We are migrating legacy assets from Excel using AS91 transaction.

Fiscal year - Aug to July

Last posted depreciation : 11/30/2007
Configuration:
Transfer Date : 11/30/2007
Book depreciation :2008 4
Two LSMW program are built one for assets capitalized and Dep start date before
07/31/2007
second program for assets capitalized after 2007 FY.
For the first case we have entered the APC value and Accum Dep value
I would like to know how the posting should be made in case of the second progra
m.
Ex. Capitalization date : 09/25/2007
Depreciation start date: 10/01/2007
APC value : 15650.79
Accum Dep : 1304.23
Asset Recon G/L: 150000
Accum Dep G/L:170000
Please let me know how the posting should be made in the transaction tab for the
above example.

Re: Legacy asset transfer during FY

Posted: Jan 5, 2008 11:53 AM in response to: Kalyan mahanti
Hi Kalyan,
I hope you would have prepared LSMW or BDC for transferring Legacy assets into S
AP.
For both prior period assets and current period assets, you can use the same tra
nsaction code AS91.
For prior period assets based on the capitalisation date, in the takeover values
tab, the system will show Acquisition cost, Accumulated depreciation for your d
epreciation areas.
For current year assets, again based on the capitalisation date, in the takeover
values tab, first you need to give the Ordinary depreciation posted value(which
is nothing but accumulated depreciation calculated during the current year), an
d click on Transaction tab and it will show Asset value date, transaction type,
depreciation areas.
Ensure to go to OAMK and remove all "A-asset" recon accounts. After legacy data
transfer, you can again put the "A-asset" there.
In short, during legacy data transfer, there will not be any link between asset
subledger and general ledger. Asset subledger and its values have to be done bas
ed on the above procedure and for General ledger balance for example fixture and
fittings/buildings cost and accum depreciation and P&L depreciation etc., you h
ave to transfer through LSMW as on the transfer date as one line item. ie.,
Example: Debit F&F cost - 45,00,000
Credit Migration con account - 45,00,000
Debit Migration con account - 10,00,000
Credit F&F Accum depn - 10,00,000
Hope this helps. Reward points if helpful.

Re: Legacy asset transfer during FY

Posted: Jan 7, 2008 5:41 AM in response to: Kalyan mahanti Reply
Hi Dwarak,
Thanks for quick response.
I have two request regarding the same.
1. When we created an asset that is capitalized in the current year the posting
are made in the following way. please let me know is the system posting are corr
ect.
FY : Aug to July
Date of Transfer : 11/30/2007
APC value : 2,325.72
Ord Dep : 1,162.86
In AW01N
APC Value : 2325.72
Legacy data transfer : 1162.86
Period 5 Planned value is 1065.95
Period 6 planned value 96.90 follows thru the end of FY
The caculations works out exactly as we wanted but I just want to confirm wether
the posting are correct or not.
2. When using LSMW for the transfer
The Values for Transactions Tab are present in the LSMW batch input but when the
batch is executed it throws an error saying that no input values for the transa
ction screen.

