During migration of legacy asset data from previous non-SAP system to SAP system, there are special considerations that should be taken into consideration. Both the Consultant and Users should fully understand the processes of legacy asset data transfer and their effect on the system data.
The transfer I want to expound in this article is more on manual legacy data transfer. This function is similar with the create asset function. The manual legacy data transfer, however; has functions to enter cumulative asset values and the transactions in the current year.
Time of Transfer – transfer date is the cut-off date for the transfer of legacy asset data. The date of transfer could be the end of the last closed fiscal year or during the current fiscal year following the last closed fiscal year. For example your last closed fiscal year is December 31, 2008, your transfer date could be similar to the said date. However, if your transfer date is during the current fiscal year e.g. June 30, 2008 this is called “transfer during the fiscal year”.
During manual upload of legacy asset to the SAP system, the standard transaction that can be used is AS91. The AS91 transaction creates both legacy asset master data and populate legacy asset values. Do note of these important points for legacy asset master record and values during upload:
»»» Master Records
*** Capitalization date field is always a required entry field. Based on the capitalization date the system determines the start of depreciation and the useful life expired based on the configured period control assigned in the depreciation key.
*** Planned useful life field is a required entry when the depreciation key for automatic depreciation calculation have been entered.
*** New interval in the Time-dependent data can only be created through function change asset master data AS92.
»»» Asset values
*** Include all active depreciation areas for the asset and enter all the historical costs.
*** If the transfer date is during the fiscal year, you need to enter also the current depreciation posted (depreciation from end day of the last closed fiscal year up to transfer date).
During AS91 transaction, the following asset values are normally entered; original acquisition cost, accumulated depreciation, & current depreciation. If the transfer date is the end of the last closed fiscal year all the above values should be entered. Otherwise, only the original cost and accumulated depreciation are entered.
The current depreciation from end of last closed fiscal year to transfer date are displayed in the asset explorer as legacy data transfer.
Furthermore, during AS91 transaction the asset g/l account are not yet updated for the cost and accumulated depreciation values. G/l account for asset cost and accumulated depreciation are set in the system as reconciliation accounting, hence; you can’t post to the g/l directly. So you need to reset the g/l account from recon account for asset to normal g/l account. Ensure to restore the setting to recon account for asset after uploading the beginning balances.
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