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Asset Accounting
Asset accounting (FI-AA) component is a subsidiary ledger of FI
and manages all your fixed assets (property, plant and equipment)
irrespective of your industry or country. The asset component will
manage the entire lifecycle of fixed
assets (traditional fixed assets, assets under construction and
leased assets) from purchasing to retirement or scrapping. The
asset component can calculate depreciation of assets, both
automatically and manually for different valuation
purposes (insurance and interest). You can enable parallel
valuation of assets in different currencies, FI-AA can also help
with enterprise consolidation.
Real-time integration with FI for simultaneous recording of
asset transactions like initial and subsequent acquisition,
retirement, transfer and scrapping in FI-G/L the component is also
integrated with other applications such as Material
Management, Plant Maintenance, Production Planning, Project
Systems, Investment Management and Controlling, you can
Directly post the goods or invoice receipt from MM or PP to
FI-AA
Post asset sales from FI-AA to a customer account using
FI-A/R
Capitalize the asset maintenance expenses in FI-AA using asset
settlements through the PM module
Pass on the depreciation or interest from FI-AA to CO
Depending on the type of size of the company will depend on the
type of implementation
lean implementation - small company with small numbers of
assets
regular implementation - medium/large company with large numbers
of assets
You should use regular implementation if you need any of the
following
want to depreciate in foreign currencies
have group assets
need to define you own depreciation keys, transaction types and
reports
require group consolidation
We will be covering a number of topics that are related to asset
accounting, the diagram below shows the topics that i will be
covering
below is another diagram that shows the details of the general
ledger account determination, it also shows various balance sheet
general ledger accounts that you can maintain for a particular
business process, such as acquisition, retirement,
etc.
Organization Structures
FI-AA makes uses of various organizational units you will define
elements such as the chart of depreciation and asset class in FI-AA
to make the necessary linkages. We will start with checking the
country-specific settings as asset
accounting is subject to country-specific laws and legislation's
we need to maintain a few parameters such as the value of low-value
assets (LVA) we will use transaction code OA08
country currency - self explaining
max LVA amount for posting - Maximum amount for checking posting
to low value assets
post net book value - used to make gain or loss posting for
asset retirements by sale or a loss posting when an asset is
scrapped, this will make a posting to the net book value of the
asset during asset sales and scrapping that is you are
ensuring that the system does not make a gain or loss posting.
The setting is valid only for depreciation area 01 also known as
master depreciation area or book depreciation area
capitalize Auc w/o down payment - check only to capitalize the
total amount of the closing invoice with taking into account the
down payments if any. When not selected the system will capitalize
assets into twp steps, the down
payment from previous years will be transferred (using a
transaction type for old asset transfers) then the closing invoice
minus the down payments will be transferred (as a new
acquisition)
Chart of Depreciation
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A chart of depreciation is a list of depreciation areas arranged
according to business and legal requirements of a country together
with the country-specific rules for asset valuation. Several
company codes can work with the same chart of
depreciation but a company code can only be assigned to one
chart of depreciation, you only need one chart of depreciation when
all of the company codes have one of the following
Operate in the same country (or economic zone)
Operate in the different countries but in the same industry
Operate in different countries but with the same rules of asset
valuation
The assignment of chart of accounts and chart of depreciation to
a company code is independent, for example the same chart of
depreciation can be used by more than one company code, though each
of them can have different charts of
accounts or several company codes may use a single chart of
accounts but assigned to different charts of depreciation, they are
linked through asset classes (in the chart of depreciation) that
are assigned to the G/L accounts (in the charts of
accounts)
SAP comes with a number of country-specific standard charts of
depreciation (for countries like US, Germany and UK), you should
copy these and use your own chart of depreciation, now we will walk
through copying a chart of
depreciation/depreciation areas we will use IMG, select copy
reference chart of depreciation/depreciation areas, you will be
presented with the screen on the right, we first select copy
reference chart of depreciation
Then enter the details as per the left screenshot, once the
chart of depreciation has been copied you will see the screenshot
on the right, remember to also create one for Japan and one for
GB
Now we will specify description of chart of depreciation
Now we will copy/delete depreciation areas which is the next on
the list (right hand screenshot), you can delete or add any
depreciation areas as you wish
G/L - determines how values from this area are to be posted, 1
means that values are posted in real-time, 2 means to post
Acquisition and Production Costs (APC) and depreciation on a
periodic basis, 0 means not to post to the G/L,
this would be for parallel currency depreciation and for
depreciation areas other than book depreciation.
