Finance

Assets and Project systems

WCS Phase I Training
SAP Finance – PS-AA

The document aims to provide guidance to the User of the WCS ERP system in a specific
transaction within the SAP Finance Asset Accounting Module and PS module –. It is to be
used as a handbook when entering data into the requisite fields within the transaction. It is
not a business process guide.

Procedure: Finance and Project systems Master Data creation and Transaction Data
 ASSETS AND PROJECT SYSTEMS

Change History
Update the following table as necessary when this document is changed:

Date Name Change Description

User

Purpose
Use this procedure for Master Data Creation & Transaction Data for Finance and PS

Prerequisites

Menu Paths
Use the given following menu path(s) to begin this transaction:

Transaction Codes

Procedure

5/28/2012 WCS proprietary use Page 2

V 01 00
 ASSETS AND PROJECT SYSTEMS

Table of Contents
Sl No Contents Page No

Assets and Project systems 1 - 58

FI-PS 1
1.1 Create Capital investment project and WBS Element
1.2 maintain Derivation rules
1.3 Book the Expenses to the to the WBS
1.4 Actual settlement of WBS
1.5 view the asset values
1.6 Creation of complete Asset or Main Asset from Project builder
1.7 Settlement of AUC (Asset under construction) to Main Asset
1.8 view the Main Asset values
1.9 Post depreciation
1.10 Asset explorer to see the posted depreciation
1.11 Year end closing Asset accounting
1.12 Asset Fiscal year change

5/28/2012 WCS proprietary use Page 3

V 01 00
 ASSETS AND PROJECT SYSTEMS

Capital project - Asset under Construction

Purpose
Assets under construction (AUC) are a special form of tangible assets. They are displayed as a separate
balance sheet item and therefore require a separate account determination and their own asset classes.
During the construction phase of an asset, all actual postings are assigned to the AUC. Once the asset is
completed, a transfer is made to the final fixed asset.

The recommendation of using Investment project and WBS element to capture the costs of AUC assets
during the period and month-end processing settles the costs from the Investment measure to the AUC..
Once the AUC is completed, the final asset is created in the appropriate asset class, and the Investment
measure is set to complete so that the next settlement transfers the AUC asset value to the completed
asset. Final settlement occurs when an asset is in service and the legal title has been transferred.

Prerequisites
Master Data
You have entered the master data required to go through the procedures of this scenario. Ensure that
the following scenario-specific master data exists before you test this scenario:

Master Data Value Selection Comment

Projects * Capital projects

Project type = CP

Asset Classes All asset classes

besides 1900 (AUC)

Cost Center * Specific cost

centers

Fund Center * Specific Fund

centers

WBS Elements * Specific WBS

elements

Fund * Specific Funds

Company Code 1000 Company Code

5/28/2012 WCS proprietary use Page 4

V 01 00
 ASSETS AND PROJECT SYSTEMS

All data that is mentioned within this document are data examples only. Other data is used
also, but must fit to each other

Roles
The business roles have been assigned to the user who is testing this scenario.

Business Role Details Activity Transaction

Assets Accountant AS01

Project Builder AND WBS CJ20N

Post Exp to WBS FB50

Project or WBS element CJ88

Assets Explorer AW01N

Depreciation calculation AFAB

Business Process steps

1 Creation of capital project

2 Creation of WBS Element

3 Release of project

4 Post expenses to WBS

5 Transfer Expenses from WBS To AUC (Asset under construction)

6 Create main Asset (completed Asset)

7 Transfer values from AUC To Main Asset

8 Run depreciation for Main Asset

5/28/2012 WCS proprietary use Page 5

V 01 00
 ASSETS AND PROJECT SYSTEMS

Process Overview Table

Process External Business Business Trans- Expected results

step process condition role action
reference code
Create Capital Standing WBS Assets CJ20N This activity creates an
project element , per Accountant Capital project and WBS
funding source is element to collect and
created and report costs for capital
released to assets.
accumulate
settled costs
capital projects
created

Create WBS New Asset Under Assets CJ20N WBS to track asset
element for Construction Accountant under construction actual
capital project (AUC) has been and planned expenses is
( with AUC created and the
available and an asset
master record) system must track
the costs and
under construction
capitalize the master record has been
value when created and assigned to
complete. WBS element
automatically

Fund and WBS Allocate expenses Assets FB50 WBS profit and loss
element to WBS. Accountant statement for capital
expenditures.

