User Training Manual Financial Accounting

User Training Manual
Financial Accounting
Table of Contents
Asset Accounting
Master Data .....................................................................................................................................................2

Procurement / Capitalization of Assets .........................................................................................................18
Depreciation ..................................................................................................................................................47
Reporting.......................................................................................................................................................55
FI – Asset Accounting Page- 1 -

Master Data
AS01 -
Functionality
A fixed asset is defined as an individual economic good that it is recognized in the balance sheet
at the time of closing, and is in the long-term service of the enterprise.
In order to make it easier for the user to create, maintain and evaluate master data, the varied
individual information is structured according to its area of use and the relevant functions in the
system. The asset master record consists of two main parts:
1. General Master Data: This part of the master record contains concrete information about
the fixed asset.
2. Data for Calculating Asset Values: You can specify depreciation terms in the asset master
record for each depreciation area in the chart of depreciation. In order for you to make
these specifications, the master record contains an overview of the depreciation areas. In
addition, there is a detailed display available for each depreciation area. If there are
depreciation areas that are not needed for a specific asset, it is possible to deactivate
these depreciation areas at the asset level.
Scenario
This system task is used to create an asset master record.
Requirements
A Capital Investment Order with Budget should have been created in preparation for assignment
to the asset master record.
Menu Path Accounting → Financial Accounting → Fixed Assets →

Asset → Create → AS01 - Asset
Transaction Code AS01

1. Double Click on AS01 – Asset

2. Press [F4] or Click the Search button in the Asset class field.
3. Click the Enter button for a complete list for company code 1100

Note: A list of relevant documents is displayed based on your selection in the

previous screen.
4. Select 120001 Buildings
5. Click Enter to confirm your entry.

Create Asset: Initial screen

Note: Use the reference field if you'd like to create an asset master record that is similar
to another asset master record. When creating a new asset with a reference asset, the
values from the fields of the master record of the reference asset are proposed as
default values.
Note: Number of similar assets; This function enables you to create multiple similar
assets in one master transaction. These assets initially differ from each other only by
their main and/or sub-number. When you save, you can also enter a description and
inventory number for each individual master record.
This function does not allow you to create multiple assets that automatically have the
same long text..
6. Click Master data Button .

7. Update the following fields:
Field Name Field Description Values

Description Enter a name for the asset in this Example:
field. Admin.Building
Asset main no. In this field, you can enter any desired Example:
text name for an asset main number. The Admin.Building
text is then used, for example, in
reporting, and in the display values
transaction
8. Click the Enter button to confirm your entries.
9. Click <tab button> Time-dependent .

10. Press [F4] or Click the Search button in the Cost center field.
11. Click Enter Button to get a list of cost centers based on your entries.

12. Select the relevant cost center and Double click on it.

13. Click <tab button> Allocations .

Note: Fields on this screen are typically used for report groupings as required.
14. Click <tab button> Origin

Tab button for assignment to capital investment order.

Update the following fields:

Vendor Name of Vendor from Example :100880
Whom the Asset is R.C.BROTHERS
purchased
Capital Inv. Number of the internal Example: 7000000
Order order used for
budgeting
15. Click <tab button> Deprec. areas


DepKy The depreciation key Example: GD50
(valuation key) controls
the valuation of the
asset in the particular
depreciation areas.
Usfl life Enter the useful life. Example: 999
17. Click the Enter button to Validate the entries.
18. Click the Save button.

AS01 -
Functionality
The term "asset" is used for simple assets, as well as for complex large-scale assets that consist
of a number of component assets. The data structure of the system, with a 12 character alpha-
numeric main asset number and a 4 character sub-number, allows both. The main asset number
represents the asset as a whole. Parts of assets can be represented by different sub-numbers.
Features
Every master record is automatically created with at least one sub-number, even if no sub-assets
exist. The system marks the first master record as an asset main number master record. When
you use internal sub-number assignment, this main number has sub-number "0000". You can
create additional sub-numbers for this main number master record. The system manages values
for each sub-number for every individual depreciation area in year segments. The individual
transactions are posted directly to the sub-numbers as line items.
Scenario
This system task is used to create an asset sub-number.
Requirements
Asset master.
Menu Path Accounting → Financial Accounting → Fixed Assets → Asset

→ Create → Sub-Number → AS11 - Asset
Transaction Code AS01
1. Double Click on AS11 - Asset

Note: Notice the system automatically assigns the first sub-number.
2. Click Master data Button .


