Asset Master Data

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User Manual - FI08.01 Asset Master data Asset Management

Last changed on: Prepared by: Version: 1.0 Page: Maninder kaur Release: ERP 6.0 1 of 49

OVERVIEW

Business Process Description Overview A fixed asset is defined as an individual economic good that it is recognized in the balance sheet at the time of closing, and is in the long-term service of the enterprise. In order to make it easier for the user to create, maintain and evaluate master data, the varied individual information is structured according to its area of use and the relevant functions in the system. The asset master record consists of two main parts: General Master Data: This part of the master record contains concrete information about the fixed asset. Data for Calculating Asset Values: You can specify depreciation terms in the asset master record for each depreciation area in the chart of depreciation. In order for you to make these specifications, the master record contains an overview of the depreciation areas. In addition, there is a detailed display available for each depreciation area. If there are depreciation areas that are not needed for a specific asset, it is possible to deactivate these depreciation areas at the asset level. The below transactions will be covered in the following pages:

FI08.01.01 Creation of asset master data AS01 FI08.01.02 Change of asset master data AS02 FI08.01.03 Display of asset master data AS03 FI08.01.04 Block asset master data AS05 FI08.01.05 Delete asset master data AS06 FI08.01.06 Create asset sub number AS11 FI08.01.07 Asset Explorer AW01N

PROCEDURAL STEPS

FI08.01.01 CREATION OF ASSET MASTER DATA

Via Menu Accounting Financial Accounting Fixed Assets Asset Create AS01 - Asset

Via Transaction Code AS01

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Double Click on AS01 - Asset

Create Asset: Initial screen

Press [F4] or Click the Search button in the Asset class field.

. Restrict value range (1)

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Click the Enter button for a complete list for company code

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Input - Required Fields Field Value / Comments

Asset Class Enter the asset class; the asset class is the main criterion for classifying assets.

Company Code Enter your Company Code

Number of similar Assets Number of similar assets that you want to create in the system when you save.

On screen Create Asset: Master Data, enter information in the fields as specified in the table below:

Field Name Description R/O/C Comments Description The description of the asset R Asset main no Text

One line description of the asset. It will appear in reporting.

O If leave blank, the first line of description will be copied over to this field.

Manage Historically

Set this indicator if you want this asset to be manage Historically

O This indicator ensures that this asset is manage Historically

Inventory no You can enter an inventory number for the asset. The inventory is placed into the standard inventory list for Asset Accounting (Information System).

O Accounting trace for reporting within the Financial Accounting Information System

Last inventory on You can enter the date of the last inventory.

O This field is for information only

Include assets in inventory list.

Set this indicator if you want this asset to be counted in a physical inventory check.

O This indicator ensures that this asset is included in the standard inventory list of Asset Accounting. Asset without this indicator are not output by the report.

Inventory note Supplementary information for the analysis of physical inventory

O General Information for Users

Capitalized on The capitalization date is the value date of an asset.

The field will be automatically updated upon acquisition posting.

First acquisition On

The system automatically sets the asset value date of the first acquisition posting in this field.


Acquisition year The system enters the fiscal year of the first acquisition posting in this field.


Deactivation on The system enters the asset value date of the retirement posting for a full retirement in this field.

Once an asset has been deactivated, you can no longer post to the asset

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Once you have entered the required data in the fields, Click on the time Dependent tab on screen.

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Click on the Time-dependent tab. (Which will be highlighted in dark blue)

Field Name Description R/O/C Comments

Business area An organizational unit of financial accounting

R Enter your SSA number from the selection

Cost centre This is the cost centre where the depreciation expenses of the asset will be charged.

R Use drill-down to locate the cost centre

Plant Used in selection criteria in reporting O Use the drill down. Location Used in selection criteria in reporting O Use drill-down to find out

the predefined location. Room Enter the particular room number ,

freely definable O If available enter the

number.

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Click on the Allocations tab

Field Name Description R/O/C Comments Evaluation Group 1 Services and sub

services O Use the drop down function and

choose appropriate code related to asset

Evaluation Group 2 Sub asset class O Use the drop down function Evaluation Group 3 Region O Use the drop down function Evaluation Group 4 Shift factor O Use the drop down function

Click on the evaluation 1 field, and after selecting the required information.

Then Click on the icon then click onto the next field

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Then Click on the icon then click onto the next field.

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Go to the next Tab Origin Field name Description R/O/C Comments Vendor You can enter vendor number O This field is for information only Manufacturer You can enter the manufacturer of the

asset in this field O This field is for information only

Asset Purchased New

Set this indicator if the asset was purchased new


Purchased Used Set this indicator, if this asset was second-hand when it was acquired (not new).


Country of origin

In this field you can specify the country of origin for the asset.


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Go to the next tab Insurance: Field name Description R/O/C Comments Type Enter the type of insurance O Select from the drop

down. Insurance Companies Enter the name of the insurance

company from which the insurance is taken

O Select from the drop down.

