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Reporting for SAP Asset Accounting

Thomas Michael

Contents

Preface .......................................................... 5 Differences Between the Asset Portfolio


and the Asset Balances Reports ................ 23
1 Basic Asset Accounting Reporting Reconciliation with the General Ledger ... 23
Features ....................................................... 9 2.3 Total Depreciation Report ............................... 23
1.1 Logical Database ADA ..................................... 9 Main Report Purpose and Recipients ....... 24
The Importance of the LogDB in The Selection Screen ................................ 24
Asset Accounting ...................................... 9 Asset Fields ............................................... 25
Other Uses of the LogDB ......................... 9 Adding Fields to the Total Depreciation
Accessing the LogDB ADA ........................ 9 Report ....................................................... 26
1.2 The Basic Selection Screen .............................. 10 Extracting Asset Information .................... 26
Short (Abbreviated) and Full Version of 2.4 Posted Depreciation Reports ........................... 26
the Basic Selection Screen ........................ 10 Posted Depreciation by Asset and Posting
Basic Selection Screen Elements .............. 11 Period Report ............................................ 26
1.3 Dynamic Selections ......................................... 14 Main Report Purpose and Recipients ....... 27
Tracking Property Tax Information ........... 14 The Selection Screen ................................ 27
Using Dynamic Selections ........................ 14 Report Output .......................................... 27
The Useful Life Field ................................. 15 Posted Depreciation Related to Cost
Other Fields That Are Not Included ......... 15 Centers Report .......................................... 28
1.4 The Advanced List Viewer (ALV) ..................... 15 Main Report Purpose and Recipients ....... 28
Creating Custom Report Layouts ............. 15 Report Output .......................................... 28
ALV and Hierarchical Reports ................... 16 2.5 Depreciation Forecast Report (Depreciation
1.5 Sort Versions .................................................... 17 Simulation) ...................................................... 28
Sort Version Configuration Screen ........... 17 Main Report Purpose and Recipients ....... 29
1.6 Microsoft Excel Download .............................. 19 Actual Year-End Depreciation Amounts ... 29
Multi-Line to Single-Line Conversion ...... 20 The Selection Screen ................................ 30
1.7 Chapter Summary ............................................ 20 Report Output .......................................... 31
2.6 Chapter Summary ............................................ 32
2 Asset Balance Reports ............................ 21
2.1 Asset Balances Report ..................................... 21 3 Transaction Reports ................................ 33
Main Report Purpose and Recipients ....... 22 3.1 The Hierarchical Nature of Transaction
Report Output .......................................... 22 Reports ............................................................ 33
2.2 Asset Portfolio (Current Book Value) .............. 22 3.2 Asset Acquisitions Report ................................ 34
Main Report Purpose and Recipients ....... 22 Main Report Purpose and Recipients ....... 34
Current Book Value .................................. 22 Hierarchical Asset Display ........................ 34

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Contents

The Selection Screen ................................ 35 Report Output .......................................... 54


Transaction Types ...................................... 35 Capturing Asset Information with
Defining an Asset Acquisition ................... 35 Third-Party Tools ....................................... 54
3.3 Asset Retirements Report ................................ 36 5.2 Physical Inventory List Report ......................... 54
Main Report Purpose and Recipients ....... 36 Main Report Purpose and Recipients ....... 55
The Selection Screen ................................ 37 The Selection Screen ................................ 55
Report Output .......................................... 37 Report Output .......................................... 55
Statistical Subsequent Cost or Revenue Specifying Assets to Include ..................... 55
Postings ..................................................... 37 5.3 Asset Master Data Changes Report ................. 56
3.4 Asset Transfers Report ..................................... 38 Main Report Purpose and Recipients ....... 56
Main Report Purpose and Recipients ....... 38 The Selection Screen ................................ 56
The Selection Screen ................................ 38 Limiting the Report to a Specific Field ..... 56
Report Output .......................................... 38 Report Output .......................................... 57
Specifying Transaction Types .................... 38 5.4 Asset History Report ........................................ 57
3.5 Asset Transactions Report ................................ 39 Main Report Purpose and Recipients ....... 57
Main Report Purpose and Recipients ....... 39 The Selection Screen ................................ 57
Creating a Custom Report Variant ........... 39 Customizing the Report ............................ 58
3.6 List of Origins by Asset Debits Report ............ 40 Report Output .......................................... 58
Main Report Purpose and Recipients ....... 40 5.5 Real Estate and Similar Rights Report ............. 59
The Selection Screen ................................ 40 Main Report Purpose and Recipients ....... 59
Report Output .......................................... 41 The Selection Screen ................................ 59
3.7 List of Origins by Cost Element Report ........... 41 Report Output .......................................... 59
Main Report Purpose and Recipients ....... 42 5.6 Transportation Equipment Report ................... 60
The Selection Screen ................................ 42 Main Report Purpose and Recipients ....... 60
Report Output .......................................... 42 The Selection Screen ................................ 60
3.8 Chapter Summary ............................................ 42 Report Output .......................................... 60
5.7 Leasing Report ................................................. 60
4 Asset History Sheet Report .................. 45 Main Report Purpose and Recipients ....... 60
4.1 Asset History Sheet Report ............................. 45 The Selection Screen ................................ 61
Main Report Purpose and Recipients ....... 45 Report Output .......................................... 61
The Selection Screen ................................ 45 5.8 Insurance Values Report .................................. 61
Report Output .......................................... 46 Main Report Purpose and Recipients ....... 61
Reconciling the Asset History Sheet The Selection Screen ................................ 61
Report ....................................................... 48 Report Output .......................................... 62
4.2 Configuration ................................................... 49 5.9 Chapter Summary ............................................ 63
Transaction Types ...................................... 49
Assigning Asset History Sheet Groups to 6 US Tax Reports .......................................... 65
Asset History Sheet Version Positions ...... 50 6.1 Mid-Quarter Alert Report ............................... 65
4.3 Chapter Summary ............................................ 52 Main Report Purpose and Recipients ....... 65
The Selection Screen ................................ 65
5 Specialty Reports ..................................... 53 When to Include and Exclude Capital
5.1 Asset Barcode Report ...................................... 53 Investment Measures ............................... 66
Main Report Purpose and Recipients ....... 53 Report Output .......................................... 66
The Selection Screen ................................ 53 Including Prior Year Transactions .............. 66

2 © Galileo Press 2007. All rights reserved.