trgt group - you can maintain the the target ledger group,
leading or non-leading to a particular depreciation area should
post
real - to change or denote a depreciation area as real or
derived
The next step is to assign the chart of depreciation to the
company code, we will use transaction code OAOB or you can use the
IMG as per the above IMG screenshot. however when i tried to assign
the company code I was receiving
inconsistencies error messages, this is because you cannot
assign a newly created chart of depreciation to a company code with
parallel accounting unless it has depreciated areas defined for all
such foreign currencies, to configure the
currency type and valuation type we must use transaction code
S_ALR_87009167, as the US company codes only have a a local
currency the crcy type/val.view field should reflect this so I have
removed any hard or group currency field
values (left hand screenshot), Both GB and Japan use group
currency so as you can see in the right hand screenshot I have
reflected this for the GB configuration.
Now we can assign the company code to the chart of depreciation
with out any inconsistencies errors
Now we can specify the number assignment across company codes,
can assign number ranges per company also, we will use transaction
code AO11, we will not use cross company codes and thus assign the
same company code with the
No.CoCd, so each company code will have its own number
range.
Structuring Fixed Assets in FI-AA
A fixed asset cannot be easy converted into cash (for example a
property takes time to sell), a fixed asset can be simple or
complex, a simple asset is represented by a main asset number and
will not have any sub-assets, while a complex
asset is denoted by a main asset number but contains one or more
sub-assets represented by asset sub-numbers. The system normally
carries out the depreciation at the lowest level, which is the
sub-asset level, you can depreciate an asset
either at the main number level or at the asset sub-number
level. A group asset (used in US and Canada) is represented by a
separate master record in the system, it comprises of several
assets grouped together only for some special purposes
of evaluation and reporting. You need to use transaction code
OAYM in the respective depreciation areas if you want to manage
these assets as group assets as well as at the individual asset
level, you will also need to specify if an asset class
(for classifying an asset on business or legal requirements) is
meant strictly for group assets (transaction code OAAX).
You can structure fixed assets at three levels
Asset Levelthe structuring includes asset numbers and
transactions, the group asset sits at the top with one or more main
assets assigned to it.Each main asset can have any number of
sub-assets, the transaction layer comes below the sub-asset or main
asset level.
Class Level each asset (group or main asset) is assigned to an
asset class (machinery, building, etc).
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Balance Sheet Leveleach asset class is assigned to a G/L account
(through the account determination in the asset class) which is
then identified as abalance sheet item that forms part of a
financial statement version
Asset Classes
Asset classes is a classification parameter used to categorize
asset into such categories as buildings, plant, machinery,
electrical equipment, vehicles, furniture and fittings, it can also
structure assets based on business and legal requirements
or accounting purposes. Asset classes are connected to the G/L
accounts through the account assignments and allow you to make a
single account assignment for several asset classes.
A asset class with have control parameters and default values
for general master data and depreciation terms, each asset will be
assigned to a asset class that has control parameters for the
master data content and for calculation of
depreciation, insurance, etc, you may also define special asset
classes the take care of AuC (Asset under Construction) , financial
assets, leased assets, etc.
You can create asset classes in two ways
Automatically using the balance sheets accounts (in a one-to-one
relationship) of a chart of accounts, together with the required
account determination, number ranges and screen layouts.1.
Manually without the help of the G/L accounts, you can use copy
and create additional asset classes when you have already created
the asset classes automatically.2.
We will first create the asset classes automatically using
transaction S_ALR_87009177, the initial screen is the start screen
detailing the next that we will be walking through, the
specifications screen requests the chart of accounts, chart of
depreciation and the accounts that you wish to include in the
asset class creation
Next a list of accounts is produced you can include of exclude
the specific G/L accounts using the APC acct column (checkbox), the
default accounts screen requests the account determination for
exp.ord.deprec, rev.clear.acct, asset.ret.loss,
gain.frm.ret
The account determination screen lists the accounts with the APC
account, here we enter a suffix (sap 10) to create the accumulated
depreciation accounts with the same number of the APC
account+suffix, next the system will propose the
number ranges for the APC accounts
The layout screen determines the screen layout rules, you can
see that I have added both 02 (posting information) and 03
(time-dependent data), the asset class screen details the suggested
asset class names, you can keep these or change
them if you so wish, you can also identify the type of asset
class per asset class (asset class for low value assets, asset
class for AuC, etc) depreciation key to be used.
