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Fixed Assets Enduser Training Manual PDF
Fixed Assets Enduser Training Manual PDF
FINANCIAL ACCOUNTING
ASSET ACCOUNTING
FIXED ASSETS
USER TRAINING MANUAL
2008
Version: 01
Table of Contents
1 Course Overview
This course will focus on how SAP Accounting for Fixed Asset module manages general
assets, transactions, retirements, changes and other activities. This will also include Fiscal
year management, depreciation of assets. The starting point of the course will introduce
the concept of Fixed Asset Master Records and data through creation, changing and
management of assets and will give explanations with regards as to how they will relate to
transactional processes. The course will also touch on the structures of Fixed Asset
Accounting as a financial record and their significance to processes that are critical to the
business accounting in the recording of accounting transactions such as revenues,
adjustments, changes, depreciation and retirements/scrapping of assets and also assist in
areas of internal and external reporting. Master records fields and their impact on
transactional processing will also be under focus. During course trainees will be taken
through the steps in the creation of the fixed asset Master records execute transactional
processes in areas of: parking, posting, document changing, accounts, depreciation and
document reversals, fiscal year closing and reporting.
Course Version: 2008 - Version 1
Duration
5 Days
1.1 Course Goals
At the completion of the course the delegates should be able to;
1. Overview of the SAP ERP MRO System Financials- FI_AA 04
2. Understanding Company Codes, Classes, Types and SAP numbering of Assets
3. Understand SAP language and Financial Accounting Module
4. Creation and Managing Fixed Assets
5. Changing Fixed Assets
6. Acquisitions of Assets
7. Access to Transactions, between clients, Vendors and the Business
8. Depreciation, Scrapping Assets and Locking Assets
9. Fiscal Year Closing
10. Reporting
1.2 Target Audience
All Phase 1 SAP End Users
1.3 Prerequisites
Essential PC Literacy and Full completion of SAP Basic Navigation Training
Accounting in English ( English skills required- above learner standards levels)
2 Curriculums
GL Accounting
Accounts Payable
Accounts Receivable
Fixed Assets
Funds Management
Bank Accounting
FI Executive & Management
Content
SAP 01
Financial Accounting
3 Business Impact
Impact:
Fixed Assets
The impact of the new Fixed Asset course on Saudi Airlines is limited. The
asset process is similar to that which is in existence, but SAP will replace
the existing accounting system used for Fixed Asset system, as well as
integrate with the GL with all other Finance and Procurement systems.
At a later stage there will be further integration with Human Resource
Management, Aircraft Maintenance and General Maintenance.
3.2 Glossary
Terminology
Meaning
comments
SAP
5 Practical Components
Note
This training document does not serve to meet all your needs for the knowledge of the SAP AG System. It
should be treated as a supplement and/or guide to your daily work and nothing further.
This training document/manual will only provide explanation of the key and mandatory data fields and
not all of the fields appear on the screen. However, users may use the online help facility provided by
SAP AG system by placing the cursor on the field that requires explanation and click the [ ? ] icon.
Please note: The screen displays on SAP Web Gui will be a little different in display only,
not functional purposes.
Business Case Catalogue
No.
Business
Case ID
FIAA01
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
FIAA02
FIAA03
FIAA04
FIAA05
FIAA06
FIAA07
FIAA08
FIAA09
FIAA10
FIAA11
FIAA12
FIAA13
FIAA14
FIAA15
FIAA16
FIAA17
FIAA18
FIAA19
FIAA20
Remarks
Asset Master for Asset Under Construction will
be created once relevant Internal Order has been
created
Figure xx1
Figure xx2
10
Figurexx3
11
Figurexx4
12
Figure xx5
figure xx6
13
figure xx7
14
Depreciation
2. Depreciation
Posting Run
(AFAB)
1. Need to run
depreciation
3. Select
background jobs
(SM37)
Yes
5. Display asset
values (AW01)
No
4. Any errors?
Change Asset
Master Record
Periodic Reports
figure xx8
Year End Closing
Related
Process
Asset Department
Yes
1. Need to process
year end
2. Has
final period dep
been run?
3. Run
successful?