Contents

6.2 Total Depreciation Report for Form 4562 ...... 67 7.3 Recalculating Values ........................................ 77
Main Report Purpose and Recipients ....... 67 Making Changes to the Calculation
IRS Form 4562 .......................................... 67 Logic Configuration .................................. 78
6.3 Depreciation Comparison Report ................... 68 Recalculating Values for Several or
Main Report Purpose and Recipients ....... 68 All Assets ................................................... 78
The Selection Screen ................................ 68 7.4 Chapter Summary ............................................ 79
Report Output .......................................... 69
6.4 Analysis of Retirement Revenue Report ......... 69 8 Asset Explorer ........................................... 81
Main Report Purpose and Recipients ....... 69 8.1 The Asset Explorer Screen ............................... 81
The Selection Screen ................................ 70 Depreciation Areas ................................... 81
Report Output .......................................... 70 Related Objects ........................................ 82
6.5 Net Worth Valuation (Property Tax) Report ... 70 Asset Transactions ..................................... 82
Main Report Purpose and Recipients ....... 71 Asset Values .............................................. 82
The Selection Screen ................................ 71 8.2 Asset Explorer Simulations .............................. 83
Report Output .......................................... 72 Simulating Changes to Depreciation
6.6 Chapter Summary ............................................ 72 Parameters ................................................ 83
Simulating Asset Transactions ................... 84
7 Reporting Tools ......................................... 73 8.3 Currency Translations ...................................... 84
7.1 Simulation Versions ......................................... 73 8.4 Depreciation Calculation ................................. 84
When to Use Simulation Versions ............ 73 8.5 Chapter Summary ............................................ 85
Simulation Version Configuration 8.6 Guide Summary ............................................... 85
Details ....................................................... 74
7.2 Currency Translation Methods ........................ 75 A Glossary ........................................................ 87
Using Currency Translation Methods ....... 75
Currency Translation Methods B Resources .................................................... 90
Configuration ............................................ 75
Translation On .......................................... 75 Index ............................................................. 91

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Preface

SAP’s Asset Accounting module, which is a subsidiary guide will cover these most common Asset Accounting
ledger to the General Ledger and is used for the man- reports and their features and functionalities.
agement and accounting of fixed assets, is used by over
15,000 companies worldwide. All of these companies use
Assumptions
it to track, manage, depreciate, and otherwise account for
their fixed assets. The fundamental purpose of the mod- While researching and writing this guide, I have made
ule is to produce various reports for fixed assets to sup- some assumptions about you, the reader. I am guessing
port general ledger account balances, management deci- that you work with Asset Accounting on a more or less
sions, tax filings, and physical property tracking. daily basis, be it as an asset accountant or asset man-
As an SAP consultant since 1994, I have helped over ager doing day-to-day asset management work, a super
60 companies worldwide implement the Asset Account- user who’s involved in supporting the Asset Accounting
ing module. During this time, I have seen my clients strug- module, a representative from the tax department pull-
gle with different functionalities of the Asset Accounting ing together supporting evidence for IRS filings, or a con-
system, including intelligent global designs, worldwide sultant, whose job it is to design, configure, and imple-
rollouts, or simple user procedures. All of my clients, ment the Asset Management system. Whichever the case
however, struggle with one common issue: reliable and may be, your interest is likely in learning about the basic
meaningful reporting. reporting capabilities for Asset Accounting.
My clients typically complain that Asset Accounting Furthermore, I suspect that you already have basic SAP
reporting is everything from cumbersome to slow, and knowledge that covers general navigation procedures and
from inaccurate to inaccessible. Once I inquire about the standard features such as selection screen criteria, etc. In
details, however, I almost invariably find that it is not really addition, you probably have basic accounting knowledge
the Asset Accounting report that is causing the problem, and understand the terms used in the Asset Management
but rather a lack of practical instructions. Useful docu- business.
mentation is sparse at best and most users have never
received any formal Asset Accounting reporting training Note
– even the standard SAP training class only scratches the Please note that this guide is based on SAP Enterprise
surface of the reporting features. It is therefore my hope Resource Planning (SAP ERP) Release 6.0. Most reports
that this guide will fill the reporting knowledge gap. and reporting features, however, are available in previ-
There are so many Asset Accounting reports and report- ous releases as well.
ing queries in the SAP system that it would be impossible
to cover them all in just one guide. Many of these reports
only apply to certain countries or statutory requirements; How This Guide Is Organized
others are older, out-of-date reports; and yet others are This guide consists of eight chapters, each of which is
internal SAP correction and analysis reports. Fortunately, divided into several sections. I will cover reporting basics
you probably only need a handful of reports to provide first and then explore the details of several specific Asset
accurate, reliable, and accessible asset information. This Accounting reports. Let’s now review the chapters of