Description Enter a name for the Example: Milling Machine Table
asset in this field.
Enter a name for the Example: Milling Machine Table
asset in this field.
4. Click the Enter button to validate the entries.
5. Click <tab button> Time-dependent .
Note: All of the master data from the parent asset master record are adopted to the sub-
asset master record.
6. Click <tab button> Origin

Note: Once all relevant data has been maintained, the sub-asset can be saved.
7. Click the Save button
Note: Notice the new asset sub-number has a one at the end. 11500001 1

Procurement / Capitalization of Assets

Purpose :
In this process covers the capitalization of Fixed Assets by Procurement / capitalization of

CWIP (Asset under Construction) to the respective asset.
Prerequisites :
Creation of Internal Order, Assets Master & Settlement Rule has to be created before
capitalization of Asset under Construction. – Covered in master data user manual.
Procurement of Assets : In SAP We have acquire assets under three way.
1. Procurement without PO
2. Procurement from External Vendor With PO
3. Procurement of Assets with CWIP Assets MM integration
Work Flow (Step):

1. Procurement with out PO means we have purchase any Assets Directly without MM
rout we have book asset directly in FI.
Directly Put T-Code F-90

here
If we don’t know T-Code go

thru the explained menu Path
Put the following Required field Optional, and Conditional fields, as needed :
Here data divided in two parts : 1. Header Data 2. Item level data.
1. Header Data :

Field R/O/C Description/Action

Document Date R Enter the Document Date means Invoice
Date
Document Type R Automatic derive from System
Company Code R Put Company code in which you want to
post the document
Posting Date R Put date of document posting for only open
period otherwise system will not take the
date.
Period O Automatically derive on base of posting
date.
Currency/Rate R Put Currency > INR / Optional Field
Document Number Not required to put Document Number
because after saving that document,
system automatically pick Document
Number which is assigned on Document
Type.
Translation Date O Date on which want to translate the
currency.
Reference O Here we can put the Vendor Invoice No. or
Document Number on which we have
passing the entry.
Cross –CC Code C If want same document to post in other co.
put here company Code : Here not useful.
Doc. Header Text O Put here Important Text.
Trading Part. BA O Not Required.
2. Line item Data :

Posting Key R Enter Posting key which is controlled line
item Debit / Credit. Now we have to select
the Vendor invoice Posting key it means
we are giving credit to Vendor
Account R Put Vendor Account or GL Account as
mention in posting key. Now select the
Vendor account
SGL Indicator O This field required for any down payment or
any special type transaction.
T Type C This field is required when assets entry
posting. The transaction type in Asset


Accounting classifies the business
transaction. The transaction type controls
various system activities when business
transactions are posted.
Press F4 and see the list of

Posting key’s which is
control the Line item
Debit. Credit.
Next Step : Enter after putting Account or last field.

Amount R Put invoice Amount, if vendor select
Calculate Tax O Tick this field If TDS is applicable to
Vendor.
Business C Required, if TDS is applicable to Vendor.
Place/Section Business place/section is nothing but TAN
No. on which that TDS is deposited.
Business Area O Currently not use this field in SAP
Payment Terms O Automatically derived from vendor master
we can change it.
Days / Percent O
Baseline Date O Date on which due date is calculated.
Discount base O
Discount amount O
Invoice Ref. O


Payment Block C We can block that document for payment.
Press F4 and see the reason for blocking
the payment
Payment Method O Payment method with which this item is to
be paid. Either by Cheque, Cash, or any
mode.
Assignment Number O The assignment number is an additional
information reference field in the line item.
You can either enter the field contents
manually, or have the system define them
automatically in the master record via the
sort key field. In case of Banking
Transaction we have to put here Cheque
Number / CMS No.
Text C Here we can put line item Narration.
Assets Debit Posting key(70).
Account R After selecting above posting key (70) in
that field we see the assets list by pressing
F4 and select the assets.
T Type R Required Field for Assets only.
See list by pressing

F4 for Type of Asset
Acquisition
Next Screen (Step) : Enter after putting Account or last field.


