Asset Accounting

H-pack Packaging Industries LLC

BUSINESS BLUEPRINT DOCUMENT

Financial Accounting

Asset Accounting

Project: Hotpack Revolution

Hotpack Packaging Industries LLC

Version: 1.0

Date: 01 November 2018

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 Asset Accounting

FICO-AA

Document Information

Document Name Business Blue Print

Title Business BluePrint_FICO-AA.docx

Document Purpose To explain business functions desired by H-pack in the asset accounting
module of SAP

Document Status

Contact for Enquiries Manesh M S

Release Description Created by Date Approved by Date

Mahesh Ravindran / 01 Nov

V1.0 Asset Accounting Manesh M S 15 Nov 2018
Jenson T V 2018

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 Asset Accounting

INDEX
Contents
1 General information about the scenario .................................................................................... 5
1.1 Background ............................................................................................................................ 5

1.2 Enterprise Resource Planning Objectives ............................................................................. 5

2 General Requirements / Expectations ....................................................................................... 5

3 Process flow charts ..................................................................................................................... 6

4 Organisational considerations ................................................................................................... 6

4.1 Chart of depreciation ............................................................................................................. 6

5 Solutions in SAP .......................................................................................................................... 7

5.1 Asset classification ................................................................................................................ 7

5.2 Asset Master .......................................................................................................................... 9

5.3 Asset acquisition .................................................................................................................. 10

5.3.1 Asset acquisition with PO.............................................................................................. 11

5.3.2 Asset acquisition without PO ........................................................................................ 12

5.4 Low value assets ................................................................................................................. 12

5.5 Transfer of assets within company code ............................................................................. 13

5.6 Capitalization of assets under construction (AUC) .............................................................. 13

5.6.1 Assets under construction without line item management ......................................... 13

5.6.2 Assets under construction with line item management ............................................... 14

5.7 Depreciation run and accelerated depreciation ................................................................... 15

5.8 Asset retirement ................................................................................................................... 16

5.8.1 Asset sale with customer .............................................................................................. 16

5.8.2 Asset sale without customer ......................................................................................... 16

5.8.3 Asset retirement due to scrapping ............................................................................... 17

5.9 Asset revaluation ................................................................................................................. 17

5.10 Asset Accounting - Year-End closing .................................................................................. 17

5.11 Asset Accounting – Balance Carry forward ......................................................................... 19

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 Asset Accounting
6 Process Linkages/Integration points ....................................................................................... 19

7 Functional Deficits ..................................................................................................................... 19

8 Approaches to Cover Functional Deficits ............................................................................... 19

9 Business process Improvements/Benefits ............................................................................. 19

10 Authorization and Roles ............................................................................................................ 20

11 Reports and Forms .................................................................................................................... 20

12 Interface/Developments ............................................................................................................. 20

13 Conversions ............................................................................................................................... 20

14 Signoff ......................................................................................................................................... 20

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 Asset Accounting

1 General information about the scenario

This document defines an overall framework for implementing functionalities in SAP asset accounting
module for H-pack packaging industries LLC. It highlights business objectives and benefits expected
to be achieved with this implementation. This document covers all major business processes in asset
accounting as described in the scope document awarded for implementation.

1.1 Background
H-pack packaging industries LLC undertakes manufacturing, marketing and distribution of different
varieties of food packaging materials and related products. They manufacture high quality disposable
packaging materials and related materials, paper and protection and hygiene products through its
different manufacturing facilities in UAE and India. Managed by a team of highly qualified and
experienced professionals, it has adopted policies for developing and enriching the potential of each
of its employees who serves the business. With a view to further expand operations and also to adopt
world class business practices, the management has decided to implement S/4 HANA ERP product
from SAP and they would like to derive the maximum benefits out of it.