www.sap-press.com 5
Preface

this guide so that you can get an idea of what you will Chapter 5: Asset Specialty Reports
learn in each chapter. Knowing how the guide is orga- Chapter 5 will introduce you to certain specialty reports,
nized can help you decide how you would best like to which are delivered in the standard asset reporting sys-
use the guide, for example, whether to proceed chapter- tem, such as the Barcode report, the Physical Inventory
by-chapter, or in a more modular fashion. List report, the Asset Master Data Changes report, the
Asset History report, the Real Estate and Similar Rights
Preface report, the Transportation Equipment report, the Leasing
In this preface, I explain the need for this reporting guide report, and the Insurance Values report. These reports are
and provide you with an orientation for the remaining not like the typical asset value reports explained in Chap-
chapters. An overview of each chapter is also included. ters 2 and 3. Instead, these reports provide information
about physical pieces of equipment, specialty assets, and
Chapter 1: Basic Asset Accounting Reporting Features the changes that have been made to them.
Chapter 1 explains the basics of asset reporting, including
report selection screens, and how to work with dynamic Chapter 6: US Tax Reports
selections, sort versions, and Microsoft Excel® downloads. In Chapter 6, you’ll explore the standard reports specifi-
Understanding the basic reporting features unique to Asset cally delivered for US Tax reporting purposes, including
Accounting reports will be instrumental in your under- the Mid-Quarter Alert report, the Depreciation Compari-
standing the material in the remainder of this guide. son report, and the Net Worth Valuation report. You’ll
learn how these reports can help you to compile the nec-
Chapter 2: Asset Balance Reports essary asset information and values when the time for tax
In Chapter 2, we will explore the details for the most filing comes around.
important balance-based asset reports for Asset Account-
ing, including the Asset Balance report, the Asset Portfolio Chapter 7: Reporting Tools
report, the Total Depreciation report, the Posted Depre- Chapter 7 will introduce you to additional reporting
ciation report and the Depreciation Forecast report. Each tools available for Asset Accounting, including Simula-
report description includes detailed information about tion Versions and Currency Translation Methods. These
the report’s features, main purpose and function, as well tools help you go beyond the basic reporting options for
as menu path and transaction code. fixed assets. You will learn how you can use them to pro-
vide advanced reports in any currency and how to answer
Chapter 3: Asset Transaction Reports what-if scenarios.
Chapter 3 explains the most important transaction-based
reports for Asset Accounting, including the Asset Acquisi- Chapter 8: Asset Explorer
tion report, the Asset Retirement report, the Asset Trans- Chapter 8 introduces you to the Asset Explorer. This tool
fer report, the Asset Transaction report, and the List of lets you perform comprehensive reporting and analysis
Origins by Asset Debits report. Detailed descriptions for a single asset, including depreciation forecasting, cur-
include menu path, transaction code, and main purpose rency translations, and transaction simulation.
and function for each report.
Resources
Chapter 4: Asset History Sheet Report The Resources list provides you with links to additional
In Chapter 4, you will learn about the required configu- asset reporting information on the Internet. There is a
ration and detailed reporting and layout features for the wealth of information available online and I have com-
Asset History Sheet report, the most important and pow- piled a list of the most useful links for you to learn more
erful report available for fixed assets. You will learn why about Asset Accounting reporting.
this report is so important and how to configure it to
meet your specific reporting requirements.

6 © Galileo Press 2007. All rights reserved.


Outside of the Scope of This Book undefined

Outside of the Scope of This Book Acknowledgements


Writing this guide has truly been a team effort and thus,
In addition to the standard fixed asset reports provided I’d like to thank the following people: John Jordan for
within the SAP system, many clients use a Business Infor- convincing me to write this guide; my editors Jawahara
mation Warehouse (BW) application for asset reporting Saidullah and Jutta VanStean for making the book-writ-
as well. BW is a great reporting application, but it goes ing process as easy as possible on me; my friend Kent
beyond the scope of this book. For in-depth BW cover- Bettisworth for his continued professional advice; and
age, I suggest that you take a look at the SAP PRESS book most importantly, the entire Asset Accounting develop-
SAP BW Reporting and Analysis. ment team at SAP in Walldorf (I’m not naming any names
– you know who you are!) for all your help, advice and
friendship over the last 12 years – without you I wouldn’t
Where to Go from Here
be where I am now. And finally, my wife Michelle for put-
Reporting for Asset Accounting is an important topic. ting up with the long hours and week-ends!
Without it, year-end close activities, tax returns, asset
tracking, and management decisions would be negatively
impacted.
In Chapter 1, we will explore the basic reporting fea-
tures unique to Asset Accounting reports. It is important
to understand these features as they serve as a founda-
tion for producing accurate asset reports.

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3 Transaction Reports

Many different transactions can occur during an asset’s For example, Figure 3.1 shows a screenshot of an asset
life. Such transactions include acquisition postings, retire- transaction report. Notice asset number 2187-0 and the
ments, transfers, and various other adjustments. This corresponding four transactions listed below it. As you
chapter details the most commonly used asset transac- can see, the report summarizes all transactions for this
tion reports and discusses their features, intended use, asset on the asset level itself and shows the individual
and recipients. transaction amounts below the asset.
You should also note the double-triangle icon in front
of the word Asset in the upper left portion of the report.
3.1 The Hierarchical Nature of Transaction
Clicking on this icon allows you to open or close the
Reports
transaction detail for this asset. In other words, it allows
Transaction reports are hierarchical in nature. This means you to view the report in a detailed version (listing indi-
that each report has the following: vidual transaction detail) like Figure 3.1 or in a summa-
왘 A main level (usually the asset level) rized version (summary of all transactions on the asset
왘 A subhierarchy below it (usually the actual transac- level) as shown in Figure 3.2.
tions)