Amount R Put * (Amount automatically derived from
previous line items) or put Amount.
Now before saving the document, go to the document overview than go to document tab & select
the simulate the document or simulate General ledger view below screen appear
Simulate Ledger View :
After confirming the entry go to back & Save it.
2. Procurement from External Vendor With PO means procurement of Fixed

Assets MM integration P.O. & capitalization of Incidental Expenses along with asset acquired in
INR & Foreign currency. Here P.O. will be crated with Account Assignment “A”
Process Flow (Step) :
1. Purchase Requisition : That will be created by concern person(Department) for

procurement of asset and send to MM people. Transaction code – ME51N
2. Assets Master Creation : Assets Master will be created by Accounts Department by

requesting MM people. Transaction code – AS01
3. Purchase Order : That will be created by mm people with account assignment “A” –
Transaction code – ME21N
4. Goods Receipt : Goods receipt entry for assets inward will be done thru MIGO in
Store/Gate.
5. Excise Posting : Posting of Excise Invoice / BOE by transaction code – J1IEX to be used
with option of Post excise invoice. Here reference document can be taken as internal

Excise doc. Number generated. In case of capital goods, Tools and consumables system
will post entries to RG23C register with 50 % splitting amount.
6. Asset vendor invoice : Vendor invoice book by transaction code –MIRO with reference to
P.O.
3. Procurement of Assets with CWIP Assets MM integration means

Procurement of CWIP Assets MM integration P.O. with account assignment category ”F”. in that
case we have to create one Internal order for in-house Construction/Production of any Fixed
Assets for capturing the Expenses and Material cost which is related to that.
Process Flow (Step) :

1. Purchase Requisition : That will be created by concern person(Department) for
procurement of asset and send to MM people. Transaction code – ME51N
2. Internal Order Creation : Internal order will be created by using T-Code “KO01”
Press F4 and select Order Type for Assets “Capital

Investment Order” and for Purpose of Maintenance
or any overhead purpose select “Internal order for
Over Heads.
after that select Controlling area.
Select Controlling
area

Next Step : In Assignment Tab select Company Code, Plant, object Class, Profit Center,
Responsible Cost Center & User (Department & Name of person Who is Responsible to do that
work), Requesting Cost Center(Department who is requesting for assets), Requesting Co. Code
(Same as above), Requesting Order (here we have to give Project order )
Next Step : go to the Investment Tab and select the “Ruchi AUC”
Than go to Save Option and Save it.

3. Internal Order Release : After saving the Internal Order than change the Internal Order by
using T-Code :KO02 & go to Control data below screen appearing and change to system
status CRTD (Created) with Rel AUC (Release) Internal order for posting of data. Without
releasing the Internal order we can’t post any data to that internal order.

Click here to
release the
Internal Order.
After clicking as above here system status has

been change “REL AUC” in place of CRTD
4. Creation of AUC Master : Create AUC thru internal order - GOTO KO02 and put IO no.
and GOTO extras select Asset under construction system automatically create AUC
Assets.below screen appear.
If we want to change text

for AUC change here
Than go back or Press F3 to internal order and save it.
5. Purchase Order : That will be created by mm people with account assignment “F” –
Transaction code – ME21N

6. Goods Receipt : Goods receipt entry for assets inward will be done thru MIGO in
Store/Gate.
7. Excise Posting : Posting of Excise Invoice / BOE by transaction code – J1IEX to be used
with option of Post excise invoice. Here reference document can be taken as internal
Excise doc. Number generated. In case of capital goods, Tools and consumables system
will post entries to RG23C register with 50 % splitting amount.
8. Asset vendor invoice / Expenses Incurred for that asset : Vendor invoice book by
transaction code –MIRO with reference to P.O. and With out P.O we have also to book FI
Vendor Invoices by using T-Code, FB60,F-90 same as above transaction F-90 except the
second line item. In first line item we have to given credit to vendor and in second line item
is explained below.
FIRST LINE ITEM DISPLAY
1.SLIDE
2. SLIDE
Here we have to select the Posting Key

40 for debiting GL
Select the expenses GL and book

expenses with reference to Internal order.
3. SLIDE

Put * system automatically pick

value from previous line item.
Press F4 and pick Internal order.
after that go to Document and select simulate general ledger view below screen appear.
9. Internal Order Reports : before settlement of Internal order, we have to check how much
cost booked in that internal order by using transaction code “KOB1”.
10. Settlement of Internal Order : Every month end all internal order should be settle by using
transaction code “KO88” and put Internal order Number in Order field.

First Period will start from April

now we have put 12 for March
Don’t Put Asset Value date in case of

Internal order settlement. Here we can
put date only in case of settlement of
AUC to Final Assets Only.
It is Recommended Firstly For Internal Order Settlement

always run in test mode and Select Processing Type
check the data than post the “Automatic or by Period only”
settlement.
Click here and see detail

of sender & receiver.
After Checking that go back and remove tick from Test Run and again Execute and see
detail. System automatically create the Accounting Document as well as Asset
Transaction Document & Controlling Document.

