Asset Management Reporting Guide

Asset Management Reporting
Guide

Table of Contents

TRANSACTION CODE QUICK REFERENCE ............................................................. 2

DISPLAY ASSET.......................................................................................................... 3

ASSET BALANCE REPORT...................................................................................... 17

END USER ASSET INVENTORY REPORT ............................................................... 22

POSTED DEPRECIATION RELATED TO COST CENTER REPORT (HEALTH
SYSTEM ONLY) ......................................................................................................... 27

ASSET HISTORY REPORT ....................................................................................... 31

PRINTING A REPORT ............................................................................................... 36

EXPORTING A REPORT TO EXCEL......................................................................... 39

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Asset Management Reporting Guide

Transaction Code Quick Reference
Display Asset AS03
End User Asset Inventory Report ZF39

Note: Unless you have access to the Central Office
folder on the SAP User Menu (based on your
security rights), then you will need to access most
of the transactions in this Guide via the SAP Menu.
Some reports on the SAP Menu do not have
transaction codes. One report, the Asset Inventory
Report, can only be accessed via transaction code
ZF39.

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Asset Management Reporting Guide

Display Asset

The Display Asset transaction is a useful tool for asset analysis. This
transaction displays the master data elements of an individual asset,
along with integration to purchasing data and other asset related
documents.

Three levels of Display Asset are available from this transaction:
• Asset Master Data Information
It provides screen views of the Asset Master Data allowing drill down
and further information in Asset fields.
• Asset Transaction Information
It is possible to drill down and view asset transactions. Each
transaction is linked to an Asset Accounting document.
• Asset Accounting Document Display
Materials documents, such as purchase orders and financial posting
documents can be displayed. These are shown when a drill down is
performed on a transaction.

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Asset Management Reporting Guide

Display Asset (AS03)
Via SAP Menu: Accounting Financial accounting
Fixed assets Asset Display Asset

Note: From the SAP User Menu, click on the SAP menu
button to access the SAP menu per above. To save
time, click and drag the transaction to your Favorites
folder if desired. To return to the SAP User Menu, click
on the User menu button.

On the Display Asset: Initial screen:

4

2
1

3

1. If known, enter the R/3 asset number in the Asset field.

Note: For older equipment that was purchased prior to the use
of SAP R/3 at Duke, a new R/3 asset number was
assigned. However, the old asset tags on some
equipment were not replaced with new tags containing
the R/3 asset number. Therefore, the old asset tag
number was entered in R/3 as a reference in the
Inventory Number field. If the R/3 asset number is not
known, use the step 2 to search for the R/3 asset
number using the old asset tag number.

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double click on the asset to populate the Asset field with the R/3 number (in blue). Click on button to restrict the search. • Click on the Enter button. OPTIONAL: If the R/3 asset number is not known. • In the resulting Restrict Value Range window. click on the I: Inventory tab to choose that type of search. • Enter the old tag number in the Inventory number field (do not include any dashes. click on the Restrict Values Range button.Asset Management Reporting Guide Display Asset (cont. number in the Inventory Number field. • In the resulting Main Asset Number (Personal Value List) window. to search for a number using the old asset tag number or other known data: • Click in the Asset field and click on the Drop-down button. Use an * as a wildcard for better search results. Note: Other fields may also be used to search by what is known about the asset. • In the resulting Main Asset number window. Use an * (asterisk) as a wildcard for better search results (see example above). such as the Asset class or description. needed. just enter the number without the dashes).) 2. Choose the I: Inventory Enter the old tag Number tab. Use Click on the other fields as Enter button. Revised: 6/29/2006 11:44 AM Page 5 .

