Tag Archives: AB059

Closing Asset Accounting

This document describes the measures necessary in asset accounting
at year-end. You need to change the fiscal year and close old the year.

Fiscal year change (AJRW)

When the year changes, all the dates in asset accounting start to point to the new fiscal year. The Asset Explorer shows the new fiscal year and all the reports default the last day of the new fiscal year.

Assets report date defaults the last day of current year.
Report date: default is the last day of the current year

After 1.1. you will no longer get reports from either year. If you change the date and try to take reports from the old year, you will get an error message (AB059).

Message AB059
Message AB059
Message text AB059
Message text AB059

You cannot do anything in the system before you carry out the fiscal year change in asset accounting (tr. AJRW).

From the point of view of the system, fiscal year change is only a technical procedure. The system carries the cumulative asset values from the previous fiscal year forward to the new fiscal year. Once the fiscal year change takes place, you can post to assets using value dates in the new fiscal year. At the same time, you can continue to post in the previous fiscal
year.

Test run AJRW

You find the year-end programs under Periodic Processing.

AA Menu: Periodic Processing/AJRW Fiscal Year Change
AA Menu: Periodic Processing / AJRW Fiscal Year Change

Run the program first in test mode.

AJRW Fiscal year Change: Initial screen
AJRW Fical year Change: Initial screen

You can only run the test run in foreground. The processing is limited to approx. 1000 assets. Check the status. If there are errors, read the information in the error log.

AJRW Fiscal Year Change statistics
AJRW Fiscal Year Change statistics

In this example there are no problems.

Production run AJRW

Execute the production run in background.

AJRW Fiscal Year Change: production run - Execute in Background
AJRW Fiscal Year Change: production run – Execute in Background

Start the production run. Enter the printer and accept the information about formatting.

Back ground print parameters
Back ground print parameters

Choose next the Start time (Immediate) and save. A background job for program (RAJAWE00) starts.

RAJAWE00 scheduled
RAJAWE00 scheduled

You can monitor the background job with transaction SM37.

Problems?

Usually there are no problems with the year-end change. There is one case where you will get an error. Before you can change to fiscal year YYYY, you must first close fiscal year YYYY – 2. For example, if you want to open the year 2009, you must first close the year 2006.

AJRW Fiscal Year Change: test run - error
AJRW Fiscal Year Change: test run – error

Error Log:

AJRW Fiscal Year Change: test run - error log
AJRW Fiscal Year Change: test run – error log

Last closed year (OAAQ)

Where can you check which is the last closed year? Start transaction OAAQ Undo Year-end closing.

AA menu: OAAQ Display last closed year
AA menu: OAAQ Display last closed year

Here you can see the last closed year.

OAAQ Display last closed year
OAAQ Display last closed year

The last closed year is 2005. You cannot open the year 2009 before you close the year 2006.

Year-end closing (AJAB)

AA menu: Year-End Closing
AA menu: Year-End Closing

Account reconciliation (ABST2)

Start the closing with reconciliation of AA and FI, transaction ABST2. Run this check in background.

ABST2 Account reconciliation: initial screen
ABST2 Account reconciliation: initial screen

If the status is green and no accounts are displayed, the balances in AA and FI BS-accounts are equal.

ABST2 Error list
ABST2 Error list

Press Continue.

ABST2 Error list
ABST2 Error list

If the status is red, there are differences. The cause can be manual postings to asset accounts or transfers of asset values that do no match the FI balances.

This image has an empty alt attribute; its file name is AA_Reconciliation_ABST2_3-1024x142.png

However, a potential difference does not prevent the year-end closing.

Prerequisites for closing

The year you want to close must be finished. Check that you have run all the necessary depreciation runs (AFAB) and periodic postings, ASKBN).
When should you run the year-end closing? According to SAP you should do this before you close the financial accounting for the year.

Is there any harm, if you forget the closing? As you have already seen, at some point you will be forced to close, because you cannot open the new fiscal year. Believe me; you don’t want to tackle with depreciation errors from closed years. Also if you get into situation where you must recalculate the depreciation (AFAR), the calculation is done for all open years.

Execute fiscal year change

Start the year-end closing program. Run the program first in test mode.

AA menu: Year-End Closing: AJAB Execute
AA menu: Year-End Closing: AJAB Execute
AJAB Year-End Closing: initial screen
AJAB Year-End Closing: initial screen

You can run only test runs in foreground. The processing is limited to approx. 1000 assets. Check the status. If there are errors, read the information in the error log. In this company there are no errors and the closing can be execute.

In this company there are no errors and the closing can be executed.

AJAB Year-End Closing: test run
AJAB Year-End Closing: test run

Execute the production run in background.

AJAB Year-End Closing: production run, execute in background
AJAB Year-End Closing: production run, execute in background
RAJABS00 scheduled
RAJABS00 scheduled

Problems?

Make sure you have finished all the depreciation runs (AFAB, ASKBN) for the year you want to close. Next an example of closing attempt in a company, where this is not the case.

AJAB Year-End Closing: test run
AJAB Year-End Closing: test run
AJAB Year-End Closing: test run - errors
AJAB Year-End Closing: test run – errors

This time there are two errors. An asset has still unposted depreciation and there are also open periodical postings.

Depreciation not posted completely

The depreciation message is clear. There is one asset that is not completely depreciated for the old year.

Run the last depreciation run as a repeat run.

AA menu: Depreciation Run
AA menu: Depreciation Run
Repeat Depreciation Run: parameters AFAB
Repeat Depreciation Run: parameters AFAB

In this case there is an acquisition posting after the planned depreciation run. Run the depreciation in production mode.

Transactions not completely periodically posted

What does this mean? Look at the explanation in Error Log.

Error message AU075
Error message AU075

You can get this message only if you have depreciation keys that post periodically. Such as depreciation difference in Finland.

Start the APC Values posting in test mode.

Periodic Asset Postings ASKBN: initial screen
Periodic Asset Postings ASKBN: initial screen

In this there a posting from write up not yet posted.

Periodic Asset Postings ASKBN
Periodic Asset Postings ASKBN

Run the production run in back ground.

RAPERB2000 scheduled
RAPERB2000 scheduled

Should you get a message that no documents where posted in this run, execute the production run anyway!

Periodic Asset Postings ASKBN
Periodic Asset Postings ASKBN

Now the tests for closing are successful and you can start the production run AJAB.

Year-End Closing: test run without errors
Year-End Closing: test run without errors

Comparison AA/FI

Asset Portfolio (Current values)

You find reports for reconciling FI and AA and Preparations for closing.

AA Information System: Preparations for closing
AA Information System: Preparations for closing

Run Run the asset report using a sort version that shows the company code and BS account.

Asset Balances

S_ALR_87012041 Asset Balances, current book value
S_ALR_87012041 Asset Balances, current book value

Run the G/L Balances report.

G/L Account Balances

S_ALR_87012043 in AA is the  same report as S_ALR_87012277 in FI/GL (program RFSSLD00)
S_ALR_87012043 in AA is the same report as S_ALR_87012277 in FI/GL (program RFSSLD00)

Compare the account balances of both reports.