Click here to see Documents

crated by system.
Following Accounting Entry will triggered.
11. Settlement of AUC(CWIP) Account : When asset is ready to use we have to settle AUC
(Capital Work in Progress) A/c to Final Assets (Capitalisation of Asset) by using same
transaction code “KO88” but before run this transaction you have to create Assets by
“AS01” and also make settlement rule. This AUC settlement process is Same as Internal
Order Settlement Process.
Maintain Settlement Rule only for AUC settle to Final Asset by using T-Code “KO02”. Go to
“KO02” select internal order go to settlement rule and maintain rule for AUC Settle to Final
Fixed Assets.

Select above Settlement Rule

Put here Distribution Amount if
AUC Settle to more than one
Asassets.
Put here Distribution % if AUC

Put here Assets Code in which Settle to more than one assets.
AUC to be Distributed
After making settlement rule go to KO88 and settle the AUC to Final Assets. Now here we
recommended first run this process in test run and check the data than run without tick of
Test Run. After settlement of AUC go to “KO02” and change the status of Internal order from
release to TECHO ”Technically Completed” after TECHO we can’t post any cost to that
internal order
Reversal of Final Assets to AUC& AUC to Internal Order : Some time

it may be happened by mistake Asset wrongly entered in other class or other assets like,
furniture & Fixture my be taken in Office Equipment in that case we can reverse the
settlement of AUC to Final Asset and than maintain correct settlement rule & settle it.
Transaction Code : “KO88” Select order and go to settlement tab select Reverse option.
That Reversal can be happened only in settlement period i.e. Settlement done in 11th month
and we want to reverse it in 12th month in that case reversal not happened. Only in 11th
month possible.

Reversal of Direct Put to Use Assets by Using Transaction Code “FB08”

Document Number R Select / Put Assets Document Number
which is going to Reversed
Company Code R Select Company Code
Fiscal Year R Select Financial Year
Reversal Reason R Select Reversal Reason which Pre-Defined
as Standard.
Posting Date O Put date of posting the reversal Document.
Posting Period O Month of Posting Reversal Document
For More than One Document Reversal Click

Here
We can see the Document List here which is

posted and to be reversed
Display Document which is going to be Reversed

Important Note : If having addition in any existing assets in standard S A P system will
calculated depreciation on first acquisition date, Now in our current scenario depreciation
should be calculated on addition capitalisation date, however in SAP We have to create Sub
Assets with the reference to Main Assets and here we have to put ordinary depreciation start
date which is added field with compare to normal assets creation & that is mandatory field.

Transfer of Assets : There are two type of assets transfer.

1. Assets Transfer with in Company code(Intra Branch Transfer) :
2. Assets Transfer Inter company code ( Inter branch Transfer-Company code to
Company Code)
Purpose :
This transaction is used to process an asset transfer between two units. There are
different types of transfers, depending on the business transaction that is the reason for the
transfer. However for each asset, which is being transferred we will have to carry out the
transaction. The accounting entry in both the company code will hit the inter company clearing
account, at the end of the period the account the account will have net of balance which should
be nil. Information of transfer of Assets receipt from respective department giving full description
of assets transfer & location & department of transferee & transferor Intra company asset
transfer.
Prerequisites :
Asset Account Number
Menu Path
To go to the Transfer: Initial Screen, use the following menu path:
• Accounting Financial Accounting Fixed Assets Postings Transfer  Inter-
company transfer. Transaction Code : ABUMN
1. Assets Transfer with in Company (Intra Branch Transfer) :

Work Flow (Step):
Put the following Required field Optional, and Conditional fields, as needed :
1. Transaction Data :
Date or date when original document was
issued.
Posting Date R The date on which the transaction is
executed. This becomes the date from
which the sender asset is to be removed
from the books and the receiver is to be
debited take the date.
Asset Value Date R The asset value date is the value date for
Asset Accounting. It can deviate from the
posting and document date.
Transfer to R Choose any one option from below two


options.
1. Existing Asset : The Asset which is

already having in receiving location.
2. New Asset : The Asset which is not

having in receiving location & to be create
after choosing the New Asset Option. After
Choosing New Asset below Master Data
tab is activate for creation of assets &
below screen of create asset will be
appear when clicking the Master Data & the
same way we have to create Asset directly
here without going to AS01.
When clicking additional data the

same screen appear which is appear
at the time of Asset master creation
2. Additional Detail :

Put Here Month of Transaction i.e.