5. Change
Fiscal Year
Close Last
Fiscal Year
No
No
5.Resolve Errors
and Run
Depreciaiton
Again
Depreciation
Periodic Reports
figure xx9
15
Business Processes
No.
Title
Description
This process covers the creation of single and multiple asset master
records. It also covers assigning newly created assets to project
settlement rules.
Locking an Asset
This process covers the asset Lock functionality in SAP. Locked asset
can not receive any financial postings.
This process covers assets that must be deleted. This can only be
performed on assets with NO transactional data. Where this is not the
case, the asset must first be retired and after one year in the system it
can be deleted.
Asset Acquisition
Asset Retirement
Transfer
Depreciation
10
11
This process covers the opening and closing of asset fiscal years. This
process checks that all depreciation in a given period has been
posted. It also checks if there are errors or incomplete entries for any
assets.
16
1.
Choose Accounting
2.
17
Note:
Remember to locate your desktop Icon first and then login into the SAP system.
Use your Basic Navigation training documents for help to action this process.
Enter your user Id and Password and hit enter on the keyboard.
Once you have followed the menu path the main menu- SAP Easy Access will be
displayed as per figure A1 on page 18
Figure A1
18
1. Curser
will default
to this field
Figure 1
19
Field Name
Description
R/O/C Comments
Asset class
Company code
R
R
Number of similar
assets
Reference:
Asset
Sub-number
Company
code
20
Figure 2
Note: General Tab information displayed for Asset: (Highlighted in Dark blue on screen)
If asset doesnt
exist, this is the
message displayed
As per figure 2a or if
asset class doesnt
match the company
code
Figure 2a
On screen Create Asset: Master Data, enter information in the fields as specified in the
table below:
21
General Data:
Field Name Description
Description
Asset main no
text
Manage
Historically
Inventory no
Last inventory
on
Include assets
in inventory list.
Deactivation on
R/O/C
R
O
O
O
Comments
If leave blank, the first line of description
will be copied over to this field.
This indicator ensures that this asset is
manage Historically
Accounting trace for reporting within the
Financial Accounting Information System
R/O/C
O
Comments
General Information for Users
Used for information when and why and
who posted the document
The field will be automatically updated upon
acquisition posting.
The field will be automatically updated upon
acquisition posting.
The field will be automatically updated upon
acquisition posting.
Once you have entered the required data in the fields, if you click on
then
You will be asked to save the data- Click on the time Dependent tab on screen.
22
Figure 3
Field Name
Business area
Cost centre
Plant
Location
Description
This field must be left blank as the
business area will be default through
cost centre
This is the cost centre where the
depreciation expenses of the asset
will be charged.
Used in selection criteria in reporting
Used in selection criteria in reporting
Serial no.
R/O/C
Comments
O
O
Not displayed
Use drill-down to find out the predefined
location.
Process:
1: Enter the business Area:
2. Enter the cost centre:
23
4. Click on the <Allocations> tab. (The tabs are always highlighted in dark blue)
Figure 3a
Field Name
Main Category
Evaluation groups
Sub Category
Integration of Assets
Description
Use the drop down function and
choose appropriate code related to
asset
Use the drop down function and
choose appropriate code related to
Main Category
R/O/C
R/O
Comments
Allocations
R/O
1. Click on the evaluation 1 field , and after selecting the required information
24
Figure 4
Origin:
Field Name
Vendor
Asset Purchased New
Purchased Used
Description
You can enter vendor number
(Customer)
Set this indicator if the asset
was purchased new (not used)
Set this indicator, if this asset
was second-hand when it was
acquired (not new).
R/O/C
O
Comments
This field is for information only
then
25
Figure 5
Leasing:
Field Name
Description
Type
Key
Key
Purchase Price
R/O/C
R
Comments
Value in SAR
O
O
Value in SAR
Value in SAR
1.
2.
3.
4.
5.
6.
Type
Base Value as new asset ( Always in SAR)
Purchase price (Always in SAR)
No. Lease payments
Lease payment- ( Always in SAR)
Always in SAR unless otherwise required as different currency
then
26
Figure 6
27
This tab page provides you with an overview of the most important data for a fixed asset
and its depreciation parameters. You can make manual changes to defaulted values.
