UNIT 2 Master Data

Lesson 1
Explaining the Components of an Asset Class 27

Lesson 2
Creating and Changing Master Data in Asset Accounting 39

Lesson 3
Carrying Out Mass Changes to Asset Master Data Using a Worklist 47

UNIT OBJECTIVES

● Assign an account determination key to an asset class

● Assign number range intervals to an asset class
● Explain the screen layout of asset master data
● Explain the screen layout for asset depreciation areas
● Copy asset classes from reference
● Understand special asset classes like AuC and LVA
● Create master data in FI-AA
● Change master data in FI-AA
● Assign asset and equipment master records
● Carry out mass changes to asset master data using a worklist

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 Unit 2
Lesson 1
Explaining the Components of an Asset Class

LESSON OVERVIEW
This lesson explains the special asset classes, such as asset under construction (AuC) and
low-value asset (LVA) and various components of an asset class.

Business Example
Your external consultants have proposed a catalog for asset classes in the corporate group.
Your Asset Accounting (FI-AA) project team needs to discuss proposals and test the possible
effects on system functions.

Hint:
Asset classes are used as a template for the asset master records that are
created later. Therefore, it is necessary to decide which default values are to be
stored in the asset classes to ensure the uniformity of the assets.

For this reason, you require the following knowledge:

● An understanding of asset classes
● An understanding of various components of an asset class

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Assign an account determination key to an asset class
● Assign number range intervals to an asset class
● Explain the screen layout of asset master data
● Explain the screen layout for asset depreciation areas
● Copy asset classes from reference
● Understand special asset classes like AuC and LVA

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Unit 2: Master Data

Account Determination

Figure 13: Asset Class – Account Determination or Account Assignment

Asset classes establish a link between asset master records and their values and the G/L
accounts to which the related asset values and depreciation are posted. You can control this
link through account determination.

An account determination key can be used in different ways, depending on the following
scenarios:
● If you transfer asset values in one depreciation area to the general ledger (G/L), the
account determination key stored in Customizing of the asset class can be identical to the
account number of the fixed asset balance sheet account. This can only be done if your
asset class catalog is relatively small. However, this is seldom the case.
● If you have several similar asset classes, you can use the same account determination key
for all of them and transfer the values to a fixed asset balance sheet account in the
financial statement.
● If you use company codes with different operational charts of accounts, you only need one
account determination key to post asset values for one class to accounts in different
charts of accounts.

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 Lesson: Explaining the Components of an Asset Class

Assignment of the G/L Accounts

Figure 14: Assignment of the G/L Accounts

With account determination, you define G/L accounts for all asset transactions and
processes that you need to enter.
You maintain the account determination in Customizing for Financial Accounting (New) under
Asset Accounting → Integration with General Ledger Accounting → Assign G/L Accounts .
For depreciation areas that post depreciation to the G/L, you must assign additional G/L
accounts. For ordinary depreciation and unplanned depreciation, you must assign an
accumulated depreciation account, an expense account, and a revenue account for a write-
up. You can also assign additional G/L accounts for revaluations of depreciation and interest
in the cost-accounting area if necessary.

Assignment of the Asset Master Number

Figure 15: Number Range Intervals

The number range controls the number assignment of the asset master record.

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Unit 2: Master Data

You can define the following number assignments:

● Internal
The system automatically assigns the next available number, in numerical sequence,
within the defined number range interval.
● External
The number is assigned by the user or by another system.

You can assign specific number ranges to each company code in Customizing for Financial
Accounting (New) under Asset Accounting → Organizational Structures → Asset Classes →
Define Number Range Interval.
Alternatively, you can specify a cross-company code number assignment in Customizing for
Financial Accounting (New) under Asset Accounting → Organizational Structures → Specify
Number Assignment across Company Codes.

