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SAP Asset Management Overview for SAP Technical

A Facilitation Guide

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TABLE OF CONTENTS
1

AS01-Create Asset Master Record..........................................................................................0


1.1
Functionality:...................................................................................................................0
1.2
Scenario:..........................................................................................................................1
1.3
Requirements:..................................................................................................................1
1.4
STEPS..............................................................................................................................1
F-90-Asset Acquisition with Vendor......................................................................................13
2.1
Functionality..................................................................................................................13
2.2
Scenario.........................................................................................................................13
2.3
Requirements.................................................................................................................13
2.4
STEPS............................................................................................................................14
AFAB-Depreciation Run Execution......................................................................................19
3.1
Functionality..................................................................................................................19
3.2
Scenario.........................................................................................................................19
3.3
Requirements.................................................................................................................19
3.4
STEPS............................................................................................................................19
F-92-Asset Retirement With Customer.................................................................................30
4.1
Functionality..................................................................................................................30
4.2
Scenario.........................................................................................................................30
4.3
Requirements.................................................................................................................30
4.4
STEPS:...........................................................................................................................30
ABAVN-Asset Retirement By Scrapping..............................................................................37
5.1
Functionality..................................................................................................................37
5.2
Scenario.........................................................................................................................37
5.3
Requirements.................................................................................................................37
5.4
STEPS............................................................................................................................37

1 AS01-Create Asset Master Record


1.1 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:
General Master Data: This part of the master record contains concrete information about the
fixed asset.

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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.

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

1.3 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

1.4 STEPS
1.

Double Click on AS01 - Asset


Create Asset: Initial screen

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2.

Press [F4] or Click the

Search button in the Asset class field.


.

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Click the Enter


button for a complete list for company code 5200.
Restrict value range (1) 19 Entries found
3.

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

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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 subnumber. 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

Create Asset: Master data

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Update the following fields:

7.

Field Name

Field Description

Description

Enter a name for the asset in this field.

Example: Admin Building

Asset main no. text

In this field, you can enter any desired name for an


asset main number. The text is then used, for
example, in reporting, and in the display values
transaction

Example: Admin Building

Click the Enter


button to confirm your entries.
Click <tab button> Time-dependent

8.

9.

Values

Create Asset: Master data

10.

Press [F4] or Click the

Search button in the Cost center field.

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Restrict value range (1)

11.

Click Enter Button

to get a list of cost centers based on your entries.

12.
Select 5211000 - 1000 - 5200 - W - R. Pemberton - HUMAN RESOURCES - EN 01.01.1900 - 31.12.2001 in list box.

13.

Click the Enter

button.

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Create Asset: Master data

14.

Click <tab button> Allocations

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Create Asset: Master data

Note: Fields on this screen are typically used for report groupings as required.

15.

Click <tab button> Origin


order.

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Tab button for assignment to capital investment

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Create Asset: Master data

16.

Update the following fields:


Field Name
Capital Inv. Order

17.

Field Description
Number of the internal order
used for budgeting

Values
Example: 7000000

Click <tab button> Deprec. areas

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Create Asset: Master data

18.

Update the following fields:


Field Name

Field Description

Values

DepKy

The depreciation key (valuation


key) controls the valuation of
the asset in the particular
depreciation areas.

Example: LINK

Usfl life

Enter the useful life.

Example: 33

19.

Click the Enter

button to Validate the entries.

20.

Click the Save

button.

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Create Asset: Initial screen

21.

The message bar displays The asset was created

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2 F-90-Asset Acquisition with Vendor


2.1 Functionality
An external asset acquisition is a business transaction resulting from the acquisition of an asset
from a vendor. This means that you can post the asset acquisition and the corresponding vendor
payable in one transaction. Using this transaction reduces the time and energy required for data
entry and the possibility of discrepancies.

2.2 Scenario
You can post the acquisition of a purchased asset in several different ways, using different
components of the R/3 System:
In Asset Accounting (FI-AA) in integration with Accounts Payable (FI-AP), but without
reference to a purchase order. (Illustrated here).
In Asset Accounting, without reference to a purchase order, without integration with Accounts
Payable (posting to a clearing account - with or without clearing).
In Materials Management (MM) at goods receipt or invoice receipt (refer to Processing Asset
Acquisitions in Purchasing (FI-AA/MM) and Goods Receipt and Invoice Receipt with Reference
to Asset).

2.3 Requirements
None

Menu Path

Accounting Financial Accounting Fixed Assets


Posting Acquisition External Acquisition F-90 - With
Vendor

Transaction Code

F-90

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2.4 STEPS
22.

Double Click on F-90 - With Vendor

Acquisition from purchase w.: Header Data

23.