5/28/2012 WCS proprietary use Page 6

V 01 00
 ASSETS AND PROJECT SYSTEMS

Process External Business Business Trans- Expected results

step process condition role action
reference code
Asset under There are three Assets CJ88 Preliminary settlement
Construction processing types Accountant rule allocates costs to
Settlement defined for alternate with primary
settlement cost transfer. Settlement
rule for costs is created
automatically with
assignment to AUC asset.
The costs captured in the
WBS are posted to the
AUC asset and reflected
on the balance sheet.

Create Assets In this activity, Run the Create CJ20N Create final assets in
for Complete you create assets Asset scenario OR recognition of substantial
AUC for complete AUC document, with AS01 completion and legal title
Settlement settlement master data transfer of ownership.
provided. That
is company
code 1000.

Execute Final The full Assets CJ88 Full Settlement of costs

Settlement settlement Accountant results in capitalization of
transfers the final asset, which is
costs from the depreciated in sub-ledger
AUC asset to the
completed asset

Asset Explorer Allows you to Assets AW01N The Planned Values tab
– Periodic analyze changes Accountant shows all the
Reporting in the value of transactions.
individual asset
master records

Run Allows you to Assets AFAB This will be reflect at P&L

Depreciation calculate Accountant as depreciation is
for Completed depreciation expenses
Asset

5/28/2012 WCS proprietary use Page 7

V 01 00
 ASSETS AND PROJECT SYSTEMS

Business Process Steps

1.1 Create Capital investment project and WBS Element

This activity creates a Capital project to collect and report funding expenses for capital assets. Standing
WBS, per funding source is created and released to accumulate settled expenses from capital
investment projects.

SAP system menu Accounting Project system  project project builder

Transaction code CJ20N

5/28/2012 WCS proprietary use Page 8

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here click on the Project the following screen will be displayed

5/28/2012 WCS proprietary use Page 9

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here select the Project profile as WCS- Capital Investment projects and give project definition and
description then press enter

Here you can see the status created then save

5/28/2012 WCS proprietary use Page 10

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can see the project being created.

Now click on the project being created under the Last projects processed

Capital investment Project CB-EE-00020 created

5/28/2012 WCS proprietary use Page 11

V 01 00
 ASSETS AND PROJECT SYSTEMS

Creation of 1ST Level WBS Element

Here select the Project then right click to create the WBS element

5/28/2012 WCS proprietary use Page 12

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here click on Find button

System displays the proposed WBS

5/28/2012 WCS proprietary use Page 13

V 01 00
 ASSETS AND PROJECT SYSTEMS

Click on the continue Button

Give description for WBS and cost center

5/28/2012 WCS proprietary use Page 14

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here remove the last 4 digits of the 1st level WBS.

Note: 1st level WBS length should be same as the project definition.

SAVE

5/28/2012 WCS proprietary use Page 15

V 01 00
 ASSETS AND PROJECT SYSTEMS

1st level WBS created .click on the project under the last projects processed

Here you can see the WBS status created.

5/28/2012 WCS proprietary use Page 16

V 01 00
 ASSETS AND PROJECT SYSTEMS

Release of the Project

Here Select the Project and release

Now the Project status was changed from created to Release.

5/28/2012 WCS proprietary use Page 17

V 01 00
 ASSETS AND PROJECT SYSTEMS

Note: Once release the project automatically WBS also released

To view the status of the WBS click on the WBS and see the status.

In this scenario Once the WBS released it leads to create AUC (Asset under construction) automatically.

To view the AUC (asset under construction) see the following

From the Menu bar  EditWBS ElementInvestment programsAsset under construction

5/28/2012 WCS proprietary use Page 18

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can see that AUC (Asset under construction) created automatically

5/28/2012 WCS proprietary use Page 19

V 01 00
 ASSETS AND PROJECT SYSTEMS

Once the project and WBS released now it’s require maintaining the derivation rules for Fund center and
WBS.

1.2 maintain Derivation rules Goto Decode FMDERIVE R

SAP system menu Accounting Public sector management  Funds management

Master data-->Use of account assignment derivation

Transaction code FMDERIVER

Here select the derivation strategy 1000 and click on the details button

5/28/2012 WCS proprietary use Page 20

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here select the derivation rule for Fund center form WBS and click the rule values button

The following screen will be displayed

Here click on the Select button .The following derivation rules displayed.

5/28/2012 WCS proprietary use Page 21

V 01 00
 ASSETS AND PROJECT SYSTEMS

Now here maintain the derivation rule for WBS elements Fund center

To create new derivation rules

Go to menu bar EditCreate new entry

5/28/2012 WCS proprietary use Page 22

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here select the create button

5/28/2012 WCS proprietary use Page 23

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can maintain the new entries for WBS and Fund Center

5/28/2012 WCS proprietary use Page 24

V 01 00
 ASSETS AND PROJECT SYSTEMS

Save and Continue.