Data transfer from a legacy system is usually the first activity you need to per
form in a new live system after configuration and asset classification. You can
either transfer data automatically from a legacy system using a batch input proc
edure, or (with a very small asset number of assets) you could manually enter th
e data using a transaction for legacy asset data.
In addition to the manual transaction (AS91), there are three methods for transf
erring legacy data automatically:
1. Large quantity of legacy data: - Batch input procedure (RAALTD01)
2. Very large quantity of legacy data: - Direct data import (RAALTD11)
3. Several hundred assets: - Legacy data transfer with Microsoft? Excel
Note that in all cases only the relevant asset master data and line items in Ass
et Accounting are updated and not the general ledger accounts in Financial Accou
nting. You therefore have to reconcile the balances with the relevant general le
dger accounts separately.
You start the legacy data transfer by setting the company code to Legacy data tr
ansfer not yet completed status. With this status you can transfer legacy data i
n FI-AA, but not post transactions.
Legacy Data Transfer - Transfer Date
You can transfer legacy data from a legacy system for any date in the past. You
cannot create any legacy data in the R/3 System before the transfer date. This e
nsures that the data transferred from the legacy system is consistent on the tra
nsfer date.
The transfer date can fall either
- at the end of the last closed fiscal year, or
- in the fiscal year following the last closed fiscal year.
What data can be transferred?
- At the end of the last closed fiscal year:
=> Master data, historical APC, accumulated depreciation at the status of the la
st closed fiscal year (1)
- Legacy data transfer during the fiscal year:
=> in addition to the master data and cumulative values of the last closed fisca
l year (1), depreciation and asset transactions posted in the current year can a
lso be transferred at the same time (see Transfer Parameters).
The transfer of the balances for the G/L accounts always has to be done separate
ly.
Asset transactions occuring during the legacy data transfer must be posted separ
ately in the R/3 System after the legacy data transfer has been completed.
Transfering Legacy Data at Fiscal Year End
If the transfer date is the end of the last closed fiscal year, you transfer onl
y the master data, the APC and the accumulated depreciation as they stood at the
end of the last closed fiscal year.
Transactions on line item managed AUCs are posted using special transaction type
s for legacy data (transaction types 900, and 910). This method ensures that the
line items are identified as acquisitions from previous years (prior-year acqui
sitions) although/since the system sets the asset value dates to 01/01/CYYY.
Legacy data transfer does not update the balances of the G/L accounts. You must
transfer the balances as they stand on the date of transfer (that is, fiscal yea
r end).
1. General ledger personnel can input these balances via FI or
2. Asset accounting personnel can input these balances via the corresponding tra
nsaction (FI-AA Implementation Guide).
In order to verify the reconciliation, use the FI balance list (RFSSLD00) and ap
propriate FI-AA reports with the report date "transfer date + 1 day".
Please note the following special considerations if you are using a production R
/3 Financial Accounting system:
All balance sheet and accumulated depreciation accounts are up-to-date in a prod
uction SAP R/3 FI system. You will not need to copy general ledger account balan
ces
Legacy Data Transfer During Fiscal Year
When the transfer date is after the end of the last closed fiscal year, this is
known as transfer during the fiscal year. In this case you transfer the general
master data and the accumulated values at the start of the fiscal year. You also
have to transfer the transactions and depreciation posted during the current ye
ar.
There are two ways of transferring the depreciation posted during the current ye
ar:
- Transfer the depreciation for the current year posted up to the time of transf
er. In Asset Customizing you then have to enter the last depreciation period pos
ted (in the legacy system) before the time of transfer for each depreciation are
a.
Depreciation posted in the legacy system does not have to have been calculated a
nd posted in accordance with the rules of FI - AA.
- If you do not want to transfer any posted depreciation, you can instead run an
unplanned depreciation posting after the data transfer for the complete depreci
ation for the current fiscal year up to the time of transfer. In this case, the
depreciation calculated by the FI - AA system for this period would be posted.
Transactions: When performing a legacy data transfer during the fiscal year, you
can also enter the transactions from the end of the last closed fiscal year up
to the time of transfer.
Example: Asset acquisition of 10,000 in Year - 2, useful life 10 years, straight
-line depreciation: 2,000, additional acquisition in current year: 1,000, all ac
cumulated posted depreciation: 275 for the first 3 months.