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The list of results is a summary screen of the proposed changes,
the complete screen is the last chance to make any changes, once
you select continue the asset class will be created
Last you will receive a results screen detailing everything
above
To manually configure asset classes you need to configure the
following
Account determination keys
Screen layout rules
Number range intervals
We will start by creating the account determination keys that
you will link the asset classes to the G/L accounts, we should see
the above that we have already configured using then wizard, we
will use transaction code S_ALR_87009195,
other use the new entries to create any additional account
determinations
Next we will create the screen layout using transaction code
S_ALR_87009209, we will create the identifiers first and later we
will define the actual rules
Then we define the number range using transaction code AS08, we
have already covered number ranges so I wont go into detail
here
Now we are ready to define the asset classes we will use
transaction code OAOA,
asset class - the asset class identifier
asset type block - here we enter the account determination and
screen layout rule we created earlier
number assignment - here we enter the number range we just
created above, you can also use external numbering
status of AuC - select the appropriate option, in our case is a
non-AuC so we have selected it here
asset class is blocked - stop any further assets being created
under this class
real estate indicator for asset class - you should select real
estate - property or buildings for asset classes such as land or
buildings
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A special type of asset Auc (Asset under Construction) is
normally shown as a separate item in a balance sheet, you can
manage AuC collectively in a single master record or as individual
items with separate master records, When complete
you can transfers or distribute AuC to other assets master
records through line item settlement or a simple transfer.
The term Low Value Assets (LVA) are assets that are fully
depreciated in the year of acquisition itself (for example light
bulbs), the item is of such a minimal value that you would
collectively manage then in a single master record. You will
need to define a maximum amount limit, when individually managed
the system compares the APC of the asset with this amount to
decides if it is a LVA (amount check), when collectively managed
the system sums up all the APC values of
all the assets than or equal to the LVA maximum amount (quantity
check), you will be using a separate depreciation key (CWG) to
depreciate LVA with the useful life set to one month (period).
Valuation
Valuation determines the value of the current asset(s), with a
historical view as well, it also helps with the valuation should
you wish to scrap or retire the asset before its economic life has
expired. Fixed asset valuation is perform through
depreciation areas. A depreciation area is a two character key
that contains the parameters to value an asset, you can use more
than one depreciation area to represent different asset valuations
for cost accounting or legal reporting. You need
at least one depreciation area usually 01 (book or master
depreciation area) you can have a maximum of 99 depreciation areas,
there are two types of depreciation area
Real depreciation area
this is regarded as the master depreciation area that supplies
values to your balance sheet, also know as the book depreciation
areayou normally designate this as 01, this area is characterized
by automatic posting to FI with currency the same as that of the
companycode, you will not be able to adopt values/deprecation terms
from other depreciation areas and you will not be able to delete
thisarea.
Derived depreciation areathis determines new assets values from
values that have already been determined in other depreciation
areas by deriving values using amathematical formula (addition or
subtraction), you can setup the formula to derive the values from a
maximum for four realdeprecation areas, you can also post the
values from a derived area to FI.
Control parameters of the depreciation area are normally done at
two levels, the chart of depreciation and the company code level.
You create the depreciation areas from the reference chart of
depreciation, you can also copy other
depreciation areas. To define a new depreciation area we can use
transaction OADB, to create a new depreciation area select the copy
as button
When you copy the depreciation you can then amend the screen for
your requirement
deprec.area - enter a two digit identifier
real depreciation area - denotes that the depreciation area is a
real and not a derived depreciation area, which means that this
area will be updated each time a posting is made for an immediate
evaluation
posting in G/L - indicates if and how valuation changes from
this depreciation area are to be posted to the G/L, here we have
selected to post in real-time
target ledger group - self explaining
cross-syst.dep.area - used for cross-system depreciation
areas
value maintain field - here you can select if the values are
positive or zero or negative as the real acquisition value.