Agreement number Enter the agreement number for the insurance

O Enter the actual number

Suppl. text Enter the text for insurance , if required O Enter the text , Start date Enter the start date of the insurance O Enter the date Insurance rate Enter the rate for the insurance O Maintain the rate End Date Enter the end date of the insurance O Enter date.

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Go to the Next tab BSNL: Field name Description R/O/C Comments Decommission of assets If the asset is decommissioned,

maintain the type of decommissioning. O Select from the drop

down. Date of Decommissioning

Enter the date from which the asset is decommissioned

O Enter the date

Net realizable value Enter the NRV for permanent decommissioned asset

O Enter the actual amount.

Tax rates for assets In case there any taxes applicable on assets, e.g. municipal taxes enter the rate.

O Enter the percentage rate for the tax

Periodicity Enter the periodicity for the tax O Select from the drop down.

Date of Tax payment Enter the date on which the taxes are paid.

O Enter date

Next tax due date Enter the next due date for payment of tax

O Enter date

Tax Vendor Name Enter the vendor name for the tax payment

O Enter the name

Vendor Enter the vendor account number for the tax.

O Select from the vendor list.

Amount Enter the tax amount on the asset O Enter the amount. Click on the Depreciation Area tab. You will be prompted with the following screen:

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The following key values are displayed with regard to the depreciation area selected above

1. Depreciation Start Date 2. Planned Useful Life 3. Depreciation key

Click on the icon to save the asset. The system will assign Asset number. Then the following screen will be displayed

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At the bottom of this screen when you have clicked on the save button you will see the asset number created by the SAP system

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FI08 .01.02. CHANGE ASSET MASTER DATA Via Menus Accounting Financial Accounting Fixed Assets

AssetChange Asset Via Transaction Code AS02 Field name Description R/O/C Comments Asset The asset main number to be changed. R Enter the asset number Sub-number The asset sub-number to be changed. O No need to enter any

number in this field. The system will default to zero.

Company Code Enter your Company Code R Select from the option. First screen for the Change of Asset master data

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Change the description of the asset:

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The asset is changed

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Message reads: The asset 11xxxxx is changed END OF TRANSACTION.

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FI08.01.03 DISPLAY OF ASSET MASTER DATA: Via Menus Accounting Financial Accounting Fixed Assets

AssetDisplay Asset Via Transaction Code AS03 On screen Display Asset: Initial Screen, enter information in the fields as specified in the table below: Field name Description R/O/C Comments Asset The asset main number to be changed. R Enter the asset number Sub-number The asset sub-number to be changed. O No need to enter any

number in this field. The system will default to zero.

Company Code Enter your Company Code R Select from the option.

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Press or click on the icon then the following screen will appear: Note: Screen field names: 1. General Data 2. Inventory 3. Posting Information.

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To display who created the asset On screen Display Asset: Initial Screen, Go to: 1. ExtrasManagement Data. You will be prompted with the following screen: Details displayed as below

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Note: The popup screen will display the Management data and information on the user who created the asset or the changes made to the Asset.

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To view changes made to the Asset Master Data Record On screen Display Asset: Initial Screen Go to: EnvironmentChange Documents On Asset. You will be prompted with the following screen:

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To view asset values On screen Display Asset: Initial Screen, click on the button . (Assuming that this asset is already capitalized, if this asset does not have any balance than definitely it will not show you any value)

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If there are no values in the asset , the below screen will appear:

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Once the asset is capitalized and has values the below screen will appear:

This report can be accessed through asset explorer (T.Code AW01N)

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FI08.01.04 BLOCK ASSET MASTER DATA

Via Menus Accounting Financial Accounting Fixed Assets AssetLock Asset

Via Transaction Code AS05 On screen Block Asset: Initial Screen, enter information in the fields as specified in the table below: Field Name Description R/O/C Comments Asset The asset main number to

be locked R

Sub-number The asset number to be locked

O

Company Code Enter company code R

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The below screen appears, click the radio button Locked to aquis

Click on to save. The asset is blocked for further acquisition postings.

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FI08 .01.05 DELETE ASSET MASTER DATA Via Menus Accounting Financial Accounting Fixed Assets

AssetDelete Asset Via Transaction Code AS06 On screen Delete Asset: Initial Screen, enter information in the fields as specified in the table below: Field Name Description R/O/C Comments Asset The asset main number to

be locked R


O


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If the asset has values it cannot be deleted , the error will be coming in the screen as below :

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The asset with zero values can be deleted,

Click the icon Select the radio button physically delete asset

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Click on to save. The asset is deleted from the system.

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FI08 .01.06 CREATE ASSET SUB NUMBER Via Menus Accounting Financial Accounting Fixed Assets

AssetCreate Sub asset number Via Transaction Code AS11 On screen Create sub asset: Initial Screen, enter information in the fields as specified in the table below: Field Name Description R/O/C Comments Asset The asset main number to

be locked R


R


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The details in the tabs will be coming by default from the main asset number, and can be changed in the sub number if required, else same values can be used.

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Click on to save Asset sub number generated.

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FI08 .01.07 ASSET EXPLORER

Via Menus Accounting Financial Accounting Fixed Assets AssetAsset Explorer

Via Transaction Code AW01N

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