After reading Javier’s excellent blog on Year-End-Closing in Asset Accounting (best practices), I decided to blog some more information on one of the key programs that are part of the fiscal year closing process in Asset Accounting (FI-AA).
I’d like to thank Markus Bredel with SAP AG for his assistance with this blog.
What are we talking about?
The Fiscal Year Change program (RAJAWE00) in FI-AA. This is a separate program from anything done in the GL or other FI/CO areas but is similar to any balance roll-forward type of program. There is no program documentation for RAJAWE00 in ERP so the best place for more information is the SAP Help Portal.
How is it executed?
The program is found in the Periodic Processing section of the Asset Accounting menu, or you can access it directly via transaction code AJRW.
Here is the selection screen for the program.
As you can see the only selection criteria is the company code. It is not possible to run this program for select assets or depreciation areas… it is run for an entire company code and all active assets and depreciation areas are updated.
Of course the other field that has to be evaluated is the New fiscal year field. Simply enter in the value for the new fiscal year that you want to open.
The Fiscal Year Change program has some similarities with some of the other periodic programs in FI-AA. There is a test run indicator which can be useful to uncover an obvious error before committing to a productive run. It is possible to achieve greater runtime performance of the program by using a Server Group which allows for the program to be run on a separate server in parallel. Another performance driven item to note is that the program must be run in the background when it is run in productive mode. It can be run in the foreground, but only in test mode in which case it will only evaluate approximately 1,000 records.
The program can be run repeatedly. There is no risk or further changes made if the program is run multiple times. In this way it is very similar to other balance roll forward programs such as SAPFGVTR in the General Ledger. In fact, this is often required for subsequent adjustments made to new assets in the prior fiscal year. Note that it is not possible to reverse a Fiscal Year Change using standard methods.
As a reference, the steps are also listed in the SAP Help Portal.
When can it be executed?
The program can be run as early as the last regular fiscal period of the current fiscal year. When entering in the new fiscal year it must be only one year in the future. For example, in December of 2007 I can only run the program for 2008, not 2009 or later.
By far the most common error that is encountered when running this program is AA761 “Fiscal year change in co.code &1 possible only after year-end closing &2”. You can have only 2 open fiscal years in the FI-AA subledger so you’ll have to be sure that the prior fiscal year is already closed before running RAJAWE00. If the prior fiscal year is already closed then this error shouldn’t appear.
What kind of output is there?
Once the program is executed there are some items to review.
The first thing that you should notice is the program text displayed at the top of the output list. It gives some basic information about the program and how it relates to the financial closing. I’ll grant you that it’s not a lot of information but it does point out a few key items. The first is that RAJAWE00 is mostly a technical program (more on that later). The second is that you should carry out the fiscal year close process in FI-AA before you complete the closing process in the FI-GL… it’s logical to close the subledger before finalizing the close of the General Ledger.
After the text at the top is a table that displays the status of the run by company code as well as some statistical information.
The log shown below is an example of how it looks if RAJAWE00 is run a second time after new records were posted in the prior year. There are 6 records in the company code but 3 have already been rolled forward to 2008. Of the remaining 3 records, 1 is deactivated and another has no value. In both cases there are no values that need to be brought into the new year so they will be skipped by the program. The other asset is active and has a value so it needs to be updated for 2008 (the To change column) but it has an error with it so it causes the program to output a record in the Incorrect column.
An asset is marked as incorrect during the execution of RAJAWE00 because there is an error in the asset’s depreciation calculation. Unlike some of the other asset periodic programs, there is a section to display messages at the bottom of the screen but no messages will actually be displayed there. The only indication that there is a problem is because the Incorrect column has a value. At this point, you’ll have to click on the Error Log button to see more.
You’re now looking at the Application Log in SAP which will display the error messages for the program. The log will display each asset that is in error. You’ll then have to investigate elsewhere to figure out what the error is and how to fix it.
What happens if I don’t run it?
If the Fiscal Year Change is not executed, all asset reporting becomes inoperable once you cross over into the new year (as determined by the system date). Regardless of what report date you choose on the asset report… whether it’s the end of the prior year or current year, or whether it’s a year-end date or period-end date won’t matter… the reports will all terminate with message AB059 “Fiscal year change not yet made for company code XXXX”.
The second limitation is that you won’t be able to make any asset postings in the new year. If you try, the transactions will terminate with error AA347 “You cannot post to asset in company code XXXX fiscal year YYYY”. For those situations where the program is not run in advance, I’d bet that this error is what reminds at least half of the SAP customer base thatthey have to execute this program.
Third, you won’t be able to run any of the asset periodic programs in the new year such as posting depreciation or posting periodic values.
What does it do (functionally)?
Not much. Once the program is executed in update mode, the items outlined in the previous section are again available.
What does it do (technically)?
There are three tables that are updated by RAJAWE00.
- The configuration table T093C gets a small update. The new fiscal year is entered in LGJAHR. The field label is “Current Fiscal Year” but the description of the data element is “Last fiscal year opened by the fiscal year change” which tells you all you need to know about what the field represents.
- ANLB is also updated. Similar to T093C the new fiscal year of the asset is entered in field LGJAN “Last fiscal year”. This represents the highest fiscal year that the asset can be posted to. T093C-LGJAHR serves a similar purpose.
- The most important table that is updated is ANLC. ANLC is the core table for most all asset reporting and is keyed by fiscal year. By executing this program new entries are created for the new fiscal year in this table.
Is there anything else worth knowing?
The area outside of FI-AA that is impacted the most by this job is BW. If you are using BW to report on fixed asset data then your next extraction of the 0FI_AA_11 and 0FI_AA_12 datasources will yield a huge spike in volumes as compared to an extraction just prior to running RAJAWE00. For instance, if you have 500,000 active assets and 8 depreciation areas, then running the Fiscal Year Change will cause ANLC to grow by 4,000,000 records. That’s 4MM new records for 0FI_AA_11 to pull over to BW and 64,000,000 new records for 0FI_AA_12. It would a nice ‘heads up’ for the BW team to let them know of this impact before you execute RAJAWE00 so that they can schedule the execution of this datasource at an appropriate time.
In terms of system authorization you’ll need auth object A_PERI_BUK with activity 35 for ID AM_ACT_PER. You’ll also need the company code to be processed although an asterisk is quite common for this activity.
Lastly, all of the asset periodic programs are linked to the Schedule Manager. You can read more information on this integration in an earlier blog… Gaining More Insight into Fixed Asset Job Monitoring.