You can also enter the type for each depreciation area using
transaction code OADC, for example 06 - group valuation for areas
like consolidated balance sheet in local/group currency, 01
valuation for trade balance sheet for book
depreciation as seen in the below screenshot.
We need to ensure posting values from the depreciation area 01
are copied to the rest of the areas, you can also define if the
transfer is mandatory or optional, with optional allows you to
enter the values during transaction posting, we will
use transaction code OABC, enter the depreciation area for each
depreciation area which you will adopt the values in the valad
field, and select indent if you want to transfer all APC-relevant
postings values with no option to change the
transferred values
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Now we will define specify the transfer of depreciation terms
from one area to another, this can ensure uniform depreciation in
the target areas and also means that you do not have to maintain
the terms in the asset master record. We will use
transaction code OABD, the depreciation area will receive the
values from the referenced area in the TTr field, if you select the
identical checkbox this will ensure that you will not be able to
change transferred values from the referenced
depreciation area to the receiver area.
You can setup depreciation areas for parallel valuation using a
wizard and then just complete the steps, you can use transaction
code OADB_WZ, for example lets take DD13 (Japan) you need to assign
the master depreciation area (01
reflecting local GAAP) and the real depreciation area for
parallel valuation (30 for IAS) each to a ledger group. The system
automatically creates a derived depreciation area (61) that will be
used to account for the difference between area 30
and area 01 in a ledger group for parallel valuation (L6), the
posting in G/L should have either area posts only APC directly or
area posts APC only
Next we will define the depreciation areas for foreign
currencies using transaction code OAYH, you can see in company DD13
the depreciation area 33 has a different currency, when maintained
in a different currency the system translates
the values into foreign currency by taking the posting dates
exchange rate (for asset retirement) in the foreign currency. You
should setup depreciation areas in foreign currencies for the
following reasons
you can depreciate assets differently at the group level than at
the local level
you can manage historical asset valuation in group currency
you can enable legal consolidation
In any case you will not be able to change the currency of the
book master depreciation area 01, the currency of this area has to
be the same as that of the local currency of the respective company
codes.
You can use transaction code OABT for the use of parallel
currencies, we have already discussed this when we assigned the
chart of depreciation to the company code.
Next we will determine the depreciation areas in the asset
class, we will use transaction code OAYZ, we maintain depreciation
key, minimum life, screen layout, you need to perform this on all
the asset classes
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Next we will specify the maximum amount for low value assets
(LVA) and asset classes, use transaction code OAY2 (left
screenshot), in the LVA if you select 1 - value based maximum
amount check, 2 - collective management and 0 - is
not a LVA, to enter the amounts we use transaction code OAYK
(right screenshot) , you can see the check limit amounts
LVA amount - Maximum amount for checking posting to low value
assets
MaxLVA Pur - Maximum amount for checking purchase orders for
assets
Next we will specify the rounding of net book value and/or
depreciation using transaction code OAYO, we just select the net
book value at year end and arithmetic rounding
You can specify a changeover amount, you can configure the
system that the depreciation calculation is changed as soon as the
net book value (of an asset) drops below a specified amount
(changeover amount), you will need to use a special
depreciation key defined with the changeover method 3, we will
use transaction code OAYJ, just enter an amount in the chnge.NBV
field
The memo value (also known as the scrap or junk value) is the
book value of an asset that has already exceeded its useful life,
the asset value will not depreciate any further that the memo
value, when you indicate an asset is to be maintained
with memo value, and specify the memo amount, then the system
reduces the annual planned depreciation by the memo value in the
year of acquisition, the asset net value must at least equal to the
memo value at any point in time. We will
use transaction code OAYI (left screenshot) to set the memo
value for the company code, you can use transaction code OAAW
(right screenshot) to specify if the memo value should be taken
into account then select the checkbox do not
take memo value into account
Integrating into General Ledger (G/L)
As you know FI-AA is tightly integrated into FI-G/L, for example
when you post in material management the system will check to see
if the asset already exists, this is similar to plant maintenance,
the system will calculate the depreciation
automatically, the values can be posted online for the book
depreciation area 01 (to the G/L accounts in the account
determination key) or on a periodic basis in other areas, the
system also uses a transaction type to identify the correct
business transaction.