May “2” First Period start from April.
Posting periods will be within fiscal
year.
Specify the type of transaction
3. Partial Transfer : Put detail in that field when assets partially transferring.
Save the Document
Put here any one option.

Either Amount, % or Qty.
Select If assets Purchased in

previous year
Select If assets Purchased in
Current year
Simulate Document before saving and Check the Document entry.

2. Assets Transfer Inter company (Inter branch Transfer-Company code to

Company Code) : Transaction Code “ABT1N” We can not use this Transaction in Ruchi
we go thru the Sales Purchase Rout
Work Flow (Step):
The same workflow as above only Specification for revenue is New Field
No Revenue – Transferring
without Revenue
Manual Revenue – Transfer

with fixed revenue
Transfer with Net Book Value

or IT Value.
Note :
1. If we have put Manual revenue than select the transaction variant in additional detail, 03
Revaluation method.
2. If we select Revenue from Net Book Value (NBV) than select 02 net method.

Now if here give error for “Balancing field "Profit Centre " in line item 003 not filled” than you
select Code 122027 and press the above option “Additional Account Assignment” and put the
Profit Centre.
Retirement - Scrapping / Sale of Assets : Asset Retirement is done by two way

one is Asset Retire by Scrapping and Second is Assets Retire by Sale.
1. Retirement with Revenue without customer :
2. Retirement without Revenue
3. Sale of Assets Without SD Rout With Customer
Prerequisites :
Asset Account Number
Menu Path
To go to the Transfer: Initial Screen, use the following menu path:
• Accounting Financial Accounting Fixed Assets Postings Retirement  Retirement
W/Revenue. Transaction Code “ABAON” or “ABAO”
Work Flow :
1. Retirement / Sale without customer : Retirement of Assets with
Revenue means Sale of assets in Cash, some market value which is to be charge off in P&L
Account i.e. which is retire without customer. Update the following Required, Optional, and
Conditional fields, as needed:

Document Date R Enter the Document Date means Invoice Date
or date when original document was issued.
Posting Date R The date on which the transaction is executed.
This becomes the date from which the sender
asset is to be removed from the books and the
receiver is to be debited take the date.
Asset Value Date R The asset value date is the value date for Asset
Accounting. It can deviate from the posting and
document date.
Manual Revenue O The Value of Asset Retirement which is to be
charged on P&L. may be market value
Revenue from NBV O The Value of Asset Pick from below Net Book
Values :
1. Book Depreciated Value
2. IT Depreciated Value
The Value to be Charged on P&L Account.
Amount posted O The amount of asset to be posted for partial
transfer
Percentage O The %age of asset to be posted for partial


transfer
Quantity O The quantity of asset to be posted for partial
transfer
Simulate the Document
Post or Save
Than Simulate the Transaction, Check and post.
Now, after that process Payment received in Cash and that time via Cash Journal
Transaction Code “FBCJ” received cash and credit to above Clearing Account of Asset
Sale.
2. Retirement by Scrapping - without Revenue without customer : Retirement /

Scrapping of Assets without Revenue i.e. value charged in P&L.

PATH : Accounting Financial Accounting Fixed Assets Postings Retirement 

Retirement W/Revenue. Transaction Code “ABAVN”
Update the following Required, Optional, and Conditional fields, as needed:

Assets Number R Enter the Asset which is to be retire.
Document Date R Enter the Document Date means Invoice Date
or date when original document was issued.
Posting Date R The date on which the transaction is executed.
This becomes the date from which the sender
asset is to be removed from the books and the
receiver is to be debited take the date.
document date.
Go to additional detail field & Update the following Required, Optional, and Conditional fields,
as needed:
Posting Period O Enter the Posting Period (Month) of Asset .
Document Type O Put Assets Document Type
Transaction Type O Put here type of Retirement.
Now, If we want to partial retire of assets, go to the Partial Retirement Tab & Update the
following Required, Optional, and Conditional fields, as needed:
Amount posted O The amount of asset to be posted for partial transfer
Percentage O The %age of asset to be posted for partial transfer
Quantity O The quantity of asset to be posted for partial transfer
Related to O Tick the Option for Assets which related to Current
Year Acquisition of Previous year Acquisition.

