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BBD_FI_03
Asset Accounting
PROJECT NIRMAN
Sep 2018
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Business Blueprint Document
BBD_FI_03
Asset Accounting
PROJECT NIRMAN
TABLE OF CONTENTS
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Business Blueprint Document
BBD_FI_03
Asset Accounting
PROJECT NIRMAN
1 Document History
1.1 Change History
Core Team:
Denpro Consultant :
Harish Arora
2 Business Process
2.1 Scope
The Asset Accounting (FI-AA) component is used for managing and supervising fixed assets with the SAP
System. In Financial Accounting, it serves as a subsidiary ledger to the General Ledger, providing detailed
information on transactions involving fixed assets.
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Asset Accounting
PROJECT NIRMAN
1. Accurate maintenance of asset master data and its various critical fields.
A Chart of depreciation contains the various data needed to manage the Depreciation and valuation of
Assets. All valuation parameters and values necessary for this are maintained in an area called the
Depreciation area. The system allows the maintenance of multiple depreciation area. Depreciation areas
are grouped together into a Chart of Depreciation.
Asset values and the Depreciation values from the individual depreciation areas can be posted to
separate accounts in Financial Accounting. The accounts can be individually specified in the account
allocation key for each Depreciation area. The account allocation key is specified for each asset class.
The system posts the Asset transactions on-line to the General ledger accounts that have been specified.
The Depreciation postings are carried out periodically.
Depreciation
Depreciation Chart of Depreciation
Area Number
01 Book Depreciation in Local Currency PBRI – PBRI Chart of Depreciation
15 Depreciation as per Income Tax Act PBRI – PBRI Chart of Depreciation
1961
The key of an account determination must be stored in the asset class asset class. In this way, the account
determination links an asset master record to the general ledger accounts to be posted for an accounting
transaction using the asset class.
You specify the general ledger accounts to be posted for the individual accounting transactions in later
implementation activities. You can specify various accounts for each depreciation area to be simultaneously
posted to.
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BBD_FI_03
Asset Accounting
PROJECT NIRMAN
The account determination is maintained in the master data portion of the asset class. The account
determination defines the accounts in Financial Accounting in which automatic posting should take place.
Since the account determination is specified in each Asset class, a uniform account allocation for the class is
guaranteed. The transaction type identifies the type of business transaction. Using the transaction type, the
system posts the transaction to the appropriate accounts of the given account allocation.
Asset Transaction Types identify individual business transactions within in the Asset Accounting. A
transaction type has to be entered or proposed by the system, for each transaction that affects assets.
Some of the Transaction types that are being used in the Assets Business Process are given below:
The Asset class is the criterion for classifying or structuring Assets. Each Asset master is assigned to
exactly one Asset Class. Via the Asset class, each Asset is assigned to a General Ledger Account.
Several Asset classes can use the same account assignment. For each asset class, control parameters
and default values can be defined for depreciation calculation and other master data. In the creation of the
asset class, you have to maintain the account determination, screen layout rules, number range and
status of AUC.
In the PBRI scenario, you have to maintain the following asset classes.
10000 Land
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Asset Accounting
PROJECT NIRMAN
11000 Building
11500 WIP Building
12000 Plant/Machinery
12500 WIP Plant/Machinery
13000 Furniture
13500 WIP Furniture
14000 Office Equipment’s
14500 WIP Office Equipment’s
15000 Computer
15500 WIP Computer
16000 Vehicle
16500 WIP Vehicle
17000 Tool
17500 WIP Tool
18000 Lab Equipment’s
18500 WIP Lab Equipment’s
30000 Low Value Asset
Note: In the same line CWIP asset classes will be created except low value assets.
The Asset Accounting module provides most of the processes required for the management of fixed
assets. The module is integrated with all other modules and data for all asset-related transactions is
updated into G/L online. Accounting for assets is done on the concept of sub ledger - all postings made to
any asset are updated in the G/L account and there will not be any difference between the values as
shown by the asset reports and the G/L balances.
The depreciation calculation process is also automatic, and depreciation is posted to the books of
accounts at pre defined periodical intervals (generally monthly). Depreciation can be calculated according
to different principles for the same asset, based on business requirements. For example, the depreciation
rates for accounting purposes and for tax purposes can be different.
The asset master contains all the important information required, and the depreciation calculation,
postings to cost centres etc. depends upon the assignments made in the master data.
Usually the Finance department gets a request from any other department for the creation of a new asset
master. The Finance department verifies and analyzes whether the same is required to be made or not
based on the business rationale. Once the Finance department creates the same, the intimation of the
same is forwarded to the concerned department, who has raised the request, and maintenance
department who will create equipment against that asset.
The asset master record contains all information relating to an asset that remains unchanged over a long
period
Asset related information
Organizational allocations (usually time-dependent)
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Asset Accounting
PROJECT NIRMAN
Depreciation terms
The system stores all the values and all transaction data for each asset master record.