5/28/2012 WCS proprietary use Page 25

V 01 00
 ASSETS AND PROJECT SYSTEMS

1.3 Book the Expenses to the to the WBS T- Code FB50

SAP system menu Accounting Financial accounting  General ledger posting

Transaction code FB50

Give the required information document date posting date, Document header text, GL accounts,
amount and WBS element

Simulate the document

5/28/2012 WCS proprietary use Page 26

V 01 00
 ASSETS AND PROJECT SYSTEMS

Save

Here we posted the expenses for WBS.

5/28/2012 WCS proprietary use Page 27

V 01 00
 ASSETS AND PROJECT SYSTEMS

Now we transferred these Expenses to the AUC (Asset under construction).

Here we do settlement of costs form WBS to AUC (Asset under construction)

1.4 Actual settlement of WBS T-CODE CJ88

SAP system menu Accounting Project system  Financials  period-end

closingSingle FunctionssettlementCJ88-Individula
processing

Transaction code CJ88

5/28/2012 WCS proprietary use Page 28

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here give the WBS and settlement period select the test run and detail list check box

Then execute the following screen will be displayed

Here you can see processing completed with no errors and select the Details list

The following screen will be displayed

5/28/2012 WCS proprietary use Page 29

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can see sendor is WBS and receiver is AUC.The amounts 65000 can be settled from WBS to
AUC (Asset under construction)

Now select the back button 2 times

The following screen will be displayed.

5/28/2012 WCS proprietary use Page 30

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can deselect the test run and execute the following screen will be diaplayed.

This is actual settlement not the test mode .once the actual settlement is done the values transferred
from WBS to AUC (Asset under Construction)

Select details list

Now the values are transferred from WBS CB-EE-00020 to AUC 900413.

5/28/2012 WCS proprietary use Page 31

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here system generated accounting documents and settlement rules.

To view the accounting documents click on accounting documents tab

Here click on the accounting document number

5/28/2012 WCS proprietary use Page 32

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here AUC asset is debited and capital settlements account is credited.

To view the settlement rule generated select back button

Select the settlement rule

5/28/2012 WCS proprietary use Page 33

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can see the settlement rule that Sendor is WBS CB-EE-00020 and settlement Receiver is AUC
900413.

Now you can see the values at AUC (Asset under construction) 900413

1.5 To view the asset values go to T-Code AW01N

SAP system menu Accounting Financial accounting  Fixed assets  Information

systemReports on Asset accountingIndividual assetAW01N
Asset Explorer

Transaction code AW01N

5/28/2012 WCS proprietary use Page 34

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can give company code 1000 and AUC # 900413. you can see that 65000 transferred to AUC
.Here you can also see the accounting document by clicking on Transaction type.

1.6 Creation of complete Asset or Main Asset from Project builder T-Code CJ20N

SAP system menu Accounting Project system Project  CJ20N PROJECT Builder

Transaction code CJ20N

5/28/2012 WCS proprietary use Page 35

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here select the project under the last projects processed button

Click on the project CB-EE-00020

Here you select the WBS then goes to menu bar EditWBS ElementInvestment programsCreate
completed Asset

5/28/2012 WCS proprietary use Page 36

V 01 00
 ASSETS AND PROJECT SYSTEMS

Press F4 button to select the Asset class.

5/28/2012 WCS proprietary use Page 37

V 01 00
 ASSETS AND PROJECT SYSTEMS

Select the Asset class 1400 and continue

Select continue Button.

Here system gives message that 1 asset created internally and distribution rules created.

5/28/2012 WCS proprietary use Page 38

V 01 00
 ASSETS AND PROJECT SYSTEMS

To view the asset created internally and distribution rules see the following screen

In the above screen distribution rule created internally created Asset 101768.

5/28/2012 WCS proprietary use Page 39

V 01 00
 ASSETS AND PROJECT SYSTEMS

1.7 Settlement of AUC (Asset under construction) to Main Asset. T-code CJ88

SAP system menu Accounting Project system  Financials  period-end

closingSingle FunctionssettlementCJ88-Individula
processing

Transaction code CJ88

Here give the settlement period 12 and posting period 12 and asset value date 6-30-1012

Select execute button then you can see processing completed with no errors

5/28/2012 WCS proprietary use Page 40

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can see that 65000 can be settled to main asset 101768

To run the update run go back 2 times

5/28/2012 WCS proprietary use Page 41

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here deselect the test run and execute.

Here select the details list the following screen will be displayed

5/28/2012 WCS proprietary use Page 42

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here system generated the accounting document.

Click on the accounting document and settlement rules

The following screens will be diaplayed.