We need to configure several activities for the interaction
between FI-AA and FI-G/L we will start with how the depreciation
areas post to G/L. We will assign the G/L accounts using
transaction code AO90, there are three folders where you
can setup the G/L accounts for each section, I will leave you to
fill this in but have given you some ideas in the screenshot's
below, remember you need to do this for all account
determinations
Balance Sheet Depreciation Special Reserves
Now we will specify the posting keys for the asset posting, SAP
does supply standard keys and you should use these,
Asset PostingThe transaction will be ANL and the posting keys
are
70 (debit)75 (credit)
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Next we will assign the input tax indicator for non-taxable
acquisitions, actually we have already performed this step in the
Tax section using transaction code OBCL and maintained I0 for all
the US-based companies, V0 for DD13 and V1
for DD22
We need to change the field status variant of the asset G/L
accounts using transaction code OBC4, I have already discuss field
status variants in my Financial Global Settings and Company Code
Parameters section and just detail what you
need to change
Next we will specify the financial statement version for asset
reports for each depreciation area per company code, we can use
transaction code OAYN, the financial statement version is already
defined when we configured the company
cods that were assigned to the depreciation areas of the charts
of depreciation for the US, GB and Japan, the below screenshot
details company code DD11
Next we specify the document type for posting depreciation to
the G/L expense account, we will use transaction code AO71, the
document type AF will be used by all company codes.
For each of the company codes we define the posting rules that
will determine the method and periodicity for the depreciation
posting, we will use transaction code OAYR,
period and method - the period interval box will reflect the
option that you have chosen for example by selecting monthly the
interval is 001, you we have chosen annual then the interval would
have been 012
smoothing - if you want the system to arrive at the periodic
depreciation by equally distributing the remaining depreciation for
the remaining periods also known as the smoothing method, for
example suppose that the per-period
depreciation is $1,000 but the system has only $5,000 in the
first six periods, the system will arrive at per-period
depreciation as $1,167 ($7,000 divided by 6) by distributing the
remaining distribution of $7,000 for the remaining six
periods. When not selected the system uses catch-up method in
which it calculates the depreciation for each period, the shortfall
or excess is arrived at subtracting the already posted depreciation
from the amount that should have been
posted, the system then will play catch up on the next period
either by making up the shortfall or returning the excess in
full.
Next we will active the account assignment objects for example
cost center, functional area and internal orders, we will use the
IMG
You can select the objects like cost center (KOSTL), activity
type (LSTAR), functional area (FKBER), etc, you can also select if
the assignment object is relevant to the balance sheet, the
agreement prevents changing of the account
assignment object during posting, so that the account assignment
object you enter during posting is the same as in the asset master
record.
The next step is to specify the account assignment types for
account assignment objects, you can assign APC balance sheet
posting to depreciation as the account assignment types for the
additional account assignment objects activated in
the previous step, we will use transaction code ACSET, in the
initial screen we will select the company code * which represent
all company codes, then you will see two depreciation areas 0 which
is the generic area (valid for all areas other
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than 01) and generic area 01,
The system determines the account type starting with the most
specific entry to the most generic one, as per the screenshot
below
We then select the new entries button and create the new account
assignment objects as per the screenshot below, the system
determines the account type starting with the most specific
Depreciation
Depreciation is the periodic and permanent decrease in the value
of a fixed asset over its economic life period of its usage and
associated wear and tear. There are two kinds of depreciation
planned and unplanned, you calculate the planned
depreciation (ordinary and special) automatically through
depreciation keys that contain the value settings and calculation
rules for arriving at the depreciation amount, you can manually
undertake unplanned depreciation including reduction
of APC and transfer of reserves.
Depreciation keys (also known as valuation keys) contain the
necessary control parameters for valuating an asset in a
depreciation area, it will contain the calculation methods (for
depreciation and interest calculation) and control parameters
for controlling ordinary and special depreciation and scrap
value and cut-off value.
