Excluding intangible assets, new Fixed Assets will need to be linked to either an Equipment record or a Real Estate
record.
• Equipment: The Property Custodian responsible for the equipment should link the newly created Fixed Asset
to the associated Equipment. A review of the cost centre should also be undertaken to ensure it aligns to
the asset record.
They can reference the Services Delivery job aid titled “Equipment Creation Post Go-Live”
• Real Estate object: The Facilities Planner responsible for the Real Estate Object should link the newly created
Fixed Asset to the associated Real Estate Usage Object.
They can reference instructions in the Real Estate Portfolio Management training materials.
Transactions:
Creating the Asset Master record (AS01) This step to be performed by users with role.
1. Log in to SAP.
2. Execute Transaction code AS01
3. On the ‘Create Asset: Initial screen’:
Purpose
Use this procedure to create a new asset main number
Trigger
Perform this procedure when you need to create an asset main number for the following purposes:
• Purchase requistion for a capital asset
• Final Depreciating Asset (FDA) for project settlement
• Property donation
• Post capitalization (asset expensed in the prior fiscal year by error)
Prerequisites
The following information must be known prior to creating an asset:
• Asset class
• Serial number
• Inventory Number
• Quantity
• Cost center
• Plant
• Asset Type
Menu Path
Use the following menu path to begin this transaction:
N/A
Transaction Code
AS01
Helpful Hints
• R/O/C column in tables represents Required, Optional, or Conditional entry.
• It is helpful to know the asset class and other data before starting this transction. However, you can click matchcode at
any time for the field and search for the relevant value.
• You can update asset information using transaction AS02.
• Use transaction AW01N to display an asset.
Procedure
Start the transaction using the menu path or transaction code.
GOLD SEAL
Class Name
Intangible Assets
1011 Goodwill
1012 Basic Tech Know How
1013 Other Intangible Asset
1014 Reaserch & Development
1015 Lease Rights
1017 Software
Tangible Assets
1018 Land
1019 Building
1020 Road Development
1021 Plant & Machinery
1022 Dies Indigenous - Others
1023 Tool Moulds & Dies - Gm Astra & Corsa
1025 Tool Moulds & Dies - Fil Escort & Ikon & FDA
1026 Tool Moulds & Dies - Fil - B562,515
1027 Tool Moulds & Dies - Daimler
1028 Tool Moulds & Dies - MUL
1029 Tool Moulds & Dies - Nissan
1031 Tool Moulds & Dies - VWI
1032 Tool Moulds & Dies - M&M
1033 Tool Moulds & Dies - Bajaj
1034 Tool Moulds & Dies - FM
1036 Electric Installations
1037 Tools & Equipments
1038 Fire Fighting Equipments
1039 Weighing Scale
1040 Storage Bins & Racks
1041 Computer
1042 Furniture
1043 Vehicle
1044 Office Equipment
1045 Air Conditioners
1046 Design & Development Costs
1047 Engg. Support Preoprative Expense
1048 Capital - Work In Progress (Fixed Assers Suspense)
Number of similar assets: If you are creating many similar assets, you can specify how many here up front.
** This job aid only covers creating a single asset (value of 1 in this field).
Reference: You may fill in the Asset, Sub-number, and Company code of a similar asset that you would like to copy.
** This job aid does not cover copying an existing asset record (all reference fields blank).
Post-capitalization: This should not be checked (it is not used for current year acquisitions)
Document created by Mr. Akshay Salvi (akshay.salvi@savictech.com) 3
Asset Cycle
SAP: SAP S/4HANA - 1709
Module: FI-FINANCIAL ACCOUNTING
When you have made all of your selections, press enter on your keyboard. You will be taken to the ‘Create Asset: Master Data’
screen.
There are several tabs on the ‘Create Asset: Master data’ screen that you will need to go through and fill out data.
‘General’ tab
Description: This description is inherited from the Material Name during the normal procurement process. For ramp up purposes,
please use an appropriate description, i.e. Server, vehicle etc.
Asset main no. text: This is inherited from the Main Asset for sub-assets.
Serial number: This field use as accounting voucher number, it is maintained in the equipment master.
Inventory Number: asset number as per GSGR, it is maintained in the equipment master.
‘Time-dependent’ tab
On this tab in the ‘Interval from…’ section you should fill in the Cost Center, Plant, and (if applicable) Grant. After filling these in
you can press enter to have the system derive the rest of the fields.
‘Origin’ tab
The fields on the Origin tab do not need to be filled out at this time, or are automatically populated later on.
