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Project One SAP Training Material Topic : AA Maintain Asset Master

Activity 1.1 : Maintain Asset Master Main Number Step 1: Step 2: Step 3: Step 4: Create asset Change asset Lock asset Delete asset

Activity 1.2 : Maintain Asset Master Sub-Number Step 1: Activity 1.3 Step 1: Create asset sub-number : Inquire asset values Display asset values Navigation

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Project One SAP Training Material Topic : AA Maintain Asset Master

Activity 1.1 Step 1: Step 2: Step 3: Step 4:

: Maintain Asset Master Main Number Create asset Change asset Lock asset Delete asset

Activity 1.1 Description

: Maintain Asset Master Main Number : This document demonstrates the steps to create an asset master record (main number), change and lock an existing asset master record, and finally deleting the asset master record.

Pre-requisite : There is a need to create a new asset number due to new capital expenditure or based on the purchase order (PO). The relevant asset class is configured/ defined. Create Asset class and cost center is identified. Depreciation key and useful life for each depreciation area is well understood and defined in accordance with asset keeping policy. Change Asset master record already existed with changed data defined, and change impact analyzed. Lock Asset master record already existed. Delete Asset master record already existed. Impact : The following results depending on the activities performed: Created An asset will be created and an asset main number generated based on the asset class number range. Change If cost center is changed, then it will result in cost charged to the new cost center in subsequent depreciation posting. Lock No Longer allowed acquisition posting to the asset. Delete The asset record is de-activated.

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Project One SAP Training Material Topic : AA Maintain Asset Master

Step 1:

Create asset

Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Create > Asset Transaction code: AS01
Create Asset: Initial screen 1. Asset class: EG010 - Computers Equipment; EG011 Office Equipments EG022 - Furniture & Fittings EG050 Motor Vehicles EG060 Land & Buildings EG080 Plant & Machinery EG900 Asset Under Construction EG910 - Low Value Asset (LVA) 2. Company code: EG01 for BAT Egypt 3. Number of similar assets: 1 Number of similar assets that you want the system to create when you save an asset master record 4. Click on the tab

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Project One SAP Training Material Topic : AA Maintain Asset Master

Create Asset: Master data 5. Description of asset: Asset name 6. Asset main no. text: Name for asset main number, which will be used for the entire asset main number 7. Serial number: The manufacturers serial number 8. Inventory number: Inventory number to be output in the standard inventory list for Asset Accounting 9. Quantity: <blank> {Update by system} 10. Unit of measurement: Enter EA 11. Click on the tab

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Project One SAP Training Material Topic : AA Maintain Asset Master

Create Asset: Master data 12. Cost center: The responsible cost center to which depreciation computed is charged. (Refer to COs cost center structure). Example: 20003 13. Location: Select location code started with EG. 14. Room: Room freely definable. 15. License plate number: Vehicle registration number Only for EG050 Motor Vehicles. Click on the tab. Create Asset: Master data 16. Evaluation group 5: Is used for asset that is capitalized for product launch projects by brand. (This needs to be requested to GSD for creation) 17. Asset Super Number is also created by GSD. This is to subcategorize assets of a particular asset class.

18. Click on the tab

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Project One SAP Training Material Topic : AA Maintain Asset Master Create Asset: Master data 19. Vendor no.: <blank> {Updated by system during external acquisition posting} If the asset purchased is an used asset, click on the <Purchased used> 20. Acquisition year: Not used. <blank> 21. Original value: Not used. <blank> 22. WBS element: The CAPEX projects WBS element. This is required for budget control purposes. 23. Click on the tab Create Asset: Master data 24. Depreciation key: In book area 01: Default EG01 to asset classes: EG010, EG011, EG022, EG050, EG060, EG080, EG900, EG910. The key also defined is for 0% of scrap value where depreciation up to the full asset value. The same default depreciation key for tax area 02. No depreciation for EG900 Asset Under Construction.Therefore , it is defaulted to 0000.

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Project One SAP Training Material Topic : AA Maintain Asset Master In group areas 30 and 60: Depreciation key inherited from book area 01

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Project One SAP Training Material Topic : AA Maintain Asset Master

25. Asset useful life: Refer to the AA Blueprint for the defaulted asset life span. 26. Double click on the 01 area. 27. Scrap value % Do not specify the scrap value %, it has already configured and handled implicitly in EG01 depreciation key. Furthermore, for BATE, there should not be any scrap value for all its assets.

28. Click

to save.

29.

System displays message: "The asset XXXXXXXX 0 is created.". 30. You have created a new asset main number with internal number XXXXXXXX. You have completed the transaction.