Figure 3.1 Asset Transaction Report – Detailed Version

Figure 3.2 Asset Transaction Report – Summary Version

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3 Transaction Reports

The Downside of Hierarchical Reports


왘 Menu Path
While having this level of detail in hierarchical reports is
Accounting 폷 Financial Accounting 폷 Fixed Assets 폷
a great feature, it unfortunately comes with a downside.
Information System 폷 Reports on Asset Account-
The Advanced List Viewer (ALV) does not fully support
ing 폷 Day-to-Day Activities 폷 International 폷 Asset
hierarchical reports. Consequently, certain layout fea-
Acquisitions
tures that are available for balance-based reports are not
왘 Transaction Code
offered for transaction-based reports.
S_ALR_87012050
Specifically, the direct integration with Microsoft
왘 Technical Report Name
Excel or Microsoft Word is not available (but the down-
RAZUGA_ALV01
load function still is available). The ABC Analysis and
SAP Graphics options are also unavailable. For example,
if you tried to run a hierarchical list report (such as the Main Report Purpose and Recipients
Asset Transaction report) with the List assets setting, the This report lists all acquisition transactions for the speci-
system issues error message AB063 - Use of ALV grid not fied posting period. Amounts shown include acquisition
supported for hierarchical lists. cost and corresponding depreciation amounts as well as
The irony here is that the Display option Use ALV grid detailed information for each individual transaction (such
is still available on the selection screen of transaction as posting date, document number, etc.). The main recip-
reports. But, in order to use it, you have to use the …or ients for this report are general asset accounting depart-
group totals only setting. Again, trying to run a transac- ments, and also tax departments.
tion report with asset detail and ALV will result in error
message AB063. Caution
You’ll have to consider different accounting standards
when it comes to asset acquisitions! Different coun-
3.2 Asset Acquisitions Report tries have different definitions for asset acquisitions
The Asset Acquisitions report lists all acquisition transac- – more information to follow.
tions for the specified posting date time period. This is
quite an interesting feature because it allows you to run Hierarchical Asset Display
this report for mid-year time intervals (i.e. run it for all Because an asset can have multiple acquisition transac-
acquisitions that were posted in the second fiscal quar- tions in the posting date time period that is specified for
ter). Many other Asset Accounting reports are limited to the report, the report creates a hierarchical display by list-
a year-to-date time period instead. ing the main asset record information (with summary val-
The information required to access the Asset Acquisi- ues of all transactions on the main level and all individual
tions report is as follows: transaction detail on the sub-level). Figure 3.3 shows the
standard report layout for the Asset Acquisitions report.
Notice that asset number 2219-0 shows a total acquisi-

Figure 3.3 Asset Acquisitions Report – Detailed Version

34 © Galileo Press 2007. All rights reserved.


3.2 Asset Acquisitions Report

tion cost of $66,100.00, which was posted in two acqui- ing different accounting standards when it comes to asset
sition transactions shown just below the asset level. acquisitions. You might think that an asset acquisition is
always an asset acquisition. But, that is not the case. Dif-
The Selection Screen ferent countries have different definitions for asset acqui-
The selection screen for this report varies slightly from the sitions. Consider the following scenario.
basic selection screen. It includes the additional selection
fields Transaction type and Posting date in the Further A Possible Scenario
selections section (see Figure 3.4). Say you use internal orders or Work Breakdown Structure
(WBS) elements for your asset capitalization process. The
process usually starts when someone in your organization
requests money to be spent for a capital item (e.g., the
purchase and installation of a new server). The request is
approved and an internal order or WBS element is cre-
Figure 3.4 Selection Screen – Further Selections ated to capture all costs associated with this capital proj-
ect.
Transaction Types Then, let’s say that in December of 2007 you receive
First, it’s important for you to know that all fixed asset the server and an invoice for $10,000. This amount is
transactions must be posted with a transaction type. This posted to the internal order. You cannot put the server in
is a fairly unique feature of the Asset Accounting mod- service just yet, because you’re waiting for the required
ule (only the consolidation application uses transactions rack mount; therefore, at the end of December, the inter-
types, too, albeit different ones). Other modules like nal order is kept open and the spending is settled to an
Accounts Payable, Accounts Receivable, or the General Asset under Construction (AuC). By default, the system
Ledger don’t use these transaction types. uses transaction type 114 – 116 (depending on your con-
The transaction type is a three-digit code that groups figuration settings for the default transaction types used
an asset transaction by category, such as acquisitions in Asset Accounting) to debit the AuC for $10,000.
(default transaction type range 100-199), retirements In January of 2008, you receive the rack mount and
(200-299), transfers (300-399), and so on for vari- corresponding invoice for $2,000, which is posted to
ous other categories. Furthermore, the transaction type the internal order. This item completes the project and
determines whether a transaction is a debit or credit, the status of the order is changed to technically com-
whether depreciation should be calculated, or whether plete (TECO) or closed (CLSD). At the end of the month,
the asset should be capitalized or deactivated, as well as the order is settled to the final asset master record (the
many more settings. installed server).
The Transaction type limitation allows you to narrow
down the report to just certain types of acquisitions (e.g., What’s Happening Behind the Scenes
acquisitions from affiliated companies only or goods While you may not realize it, the system actually pro-
receipts only). cesses this final settlement in three steps:
Using the Posting date limitation, you can create an 1. The system settles the $2,000 of current year spend-
acquisitions report for any time period during the current ing to the AuC using transaction types 114 - 116.
fiscal year (i.e., month of March, or second fiscal quar- 2. The system then transfers $10,000 from the AuC to
ter, etc.). the final asset using transaction types 338 (credit to
the AuC) and 331 (debit to the final asset).
Defining an Asset Acquisition 3. Lastly, the system transfers $2,000 from the AuC to
This is a good time to repeat a caution already cited ear- the final asset using transaction types 339 (credit to
lier in this section, namely, the importance of consider- the AuC) and 336 (debit to the final asset).