Transfer Parameters
Specify the last period posted in previous system (legacy data transfer during t
he fiscal year): For each company code, you need to enter the last period for wh
ich depreciation was posted in the legacy system. This period is significant for
the posted depreciation that is to be transferred during the legacy data transf
er. In the R/3 System, the system posts depreciation starting in the period afte
r this period. As an alternative, you can catch up the posting of depreciation b
y carrying out an unplanned depreciation posting run.
Recalculation of accumulated depreciation in the past: If you want to manage a n
ew depreciation area, you can calculate past depreciation using FI-AA depreciati
on terms (the company code has to be in test operation).
Calculation of replacement values/base insurable values: The replacement values
and base insurable values are calculated. This is done on the assumption that th
e acquisition value was acquired completely on the capitalization date.
Automatic Legacy Data Transfer
Convert the data in your legacy system (possibly using a program you write yours
elf) and structure it in accordance with the FI-AA data structure. This structur
e can be found in the Dictionary tables BALTD (master data) and BALTB (transacti
on data). Your interface program transfers the legacy data from your legacy syst
em to a sequential file. If you want to transfer more than 8 depreciation areas,
you have to modify the Dictionary tables BALTD and BALTB, since the standard st
ructure of BALTD assumes 8 depreciation areas.
Using the Assets function in the Data Transfer Workbench, you can check the data
to be transferred before the actual transfer and make any changes required.
Transfer program RAALTD01 supplies the data to a legacy data transfer transactio
n, using background processing. Records that have errors are stored in the form
of a batch input session, and have to be processed later.
The documentation for transfer program RAALTD01 contains detailed instructions o
n:
- Structuring of the sequential transfer file by the interface program
- Testing options
- Avoiding errors and interpreting errors that occur
- Procedure in the event of program termination
You can use direct data import (RAALTD11) if you have a very large number of ass
ets to transfer from your legacy system. This increases performance considerably
 during the transfer of legacy assets.
Data Transfer Workbench: Assets
In the Data Transfer Workbench, you can check, and if necessary change, converte
d legacy assets again in R/3. The Data Transfer Workbench is available for Asset
Accounting since Release 4.0.
Starting in Release 4.6, in order to import legacy data, you have to create a co
mplete transfer project.
Transfer report RAALTD01 automatically supplies the legacy data transfer transac
tion AS91 with error-free data records. Data records containing errors are retai
ned in a batch input session and can (or must) be corrected.
Legacy Data Transfer With Microsoft? Excel
In addition to the Data Transfer Workbench, it is also possible to transfer asse
t accounting legacy data to the R/3 System using Microsoft Excel. This method is
particularly suitable for transferring relatively small quantities of data (a f
ew hundred assets).
There are two parts to the Excel sheet:
- in the five-line header you define which entries you want to transfer from leg
acy assets (company code, description, class, and so on)
- in the asset part you enter the individual assets and their values
The Excel sheet has to contain fields for the identifier (the old asset number),
the company code, asset class, and capitalization date. These fields have to be
completed for each asset. The same applies to the required entry fields defined
in the asset class in the R/3 System.
The fields are organized according to record types. The record type has to be en
tered in the first column of the Excel file. It is recommended that you arrange
the fields in the header as shown in the above example. You can add additional m
aster data information to record type 2. In record type 3 (depreciation area dat
a) the depreciation area is always listed first. The different transactions in r
ecord type 4 are numbered sequentially, allowing you to distinguish between them
.
In R/3 Customizing, you have to assign the fields in the Excel file to the input
fields of the master record you are creating. It is imperative that you assign
the identifier (old asset number), asset class, company code, and capitalization
date, as well as any other required entry fields (from the asset class).
Preparing for Production Start-Up: Check Consistency
This function gives you a summarized overview of the system settings you have ma
de. It will provide a list of incorrect configurations.
This report should be used to highlight any significant errors in the configurat
ion.
You can analyze the system settings and print them out as documentation. You can
use the following overview reports to check the consistency of your system sett
ings:
- Charts of depreciation
- Company codes
- Depreciation areas
- Asset classes
