Asset Management/Fixed Assets

SAP Glossary of Terms The University of Mississippi End User Documentation ERP 2005

3/2006
SAP Support: 662.915.5556 SAP Web Site

E-Mail: sap@olemiss.edu

www.olemiss.edu/projects/sap

SAP Terminology
Asset Number

Former UM Terminology
Inventory Number

Definition
The asset main number, in combination with the company code, uniquely identifies an asset in the system. The University is not using sub-numbers. Each asset master record must be allocated to one asset class. Refer to list on Page 3 and 4. This refers to transfers of equipment between two University departments. SAP transaction that transfers value of one asset to another asset. This is also used to move an asset from one asset class to another. The process of applying monetary value to an asset. This is a combination of the three fields, separated by hyphens. Except for vehicles, the first two digits are always zero. e.g., 00-0071-632 All capital leases are in Asset Class 330. These reports are sorted by description. These reports are sorted by inventory number and include the location code, room number and personnel number.

Asset Class

Departmental Transfer

Transfer

Transfer

Asset Capitalization or Acquisition Asset Super Number

Major, Intermediate, Minor Codes

Capital Lease State Addition & Deletion Reports Dept. Addition & Deletion Reports

Lease Purchase

Location

Building

Plant

This distinguishes the University campuses.

SAP Terminology
Company Code

Former UM Terminology

Definition
A company code is an independent accounting entity. It is the smallest organizational unit for which a complete selfcontained set of accounts can be drawn up. The company code for The University of Mississippi is 1. Business areas are used for internal purposes to create balance sheet and income statements. All assets are in Business Area 66, Plant Investment in Plant. Cost centers are used in SAP to record costs by fiscal year periods for Business Areas 1023, 40-54, and 70. e.g., 100644007A Internal orders are used SAP to record costs by fiscal year periods for Business Areas 25, 30, and 60-66. e.g., 250644007A Balance sheet and income statement accounts. e.g., 40-8290 is now 58290

Business Area

Fund

Cost Center

Fund 10, 20, 40, 50, and 70 departmental accounts

Internal Order

Fund 25, 30 and 60 departmental accounts

General Ledger Account

Combination of Gen Num and Object Code Receiving Report Voucher

Goods Receipt (GR) Invoice Receipt (IR) SAP

Systems, Applications, & Products in Data Processing

Asset Management Fixed Classes

The University of Mississippi End User Documentation 4.6C

11/2002
SAP Support: 662.915.5556 E-Mail: sap@olemiss.edu SAP Web Site www.olemiss.edu/projects/sap

Current SAP Class #

40 50 60 70 80 90 100 110 120 125 130 140 180 260 270 280 330 335 340 350

Useful Life
30 30 30 30 30 30 30 30 10 15 10 5 3 10 5 10 * 30

Asset Class

Land Land Improvements Buildings - Housing Buildings - Academic/ Administration Buildings - Service Building Improvements - Housing Building Improvements - Academic/Administration Building Improvements - Service Library Books Furniture & Equipment - 15 Years Furniture & Equipment - 10 Years Furniture & Equipment - 5 Years PC Hardware (All Computer Equipment) Heavy/Outdoor Equipment. Trucks/Automobiles/Passenger Vans - Includes vehicles used for instructional & administrative purposes. Buses, Airplane, & Other Transportation Capital Lease Inventory Assets Non-inventory Assets Assets Under Construction UBIT Assets - Further grouping of class, still yet to be determined.

* Use appropriate asset class NOTE: Currently software is not inventoried separately from hardware. When a computer is
purchased, cost of the manufactured installed software is capitalized as part of the total computer's costs. If the software is purchased later, the cost is expensed as a contractual service

Asset Management/Fixed Assets (Property Control)

The University of Mississippi End User Documentation 4.6C

11/2002
SAP Support: 662.915.5556 E-Mail: sap@olemiss.edu SAP Web Site www.olemiss.edu/projects/sap

Display Asset Master Record

R/3 Path Transaction Code Asset Enter Display Info Long Text NOTE: > Accounting > Financial Accounting > Fixed Assets > Asset > Display > Asset [double-click] AS03 Enter Asset number or use search button. Press enter or left click on Enter icon. Tab through the folders. Left click on the tab you are interested in viewing. If the long text icon is highlighted, additional text can be viewed by left clicking on the Long Text icon. Remember you are in Display, therefore you cannot change any data. To change data go to the Change Asset Master Record. To view asset values, left click on the Asset Value icon. > Accounting > Financial Accounting > Fixed Assets > Asset > Change > Asset [double-click] AS02 Enter Asset number or use search button. Press enter or left click on Enter icon. Departments will be allowed to change Plant, Location, Room, and Personnel Number. To make changes left click on the Time-dependent folder. Oxford, Tupelo, Southaven, etc. Building

Asset Value R/3 Path Transaction Code Asset Enter NOTE: Time-dependent Plant Location

Change Asset Master Record

Room Room number Personnel number Individual associated with item Enter changes Remember to use search button if you do not know the exact codes. Press enter or left click on Enter icon. Enter Verify data Make sure information entered is correct. Left click on save icon. SAVE

Asset Explorer (Asset Value Display)

R/3 Path Transaction Code Asset Enter NOTE: Financial Document R/3 Path > Accounting > Financial Accounting > Fixed Assets > Asset > Asset Explorer [double-click] AW01N Enter Asset number or use search button. Press enter or left click on Enter icon. Make sure you have the correct fiscal year that you wish to view. To display financial document, double left click on transaction. Accounting > Financial Accounting> Fixed Assets > Info System > Reports on Asset Accounting > Preparations for Closing > International > Changes to Asset Master Records [double-click] S_ALR_87012037 1 Enter Asset Number Left click on Execute button/icon. Scroll down and find the changes that have taken place. Accounting > Financial Accounting > Fixed Assets > Info System > Reports on Asset Accounting > Asset Balances > Balance Lists > Asset Balances > by Asset Class [double-click] S_ALR_87011964

Changes to Asset Master Records Report

Transaction Code: Company Code Asset number Execute NOTE: R/3 Path

Asset List Report

Transaction

Code Variant Icon Variant Other boxes Execute Dynamic Selection Icon Execute Asset Value History Asset Master Record To return to Asset Balance Report R/3 Path Transaction Code Application Tree Report Selection Asset Accounting Variant Find Variant:

Left click on the variant icon. Type [ASSET LIST] The other boxes within the Find Variant should be blank. Left click on the Execute Icon (in Find Variant Box) Evaluation group 2: Enter the 2-digit department code. Left click on Execute Icon To display Asset Value history, double click on Asset number. To display Asset Master Record, left click on Asset choice icon. To return to the Asset Balance Report use the green back arrow icon. UM Report Tree (45B) by area > Asset Management [double-click] N/A > Ole Miss Custom Reports > Dept. Addition Report > Dept. Additions [double-click]

Departmental Inventory Report

Left click on the Get Variant Icon. Delete any data from fields and then left-click on execute icon. Inventory Double left click on Inventory Program Enter appropriate departmental code in Evaluation selections Group 2 (you may need to scroll down). Execute Left Click on Execute button This report will include only active records Note: To include retired records Dynamic Left click on the Dynamic selections icon on the selection function bar. Selection Option Left click on Selection Option Icon. Delete Line Left click on Delete Line. SAVE Left click on Save Icon. Execute Left click on Execute Icon.