Scrap valueis the value at which you will stop depreciating an
asset, calculated based on the cut-off value key it will generally
arrive at as apercentage of the APC for certain types of valuation
such as net-worth tax
Cut-off valueis also known as the memo value, is the value that
is not depreciated, you can define the scrap value either as a
fixed value at whichyou stop the depreciation (cut-off value) or as
a deduction from the depreciation base value before the start of
depreciationcalculation
The calculation method is part of the depreciation key and there
are several of them
Base Methods
This method is valid across charts of depreciation, SAP comes
with based methods which you can use, you can create your own using
transaction codeAFAMR
Declining-balancemethods
annual calculation if depreciation will be reduced by a constant
percentage that is calculated from the useful life and a
multiplication factor and thenmultiplied by the assets NBV, you can
never make the NBV value equal to zero, again there are SAP
supplied methods or you can define your own usingtransaction code
AFAMD, the max.perc is the maximum percentage upper ceiling limit,
which is used for very short useful life assets, for very long
usefullife assets you have the minimum percentage (min.perc).
Maximum amountmethods
these define the maximum depreciation amount that cannot be
exceeded before a calendar date, if it does exceed then it reduces
the depreciation tothe extent that the overall depreciation does
not exceed the maximum allowed for that time, you can use
transaction code AFAMH
Multi-level methods
you can define a method by specifying varying periods of
validity for a certain percentage rate, so that different
percentage rates are applied at differentperiods, use transaction
code AFAMS, you can see in the below example the first year will
depreciate at 25%, the second year at 38% and the final year at37%,
again SAP have manu supplied methods
Default values
you can have default values at two levels, the company code or
the depreciation combination level, for the company level use
transaction codeAFAM_093B
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For the depreciation combination level use transaction code
AFAM_093C
Now we move onto the depreciation key, again SAP have a number
of keys already define but you can create your own using
transaction code AFAMA, the initial screen details all the
depreciation keys available
We will take a look at A003 (3 years property) control
parameters
maximum value - we looked at this above
cutoff val key - we mentioned the cutoff value earlier in this
section
Next we will look at the calculation methods which we spoke
about earlier, the class field can be used for information as a
selection criterion in reporting, the changeover we also spoke
about earlier. You can use multiple shifts which leads
to a calculation of higher depreciation amounts, since value
reduction increases with longer usage, you set a fixed amount to
make the system multiply the variable portion by the suitable
multiple-shift factor, you can also decide on the scrap
value which we have already spoken about, you can also stop
depreciation when the asset is shutdown (as specified in the asset
master record)
Ordinary depreciation represents the planned depreciation to
take care of wear and tear due to usage of an asset during its
useful life, we need to configure a number of tasked relating to
the ordinary depreciation, we will start with
determining the depreciation area using transaction code OABN,
select the depreciation areas for ordinary depreciation
Next we assign the accounts using transaction AO93, here you can
see the accounts for the land account determination and the book
depreciation area
You will use special depreciation (staggered within the taxation
period) to depreciate an asset from the point of view of taxation
without considering the actual wear and tear, we can use
transaction code OABS,
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To calculate the ordinary depreciation before the special
depreciation you can use transaction code AOBK, select the checkbox
to calculate the ordinary depreciation before the special
depreciation
If you had a fire or a flood you would use unplanned
depreciation in special circumstances, you use a manual
depreciation key (MANU) to complete the depreciation, you will need
a suitable transaction type which can be define using
transaction code AO78
Special Valuation
Special valuation is used for investment support and special
depreciation reserves as well as to calculation interest,
cost-accounting replacement values, etc. The reserves for special
depreciation is a liability item that represents the value
adjustments to fixed assets, arising when the maximum permitted
tax depreciation exceeds the permitted book depreciation, you will
need to specify a procedure (gross or net) for allocation and
write-off of special reserves and assign the
required G/L accounts, we will use transaction code OAYQ, the
net procedure posts allocation amounts and write-off amounts for
the same asset offsetting against each other, instead of the gross
method in which the system allocates special
depreciation amount to the reserves and writes off the balance
of ordinary depreciation of the two depreciation areas (01 and
05)
Use transaction code AO99 to assign the accounts
You can the special valuation in FI-AA to automatically
calculate interest on the capital employed on fixed assets by the
same way you calculate and post depreciation, configuring the G/L
accounts for correct determination you can also
passing a cost center as an additional account assignment. First
we will determine the depreciation areas using transaction code
OABZ, we tick the cost-accounting depreciation
You then need to assign the G/L accounts for automatic account
determination, an expense account for interest, an account for
clearing interest posting and another account for posting interest
expenses when the net book value is below zero,
you can use transaction AO98,
You can revalue your fixed assets for management and accounting
purposes or taxation requirements by using index replacement values
to revalue the assets to reflect currency inflation using an index
series and balance sheet revaluation to
meet legal requirements, we will use the IMG we will go through
each option
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We first determine the depreciation areas in which you want to
manage the revaluation, you can manage both APC and depreciation,
you can use also transaction code OABW,
Next we define the revaluation measures which you can use
transaction code AUFW,
The last step is to define the transaction types for revaluation
transaction code AO84 and associate the same with the depreciation
areas transaction code OAXJ, so as to restrict the use of certain
transaction types in certain depreciation
areas, the SAP already supplies transaction types that should
meet your requirements.
