Fixed Asset SAP Business One 9.0 Configuration
SAP launched Fixed Asset add-on as the part of solution in 9.0 for all location.
Below are the steps to import the Fixed Asset master data successfully.
First of all Enable the Fixed Asset functionality as given in below screen.
Go to Administration > System initialization > Company Details > Basic Initialization Tab > and Tick on Enable Fixed Asset Check Box.
Now define the Masters and FA set up information.
First Define the account determination as shown in below Screen.
If you will not determine the Accounts for any group then system will generate errors when you will start to import the Master Data.
After configure the account determination, Define Depreciation Type as per your requirement as below
Now define the Asset Classes as below and link the account determination group with depreciation area as below
Now Make Asset group and Depreciation Group at Fixed Asset Master Data as below.
Now Define your template in excel with columns as below
|Item code||Item Name||Asset Class||dep Group||Asset Group||Dep Type||Dep Area||Usefull Life|
|FA00001||Voltas Split 2.0 Tons||AIR CONDITIONER||A C||A C||SLM4.75||Main Books||252|
|FA00002||Voltas Split 2.0 Tons||AIR CONDITIONER||A C||A C||SLM4.75||Main Books||252|
|FA00003||Voltas Split 2.0 Tons||AIR CONDITIONER||A C||A C||SLM4.75||Main Books||252|
|FA00004||Voltas Split 2.0 Tons||AIR CONDITIONER||A C||A C||SLM4.75||Main Books||252|
|FA00005||Voltas Split 2.0 Tons||AIR CONDITIONER||A C||A C||SLM4.75||Main Books||252|
|FA00006||Voltas Split 2.0 Tons||AIR CONDITIONER||A C||A C||SLM4.75||Main Books||252|
(Note:: I have removed columns Capitalization Date and depreciation start date from above txt file. These columns were generating the issues at the time of capitalization and run depreciation Time. ) ℹ
[Note :: SAP has been provided DTW format to import the fixed asset master data with PL07 onwards 🙂 .check link
Save the above template as .txt file.(Please remove the header line before saving) .
Now go to Data Import/Export menu as below and choose the column in sequence as you mentioned in .txt file and Import.
Note :::: If you are importing FA Master DATA for more then one Fiscal Year then first defined all fiscal year in System and execute all fiscal year one by one from lower to top through below screen.
Note :: There can be some issue due to Transaction notification. If you do face as such issue than please comment all transaction notification related to ITEM MASTER.
Please check below also specialy Mr. Jose reply..
You can Import fixed assets that have to be capitalized for current Financial year as NEW:
a) The start depreciation date is empty
b) The APC, Accumulated depreciation are empty
c) Capitalization date is empty
Once you have imported the asset as ‘new’, you can use application or DTW to enter the capitalizations
This is a logical consequence of system definition documented in the Help File: when you import an asset in any given year the values that you enter must be the values that the asset has on the first day of the fiscal year selected for the import:
BASIC RULES FOR IMPORT FIXED ASSET FROM EXCEL 9.0 (some documented and some based in my experience)
a)Capitalization date, if entered must be <= first day of fiscal year selected for import
b)Depreciation start date, if entered must be <=first day of fiscal year selected for import
c)Remaining useful life = Total number of months of total useful life -Number of calendar months counting from the calendar month of Depreciation start date until the last month of fiscal year prior to the year selected for import
d) If Remaining Useful life is 0, then APC – Accumulated Depreciation – Salvage Value =0
e) Having Salvage Value is only compatible with Depreciation type that has marked a % of salvage value <>0
f) If Asset Class selected has several areas active, all areas must have value in the import
g) Depreciation areas ‘ derived’ must have exactly same values than the area that is derived from, except accumulated depreciation and depreciation type, that can be different,
h) Values must be defined always for ‘main’ Depreciation Area
I) Keep the same date format order and separator used in company database general settings for date type values. Only change the alphanumeric to numeric, example ‘July’ , is 07
j) For numeric values: do only use the decimal separator if the value has decimals. For example ‘10,00’ should be entered as 10
k) For numeric values ensure that you use the same decimal separator used in company database general settings ‘,’ or ‘.’
l) Do not use thousands separators, example ‘10.000,43’ should be entered as 10000,43
j) Do use the same number of decimals that are allowed in company database general settings
k) Use Item No in the template as the first column A
Note: Check below thread if there is any issue in FA import:::
Check Below Threads for Fixed Asset related queries or issues.