H-pack plans to implement the following modules available in SAP S/4 HANA ERP:-

FI Financial Accounting
CO Controlling
SD Sales and Distribution
PP Production Planning & Controlling
MM Materials Management
HR Human Resources

1.2 Enterprise Resource Planning Objectives

 To implement SAP S/4 HANA standard business processes, adhere to business basics and use
SAP as a model for best business practices.
 Integrate business processes and functions across the organization.
 Improve H-pack’s capacity to close its books quickly at the month end on global and consolidated

2 General Requirements / Expectations

H-pack expects the following to be covered using the asset accounting module in SAP:-
 Handling of fixed assets that are available in H-pack
 Procurement of new assets
 Managing assets under construction and their capitalization
 Real time valuation of assets

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 Managing depreciation posting for assets. H-pack wishes to follow accelerated depreciation for
some assets.
 Transfer and retirement of assets

3 Process flow charts

Not applicable

4 Organisational considerations

Major organisational elements for asset accounting are company code, chart of accounts and chart of
depreciation. Out of this company code and chart of accounts have been explained the blue print for
organisational structure. Chart of depreciation is explained below.

4.1 Chart of depreciation

Charts of depreciation are used in order to manage various legal requirements for the depreciation
and valuation of assets. These charts of depreciation are usually country-specific and are defined
independently of the other organizational units. Chart of depreciation in turn consists of a set of rules
called depreciation areas and depreciation keys which actually determines how assets are evaluated.
In SAP, it is possible to assign up to 99 depreciation areas specific to a chart of depreciation. The
chart of depreciation, therefore, is a directory of depreciation areas organized according to business
management requirements. Since asset valuation is done based on legal requirements within a
country, a chart of depreciation is always country specific.
H-pack intends to implement asset management for company codes HPUK. Chart of depreciation
HPUK are planned to be created and assigned to company code HPUK.

Depreciation areas that are planned to be created for chart of depreciation HPUK are as below:-
Whether Target
Deperciation Accounting
Depreciation Area name Real or ledger Posting in G/L
Area principle
Derived group

Local depreciation area in local currency 1-Area posts in

01 X 0L IFRS
(GBP) real time

Local depreciation area in group 0-Area does not

02 X 0L IFRS
currency (GBP) post

Local depreciation area in hard currency 0-Area does not

03 X 0L IFRS
(USD) post

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The organisation structure after creation of the recommended depreciation areas will be as shown
below:-

5 Solutions in SAP

SAP has asset accounting module for managing and monitoring fixed assets. It serves as a subsidiary
ledger to the general ledger, providing detailed information on transactions involving fixed assets. It is
tightly integrated with different modules in SAP thereby making tracking of an asset from its
procurement to retirement much easier. The asset accounting module in SAP contains the following
functions:-
 Master data (asset maintenance)
 Basic valuation functions
 Depreciation
 Transactions, such as asset acquisitions, transfers and retirements
 Closing operations
Processes that are relevant for H-pack in each of the above features are explained in sections below.

5.1 Asset classification

Before starting with asset transactions, a structure for fixed assets has to be agreed upon. Asset
accounting module in SAP offers structuring of assets in the following levels:-
 Balance sheet level
 Classification level
 Asset-Related level

Diagram given below gives an overview of these levels.

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As indicated in the above, structuring at the balance sheet level follows a three level hierarchy as
below:-
 Balance sheet version
 Balance sheet item
 G/L accounts
This hierarchy is self-explanatory and the same will be followed in H-pack.

At the asset related level it is possible to follow a four level hierarchy for maintenance of asset master
data. The concept of group asset number is specific to US and hence will not be enabled in H-pack.
Assets created in H-pack will have a main asset number and a sub asset number where the main
asset number is the single unit that will be used for evaluation and the sub asset numbers indicate the
component parts of the main asset.
At the classification level, assets are indicated using asset classes and this forms an important part in
determining the screen layout for asset transactions and the G/L accounts for posting values. It also
controls the number ranges that will be used while creating assets.
Following asset classes are recommended for creation at H-pack:-