After that process simulate the Document and check the entry than post.
Retirement / Sale of Assets With Customer : When Assets sale without

billing to Customer (Without SD Rout) we have to sale directly from FI by using Transaction
Code “F-92”
Update the following Required field Optional, and Conditional fields, as needed :
Here data divided in two parts : 1. Header Data 2. Item level data.
3. Header Data :
Date
Document Type R Automatic derive from System
Company Code R Put Company code in which you want to
post the document
Posting Date R Put date of document posting for only open
period otherwise system will not take the
date.
Period O Automatically derive on base of posting


date.
Currency/Rate R Put Currency > INR / Optional Field
Document Number Not required to put Document Number
because after saving that document,
system automatically pick Document
Number which is assigned on Document
Type.
Translation Date O Date on which want to translate the
currency.
Reference O Here we can put the Vendor Invoice No. or
Document Number on which we have
passing the entry.
Cross –CC Code C If want same document to post in other co.
put here company Code : Here not useful.
Doc. Header Text O Put here Important Text.
Trading Part. BA O Not Required.
4. Line item Data :

“01” for debiting to Customer means
Customer Invoice
Account R Select Customer Account or GL Account as
mention in posting key. Now select the


Customer account
SGL Indicator O This field required for any down payment or
any special type transaction.
Amount R Fill Amount Realized.
Text O Put Text, if any you want to capture.
Posting Key R Enter Posting Key for Second Line Item to
select the GL Credit Posting Key”50” for
capturing the revenue GL.
Account R Select the Revenue GL of Fixed Assets
Sale.
Second Step:
Amount R Put * (Amount automatically derived from
previous line items) or put Amount.
Cost Center O Select Cost Centre
Asset Retirement C Now, we are going to retire Asset by Sale
so you should tick the Asset Retire. After
ticking the asset retirement press Enter
than “Create Asset Retirement” Box will
be appear
Asset R Put Asset Number which is to be retire
Transaction Type R Select Transaction Type i.e. Retirement
with revenue or retirement without revenue.


document date.
Complete Retirement C Tick if you are doing complete retirement
Amount Posted C Put Amount If Partial Retirement doing on
Value based
Percentage Rate C Put % If Partial Retirement doing on
percentage based.
Quantity C Put Quantity If Partial Retirement doing on
Quantity based
Partial Retirement with Revenue with Customer : Transaction Code “ F-92 “


Zero Net Book Value Assets Scrapping : Transaction Code “ ABSO ” Mostly This Transaction will be
used for Low Values Assets Scrapping.

Screen - 2
Now, Simulate by Clicking above symbol

Screen – 3
See below status bar where after saving system will show the Document No. which is posted for
that transaction.
Now, we have to received Payment and credit to Clearing – Assets Sale A/c.

Depreciation
Purpose : This transaction is used to process depreciation on the assets which are either already
existing or the assets which are created new in the system. This process of depreciation should be carried
out at the end of the period that means either at end of the quarter or at the end of the year. This is a
period end closing exercise. Depreciation run can be executed for a period only once. It is advised that, at
the end of the period when all the transaction pertaining to assets gets over, this run is executed.
We can post two type of depreciation :
1. Planned Depreciation
2. Manual Depreciation
• Unpalnned Depreciation for Singal Assets
• Unplanned Depreciation for Multi Assets – BDC Configue for Shiftwise Depreciation.
Planned Depreciation :
SAP Access
Access Menu Accounting > Financial Accounting > Fixed Assets >
Periodic Processing > Depreciation Run > AFAB - Execute
Transaction Code AFAB
Depreciation Run: Initial screen

Select Company
Code in which
Depreciation is to be
Run > Fiscal Year >
Month of Posting
Depreciation
Select Reason for

Posting (*)
Now, Here it is
always advisable first
Depreciation run
Should be in Test
Run Mode after
checking the data in
test Mode execute
without tick (√) of test
run.
(*) Reason for posting:
⇒ You should select “Planned posting run”, which requires that depreciation from previous period was
normally posted. During a regular posting run of this kind, the system does not allow you to limit the run
to particular assets.