Screen Layout of Asset Master Data

Figure 16: Screen Layout of Asset Master Data

The screen layout controls the following parameters:

● Field selection
The screen layout determines which input fields in the asset master records can be
processed. It specifies if a field within the asset master record is a required entry, an
optional entry, display only, or suppressed (hidden).
Field selection allows you to reduce the number of master data fields to those that are
specifically needed for the asset class, and to ensure that certain important control
information is entered.
● Maintenance level
The screen layout specifies the maintenance level of master data fields and defines the
level of maintenance for each data field.

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 Lesson: Explaining the Components of an Asset Class

The possible maintenance levels are as follows:

- Asset class
- Main asset number
- Subnumber
● Reference
The screen layout determines whether master data fields can be used as a reference. The
reference provides information about field contents, which can be copied into the new
master record when an asset is created from a template.

Activation of Account Assignment Objects

Figure 17: Activation of Account Assignment Objects

In order for account assignment objects to appear in the asset master record, you must
activate them in Customizing for Financial Accounting (New) under Asset Accounting →
Integration with the General Ledger → Additional Account Assignment Objects → Activate
Account Assignment Objects.
After you activate account assignment objects, you can use the Customizing screen layout to
specify how the account assignment objects appear in the master record; for example, as a
mandatory field.

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Unit 2: Master Data

Note:
You can post the cost-accounting depreciation to account assignment objects.
These objects can be as follows:
● Cost center
● Controlling (CO) internal orders
● Work breakdown structure (WBS) element
● Real estate object (for example, buildings or land)
● Objects from the Public Sector Management (PSM) component, such as funds
centers, funds, or grants

You can also post acquisition and production costs (APC) values to account
assignment objects, such as investment order or WBS elements of an investment
project. The APC value posting is necessary for you to view the direct
capitalization process of Investment Management (IM). You may also need the
APC value posting for statistical budget monitoring of asset purchases.
With Enhancement Package 5, you can activate the profit center and segment as
account assignment objects.

Tab Layout for Asset Master Record

Figure 18: Tab Layout for Asset Master Record

Tab pages are used to display asset master records. By default, the data is distributed over
several tab pages.

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 Lesson: Explaining the Components of an Asset Class

You can specify a layout for the master data of each asset class.

The layout defines the following parameters:

● The number of tab pages
● The names of the tab pages
● The logical field groups on the tab pages, for example, the General Data and Posting
Information logical field groups in the above figure.

Hint:
Using a tab layout, you can define the layout of the asset master record that best
suit your needs.

Screen Layout for Asset Depreciation Areas

Figure 19: Screen Layout for Asset Depreciation Areas

In an asset class, enter a screen layout for each depreciation area. The screen layout rules
apply to the fields in the depreciation data section.
SAP supplies 1000 and 2000 as standard screen layout rules. These screen layout rules also
include a maintenance level. The maintenance level guarantees that depreciation is controlled
uniformly.

The options of the maintenance level are as follows:

Option Description
Asset class The asset class option ensures uniform con-
trol of valuation at the asset class level.

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Unit 2: Master Data

Option Description
Main asset number The main asset number option ensures uni-
form control of valuation at the asset master
record level. The entries made in the asset
class are adopted in the asset master record,
and can be changed there. All asset subnum-
bers that belong to this asset master record
adopt these values from the main number.

Asset subnumber The asset subnumber option provides flexi-

ble control over valuation. Asset subnumbers
can be assigned their own individual depreci-
ation terms.

Hint:
You can maintain more information and possible entries for the individual
depreciation areas when you double-click on the detail screen of a depreciation
area. This course works on the asset number level (for example, with transaction
AS02 ) and on the asset class level (for example, with transaction OAYZ ).