Asset class Description Number Range Reconciliation Account

1000 Goodwill 100000 - 109999 Goodwill

1100 Other Intangibles 110000 - 149999 Other Intangibles

1200 Computer software 150000 - 199999 Computer software

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2000 Real Estate (Land) 200000 - 249999 Real Estate (Land)

2100 Buildings 250000 - 299999 Buildings

2200 Properties (Land & Building) 300000 - 399999 Properties (Land & Building)

3000 Machinery and Equipment 400000 - 499999 Machinery and Equipment

4000 Store Equipment 500000 - 599999 Store Equipment

5000 Fixtures and fittings 600000 - 609999 Fixtures and fittings

6000 Leased Assets (Operational) 610000 - 619999 Leased Assets (Operational)

6100 Leased Assets (Capital) 620000 - 674999 Leased Assets (Capital)

6200 Leasehold improvements 675000 - 699999 Leasehold improvements

6300 Asset under construction 700000 - 799999 Asset under construction

7000 Vehicles 800000 - 899999 Vehicles

7100 Cars 800000 - 899999 Cars

8000 Office Equipment and Computers 900000 - 999999 Office Equipment and Computers

9000 Low Value Assets (LVA) 1000000 - 1099999 Low Value Assets (LVA)

With asset class, we can also maintain some of the values that are defaulted during creation of an
asset and assign valuation control parameters like depreciation key, useful life, minimum and
maximum life for each depreciation area. This actually means that it is possible to assign any number
of charts of depreciation to the same asset class which makes it possible to have country specific
depreciation terms for a combination of asset class and chart of depreciation.

5.2 Asset Master

Asset Masters are created to maintain details of assets in an organization. The term "asset" is used
for simple assets, as well as for complex large-scale assets that consist of a number of component
assets. The data structure of the system, with a 12 character alpha-numeric main asset number and a
4 character sub-number, allows both. The main asset number represents the asset as a whole. Parts
of assets can be represented by different sub-numbers. Every master record is automatically created
with at least one sub-number, even if no sub-assets exist.
Asset master contains various views for general data, time dependent data, origin, insurance, leasing
and depreciation terms which contain all parameters for enabling the different functionalities and also
to book the depreciation periodically.

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Creation of asset masters is required in H-pack to maintain details of assets that are already
available. They can make use of the following transactions in SAP:-
Create/Change/Display asset master record - AS01/AS02/AS03
Create sub asset number - AS11
Block an asset master record - AS05
A sample process flow diagram for asset master record creation is shown below:-

5.3 Asset acquisition

H-pack intends to follow the standard asset acquisition process in SAP. The procurement will be with
respect to a purchase order in most of cases but there could be exceptions. Sections below describe
the process to be followed in SAP for acquisition of an asset with PO or without it. This can be used
with assert records that are already created or assets under construction (AUC) which will be
distinguishable from the asset class used.

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5.3.1 Asset acquisition with PO

A process flow diagram for asset acquisition with purchase order is shown below:-

The process steps could be as below:-

 Buyer creates a PO with account assignment category “A” (Assets)
 An internal order could be entered in PO as a control for capital budgeting
 PO will be released by approver as per release strategy
 On receipt of asset, stores will post GRN with reference to PO
 Finance department will post invoice receipt for the vendor upon confirmation from stores
With SAP, capitalization of assets can be done at the time of GR posting or Invoice posting. If the
asset valuation is done when GR is posted and the amount found while posting invoice is different,
the system automatically passes the correction entries. If the capitalization is done only with invoice
posting, the system posts only a non-valuated entry during GR.
With S/4 HANA, valuated posting during GR/IR creates two different documents:- A technical or
operational document and another asset reconciliation document as shown in image below.

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 Asset Accounting
Therefore, the accounting entries at the time of GR assuming capitalization will be as below:-
Operational entry
Dr. Technical clearing account
Cr. GRIR account
Asset valuation entry
Dr. Asset account
Cr. Technical clearing account
This is done since SAP allows an asset to be evaluated using multiple accounting principles. One
thing to notice here is that the balance in technical clearing account is always zero with reference to
any accounting principle.