You can also use a consistency report to check the reconciliation accounts for A
sset Accounting. A list is created showing the account allocations and the corre
sponding general ledger accounts. The report provides a comment for any allocati
ons that are incorrect.
A consistency report for FI-AA Customizing is also available to check the plausi
bility of your system settings.
After having checked the consistency of the configuration settings you can now s
tart with production start-up.
Reset Company Code
Reset company code: You can delete test application data (asset master records,
transactions, and depreciation) for each company code. This might be necessary,
for example following a test transfer of legacy data with database update.
Customizing settings are, however, not deleted when you reset company code data.
Conditions:
- The reset is only allowed while the company code has test status.
- The values and master records of FI-AA are reset.
- The values of FI and CO are NOT reset. (If necessary, reset the respective ent
ries from FI and CO.)
Reset Posted Depreciation
Use this function if errors have occurred when testing the depreciation posting
run and you need to return to the original status.
You can reset the posted depreciation in FI-AA (all depreciation runs). In addit
ion, it resets the depreciation data of a legacy data transfer during the fiscal
year. It therefore has to be transferred again.
It also deletes all data that is used to manage and monitor the depreciation pos
ting runs.
No documents or posting sessions are created to cancel the completed depreciatio
n posting that has been made in FI. You need to make manual adjustment postings
in the accumulated depreciation accounts in the general ledger.
Only company codes in test operation can be reset. Resetting the depreciation da
ta will be recorded in the system log.
Set/Reset Reconciliation Accounts
In this step, you define the G/L accounts for FI-AA as reconciliation accounts u
sing a report. This program changes the definitions of the G/L account master re
cord that are entered in asset accounting's account determination.
You can also reset the reconciliation accounts, if:
- You have entered an incorrect account into an account allocation in Asset Acco
unting
- Balance corrections have to be posted to reconciliation accounts retroactively
.
Please keep in mind that, in this case, the consistency between FI-AA and those
G/L balances is no longer ensured, as the accounts can be directly posted again.
As the company code has the status "Legacy data transfer not yet completed", you
have to bear in mind that you can only post transactions in the R/3 System afte
r the date of the actual transfer. After this date all asset accounts and value
adjustment accounts have to be re-defined as reconciliation accounts for FI-AA.
These accounts can therefore no longer be directly posted to after the transfer
date.
Transfer Balances
The next step in preparing for the production start-up is to transfer the balanc
es of the reconciliation accounts in the general ledger (see "Transferring Legac
y Data at Fiscal Year End").
You also have to do this if FI has previously been working with a non-SAP system
.
You must have reconciled the asset balance sheet values in asset accounting with
the balances of the affected reconciliation accounts. Use the report RABEST01 (
asset list) in Asset Accounting. When you start this report, specify the first d
ay of the current fiscal year as the report date. The system will provide data a
s of the last day of the previous fiscal year (that means no depreciation from t
he current fiscal year is included).
To do this, you can use the corresponding balance list (RFSSLD00) in the FI syst
em.
You can then copy the balances from any suspense accounts to the Asset Accountin
g reconciliation accounts.
Activate Company Code
"Activate company code" terminates preparations for the production start-up:
- Test status (2):
You can change values using legacy data transfer or postings.
- Transfer status (1):
You can enter and change values via legacy data transfer, but postings are not a
llowed.
- Production status (0):
The legacy data transfer is complete, and values can only be changed via posting
s.
Overview for Experts
The Overview for Experts does not contain any additional functions. Instead it o
ffers settings that are available at other places in the Implementation Guide, b
ut sorts them according to objects or activities (for example, depreciation area
s, legacy data transfer).
Customizing for Asset Accounting is otherwise structured according to functions.
This means that requirements of your enterprise are reflected by functions of t
he FI-AA component. For example, you can maintain all settings for depreciation
within one node of the Implementation Guide. This functional approach simplifies
Customizing for Asset Accounting.
In the Overview for Experts, you can quickly check and change settings that were
already made at other places in the Implementation Guide for the listed objects
or activities.
SAP calls this Customizing node Overview for Experts to indicate that only exper
ienced users should use it to make changes to Customizing.