Maintain Asset Master

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SAP Training Material

Topic : AA – Maintain Asset Master

Activity 1.1 : Maintain Asset Master – Main Number Step 1: Create asset Step 2: Change asset Step 3: Lock asset Step 4: Delete asset Activity 1.2 : Maintain Asset Master – Sub-Number Step 1: Create asset sub-number Activity 1.3 : Inquire asset values Step 1: Display asset values – Navigation

1.0_AME_EG_AA_TRN_Maintain Asset Master.DOC Page 1.0-1 of 1.0-28

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Activity 1.1 : Maintain Asset Master – Main Number Step 1: Create asset Step 2: Change asset Step 3: Lock asset Step 4: Delete asset Activity 1.1 : Maintain Asset Master – Main Number Description : This document demonstrates the steps to create an asset master

record (main number), change and lock an existing asset master record, and finally deleting the asset master record.

Pre-requisite : There is a need to create a new asset number due to new capital

expenditure or based on the purchase order (PO). The relevant asset class is configured/ defined. • Create Asset class and cost center is identified. Depreciation

key and useful life for each depreciation area is well understood and defined in accordance with asset keeping policy.

• Change Asset master record already existed with changed data defined, and change impact analyzed.

• Lock Asset master record already existed. • Delete Asset master record already existed.

Impact : The following results depending on the activities performed:

• Created An asset will be created and an asset main number generated based on the asset class number range.

• Change If cost center is changed, then it will result in cost charged to the new cost center in subsequent depreciation posting.

• Lock No Longer allowed acquisition posting to the asset. • Delete The asset record is de-activated.


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Step 1: Create asset Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Create > Asset Transaction code: AS01

Create Asset: Initial screen 1. Asset class: EG010 - Computers Equipment; EG011 – Office Equipments EG022 - Furniture & Fittings EG050 – Motor Vehicles EG060 – Land & Buildings EG080 – Plant & Machinery EG900 – Asset Under Construction EG910 - Low Value Asset (LVA) 2. Company code:

EG01 for BAT Egypt 3. Number of similar

assets: 1 – Number of similar assets that you want the system to create when you save an asset master record

4. Click on the

tab


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Create Asset: Master data

5. Description of asset: Asset name 6. Asset main no. text: Name for asset main number, which will be used for the entire asset main number 7. Serial number: The manufacturer’s serial number 8. Inventory number: Inventory number to be output in the standard inventory list for Asset Accounting 9. Quantity: <blank> {Update by system} 10. Unit of

measurement: Enter ‘EA’

11. Click on the tab


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12. Cost center: The responsible cost center to which depreciation computed is charged. (Refer to CO’s cost center structure). Example: 20003 13. Location: Select location code started with ‘EG’. 14. Room: Room – freely definable. 15. License plate

number: Vehicle registration number – Only for EG050 – Motor Vehicles. Click on the

tab.


16. Evaluation group 5: Is used for asset that is capitalized for product launch projects by brand. (This needs to be requested to GSD for creation)

17. Asset Super Number is also created by GSD. This is to sub-categorize assets of a particular asset class.



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19. Vendor no.: <blank> {Updated by system during external acquisition posting}

If the asset purchased is an used asset, click on the <Purchased used>

20. Acquisition year: Not used. <blank> 21. Original value: Not used. <blank> 22. WBS element: The

CAPEX project’s WBS element. This is required for budget control purposes.

23. Click on the

tab


24. Depreciation key: In book area ‘01’: • Default ‘EG01’ to asset

classes: EG010, EG011, EG022, EG050, EG060, EG080, EG900, EG910. The key also defined is for 0% of scrap value where depreciation up to the full asset value.

• The same default

depreciation key for tax area ‘02’.

• No depreciation for

EG900 – Asset Under Construction.Therefore, it is defaulted to ‘0000’.


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In group areas ‘30’ and ‘60’: • Depreciation key

inherited from book area ‘01’


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25. Asset useful life: Refer to the AA Blueprint for the defaulted asset life span. 26. Double click on the

‘01’ area. 27. Scrap value % Do not specify the scrap value %, it has already configured and handled implicitly in ‘EG01’ depreciation key. Furthermore, for BATE, there should not be any scrap value for all its assets.

