Business Overview- Depreciation is the reduction of an asset value over time.
E.g. if you purchased a Tesla for $40,000 in 2018 and sell the car in 2020, the value would have reduced in 2020.
You might sell the car for $27,000 in 2020. The car’s value has depreciated.
In SAP, you need calculate the depreciation at the end of each month( or you can do it differently)
The depreciation program looks at the depreciation key and then calcualtes the depreciation which is posted to the General ledger. The account depends on the configuration.
Access this transaction via code AFAB
Or, via menu path Accounting -> Financial Accounting -> Fixed Assets -> Periodic Processing -> Depreciation Run –> AFAB – Execute
This screen is divided up into four sections:
1. Parameter –
1. Company Code – Enter the company code for which you are running depreciation
2. Fiscal year – The Fiscal year your company is in.
3. Posting Period – The numeric value of the month to be posted, for example Oct = 01, Nov = 02
2. Reason for posting run –
1. Planned posting run – This is the one that you would select normally
2. Repeat – This is only used in rare occasion .
3. Restart – This is only used in a rare occasion when you ran depreciation for period 5 for e.g. and then when you run it for period 6, it gives you an error that the previous run had failed and you need to run period 5 again in restart run
4. Unplanned posting run – This is only used in a rare occasion.
3. Further options –
1. List assets – This is the normal selection. This will list all the assets on the next screen
2. List of manual depreciation – This will list all the manual depreciation as well.
3. Layout – If you saved a layout on the next screen e.g. you hid certain fields or added some and you want the output to appear in that order, then enter the layout here.
4. Server Group –Generally you would leave this blank
4. Parameters for Test Run –
1. Test Run – Have this checked to do a test run.
2. Error Analysis – Check this if you get an error. Generally leave this uncehcked
3. Main asset number- enter a number if you only want to run it for one asset. This can only be done in the tesr run.
4. Asset subnumber – Leave blank
When you get the above message, click on yes.
If you get a screen like above, that means that there was an issue.
You should see the asset list on this screen.
Click on the icon to get the details of the error message.
SAP will give you the error message. E.g. Period 07 is already posted, so we need to post to the next period.
Since 7 is already posted, check if you should be posting to period 8 instead.
if you want to post to Period 7, then instead of Planned posting run, repeat run should be selected.
and SAP will show the depreciation that it will post.
if the error analysis box is checked, you will not see any assets in the output and you might wonder if there is an error.
Always click on the box below to ensure that there are no errors.
There are no errors, so we can proceed with a real run.
If you remove the test run flag and run it in the foreground, you will get a message like below.
Depreciation in real mode can only be done in the background.
Go back to the main screen and execute this in the background.
Enter locl as the printer( your local printer or another printer)
Click on immediate, then save.
You will get a message that the job has been scheduled to run in the background.
Go to SM37 to view the status of the job
then check the box next to the job you want to see the job log for
This will show the log for this job.
You should see the documents posted.
If there are errors, e.g. account is missing in config etc., you will see it here.
You can then click on the spool to look at the details of the postings.
Click on the spool icon.
Then click on this icon
and you will see the spool
Once the current period is posted, you can then post to the next period i.e. P8 in our e.g.
Note- this time, we select the planned posting run option.