5/28/2012 WCS proprietary use Page 43

V 01 00
 ASSETS AND PROJECT SYSTEMS

To view the accounting document click on the document number

Here system debits the main Asset 101768 and Credits the AUC Asset 900413.

5/28/2012 WCS proprietary use Page 44

V 01 00
 ASSETS AND PROJECT SYSTEMS

If you want to see the settlement rule go back 2 times

Click on the settlement rule the following screen will be displayed

Here you can see the Asset 101768 is settlement receiver.

5/28/2012 WCS proprietary use Page 45

V 01 00
 ASSETS AND PROJECT SYSTEMS

1.8 To view the Main Asset values go to T-Code AW01N

SAP system menu Accounting Financial accounting  Fixed assets  Information

systemReports on Asset accountingIndividual assetAW01N
Asset Explorer

Transaction code AW01N

Here you can see the Asset value transferred 65000 also you can see the transaction type.

Here you can see the accounting document by clicking the transaction type 336.

5/28/2012 WCS proprietary use Page 46

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can also see the planned depreciation amount 1083.33.for the period 12.

5/28/2012 WCS proprietary use Page 47

V 01 00
 ASSETS AND PROJECT SYSTEMS

1.9 Post depreciation T-Code AFAB

SAP system menu Accounting Financial accounting  Fixed assets  Periodic

processing Depreciation runAFAB Execute

Transaction code AFAB

Here you can see that depreciation calculated and Test run completed successfully.

5/28/2012 WCS proprietary use Page 48

V 01 00
 ASSETS AND PROJECT SYSTEMS

Select back button and deselect test run check box

Select continue button

5/28/2012 WCS proprietary use Page 49

V 01 00
 ASSETS AND PROJECT SYSTEMS

Select immediate and save

5/28/2012 WCS proprietary use Page 50

V 01 00
 ASSETS AND PROJECT SYSTEMS

To view the job

Here click on Execute button to view the JOB and spool

5/28/2012 WCS proprietary use Page 51

V 01 00
 ASSETS AND PROJECT SYSTEMS

Select JOB and select spool the following screen display

Here select the spool number 7168 and click on display.

5/28/2012 WCS proprietary use Page 52

V 01 00
 ASSETS AND PROJECT SYSTEMS

1.10 Go to Asset explorer to see the posted depreciation AW01N

SAP system menu Accounting Financial accounting  Fixed assets  Information

systemReports on Asset accountingIndividual assetAW01N
Asset Explorer

Transaction code AW01N

Here you can see the depreciation posted. If you double click the posted amount 1083.33 system will
display the accounting document.

5/28/2012 WCS proprietary use Page 53

V 01 00
 ASSETS AND PROJECT SYSTEMS

Here you can see that the depreciation is debited and accumulated depreciation Credited.

5/28/2012 WCS proprietary use Page 54

V 01 00
 ASSETS AND PROJECT SYSTEMS

Year-End Closing

Purpose

The year-end closing is an annual balance sheet, an annual profit and loss statement, and an appendix with
additional information (annual report), which has to be created to meet the particular legal obligations in each
country. Before you can close a fiscal year in Financial Accounting from a bookkeeping perspective, you have to
carry out preparatory measures in Asset Accounting.

Process Flow

You use the year-end closing program to close the fiscal year for one or more company codes from an accounting
perspective. Once the fiscal year is closed, you can no longer post or change values within Asset Accounting (for
example, by recalculating depreciation). The fiscal year that is closed is always the year following the last closed
fiscal year. You cannot close the current fiscal year.

1.11 Year end closing Asset accounting T-Code AJAB

SAP system menu Accounting Financial accounting  Fixed assets  Periodic

processingYear-end closingAJAB Execute

Transaction code AJAB

5/28/2012 WCS proprietary use Page 55

V 01 00
 ASSETS AND PROJECT SYSTEMS

Click yes

Here you can see that year end close carried successfully with no errors.

Now go back and deselect the Test run Execute

5/28/2012 WCS proprietary use Page 56

V 01 00
 ASSETS AND PROJECT SYSTEMS

Once execute the update run all assets will be closed in current fiscal year

1.11 Asset Fiscal year change T-Code AJRW

SAP system menu Accounting Financial accounting  Fixed assets  Periodic

processingAJRW Fiscal year change

Transaction code AJRW

5/28/2012 WCS proprietary use Page 57

V 01 00
 ASSETS AND PROJECT SYSTEMS

Click yes

Now fiscal year change completed successfully with n o errors in test run

Then go back and deselect the test run check box then execute.

5/28/2012 WCS proprietary use Page 58

V 01 00