1. If the change of the field can be put into an
algorithm (e.g., enter XYZ as a super number for all assets in class 1234), you
can use a mass change rule. You first define the mass change rule in the same
way as you would define an asset substitution (IF something, THEN something
else), then you go into the mass change transaction, select the right assets,
the proper change rule ... and hit Execute.
2. Very often, it is easier to prepare the data in
Excel and use transaction AS02 for the upload. Here, I can recommend transaction
LSMW - you simulate (and record) the AS02 transaction on one fixed asset master,
then follow all the steps proposed by the system (define fixed values,
variables, etc.) and finally upload the Excel (.csv). System will automatically
generate a batch input for all assets. It may take some time for you if you do
it for the first time, but it is the best way if you would otherwise need to
define complex algorithms.
So - use option 1 if you have a simple algorithm for
many assets, and option 2 if "each case is different" or if you feel more
comfortable in Excel than ABAP. Option 2 is simple, but of course takes some
time to generate the upload and then run the batch sessions (while option 1
changes everything instantly in a matter of seconds).
Here are the details:
I. To use mass change:
1. First, define a mass change rule in transaction OA02
(Accounting - Financial accounting - Fixed assets - Environment - Mass change
rule). For each company code, you can define one rule (or a sequence of them).
However, all of them will always be executed at the same time. Therefore, if you
need to define different rules for different assets, you will have to do this
repeatedly. Technically, this is done in the same way as AA substititution.
2. Once the rule is defined, you need to select assets
for mass change. Go to transaction AR01 (Accounting - Financial accounting -
Fixed assets - Environment - Worklist - Generate). Enter selection criteria like
on any standard AA report, and run Execute. I cannot simulate this now on my
system (we do not have AA), but it should ask what you want to do (mass change,
mass retirement, etc.) and ask for a name of the worklist (write anything -
e.g., Super number change). The system will show you a list of selected assets
in a report format. Check it and make sure that it is correct. You may add or
remove single assets from this (now cannot tell you how, but it is possible). If
you are happy with the list, save it.
3. The last step is execution of the change. Go to
transaction AR31 (same path as above), execute the report and if you are happy
with the list (same as in step 2), press Save. System will show you a log of
change (what went through, which errors occured). You are done.
II. LSMW
LSMW is a transaction, which will let you mass upload
almost any other transaction (FB01, FD01, AS91, etc.). You do it in the
following way:
1. Enter into transaction LSMW (no menu path), possibly in
a development / test system
2. First, define a project, subproject and object
(relatively formal task).
3. On the horizontal menu, go to Goto -> Recordings. Click
on "Create recording".
4. Enter the name and description of recording (freely
definable).
5. I cannot simulate this now in my system, but SAP will
ask you about transaction code (AS02) and will take you into the AS02
transaction. In this step, do the change manually. Make sure you "touch" (change
/ write something) in all fields which you want to update.
6. Once you are done, save the recording and return on the
start page of LSMW. Click "Execute".
7. You will see a list of tasks. Do them one by one. They
should be relatively simple (and I cannot help you with them). Important is step
3 (maintain source fields) - here you define the columns of your excel (csv)
file in the particular order. In step 5 (field mapping and conversion rule), you
assign file columns to SAP fields (note that you will see only those fields
which you "touched" during recording). You need to go through all the steps. In
the end, you get (and run) a batch session.
8. If you did this in a development system, transport the
LSMW object (menu Extras - Export project, Extras - Import project). You have to
do it via file, not via standard transports of configuration (it is perhaps more
simple).
Make sure you test it first in development or quality
system!
Fiscal Year Variant
Assuming that you are newly implemention with go live date of Sept 1st
2006 and Fiscal year January - December, what will be the best way? Would it be better to define a Shortened Fiscal year for Sept-Dec 2006 and
then regular Fiscal years OR Define a full Fiscal year for the entire 2006 and
future FYs
Normally, the best way is to keep it simple and leave the first year "normal"
(12 + 4 months starting January). You convert old data as of August 31 (unless
the client requests opening balance as of December 31, 2005 and then monthly
movements - I have experienced both options) and then start normal bookings in
month 9 on September 1.
We never tried shortened fiscal year in this context and it is surely not
needed here. It just adds complexity.
If we create the normal Jan-Dec Fiscal Year for 2006 also, how will we
handle the assets when we go live in Oct 2006? Do we load the book value at that
time or we load the book value for January 2006 and depreciate in the system for
January to September
The ordinary way is to load fixed assets which exist on September 30 (if you
go live with AA module on October 1) with trans. AS91.
- First, you need to set in configuration that the last closed fiscal year for
legacy data upload is 31.12.2005 and the last period for depreciation will be
9/2006. (Do it in IMG: Financial accounting - Asset accounting - Asset data
transfer - Parameters for data transfer - Date specifications)
Within trans. AS91, you enter the following values:
- acquisition value and accummulated depreciation as of 01 January 2006
- all asset movements (acquisitions, retirements, but not ordinary
depreciations) between January 1 and September 30 with their respective dates
- already posted depreciation in 2006 until September 30
Then you enter GL movements per month (either you temporarily change the
asset reconciliation accounts for direct booking with trans. OAMK, then book
with FB01 and finally reset with OAK5, or you book there directly with trans.
OASV). This way, your asset accounts (acquisition value and accummulated
depreciation) are the same as asset module as of September 30.
You can also let the system recalculate the depreciation from the beginning
of the year, but then you may end up with a different value as of September 30
than your legacy system calculated. So, I would not recommend it unless there is
no reliable source data.
