As the name implies, legacy asset transfer is the transfer or migration of assets from a source(s) other than the target system. Meaning transfer of assets records currently residing in a legacy system (or manually maintained) to a new (target) system. Either through a new implementation or for other reasons, an organization may have the need to transfer assets (master and transaction data) to the SAP system.
Several methods may be used to achieve this, depending largely on the volume of data. For the purpose of this post, we will discuss the transfer of asset data through transaction AS91, and the subsequent transfer to the General Ledger via T_Code OASV.
1. Pre-requisite Configuration Settings
Certain configuration settings have to be in place before the actual migration can begin. These pre-requisite are discussed below:
1.1 Set Company Code Status
Here we set up the company to a status that allows for asset data transfer. We set the company to the status “test company code with data transfer always allowed”.
Follow the menu path below to do this:
IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer — Set Company Code Status
1.2 Specify Sequence of Depreciation Areas
You define in this configuration step the sequence in which you would like the system to update depreciation areas with values during asset transfer. You may sequence the depreciation areas in any order; however, it is normal to rank the “book depreciation” area first. Additionally, in sequencing, it is recommended to start with the non-dependent depreciation areas before the dependent depreciation areas (those depreciation areas that inherits depreciation terms from other depreciation areas). If you are using one depreciation area, as is the case with some companies, then just maintain that in this step.
You specify sequencing of the depreciation areas in the menu path below:
IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer — Specify Sequence of Depreciation Areas
1.3 Specify Transfer Date/Last Closed Fiscal Year
One of the decisions you have to make in your fixed asset migration is to decide on the migration date. This is usually the last date of the last closed fiscal year before the migration (unless you are dealing with migration during the year). All asset postings up to this date will be included in the migration. Where the transfer date is not equal to the last day of the fiscal year, the system treats this as a transfer during the year.
You Specify Transfer Date/Last Closed Fiscal Year through the following menu path:
IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer — Parameters for Data Transfer — Date Specifications — Specify Transfer Date/Last Closed Fiscal Year
1.4 Specify Last Period Posted in Legacy System
In addition to specifying the transfer date above, if you are doing your migration during the year, you have to specify the period of the last posted depreciation in your legacy system, for your depreciation area.
You specify the Last Period Posted in the legacy system through the menu path below.
IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer — Parameters for Data Transfer — Date Specifications — Specify Last Period Posted in Previous System (Transfer during FY)
Or use Transaction OAYC
1.5 Define Transaction Types for Transfer of Open Items
If you have any open items (any assets under construction with line item management) to migrate you need to define transaction types for that; skip this step if no open item is involved.
You define transaction types for transfer of open items through the menu path below.
IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer — Parameters for Data Transfer — Define Transaction Types for Transfer of Open Items
Double click on each item to make the necessary settings.
1.6 Specify Entry of Net Book Value (No Accumulated Ordinary Depreciation).
If for any reason you do not have the values for accumulated depreciation in your legacy system, but have instead, the net book values (may be through a valuation process) then, the net book value may be entered instead, during the asset takeover value entry.
Note, that the net book values can only be used if you are using the manual transfer method and not when using the batch input interface RAALTD01.
You specify the entry of net book value through the menu path below.
IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer — Parameters for Data Transfer — Options — Specify Entry of Net Book Value (No Accumulated Ordinary Depreciation.)
Just flag the net book value indicator for your company code, in case you are using the net book values for your value entry.
2. Create/Change/Display Legacy Asset (T_Code AS91)
Having gone through the pre-requisite configuration settings for legacy asset transfer, let us now go through the asset transfer process.
Follow the menu path below to create/change/display legacy assets:
IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer — Manual Online Transfer — Create/Change/Display Legacy Asset
Or use transaction AS91
Maintain all the necessary tabs and fields.
Note: Capitalization date must be earlier than or same as transfer date maintained in your configuration settings above.
After maintaining all the necessary fields, click on Takeover Values.
Enter the APC Value and accumulated ordinary depreciation (cumulative down payment and cumulative unplanned depreciation if any).
Press enter, and save.
Notice that we created both the asset master and entered the takeover values in this same step.
Repeat the process as many times as the number of assets.
2.1 Display the asset using AW01N
Use transaction AW01N (asset explorer) to display the asset.
3. Enter G/L Account Postings (T_Code OASV)
It must be noted that the transfer of legacy assets (asset takeover) in the above step, does not update the corresponding asset reconciliation account in the general ledger. An additional step “transfer balances” to the general ledger (T_Code OASV) is required to align the asset sub ledger balances and the general ledger balances.
Follow the menu path below to do this:
IMG — Financial Accounting (New) — Asset Accounting — Preparing for Production Startup — Transfer Balances
Or use transaction OASV.
Debit: the APC value to the asset account
Credit: the accumulated depreciation to the accumulated depreciation account
Credit: the balance sheet transfer account with the difference representing the net book value
Post your transaction.
3.1 Display GL Balances (FAGLL03)
Use transaction FAGLL03 to display the GL balances for the affected accounts.
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