5.3.2 Asset acquisition without PO

If H-pack comes across a scenario, wherein an asset needs to be procured directly from a vendor
without issuing a PO, they can make use of transaction F-90 which allows direct asset acquisition
from vendors. Budgetary controls have to be in place while entering data for this transaction so that
the planned capital goods budget is not exceeded. A sample process flow diagram is given below.

5.4 Low value assets

As the name indicates these are assets having low value and they are fully depreciated in the first
year in which they are acquired. Low value assets can be identified using a separate asset class and
may be clubbed under single asset master record. In H-pack, all assets that fall below 100 GBP are to
be treated as low value ones. SAP also allows setting up of the maximum value limits and checking
rules for this category of assets. The checking rule that will be enabled for H-pack will be “Quantity
check rule” so that per unit asset values are compared against the maximum value set.

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5.5 Transfer of assets within company code

The practice of transferring the assets from one plant to another plant or location to another location
or cost center to another cost center may be required in H-pack depending on business requirements.
Since the transfer happens between entities under the same company code, the transfer may not
have any financial impact and hence it is advised use transaction ABUMN for this purpose. The
accounting entry created for such a transfer will be as below:-
Dr. Asset account (Receiving plant)
Dr. Depreciation account (Transferring plant)
Cr. Depreciation account (Receiving Plant)
Cr, Asset account (Transferring Plant)
System records the change history in the respective asset masters. Depreciation would be posted
based on the above changes. These are called time dependent master data changes. Whenever
above type of transfer happens it would be with validity date to enable the system to post the
depreciation to the correct cost centers and track the asset with location or plant.

5.6 Capitalization of assets under construction (AUC)

Sometimes it may not be possible to capitalize an asset immediately on acquisition due to its nature.
The asset thus acquired may have to undergo different processes in order that it is utilized fully. This
phase in an asset’s life is termed as “Under construction” and SAP has a process for capitalizing them
once they enter the useful life phase.
During the under construction phase, assets can be managed in a normal asset master record or in
an asset master record with line item management, depending on the scope of functions that H-
pack’s need. As a result, the transfer from the asset under construction to completed fixed assets can
be handled in one of two ways:
 Summary transfer from a normal asset master record to the receiver assets
 As an asset master record with line item management, which you settle by line item to the
receivers

5.6.1 Assets under construction without line item management

This is similar to transfer between two assets under the same company code. H-pack can use
transaction code ABUMN for this purpose and the diagram shown below gives a representation of the
process involved.

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Before initiating this process for a full transfer of an asset under construction, any down payments that
were posted in the current fiscal year have to be reversed. For a partial transfer, down payments are
ignored. Special transaction types are planned to be configured so that these transfers are displayed
as acquisitions in the asset history sheet functionality available in SAP.

5.6.2 Assets under construction with line item management

In this mode, during the construction phase, all costs are managed into a single asset as open items.
At completion, these open items are cleared and then distributed to various receivers. For this
purpose, a settlement rule is created using transaction AIAB and distributed to the planned receivers
using transaction AIBU. Diagram pasted below shows a representation of this activity.

During this process, the system automatically separates the transfer of asset acquisitions from prior
fiscal years from acquisitions that took place in the year of capitalization. When the prior-year
acquisitions are transferred, (special) depreciation and investment support measures are also
transferred proportionally. The system automatically generates carry forward postings for partial
capitalization.