Assistance needed with importing fixed assets with salvage value in SAP 9.0
SAP Business One 9.0 Fixed Assets, change existing depreciation
Calculation Base in Fixed Asset
Fixed Asset with later capitalization date
Documents for Fixed Assets module in SAP B1 9.1 India Localization
The specified item was not found. ——-its about multiple depreciation areas
**********you can cancel the “Depreciation run” now in latest PL of SAP B1 V9.0 and V9.1.
Please share your suggestion and feedback too so that the document could be helpful for others.
CHEERS 🙂 .
Edit..Now the size of pictures has been reduced as suggested by friends.
Please rate the document if you feel helpful this.
This would be so much more useful if You could provide better screenshots.
Otherwise: great document. Concise and clear.
Damn... sorry - noob's mistake - didn't know I could click on the images to see it in better quality.
suggestion always welcome Bartosz
That is good start, my congratulations for giving useful explanations
Just ,there is one part that I would not recomend to use even if it is technically correct.
Importing for several fiscal years
If it is current fiscal year, and as well next fiscal year you would have, in next fiscal year, assets for which you cannot report on past fiscal year
Example , you import for Fiscal year 02, and asset telling that it was acquired in Fiscal year 01. But if you report fixed assets for year 01, you cannot find data for this asset but you have data for other assets.
Nothing incorrect from technical point of view but a real mess for the accountant when trying to justify the books.
I would use the import as a start implementation but not as part of regular maintenance of assets, once functionality is implemented.
Use instead acquisitions
Thanks for suggestion Jose.. I did mention this only if you want to maintain the history of Fixed asset else there is no need of this. We can start from current fiscal year....
I want to remove an item in a fixed Asset of a Datatbase that was wrongly inputed by me how do i go about it need help urgently.
You can remove the FA item only if there is no any transaction you did post in the system.
If you have posted the transaction against the item then you can not remove the item.
You can sale/retired/Return etc....First consult with your finance person about the same.
In 9.0 there is a rule that depends on the status:
Only asset status 'NEW' can be removed
Asset is only 'new' if start depreciation date has not been registered in the asset
Important: if you have imported the asset as legacy data, the asset cannot be removed because status is not 'new', even if there are no transactions entered after the import
Reason: in accountancy terms, a 'legacy' asset is not new.
(This is a relevenat change on the definition of product in 9.0, versus the add-on old version)
you are right.
Hi Deepak Bhai
It was help full Article ,
But i have query here , suppose i am using SAP B1 8.82 Version , in that i have marked the FA indicator , and maintained the Fixed Assets.
If i upgrade to 9.0 then , how shall i Transfer the Fixed Asset Items from Item master data to Asset master Data. Because both the tables are OITM and while importing it throws error as item already exixts.
Can you help out Please Deepak bhai.
Truely I did not work on this scenario but as per my assumption it will not be possible.SAP allow the migration of FA Data if it is defined in Fixed Asset Addon. there could be a work around. First inactive all these item from the Item (FA) Master Data and define new item code in FA Item Master with balances. overall you have to do start Fixed asset module from scratch in 9.0,
before doing this wait for other experts answer.
What you said is true,
When using the fixed assets migration wizard in 9.0, assets that where stored in Add-on tables are transferred to table in Item master data.
During the migration process, if application finds that there was a record already in table of items with same code than the asset that is to be migrated, then the migration for the assets affected wil fail, the not affected will success.
There are two possible aproaches:
to detect cases ,
Select * from [@BA_OAMD] where U_AsstNum in (select itemcode from OITM)
The migration wizard, any way, will show you which assets are not migrated
a) For the assets that failed, use the import from excel that is included in 9.0,
b) Look for SAP support, that will request database and apply a query fix that what will do is rearrange the historic code of the assets in add-on tables, so thier codes are different, (adding a prefix or sufix at users choice)
Hope this answers your question.