Update the following fields:


Field Name

Field Description

Values

Document date

Date the transaction occurred

Example: 250602

Type

The document type classifies accounting documents .

Example: KR

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Field Name

24.

Field Description

Values

Company code

Code identifying a separate legal entity for which a


separate set of accounts is maintained for external
reporting purposes

Example: 5200

Posting date

Date that the business transaction occurred

Example: 250602

Currency/rate

Code identifying the currency used in the transaction

Example: USD

Reference

The reference document number can contain the


invoice number or customer / vendor number.

Example: ref

PstKy

Two-digit numeric key that determines the way line


items are posted. This key determines several factors
including the: Account type and Type of posting (debit
or credit).

Example: 31

Account

Code identifying the General Ledger, Vendor, or


Customer account

Example: 100022

Click the Enter

button to confirm your entries.

Enter Vendor invoice: Add Vendor item

25.

Update the following fields:

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Field Name

Field Description

Values

Amount

Amount of the asset.

Example: 25600

PstKy

Two-digit numeric key that determines the way line


items are posted.This key determines several factors
including the: Account type and Type of posting (debit
or credit). In this case 70 will be a debit.

Example: 70

Account

Code identifying the General Ledger, Vendor, or


Customer account

Example: 400017

Trans.type

The transaction type in Asset Accounting classifies the


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

Example: 100

26.

Click the Enter

button. Enter Vendor invoice: Add Asset item

27.

Update the following fields:

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Field Name
Amount

28.

Field Description

Values

Amount of the line item. Using a * will copy the amount


from the first screen automatically balancing the
transaction.

Example: *

Select DocumentSimulate. to simulate the transaction posting.

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Enter Vendor invoice: Display Overview

29.

Click the Save

button.

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3 AFAB-Depreciation Run Execution


3.1 Functionality
The planned depreciation is posted to the relevant general ledger control accounts when you run
the periodic depreciation-posting run.

3.2 Scenario
This posting run uses a background session (NOT a Batch input session since the existence of
parallel currencies requires FI Direct posting) to post the planned depreciation for each posting
level for each individual asset as a lump sum amount.
When the system posts depreciation, it creates collective documents. It does not create separate
documents for each asset.

3.3 Requirements
Previous Asset Fiscal Year is closed and previous periods depreciation have been posted.
Menu Path

Accounting Financial Accounting Fixed Assets


Periodic Processing Depreciation Run AFAB Execute

Transaction Code

AFAB

3.4 STEPS
30.

Double Click on AFAB - Execute

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Depreciation Posting Run

31.

Update the following fields:


Field Name

32.

Field Description

Values

Company code

Code identifying the company purchasing the material

Example: 5200

Fiscal year

Period, 12 months as a rule, for which the company is


to create its inventory and balance sheet.

Example: 2001

Posting period

Fiscal month when the transaction posts to the


General Ledger

Example: 05

Click <checkbox> List assets

to provide details of depreciation posted per

asset.
33.
Click <checkbox> Test run
34.
Click <checkbox> Keep session
job has been posted.
35.
Click Execute
.

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36.

Click the Yes

Button.

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Depreciation Posting Run for company code 5200

Note: The system displays a list of planned depreciation. Once you have confirm that
the depreciation to be posted is correct, proceed in productive mode. i.e. By turning off
the test mode radio button.
37.

Click Back

to return back to the depreciation posting run screen.

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Depreciation Posting Run

38.

De-activate by clicking the <checkbox> Test run

39.

Select ProgramExecute in background.

Note: Productive depreciation run MUST be done in Background".

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Background Print Parameters

Note: Ensure that the "Print Immediately" radio button is off. If this is on and the "List
Assets" radio button on the initial screen is on - a complete list of depreciation per asset
will be printed. Unless required - this list can be downloaded instead of printed.
40.

Click the Enter

button to confirm your entries.

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Start Time

41.

Click Immediate

button.

Note: To run the job at a later time or after a specific event, select the relevant button.
or

42.

Click the Save

button.

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Depreciation Posting Run

43.

To view the status of the run, use the following menu path: System Services Jobs
Job overview.

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Simple Job Selection

44.

Click Execute

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Job Overview

45.

Select the RABUCH00 session by clicking on the


button.

46.

Click Spool Button

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Output Controller: List of Spool Requests

47.

Click 1225 Button

48.

Click Display

.
.

Graphical display of spool request 1225 in system DS1

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49.

The system displays a detailed list of the depreciation posted per asset.

4 F-92-Asset Retirement With Customer


4.1 Functionality
Asset retirement is the removal of an asset or part of an asset from the asset portfolio. This
removal of an asset (or part of an asset) is posted from a bookkeeping perspective as an asset
retirement.