⇒ “Repeat run” is to be used in case there are some new assets created after the depreciation run for the
last period posted. the depreciation on those assets will be calculated by executing the repeat run &
Same in case of re-posting of incorrect asset depreciation. The system will not calculate depreciation
for all the asset again when in the normal course the system has already calculated depreciation and
posted the same in the system, so in case of repeat run only for specific new asset we will execute the
depreciation run. Repeat run is executed in the similar manner as the normal run. That Function only
use at Corporate level.
⇒ “Restart depreciation posting run which is indicator for depreciation posting run terminated for
technical reasons and changes had already been made to the database, you have to restart the
program in restart mode. Using the restart mode ensures that all system activities that were interrupted
by the termination are repeated. A restart run should therefore only be performed in certain cases and
cannot be started in a test mode.
⇒ “Unplanned Posting Run” If, for whatever reason, you want to skip over one or more posting periods,
you can do this by specifying an unplanned posting run. The system then creates postings for all the
periods that were skipped, as well as for the period entered. The posting period that you specify,
however, must fit into the posting cycle. If you specify period 7 for a quarterly posting cycle, for
example, no posting occurs.
Depreciation Run for Planned Posting :
After Checking the data in Test Run go back and remove the tick (√) from Test Run than to go to
programme tab and select ‘’ Execute in Background’’ OR Press ‘’F9’’ to Execute the Depreciation posting
programme.

Next Step : Enter the required data on the screens displayed.

Field Name Description R/O/C User Action and Values Remarks
Output Device Printer name R Select an existing printer.
Print O Deactivate Select this
Immediately checkbox if
you want to
print the list
you created
immediately.
R Continue (Shift+F1) Takes you to
the next screen
Start Time R Choose Immediate The job is
dialog box started
immediately.

Click here
to Execute
the Job
After that System will give message at in bottom bar
after that go to SM 37 and execute the background job as mention above. After executing below screen
appear. And select the job which is run in background.
after that click to Spool and than double click to Type box OR go to Display Contents OR Press F6.

Now the same way we can process Normal ‘’ Unplanned Depreciation Posting Run’’ which is above
described.
Result
The planned depreciation is posted to the accounts defined in Customizing. Note that the system always
creates collective documents (not individual documents for each asset) when posting depreciation.
Manual / Unplanned Depreciation : This transaction is used to process unplanned

depreciation. Unplanned depreciation is like manually posting any depreciation, which is pertaining to past
years and the same has not been posted . The system will post depreciation separately besides the
ordinary depreciation, which it posts on processing depreciation run. Manual corrections to the values like
unplanned depreciation is made as a posting in asset accounting thus the accounting document display
will not be possible in this transaction. The document is an internal asset accounting document hence the
same cannot be seen as FI document. But when the asset is displayed the unplanned depreciation will be
displayed as values adjusted. This unplanned depreciation gets posted when the next depreciation run is
carried out.
SAP Access
Access Menu Accounting > Financial Accounting > Fixed Assets >
Postings > Depreciation Run > ABMA - Execute
Transaction Code ABMA & ABAA
1. Update the following Required, Optional, and Conditional fields, as needed:

Company code R Mention the company code in which you want to
post the manual depreciation.
Asset R Mention the asset in which manual depreciation
is to be posted. Please ensure that there should
not be any value in the asset.
Sub number R Mention if some sub number is there.
Document date O The system will default the current date to be
posting date, in case you want to transfer the
document in some other date than you can also
change the date.
Posting date O The system will default the current date to be
posting date, in case you want to transfer the
document in some other date than you can also


change the date.
Period O This will be automatically defaulted.
Transaction type R Mention the transaction type for manual
depreciation. The transaction type to post
unplanned / Manual / Shiftwise depreciation on
the assets acquired in prior year is Z01 and
transaction type for posting unplanned /
Manual / Shiftwise depreciation on the asset
created during the current year is Z02. You will
have to determine the depreciation areas in
which unplanned / Manual / Shiftwise
depreciation is to be managed.
Update the following Required, Optional, and Conditional fields, as needed:

Amount posted R Mention the amount of depreciation that is to
be posted manually
Asset value date R Mention the date on which the depreciation is
to be posted.
Text R Mention short description of process which is
being done.
IMPORTANT NOTE : The document is an internal asset accounting document hence the same
cannot be seen as FI document. But when the asset is displayed the unplanned depreciation will
be displayed as values adjusted. This unplanned depreciation gets posted when the next planned
depreciation run is carried out. And we can not post the manual depreciation in depreciation
posted periods.

