transfer asset within company code - university of …€¦ · web viewcreate asset: master data...

Work InstructionFunctional Area: Asset Accounting Transfer Asset Within Company Code

Purpose

Use this procedure to transfer assets within the University.

Trigger

Perform this procedure when assets are being transferred from one department (Cost Center) to another or one branch (Business Area) to another.

Prerequisites

A new asset master shell needs to be created prior to completing the Asset Disposition form.

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Financial Accounting Fixed Assets Posting Transfer Transfer within Company Code to go to the Enter Asset Transaction: Transfer within Company Code screen.

Transaction Code

ABUMN

Business Process Information

Occasionally there is the need to transfer assets from one department to another or one business area to another. In order to keep track of these transfers a new asset master shell will be created to show where the asset originally resided and where the asset was transferred to. When a department wants to transfer an asset to another department, the transferring department will contact the receiving department and request that a new asset master shell be created to receive the transferred asset. After the receiving department creates the asset master shell, they will contact the transferring department and supply them with the new asset number. The transferring department will include this new asset number on the Asset Disposition Form and forward this form to Asset Management for processing using this transaction.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields.


Procedure

1. Start the transaction using the menu path or transaction code.

Enter Asset Transaction: Transfer within Company Code

2. As required, complete/review the following fields:

Field R/O/C Description

Company Code Required Organizational unit within Financial Accounting

Example:UC

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AA_ABUMN_TransferAssetWithinCompanyCode_0_FinancialProcessorAssets.udc

© University of Cincinnati 2/22



Asset Required The asset number internally assigned by SAP to track the asset

Example:21000106

Enter the Asset number that you want to transfer within company code.

Unlabeled field (to the right of Asset)

Required Sub-number used to track a new component or funding source of an asset

Example:0

Enter the sub-number of the asset that you want to transfer within company code.

Document Date Required The date the document is created

Example:11/13/2004

Posting Date Required The date on which a transaction in SAP will be posted to the appropriate accounts; SAP will default this field to be the current date, but changes are allowed; For items to be posted in a future or past period, you must enter the posting date

Example:11/13/2004

Asset vaI. date Required The value date of the asset to be used in any asset valuation transaction

Example:11/13/2004

Text Required Description field providing additional information for an entry

Example:Transfer Asset to New CC

3. Perform one of the following:

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If Then Go To

You need to create a new asset master shell as part of this transaction Select to the left of New Asset.

Step 4

An asset master shell was previously created to accept the transfer Select to the left of Existing Asset.

Step 22



Description Required Text to identify and characterize an object or activity

Example:2005 Honda Accord

Enter a description for the new asset, otherwise the same description will be brought forward from the sending asset.

Asset class Required Each asset is categorized in an asset class which determines their useful life and depreciation schedule

Example:49107

Enter the asset class for the new asset, otherwise the same asset class will be brought forward from the sending asset.

Cost Center Required An area of responsibility for capturing costs

Example:9340100000

Enter the cost center for the new asset, otherwise the same cost center will be brought forward from the sending asset.

5. Click . to view Asset Class, Description and Cost Center as entered from previous screen.

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Create Asset:

6. Review the displayed information.

Since additional data is required in the asset master record, go directly to the asset master data screens.

7. Click .

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Create Asset: Master data



Description Required Text to identify and characterize an object or activity

Example:2005 Honda Accord

This description will default from the Enter Asset Transaction: Transfer within Company Code screen.

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Acct determination Required Determines G/L accounts posted to for asset transactions

Example:4910700

Entered by system (defaults from the asset record).

Serial number Optional Serial number located on the asset

Example:123456789

Inventory number Required The unique identifier of an asset

Example:5874589

Entered by Asset Management for moveable assets, but is not required for fixed assets such as Land, Land Improvement, Buildings, Infrastructure, etc.

Last inventory on Optional When the asset was last inventoried

Example:11/13/2004

Entered by Asset Management.

Include asset in inventory list

Optional Set this indicator if you want the asset to be counted in a physical inventory

Example:

“Include asset in inventory list” is defaulted. If the asset is not to be included in the inventory, Asset Management must remove the check mark.

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Inventory note Optional Additional information regarding the asset’s inventory

Example:Passed

Entered by Asset Management.

Ordered on Optional Order date of first purchase

Example:

Not used at this time.

9.Click the tab.

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Create Asset: Master data (Time-dependent tab)



Business Area Required Business Area is the campus to which the cost center is assigned

Example:C = Clermont

SAP will automatically enter the Business Area that corresponds with the Cost Center entered

U = Uptown

R = Raymond Walters

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Cost Center Required An area of responsibility for capturing costs

Example:9340100000

This cost center will default from the Enter Asset Transaction: Transfer within Company Code screen. This is also the cost center where the depreciation will be booked.