Screen Layout
We will configure the settings relating to the screen layout
that will help determine the characteristics of fields and tabs on
the master data screen, the goal is to have only the required
fields that will be required for the specific asset class, the
screen layout also will determine the maintenance level of these
fields. We will start by defining the screen layout rules using
transaction code S_ALR_87009044, the screenshot on the left is the
initial screen where you can change or create
screen layouts, when you drilldown on the appropriate field
group you will see the screenshot on the right, here you can alter
the fields
You also need to define the screen layout for for asset
depreciation which is similar to above so i wont go into detail on
this but you can use transaction code AO21
You can also use the default tab layouts or define you own using
transaction AOLA (left screenshot) , you can then access these tab
layouts using transaction code AOLK (right screenshot) , the tab
layout for each asset classes will decide
the number of tabs, tab pages, order of tab pages and also the
position of the field groups within a tab.
Transactions
Transaction types are used to classify the business transaction
by acquisition, transfer and others during posting, it controls the
account assignment (debit or credit transaction, to capitalize or
not capitalize an asset and document number for
asset posting), posting type (gross or net, to post to
affiliated company, etc). You can assign the business transaction
to an asset history sheets column using transaction types, which
are grouped into transaction type groups (one type
belonging to one group), the groups are SAP supplied groups and
are non-changeable, the group will determine if the acquisition
date is the date of the first transaction, whether the transaction
refers to the past or current fiscal or which G/L
accounts to post with.
As I mentioned above SAP supplies several transactions types
which can be seen using transaction code AO73, you can create new
transaction types if you cannot use the SAP supplied ones, you can
limit transaction to particular
depreciation areas using the transaction code OAYA
Next we will define the account assignment category for asset
purchase orders (PO), you can post a PO or a purchase requisition
(PR) with account assignment to an asset in MM, so as to capitalize
the asset automatically when you post a
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GR (goods receipt) or IR (invoice receipt), you do this by
making changing the settings for the account assignment category
"A" (asset), we will use transaction code OME9, notice on the
bottom part of the screen it is only page 1 of 5
pages, use the page up/down icons to see the other options
acct.assg.changeable - this allows changes for the account
assignment following a GR/IR
consumption posting - we use A for assets posting
aa chgable at IR - used to allow changing the account assignment
of a PO item at IR in invoice verification
goods receipt - the asset will then be capitalized at GR if the
GR is valuated, if the GR is non-valuated then the asset will be
capitalized during IR
invoice receipt - same as above
fields - select the fields that you need
To assign the accounts we use transaction code AO85, for asset
retirements use transaction code AO86, to allow down payments
transaction types in asset classes we can use transaction code OAYB
(see below screenshot),
You can use open-item management and settle (using distribution
rules) an AuC to various receivers, we define this using
transaction code AO89,
To create settlement rules you need to define items such as the
allowed settlement receivers (such as cost center or asset),
default values (for the settlement structure or PA transfer
structure), allocation bases and maximum number of
distribution rules, we will use transaction code OKO7, SAP does
supply a number of settlement rules, below is a screenshot (left
screenshot) of the settlement assets under construction, you will
need to assign this profile to each of the
company codes using transaction code OAAZ (right screenshot)
You can maintain the number range for documents for line item
settlement of AuC to a CO object using transaction code KANK,
number ranges you have seen below so I wont go in to detail on
this.