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3 Transaction Reports

You would now assume that you’ve placed in service an


TTY 400-499: Post Capitalizations
asset worth $12,000 in fiscal year 2008, correct? At least
TTY 500-599: Depreciation Postings
that’s what the IRS would expect you to show on your
TTY 600-699: Manual Depreciation
acquisition report. However, when you run the Asset
TTY 700-799: Write-up Postings
Acquisitions report for this scenario, the report would
TTY 800-899: Revaluations
show an acquisition for $2,000 only. The $10,000 that
TTY 900-999: Data Takeover Transactions
was originally spent in 2007 is considered to be a transfer
and would therefore only show up on an Asset Transfers
report. You should figure out exactly what transactions are con-
In other words, the standard SAP acquisition report sidered to be asset acquisitions in the country you work
does not consider transaction type 331 an acquisition in and then limit the Asset Acquisitions report to just
transaction; instead, this transaction type is considered these transactions. Then, save the report as a variant so
to be a transfer from a prior year AuC to a final asset in that you don’t have to enter the limitations again when
the current year. you want to run the report.
This reporting logic is a valid accounting principle in
Germany; and because SAP is a German company, it
3.3 Asset Retirements Report
should come as no surprise that the standard acquisition
report adheres to this accounting principle. The Asset Retirements report is a comprehensive report
for all asset retirements, including asset sale (retirements
Entering Specific Transaction Types with revenue) and asset scrap (retirements without rev-
What does this mean for your Asset Acquisitions report? enue). The report shows the cost amounts being retired,
Does it render it useless? Hardly. What it comes down to corresponding depreciation amounts, resulting gain/loss
is your asset acquisition process and what you consider amounts, and any sales proceeds in case of asset sales.
to be an acquisition in the various countries in which The information required to access the Asset Retire-
you might work. For most European countries, the stan- ments report is as follows:
dard SAP logic should be satisfactory, but for the US, this
would not be the case. 왘 Menu Path
The solution is quite simple, because the report includes Accounting 폷 Financial Accounting 폷 Fixed Assets 폷
another interesting feature. If you leave the Transaction Information System 폷 Reports on Asset Account-
type selection criteria field (see Figure 3.4) blank, the ing 폷 Day-to-Day Activities 폷 International 폷 Asset
report uses the standard SAP logic as described. If, how- Retirements
ever, you enter specific transaction types that you con- 왘 Transaction Code
sider to be acquisitions, it will show these transactions S_ALR_87012052
instead, regardless of what they are. 왘 Technical Report Name
RAABGA_ALV01
Caution
If you inadvertently enter a Retirements transaction Main Report Purpose and Recipients
type (i.e., transaction type 200), the report would show This report is a comprehensive report, which includes
this, too! So, ensure that you pay attention to the trans- retirement amounts (cost and depreciation) and corre-
action type limitations. In general, transaction types sponding gain and loss amounts. Also included are sales
(TTY) are grouped into the following basic categories: proceeds in case of an asset sale (as opposed to asset
TTY 100-199: Asset Acquisitions scrap) and statistical subsequent cost or revenues. The
TTY 200-299: Asset Retirements main recipients of this report are general asset accounting
TTY 300-399: Asset Transfers departments and tax departments.

36 © Galileo Press 2007. All rights reserved.


3.3 Asset Retirements Report

The Selection Screen asset scrap to a piece of machinery in one of your plants.
The selection screen for the Asset Retirements report The posting is done in the month of March. Two months
is almost identical to the selection screen of the Asset later, you receive an invoice from one of your vendors
Acquisitions report. The only difference, that the field who has de-installed the machine and is now charg-
Deactivation date is an available selection criteria, is ing you for costs associated with dismantling this asset.
shown in Figure 3.5. This allows you to limit this report to Because the asset was already retired in a previous, now
a specific time period, during which the assets were deac- closed, month, you can no longer post this invoice to the
tivated (which may be different from the actual posting asset. Instead, you let Accounts Payable handle the trans-
date of the retirements). action just as it would all other invoices.
Nevertheless, you would like to show this transac-
tion on the Asset Retirements report because you con-
sider the dismantling cost part of the asset scrap, which,
in turn, has an impact on the amount of loss shown on
the report. Therefore, SAP’s Asset Accounting allows you
to post subsequent costs to this asset using transaction
Figure 3.5 Deactivation Date in Further Selections
type 285 (or transaction type 286 for subsequent rev-
enue postings).
Report Output This posting is just a statistical posting however, mean-
On the individual transaction level, the Asset Retirements ing that it is posted to the sub-ledger only and not posted
report shows detailed posting information, such as the to the General Ledger. The Asset Retirements report will
posting date, transaction type, and document number show this statistical amount in a separate column (see
(see Figure 3.6). Figure 3.7).
As you can see in Figure 3.7, the report includes a field
Statistical Subsequent Cost or Revenue Postings for subsequent costs (Ret. costs) and a field for subse-
The Asset Retirements report also can show statistical quent revenue (Ret. revenue). The example for subse-
subsequent cost or revenue postings. To explain this, let's quent revenue would be that you receive sales proceeds
go through an example. Assume that you post a simple for an asset that you had scrapped earlier.

Figure 3.6 Asset Retirements Report – Detailed Version

Figure 3.7 Asset Retirements Report with Statistical Retirement Costs

www.sap-press.com 37
3 Transaction Reports

3.4 Asset Transfers Report Specifying Transaction Types


One thing to remember is that SAP considers settlements
Asset transfers are a normal business event and can from an AuC to a final fixed asset a transfer (i.e., a transfer
include intra-company transfers (transfers between assets from one asset to another, to be exact). The default trans-
within the same company code) and inter-company action types involved are 33x and 34x.
transfers (transfers between two company codes). The As was already mentioned, you may want to report
Asset Transfers report includes intra-company transfers these types of transfers as acquisitions in the Asset
only and shows the cost amount transferred and the cor- Acquisitions report. After all, in the US, we would con-
responding depreciation adjustments. sider these settlement transactions the in-service place-
The information required to access the Asset Transfers ment for the final asset.
report is as follows: The Asset Transfers report works just like the other
transaction reports. If you leave the Transaction type
왘 Menu Path selection field blank, the report will use SAP’s default
Accounting 폷 Financial Accounting 폷 Fixed Assets 폷 logic to determine whether a transaction can be consid-
Information System 폷 Reports on Asset Account- ered a transfer. If, however, you enter specific transaction
ing 폷 Day-to-Day Activities 폷 International 폷 Intra- types in the selection screen, the report will show only
company Asset Transfers these transactions on the report output (in other words,
왘 Transaction Code it’s a transaction type override feature).
S_ALR_87012054
왘 Technical Report Name Caveat
RAUMBU_ALV01 One drawback of the Asset Transfers report is that it
does not show where an asset was transferred to or
Main Report Purpose and Recipients from. It seems like a very basic reporting requirement
This report shows asset transfers (transfers from one of any transfer report, but for one reason or another
asset to another asset). It includes the amount of cost this information not is not included.
and depreciation transferred. The main recipients for the Therefore, I usually advise my clients to create a cus-
report are general asset accounting departments. tom transfer report using tools such as SQVI (SAP
Quick Viewer). Figure 3.9 shows a simple example of
The Selection Screen an such an enhanced Asset Transfers report. Notice
The selection screen for the Asset Transfers report, again, that it includes a separate column showing the trans-
is identical to the other transaction-based reports. fer To/from Asset. To me, having visibility of the com-
plete transfer (including transfer-from and transfer-
Report Output to asset numbers) is critical to a meaningful transfer
Just like the other transaction reports, the Asset Trans- report.
fers report includes detailed information for each trans- Creating such an enhanced Asset Transfers report is a
fer, such as document number, posting date, transaction simple task. It took me just a few minutes to create
type, etc. For the default Asset Transfers report output, the example shown in Figure 3.9 using standard SQVI
see Figure 3.8. functionality.