Resp. cost center Required The cost center that has possession or responsibility of the asset

Example:9340100000

The asset will be on the inventory list of this cost center.

License plate number Optional The assigned license plate number for registered vehicles

Example:ABY123

Fund Required A fund is a separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes; Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations; Funds are classified into fund types, which have distinctive accounting and reporting requirements

Example:A100010

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FunctionaI Area Required Organizational unit in Accounting that classifies the expenses of an organization by functions such as Instruction, Research, Public Service, Academic Support, Student Services, Institutional Support, Operation and Maintenance, Scholarship and Fellowship, Auxiliaries, Hospital, None

Example:5

Grant Optional An award to the university as additional resources to support instruction, research, or public service; A type of financial assistance awarded to an organization for the conduct of research or other program as specified in an approved proposal

Example:1000007 or NOT RELEVANT

Asset shutdown Optional Indicates that the asset should not be depreciated during asset shutdown

Example:Select to the left of Asset shutdown.

Controlled by Asset Management.

Bldg name Conditional The building where the asset is located

Example:Health Professions Bldg

Enter only for Moveable Assets. Use the drop-down box to select the appropriate building.

Room number Conditional Room number where the asset is located

Example:136D

Enter only for Moveable Assets. Use the drop-down box to select the appropriate room.

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Room type Conditional Room type where the asset is located

Example:Office

This will be automatically populated by the system if the Bldg and Room Number are selected.

11.Click the tab.

Create Asset: Master data (Allocations tab)


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Sub-Asset CIass Optional Indicates sub-asset class for building components

Example:9120 Floor Cover – 12 Years

Only required for Constructed Assets (i.e. Buildings).

Auxiliary Indicator Optional Indicates that the asset is assigned to an Auxiliary

Example:AUX

If the asset is assigned to an Auxiliary, select AUX from the drop-down box, otherwise leave this field blank.

Service Center Conditional An institutional entity which provides a service or product to University users for a fee; The rates charged by the center are calculated so that the center recovers its costs; The University has two types of Service Centers, University Service Centers and Departmental Service Centers.

Example:A234

This is only used for Capital Assets that are included in the Service Center Rate. Select the Service Center that owns the asset.

Investment reason Required How the asset is titled

Example:10 = UC

Controlled by Asset Management.

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Asset super number Optional Several assets can be assigned to one asset super number (for example, several WBS elements for one building)

Example:4870 – Vontz Center for Molecular Studies

The Asset super number is used to group or pool multiple assets together into one view (i.e. the collective value of the assets in 10 construction projects rolling up into one building).

The Investment support measures section of the tab is not used at this time.

13.Click the tab.

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Create Asset: Master data (Origin tab)



Vendor Optional Number assigned by SAP when a vendor's master record is created

Example:100005-C

Unlabeled field (to the right of Vendor)

Optional Name of the vendor

Example:Kings

Manufacturer Optional Name of manufacturer of a material or product

Example:Toyota

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15. Perform one of the following:If The Asset Is Then

Purchased new Select to the left of Asset purch. new.

Purchased used Select to the left of Purchased used.



Country of origin Optional The country where the asset was manufactured

Example:Japan

Type name Optional Additional asset information

Example:A114-141391

This 15 character description is for informational purposes only.

Acquisition Type Required How asset was acquired

Example:T- TRANSFER IN FROM ANOTHER UC DEPARTMENT

Disposition Type Optional The method of disposition

Example:D-DESTROYED/SCRAPPED/DEMOLISHED

Select from the drop-down box.

17.Click the tab to view the depreciation data (i.e. useful life for the asset class).

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Create Asset: Master data (Deprec. areas tab)

18.Click .

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Enter Asset Transaction: Transfer within Company Code (3)

19. Click to run simulation showing the accounting transaction that will take place once SAVED.

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20.Click .

Document lines: Display messages

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21.The system displays the message, "Asset transaction posted with document no. UC XXXX /

Asset XXXX – 0000 created in company code UC."




Unlabeled fields (to the right of the Existing asset field)

Required Existing Asset Number and Sub-number

Example:21000095 0

23.Click to simulate results.

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24. Review the displayed information.

25.Click .

The system displays the message, "Asset transaction posted with document no. UC XXXX / Asset XXXX – 0000 created in company code UC."

26.Click until you return to the SAP Easy Access screen.

27. You have completed this transaction.

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Result

You have transferred the asset from one cost center to another cost center.

Comments

None

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transfer asset within company code - university of …€¦ · web viewcreate asset: master data...

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