General
Field
Description
Inventory No.
The inventory number can be used as an alternative to the asset number. This enables
you to retain previously used numbers when transferring legacy data.
If a fixed asset in an old system has a specific number, you can retain this number in
the asset number as an inventory number and can also assign a new number to the
fixed asset.
Serial No.
Vendor Code
You can assign a unique serial number to every fixed asset in the system.
Specifies the vendor code. You can use the
master data.
Vendor Name
User-defined fields
You can name and use these four fields as required. The fields User 01 and User 02
are for alphanumeric values, fields User 03 and User 04 are for numeric entries only.
Depreciation Area
Displays the depreciation area. The system only offers the depreciation areas that
have been defined for the asset in the Asset Classes window.
Fiscal Year
Shows the Fiscal Year for which the asset values and parameters (e.g. remaining life)
are displayed. The default value is the current fiscal year. When you choose a new
fiscal year, the system automatically updates the displayed values; depreciation is
recalculated as well. Last years cumulative end values are transferred to the following
year as start values (Values tab).
For transactions in the current fiscal year, the system carries forward only the values
for following years for which a fiscal year change has taken place. If no values are
displayed for the year you selected, you must perform a fiscal year change. The
cascading update of the data in the following years ensures that even in the case of a
subsequent modification of the depreciation values (for example, corrections done by
external auditors) the current values are always available in the system.
The following values are displayed as end of year values for the selected fiscal year. If you choose a different fiscal year,
the system automatically updates the displayed values. For more details concerning the individual values, refer to the
Values tab page.
Historic APC
Acquisition Value
Ordinary Depreciation
Unplanned Depreciation.
Special Depreciation
Quantity
28
At the bottom of the window, the following key values are displayed with regard to the
depreciation area selected above: Look at the names in bold on page 30.
1. Depreciation Start Date
2. Planned Useful Life
3. Remaining Life
4. Depreciation Type
6. Then the following screen will be displayed as per figure 6a on page 30.
Figure 6a
Note:
At the bottom of this screen when you have clicked on the save button you will see the
asset number created by the SAP system. (This will only happen for newly created assets
after the GO- LIVE processes, all existing assets will maintain and keep their existing
Asset Id).
Refer to numbering process for the SAP allocation of numbering ranges.
Asset Assignment Numbers: (10000000001 to 99999999999)
29
To change the asset master use transaction code: ASO2 or use the following menu path
AccountingFinancial AccountingFixed AssetsAssetChange Asset
Figure 7
On screen Change Asset: Initial Screen, enter information in the fields as specified in
the table below: Look at the table on page 30 for full details.
30
Field Name
Description
The asset main number to be
changed.
R/O/C
R
Comments
Enter the asset number
Sub-number
Company code
Asset
Figure 8
Note: Change the required data by overwriting it or adding to it when in the tab labels
above, ref to figure 8 on page 31 for the tab names.
Note: This process will allow the user to change the assignment for cost centre/location
using this function. Also deactivation field on this screen this as well Figure 8 page 31)
31
Figure 9
3. Click on
to save the changes
4.
Message reads- asset created.
32
To display the Fixed Asset Master for this process select or use Transaction code: AO3
or
AccountingFinancial AccountingFixed AssetsAssetDisplay Asset
Figure 10
On screen Display Asset: Initial Screen, enter information in the fields as specified in
the table below:
Field Name
Description
The asset main number to be
displayed.
R/O/C
R
Comments
A number can be chosen by using drop down
function
Sub-number
Company code
Asset
Then
33
Figure 11
34
Figure 12
Note: The popup screen will display the Management data and information on the user
who created the asset or the changes made to the Asset.
35
Figure 13
36
Details
Figure 14
(Assuming that this asset is already capitalized, if this asset does not have any balance
than definitely it will not show you any value)
37
Look: Tab
information and
field display
information
Figure 15
Click here if
you wish to see
the actual
document by
choosing a
transaction
Look at the icon images above planned values and transactions- Click and view use
function to become accustomed and list the names to help with screen movements and
task in the future.