Result You have created an asset master main number record. The asset number is internally assigned by SAP based on the number ranges defined for each asset class. Comments The asset master record is ready for use for asset acquisition via Purchase Order.

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Project One SAP Training Material Topic : AA Maintain Asset Master

Step 2:

Change Asset

Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Change > Asset Transaction code : AS02
Change Asset: Initial screen 1. Asset: Asset number you wish to change its master data 2. Asset Sub-number: 0, usually 3. Company code: EG01 for BAT Mauritius 4. Click on the icon.

Change Asset: Master data 5. Click on the icon 6. Cost center : The responsible cost center to which depreciation computed is charged. (Refer to COs cost center structure). Example: 1001000001 7. Location: Select location code started with EG. 8. Room: Room freely definable. 9. License plate number: Vehicle registration number Only for EG050 Motor Vehicles.

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Project One SAP Training Material Topic : AA Maintain Asset Master

10. Click on Enter.

11. A pop-up box will appear to ask if you would want this new cost center to overwrite the existing one. Click on Yes if OK. 12. Else, click on . 13. Then, specify the From date for the new interval. This is to indicate when is the effective date for the posting of depreciation to this new cost center takes place.

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Project One SAP Training Material Topic : AA Maintain Asset Master

14. In this example, it means that depreciation will be posted to cost centre 1001000001 from 01.06.2005 onwards.

Change Asset: Overview of time intervals 15. Click 16. System displays message: "The asset XXXXXXXX 0 is changed."

IMPORTANT: This step is also applicable to asset transfer between cost centre; thereafter, the depreciation costs will charge to the new cost centre in the new time interval. You have completed asset master record data change transaction.

Result You have changed the cost center of the fixed asset. Comments The cost center has updated in the asset master record. This means that the depreciation cost will charge to the new cost center in the newly stipulated date range.

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Project One SAP Training Material Topic : AA Maintain Asset Master

Step 3:

Lock Asset

Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Lock > Asset Transaction code: AS05
Block Asset: Initial screen 1. Asset: Asset number you want to block. 2. Asset Sub-number: 0, usually 3. Company code: MU01 for BAT Mauritius 4. Click

Block Asset: Processing screen 5. Locked to acquis.: Tick to lock asset from further acquisition posting

6. Click

7.

System displays message: "Asset XXXXXXXX blocked."

You have completed the transaction.

Result You have blocked the asset from further acquisition postings.

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Project One SAP Training Material Topic : AA Maintain Asset Master

Step 4:

Delete Asset

Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Delete > Asset Transaction code: AS06
Delete Asset: Initial screen 1. Asset: Asset number you want to delete 2. Asset Sub-number: 0, usually 3. Company code: EG01 for BAT Egypt 4. Click

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Project One SAP Training Material Topic : AA Maintain Asset Master

Delete Asset: Processing screen 5. Physically delete asset: Tick the Flag 6. Click

7. Click confirm deletion

to

8.

System displays message: "Asset XXXXXXXX deleted."

You have completed the transaction.

Result You have deleted the asset physically. Comments Asset does not exist anymore.

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Project One SAP Training Material Topic : AA Maintain Asset Master

Activity 1.2 : Maintain Asset Master Sub-Number Step 1: Create asset sub-number

Activity 1.2 Description

: Maintain Asset Master Sub-Number : This document demonstrates the steps to create an asset master record with sub-number other than ZERO. Sub-number is an extension of asset main number, in this case all sub-numbers will share and have the similar main no text. However, it can have its individual depreciation pattern. Asset number comprises of asset main and sub-number, e.g. 1000024-3 where 1000024 is the main number and 3 the subnumber.

Pre-requisite : Asset main number exists. Impact : The system will generate the next available sub-number with reference to the existing sub-number of the referenced main asset number.

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Project One SAP Training Material Topic : AA Maintain Asset Master

Step 1:

Create asset Sub-number

Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Create > Sub-Number > Asset Transaction code: AS11
Create Sub-Number: Initial screen 1. Asset: XXXXXXX 2. Company code: EG01 for BAT Egypt 3. Number of similar sub-numbers: 1 (default) Number of similar assets that you want the system to create when you save an asset master record 4. Click .

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Project One SAP Training Material Topic : AA Maintain Asset Master

Create Asset: Master data 1. Description of asset: The referenced asset defaults here, user may overwrite it. 2. Asset Main no text The text copied from the main no and you cannot maintain it. 3. Serial number: The manufacturers serial number 4. Inventory number: Inventory number to be output in the standard inventory list for Asset Accounting 5. Quantity: <blank> {Update by system} 6. Unit of measurement: Enter EA. 7. Click tab.

