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Posted by Javier Reviriego in javier.reviriego on Jul 9, 2008 5:43:18 AM Year-End-Closing in Asset Accounting The process described in this blog assists you in keeping on top of Critical Factors, such as data consistency, which can involve a considerable amount of time and work during the year-end closing phase in asset accounting. This blog takes you through all of the steps necessary for an unproblematic year-end closing, before the critical external audit phase.
Inexplicable error messages are issued when adjustment postings are made, although nothing was changed in Customizing. A typical example of these error messages is AAPO 176 Transaction type XY cannot be used for activity Z. Transfer postings cannot be carried out. Differences occur due to missing account assignments. When depreciation is recalculated, there are inexplicable error messages, such as AA641. Recommendation and Troubleshooting Customizing report RACHECK0 should be started at least once before the go-live date by asset accounting specialists, and corrections made in Customizing accordingly. Modification of transaction types to agree with the current Support Package status, as necessary. Background The implementation of Support Packages does not change customer-specific settings, although this may be necessary in a few, well-documented cases. You have to make these settings manually. In addition, old Customizing settings (for example,
investment support measures) are not reset or only partially reset, and their completeness is checked by the year-end closing program.
The asset is incomplete, but can be posted. The asset is incomplete and cannot be posted. You need to correct both types. Background Incomplete assets can be created, for example, when the user lacks authorization for master data fields that are required entry fields, but these are not so critical that the asset cannot be created at all. The system sets an indicator showing that assets are incomplete. Another reason could be that the screen layout rule of the asset is changed, and a field that has no entry is now designated as a required entry field. When changes are made to assets so that they are no longer incomplete, the system does not automatically reset this indicator. However, the indicator can be removed by the report. For assets that are still incomplete when the report is run, you can go directly from the report to their asset master records and correct them, as long as this is allowed by your authorization profile.
4. Check Indexes
Critical Factor Missing indexes can lead to the following errors:
Insurable values are not updated. Later calculations in closed fiscal years can only be made using a report. If entries are missing, it may not be possible to carry out the fiscal year change. If entries are missing, it may not be possible to carry out the recalculation of depreciation, and the assets affected are flagged. Inexplicable error messages might be issued when there are certain combinations of settings. One of these might be AA609 Depreciation area XY not created in comp.code, although this area does not exist. Recommendation and Troubleshooting You should enter the indexes for determining replacement values, or for updating the base insurable value, as part of the preparations for closing. You use transaction AYLS for this task. It is important to carry out a recalculation of depreciation after the index series have been maintained. Also refer to SAP Note 35721. For assistance with indexing and carrying forward insurable values in fiscal years that are already closed, contact your consultant. Background Calculation and carryforward of indexed values, above all insurable values, takes place solely during the fiscal year change. If the indexes are not up-to-date at that point, the fiscal year can still be closed. But calculations from that point on can only be made using a special report.
5. Recalculate Depreciation
Critical Factor Not recalculating depreciation can lead to the following errors:
Values are not calculated correctly. This results in an incorrect display in the asset value display transaction. Differences between the general ledger and subsidiary ledger are possible. In the new fiscal year, there are assets with the message Depreciation values not completely calculated for this asset (error message AA510). Recalculation at this point often does not correct the error. Assets with indexed depreciation areas are possibly not deactivated in the case of a complete retirement, if the calculation of replacement values was not up-to-date.
Recommendation and Troubleshooting Start the depreciation recalculation program for the whole company code, for which the year-end closing is to be carried out. Execute report RAAFAR00 in test mode with the List assets and Execute in Background options. When you run RAAFAR00, a statistical log is issued. The log contains any error messages. Correct the errors leading to any error messages you receive, and start an update run of report RAAFAR00 for these assets. Background Under certain circumstances, such as those listed below, depreciation values are not updated in the depreciation areas of some assets:
You have changed depreciation keys. This is especially important in the case of unit-of-production depreciation, where it is essential that you recalculate depreciation after maintaining the current parameters. You have made mass changes that you programmed yourself, and these changes affected data relevant to depreciation. You still want to calculate subsequent revaluation (after the legacy data transfer is closed) using current index figures. In order to correctly calculate replacement values, however, you can only use index series that calculate historically. IMPORTANT: Up to and including this step, you can repeat all activities as often as necessary to ensure that the system is up-todate. However, in the case of the following steps, you have to consider more carefully the individual planning and regulations within your enterprise, for example, whether you post depreciation once a year or once a month, and so on.
status of all depreciation areas on a given key date. It is important to keep in mind here that the year-end closing report checks the date of the last periodic posting program run using the system date as a reference. As a result, the year-end closing can only be carried out at a time close to the end of the year. In addition, the periodic balance sheet postings are an important step before the reconciliation of the general ledger and subsidiary ledger for the individual depreciation areas, since this is the only way for them to be in agreement. Therefore RAPER2000 has to be executed at least once in update mode. Also in case the New G/L functionality is used (more than 1 area post directly), RAPERB2000 can be necessary to catch-up and post missing online postings in areas defined as to post directly due to errors.
Limiting the account assignment or the asset class in the dynamic selections Sort version 0020 Group totals Report date fiscal year end of prior year and current year Setting Depreciation posted If the starting and final value of the asset history sheets are different, you should repeat the fiscal year change in asset accounting ( transaction AJRW). If the starting and final values are still different after you repeat the fiscal year change, then check to see if there is an asset with a capitalization date but without acquisition data. Follow the procedure outlined in SAP Note 194635. 4. The asset history sheet for the previous year does not agree within itself when you cross-foot. In this case: a) Start RAABST01 for accounts with line item management. b) Start RAABST02 for reports without line item management. c) If the balance carryforward is affected, you now have to reset the year-end closing, perform depreciation recalculation, possibly carry out a depreciation posting run, and then run the year-end closing again. 5. The starting balance values of the current year do not agree with the value of the balance display. There are various possible causes, that then also require different actions on your part. a) The difference arose already during the legacy data transfer. In this case, contact SAP Remote Consulting. b) Missing line items. To see which line items are involved, see the log of RAABST01 or RAABST02. There are two possible scenarios:
Missing line items during asset acquisition. These can be created easily using report RACORR05. In the case of multiple account assignments, use report RACORR05A. Missing line items during asset retirement. These can not be created using report RACORR05. In this case, contact SAP R/3 Support, describing the exact parameters of the asset concerned. c) Line items with incorrect acquisition year. This situation is found at times with postings from invoice verification (transactions MRHR or MIGO). For correcting this problem, there are a number of correction reports that are listed in SAP Note 366848. If you are unsure of how to proceed, contact SAP Support. d) Account determinations that have errors or are incomplete can also cause differences, which cause errors during the euro conversion, if not before. For these errors, you should now, at the latest, consider your results from point 2.
e) Manual postings to asset balance sheet accounts. In this case, contact SAP Remote Consulting, with the document numbers involved. Background For further Background information and hints on the reports that can be used for reconciliation, refer to SAP Note 382548. The procedure for reconciling the subsidiary ledger and general ledger is described in SAP Note 104567, point 3. Information specific to the local currency changeover in the euro conversion is not relevant for routine preparations for closing. Keep in mind, that certain items in the asset history sheet, such as down payments and APC, can be added together, although they can be assigned to different accounts.