4.2 Scenario
SAP provides the following types of retirement:
An asset is sold, resulting in revenue being earned. The sale is posted with a customer.
(Illustrated here)
An asset is sold, resulting in revenue being earned. The sale revenue is posted via a debit to a
clearing account.
An asset has to be scrapped, with no revenue earned.
An asset is sold to an affiliated company (refer to Manual Posting of Intercompany Asset
Transfer/Retirement)

4.3 Requirements
Check the date specifications, and make any necessary entries on the Transaction data tab page.
If you do not enter an asset value date, the system automatically determines this date when you
save.
Menu Path

Accounting Financial Accounting Fixed Assets


Posting Retirement Retirement w/Revenue F-92 With Customer

Transaction Code

F-92

4.4 STEPS:
50.

Double Click on F-92 - With Customer

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Asset Retire. frm Sale w/ Cus:Header Data

51.

Update the following fields:


Field Name

Field Description

Values

Document date

Date the transaction occurred

Example: 250602

Type

Code identifying the material type

Example: DR

Company code

Code identifying a separate legal entity for which a


separate set of accounts is maintained for external
reporting purposes

Example: 5200

Posting date

Date that the business transaction occurred

Example: 250602

Currency/rate

Code identifying the currency used in the transaction

Example: USD

Reference

The reference document number can contain the


document number of the customer/vendor. However it
may contain a different value.

Example: ref

Account

Code identifying the General Ledger, Vendor, or


Customer account

Example: 10000050

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52.

Click the Enter

button.

Enter Customer invoice: Add Customer item

53.

Update the following fields:


Field Name

Field Description

Values

Amount

Amount of the line item

Example: 20000

PstKy

Two-digit numeric key that determines the way line


items are posted.This key determines several factors
including the: Account type and Type of posting (debit
or credit)

Example: 50

Account

Code identifying the General Ledger, Vendor, or


Customer account

Example: 827199

Trans.type

The transaction type in Asset Accounting classifies the


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

Example: 210

Bline date

Enter the date the original document was created.

Example: 250602

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Enter Customer invoice: Add G/L account item

54.

Update the following fields:


Field Name
Amount

Field Description
Amount of the line item

55.

Click <checkbox> Asst retirement

56.

Click the Enter

Values
Example: *

button.

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Create Asset Retirement

57.

Update the following fields:


Field Name

Field Description

Values

Asset

This is the number which, together with the


asset sub-number, identifies a fixed asset in
Asset Accounting.

Example: 9000001

AsstVal date

The asset value date is the value date for


Asset Accounting.

Example: 250602

58.

Click Compl.retiremnt

59.

Click Continue Button

60.

Click Continue Button

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Enter Customer invoice: Correct G/L account item

61.

Select DocumentSimulate.

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Enter Customer invoice: Display Overview

62.

Click the Save

button.

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5 ABAVN-Asset Retirement By Scrapping


5.1 Functionality
Asset retirement is the removal of an asset or part of an asset from the asset portfolio. This
removal of an asset (or part of an asset) is posted from a bookkeeping perspective as an asset
retirement.

5.2 Scenario
SAP provides the following types of retirement:
An asset is sold, resulting in revenue being earned. The sale is posted with a customer.
An asset is sold, resulting in revenue being earned. The sale is posted against a clearing account.
An asset has to be scrapped, with no revenue earned. (Illustrated here)
An asset is sold to an affiliated company (refer to Manual Posting of Intercompany Asset
Transfer/Retirement)

5.3 Requirements
Check the date specifications, and make any necessary entries on the Transaction data tab page.
If you do not enter an asset value date, the system automatically determines this date when you
save.

Menu Path

Accounting Financial Accounting Fixed Assets


Posting Retirement ABAVN - Asset Retirement by
Scrapping

Transaction Code

ABAVN

5.4 STEPS
63.

Double Click on ABAVN - Asset Retirement by Scrapping

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Enter Asset Transaction: Asset Retirement by Scrapping

64.

Update the following fields:


Field Name

Field Description

Values

Asset

This is the number which, together with the asset subnumber, identifies a fixed asset in Asset Accounting.

Example: 800016

Document date

Date the transaction occurred

Example: 250602

Posting date

Date that the business transaction occurred

Example: 250602

Asset val. date

The asset value date is the value date for Asset


Accounting.

Example: 250602

Text

Contains an explanatory text on the line item.

Example: Scrapping of old


assets..

65.

Click the Enter

button to validate the entries.

66.

Click simulate Button

to check that the values entered.

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Enter Asset Transaction: Asset Retirement by Scrapping

67.

Click the Save

button.

68.

The message bar displays Document XXXXXXXXXX was posted.

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