Depreciation
Keys Determination
SL00 GSGR - No Depreciation and No Interest
SLM0 GSGR - Straight Line Method/Scrap Value 0%
SLM5 GSGR - Straight Line Method/Scrap Value 5%
All values should normally be defaulted based on the Asset Class. For certain Real Estate Fixed Assets (e.g., Computer in Asset
Class 1021), default Useful Life will be set to 20. For such Fixed Assets, you should adjust the Useful Life to 5, 10 or 15 years, as
per IPSAS. You can also add the Date of Operating Readiness by double clicking on the line item and entering a value in the
‘Operating readiness’ field (shown below).
When you have entered data in all of the tabs, click on the ‘Save’ icon at the top of the screen to create the Asset Master record.
After clicking on ‘Save’, make sure to write down the Asset Number displayed in the status bar at the bottom of the window.
4. In the ‘First line item’ region at the bottom of the screen, fill out the following fields:
5. In the ‘First line item’ region at the bottom of the screen, fill out the following fields:
7. After you have reviewed all entries on the ‘Acquisition from purchase w. vendor: Header data’ screen, press enter on your
keyboard. You will be taken to the ‘Enter Asset Posting: Add Asset item’ screen.
Amount: Enter the capitalised value here (cost plus standard associated cost percentage)
Reference Date (VERY IMPORTANT): Enter the capitalisation date of the Fixed Asset (this may be different than the posting
date of this document).
NB this date cannot be change later so it is very important that it is correct.
10. After reviewing all entries, go to the top menu bar and click on ‘Document’ and then click on ‘Simulate’.
13. View the bottom status bar for confirmation. Note the document number that was posted.
The Asset Explorer shows planned as well as already posted asset balance sheet values and depreciation of a fixed asset in various
formats and levels of summarization. The Asset Explorer is used for displaying and analyzing fixed asset values.
Features
The Asset Explorer consists of the following parts:
• The header, in which you enter the company code and asset number
• An overview tree, with which you can navigate between different depreciation areas
• An overview tree that displays objects related to the asset
• The tab, on which you analyze plan values, posted values and different parameters, and compare fiscal years or
depreciation areas
Purpose
The purpose of this page is to clarify the understanding of the system logic and requirements in relation to the asset Explorer
through transaction code AW01N.
In Asset Explorer by transaction code AW01N, we are able to display depreciation calculation.
• Navigation: SAP Easy Access -> SAP Menu -> Accounting -> Financial accounting -> Fixed Asset -> Asset -> Asset
• Explorer Alternatively: AW01N
2) In Planned values tab, you can check all values related to this asset. APC, Acquisition value, Ordinary depreciation, net book
value.
3) If you select transaction line and click on “hat” button, you can check all details related to each transaction.
4) And if you double click in the acquisition / retirement / transfer transaction, you will be able to display the document generated
in FI after the acquisition / retirement / transfer.
5) If you click on (display depreciation calculation) button or double click over Ordinary deprec. Value in the ‘Planned values’
tab, you will be able to see the parameter used by the system to calculate the asset depreciation in that depreciation area.
5) In the Posted Values tab you will be able to see how the depreciation will be posted during the year for each period. PS. In the
example below period 1 is missing because it was already posted in time of creation and acquisition posting in this asset.
Trigger
Perform this procedure as a part of the month-end closing process.
Prerequisites
Project settlement is complete.
Menu Path
N/A
Transaction Code
AFAB
Helpful Hints
• R/O/C column in tables represents Required, Optional, or Conditional entry.
• Perform a test run of this transaction to review the results before posting.
Procedure
Start the transaction using the menu path or transaction code. The Depreciation Posting Run screen displays.
• Limitation online
Click Yes
Click OK
Click Program Execute in Background F9. The Background Print Parameters dialog box displays.
Click Immediate.
Click Job log. The Job Log Entries for XXXX / YYYY screen displays
Click Display.
The Graphical display of spool request XXXX in system YYYY screen displays.
Graphical display of spool request XXXX in system YYYY
Purpose
Use this procedure to post depreciation for all assets after change in depreciation key and asset useful life.
Trigger
Perform this procedure as a part of the month-end closing process.
Prerequisites
Project settlement is complete.
Menu Path
N/A
Transaction Code
AFAR
Helpful Hints
• R/O/C column in tables represents Required, Optional, or Conditional entry.
• Perform a test run of this transaction to review the results before posting.
Procedure
Start the transaction using the menu path or transaction code. The Depreciation Posting Run screen displays.
Calculation of Depreciation
• Limitation online
Click Yes
Click OK
Click Program Execute in Background F9. The Background Print Parameters dialog box displays.
Click Immediate.
