Asset Legacy Data Migration in New Assets Accounting (S/4 HANA 2020) –Sub-Asset Creation/Upload

Introduction:

As an introduction, I would like to highlight that this blog post is for fixed asset legacy data migration – Creation/Upload of Sub-Assets in S/4HANA.  In this blog post, I would like to cover Specifically on how Sub-Assets are to be created/uploaded. Please note that LTMC (Legacy Transfer Migration Cockpit) tool is available up to S/4 HANA 2020; from 2021 version SAP has provided Fiori application ‘Migration Cockpit’ . However, the upload template remains the same for both the migration tools.

Subject: 

The Upload of Legacy assets are handled by S/4HANA migration cockpit. Migration Object Fixed asset (incl. balances and transactions) is used for migrating fixed asset master data and transactional data. SAP has provided standard template for uploading master data and balance.

Migration Cockpit Application

Prerequisite:

For uploading/creating Sub-Assets, Initially Main Assets needs to be created/uploaded in the system. This is required as the sub-assets template needs to be created with reference to the main asset numbers generated in the system during main asset upload.

Note:  The Sub-Asset upload needs to be handled in a separate project since the Main Asset upload is generally done with Internal number range whereas Sub-Asset Data migration must be done with External Number range.

S/4 HANA Migration Cockpit:

The Sub-Assets upload is done with same template used for main asset upload. Please find below the approach for Sub-asset upload.

After Main Asset upload is done, the system generated Main asset numbers are to be taken for filling External/Legacy Asset Number field which is a Mandatory field to be filled in the Sub-Asset Upload template present in various sheets such as Master Details, Inventory, Posting Information, Time-Dependent Data, Depreciation Areas, Cumulative Values etc,

Against these Main Asset numbers filled in External/Legacy Asset Number field, Sub-Asset Numbers are to be maintained in the Asset Subnumber field present in same sheets. Each Asset Sub number represents a unique asset master which is related to the Main asset.

Please find below the details of template to be filled for the data migration. For illustration purpose we have considered a case of Mid-year Go-Live. The company is following January to December fiscal year and the Go-Live is on the 1^st of April.

Please note that it is always advisable to use separate upload templates for assets acquired during the year of Go-Live and Acquired prior to the year of Go-Live.

Master Details:

This sheet is used to fill all the details required for asset master – General Information creation. Some of the mandatory fields are Asset number, sub-number, asset class, description, etc.

Master Details Sheet

Posting Information:

This sheet contains the asset capitalization date field which is used to record the capitalization date of the Asset.

Posting Information Sheet

Time-Dependent Data:

This sheet is used to capture the account assignments like Cost Center.

Time-Dependent Data Sheet

Depreciation Areas:

This sheet contains details like depreciation area, depreciation Key, useful life, depreciation start date.

Note: In case the company has multiple depreciation areas, then separate line item needs to be created for each depreciation area for every asset record. For example, in the below sheet you can observe that there are 3 depreciation areas 01, 10 & 32: hence 3 line items for each asset record. You can fill the other sheets for Cumulative Values, Posted Values, Transactions Depreciation area wise.

Depreciation Areas Sheet

Cumulative Values:

In this sheet transaction data details are captured. Values for fields like current fiscal year (Go-Live fiscal year), Cumulated Acquisition Value, Accumulated Ordinary Depreciation, Currency, etc. Using these values system generates accounting document for the legacy asset values.

Please note that this sheet is used only for legacy assets which are acquired prior to the year of Go-Live and the Accumulated Ordinary Depreciation value should be as on the last date of the previous fiscal year. For example, if the fiscal is from January to December and the Go-Live is in the month of April, the accumulated depreciation value should be as on 31^st December of the previous fiscal year.

Current year acquisitions related data is handled in a separate sheet.

Cumulative Values Sheet

Posted Values:

This sheet is to be filled for capturing the Depreciation for the fiscal year of Go-Live,

In the illustration given since the Go-Live is taking place in April, the Depreciation posted until March is maintained as 3.

Posted Values Sheet

Transactions (Transf. dur. FY):

This sheet is filled for acquisitions during the current fiscal year (Go-Live year), it is used to transfer the transactions starting from the beginning of the fiscal year up to the time of the transfer date.

Transactions (Transf. dur. FY) Sheet

Once the template is filled for all the Sub-assets to be uploaded, upon uploading the filled template and starting the transfer, the system prompts to choose between external/internal numbering for External/Legacy Asset Number field. For Sub-Assets creation/upload External numbering should be chosen. The required Sub-Assets will be created in the system successfully.

Conclusion:

Hope after reading this blog post, you got information on the prerequisites and the Sub-assets upload in S/4 HANA 2020 by setting the template accordingly and following the mentioned process.

Disclaimer:

This blog post is my opinion and not linked to any organization. All screen shots are from test systems and any similarity is coincidence.