On the Display Asset: Master data screen: 6 7 8 9 5 5.Asset Management Reporting Guide Display Asset (cont. Click on the Enter button (or Enter on keyboard) to display the Display Asset: Master data screen (see next page). and Posting information (i.e. Review the sections titled General data. Note: To view the data for each tab per steps below. ‘Capitalized on’ date) on the General data tab (default screen of information displayed).) 3. click on the tab or use the Next page tab and Previous page tab buttons to move between tabs of data. Inventory. 4. Enter the four digit company code in the Company Code field. Revised: 6/29/2006 11:44 AM Page 6 .

and room number). click on the Deprec. To display responsible cost center (department responsible for this asset). To display the asset location (building number. and scroll down to the bottom of the page. then return to the Time-dependent tab to view responsible cost center (funding source) for this asset. For capital assets related to the Health System. 8. this information helps identify that asset.Asset Management Reporting Guide Display Asset (cont. For example.) 6. click on the Time-dependent tab. the cost center field usually contains 1569000. The Health System Company Codes (0020-0060) should have a WBS Element unless the asset was acquired via transfer or takeover. the cost center field and responsible cost center field are usually the same. 9. To display the WBS element and any available vendor / manufacturer information for the asset. To display an overview of the asset’s useful life and the date the asset began depreciating. The vendor / manufacturer information is sometimes useful to a property manager (and to our auditors) for equipment inventories. Revised: 6/29/2006 11:44 AM Page 7 . Note: This data and more is also on the Asset Explorer screen (Asset Values). if the WBS element field is blank. Note: For Company Code 0010. Note: For Company Code 0010. which is covered on the next few pages. if needed. click on the Origin tab. areas tab. 7. which is used to book depreciation on all movable equipment within this company. if they see a projector with a manufacturer name stamped on the side. floor. click on the Time-dependent tab.

Click on the Asset values button (Ctrl+F1) (see next page). click the OK button to proceed and close the box.Asset Management Reporting Guide Display Asset (cont. ASSET EXPLORER CONTINUED ON NEXT PAGE Revised: 6/29/2006 11:44 AM Page 8 . Note: If prompted by an Information dialog box to choose a fiscal year.) To display the Asset Explorer screen and view more data about the asset: 10 10.

Once a year is selected. each tab). Click on the Previous fiscal year and Next fiscal year buttons to select the fiscal year in the Fiscal year field. Revised: 6/29/2006 11:44 AM Page 9 . while the detail of the transactions is shown in the lower right of the screen.) On the Asset Explorer screen: 11 Choose tabs to view information for the year This section selected. the Objects related to asset populates in the lower left of the screen and can be used to display the Purchase Order (see steps in this section). Once a year is This section selected. Note: The Asset Explorer screen has details for the asset for the current. The summarized values for each tab chosen are shown in the upper right of the screen. The split window between these sections can be sized by clicking and dragging the divider bar as desired. past. depreciation. and next fiscal years. The tabs across the top contain different pieces of information for the year selected and are outlined on the next pages. 11. displays information per the Click and drag tab and fiscal year bar to size the selected (see next split windows as pages for details of needed. Asset Management Reporting Guide Display Asset (cont. this displays all section transactions that populates and have occurred for can be used to the year selected view the plus planned Purchase Order.

asset was purchased in year selected). Acquisition values per the following columns: APC • Fiscal year start = Asset purchase costs as of July 1 of the year transactions selected (if blank.. the current year value change.Asset Management Reporting Guide Display Asset (cont. and the fiscal year end. and Acquisition • Change = invoices paid this year (see details in Transactions values section below). • Year-end = Asset Purchase Cost projected as of the end of the fiscal year selected. i. Revised: 6/29/2006 11:44 AM Page 10 . Click on the Planned values tab (default tab) and review data as outlined below (change fiscal year selected as needed): Contains the Asset Purchase Cost. • Year-end = Total of prior years and planned depreciation.e. deprec. Contains the Planned Net book value (APC transactions less Net book depreciation) for the beginning of the fiscal year.) On the Asset Explorer screen. to display the Planned values (depreciation as of June 30 for the year selected): 12 12. Contains the posted and planned depreciation per the following columns: Ordinary • Fiscal year start = Depreciation from past years. • Change = Planned depreciation (see details in Transactions section below).