Click Job log. The Job Log Entries for XXXX / YYYY screen displays
Click Display.
The Graphical display of spool request XXXX in system YYYY screen displays.
Result
You have successfully posted depreciation for all the City's assets.
Result
You have successfully posted depreciation for all the City's assets at month-end.
- Enter the company code and asset number for the asset that needs
- Date Specif.: Enter the document date, posting date and period that requires unplanned depreciation
- Transact.: SAP default is 640-Prior Year Acquisition. Use 650-Current Year Acquisition of asset was acquired in the current fiscal
year. Hit ENTER when complete.
2. Additional Details
- Text: Use Unplanned Depreciation-Name
Depreciation Area
Difference
amount
Enter narration
Simulate Enter
Save Entry
Purpose
Use this procedure to retire an asset that has been sold and then verify the posting using Asset Explorer - AW01N.
Trigger
Perform this procedure when a Capital Asset Disposal and Transfer Form has been received, and an asset has been sold.
Prerequisites
• Know the asset main number and/or sub-number.
• Know the revenue amount of the asset sold.
• Know the serial number and/or registration number of the asset.
Menu Path
Use the following menu path to begin this transaction:
N/A
Transaction Code
ABAVN Helpful
Procedure
Start the transaction using the menu path or transaction code.
SAP displays the message, "Asset Transaction Posted Document No. XXXX."
Result
You have successfully retired the asset by sale and verified the posting.
Purpose
Use this procedure to retire an asset that has been sold and then verify the posting using Asset Explorer - AW01N.
Trigger
Perform this procedure when a Capital Asset Disposal and Transfer Form has been received, and an asset has been sold.
Prerequisites
• Know the asset main number and/or sub-number.
• Know the revenue amount of the asset sold.
• Know the serial number and/or registration number of the asset.
Menu Path
Use the following menu path to begin this transaction:
N/A
Transaction Code
ABAON Helpful
Procedure
5. Click Simulate .
6. Click Post (Ctrl+S) . SAP displays the message, "Asset Transaction Posted Document No. XXXX."
Result
You have successfully retired the asset by sale and verified the posting.
Purpose
Use this procedure to retire an asset that has been sold and then verify the posting using Asset Explorer - AW01N.
Trigger
Perform this procedure when a Capital Asset Disposal and Transfer Form has been received, and an asset has been sold.
Prerequisites
• Know the asset main number and/or sub-number.
• Know the revenue amount of the asset sold.
• Know the serial number and/or registration number of the asset.
Menu Path
Use the following menu path to begin this transaction:
Transaction path: Accounting > Financial accounting > Fixed Assets > Posting > Retirement > Retirement w/Revenue > With
Customer
Transaction Code
F-92 Helpful
Procedure
Asset Explorer - AW01N
Press Enter
Enter the amount and the relevant Cost center to which the disposed asset belongs to.
Next click on the small checkbox for Asset retirement and click on enter.
Press Enter
The adjacent screen comes up wherein details of the asset that is to be disposed off needs to be entered. Click on the option of
complete retirement if the whole asset is being disposed off. Else Partial retirements, the amount or qty fields can be specified.
Simulate the document and Post. Correct the highlighted lines before posting.
Result
You have successfully retired the asset by sale and verified the posting.
Trigger
Perform this procedure when the incorrect transaction has been identified. Some assets may have the incorrect asset class, value,
quantity, or capitalized versus expensed detail that needs to be corrected.
Prerequisites
The asset main number and sub number to which the incorrect transaction was posted.
Menu Path
Use the following menu path to begin this transaction:
N/A
Transaction Code
AB08
Helpful Hints
• R/O/C column in tables represents Required, Optional, or Conditional entry.
• Only asset transactions which originate in the AA module can be reversed with this transaction.
• Assets that originated in transaction CJ88 and capitalized to FDA's must be reversed within Project Systems.
• Assets that were originated through a purchase requisition must be reversed in MM-PR (Materials Management -
Procurement).
• Use transaction FB02 to add documentation with detailed text description for the reversal.
• A reversal can only be performed if the prior or future period is open.
Procedure
1.Start the transaction using the menu path or transaction code. The Documents for Asset screen displays.
3. Click Continue (Enter) . The Overview of Asset Accounting Documents screen displays.
4. Click to the left of the appropriate line item to highlight (select) the line item. The first line will highlight by default.
5. Click Reverse . The Specifications for Reverse Postings dialogue box displays.
6. Click Reversal Reason field . Reversal Reason 02 = Reversal in closed period. Use match code to select other options.
Result
You have successfully reversed the asset transaction, including any related financial, funds management and controlling
documents, and verified the reversal.