Copy Asset Classes from Reference

Figure 20: Additional Functions for Asset Classes

Additional functions for asset classes are as follows:

● Copying asset classes from reference
You can create new asset classes by simply copying an existing asset class. Copying is
triggered from the master data section of the classes (Customizing transaction OAOA). On
doing so, the default values of the depreciation area section are also automatically copied.
You can change them after copying.
● Defining allowed entries for user fields and other information fields

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 Lesson: Explaining the Components of an Asset Class

In the asset master record, the following fields are available as standard for both general
and user-specific fixed asset structures:

Field Name or Data Type Description

Evaluation groups (evaluation group 1 to 5) Evaluation groups are asset master record
fields that are used to map customer-spe-
cific information.

Environmental protection indicator Environmental protection indicator is used

to save the reason for an environmental
protection investment, for example, new
climate-protection regulations.

Reason for investment Reason for investment is used for entering

an explanation for a capital investment, for
example, replacement acquisition.

Asset super number Asset super number can be assigned to an

asset. It is useful if several assets are to be
assigned to an asset super number, for ex-
ample, a business unit or a production line.

You can use all of the above-mentioned fields as selection criteria when reporting in FI-AA.
● Storing default values in asset classes
After you have defined the possible entries, you can store these values as default values in
Customizing.
You can also enter default values for insurance values, net worth valuation, leasing, and of
course, for depreciation parameters in the depreciation data section (such as depreciation
key and useful life) as well as index series.

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Unit 2: Master Data

Specifics of the Low-Value Asset and Asset Under Construction Asset Classes

Figure 21: Special Asset Class – AuC

AuC specifics are as follows:

● AuC require a separate asset class and corresponding G/L account because they have to
be shown separately in the financial statement.
● The standard depreciation key 0000 ensures that depreciation is not calculated for AuC in
depreciation areas, at least for the depreciation areas in the financial statement.
● Special tax depreciation and investment support are also possible for AuC.
● Down payments on AuC can be entered in accounts payable accounting processes.
● Even after an AuC has been fully capitalized, it is still possible to post credit memos. For
this, negative APC values must be permitted in the detail screen of the depreciation data
section.

Note:
Status of AuC investment measure in Investment Management (IM) helps in
managing more extensive asset investments. It integrates internal orders and
projects with AuC.

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 Lesson: Explaining the Components of an Asset Class

Special Asset Class – Low-Value Asset (LVA)

Figure 22: Settings for Special Asset Class

You can choose whether to manage LVA using individual management or collective
management. For each type of management, you must set up a separate asset class.
If you select collective management for LVA, you need to specify a base unit of measure for
this asset class. You can do this in transaction code OAOA .
You can store the corresponding maximum amounts for each company code in Customizing
for Financial Accounting (New) under Asset Accounting → Valuation → Amount
Specifications (Company Code / Depreciation Area) → Specify Max. Amount for Low-Value
Assets + Asset Classes .

LESSON SUMMARY
You should now be able to:
● Assign an account determination key to an asset class
● Assign number range intervals to an asset class
● Explain the screen layout of asset master data
● Explain the screen layout for asset depreciation areas
● Copy asset classes from reference
● Understand special asset classes like AuC and LVA

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 Unit 2
Lesson 2
Creating and Changing Master Data in Asset
Accounting

LESSON OVERVIEW
This lesson explains how to create and change master data in Asset Accounting (FI-AA). It
also discusses options to create asset master records.

Business Example
As an employee in the FI-AA department, you need to learn how various business transactions
take place in SAP FI-AA. For this reason, you require the following knowledge:
● An understanding of asset master records

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Create master data in FI-AA
● Change master data in FI-AA
● Assign asset and equipment master records

Creation of Master Data in Asset Accounting (FI-AA)

Figure 23: Creation of Master Record

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Unit 2: Master Data

The following options can create an asset master record:

1. Using an asset class
Enter the company code and asset class for the new asset master record. The asset class
provides important default values for the asset master record.

2. Using a reference
Use an existing asset master record as a reference. The reference asset may offer better
default values than an asset class alone. Make sure you do not copy unwanted data, such
as the capitalization date, from the reference asset.

In both cases, populate all the required fields and enter any other desired information in the
master record. Next, save your new asset master record. When you save your entries, the
system assigns an asset number.