Figure 3.8 Default Asset Transfer Report Layout

38 © Galileo Press 2007. All rights reserved.


3.5 Asset Transactions Report

왘 Menu Path
Accounting 폷 Financial Accounting 폷 Fixed Assets 폷
Information System 폷 Reports on Asset Account-
ing 폷 Day-to-Day Activities 폷 International 폷 Asset
transactions
왘 Transaction Code
Figure 3.9 Enhanced Asset Transfer Report
S_ALR_87012048
왘 Technical Report Name
RABEWG_ALV01
3.5 Asset Transactions Report

The reports we’ve looked at so far (i.e., the Asset Acquisi- Main Report Purpose and Recipients
tions, Asset Retirements, and Asset Transfer reports) apply This is a powerful report that can be used to report any
an internal filter criteria to determine what is considered asset transaction (be it acquisitions, retirements, trans-
to be an acquisition posting, retirement, or transfer. This fers, etc.) according to your specifications. Main recipi-
filter uses settings from the transaction type group to ents of this report are general asset accounting depart-
determine what a transaction should be classified as. This ments and tax departments.
might work well in most instances but, as explained ear-
lier when discussing the acquisition reports, the reports Creating a Custom Report Variant
may not always adhere to the accounting principle you For example, a common scenario is the issue of charita-
would like to apply. Therefore, the standard acquisition ble donations. From an accounting perspective, a chari-
report with its default transaction type filter might not table donation of an asset is nothing but an asset retire-
be a good report for you to use, depending on your asset ment without revenue (also known as an asset scrap).
capitalization process. For tax purposes, however, you must be able to report
The good news is that the solution to this problem is these donation transactions separately from the normal
quite simple. All you have to do is limit the report to a retirement transactions. All you would have to do is run
specific range of transaction types that you consider to be this Asset Transactions report and limit it to the transac-
acquisitions, according to your accounting rules. Follow- tion types you use for the charitable donations. This will
ing this approach makes the Asset Transactions report show only these donations and not any of the normal
very powerful, because you could use it to report any asset retirements.
asset posting in any way you want to, simply by limiting Once you create a custom report, you could save it
the report to specific transaction types. as a variant so that you don’t have to enter the selection
The information required to access the Asset Transac- criteria every time you want to run this report. Figure
tions report is as follows: 3.10 shows the Asset Transactions report for a charitable
donations scenario. As you can see, it shows the transac-

Figure 3.10 Asset Transactions Report Limited to Specific Transaction Type

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3 Transaction Reports

tion type Z20 which was set up as a Charitable Donations The information required to access the List of Origins by
transaction. Asset Debits report is as follows:
You could now click the Save icon on the selection
screen and save this report as a variant. To make things 왘 Menu Path
easy, you can enter a Meaning for this variant (i.e. Chari- Accounting 폷 Financial Accounting 폷 Fixed Assets 폷
table Donations Report) as shown in Figure 3.11. Information System 폷 Reports on Asset Account-
ing 폷 Day-to-Day Activities 폷 International 폷 List of
Origins by Asset Debits
왘 Transaction Code
S_ALR_87012058
왘 Technical Report Name
RAHERK01

Main Report Purpose and Recipients


This report is intended to help you analyze where the
Figure 3.11 Save Report as a Variant costs for an asset came from (i.e., the project or WBS ele-
ment number, vendor number, cost element, etc.). The
The next time you start the Asset Transactions report, you main recipients of this report are general asset accounting
can simply click the Get Variants icon and then select the and financial accounting departments.
Charitable Donations Report variant (see Figure 3.12). It
will then automatically fill in the corresponding selection The Selection Screen
screen fields, including the transaction type limitation. The List of Origins by Asset Debits report uses a modi-
fied version of the basic selection screen. Under Further
settings, you will find two options, as shown in Figure
3.13:
왘 Display reversal transactions
When you select this option, the report will include
reversal transactions (which ultimately don’t affect
the asset’s cost, because the settlement amounts
Figure 3.12 Select Variant went in and out of the asset account).
왘 Display orig. line itms
Using different variants for this Asset Transactions report This option is useful for settlements from invest-
allows you to create a re-usable library of asset reports ment measures or AuCs. When selected, the report
that anyone can use without having to re-enter the trans- will include detailed information regarding the post-
action type limitations. ings made to the individual asset (i.e., the original
amounts versus the settled amounts, individual docu-
ment numbers, etc.).
3.6 List of Origins by Asset Debits Report

The List of Origins by Asset Debits report is a powerful


report you can use to analyze the origin of an asset’s value.
In other words, it shows where the acquisition amounts
(debits) came from. The report shows the asset’s acqui-
sition cost and the information related to the source of Figure 3.13 Display Reversal Transactions
and Display Original Line Items
these amounts (i.e., the document number, total amount
vs. settled amount, cost element, etc.).

40 © Galileo Press 2007. All rights reserved.


