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September 2000
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7UDGHPDUNV: n Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. n Microsoft®, WINDOWS®, NT®, EXCEL®, Word® and SQL Server® are registered trademarks of Microsoft Corporation. n IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®, AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation. n ORACLE® is a registered trademark of ORACLE Corporation, California, USA. n INFORMIX®-OnLine for SAP and Informix® Dynamic ServerTM are registered trademarks of Informix Software Incorporated. n UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of The Open Group. n HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute of Technology, 545 Technology Square, Cambridge, MA 02139. n JAVA® is a registered trademark of Sun Microsystems, Inc. , 901 San Antonio Road, Palo Alto, CA 94303 USA. n JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. n SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.com Business Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP™, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies. n Design: SAP Communications Media
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General Ledger/ Accounts Payable/ Accounts Receivable Configuration
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Human Resources Essentials I
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Configure the Asset Accounting module Create and change master data in Asset Accounting Post and analyze transactions Execute the depreciation run Identify which FI-AA reports you need to analyze asset values Carry out the legacy data transfer for assets
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Each time you change an asset master record, the system creates a change document. It contains a list of fields that were changed and the number of changes to a field. In addition, the name of the user and the old and new contents of fields are stored.
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When a large number of assets are affected by a change, you can make a mass change. Using this procedure, you can carry out freely-definable master data changes, mostly automatically, (for example the change of cost center assignment).
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The history list and the personal value list are controlled by master data management.
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This function was introduced in Release 4.6, and makes it possible to quickly and easily locate the last assets you processed (maximum of 99).
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From the history list, you can display all other values at any time, and search the entire dataset.
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If you choose not to use the history list / personal value list, you can switch off this function. Then when you choose input help, you immediately access general search help instead.
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As of Release 4.0, you need to process a worklist using ),$$VWDQGDUGIXQFWLRQV in order to be able to carry out mass changes. It is no longer absolutely necessary to access the function by means of Workflow task assignment.
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The steps are outlined below: 1. Create a substitution rule to specify which fields you want to change and how you want to change them. 2. Generate a list of assets to be changed (for example by running a standard report with the appropriate selections). 3. Choose the &UHDWHZRUNOLVW function. 4. Enter a description and select a purpose for your worklist. The purpose is a pre-defined standard task in the system (for example, change master data). 5. Choose the appropriate substitution rule for the mass change. 6. If you do not want to use the workflow, make sure that the worklist created is not assigned to any user. 7. Check if your mass change was successful by displaying the assets or running an appropriate report.
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&XVWRPL]LQJ),$$→2UJDQL]DWLRQDO6WUXFWXUHV→$VVHW&ODVVHV→'HILQH$VVHW &ODVVHV Go to the detail screen for asset class 2000. Make a note of the account determination. Check G/L accounts: &XVWRPL]LQJ),$$→ ,QWHJUDWLRQZLWKWKH*HQHUDO/HGJHU→ $VVLJQ*/$FFRXQWV Select chart of accounts INT. Choose &KRRVHDFFRXQWDOORFDWLRQ. Select account assignment 20000. Choose 'HILQHDFTXLVLWLRQUHWLUHPHQWDFFRXQWVor 'HILQHGHSUHFLDWLRQDFFRXQWV in the dialog structure and look at the depreciation areas. 2-3-1 In one of the menu paths from Exercise 2-3, place the cursor on the $FFRXQW GHWHUPLQDWLRQ field and press F1.
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l Fixed Assets => Postings => External acquisition => Purchase => With vendor. The system proposes defaults for the posting data, however, you can overwrite them.
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The "debit asset, credit vendor" posting is often made in Accounts Payable. This posting satisfies the requirements of both Financial Accounting and Asset Accounting.
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Transaction type: When posting to assets, you have to enter a transaction type. The transaction type identifies the different transactions in the asset history sheet.
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As of Release 4.6C, the Asset Explorer contains all essential functions of the asset value display transaction. Some differences include a better overview due to the use of the overview tree and tab pages, a more transparent depreciation calculation, and new functions for printing and exporting values.
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In the asset value display, you navigated between depreciation areas using pushbuttons. In the Asset Explorer, the depreciation areas are displayed in an overview tree, from which you can select them. Different icons indicate if the depreciation area is a real or a derived depreciation area.
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The field above the tree structure shows information on the selected asset (company code, number, sub-number). From here you can also go to the asset master data.
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You can see a print preview of planned values, posted values and transactions directly in the Asset Explorer, and then print or export them. On the 3ODQQHG9DOXHV tab page, you can use the calculate depreciation and recalculate depreciation functions.
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In Release 4.6C there is a new overview tree that lists objects related to the asset, such as cost center, G/L account, vendor, employee, purchase order or equipment. You can also jump directly from there to the given master data object.
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Also new in 4.6C: the &RPSDULVRQV tab page. Using this function, you can display the development of values on a fixed asset over the course of several years, in parallel in several depreciation areas.
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The following information is automatically set in the asset master record at the time of the first acquisition posting: •
Capitalization date of the asset (derived from asset value date)
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Date of initial acquisition on the asset master record (derived from asset value date)
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Acquisition year and acquisition period (derived from posting date)
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In Customizing for Asset Accounting, you can enter default values for the asset value date for each type of accounting transaction.
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The system determines the start date for ordinary depreciation using the asset value date of the acquisition posting and the period control method (for more information, see the section on the depreciation key), and writes this date to the depreciation areas in the asset master record.
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When you post the acquisition integrated with Accounts Receivable (FI-AR), the system automatically enters the vendor in the origin data field of the asset master record.