Creation of Multiple Similar Asset Records

Figure 24: Creation of Multiple Similar Asset Records

When creating asset master records, you can create multiple similar assets. This function is
useful, for example, if you purchase 20 PCs for your training department or 12 desks for a new
suite of offices.

During mass creation you can maintain seperate values for each asset in the following
fields:
● Description of the asset
● Inventory number
● Business area
● Cost center
● Evaluation groups (1 to 5)

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 Lesson: Creating and Changing Master Data in Asset Accounting

Asset Subnumber

Figure 25: Asset Subnumber

If a fixed asset is made up of many component assets, you can manage these component
assets as separate subnumbers. Doing so may be useful for technical and accounting
reasons.

You may divide assets by subnumbers for the following reasons:

● You want to separately manage the values for subsequent acquisitions (buildings, for
example) in the following years.
● You want to separately manage the values for individual parts of assets.
● You want to split the asset according to various technical aspects.

In the asset class, you can specify external or internal number assignment for the asset
subnumber. For example, you could use an external number assignment during legacy data
transfer. After the legacy data transfer is complete, switch over to the internal number
assignment.
Using the screen layout in the asset class, you can specify the maintenance level at the
subnumber level. Doing so allows you to change the default value for depreciation terms on
the subnumber.

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Unit 2: Master Data

Personal Value List

Figure 26: Personal Value List

As of release 4.6, you can create easy access to the master records that you work with
frequently by storing them in a personal value list.
If you do not want to use the personal value list, you can turn it off. To do so, use transaction
code AS02 and then choose Settings → Interface .
After turning off the personal value list, you can display general and former search help using
F4 for the asset field (for example, in transaction AS03 or in a posting transaction).

Hint:
If entries already exist in the personal value list, you have to delete them before
the system initially displays the general search help. To delete entries, press
DELETE in the personal value list.

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 Lesson: Creating and Changing Master Data in Asset Accounting

Change Master Data in Asset Accounting (FI-AA)

Figure 27: Time-Dependent Data

Some information in the asset master record can be managed as time-dependent data. This
data is used for the assignment of assets to Controlling (CO) organizational units (for
example, cost center or project).
Shift operation and asset shutdown directly affect depreciation. Therefore, you should enter
them in the time-dependent data, where they can be changed on a monthly basis.
The time-dependent assignments or intervals can be created, edited, and called in the master
record, as soon as they are saved. To do so, choose the Further Intervals pushbutton on the
Time-dependent tab page.

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Unit 2: Master Data

Change in Assets

Figure 28: Change in Assets

Each time you change an asset master record, the system creates a change document.

The change document contains the following information:

● List of changed fields
● Number of changes per field
● Name of the user
● Old and new contents of field

You can access change documents using transaction code AS02 from the relevant asset
master record, or by using the standard report RAAEND01 .
On the SAP Easy Access screen, choose Accounting → Financial Accounting → Fixed
Assets → Information System → Reports on Asset Accounting → Preparations for closing →
International → Changes to Asset Master Records .

Hint:
If a change affects many asset master records, you can carry out a mass change.

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 Lesson: Creating and Changing Master Data in Asset Accounting

Depreciation Areas in the Asset Master Record

Figure 29: Depreciation Areas in the Asset Master Record

The default values in the depreciation data section of an asset master record are taken from
the asset class. You can change or add to these default values in the different depreciation
areas of the asset master record.
Some of the data in the depreciation areas of the asset is derived from the acquisition posting.
Information in additional parameters, such as index, variable depreciation portion , or scrap
value are mainly used or needed in the cost-accounting depreciation area.

Hint:
SAP ERP 6.0 allows you to make time-dependent definitions of selected
depreciation terms.