3.7 List of Origins by Cost Element Report

Report Output ment in 2006 (document numbers 1100013853 and


When the option Display orig. line itms is not selected, the 1100013822). Also, it shows the total invoice amount
report output includes the asset’s cost and the document ($16,190.52 and $16,190.40 respectively) and how
numbers that make up the cost, as shown in Figure 3.14. much of these amounts was actually settled to this par-
Notice in Figure 3.14 that asset 900011386 has a cost ticular asset ($1,413.43 and $1,413.42). To the right of
of $2,826.85. This amount was posted on 04/30/2007 this information, the report shows the vendor number of
with document number 100000420. The report even the vendor who submitted the invoice and the cost ele-
includes the WBS element number from where this post- ment used to post the invoices.
ing originated. This report provides a very powerful reporting feature,
Now let’s look at the same asset, but this time we’ll because it can show you all invoices and transactions that
select the option Display orig. line itms on the selec- were used to post an asset’s acquisition cost.
tion screen. Figure 3.15 shows how the report output
has changed.
3.7 List of Origins by Cost Element Report
Note The List of Origins by Cost Element report is very similar to
You can use the Display orig. line itms option only for the List of Origins by Asset Debits report. But instead of
depreciation area 01. showing the individual line items used to post an asset’s
acquisition cost, this report shows the individual cost
As you can see in Figure 3.15, the report now displays elements used to post to the asset. In other words, this
two additional line items for asset 900011386. It shows report shows the asset’s acquisition cost separated by
the original invoices that were posted to the WBS ele- cost element.

Figure 3.14 List of Origins without Original Line Item Display

Figure 3.15 List of Origins with Original Line Item Display

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3 Transaction Reports

The information required to access the List of Origins by Report Output


Cost Element report is as follows: Figure 3.17 shows the default report output, which
includes the asset’s acquisition cost and a list of cost ele-
왘 Menu Path ments used to post this acquisition amount. Further-
Accounting 폷 Financial Accounting 폷 Fixed Assets 폷 more, this list includes the fiscal year when the costs
Information System 폷 Reports on Asset Account- were incurred, as well as information on the investment
ing 폷 Day-to-Day Activities 폷 International 폷 List of measure (i.e., WBS element or internal order number) to
Origins by Cost Element which the costs were posted.
왘 Transaction Code Notice in Figure 3.17 that asset 900010771 has a cost
S_ALR_87012060 of $26,075.44. This amount was posted with the four
왘 Technical Report Name cost elements shown just below the asset. For example,
RAHERK02 the report shows that $2,173.58 in professional service
fees was included in the asset’s cost. Other cost elements
Main Report Purpose and Recipients commonly used for tracking asset cost include material
This report is intended to help you analyze how the charges, labor (in-house or contract), overhead charges,
cost for an asset has been posted by separate cost ele- etc.
ment (i.e., material versus labor versus overhead charges, This report provides a useful reporting feature to show
etc.). The main recipients of this report are general asset the acquisition cost for an asset by cost elements, pro-
accounting and financial accounting departments. vided that different cost elements have been used when
the original charges were recorded.
The Selection Screen
The List of Origins by Cost Element report uses a version
3.8 Chapter Summary
of the basic selection screen, but there are two notewor-
thy changes. First, the selection screen doesn’t have a This chapter introduced you to the most commonly used
report date field or a depreciation area field. It doesn’t transaction-based reports in Asset Accounting. After
need these two selection fields because all values shown reading this chapter, you should have a good understand-
are from depreciation area 01, as of the current date. ing of the main reports used to show asset transactions.
Secondly, the selection screen includes an option called The reports to remember from this chapter are:
Display information on origin, as shown in Figure 3.16. 왘 Asset Acquisitions
When you select this option, the report includes informa- This report lists all asset acquisition transactions,
tion for the original postings made to this asset, such as including detailed information such as document
cost center, plant, or material. number, posting date, and transaction types. Make
sure to include/exclude the correct transaction types
that are considered asset acquisitions according to
your specific accounting rules.

Figure 3.16 Display Information on Origin Option

Figure 3.17 List of Origins by Cost Element

42 © Galileo Press 2007. All rights reserved.


3.8 Chapter Summary

왘 Asset Retirements 왘 List of Origins by Asset Debits


This report shows all asset retirements (with and This report shows the individual debits or line items
without revenue) and includes information such as used to post an asset’s acquisition cost and includes
the resulting gain and loss amount, sales proceeds, information such as the original document num-
and statistical subsequent cost and revenue. bers, vendor accounts, and settlement amounts. This
왘 Asset Transfers (intra-company) report is most useful when the option Display orig.
This report includes intra-company transfers only line itms is selected.
(inter-company transfers are reported via the acqui- 왘 List of Origins by Cost Elements
sition and Retirements reports). In other words, it This report is very similar to the List of Origins by
includes the transfer cost and depreciation amounts Asset Debits report, however, instead of showing the
but unfortunately, does not include the transfer-to asset’s cost by individual line items, this report shows
asset number. the cost by different cost elements.
왘 Asset Transactions
This report can be used to report any asset transac- In Chapter 4, you’ll learn about the most important asset
tion in any way you want, by simply entering the report of them all – the Asset History Sheet report. This
specific transaction types on the selection screen. is by far the most important report to know in Asset
Once you limit the Asset Transactions report to the Accounting, because it combines the best of balance-
desired transaction type, you can save it as a variant based and transaction-based reports and can be config-
and create a library of custom asset reports that can ured to meet your specific reporting requirements. No
be reused at any time without having to re-enter the other report offers this for Asset Accounting.
selection limitations.

