Key Concept
Legacy data transfer is the transfer of existing data maintained for assets from a previous system or from a manually maintained fixed asset register. The transfer of legacy data is generally the first thing after you configure the Asset Accounting component. This task involves transferring asset master records and transactions from the start of the fiscal year up until you go live.
Reconciling the balance sheet accounts takes place later in a separate step.
Introduction and Prerequisites
Now, suppose the Acquisition value is managed in Manual Acquisition account and Deprecation is managed in manual Deprecation account.
- For understanding purpose let’s take the Manual Acquisition account as 10550001 and Manual Deprecation account as 11550001.
- Our aim is to create assets in SAP and transfer the manual Acquisition balance to asset sub ledger and manual Deprecation balance to Deprecation sub ledger.
- For understanding purpose let’s take Sub Ledger Acquisition account as 10560000 and Sun Ledger Deprecation account as 11560000.
- Fiscal Year – July to June
Setup Process
1) Activate Company Code
The company code for which the assets accounting has been configured and to which the data has to be transferred will be activated i.e. it will be made open for transfer as below:
Path: Financial Accounting>Asset Accounting>Preparing for Production Startup>Production Startup>Activate Company Code
Figure1: Activate Company Code for Transfer
2) Asset Transfer Date Settings
Transfer Date has to be configured in the system for the company code. For instance actual transfer will take place on 09/30/2013.
Path:Financial Accounting>Asset Accounting>Asset Data Transfer>Parameters for data Transfer>Date Specification>Specify Transfer Date/Last Closed Fiscal Year
Figure 2: Set Transfer Date
Based on Transfer Date we need to configure the settings for the period in which last depreciation was posted. For instance if the Transfer Date is 09/30/2013 then the last Period in which depreciation was posted would be 3, FY14.
Path:Financial Accounting>Asset Accounting>Asset Data Transfer>Parameters for data Transfer>Date Specification>Specify Last Period Posted in Prev. System
Figure 3: Set Last Period of Depreciatin Posting
Transfer Process
After the settings have been done the assets will be transferred, which means new assets shells will be created in SAP and required information will be updated.
We can use LSMW or SECATT scripts to load the assets into SAP. Here I have demonstrated the process with SECATT scripts.
Asset Transfer will be done in 2 stages:
- Previous Years Acquisitions (Assets Acquired till Period 12, FY13 i.e. on or before 06/30/2013)
- Current Year Acquisitions (Assets Acquired between Period 1 to Period 3, FY14, i.e. between 07/01/2013 to 09/30/2013)
Perquisites: Transfer Date has been set to 09/30/2013 as shown in Setup process.
1) Previous Years Acquisitions (Assets Acquired till Period 12, FY13 i.e. on or before 06/30/2013)
a. Fields in the SECATT script
b. Data used for executing the script
c. Asset Display
Figure 4: Asset Display
d. Display of Asset Values for 2014
Figure 5: Display Assets Values
2) Current Year Acquisitions (Assets Acquired between Period 1 to Period 3, FY14, i.e. between 07/01/2013 to 09/30/2013)
a. Fields in the SECATT script
b. Data used for executing the script
c. Asset Display
Figure 6: Asset Display
d. Asset Values
Figure 7: Display Asset Values
Update Accounting Entry
- Execute report “Asset Balances” – Transaction code: S_ALR_87011964. After verifying this report we can proceed with actual accounting entry.
Figure 8: Home Screen for Asset Balance Report
Figure 9: Output of Asset Balance Report
- Tcode OASV:In this screen Enter, the Balance sheet GL, accumulated GL,Profit Centre, whichever is applicable. Enter line item text.
- The difference at the end should be equal to the Net book value.
Figure 10: Home Screen for OASV
Figure 11: Screen after executing OASV
Figure 12: Posting done through OASV
In the same way post the document for Acumulated Depreciation also and the difference between the amount for aquisition and depreciation should be equal to Net Book value.
Conclusion
So all in all there are 3 major steps to load the legacy assets in the system.
- Activate Company Code and Transfer Date settings
- Transfer Assets using SECATT
- Updating accounting inforamtion with OASV.