


133

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


134

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”


135

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


136

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.

137

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


138

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


139

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


140

Fixed assets enduser_training_manual

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