) On the Asset Explorer screen. This section also contains Planned depreciation. which is indicated with a symbol. to display the Posted values (depreciation values as of today if current year selected): 13 13. • Year-end = Total of prior years and posted depreciation. the current year change. which is indicated with a symbol. Contains the posted depreciation per the following columns: • Fiscal year start = Depreciation from past years.. Ordinary (See details in Transactions section below for posted depreciation deprec. i. Revised: 6/29/2006 11:44 AM Page 11 . value and the fiscal year end. • Change = posted depreciation as of today.Asset Management Reporting Guide Display Asset (cont. Contains the Net book value as of today (APC transactions less Net book depreciation) for the beginning of the fiscal year. values • Year-end = Asset Purchase Cost projected as of the end of the fiscal year selected. Click on the Posted values tab and review data as outlined below: Contains the Asset Purchase Cost. asset was purchased in year selected). Acquisition values per the APC following columns: transactions • Fiscal year start = Asset purchase costs as of July 1 of the year and selected (if blank.e. Acquisition • Change = invoices paid this year through today.

15. Click on the Previous fiscal year and Next fiscal year buttons to adjust the years in the (From) and To Fiscal year field.Asset Management Reporting Guide Display Asset (cont. 16. transactions column for the fiscal years selected. The example above shows that the asset will be fully depreciated in 2009).) On the Asset Explorer screen. to display the Comparisons (summary of life of asset over the years selected. Click on the Comparisons tab (default tab). Net book Contains the Net book value (Acquisition values less depreciation) for the value fiscal years selected. Revised: 6/29/2006 11:44 AM Page 12 . which shows the year when the asset will be fully depreciated): 15 14 16 14. Note: To determine when an asset will be fully depreciated. Acquisition Contains a sum of the value of the acquisition based on the APC Values. adjust the To Fiscal year field as needed (may need to extend out for several years). Review the columns in the Comparisons tab as follows: Contains the fiscal years per the values selected in the (From) and To Fiscal Year Fiscal year field above (adjust the years as needed per note above) APC Contains the Asset Purchase Cost(s) in the fiscal year(s) the cost was transactions incurred.

Double click on the Purchase Order folder to display the Purchasing Documents For asset (shown below).Asset Management Reporting Guide Display Asset (cont. Double click on the Purchase Order date or anywhere on that line to view the Display Purchase Order: Item Overview screen (shown next page).) On the Asset Explorer screen. 18 18. to display the Purchase Order detail (for assets purchased after March 1999): 17 17. Revised: 6/29/2006 11:44 AM Page 13 .

Revised: 6/29/2006 11:44 AM Page 14 . 20.Asset Management Reporting Guide Display Asset (cont.) 20 19 19. Use the various buttons to view other Purchase Order detail (refer to Reconciliation and Documents Guide for more on Purchase Orders). To return to the Asset Explorer screen. click on the Back button. To return to the Display Asset: Master data screen from Asset Explorer screen: 21 21. Click on the Back button or Display Master Data button (F3).

click on the menu option for Attachment list. Revised: 6/29/2006 11:44 AM Page 15 . 23. click on the Attachment List button. In the resulting drop-down list.) To view attachments associated with the asset (from the Display Asset: Master data screen): 22 23 22. Click on the click on the drop-down portion of the Services for Objects button located in the Title Bar of the screen. Note: Another option is to click on the left side of the Services for Objects button and in the resulting toolbar.Asset Management Reporting Guide Display Asset (cont.

Note: Attachments will show information related to the asset. A message will appear stating that bytes have been transferred and the attachment will eventually open (for pictures of assets. click OK to clear the message that bytes were transferred • Click on the Continue button to close the Service: Attachment list window. the picture will open in Microsoft Photo Editor or equivalent software).Asset Management Reporting Guide Display Asset (cont. When finished viewing all the data for the Asset. click on the Exit button (Shift+F3) until the initial R/3 screen is displayed. simply close that software and return to SAP R/3. Revised: 6/29/2006 11:44 AM Page 16 . When finished viewing the data. such as pictures. double click on each attachment listed to view that attachment. When ready to exit the photo or other type of attachment. web links. In the resulting Service: Attachment list window (shown above). 25. When all attachments have been viewed: • If applicable. etc. to exit: 26.) 24 25 24.

and Net Book Value.000 or more. It normally would be used to show a balance for a specified Cost Center or Asset Class. The report can be run using the following options: • by asset number • by asset class • by cost center • by location Revised: 6/29/2006 11:44 AM Page 17 . Note: This report lists all the assets in a department.Asset Management Reporting Guide Asset Balance Report The Asset Balances report can be run using various report options. The report is designed to allow for reporting of Asset Balances such as Acquisition Costs. not just the assets with a unit cost of $5. Accumulated Depreciation.