The structure of the asset master record depends directly on the asset class. Numbering of assets and
field controls at the asset master level are controlled by asset class. The asset master record contains all
the important information required for doing transactions for an asset. The asset master record is divided
into the under mentioned categories:
Capitalization Date
Each asset capitalisation date is recorded in the Asset Master at value date. The value date is the date of
the first transaction posted on the asset. This is the date from which the asset will be recorded on the
books and is used to calculate depreciation.
Account Determination
Each asset is posted to certain reconciliation accounts in the general ledger. To make sure this occurs, an
asset class is given a set of rules known as account determination to allow posting to specified GL
accounts. Each asset for which a posting to the GL is required must have an account determination rule.
Deactivation Date
This is the date on which the final retirement of the asset transpires. This prevents further asset
movements taking place on the give asset.
Acquisition Year and Period
This field will be used to record the fiscal year and the period of first posting on the asset. This will be
determined from the value date for the asset, which tends to be the posting date.
Plant
A plant is the organizational unit that is used to classify material related movements. If an asset is
contained within a plant, it may be assigned the same. This will allow PBRI Steel Ltd to evaluate assets by
plant for reporting purposes.
Location
We have to enter a location for the asset in this field. This field is used for information purposes only. It
can be used in selection criteria for reporting (for example, for the inventory list).
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Asset Accounting
PROJECT NIRMAN
In this type of scenario assets like car etc will be purchased directly by posting an entry in Finance Module
without referring the purchase module. These types of cases will be very few in number and will apply for
acquisitions which doesn’t attract excise or other indirect taxes. The acquisitions of this type will be posted
by the Finance personnel who will impact the Asset Management Module and the Financial Books.
In this type of scenario, the purchase requisitions will have a reference of the asset which needs to be
purchased. All the purchasing documents will have a reference of account assignment category “A” i.e.
asset.
Before making a purchase requisition the concerned personnel will inform the Finance department
regarding the same and request them to create an asset master which could be used in the purchasing
documents.
All the CAPEX purchase documents will also have a reference of dummy material code.
In the above scenario the asset is capitalized at the time of posting the receipt of the asset.
Issue from Inventory on to Asset
In this type of scenario, the items are purchased as normal stock items and subsequently issued to the
asset through movement type 241. If the issue is to a new asset, then before issuing the material the said
asset master has to be in place.
- By Scrapping
- By sale with customer or without customer
Retirement
Sale Scrapping
With this type of retirement, the system automatically creates a gain or loss posting, as well as revenue
clearing entry, in addition to the asset and accumulated depreciation correction postings. The calculation
of gain or loss from the retirement of asset is calculated by comparing the disposal or retirement value of
the asset to its current net book value. If the retired value is greater than the asset NBV then a gain or
revenue is generated from the retirement, otherwise the difference is booked as a loss or expense.
In case of retirement by sale with customer, billing will be from Sales and Distribution module posting
customer account and crediting sale of asset revenue account. This process is covered in details in Sales
and distribution module.
To clear the asset from the asset accounting the process of retirement by sale without customer will be
followed as mentioned above.
Retirement by Scrapping
A retirement without revenue is the removal of an asset from the asset portfolio without any revenue, by
scrapping. When this option is used, the system does not create revenue and gain/loss postings. Instead
it creates a Loss from an asset retirement without revenue posting in the amount of the net book value
being retired.
In the case of PBRI the intimation about the disposal of a particular asset will flow to Finance Department
from other departments to which an asset is related. Then the Finance Department will decide whether a
particular asset needs to be scrapped or can be sold off.
If it is decided that a particular asset could not be sold, then it will be scrapped and the Written down
Value as on the day of retirement will be charged to the profit and loss account.
On the other hand, if it decided that a particular asset can be actually sold then an asset is discarded in
the asset management module with the current Written down Value with no profit and loss posted. The
current Written down Value will be posted to the Revenue Clearing Account and parked in this account
unless cleared off by passing a bill in Sales and Distribution Module.
Then the respective sales order will be made by Sales Department with a dummy material code which will
be disclosed in excise to have the taxation repercussion. There will no Post Goods Issue for this sales
order and directly the billing document will be processed against the sales order debiting to the customer
account and crediting the Revenue Clearing Account.
The difference between the Sale Price and Revenue Clearing Account will be the profit or loss on the sale
of asset.
In case of transfers from one cost centre to another, the same needs to be updated in the cost centre field
in the asset master record using AS02. The different cost centres wherein the asset was located at
different time intervals can be viewed in the asset master record.
In case of postings to a wrong asset class, transfers can be made through the system (T. Code: ABUMN)
in order to transfer the assets to its correct asset class.