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Unit 2: Master Data

Assignment of Asset and Equipment Master Records

Figure 30: Asset and Equipment Master Records

To assign equipment to an asset, enter the asset number in the relevant master record.
Several pieces of equipment can be assigned to an asset, but a piece of equipment can only
belong to one asset.
As of release 4.6C, you can ensure integration between the FI-AA and plant maintenance
(PM) components by synchronously creating or changing equipment and assets.
You can set up the system to create an equipment master record automatically when you
create an asset master record. In this case, the system copies the values in certain master
data fields such as Company Code and Inventory Number . If you change master data in the
asset later, the system automatically updates the fields in the equipment master record.
Similarly, if you make changes in the fields of the equipment master record, the system
automatically updates the master data in the asset. In addition, you can also set up a workflow
that informs the PM manager when assets are created or changed.
Assign assets and equipment master records in Customizing for Financial Accounting (New)
under Asset Accounting → Master Data → Automatic Creation of Equipment Master Records .
For more information, see SAP Notes 370884 and 549929.

LESSON SUMMARY
You should now be able to:
● Create master data in FI-AA
● Change master data in FI-AA
● Assign asset and equipment master records

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 Unit 2
Lesson 3
Carrying Out Mass Changes to Asset Master
Data Using a Worklist

LESSON OVERVIEW
This lesson describes how to process mass changes to asset master data.

Business Example
You are an employee in the Asset Accounting (FI-AA) department and you want to use mass
processing to change the cost centers of assets. For this reason, you require the following
knowledge:
● An understanding of how to use a worklist to carry out mass changes to asset master data

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Carry out mass changes to asset master data using a worklist

Mass Changes to Asset Master Data Using Worklists

Figure 31: Mass Changes to Asset Master Data Using Worklists

You can edit a worklist from the FI-AA application menu to carry out mass changes, as long as
you have authorization for this application transaction.
Therefore, it is not necessary to access the function with workflow task assignment in
Customizing.

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Unit 2: Master Data

Substitution Rule for Mass Changes

Figure 32: Substitution Rule for Mass Changes

A substitution rule consists of the following parts:

● Conditions that identify the records to be selected
You can create conditions using the form editor or while in expert mode. To use expert
mode, you must know the technical field and table descriptions of the input fields involved.
● Substitutions if the conditions are met
You can identify replacement values using substitutions. These substitutions can be
constant values, field-field assignments, or user exits.

For more information on the use of substitution rules for mass changes to (time-dependent)
asset master data, see SAP Note 210897.

Individual Steps for a Mass Change to Asset Master Data

Perform the following steps to mass change the asset master data using the worklist:

1. Create a substitution rule to specify which fields you want to change and how you want to
change them.
a) Enter the transaction code OA02 .

b) Choose Environment → Mass Change Rule .

c) Choose the Substitution pushbutton.

d) Choose the Create Substitution pushbutton.

e) Create at least one step to maintain an if-then condition, that is, a substitution rule that
meets your requirements.

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 Lesson: Carrying Out Mass Changes to Asset Master Data Using a Worklist

2. Assign the saved substitution rule to a company code.

a) Enter the transaction code OA02 .

3. Create a list of assets to be changed. This list is called a worklist.

a) Enter any ABAP asset report. Alternatively, in the FI-AA application menu, choose
Environment → Worklist → Generate from the menu path.

4. Create a worklist.
a) Select the master data to be changed.

b) Choose the Create Worklist pushbutton on the results screen.

5. Select a purpose for your worklist.

a) Enter a description.

b) Select a purpose for your worklist. The purpose is a predefined standard task in the
system, for example, change master data.

6. Save the defined substitution rule for the mass change.

a) In the dialog box that appears, select the defined substitution rule for the mass
change.

b) Save your data.

7. Edit the worklist. Only the worklist has to be processed.

a) In the FI-AA application menu, choose Environment → Worklist → Edit .

8. Check whether your mass change was successful by displaying the assets or running an
appropriate report.

LESSON SUMMARY
You should now be able to:
● Carry out mass changes to asset master data using a worklist

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