click and drag the transaction to your Favorites folder if desired. Revised: 6/29/2006 11:44 AM Page 18 . To save time. Note: If applicable. Enter a company code in the first Company code field. click on the SAP menu button to access the SAP menu per above. 1 4 9 2 3 5 6 7 8 2. To return to the SAP User Menu. follow the menu path: Edit All selections. On the Asset Balance selection screen (shown below): 1. click on the User menu button. use the Company code (to) field to enter a range of company codes or use the Multiple Selection button to enter more than one company code.Asset Management Reporting Guide Asset Balance Report Via SAP Menu: Accounting Financial accounting Fixed assets Information system Reports on Asset Accounting Asset Balances Balance Lists Asset Balances …by Asset Class Note: From the SAP User Menu. To display all selection criteria fields (as shown in example below).

Note: If needed. • Click on the Drop down button (F4) to display the Sort version for reporting dialog box. Location. 4. Enter 01 in the Depreciation area field (default). etc. enter the seven digit Cost Center for 0010 in the Responsible cost center field. To enter specific cost centers for Company Code 0010. • On the right side of the screen. 6. • Scroll down to the bottom of this folder and double click on Resp. Enter the fiscal year end date in the Report date field.) 3. cost center (to display the field on the right side). 7. enter other selections such as Asset class.Asset Management Reporting Guide Asset Balance Report (cont. To narrow the search. asset class and location on the report. code/asset class/location) to include and sort by company code. Revised: 6/29/2006 11:44 AM Page 19 . use the Multiple Selection button to enter more than one Cost Center. follow these steps (do not enter values in Cost Center field): • Click on the Dynamic Selections button. Cost center (see steps below for 0010). To choose the Sort version: • Click in the Sort version field. • Double click on sort version 0010 (Co. • Open the Time-dependent data folder. 5.

Asset class The asset class assigned by Plant Accounting when the asset is created. Use the List Assets section as follows: • To see a more detailed report or to ensure that the drill-down function is available if the Dynamic Selections option was used. Book Val. Dollars Revised: 6/29/2006 11:44 AM Page 20 . Optional: Follow the menu path: Settings Columns Optimize Width to expand columns to the optimal width. Acquisition value less accumulated depreciation. On the Asset Balances report: 10 12 11 13 10. select/ click on the List Assets radio button. leave the default selection (…or by group totals) selected. Original cost of the asset. Location A number that identifies the building and floor of the asset’s current location. Val. Review all columns outlined below (based on Sort version 0010): Column Name Column Description Company Code The four digit identifier for the company code. Accumulated depreciation per the date selected in report criteria.S. • To see a more summarized report with no drill-down function. Acquis. Crcy USD = U.Asset Management Reporting Guide Asset Balance Report (cont. 11. Dep. Accum. Click on the Execute button (F8) to display the report. 9.) 8.

Click on the Exit button (Shift+F3) until the initial R/3 screen is displayed. To vertically scroll through this report and view other pages.) 12. 13. To drill-down for more details. Next Page (Page down) to scroll to the next page. Revised: 6/29/2006 11:44 AM Page 21 .Asset Management Reporting Guide Asset Balance Report (cont. 14. double click on the desired line item (drill-down not allowed if Dynamic Selections was used and List Assets radio button was NOT selected). use the following buttons (or vertical scroll bar): First Page (Ctrl+Page up) to scroll to the top cover page. Previous Page (Page up) to scroll to the previous page. Last Page (Ctrl+Page down) to scroll to the last page.

This report is primarily used for equipment tagging and audits of assets held within R/3. such as date last checked and the status of the asset. This report lists movable equipment only.Asset Management Reporting Guide End User Asset Inventory Report The End User Asset Inventory Report has been customized for use at Duke University. Revised: 6/29/2006 11:44 AM Page 22 . It provides information to enable identification of an asset along with the funding source and inventory information.