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Business Blueprint Document
BBD_FI_03
Asset Accounting
PROJECT NIRMAN
All the above transfers’ i.e. from one location to another, from one cost centre to another can be tracked
through the standard reports available in the system. In case of any change in cost centre in the asset
master record, depreciation will get charged to the respective cost centre based on specific time intervals
for which they were held by each cost centre. In case the location change happens for the earlier period,
the revised cost centre wise depreciation will not be updated for the previous period.
Ordinary depreciation i.e. Book Depreciation, provides for the planned distribution of the
acquisition and production costs over the useful life of the asset.
Additional Depreciation area is being to provide depreciation reports as per legal requirement
Depreciation posted in the books of accounts on monthly basis, based on the Period Control or yearly as
the case may be.
The planned depreciation is posted directly to Financial Accounting (FI) when you run the periodic
depreciation-posting run. This posting run posts the planned depreciation for each posting level for each
asset as a lump sum amount. The calculation and scheduling of depreciation automatically controlled by
the system. Planned depreciation from Asset Accounting has to be periodically posted to the
corresponding asset and expense accounts of the general ledger.
Execute the Book Depreciation process in test mode and analyse the details and check for log. Based on
the results, user will take a decision to run the program in the Update mode. The Update mode has to be
in the Background process only.
Low value assets, where acquisition cost of each of less than Rs.5000/- should be capitalized and
separate asset class will be created to handle the low value assets. Normally, Low value assets are fully
depreciated in the year of purchase or in the period of acquisition. This can be achieved by using the
special depreciation key and the expected useful life of one month.
Depreciation calculation to exact day specifies that the system calculate depreciation to the day. Any
period control methods entered in the depreciation key are ignored for the entire useful life of the asset.
This applies to all transactions (acquisitions, retirements, and transfers). The system always uses the
asset value date as the depreciation start date.
The "depreciation to the day" function becomes active for an asset as soon as the asset has a
corresponding depreciation key and the asset is capitalized (posted to). Once this takes place, it is no
longer possible to switch off this function for the asset, even if you change the depreciation key. On the
other hand, it is not possible to activate this function for an asset after it has already been capitalized
using a different depreciation key.
In the case of PBRI, depreciation should be calculated on any capital asset of value more than Rs.5000/-,
Straight Line Method (SLM) depreciation is to be calculated and rates are mentioned in the specified
manner in Schedule IV to the Companies Act, 1956.
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Business Blueprint Document
BBD_FI_03
Asset Accounting
PROJECT NIRMAN
Assets under construction (AUC) are a special form of tangible asset. They are usually displayed as a
separate balance sheet item and, therefore, require separate account determination and asset classes.
During the phase in which an asset is under construction, all actual postings are assigned to the AUC.
Once the asset is completed, a transfer is made to a master record that has to be created in the
completed fixed assets.
Down payments represent a type of acquisition to fixed assets that you have to capitalize and report in a
separate balance sheet item. For this reason, down payment postings use separate, special transaction
types and are posted to separate accounts in the SAP HANA system. Based on the business process,
you need to raise/create the down payment request for tangible assets, posting the down payment
request, posting the final settlement for tangible assets and then finally clearing the down payment with
the final settlement. These transactions can be carried out integrated with Accounts Payable (AP)
accounting.
2.5.11 Reports
Some of the important SAP standard reports in Asset Accounting are as follows:
T. Code Description
AW01N Asset Explorer
ASKB APC Value Posting
S_ALR_87011963 Asset Balance by Asset Number
S_ALR_87011964 Asset Classes by Asset Class
S_ALR_87011966 Asset Classes by Cost Centre
S_ALR_87011967 Asset Classes by Plant
S_ALR_87010125 Sample for Address Data for Asset
S_ALR_87011990 Asset History Sheet
S_ALR_87011994 Asset Balances
S_ALR_87012004 Depreciation - Total Depreciation
S_ALR_87012006 Depreciation - Ordinary Depreciation
S_ALR_87012008 Depreciation - Unplanned Depreciation
S_ALR_87012936 Depreciation on Capitalized Assets (Depreciation Simulation)
S_ALR_87012026 Depreciation Current Year
S_ALR_87012050 Asset Acquisition
AFAB Depreciation Run Execution
AJRW Asset Fiscal year change
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BBD_FI_03
Asset Accounting
PROJECT NIRMAN
2. Asset Acquisition:
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Asset Accounting
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PROJECT NIRMAN
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Asset Accounting
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Asset Accounting
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Inventory account Dr
To GR/IR account
Posting goods 1. Choose Logistics > Materials MIGO
receipt management > Inventory
management.
2. Choose Goods movement >
Goods receipt >for purchase
order > PO number known.
3. Enter movement type 101 and
the number of the purchase order
in the initial screen.
4. Confirm the posting in the
resulting screen by choosing
Post goods receipt.
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Asset Accounting
PROJECT NIRMAN
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Asset Accounting
PROJECT NIRMAN
AUC Down
payment
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Asset Accounting
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