www.sap-press.com 43
Index

A Asset History Other Options 13


Report 6, 57 Selections 11
ABAP 9, 15, 74, 77
Report summary 63 Settings 11
Query 9
Asset History Sheet Settings, Depreciation area 12
Report 9
Custom versions 52 Settings, Report date 11
Accumulated depreciation 13, 46
Groups 49, 51 Settings, Sort version 13
Acquisition cost 46
Position within Version 50 Settings, Translation method 13
Acquisition date 76
Reconciling 48 Beginning Balances 25, 46
Acquisition value 13
Report 6, 45 Bonus depreciation 73
Actual depreciation 29
Report Summary 52 Book value 13
Administrative data 14
Roll-forward layout 45 Business Information Warehouse 7, 15
Advanced List Viewer (ALV) 13, 15
Asset Master Data Changes
Alternative Minimum Tax 69
Report 56
ALV 13, 15
Report summary 63 C
Custom report layout 15
Asset Portfolio Capital Investment Measures 66
Download to Microsoft Excel 15
Report 6, 22 Capitalization date 13, 76
Download to Microsoft Word 15
Report summary 32 Change documents 56
Grid 15, 34
Asset Retirements Charitable donations 39
Hierarchical reports 16
Report 6, 36 Report 40
Analysis of Retirement Revenue
Report Summary 43 Consolidation 12
Report 69
Asset Transactions Construction In progress 48
Report summary 72
Report 6, 39 Cross-checking amounts 46
Annual forecast 31
Report Summary 43 Currency 75
Appropriation requests 28
Asset Transfers Currency Translation Methods 6, 73, 75
Asset Accounting 5
Report 6, 36, 38 Current book value 22
Asset Acquisitions
Report Summary 43 Current date 77
Report 6, 34
Asset under Construction (AuC) 11, 35, Custom report layouts 15
Report summary 42
38, 67
Asset Balances
Report 6, 21 D
Report summary 32
B Date created 54
Asset Barcode
Balance-based reports 21 Date of initial acquisition 54
Report 53
Balances Deactivation date 37
Report summary 63
Beginning 25, 46 Depreciation
Asset Explorer 6
Balance sheet account 13 Ordinary 24
Asset extract 23
Barcode Planned 25
Asset extraction 26
Report 6 Special 24
Asset fields 25
Basic selection screen 10 Unplanned 24
Depreciation Terms 26
Display options 13 Depreciation area 12, 68
General Asset Information 25
Time-Dependent Asset Information 25 Further selections 13

www.sap-press.com 91
Index

Depreciation Comparison Inventory note 56 P


Report 6, 68 Investment management 9
Physical Inventory
Report summary 72 IRS form 4563 67
Report 54
Depreciation Forecast
Report summary 63
Report 6, 28
Depreciation key 15, 24 L Planned depreciation 25
Posted depreciation
Depreciation Simulation Last inventory date 55
Report 6
Report 28 Leasing
Report, By Asset and Posting Period
Report summary 32 Report 6, 60
26
Depreciation start date 15 Report summary 63
Report, Related to Cost Centers 28
Depreciation type 24 List of Origins by Asset Debits
Report summary 32
Display options 13 Report 6, 40
Posting date 34, 35
Display variant 13 Report Summary 43
Print barcodes 54
Dynamic selections 6, 14 List of Origins by Cost Element
Project system 9
Administrative Data 14 Report 41
Property indicator 14
Useful Life 15 Report Summary 43
Property tax 14, 59, 70
LogDB 9
E Investment Management, IMA 9

Ending balances 25, 46


Project System, PSJ 9
Q
LogDB ADA 9
Enhanced object value 57 Quarterly forecast 31
Accessing 9
Evaluation period 31
Logical Database (LogDB) 9
Exchange Rate Type 75
Logical Database ADA 9 R
Real Estate and Similar Rights
F M Report 6, 59
Federal tax 69 Master Data Changes Report summary 63
Form name for printing barcode 54 Report 6 Real Property 71
Free Date 76 Microsoft Excel download 6, 19 Recalculate values 78
Further selections 13, 24 Mid-Quarter Alert Reconciliation 12
Report 6, 65 Report
Report summary 72 Analysis of Retirement Revenue 69
G Mid-Quarter convention 65 Asset Acquisitions 34
GAAP 47 Asset Balances 21
Group totals 13 Asset Barcode 53
N Asset History 57

H Net book value 46


Asset History Sheet 45
Asset Master Data Changes 56
Half-year convention 65 Net Worth Tax tab 14
Asset Portfolio 22
Hierarchical reports 16 Net Worth Valuation (Property Tax)
Asset Retirements 36
Downsides 34 Report 6, 70
Asset Transactions 39
History Sheet version 45 Report summary 72
Asset Transfers 36, 38
Hybrid reports 21 Custom layout 15
O Depreciation Comparison 68

I Ordinary depreciation 24, 52


Depreciation Forecast 28
Depreciation Simulation 28
Insurance Values Own Translation 77
Hierarchical 16
Report 6, 61 Hybrid 21
Report summary 63 Insurance Values 61
Inventory Leasing 60
Report 6 List of Origins by Asset Debits 40
Inventory list 56

92 © Galileo Press 2007. All rights reserved.


Index

List of Origins by Cost Element 41 Sort version configuration 17 Translation method 13


Mid-Quarter Alert 65 Special depreciation 24, 52 Transportation Equipment
Net Worth Valuation (Property Tax) 70 Specialty reports 53 Report 6, 60
Physical Inventory List 54 SQVI 38 Report summary 63
Posted Depreciation By Asset and Standard reports 21
Posting Period 26 Balance-based 21
Posted Depreciation Related to Cost Transaction-based 21 U
Centers 28 Statistical posting 37 Unique identifiers 11
Real Estate and Similar Rights 59 Subsequent cost 37 Unplanned depreciation 24, 52
Specialty 53 Subsequent revenue 37 Useful life 15, 67
Total Depreciation 23 Substitution 74 User exit 74, 77
Total Depreciation, IRS Form 4563 67 Summary values 34 US Tax forms 65
Transportation Equipment 60 US Tax reporting 65
Variant 40
Report date 11 T
Reporting tools 73 Tax forms V
Roll-forward layout 45, 46 US 65 Variant 40
Tax reporting 65
S US 65 W
Technical field name 56
SAP Quick Viewer 38 What-if scenario 73
Total Depreciation
SAPscript 54, 58 Work Breakdown Structure (WBS) 28, 35
Report 6, 23
Standard for Asset History report 58
Report, IRS Form 4563 67
Section 1250 71
Report summary 32, 72 Y
Sets 70
Transaction-based reports 21, 33 Year-end depreciation amounts 29
Simulation Version 6, 24, 73
Hierarchical nature 33
Sort version 6, 13, 17, 26
Transactions 25
Limitations 19
Transaction type 35, 36, 38, 49

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