Revised: 6/29/2006 11:44 AM Page 23 . 3. Enter the company code in the Company code field.Enter the 7 digit cost center in the Responsible Cost Center field or the 10 digit BFR Code in the Responsible Cost Center Group. On the End User Asset Inventory Report initial screen: 8 1 2 3 Company Code 0010 4 Optional: Use other fields to narrow 3 Company search.g. • Health System (Company code 0020 and higher) . 2006) in the first Fiscal Year Processing field. Enter the cost center selection criteria as follows: • University (Company code 0010) . Codes 0020 and higher 5 6 7 1.Enter the 9 digit cost center in the Cost Center field or the 8 digit group in the Cost Center Group field. Asset Management Reporting Guide End User Asset Inventory Report – ZF39 Via Transaction Code: Enter ZF39 in the Command field and click on the Enter button. Enter the current fiscal year (e. 2..

00 and thus audited by Plant Accounting. 5. Location = building number). enter any other selection criteria in the Selections section (i. Optional: To narrow the search. Revised: 6/29/2006 11:44 AM Page 24 .00 to view assets that are over $5000. Optional: Use the Default Asset Value Limit field as follows: • Leave the defaulted asset value limit at 5000. Optional: Use the Disposed of Date (initial) field as follows: • Leave the default date of 01/01/1900 to view a list of current assets OR • Enter a disposal date to view retired assets.Asset Management Reporting Guide End User Asset Inventory Report (cont. 7. Click on the Execute button (F8).) 8.) 4. OR • Delete the defaulted value and leave the field blank to view a list of all equipment associated with the other selection criteria (responsible cost center. etc. 6. Ensure the Inventory Flag (X) box is checked (should default).e.

Serial # Serial number of the asset (if known). Res Ct Cnt The responsible cost center or cost center that “owns” the asset. Any additional description of the asset or the original cost object used to Description Line 2 purchase the asset. The description associated with the Cost Center Group.. Room The room number of the asset’s current location. Assets that Subasset have been split funded are given a sub-number. Use the horizontal scrollbar to review all columns outlined below: Column Name Column Description Company Code The four digit identifier of the company code. Continued on next page Revised: 6/29/2006 11:44 AM Page 25 . For Company Codes 0020 – 0060. Cost Grp i. Assets or partial assets related to a “parent” or main asset. For Company Code 0010.e. this represents the ten digit Cost Center Group. Inventory Note This note field is used by Plant Accounting to indicate if the asset has been tagged. A number that identifies the building and floor of the asset’s current Location location. etc. The old legacy asset number OR ‘8XX’ denotes assets which cannot Inventory # physically be tagged. this represents the eight digit Cost Center Group. Unit. Capitalized On Capitalization date: the date on which the asset was capitalized. Location Desc Building name or address tied to location number. if it has been inventoried / audited.) On the End User Asset Inventory Report screen: 10 12 11 9 9. which helps to Cost Grp Dsc identify the organizational unit. Last Inventory This date indicates the last date the asset was seen (tagged or audited) or Date the last date the asset information was updated. BFR Code or Org. or if it has been sent to surplus. The asset number that is assigned by R/3 when the asset is created (may Asset not match what is on the asset tag for older assets). Description Line 1 The name or description of the asset. WBS Elemnt The WBS element used to purchase of the asset. Asset Management Reporting Guide End User Asset Inventory Report (cont.

Previous Page (Page up) to scroll to the previous page. All assets belong to one Class class. Deactive Date Deactivation date: the date the asset was retired. PCs. use the following buttons (or vertical scroll bar): First Page (Ctrl+Page up) to scroll to the top cover page. Revised: 6/29/2006 11:44 AM Page 26 . machinery. To export (download) to Excel. Last Page (Ctrl+Page down) to scroll to the last page. 13. Class Dsc Description or name of asset class.) Column Name Column Description Fed Flag A symbol that indicates if the asset is or is not federally funded or government owned (Y or N). Vendor name (from whom the asset was purchased) from legacy system. Vendor Name For most companies. click on the Export button and follow the steps for Exporting a Report to Excel that are included in this Guide. Click on the Exit button (Shift+F3) until the initial R/3 screen is displayed. The book value at the fiscal year end (acquisition value less accumulated Book Value depreciation YTD). double click on any individual line item (displays the same screen as the Asset Display . Manufacturer Manufacturer of the asset. such as vehicles. this means the asset was acquired before March1999. PO Number Purchase order number.Asset Management Reporting Guide End User Asset Inventory Report (cont. 12. 10. Next Page (Page down) to scroll to the next page. The asset class (correlates to asset GL accts). Acquisit Cost The value of the asset on the date it was capitalized. To vertically scroll through this report. etc. To drill-down into the asset. 11.AS03 transaction).