28. Click to save.

29. System displays message: "The asset XXXXXXXX 0 is created.".

30. You have created a new asset main number with internal number XXXXXXXX.

You have completed the transaction.

Result

You have created an asset master main number record. The asset number is internally assigned by SAP based on the number ranges defined for each asset class.

Comments

The asset master record is ready for use for asset acquisition via Purchase Order.


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Step 2: Change Asset Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Change > Asset Transaction code : AS02

Change Asset: Initial screen

1. Asset: Asset number you wish to change its master data 2. Asset Sub-number: 0, usually 3. Company code: EG01 for BAT Mauritius 4. Click on the

icon.

Change Asset: Master data

5. Click on the

icon 6. Cost center : The responsible cost center to which depreciation computed is charged. (Refer to CO’s cost center structure). Example: 1001000001 7. Location: Select location code started with ‘EG’. 8. Room: Room – freely definable. 9. License plate

number: Vehicle registration number – Only for EG050 – Motor Vehicles.


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10. Click on Enter.

11. A pop-up box will

appear to ask if you would want this new cost center to overwrite the existing one. Click on ‘Yes’ if OK.

12. Else, click on .

13. Then, specify the ‘From’ date for the new interval. This is to indicate when is the effective date for the posting of depreciation to this new cost center takes place.


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14. In this example, it

means that depreciation will be posted to cost centre ‘1001000001’ from 01.06.2005 onwards.

Change Asset: Overview of time intervals

15. Click

16. System displays message: "The asset XXXXXXXX 0 is changed."

IMPORTANT: This step is also applicable to asset transfer between cost centre; thereafter, the depreciation costs will charge to the new cost centre in the new time interval. You have completed asset master record data change transaction.

Result

You have changed the cost center of the fixed asset.

Comments

The cost center has updated in the asset master record. This means that the depreciation cost will charge to the new cost center in the newly stipulated date range.


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Step 3: Lock Asset

Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Lock > Asset Transaction code: AS05

Block Asset: Initial screen

1. Asset: Asset number you want to block. 2. Asset Sub-number: 0, usually 3. Company code: MU01 for BAT Mauritius

4. Click

Block Asset: Processing screen

5. Locked to acquis.: Tick to lock asset from further acquisition posting

6. Click

7. System displays message: "Asset XXXXXXXX blocked."


Result

You have blocked the asset from further acquisition postings.


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Step 4: Delete Asset

Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Delete > Asset Transaction code: AS06

Delete Asset: Initial screen

1. Asset: Asset number you want to delete 2. Asset Sub-number: 0, usually 3. Company code: EG01 for BAT Egypt

4. Click


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Delete Asset: Processing screen

5. Physically delete asset:

Tick the Flag

6. Click

7. Click to confirm deletion

8. System displays message: "Asset XXXXXXXX deleted."


Result

You have deleted the asset physically.

Comments

Asset does not exist anymore.


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Activity 1.2 : Maintain Asset Master – Sub-Number Step 1: Create asset sub-number Activity 1.2 : Maintain Asset Master – Sub-Number Description : This document demonstrates the steps to create an asset master

record with sub-number other than ZERO. Sub-number is an extension of asset main number, in this case all sub-numbers will share and have the similar main no text. However, it can have its individual depreciation pattern.

Asset number comprises of asset main and sub-number, e.g. ‘1000024-3’ where ‘1000024’ is the main number and ‘3’ the sub-number.

Pre-requisite : Asset main number exists. Impact : The system will generate the next available sub-number with

reference to the existing sub-number of the referenced main asset number.


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Step 1: Create asset – Sub-number Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Create > Sub-Number > Asset Transaction code: AS11

Create Sub-Number: Initial screen

1. Asset: XXXXXXX 2. Company code: EG01 for BAT Egypt 3. Number of similar

sub-numbers: 1 (default)

Number of similar assets that you want the system to create when you save an asset master record

4. Click

.


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1. Description of asset: The referenced asset defaults here, user may overwrite it. 2. Asset Main no text The text copied from the main no and you cannot maintain it. 3. Serial number: The manufacturer’s serial number 4. Inventory number:

Inventory number to be output in the standard inventory list for Asset Accounting

5. Quantity: <blank> {Update by system} 6. Unit of

measurement:

Enter ‘EA’.