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The asset value date (=> capitalization date) determines the depreciation start date of the asset. This date is determined for each depreciation area by the period control method of the depreciation key.
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The system determines the planned annual depreciation, and planned interest, based on the depreciation start date and the depreciation terms.
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When further transactions are posted in the current year, these values are updated. &DXWLRQ: The posting date and the asset value date always have to be in the same fiscal year!
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SAP AG 1999
n
There are different ways of posting retirements: •
With or without revenue (scrapping)
•
With or without customer (not integrated)
•
As complete or partial retirement
•
As mass retirement (using a worklist)
•
As retirement of multiple assets (within the manually posted retirement transaction)
n
In this example the asset is completely retired with revenue received from a customer. The system automatically calculates the gain/loss (in the example, loss of 1,300). In addition, the system determines the asset balance sheet value and the proportional value adjustments (accumulated depreciation).
n
The values of the accounts for UHWLUHPHQWUHYHQXH and FOHDULQJRIUHWLUHPHQW are shown in notes to the financial statement.
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SAP AG 1999
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Until Release 4.5, the standard reports for Asset Accounting (as well as those of other components) were assigned to a report tree, which was stored in Customizing for Asset Accounting.
n
Report trees were replaced by area menus. The area menu for reporting for Asset Accounting is called "Information System Reports on Asset Accounting." This is embedded in the area menu for Asset Accounting (=> ASMN).
n
You can display and change area menus in area menu maintenance (transaction se43).
n
The changes resulting from the new area menu in Asset Accounting are described in note 206516. For general information on this topic, refer to note 205771.
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SAP AG 1999
n
The SAP List Viewer is used for reporting on all line items. This tool is used to standardize and simplify using reports in the R/3 System.
n
Its user-friendly characteristics support the dynamic creation of layouts.
n
There is a new graphical design, and it is even simpler to process and display lists and reports using the ALV grid control.
n
Important ALV functions: •
Deleting and inserting columns
•
Arranging the values in columns in ascending or descending order
•
Calculating totals or subtotals across one or more columns within a list
•
Using layouts to save an individual report structure so that you can use it again later
•
Setting filters: It is possible to display only those line items that have some connection with a particular criterion
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SAP AG 1999
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The asset value display offers extensive possibilities for evaluating individual asset master records.
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By entering an asterisk (*) in the subnumber field, you request combined reporting for a main number and the subnumbers belonging to it.
n
Choose (GLW -> 'LVSOD\GHSFDOF to see a detailed display of the calculation of depreciation in the system.
n
Choose *RWR -> $OOYDOXHV to display planned and posted values and to see up to which period depreciation has been posted. This overview also shows the depreciation terms.
n
You can simulate the development of values in future years, simulating different depreciation terms and transactions, even for individual assets.
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You can start reports from within the asset value display transaction. You can enter different selection variants for these reports in Customizing for $VVHW$FFRXQWLQJ. Choose ,QIRUPDWLRQ6\VWHP.
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In order to prevent problems with depreciation posting caused by locked cost centers, you can use workflow to inform asset accounting users when cost centers are locked.
n
Prerequisites: The following workflow tasks have to be assigned to an agent in Customizing for $VVHW$FFRXQWLQJ: •
Edit asset (cost ctr lock, error WF)
•
Change asset after cost center lock Event linkage also has to be activated for ),$$FRVWFHQWHUORFN.
n
If a cost center, for which primary actual posting is locked, is used in an asset master record, then the assigned agent receives a mail in his or her office inbox. When processing the work item, the user can then change the asset master record.
© SAP AG
AC305
8-5
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&OHUNLQ $VVHW$FFRXQWLQJ SAP AG 1999
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For Asset Accounting, there are two Easy Web Transactions for processing fixed assets in the Internet:- 0\$VVHWV !The user can process all asset master records in which his personnel number is entered. •
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$VVHWVRQ0\&RVW&HQWHU !The user can process all assets which contain cost centers for which she has authorization.
The following transactions can then be used with the groups of assets described above: • •
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5HSRUWDVVHWUHWLUHPHQW Using a form, the user can propose an asset retirement and enter the reason for it. The accountant responsible for asset retirements is informed of the request by means of workflow.
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SAP AG 1999
n
Values such as special tax depreciation can be managed in a separate, derived depreciation area. They are calculated from the values of two or more "real" depreciation areas, using a calculation formula. The values are not stored in the database but are calculated internally for each value change/display. For every transaction or change of depreciation terms in the real areas, the system checks whether the values calculated are consistent with the Customizing settings for the derived depreciation area. If they are not consistent, the system corrects the depreciation values in the real depreciation areas according to the settings in the derived depreciation area.
n
Referring to the above example: Ordinary depreciation of 1000 is posted to the book depreciation area; in the tax depreciation area, the system also shows special tax depreciation of 5000, in addition to ordinary depreciation of 1000. The derived depreciation area shows the special depreciation (special reserves) of 5000. The special depreciation is calculated as the difference between the tax depreciation area and the book depreciation area (in other words, the difference between two real areas). When RABUCH00 is run, it generates the following posting: debit to Allocation to Special Reserves, credit to Special Items for Reserves. During years 6 – 10, there is a scheduled write-off of the reserves. The posting in this case is: debit to Special Items for Reserves, credit to Revenue from Write-Off of Special Reserves.
n
If an asset with special depreciation is retired, then the special reserves have to be written off using the periodic posting program RAPERB00 => debit to Special Items for Reserves, credit to Revenue from Write-Off of Reserves.
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