Regarding to the import process:
The functionality is able to handle several areas (of course if you have defined them)
By default the system comes with 3 pre-defined areas
The area code 100 Posting to G/L (main depreciation) , and its child 'Derived' area code 300 (to be used only for special depreciations)
And a third 'Aditional Area' 200 (do not create journal entries)
You can create more Posting to G/L areas (with its derived areas or not), plus more Additional Areas (Do not create journal entries)
When you import, the only mandatory area is the one that you have defined as 'main'
and the values that you enter will be only for that area
In case that you want as well for the other areas, you will need to create additional areas separated records
for example if you have an asset X, and you have area 100, 200, and as well 300 defined actives for the asset class linked to asset X, you wil enter 3 records in the excel file
One for each area
Thank you for the information you posted, it was really
Would you be able to clarify the concepts for depreciation
areas. The types of depreciation areas as: Posting to G/L, Derived Area and Additional Area and you can only have one type set as main depreciation . I couldnt find any document that explains the effect of setting up a depreciation area as MAIN one.
How would you recommended to set up the depreciation areas for a client that has Business Units. They want to havevisibility whether for example the depreciation for laptop 1 goes to Finance/ HR or ADMIN according to the Business Unit they belong to.
Thank you 🙂
I am working for India localization, so I can tell you as per the same. there are two depreciation areas (Main books,tax books). in INDIA there are two acts related to depreciation. One is company act and 2nd is Income tax act.We use main books as Company act and Tax books as Income tax act. Depreciation calculation as per main books(Company act) impact the finance (Credit the Asset ledger and debit the related asset depreciation ledger) but in Tax books ,depreciation just calculated ,there is not any financial impact.
SAP Business One supports the following types of depreciation areas:
In special depreciation, you can specify the same depreciation type for both the normal and alternative depreciation. This way, the main depreciation area carries out the normal depreciation and the special depreciation while the derived area carries out the normal depreciation only. You can then compare the asset depreciation with and without the special depreciation.
The derived area is used only for information purposes, and there is no posting in the general ledger.
check below link
Thank you for your quick response. I still unsure about the best way to set up the assets by business unit, depreciation or asset group set up? there is an option on the asset master data to define both but I cant find a report or a option to pull the asset information by depreciation or asset group. I will continue readind and see what else I can find there
have you resolved your issue ? if yes than please share the same here so that others could take help from this.
The set up was never finalize since the client put it on hold and I stop working on it. I will update the message accordingly
Thank you for follow up
Thanks for putting this information up, it is great.
Can I suggest you resize the pictures smaller?
It would make your document look nicer and would reduce the length of the page 🙂
thanks Nick for suggestion. I did try to make the size small for pictures but not success. i will try it again.
Deepak - I don't think you need to change a thing. This is a great reference document. Appears professionally formatted if you select View as Pdf. I've saved as pdf and it retains professional format.
Thanks Charlotte 🙂
Great initiative .. congratulation!
Marcelo Silva Santos
It is very interesting, greetings
Thanks Bravo 🙂
Good document Deepak. It would be a great help if you can update the screenshots so it becomes clear to follow. Thanks.
Thanks Mr. Dhairya
Well detail screenshot. It will be easier for me to follow. Thanks Deepak.
Thanks to bookmark the document and your comment 😘
Hi Deepak ,
Thanks for sharing such a wonderful content. Keep posting.
Thanks Rupesh for your valuable comment
Nice document, Thanks for sharing 🙂
Informative document keep sharing
I upload capitalization of asset through DTW, but when i tried to do depreciation run, I can't find those Assets to depreciate. Any idea?
check basic initialization tab in company details screen. calculate depreciation by is 'Day' or month. also check the fixed asset master data window (depreciation start date and end date are same or different?)
Is it possible to import Distribution Rule and Attribute details for assets? Have everything else working but don't want to have to use interface to update hundreds of assets!
I need help to implement something at client side. They have assets that they complete the useful life and the value on the books is zero, but after that, they have decide the asset is still operational and they would like to extend the useful life for another two years
Version 9 PL 9. what is the best way to bring this scenario into SAP
I think you can just change the useful life in the master data?
Thank you Julie
There is some accounting policies at client side that are limiting the options. They will create a new asset for the value and the new useful life and journal for the acquisition
you can change the useful life column for the same. but there will not be any depreciation or appreciation activity on the same just because of the zero value. please discuss the same with your finance guy for the same before applied the suggestion.
I am not clear about the Capitalization process in SAP. There is a field Capitalization Date in Asset Master, which can be entered manually until you create an AP Invoice or Capitalization document. If you have not entered the date manually, once you create AP Invoice or Capitalization document, the same is updated in Asset Master and not editable.
