As91- Legacy asset data creation

As91- Create legacy assets

Overview- As91 is used when you are transferring assets from another system(another SAP system or a 3rd party software)

Note- Before creating an asset using AS91, your legacy asset transfer configuration must be done.

E.g. you use a third party software and your comapny is now migrating to SAP. The assets have already been capitalized and are depreciating in the legacy system.

You need to bring over these asset values to SAP i.e. their acquisition value, depreciation that has already posted in the legacy system.

E.g. if the original value was 100,00 and it depreciated 20,000 over 5 years which now leaves a remaining useful life of 20 years, all these values are loaded in SAP. It will depreciate the value of 80,000 over 20 years.

Note- If you are creating a new asset, then use transaction code AS01.

Enter the asset description, main text etc. on the next tab.

Enter the capitalization date. This is the date on which this asset was placed into service in the legacy system.

The capitalization date must be earlier or same as the asset transfer date

Else you will get an error

AA184- Capitalization date must be the same or earlier than the transfer date.

The legacy transfer date is the day you are going live in SAP.

E.g. if it is 1/1/2018, then the values that you are brining over in SAP are as of 12/31/2017.

You cannot enter a capitalization date that is greater than 1/1/2018 in this e.g. as you should be creating such assets using the regular transactions of As01 and adding value using ABZE or something similar.

Your cap date should be something less than 1/1/2018

It works with the new date. Click on enter and enter the asset info on the other tabs.

Once you enter that info, click on the next tab.

Enter any information on the allocations tab.

The eval group field can be used for further classification of an asset, e.g. for tracking the city, disctrict and state of an asset.

You can then use this info to get your asset values for property tax filing.

These fields can be used for storing any other information as well.

Click on the origin tab.

Here you enter information like

1- Which vendor did you purchase this asset from

2- The name of manufacturer

3- Whether it was purchased used or new.

This field can again help you for tax filing as different laws might apply depending on whether the asset was new or used.

4- The orig acq year and value is used to store more info of the legacy asset.

Other fields like type name can be used to store any other info as well.

Note- There migth be more fields on this screen which are not displayed. Check your screen layout rules to see if more fields are available.

Finally, enter the depreciation key and other info in the depreciation areas tab.

Note- Here you will see the Useful life. This was the original useful life at the time of purchase.

SAP will calcualte the expired useful life based on the capitalization date.

E.g. if the asset was capitalized in 2017 and the year is 2018, then it automatically calcualtes the Exp life as 1.

You can manually overwrite this as well.

Click on the Takeover values tab to enter the acquisition value, accumulated depreciation etc. of the asset.

On the takever values screen, you will see many fields. We will go over the important ones here

1-Cum. Acquisition Value- This is the original value of the asset. E.g. if you purchased an asset for $1000 in the legacy system, you will enter that in here.

2- Accumulated Ord Depreciation-Enter the value that the asset depreciated in the legacy system as of the end of the last year i.e. the entire value this asset has depreciated in all years other than the current year.

3- Ord dep posted- The ord dep posted contains the depreciation of the current year e.g. if you are going live on 6/1/2019, then the depreciation of months 1-5 is entered in this field.

The Transactions tab is used for entering the current year asset transactions.

E.g. you are going live on 6/1/2019. You have entered the acqusition value, cumulated depreciation and the current year depreciation on the previous screen.

On this screen, you will record any transfers, retirements or any other transactions that happened in the current year.

Enter the asset value date, the transaction type and the amount per the tax depreciation area.

Once you enter all the info, click on save and your asset has been created.

Note- entering values in the As91 tabs, doesn’t create any values in tehe G/L and those have to entered manually.

That will be covered in another post.