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5.7 Depreciation run and accelerated depreciation

Depreciation booking for assets is usually carried out to account for the wear and tear during its useful
life. SAP supports a wide range of depreciation types and depreciation methods so as to cater to a
wide range of business requirements. Of the different depreciation methods available in SAP, H-pack
would like to follow straight line method in majority of cases and a declining multi-phase method as
they want to accelerate depreciation for some assets. It is recommended that H-pack executes the
depreciation run transaction AFAB and post depreciation on a monthly basis. A process flow diagram
for depreciation run is shown below:-

In SAP, depreciation of an asset is calculated based on:-

 Rules mentioned in depreciation key configured and assigned to asset classes
 Capitalization date or depreciation start date for new assets
 First day of a fiscal period for existing assets
Depreciation would get posted to the respective cost centers based on its assignment in asset master
data records. No depreciation would get posted, if any one of the following data is missing in asset
master records:-
 Depreciation key
 Cost center
 Capitalization date or depreciation start date in case of new assets
On execution of SAP Standard transaction code “AFAB” in “Test Run”, missing assignments or details
as mentioned above can be identified. If any such assignments or details are missing, the same need
to be corrected before executing the depreciation posting “AFAB” in production run. If there are no
errors, system would post depreciation entry at each asset class and cost center level. The financial
entry could be as below:-
Dr. Depreciation account
Cr. Accumulated depreciation
Reversal of depreciation posting is not possible at any point. Hence utmost care should be taken
while executing a depreciation run.

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5.8 Asset retirement

Asset retirement is the removal of an asset or part of an asset from the asset portfolio. This removal of
an asset (or part of an asset) is posted from a bookkeeping perspective as an asset retirement. An
asset retirement can happen through sales of an asset or through it scrapping at the end of its useful
life. SAP support following asset retirement scenarios:-
 Asset Sale:
o With Customer
o Without Customer
 Retirement Due to Scrapping

5.8.1 Asset sale with customer

For asset sale with customer, SAP allows user to post the entry to "Accounts Receivable", the
revenue posting and the asset retirement in one step. This is done using transaction F-92. In this
posting transaction, users have to enter the revenue posting (debit A/R, credit revenue from asset
sale) first, and then enter the asset retirement. An indicator in the posting transaction specifies that
the system posts the asset retirement with .revenue posting.
For each posting depreciation area, the system posts a separate accounting-principle-specific
document, provided the depreciation area manages APC.
The prerequisite for making this entry is that the revenue account, to which the revenue should be
posted, has a field status variant in its master data in which the "Asset Retirement" field (category
Asset Accounting) is defined as a required or optional entry field.
Operational accounting entry generated in this scenario will be as below:-
Dr. Customer account
Cr. Revenue – Asset sales
Cr. Fixed assets
Cr. Gain/Loss from asset sale
Dr. Accumulated depreciation
Dr. Technical clearing account
The asset valuation document will have entries as below:-
Cr. Technical clearing account
Dr. Asset account

5.8.2 Asset sale without customer

The main difference between asset sale with customer and without it is that the later posts the
revenue value to a clearing account. The transaction used for this purpose is ABAON. Rest of the
processes remain the same as mentioned for the one with customer

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5.8.3 Asset retirement due to scrapping

The difference here is that there is no revenue generated from this transaction and hence the system
does not generate any gain/loss posting. Instead it creates a "Loss made on asset retirement without
revenue" posting in the amount of the net book value being retired. The transaction used for this
purpose is ABAVN.

5.9 Asset revaluation

A revaluation of fixed assets is a technique that may be required to accurately describe the true value
of the capital goods a business owns. The purpose of a revaluation is to bring into the books the fair
market value of fixed assets. This may be helpful in order to decide whether to invest in another
business. If a company wants to sell one of its assets, it is revalued in preparation for sales
negotiations. IFRS allows two models for revaluation - cost and revaluation models.
SAP supports both these models of revaluations through transaction AR29N. This report allows
revaluation data to be posted with or without depreciation write back. This report also has a facility to
use an offset account number as it may be required to show the revaluations in balance sheet or profit
and loss accounts or a combination of both. Accounting entries that result as an outcome from
revaluation process with an option to write back depreciated amount could be as below:-
Increment postings
Debit/Credit Account Amount