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Create Asset: Master data 8. Cost center: The responsible cost center to which depreciation computed is charged. (Refer to COs cost center structure). Example: 1001000000 9. Location: Select location code started with MU. 10. Room: Room freely definable. 11. License plate number: Vehicle registration number Only for EG050 Motor Vehicles. 12. Click tab. Create Asset: Master data 13. Evaluation group 5: Is used for asset that is capitalized for product launch projects by brand. (This needs to be requested to GSD for creation) 14. Asset Super Number is also created by GSD. This is to subcategorize assets of a particular asset class.

15. Click on the tab

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Project One SAP Training Material Topic : AA Maintain Asset Master Create Asset: Master data 16. Vendor no.: <blank> {Updated by system during external acquisition posting} If the asset purchased is an used asset, click on the <Purchased used> 17. Acquisition year: Not used. <blank> 18. Original value: Not used. <blank> 19. WBS element: The CAPEX projects WBS element. This is required for budget control purposes. However, by default, the WBS element from the main asset will be defaulted in its subnumber. 20. Click on the tab

Create Asset: Master data 21. Depreciation key: In book area 01: Default EG01 to asset classes: EG010, EG011, EG022, EG050, EG060, EG080, EG900, EG910. The key also defined is for 0% of scrap value where depreciation up to the full asset value. The same default depreciation key for tax area 02. No depreciation for

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Project One SAP Training Material Topic : AA Maintain Asset Master EG900 Asset Under Construction.Therefore , it is defaulted to 0000.

In group areas 30 and 60: Depreciation key inherited from book area 01

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22. Asset useful life: Refer to the AA Blueprint for the defaulted asset life span. 23. Double click on the 01 area. 24. Scrap value % Do not specify the scrap value %, it has already configured and handled implicitly in EG01 depreciation key. Furthermore, for BATE, there should not be any scrap value for all its assets.

25. Click

to save.

26. If you are creating more than one subnumber, the message Do you want to create the asset? will be prompted. Click to create the asset master records.

27.

System displays message: "Asset XXXXXXX 1 have been created.

28. You have created a (few) new asset sub number(s) based on the next number of the sub number referenced. You have completed the transaction.

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Project One SAP Training Material Topic : AA Maintain Asset Master Result You have created asset master record with sub-number (other than 0). Comments The assets sub-number master record is ready for use in asset purchase and acquisition posting.

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Project One SAP Training Material Topic : AA Maintain Asset Master

Activity 1.3 Step 1:

: Inquire asset values Display asset values Navigation

Activity 1.3 Description

: Inquire asset values : This document demonstrates the steps to navigate asset values pertaining to the asset master record.

Pre-requisite : The asset has values (acquisition, depreciation etc.) posted. Impact :

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Step 1:

Display Asset Values Navigation

Menu path: Accounting > Financial Accounting > Fixed Assets > Asset > Asset Explorer Transaction code: AW01N
Asset Explorer 1. Company code: EG01 BAT Egypt 2. Asset: Asset main and subnumber 3. Fiscal year: 2005 4. Press <ENTER> Asset Explorer : Posted values 5. On the left column, the screen shows all the depreciation areas defined for the asset. By default, the inquiry highlighted 01 book area and display the information on the right. There are two sections: Upper section, showing the: o Begin balance; o Change for the year; o Year end balance of the asset in terms of asset purchase costs (APC), investment support, revaluation APC, accumulated depreciation and the net book value.

Lower section, showing the transactions in the inquired year To view the above information for other

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Project One SAP Training Material Topic : AA Maintain Asset Master areas, simply double click on the intended book area code on the left of the screen. To view posted values, click on the <Posted values> tab.

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Asset Explorer : Posted dep. values 6. On the lower section of the Posted Values tab, the screen shows the depreciation amount planned for each period for the asset. If the periods depreciation amount has updated into GL, the status of the line item will be Depreciated instead of Planned. Note The planned depreciation amount is compute based on the depreciation key of the asset master record. 7. Click on the Parameters tab.

8. The screen shows the parameters determining the depreciation for the book area (depending on your selections). 9. Click on the Planned values tab and then double click on the 30 Group depreciation USD.

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Asset Explorer : Planned values Group depreciation (USD) 10. The amounts are display in USD. 11. To understand the manner the system compute the planned depreciation amount, e.g. USD172, double click on the amount or .

12. The formula will be on the lower section of the right screen. 13. Click on to go to the previous screen.

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14. To view asset master record, click on icon. 15. Click to exit from the transaction.

You have completed the transaction.

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