Note: If no values set against the asset the following screen will be displayed, look at the
next page 39 figure 16 as an example of the screen message displayed.
38
Figure 16
39
To Lock an Asset use the transaction code AS05 or follow the menu path:
AccountingFinancial AccountingFixed AssetsAssetLock Asset
Figure 17
On screen Block Asset: Initial Screen, enter information in the fields as specified in the
table below:
Field Name
Description
The asset main number to be
locked.
R/O/C
R
Sub-number
Company code
Asset
Comments
40
1. Tick Blocked for acquisition. This step will prevent any postings to this asset.
2. Click on
to save.
Note: Always click save to ensure data has been saved after the required changes.
In case of
unblock asset,
click on none
Figure 18
41
Figure 19
42
On screen Acquisition from purchase with Vendor Screen, enter information in the
fields as specified in the table below: Page 43 displayed the table information.
Field Name
Description
R/O/C
Comments
Header Information
Doc. date
Company Code
Posting Date
Reference
Account
Details:
Figure 20
43
Enter the debit or credit amount and other necessary data like business area, cost centre
(for items), tax code (if the item is subjected to GST), item text, etc.
1. Go to the next line item>
Field Name
Description
R/O/C
Comments
Posting Key
Account
Transaction
Type
Figure 21
44
Look at the example on the next page. Page 44 and figure 22 display the screen details
and information.
Figure 22
Note: If the document has not been fully completed with the required details or system
information then the following message will be displayed: example in figure 23
Figure 23
45
Currency
Rate: SAR
Figure 24
46
Asset Number
Planned/Transactions
Figure 25
Planned values:
Posted Values:
Transactions:
Note: If the asset has areas defined the following message and screen will be displayed.
Example of message on the next page: Example within figure 26 on page 48.
47
Figure 26
Message: No depreciation areas have been defined for asset- need to click on the
depreciation tab for that asset and defined the depreciation values for this asset. Look at
the example of the message within figure 26.
48
On screen Acquisition with automatic offsetting Entry, enter information in the fields
as specified in the table below
Figure 27
49
Field Name
Description
R/O/C
Asset Number
Amount Posted
Document Date
Value Date
Comments
This is what
simulates the
information for
the Asset
Figure 28
50
Press simulate
Figure 28a
51
Figure 29
Figure 30
Message: Look at the details within figure 30 and the message displayed.
52
Transaction Data
Additional Details
Note
Figure 31
Note: When Asset transaction is posted this is the message you will see displayed at the
bottom of the screen with document no 11xxx xxxxxxxx
<END OF TRANSACTION>
53
Overview
Use this transaction to Capitalize Asset under Construction. The master data of AUC is created
same as other asset master data.
To access this option use transaction code AIAB or follow the menu path:
Press F8 or
Figure 32
1. Company code,
2. Asset numbers required.
<Next Screen>
54
Press
Shift+F6
Figure 33
Details of screen display the document number, document date, asset value and amount
of the asset. Also at the bottom a total will be displayed within this screen display as per
figure 33.
55
Figure 34
<To go back to the previous screen you can by selecting or/clicking on F3 or click on the
green arrow within your menu above>
56
Figure 35
Note:
Step 1: Green light displays status (Red light highlights error within the statement)
Step 2: Press or click on the save icon (to ensure data is saved and updated)
Step 3: Press Settlement- then move to the next screen.
You will be prompted with the following screen AUC Settlement: Initial Screen
57
AUC Number
Figure 36
or F8>
58
Figure 37
1. Remove the test run check and press the execute icon
>
59
Figure 38
60
Figure 39
61
Description
R/O/C
Comments
Asset class
Company code
Field Name
Number of similar
assets
R
R/O/C
O
Reference: Asset
Sub-number
Company code
Comments
This function enables you to create multiple
similar assets in one master transaction.
These assets initially only differ in their asset
numbers. When you save, you can also enter
a description and inventory number for each
individual record. (Refer to page 15 for
details)
Copy information, make sure information is
correct or enter in the required information
Figure 40
On the General tab page, enter a description and other details of your asset. As per figure
40
62
Figure 41
63
Tab Descriptions
Field Information
Figure 42
Description
Leasing Company name ,must be the
vendor of the company
Free definable field
R/O/C
R
R
O
Lease length
Type
No lease
payments
Payment cycle
Interest rate
Agreement
number
Agreement date
Notice date
Lease payment
Annual rate of
interest
Comments
Use drill-down to locate the Vendor number
. Button
64
Note: The system calculates the present value of the asset and enters this in the
Present value field.