Cr. Asset A/C Total posted depreciation write back

Dr. Accumulated depreciation A/C Total posted depreciation write back

Dr. Asset A/C Revaluation adjustment

Cr. Revaluation clearing account for asset class Revaluation adjustment

Decrement postings
Debit/Credit Account Amount

Cr. Asset A/C Total posted depreciation write back

Dr. Accumulated depreciation A/C Total posted depreciation write back

Cr. Asset A/C Revaluation adjustment

Dr. Revaluation clearing account for asset class Revaluation adjustment

5.10 Asset Accounting - Year-End closing

Fiscal year closing activities are done in an organization to generate annual balance sheet, annual
profit and loss statement, and an appendix with additional information (annual report), which has to be
created to meet the particular legal obligations in each country. Before this is carried out in financial
accounting from a bookkeeping perspective, certain preparatory measures are to be done in asset

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accounting. These preparatory activities for asset accounting are done in SAP using transaction
AJAB.
The SAP system only closes a year in a company code when the following conditions have been met:
The system found no errors during the calculation of depreciation (such as, incorrectly defined
depreciation keys).
 Planned Depreciation was not posted completely to the general ledger
 All assets acquired in the fiscal year have already been capitalized (This check can be excluded
for assets under construction by excluding the asset class for it from the check)
 All incomplete assets (master records) have been completed.
The system lists any assets that do not meet the above requirements in the log of the year-end
closing. The log also shows the reason for the errors.
A process flow for the year-end closing activities is shown in diagram below:-

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5.11 Asset Accounting – Balance Carry forward

This process stands for carrying forward G/L account balances to the next fiscal year. In SAP,
transaction FAGLGVTR is used for this purpose. In S/4 HANA, due to the fact that there is a journal
entry, the balance carry forward of asset accounting is integrated with the balance carry forward of
general ledger Accounting. The balance carry forward carries the general ledger values and the
statistical fixed asset values to the New Year.

6 Process Linkages/Integration points

Please refer to the same chapter in the blue print for general ledger.

7 Functional Deficits

H-pack requires following additional details to be captured while creating assets in SAP:-
 Make and model
 Location
 Link to employee
 Loan/Mortgage details
 Reference
 Country of Origin
 Salvage value
H-pack requires asset transfers to be routed through an approval cycle. It should be possible to
Take a print of the transfer request at the end for filing

8 Approaches to Cover Functional Deficits

Enhancing asset master data screen is required to capture extra details. These have to be done
through a screen exit or a BADI if available. If this is not possible, a custom development is
required to capture these additional details.
Workflow needs to be enabled for asset transfer process. Form development is required for
transfer request form.

9 Business process Improvements/Benefits

Implementation of different functionalities in the asset accounting module of SAP will help H-pack to
do a real time valuation of their assets without any issues. It also facilitates accurate depreciation run
according to the required methods of H-pack and will ensure the correctness of the financial
statements generated.

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 Asset Accounting

10 Authorization and Roles

Detailed authorization matrix need to be prepared during project execution phase based on functional
roles and responsibilities.

11 Reports and Forms

Table below shows some of the available standard reports for accounts receivable:-
Sl.No. Transaction code Description

1 S_ALR_87011964 Asset balances by asset class

2 AW01N Asset explorer

3 S_ALR_87011981 Physical inventory list by asset class

4 S_ALR_87011990 Asset history sheet

5 S_ALR_87012004 Total depreciation

6 S_ALR_87012013 Depreciation comparison

7 S_P99_41000192 Posted depreciation by asset in a posting period

8 AR18N Depreciation on capitalized assets (Depreciation Simulation)

9 S_ALR_87012026 Depreciation current year

10 S_ALR_87012039 Asset transactions

12 Interface/Developments

Nil

13 Conversions

Nil

14 Signoff

Role Name Signature Date

Core Team Sajad Kottayi

Core Team Akhil C Prasad

SAP Consultant – IVL Mahesh Ravindran

Project Manager- Hotpack Thomas K K

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 Asset Accounting

Project Manager, IVL Manesh M S

Head- Project Delivery, IVL Rajesh Thampy

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