This report can be printed in a number of different formats (such as table views). or loaded into a Word or Excel document. It is possible to report on a single period or a range of periods. Revised: 6/29/2006 11:44 AM Page 27 .Asset Management Reporting Guide Posted Depreciation Related to Cost Center Report (Health System Only) The Posted Depreciation by Cost Center Report provides information regarding the depreciation posted to an asset cost center.

• In the APAB: Directory of Variant Program dialog box. To save time. To display all selection criteria fields (as shown in example below). double click on the variant SAP&001 .SAP: Standard variant. click and drag the transaction to your Favorites folder if desired. related to cost centers Note: From the SAP User Menu. To return to the SAP User Menu. To assist in entering selection criteria fields. On the Posted depreciation. click on the SAP menu button to access the SAP menu per above. click on the User menu button. 2. follow the menu path: Edit All selections. follow these steps: • Click on the Get Variant button. related to cost centers selection screen: 1. 2 1 8 3 4 5 6 7 Revised: 6/29/2006 11:44 AM Page 28 .Asset Management Reporting Guide Posted Depreciation Related to Cost Center Report (Health System Only) Via SAP Menu: Accounting Financial accounting Fixed assets Information System Reports on Asset Accounting Cost Accounting Depreciation Posted Posted depreciation.

Assets or partial assets related to a “parent” or main asset. Revised: 6/29/2006 11:44 AM Page 29 . On the Posted depreciation. 7. 6. 5. Enter the Fiscal year. Use the horizontal scrollbar to review all columns outlined below: Column Name Column Description The asset number that is assigned by R/3 when the asset is created Asset (may not match what is on the asset tag for older assets). Enter the cost center in the Cost center (from) field. Enter the company code in the Company code field. Enter the Posting period. Click on the Execute button (F8) to display the report. Assets Sub-number that have been split funded are given a sub-number.Asset Management Reporting Guide Posted Depreciation Related to Cost Center Report (cont. Enter 01 in the Area field. enter a range of cost centers using the Cost center (to) field or enter multiple cost centers via the Multiple Selection button. Note: If applicable. 8. related to cost centers report: 11 & 12 9 10 9. 4. Note: The report is displayed in a table format per below. Ordinary Depreciation Planned ordinary depreciation for the period selected.) 3. All Other fields Not used at this time.

Asset Management Reporting Guide Posted Depreciation Related to Cost Center Report (cont. Revised: 6/29/2006 11:44 AM Page 30 . Click on the Sort descending button or press Ctrl+F5 (or use the Sort ascending button / Ctrl+F4). Click on the Exit button or press Shift+F3 until the initial R/3 screen is displayed. To exit the report when ready: 13. Use the vertical scroll bar to view additional lines / pages if needed. 12. Click on the Asset column heading to highlight the column.) 10. To sort assets: 11.

Revised: 6/29/2006 11:44 AM Page 31 .Asset Management Reporting Guide Asset History Report The Asset History Report provides a summary of fiscal year (FY start to FY end) activity for equipment. or loaded into a Word or Excel document. such as table views. This report can be printed in a number of different formats. It is possible to report on a single period or a range of periods.

click and drag the transaction to your Favorites folder if desired. click on the SAP menu button to access the SAP menu per above. follow the menu path: Edit All selections. Note: If applicable. To display all selection criteria fields (as shown in example below). 1 8 2 3 4 5 6 7 2. enter a range of company codes using the Company code (to) field or enter multiple codes via the Multiple Selection button.Asset Management Reporting Guide Asset History Report Via SAP Menu: Accounting Financial accounting Fixed assets Information system Reports on Asset Accounting Notes to Financial Statements International Asset History Sheet Note: From the SAP User Menu. On the Asset History Sheet selection screen: 1. To return to the SAP User Menu. Revised: 6/29/2006 11:44 AM Page 32 . To save time. click on the User menu button. Enter the company code in the Company code (from) field.