Click on the save icon
Figure 43
65
To action open entry, use transaction code AS03 or the following menu path:
AccountingFinancial AccountingFixed AssetsAssetDisplay Asset
Figure 44
On screen Display Asset: Initial Screen, enter information in the fields as specified in
the table below:
Field Name
Asset
Description
The Lease asset main
number to be displayed.
R/O/C
R
Comments
A number can be choose by using drop
down function
Sub-number
Company code
Note: If you select the wrong company code you will be displayed a message on the
screen that asset does not belong to this company code.
1. Press <Enter> or click on the icon
Choose
66
Amount
Result
The system capitalizes your asset with the present value. The system also posts the
payment installments on the relevant due dates to the vendor. The financial accounting
documents are generated automatically.
Note: This will not happen if the asset has no leasing charge allocated already.
67
Overview
Use this procedure to revalue the fixed asset within the business
To revalue the asset use transaction code ABAW or follow the menu path:
AccountingFinancial AccountingFixed assetsPosting Bal. Sheet
Revaluation
Figure 46
On screen Balance sheet revaluation: Initial Screen, enter information in the fields as
specified in the table below: Look at the details within figure 46 as a guide for this process.
68
Field Name
Description
R/O/C
Company Code
Asset Number
Document date
Posting date
Transaction
Type
Comments
Figure 47
69
Dates: Format.
Figure 48
Field Name
Description
R/O/C
Value Date
Amount Posted
Comments
1.Enter: Value Date, then the amount posted for the asset, then
2.Press <Enter> or click on
70
Figure 49
71
Amount Posted:
In SAR.
Figure 50
Figure 51
72
Overview
Use this procedure is used to retire assets with or without revenue F-92 (Retirement)
12.1 Case # 1 Asset Retirement With revenue
To retire asset with revenue use the transaction code F-92 or follow the menu path:
AccountingFinancial AccountingFixed assets PostingRetirement
Retirement with revenue With Customer
Figure 52
Note: Look at the field names along the screen above document date:
Held document/Acct Model/Fast Data Entry/Post with Reference/Editing options
On screen
73
R/O/C
R
R
Comments
Enter a document date.
R
R
Field Name
Description
R/O/C
Posting Key
Account
Comments
74
Amount
Cost Centre
Company Code
Figure 54
75
Figure 55
76
Figure 56
icon
2. The following screen will be displayed on the next screen with the message at the
bottom of the screen after verifying the data.
77
Curenency
Rate in SAR
Figure 57
78
Figure 58
1.
2.
3.
4.
79
Field Name
Description
R/O/C
Asset Number
Document Date
Posting Date
R
R
R
Value Date
Comments
Figure 59
Note: If no depreciation area defined then the asset will not simulate. Message will be
displayed at the bottom of the screen.
80
Figure 60
button.
81
Book folder
Figure 61
<END OF TRANSACTION>
82
Figure 62
83
Figure 63
Figure 64
1. As per Figure 64, change the cost centre and then press Yes>
Following message will appear on your screen
Do you want to overwrite the existing time-depreciation data?
84
Figure 65
85
Figure 66
86
Figure 67
1. Enter the data in the fields on screen and then click or press enter
2. New screen click on Time dependent tab
87
Figure 68
1.
2.
3.
4.
88
Press Yes.
Figure 69
button
89
Figure 70
90
Perquisite
Create a new Asset Class in which Old Asset is to be transferred to:
Figure 71
91
Field Name
Description
R/O/C
Asset Number
Document date
Posting date
Value date
Existing asset
O/R
New Asset
O/R
Comments
Figure 72
92
Enter Document number, Fiscal Year and company code and press enter.
