Fiscal Year Change (AJRW) & Year-End Closing (AJAB)

Fiscal Year Change (AJRW)

 

1. From a system perspective, a fiscal year change represents the creation of a new fiscal year for a company code.
2. At the fiscal year change, the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year.
3. Once the fiscal year change takes place, you can post to assets using value dates in the new fiscal year. At the same time, you can, however, continue to post in the previous fiscal year, provided this has not been closed as a result of the year-end closing.
4. The fiscal year change can only be carried out (even in test mode) for the new fiscal year.
5. The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year.
6. Before you can change to fiscal year YYYY, you must have already closed fiscal year YYYY-2. You can have a maximum of two fiscal years open for posting at one time.
7. No business transactions can be posted in a new fiscal year before the fiscal year change.
8. You can continue to post in the old fiscal year, even after the fiscal year change.
9. The system automatically corrects any values that have already been carried forward and that are affected by postings in the past.
10. The fiscal year change has to be carried out as background processing for performance reasons. You can carry out test runs with fewer than 1,000 assets in the foreground.
11. If the company code has been set to "production" (company code status = blank), you cannot carry out the fiscal year change until the last month of the current fiscal year (in update mode).
12. If the company code is a test company code (company code status = 2), you can change the fiscal year as and when required. You set the company code status in Customizing for Asset Accounting (OABP).
13. No more than two fiscal years, however, can be open at the same time.
14. Carry out the fiscal year change as a test run. If more than 1,000 assets exist in the system, you have to start the program by choosing Program ® Execute in Background. The section on depreciation posting runs contains information on monitoring the job and spool. If fewer than 1,000 assets exist in the system, you can also start the report online
15. If you started the report in update mode, the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year. Postings can now be made to the new fiscal year.

 

Year-End Closing  (AJAB)

 

1. You can use the year-end closing program to close the fiscal year for one or more company codes from an accounting perspective.
2. Once the fiscal year is closed, you can no longer post or change values within Asset Accounting (for example, by recalculating depreciation).
3. The fiscal year that is closed is always the year following the last closed fiscal year. You cannot close the current fiscal year.
4. The year-end closing in Asset Accounting must be performed before the year-end closing in General Ledger Accounting.
5. The fiscal year change has to be carried out in Asset Accounting before the year-end closing (SAP FI-AA).
6. You have to carry out the year-end closing as background processing for performance reasons. Start the program, therefore, as a background job (on the selection screen for the program: Program ® Exec. in Background). You can carry out test runs with fewer than 1,000 assets in the foreground.
7. The system only closes a fiscal year in a company code if

 

·         The system found no errors during the calculation of depreciation (such as incorrectly defined depreciation keys)

·         Planned depreciation from the depreciation areas to be posted has been completely posted to the general ledger

·         Balances from depreciation areas that are posted periodically have been completely posted to the general ledger

·         All assets acquired in the fiscal year have already been capitalized. Since this check does not make sense for assets under construction, you can prevent it from being performed for these assets by means of the asset class.

·         All incomplete assets (master records) have been completed.

 

8. The system lists any assets that do not meet the above requirements in the year-end closing log. The log also shows the reason for the errors.
9. You can undo a year-end closing that has already been performed.
10. You might need to do this if you establish that fixed assets do have to be corrected after all.
11. You can undo the year-end closing for the entire company code (OAAQ) or for each depreciation area (OAAR).
12. If you have performed the year-end closing in update mode, you can no longer post to the closed fiscal year.

Depreciation: AFAB

Use

 

o        A posting to a fixed asset initially causes the planned depreciation to change in Asset Accounting.

o        The accumulated depreciation accounts and depreciation accounts of the balance sheet and profit and loss statement are not updated immediately, however. The total planned depreciation is not posted to Financial Accounting until the periodic depreciation-posting run is executed.

o        The depreciation posting should be run periodically (annually, semi-annually, quarterly, or monthly).

o        When executed as an update run, the program has to be started in the background.

o        The system creates posting documents for each depreciation area and account group in accordance with the posting cycles specified in Customizing.

o        As the posting date, the system uses

·         The last day of the period for normal periods (no special periods)

·         The last day of the fiscal year for special periods

 

Prerequisites

 

o        Document type AF has to define for posting depreciation.

o        In definition of the document type, number range 03 has to specify with external number assignment.

o        Also specify that the depreciation in depreciation areas

-         01 (book depreciation),

-         03 (reserves for special depreciation), and

-         20 (cost-accounting depreciation) is posted in the general ledger.

o        Define the depreciation posting cycle by specifying the length of time in posting periods between two posting runs. The system is set in such a way that depreciation is posted monthly. You do not have to keep strictly to this posting cycle.

o        You can also choose an unplanned depreciation-posting run using an indicator on the initial screen of the depreciation posting run. When you set this indicator, you can skip over several periods and post the total depreciation for all of the skipped periods in one period.

o        The system supports two different procedures for distributing the forecasted depreciation over the posting periods.

o        The difference between the two procedures becomes evident when you process acquisitions within the fiscal year or handle post-capitalization.

o        With the catch-up method, depreciation due on a transaction within the fiscal year (from the depreciation start date, according to period control, up to the current period) is posted in one total. The depreciation posting program posts this amount in the period in which the posting date of the acquisition lies.

o        With the smoothing method, the annual depreciation amount determined is distributed equally over the periods from the current posting period to the year-end.

o        For each depreciation area, you have to specify whether depreciation is to be posted to the cost center and/or to the order. This information is taken from the asset master record and passed on to Financial Accounting as an additional account assignment.

o        For depreciation area 20, the system is set to assign the cost-accounting depreciation and interest to the cost center.

 

Planned Posting Run

You can post to the next period that is specified according to the posting cycle. During a regular posting run of this kind, the system does not allow you to limit the run to particular assets.

 

Repeat Run

You can request a repeat posting run for the last period posted. You might need to carry out a repeat run if the depreciation terms were changed for individual assets in connection with the year-end closing, for example. During a repeat posting run, the system only posts the differences that resulted between the first posting run and the repeat posting run. You can limit the run to particular assets.

 

Restart

If a posting run terminated for technical reasons and changes had already been made to the database, you have to restart the program in restart mode. Using the restart mode ensures that all system activities that were interrupted by the termination are repeated.

 

Unplanned Posting Run

If, for whatever reason, you want to skip over one or more posting periods, you can do this by specifying an unplanned posting run. The system then creates postings for all the periods that were skipped, as well as for the period entered. The posting period that you specify, however, must fit into the posting cycle. If you specify period 7 for a quarterly posting cycle, for example, no posting occurs.

 

Once you have made all the necessary entries, execute the depreciation posting run in the background (Program ® Execute in Background). You can monitor the job scheduled in the background.

 

The job always appears under the name RAPOST2000. The Status column shows the current status of the job. Choose Refresh or F8 to update the information. As soon as the status of the job is "Finished", select your job and choose Spool.

 

To go from the overview to your list, choose F6. When this list was generated, the fixed assets in question were also updated to include the posted depreciation. The planned depreciation for every complex fixed asset is not totaled for each posting level and posted directly to Financial Accounting until the periodic depreciation posting run has been executed.

Result

The planned depreciation is posted to the accounts defined in Customizing. Note that the system always creates collective documents (not individual documents for each asset) when posting depreciation.