Can you clarify the various options for capitalization?
I have posted a thread here:
Capitalization Process For Fixed Assets in SAP
if you will enter a date in capitalization date field then system will capitalize the asset at specific date mentioned by you else system will capitalize the same at the time of A/P invoice creation date.
Now I think your question is, you want to create A/P invoice but not want to capitalize the asset at same time or you dont know the exact date of capitalization. for this you can raise an A/P invoice of service type and let be GRPO open until you do not know the exact date. once you are clear about the capitalization date just make A/P invoice from GRPO.
Hope it will help you.
Am a bit confused 🙂
You are telling me to make AP Invoice of Service Type and keep GRPO open, and later make another AP Invoice based on GRPO when I am clear about the capitalization date. Won't this create double AP Invoice?
sorry.....close the open GRPO manually and create the capitalization document as per actual.
In that case, GRPO not needed at all. I can just make a Service Type AP Invoice by selecting the mapped Fixed Assets GL account, and make a Capitalization document when required. Only the AP Invoice will not show up in the Fixed Asset Reports ... but I guess thats a system limitation, am I right?
Actually GRPO for FA item will help you to check the purchased FA item list vendor wise in future. you can generate no. of reports based on GRPO for FA Items. anyway its totally up to u.
Yes FA module for India localization is very limited. we would have to manage things through workarounds. you will not find the FA location transfer functionality in system...
Ok. I got this part. Make an AP Invoice (Service Type) for the accounting, make a GRPO for the FA Reports, close the GRPO manually immediately so that it does not remain open. These 3 activities happen on the same Posting Date.
Later create a Capitalization document when we want to capitalize the asset with a different Posting Date / Value Date.
So far so good.
The Capitalization document will debit the Asset Account and credit the Asset Clearing Account.
1. Asset account is debited twice (once in AP Invoice of Service Type) and then in Capitalization JE
2. How will the Asset Clearing A/c get nullified... will it forever remain in the Balance Sheet as an obligation?
at the time of capitalization asset clearing A/C will nullified. Do account determination for FA carefully.
At the time of AP Invoice (Service Type):
Debit Fixed Asset A/c
Credit Vendor A/c
At the time of Capitalization:
Debit Fixed Asset A/c
Credit Asset Capitalization A/c
How is Asset Capitalization getting nullified? Moreover Fixed Asset is debited twice?
Obviously I am missing something from what you intent to communicate.
choose the asset clearing a/c in account determination-FA (Acquisition Clearing Account)
Can you give an overview of how to bring Fixed Assets already in use, into the SAP system.
You need not give the exact DTW template or Import from Excel template. Just the steps, if someone were to enter it manually in SAP.
Once I understand the steps, using the DTW or Import from Excel will be easier to understand.
For existing assets, where and how do we record the capitalization date?
Where do we enter the book value and accumulated depreciation as on SAP go-live date ?
Is the process different if SAP is already in use for several years but Fixed Assets module being implemented now?
What is the difference between "Historical APC" and "Acquisition and Production Costs"?
If you give example of 1 or 2 assets with some values, it will be easier to understand.
We can assume 2 Depreciation Areas for India localization: one for Companies Act, and one for Income Tax Act.
In this document, you have explained how to activate the module, create Asset Groups, Depreciation Areas, etc., but you have not explained the Asset master itself in detail, for someone new to the module. Hope you can provide these inputs.
I have posted a thread here:
Good job my friend
Thank you for your document!
My customer want to use SAP's Fixed Assets.
I want to import assets into SAP Business One 9.1 PL08.
I made a TXT file for import.
There are some assets which has been already depreciatied whole amount or partly.
I want to import this for example:
But I got this error message:
After this error the SAP crashes with a runtime error of C++.
I can't see, because that windows closes quickly.
WINDOWS 10 64 bit.
MSSQL 2012 64 bit.11.0.5343
I got this error when I tried to import on (my customer's server):
WINDOWS Server 2012 R2
MSSQL 2008 R2 - 10.50.2500
Do you have any idea, what is wrong?
Thank you for your help,
remove all comma (,) from the file and try.
I tried, but didn't help me.
An additional info, I could import this file into a HANA system.
Thanks for the post.
Can your share accounting/mapping of same ?
And what will be the process of retirement ?