SECOND CASE (shiftwise Depreciation) : Transaction Code ‘’ ZF001’’

Use above transaction code for posting of Shiftwise Depreciation for particular assets. In that process one
format is given, we have to fill all required detail in BDC and the same we have to upload in system and
than execute that. See below screen
Click here
or Press
F8 for
Execute
Next to see below screen
Click here to select all

transaction and go to update
field and click here to post
the entry.

after clicking update field system will creation only asset transaction document system will not create the
Finance Document because Finance document will be prepared after posting the planned depreciation
and that unplanned/shiftwise depreciation should be run before planned depreciation run.
BDC Format >> ..\..\F I\AB01_Asset_Unplanned_Dep.xls

Reporting
Purpose : Reporting of Assets are required for Company act and Income Tax act. Asset
Explorer provides all information on individual asset: Master data, Valuation, Depreciation,
Transactions, Asset History
SAP Access
Access Menu Accounting > Financial accounting > Fixed assets >
Asset > AW01N - Asset Explorer
Transaction Code AW01N
Select Company Code, Asset No. and

Fiscal year after that you will get data
and transactions values as below
On this report we can get assets acquisition, assets planned and posted depreciation, assets
retirement, vendor, cost centre, and depreciation as per IT and Co. act. We can also see
comparisons detail of year wise depreciation of this asset.
 Master Data: this button branches to Master Data screen

 Value Screen displays Asset Values, booked and planned depreciation. This screen is
interactive with Depreciation Area Selection screen.
Posted Values Tab shown below values :

 Transaction Screen Display Assets documents:

We can see Transaction by double clicking in transaction field
See below values after double clicking above

 Report selection: with this icon you can drill-down to Asset Reports by double clicking in
below options.
SAP Access
Access Menu Accounting > Financial accounting > Fixed assets >
Environment > Work list > AR01 - Asset Balance
Transaction Code AR01

Select above selection criteria and get below assets report. We have selected only two or three
criteria.

We can get other assets detail and change display layout
We can get more report of assets with different type of combination. See the below path for
various assets reports.
SAP Access
Access Menu Accounting > Financial accounting > Fixed assets > Information System >
Reports on Assets Accounting > Asset Balances >


User Training Manual Financial Accounting

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User Training Manual

Master Data .....................................................................................................................................................2

FI – Asset Accounting Page- 1 -

This system task is used to create an asset master record.

Menu Path Accounting → Financial Accounting → Fixed Assets →

FI – Asset Accounting Page- 2 -

1. Double Click on AS01 – Asset

FI – Asset Accounting Page- 3 -

FI – Asset Accounting Page- 4 -

Note: A list of relevant documents is displayed based on your selection in the

4. Select 120001 Buildings

5. Click Enter to confirm your entry.

FI – Asset Accounting Page- 5 -

6. Click Master data Button .

FI – Asset Accounting Page- 6 -

7. Update the following fields:

Field Name Field Description Values

8. Click the Enter button to confirm your entries.

9. Click <tab button> Time-dependent .

FI – Asset Accounting Page- 7 -

FI – Asset Accounting Page- 8 -

FI – Asset Accounting Page- 9 -

13. Click <tab button> Allocations .

FI – Asset Accounting Page- 10 -

14. Click <tab button> Origin

FI – Asset Accounting Page- 11 -

Update the following fields:

Field Name Field Description Values

15. Click <tab button> Deprec. areas

FI – Asset Accounting Page- 12 -

16. Update the following fields:

Field Name Field Description Values

17. Click the Enter button to Validate the entries.

18. Click the Save button.

FI – Asset Accounting Page- 13 -

This system task is used to create an asset sub-number.

Menu Path Accounting → Financial Accounting → Fixed Assets → Asset

Transaction Code AS01

1. Double Click on AS11 - Asset

FI – Asset Accounting Page- 14 -

Note: Notice the system automatically assigns the first sub-number.

2. Click Master data Button .

3. Update the following fields:

FI – Asset Accounting Page- 15 -

Field Name Field Description Values

4. Click the Enter button to validate the entries.

5. Click <tab button> Time-dependent .

6. Click <tab button> Origin

FI – Asset Accounting Page- 16 -

7. Click the Save button

FI – Asset Accounting Page- 17 -

Procurement / Capitalization of Assets

In this process covers the capitalization of Fixed Assets by Procurement / capitalization of

Procurement of Assets : In SAP We have acquire assets under three way.

Work Flow (Step):

Directly Put T-Code F-90

If we don’t know T-Code go

FI – Asset Accounting Page- 18 -

Field R/O/C Description/Action

2. Line item Data :

FI – Asset Accounting Page- 19 -

Field R/O/C Description/Action

Press F4 and see the list of