FI08 01 - Asset Master Data

User Manual - FI08.

01
Title: Asset Master data
Module Name Asset Management

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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Maninder kaur Release: ERP 6.0 1 of 49
User Manual - FI08.01

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)

Click the Enter button for a complete list for company code


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 One line description of the asset. O If leave blank, the first line of
Text It will appear in reporting. description
will be copied over to this
field.
Manage Set this indicator if you want this O This indicator ensures that
Historically asset to be manage Historically this asset is
manage Historically
Inventory no You can enter an inventory number O Accounting trace for
for the asset. The inventory is reporting within the
placed into the standard inventory list for Financial Accounting
Asset Accounting Information System
(Information System).
Last inventory on You can enter the date of the last O This field is for information
inventory. only
Include assets Set this indicator if you want this O This indicator ensures that
in inventory list. asset to be counted in a physical this asset is
inventory check. 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 O General Information for
analysis of physical inventory Users
Capitalized on The capitalization date is the value The field will be
date of an asset. automatically updated upon
acquisition posting.
First acquisition The system automatically sets the The field will be
On asset value date of the first automatically updated upon
acquisition posting in this field. acquisition posting.
Acquisition year The system enters the fiscal year of The field will be
the first acquisition posting in this automatically updated upon
field. acquisition posting.
Deactivation on The system enters the asset value Once an asset has been
date of the retirement posting for a deactivated, you
full retirement in this field. can no longer post to the
asset

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

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

Business area An organizational unit of financial R Enter your SSA number
accounting from the selection
Cost centre This is the cost centre where the R Use drill-down to locate
depreciation expenses of the asset the cost centre
will be charged.
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 , O If available enter the
freely definable number.

Click on the Allocations tab

Evaluation Group 1 Services and sub O Use the drop down function and
services 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




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


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 O This field is for information only
asset in this field
Asset Purchased Set this indicator if the asset O This field is for information only
New was purchased new
Purchased Used Set this indicator, if this asset O This field is for information only
was second-hand when it was
acquired (not new).
Country of O This field is for information only
In this field you can specify the
origin country of origin for the asset.

Go to the next tab Insurance:

Type Enter the type of insurance O Select from the drop
down.
Insurance Companies Enter the name of the insurance O Select from the drop
company from which the insurance is down.
taken
Agreement number Enter the agreement number for the O Enter the actual number
insurance
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.



Go to the Next tab BSNL:

Decommission of assets If the asset is decommissioned, O Select from the drop
maintain the type of decommissioning. down.
Date of Enter the date from which the asset is O Enter the date
Decommissioning decommissioned
Net realizable value Enter the NRV for permanent O Enter the actual
decommissioned asset amount.
Tax rates for assets In case there any taxes applicable on O Enter the percentage
assets, e.g. municipal taxes enter the rate for the tax
rate.
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 O Enter date
paid.
Next tax due date Enter the next due date for payment of O Enter date
tax
Tax Vendor Name Enter the vendor name for the tax O Enter the name
payment
Vendor Enter the vendor account number for O Select from the vendor
the tax. 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:

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

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

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

AssetChange Asset

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

Change the description of the asset:

The asset is changed

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

FI08.01.03 DISPLAY OF ASSET MASTER DATA:

AssetDisplay Asset
On screen Display Asset: Initial Screen, enter information in the fields as specified in the table below:

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.

Press <Enter> or click on the icon then the following screen will appear:
Note: Screen field names:

1. General Data
2. Inventory
3. Posting Information.



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

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.

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:

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)

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

Once the asset is capitalized and has values the below screen will appear:
This report can be accessed through asset explorer

(T.Code AW01N)

FI08.01.04 BLOCK ASSET MASTER DATA

AssetLock Asset
On screen Block Asset: Initial Screen, enter information in the fields as specified in the table below:

Asset The asset main number to R
be locked
Sub-number The asset number to be O
locked
Company Code Enter company code R

The below screen appears, click the radio button Locked to aquis
Click on to save.
The asset is blocked for further acquisition postings.

FI08 .01.05 DELETE ASSET MASTER DATA

AssetDelete Asset
On screen Delete Asset: Initial Screen, enter information in the fields as specified in the table below:

be locked
Sub-number The asset number to be O
locked

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

The asset with zero values can be deleted,
Click the icon
Select the radio button physically delete asset

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

FI08 .01.06 CREATE ASSET SUB NUMBER

AssetCreate Sub asset number
On screen Create sub asset: Initial Screen, enter information in the fields as specified in the table
below:

be locked
Sub-number The asset number to be R
locked

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.


Click on to save
Asset sub number generated.


FI08 .01.07 ASSET EXPLORER
Via Menus Accounting Financial Accounting Fixed Assets AssetAsset

Explorer
Via Transaction Code AW01N




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User Manual - FI08.

Business Process Description Overview

The below transactions will be covered in the following pages:

FI08.01.01 Creation of asset master data AS01

FI08.01.01 CREATION OF ASSET MASTER DATA

Via Menu Accounting Financial Accounting Fixed Assets Asset

Last changed on: Prepared by: Version: 1.0 Page:

Last changed on: Prepared by: Version: 1.0 Page:

Double Click on AS01 - Asset

Create Asset: Initial screen

Restrict value range (1)

Last changed on: Prepared by: Version: 1.0 Page:

Last changed on: Prepared by: Version: 1.0 Page:

Last changed on: Prepared by: Version: 1.0 Page:

Input - Required Fields Field Value / Comments

Field Name Description R/O/C Comments

Last changed on: Prepared by: Version: 1.0 Page:

Last changed on: Prepared by: Version: 1.0 Page:

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

Field Name Description R/O/C Comments

Last changed on: Prepared by: Version: 1.0 Page:

Click on the Allocations tab

Field Name Description R/O/C Comments

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Last changed on: Prepared by: Version: 1.0 Page:

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Go to the next Tab Origin

Field name Description R/O/C Comments

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Go to the next tab Insurance:

Field name Description R/O/C Comments

Last changed on: Prepared by: Version: 1.0 Page:

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Go to the Next tab BSNL:

Field name Description R/O/C Comments

Click on the Depreciation Area tab.

You will be prompted with the following screen:

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Then the following screen will be displayed

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FI08 .01.02. CHANGE ASSET MASTER DATA

Via Menus Accounting Financial Accounting Fixed Assets

Via Transaction Code AS02

Field name Description R/O/C Comments

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

Last changed on: Prepared by: Version: 1.0 Page:

FI08.01.03 DISPLAY OF ASSET MASTER DATA: