Year End Closing in Asset Accounting

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Part 1: Preparation for Year-End Closing in Asset Accounting The year-end closing in Asset Accounting is a required step before you can close the fiscal year in Financial Accounting (FI). If you omit this step, or do not carry it out until after closing the fiscal year in FI, serious problems can result. Among these could be problems with reconciliation (usually differences between values in asset accounting and in the general ledger that result from depreciation recalculation), or difficulties
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  Part 1: Preparation for Year-End Closing in Asset Accounting The year-end closing in Asset Accounting is a required step before you can close the fiscal year inFinancial Accounting (FI). If you omit this step, or do not carry it out until after closing the fiscalyear in FI, serious problems can result. Among these could be problems with reconciliation (usuallydifferences between values in asset accounting and in the general ledger that result fromdepreciation recalculation), or difficulties in changing master data. In order to prevent these problems before they can happen, you should follow the steps below in the sequence they arelisted. 1. Check Last Closed Fiscal Year in FI and FI-AA Critical Factor The closed fiscal year in FI cannot be larger than the last closed fiscal year in Asset Accounting. If you do not adhere to this guideline, the following problems can result: Recalculation of depreciationis no longer possible, but is nonetheless required, and error messages are therefore issued.Recalculation of depreciation is also triggered, for example, when changes are made to the assetmaster record (for example, to the cost center or even to texts). These changes are then sometimesno longer possible, since in certain cases the depreciation recalculation is triggered. Reconciliationdifferences occur due to being unable to run the depreciation recalculation. Recommendation and Troubleshooting  First close the fiscal year in Asset Accounting and then in FI. Make sure that, at the most, two yearsare open for posting in FI-AA. If you have problems because the fiscal year is closed in FI but notin FI-AA , and in addition the years are far in the past, contact your SAP consultant. In this case youmay need to perform a thorough reconciliation of the ledgers. If, as part of the euro conversion, youneed to close a company code that is not used for Asset Accounting, then contact SAP consultingusing a message. Background For more detailed information, refer to the R/3 Library for Asset Accounting or the onlinedocumentation for Asset Accounting. Additional information is also found in the Euro SupportGuide. 2. Check Customizing Using Report RACHECK0 Critical Factor Errors in Customizing of depreciation areas, transaction types and period rules. These can cause thefollowing problems: ã Inexplicable error messages are issued when adjustment postings are made, althoughnothing was changed in Customizing. A typical example of these error messages is AAPO176 “Transaction type XY cannot be used for activity Z.”  ã Transfer postings cannot be carried out. ã Differences occur due to missing account assignments. ã When depreciation is recalculated, there are inexplicable error messages, such as AA641. Recommendation and Troubleshooting Customizing report RACHECK0 should be started at least once before the go-live date by assetaccounting specialists, and corrections made in Customizing accordingly. Modification of transaction types to agree with the current Support Package status, as necessary. Background The implementation of Support Packages does not change customer-specific settings, although thismay be necessary in a few, well-documented cases. You have to make these settings manually. Inaddition, old Customizing settings (for example, investment support measures) are not reset or only partially reset, and their completeness is checked by the year-end closing program. 3. Check Incomplete Assets Critical Factor Incomplete assets prevent the year-end closing from being made. The system lists these assets in anerror log, with the request for them to be processed.  Recommendation and Troubleshooting  You can find and process incomplete assets before the year-end closing using report RAUNVA00.There are two different types of incomplete assets: ã The asset is incomplete, but can be posted. ã The asset is incomplete and cannot be posted.You need to correct both types. Background Incomplete assets can be created, for example, when the user lacks authorization for master datafields that are required entry fields, but these are not so critical that the asset cannot be created atall. The system sets an indicator showing that assets are incomplete. Another reason could be thatthe screen layout rule of the asset is changed, and a field that has no entry is now designated as arequired entry field. When changes are made to assets so that they are no longer incomplete, thesystem does not automatically reset this indicator. However, the indicator can be removed by thereport. For assets that are still incomplete when the report is run, you can go directly from the reportto their asset master records and correct them, as long as this is allowed by your authorization profile.  4. Check Indexes Critical Factor Missing indexes can lead to the following errors: ã Insurable values are not updated. Later calculations in closed fiscal years can only be madeusing a report. ã If entries are missing, it may not be possible to carry out the fiscal year change. ã If entries are missing, it may not be possible to carry out the recalculation of depreciation,and the assets affected are flagged. ã Inexplicable error messages might be issued when there are certain combinations of settings.One of these might be AA609 “Depreciation area XY not created in comp.code”, althoughthis area does not exist. Recommendation and Troubleshooting You should enter the indexes for determining replacement values, or for updating the base insurablevalue, as part of the preparations for closing. You use transaction AYLS for this task. It is importantto carry out a recalculation of depreciation after the index series have been maintained. Also refer toSAP Note 35721. For assistance with indexing and carrying forward insurable values in fiscal yearsthat are already closed, contact your consultant. Background Calculation and carryforward of indexed values, above all insurable values, takes place solelyduring the fiscal year change. If the indexes are not up-to-date at that point, the fiscal year can still be closed. But calculations from that point on can only be made using a special report. 5. Recalculate Depreciation Critical Factor  Not recalculating depreciation can lead to the following errors: ã Values are not calculated correctly. This results in an incorrect display in the asset valuedisplay transaction. ã Differences between the general ledger and subsidiary ledger are possible. ã In the new fiscal year, there are assets with the message “Depreciation values not completelycalculated for this asset“ (error message AA510). Recalculation at this point often does notcorrect the error. ã Assets with indexed depreciation areas are possibly not deactivated in the case of a completeretirement, if the calculation of replacement values was not up-to-date. Recommendation and Troubleshooting Start the depreciation recalculation program for the whole company code, for which the year-endclosing is to be carried out. Execute report RAAFAR00 in test mode with the List assets and  Execute in Background options. When you run RAAFAR00, a statistical log is issued. The logcontains any error messages. Correct the errors leading to any error messages you receive, and startan update run of report RAAFAR00 for these assets. Background  Under certain circumstances, such as those listed below, depreciation values are not updated in thedepreciation areas of some assets: ã You have changed depreciation keys. This is especially important in the case of unit-of- production depreciation, where it is essential that you recalculate depreciation after maintaining the current parameters. ã You have made mass changes that you programmed yourself, and these changes affecteddata relevant to depreciation. ã You still want to calculate subsequent revaluation (after the legacy data transfer is closed)using current index figures. In order to correctly calculate replacement values, however, youcan only use index series that calculate historically.IMPORTANT: Up to and including this step, you can repeat all activities as often as necessary toensure that the system is up-to-date. However, in the case of the following steps, you have toconsider more carefully the individual planning and regulations within your enterprise, for example,whether you post depreciation once a year or once a month, and so on. 6. Execute Depreciation Posting Run Starting with this step, you begin preparing directly for the year-end closing. You can only carry outthe processes and activities described below when the year-end closing is imminent and is about toreally be carried out. Nonetheless, we recommend carrying out the depreciation posting runRAPOST2000 in test mode beforehand, to catch possible errors. Critical Factor It is not possible to carry out the year-end closing without first performing the depreciation postingrun for the last period of the fiscal year. Recommendation and Troubleshooting Perform the depreciation posting run for the last period of the year (usually period 12 of the fiscalyear being closed). We emphatically recommend that you start report RAPOST2000 first in theBackground and in test mode, and then carefully consider the log. If error messages are issued inthe test run, then correct the errors (usually these are in account determination or Customizing of cost centers), before starting RAPOST2000 in update mode, since the report cannot be reversed. If RAPOST2000 was nonetheless started by accident and possibly even processed, you should contactRemote Consulting. The following applies if you recently upgraded from a release below 4.7 to arelease greater than or equal to 4.7 you should inform yourself about the changed posting logic inthe area of cost center postings. Refer to the Release Notes and related SAP Notes, such as684659 .
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