Asset Data Transfer
This section details how to transfer your old asset data from
your existing non-SAP system to SAP, the first step is to set
company code status, an asset accounting company code can have one
of four status designations at any point of time
0 - asset data transfer completed
1 - asset data transfer not yet completed
2 - test company code data transfer always allowed (you start
with this and when you go live use 0)
3 - company code deactivated-later reporting allowed
We will use transaction code S_ALR_87009070,
Next we will specify the sequence of depreciation areas, you
should make a sequence starting with non-dependent depreciation
areas such as 01 and close with dependent ones (derived areas), use
transaction code OAYE,
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The next step is to setup the parameters for data transfer, we
set the transfer date or the last depreciation posted period, it is
important to specify a transfer date that will determine the status
of posting, it tells the system that posting up to this
date is to be included in the transfer, this will tell the
system if the transfer is during the fiscal year or at the end of
the fiscal year. We will use transaction code S_ALR_87009072
The next step is to specify the last period posted in the
previous system, we will use transaction code OAYC, you need to do
this for each company code and for each depreciation area. The
system will then transfer the depreciation posted
up to this period during the asset data transfer.
You also can use the IMG to transfer other options
You can perform the transfer either automatically or
manually
Automatically - use transaction code SXDA, this is the data
transfer workbench or use transaction code OA13 (legacy data
transfer FI-AA)
Manually - transaction codes AS91 (create), AS92 (change) and
AS93 (Display) and AS94 for non-legacy assets and AS81, AS82, AS83
and AS84 legacy group assets
Production Startup
In this section we cover some of the remaining technical
settings before you go live, authorization maintenance, workflow
task assignment, consistency check and steps for production set
up.
We start with maintain authorizations (such as asset view, asset
classes, company code/asset class, transaction type and asset class
and chart of accounts), once defined you can group authorizations
into authorization profiles and assign them
to the appropriate users, SAP do actually provide some standard
profiles which can be viewed using transaction code PFCG, I will
cover more about authorizations in my Basis section.
You can assign workflow tasks to make mass changes to the master
data, post mass retirement and also complete assets that were not
completely created, you link the task in a workflow to an
organizational object with the appropriate users
as owners, we can use transaction code OAWF, this way you can
keep track of all the tasks and make sure that they get
completed.
You can also control data maintenance using the asset views,
each asset view has a specification (as suppressed, displayed, only
default values allowed, etc) for field groups, you can limit these
views that a user can access, you can use
transaction code ANSICHT
The consistency check can be performed on asset classes, chart
of depreciation and company code as well as the customizing
settings of FI-AA, we will use the IMG, when you select the check
consistency button you then have a choice of a
number of act ivies that you can perform
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I have selected the consistency check report FI-AA customizing,
you can double-click on the errors (left hand screenshot) to get a
detailed list of all the errors, you can then even double-click on
the error (right hand screenshot) and SAP will
display a performance assistance dialog detailing the error and
some help on what to do
The overview for experts is a one-stop resource to check all the
configuration settings you have done, I think personally this is a
very useful section as you can very quickly check each setting, use
the IMG to get to these checks
Once to have performed all the checks and you are happy that
everything is setup/configured correctly the final step is to make
the settings for production startup, we start with setting or
resetting the reconciliation G/L accounts we will use
transaction code OAMK,
Next we transfer balances, because the balances of the
corresponding reconciliation accounts in FI are not affected during
legacy asset data transfer you need to post the balances in the
suspense accounts to the asset account reconciliation
accounts, we can use transaction code OASV,
We update the status to 0 (asset data transfer completed) which
we started earlier, using transaction code S_ALR_87009070,
Lastly I want to cover deleting fixed asset data when you have
finished your testing phase and ready to go live, you can use
transaction code OABL, you can just delete the transactional data
by using the line items only checkbox (thus
master data is preserved), if you have integrated general ledger
transaction this will not be deleted and will exist in the system,
if the system is in a productive state then you need to change this
using transaction code OBR3.
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Information System
The information system for asset accounting consists of several
reports and tools, the reports are
Individual assets (transaction code AW01N)
Displaying asset balances
Cost accounting purposes
Depreciation forecasts
Covering preparations for closing
Displaying day-to-day transactions
Tax Reporting
Providing asset history
The tools are
ad hoc reports (transaction code ARQ0)
generate application log (transaction code ARAL)
define/change sort variants (transaction code OAVI)
simulation versions (transaction code OAV7)
currency translation methods (transaction code OAW3)
I will leave you to have a play around with these reports and
tools.
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