Figure 73
93
Figure 74
<END OF TRANSACTION>
94
95
Figure 75
1. Double click in the top left hand box as per the screen image.
96
Figure 76
Refer to training hand out for further details for this process and revision:
97
Enter the company code, Asset number, Fiscal year and press enter.
Figure 77
98
Please note: The correct fiscal year is important for this screen
Figure 78
99
Figure 79
100
Figure 80
101
Figure 81
102
Figure 82
103
Figure 83
Verify enter by pressing f3 or click on the green arrow as per the example above:
104
Figure 84
Please note: Remove the indicator as per screen diagram then press execute.
105
Figure 85
106
Figure 86
107
Figure 87
Mark indicator on For Planned, repeat or restart as per the example above.
108
Description
R/O/C
Company Code
Fiscal Year
Period
Planned
Depreciation
Repeat Run
R
R
R
R
Test Run
Comments
R
R
>
Figure 88
Press yes
Note: If the following message is displayed, Press yes to continue
109
110
Figure 90
Note: Remove parameters on Test RunRemember before running the actual remove the indicator in the Test Run box
Look at the example within figure 90 for the screen box.
111
Figure 91
112
Please select the required printer based on per permissions or location of local
printer
113
Press
Immediate
Press Save
Figure 93
Depreciation run steps are clear- Press immediate, and then save
114
Figure 94
The background job status can be viewed using T-Code (Transaction Code) SMX.
As soon as the job is finished an account will be generated in the system.
115
Figure 95
1. Document number
2. Company Code
3. Fiscal Year (Year as a whole 2008 not 08) Figure 95 displayed date format clearly.
116
Figure 96
117
Figure 97
118
Figure 98
<END OF TRANSACTION>
119
Figure 99
120
Field Name
Description
R/O/C
Company Code
Asset Number
Document date
Posting date
Transaction Type
Comments
button
Amount Posted
Asset Val Date
Figure 100
121
Description
R/O/C
Amount Posted
Value Date
Comments
Figure 101
122
button or F8>
123
Figure 103
124
Figure 104
1. Look at the right hand side of screen, Test run execute successfully as no value
in incorrect asset field = 0
2. Press F3 or the green arrow to go back to previous screen to run the actual.
125
Figure 105
1. Test Run- Remove the indicator; ensure the correct company code and
fiscal year.
2. Go to program and Execute in Background option as per example below.
Figure 106
126
Figure 107
Output device to be selected before1. Choose from the select printers for your user Id or location
127
Figure 108
1. Press the immediate button and click on the check button next as per example
2. Following message will appear on your screen.
128
Figure 109
button
The best test and practice afterwards to check if the process has worked is
before you run the job, you cannot post to the New Year.
If this check works then the process is correct.
<END OF TRANSACTION>
129
Prerequisites
The asset fiscal year change (transaction AJRW) should have already been run.
To action this process use the transaction code AJAB or follow the menu path:
Accounting Financial accounting Fixed AssetPeriodic Processing Year End
ClosingExecute
Figure 110
130
or use F8>
Figure 111
131
Figure 112
132
Figure 113
1.
2.
3.
4.
133
Figure 114
1.
2.
3.
4.
134
Figure 115
END OF TRANSACTION
135
136
Standard screens
Figure 116
Figure 116a
More reports within this option, within the same menu option as the menu path.
Note: Reports are run at different times and the process of running selected reports
should be known, the selected is printer located on the network and ensure the data
you required is correct.
FI_O4 Fixed Assets Accounting Version 01
137
Figure 117
Note: Message could be displayed if the data has not been completed- Asset Fiscal Year
not yet made for company code 001
138
Figure 118
Note: To Print documentation please click on the icon within the menu
139
22 LEGEND
ICONS
EXPLANATION
Create (F5)
Change (F6)
Display (F7)
Copy (Shift+F9)
Delimit (Shift+F1)
Delete (Shift+F2)
Overview (Shift+F8)
Cancel (F12)
Save (Ctrl+S)
Back (F3)
Exit (Shift+F3)
Cancel screen (F12)
EXAMPLES
EXPLANATION
The field is mandatory - it must be filled in order to
proceed
The field is not mandatory (to be filled as per
requirement)
Meaning
Caution
Example
Note
Recommendation
Syntax
140