7. Click tab.


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8. Cost center: The responsible cost center to which depreciation computed is charged. (Refer to CO’s cost center structure). Example: 1001000000 9. Location: Select location code started with ‘MU’. 10. Room: Room – freely definable. 11. License plate

number: Vehicle registration number – Only for EG050 – Motor Vehicles. 12. Click

tab.


13. Evaluation group 5: Is used for asset that is capitalized for product launch projects by brand. (This needs to be requested to GSD for creation)

14. Asset Super Number is also created by GSD. This is to sub-categorize assets of a particular asset class.



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16. Vendor no.: <blank> {Updated by system during external acquisition posting}

If the asset purchased is an used asset, click on the <Purchased used>

17. Acquisition year: Not used. <blank> 18. Original value: Not used. <blank> 19. WBS element: The

CAPEX project’s WBS element. This is required for budget control purposes. However, by default, the WBS element from the main asset will be defaulted in its sub-number.

20. Click on the

tab


21. Depreciation key: In book area ‘01’: • Default ‘EG01’ to asset

classes: EG010, EG011, EG022, EG050, EG060, EG080, EG900, EG910. The key also defined is for 0% of scrap value where depreciation up to the full asset value.

• The same default

depreciation key for tax area ‘02’.

• No depreciation for


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EG900 – Asset Under Construction.Therefore, it is defaulted to ‘0000’.

In group areas ‘30’ and ‘60’: • Depreciation key

inherited from book area ‘01’


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22. Asset useful life: Refer to the AA Blueprint for the defaulted asset life span. 23. Double click on the

‘01’ area. 24. Scrap value % Do not specify the scrap value %, it has already configured and handled implicitly in ‘EG01’ depreciation key. Furthermore, for BATE, there should not be any scrap value for all its assets.

25. Click to save. 26. If you are creating

more than one sub-number, the message ‘Do you want to create the asset?’ will be prompted. Click

to create the asset master records.

27. System displays message: "Asset XXXXXXX 1 have been created”.

28. You have created a (few) new asset sub number(s) based on the next number of the sub number referenced.



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Result

You have created asset master record with sub-number (other than 0).

Comments

The asset’s sub-number master record is ready for use in asset purchase and acquisition posting.


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Activity 1.3 : Inquire asset values Step 1: Display asset values – Navigation Activity 1.3 : Inquire asset values Description : This document demonstrates the steps to navigate asset values

pertaining to the asset master record. Pre-requisite : The asset has values (acquisition, depreciation etc.) posted. Impact :


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Step 1: Display Asset Values – Navigation Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Asset Explorer Transaction code: AW01N

Asset Explorer

1. Company code: EG01 – BAT Egypt 2. Asset: Asset main and sub-number 3. Fiscal year:

2005 4. Press <ENTER>

Asset Explorer : Posted values 5. On the left column, the

screen shows all the depreciation areas defined for the asset.

By default, the inquiry highlighted ‘01’ book area and display the information on the right. There are two sections: • Upper section,

showing the: o Begin balance; o Change for the

year; o Year end

balance of the asset in terms of asset purchase costs (APC), investment support, revaluation APC, accumulated depreciation and the net book value.

• Lower section, showing the transactions in the inquired year

To view the above information for other


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areas, simply double click on the intended book area code on the left of the screen. To view posted values, click on the <Posted values> tab.


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Asset Explorer : Posted dep. values 6. On the lower section of

the ‘Posted Values’ tab, the screen shows the depreciation amount planned for each period for the asset. If the period’s depreciation amount has updated into GL, the status of the line item will be ‘Depreciated’ instead of ‘Planned’.

Note – The planned depreciation amount is compute based on the depreciation key of the asset master record.

7. Click on the ‘Parameters’ tab.

8. The screen shows the parameters determining the depreciation for the book area (depending on your selections).

9. Click on the ‘Planned values’ tab and then double click on the ’30 Group depreciation – USD’.


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Asset Explorer : Planned values Group depreciation (USD) 10. The amounts are

display in USD.

11. To understand the manner the system compute the planned depreciation amount, e.g. USD172, double click on the amount or

.

12. The formula will be on the lower section of the right screen.

13. Click on to go to the previous screen.


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14. To view asset master

record, click on icon.

15. Click to exit from the transaction.



Documents

Maintain Asset Master