g. Optional: To narrow the search.e.. To choose a sort version: • Click in the Sort version field. 8. Ensure 01 is in the Depreciation area field. enter any other selection criteria in the Selections section. 7. Optional: Use the vertical scroll bar to enter additional selection criteria for the report if desired. Note: If using the Location field to narrow the search. Click on the Execute button (F8) to display the Asset History screen. enter either the building number including the floor number (e.. Revised: 6/29/2006 11:44 AM Page 33 .) 3. • Click on the Drop down button (F4) to display the Sort version for reporting dialog box. 4.g. such as the Asset number and / or Location (i. 5. 7577*) for the entire building. building number) fields. • Double click on the sort line item desired. Enter the fiscal year end date in the Report date field. 6. 757701) or enter the building number with an asterisk (e.Asset Management Reporting Guide Asset History Report (cont.

Refer to the table of rows / columns outlined below. Each row of the column headings corresponds to the line of the data below. Row 2 Column 2 Name Description Asset Purchase Cost for any acquisitions made during the fiscal year Acquisition selected. FY Start Accumulated depreciation at the start of the fiscal year selected. the report is easier to view. refer to steps for Exporting to Excel in the last section of this Guide. Continued on next page Revised: 6/29/2006 11:44 AM Page 34 . Val. 9. Row 4 Column 1 Name Description Book value (Asset Purchase Cost less accumulated depreciation) at Bk. Row 2 Column 1 Name Description APC FY Start Asset Purchase Cost Fiscal Year Start Value Row 3 Column 1 Name Description Dep. If needed. FY Start the start of the fiscal year selected. therefore. If the report is exported to Excel. Review all columns outlined below (may vary based on the sort version selected): Row 1 Description Varies Depends on sort version selected. this report may have column headings and data that wraps horizontally.Asset Management Reporting Guide Asset History Report (cont. the columns will not wrap.) On the Asset History Sheet report (format varies based on sort version selected): 10 9 11 Note: Depending on the sort version selected.

Revised: 6/29/2006 11:44 AM Page 35 . Row 1 Column 3 Name Description Crcy Currency = US Dollars Row 2 Column 3 Name Description Original value (asset purchase cost) of assets retired during the Retirement fiscal year selected. Row 3 Column 3 Name Description Accumulated depreciation posted to the assets retired during the Dep. For year additions) for the fiscal year selected. Accumulated depreciation for the fiscal year selected: fiscal year start depreciation balance plus or minus any depreciation expense Accumul. Last Page (Ctrl+Page down) to scroll to the last page. etc… Current book value for the fiscal year selected: Asset Purchase Cost Curr. Depreciation expense posted to transferred assets for the fiscal year Dep. To vertically scroll through this report. Next Page (Page down) to scroll to the next page. Dep. Click on the Exit button or press Shift + F3 until the initial R/3 screen is displayed. Bk. retirements. 11. etc…for the fiscal year selected. use the following buttons (or vertical scroll bar): First Page (Ctrl+Page up) to scroll to the top cover page. transfers. Val. fiscal year selected. To drill-down for more details. 10. Retir. Previous Page (Page up) to scroll to the previous page. Column 7 Name(s) Description Current Asset Purchase Cost: Fiscal year start plus or minus any Current APC additions. Column 4 Name(s) Description Assets transferred to another cost center and/or company during the Transfer fiscal year selected. less Accumulated Depreciation. double click on the desired line item for an asset.Asset Management Reporting Guide Asset History Report (cont. 12. transfers. Transfer selected. additions. retirements.) Row 3 Column 2 Name Description Depreciation expense posted on all assets (beginning value plus Dep. debited or credited on existing assets.

Click on the Continue button. choose to print either the Current report OR All variation reports (in one spool request) as follows: • Choose Current report to print the report displayed (best option if only one Cost Object is on the report). • Choose All variation reports (in one spool request) to print the consolidated report plus an individual report for each Cost Object.Asset Management Reporting Guide Printing A Report 1 1. 3 2. If prompted by the Print Variation reports dialog box. since this option will print excess pages. This option only prints column headings on the first page of the report. 3. Revised: 6/29/2006 11:44 AM Page 36 . Click on the Print button (menu path: Report Print). This option prints column headings on every page of every report. 2 If prompted. choose one (see below). • IMPORTANT: Do not choose the option for separate spool request.

