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Legacy Asset Transfer in

SAP via T_Code AS91

As the name implies, legacy asset transfer is the transfer or migration of assets from a
source(s) other than the target system. Meaning transfer of assets records currently
residing in a legacy system (or manually maintained) to a new (target) system. Either
through a new implementation or for other reasons, an organization may have the need
to transfer assets (master and transaction data) to the SAP system.

Several methods may be used to achieve this, depending largely on the volume of data.
For the purpose of this post, we will discuss the transfer of asset data through
transaction AS91, and the subsequent transfer to the General Ledger via T_Code
OASV.

1. Pre-requisite Configuration Settings

Certain configuration settings have to be in place before the actual migration can begin.
These pre-requisite are discussed below:

1.1 Set Company Code Status

Here we set up the company to a status that allows for asset data transfer. We set the
company to the status “test company code with data transfer always allowed”.

Follow the menu path below to do this:

IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer

— Set Company Code Status
1.2 Specify Sequence of Depreciation Areas

You define in this configuration step the sequence in which you would like the system
to update depreciation areas with values during asset transfer. You may sequence the
depreciation areas in any order; however, it is normal to rank the “book depreciation”
area first. Additionally, in sequencing, it is recommended to start with the non-
dependent depreciation areas before the dependent depreciation areas (those
depreciation areas that inherits depreciation terms from other depreciation areas). If you
are using one depreciation area, as is the case with some companies, then just maintain
that in this step.

You specify sequencing of the depreciation areas in the menu path below:

IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer

— Specify Sequence of Depreciation Areas

1.3 Specify Transfer Date/Last Closed Fiscal Year

One of the decisions you have to make in your fixed asset migration is to decide on the
migration date. This is usually the last date of the last closed fiscal year before the
migration (unless you are dealing with migration during the year). All asset postings up
to this date will be included in the migration. Where the transfer date is not equal to the
last day of the fiscal year, the system treats this as a transfer during the year.

You Specify Transfer Date/Last Closed Fiscal Year through the following menu path:

IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer

— Parameters for Data Transfer — Date Specifications — Specify Transfer
Date/Last Closed Fiscal Year
1.4 Specify Last Period Posted in Legacy System

In addition to specifying the transfer date above, if you are doing your migration during
the year, you have to specify the period of the last posted depreciation in your legacy
system, for your depreciation area.

You specify the Last Period Posted in the legacy system through the menu path below.

IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer

— Parameters for Data Transfer — Date Specifications — Specify Last Period
Posted in Previous System (Transfer during FY)
Or use Transaction OAYC

1.5 Define Transaction Types for Transfer of Open Items

If you have any open items (any assets under construction with line item management)
to migrate you need to define transaction types for that; skip this step if no open item is
involved.

You define transaction types for transfer of open items through the menu path below.

IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer

— Parameters for Data Transfer — Define Transaction Types for Transfer of
Open Items
Double click on each item to make the necessary settings.
1.6 Specify Entry of Net Book Value (No Accumulated Ordinary Depreciation).

If for any reason you do not have the values for accumulated depreciation in your
legacy system, but have instead, the net book values (may be through a valuation
process) then, the net book value may be entered instead, during the asset takeover
value entry.

Note, that the net book values can only be used if you are using the manual transfer
method and not when using the batch input interface RAALTD01.

You specify the entry of net book value through the menu path below.

IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer

— Parameters for Data Transfer — Options — Specify Entry of Net Book Value
(No Accumulated Ordinary Depreciation.)

Just flag the net book value indicator for your company code, in case you are using the
net book values for your value entry.

2. Create/Change/Display Legacy Asset (T_Code AS91)

Having gone through the pre-requisite configuration settings for legacy asset transfer,
let us now go through the asset transfer process.

Follow the menu path below to create/change/display legacy assets:

IMG — Financial Accounting (New) — Asset Accounting — Asset Data Transfer

— Manual Online Transfer — Create/Change/Display Legacy Asset
Or use transaction AS91

Maintain all the necessary tabs and fields.

Note: Capitalization date must be earlier than or same as transfer date maintained in
your configuration settings above.
After maintaining all the necessary fields, click on Takeover Values.
Enter the APC Value and accumulated ordinary depreciation (cumulative down
payment and cumulative unplanned depreciation if any).

Press enter, and save.

Notice that we created both the asset master and entered the takeover values in this
same step.

Repeat the process as many times as the number of assets.

2.1 Display the asset using AW01N

Use transaction AW01N (asset explorer) to display the asset.

3. Enter G/L Account Postings (T_Code OASV)

It must be noted that the transfer of legacy assets (asset takeover) in the above step, does
not update the corresponding asset reconciliation account in the general ledger. An
additional step “transfer balances” to the general ledger (T_Code OASV) is required to
align the asset sub ledger balances and the general ledger balances.

Follow the menu path below to do this:

IMG — Financial Accounting (New) — Asset Accounting — Preparing for
Production Startup — Transfer Balances
Or use transaction OASV.

Press enter
Debit: the APC value to the asset account
Credit: the accumulated depreciation to the accumulated depreciation account
Credit: the balance sheet transfer account with the difference representing the net book
value

Post your transaction.

3.1 Display GL Balances (FAGLL03)

Use transaction FAGLL03 to display the GL balances for the affected accounts.
Please do share your thoughts on this topic. We would love to hear your comments and
suggestions.

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This entry was posted in SAP FI, Tips and Tricks and tagged asset
accounting, Legacy asset transfer, SAP Asset migration. Bookmark the permalink.

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2 thoughts on “Legacy Asset Transfer in
SAP via T_Code AS91”
1. amit says:

September 18, 2017 at 3:33 pm

plz tell me how to crate gl for b/s trander .account

Reply

2. John Howard says:

November 21, 2017 at 3:29 pm

There seems to be an issue with your AS91 posting – shouldn’t the

accumulated depreciation amount be ( 2,500 ) instead of 2500.Read
that in conjunction with the Accounting Posting – the Net Value as
per the Accounting Posting is 7500 which is correct – the AS91
posting seems to be incorrect, Please confirm

Reply

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