Asset Value Date Determination When Posting Through Purchase Order
1. Business Requirement: when we are acquiring the Asset from purchase order with account assignment category “A”, for some cases the goods are received from the vendor in the current month but the invoice receipt will come in the next period (i.e. goods receipts in January and invoice receipt in March). Till the time accounting department receives the invoice they can’t post the goods receipt (that means next period but actually the goods received at the company’s location in February only.
The purchasing department will do the Goods receipts once Finance department get the invoice from vendor (i.e. GR done in March). So now the asset value date would be the posting date on which the goods receipt was posted. So the depreciation will be calculated on this asset from period based on the period control in the depreciation key and asset value date.
When the goods receipt is posted in the system, the Asset value date would be the posting date of the Goods receipt document which is March 2016 in the mentioned scenario. So as per the period control from depreciation key (most of the cases it would be 01 for acquisitions which means Pro rata at period start date -the depreciation is calculated from start of the period with value date period from which the asset is posted). But actually the asset is in our company’s premises from previous period so the depreciation should be calculated starting from previous period
2. Artifacts about Company code:
The company code uses Fiscal year variant as Oct. – Sep. with 12 periods and 4 special periods which is a year dependent fiscal year with the below configuration.
3. Artifacts about Dep. key:
The dep. Key is a straight line based and its dep. to the day (which means the dep. is calculated based on the no of days in the period, it will vary with no of days in a period)
4. Analysis and Solution proposed:
Asset value date getting picked up as GR posting date because of customization in SAP Asset accounting on how the Asset value date should be calculated.
The screenshot for the same is below.
Here you have a standard variant for determining default asset value date
If you select the variant and click on Business transaction.
The business transaction responsible for the asset value date determination in our case is Acquisition
Here we can maintain the different selection criteria. The selection criteria which can be maintained are as follows.
We need to assign this variant to the company code. That is done in the same configuration step as shown below.
If there is no variant assigned for a company code means the standard SAP variant which is SAP_DEFAULT will be considered.
So for all the company codes above shown will take SAP_DEFAULT as variant for determining the Asset value date.
Solution: we can copy this variant and save as a new variant Z variant and for the business transaction Acquisition the primary rule can be maintained as 04 (Earlier of either document or posting date (if different fiscal year: posting date) and the secondary rule is empty.
Then assign this rule to company code where we facing the above problem and save it.
Now if we do a GR for Purchase order in the current period with the current period as posting date the depreciation would be posted but actually it should be posted from previous period because the goods are in premises from previous period for which we are liable to do depreciation from previous period
In March period end the depreciation is posted for the acquired asset for months March, February and January.
In Normal scenario where we are using the standard variant the system will only post March month’s depreciation amount. It doesn’t contain depreciation for February and January period.
4. Testing performed:
- For performing the testing, we need two new assets
The Two assets created are 28213 and 28214
- Then we need to create purchase order and goods receipt with standard variant for asset value determination with one asset from which we have created.
The Purchase order created for the standard variant scenario is 4500001857
When we post the goods receipt for this P.O. The material document created for this is 5000002008.
The document posted is having document date as previous period and posting date as current period but when we check the value date in Asset document it shows 02nd Mach 2016.
Let us say the Goods are received in previous period and invoice is received in current period.
If you go and see the asset document, you can find that the Asset value date is 02nd Mach 2016 the period would be 6 in our case
III. We need to create a purchasing order and goods receipt with the ZTEST variant for asset value determination with the second asset.
Change the configuration, assign ZTEST to company code 1000.
The purchase order created for testing this scenario is 4500001858
When we post the Goods receipt as 01st January 2016(period 5) as document date and 02nd March 2016(period 6) as posting date. The material document created is 5000002009
If we check the Asset document in accounting documents, one can see the Asset value date is 01/01/2016(period 5)
- Now compare both the plans in AW01N for both assets, we can see the difference.
For asset 28214 the dep. is calculated from period 4(from date 01/01/2016) and shows to be posted amount as 14,136.99-
For asset 28213 the dep. is calculated from period 6 (date 3rd March 2016) hence we can see the amount as 4,109.59- in AW01N in to be posted.
For the second asset which is acquired with ZTEST variant for asset value date determination, the deprecation amount would be more than the first asset which is acquired with standard variant SAP_DEFAULT