If prompted by the Print Report dialog box. 7. 6 If prompted. Click on the Continue button. 5 4. 7 6. 5. Asset Management Reporting Guide Printing a Report (cont. choose Print 6 formatted report.) 4 If prompted. Revised: 6/29/2006 11:44 AM Page 37 . Click on the Continue button. choose Print all pages or option desired. If prompted by the Print Current Report dialog box. click on the Print all pages (default) radio button or option desired. click on the Print formatted report (page length 65) radio button (the default).

13. 12. Optional: Enter the number of copies. then a cover sheet will print). Asset Management Reporting Guide Printing a Report (cont. if not defaulted. Optional: To change other options and set defaults for printing a document. Revised: 6/29/2006 11:44 AM Page 38 . When all fields are chosen on the screen above. click on the Properties button (on resulting Spool Request Attributes screen. Click the OK button to clear the Information dialog box if needed.) 8 10-11 Optional: Complete other fields as desired. 14. 10. 9 12 Optional: Use Properties button for more options and to set defaults for fields (via Settings 13 button). Required: Enter Print out immediately in the Time of Print field (via drop-down). Required: Ensure the Output device field contains a value to tell R/3 where to print the report. use Settings button to set defaults). 11. 9. Optional: In the SAP Cover Sheet field. On the Print Screen List dialog box (shown above): 8. drop-down and choose No Cover Sheet if preferred (if left at System Administrator: Default Setting. click on the Continue button to complete the print request.

Two basic ways are outlined in this section and depend on whether an Export button is available or not. there are several ways to export a report to Excel depending on the report. Asset Management Reporting Guide Exporting a Report to Excel Note: Once in a report. Follow the menu path: System List Save Local File. Click the Export button (menu path: List Export Local File…) Revised: 6/29/2006 11:44 AM Page 39 . To export a report to Excel where the Export button is not available: 1 Menu path 1. OR To export a report to Excel for reports which have the Export button (example: any line item report): 2 Export button 2.

xls in the File Name field. and click on Generate button (skip next steps). 4. Click on the Continue (Enter) button. Click on the Drop-down button in the Directory field. Note: If the directory path is known. enter the path in the Directory field. as follows: In the Save list in file… dialog box: 3 4 3. then click on the Replace button.Asset Management Reporting Guide Exporting a Report to Excel (cont. the rest of the steps are the same.) Once one of the two methods on the previous page is used. Revised: 6/29/2006 11:44 AM Page 40 . enter the file name with an extension of . In the dialog box (name varies by report): 5 5. Click on Spreadsheet button. If message prompts that file already exists.

in the Save As (warning message) dialog box: 10 If prompted to replace. 8. Enter the file name with extension of .xls for Excel. click on the Yes button. IF PROMPTED. Use the Drop Down button in the Save in field to locate a directory path (where to save the file on your computer). Click OK to continue to the screen shown below.) In the resulting sapfewin (warning message) dialog box: 6 6. Revised: 6/29/2006 11:44 AM Page 41 . choose Yes.Asset Management Reporting Guide Exporting a Report to Excel (cont. 9. If prompted to replace the file. In the Save As dialog box: 7 8 9 7. 10. Click on the Save button.

16. 12.) In the dialog box (name varies by report): 11 12 11. save the Excel file per specific instructions below: • Use the menu path: File->Save as • Remove the quotation marks (“xxx”) from the File name. Ensure the Directory and File Name fields are correct. Review the message stating that bytes were transferred (indicating that the export was successful). IMPORTANT: Once changes or formatting have been done. Revised: 6/29/2006 11:44 AM Page 42 . the changes will not be saved. In the Information dialog box: 13 14 13. 17. 14. Note: If the above steps are not done. Once the file is exported to Excel: 15.Asset Management Reporting Guide Exporting a Report to Excel (cont. Exit Excel when ready (the SAP R/3 window is still active and you will return to that window when Excel is closed). Click on either the Generate or Replace button as appropriate. Click the OK button to close the message. Manually open Excel and retrieve the exported file (or open from desktop if applicable). • Choose Microsoft Excel Workbook as the File type.