FI-AA-JA5 - Transfer of Asset. Table of Contents

Transcription

1 FI-AA-JA5 - Transfer of Asset Table of Contents Overview... 2 T1 Transfer of an Asset:... 2 T-1.1 Review notifications for transfer... 3 T-1.2 Run the Equipment Asset report and review the status is correct and relevant to transfer T-1.3 Prepare Asset Mass Transfer spreadsheet in Excel T-1.4 Transfer Assets T-1.5 Update the notification status to completed T2 Transfer within Dimension (Business Area, Fund, WBSE, and Segment) Change of Cost Center Appendix 1: Asset transfer template Appendix 2: Notifications Report and Reference Table Umoja Foundation Training FI-AA Job 5: Transfer of Asset 1/18

2 Overview This Job details the procedure for the transfer of an asset. Core procedure is the same, but depending if it is Budget Relevant or Non-Budget Relevant, we are using different Transaction Types. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * T1 Transfer of an Asset: The procedure and T-Code is the same for Budget Relevant and Non-Budget Relevant Transfer, however, different Transaction Types are to be utilised. The Business will decide the budget relevance of the posting to decide whether budget should be transferred or not 1. *** Important notes for Budget Relevant Transfer: Note 1: Before Actual Asset Transfer T-Code is executed, it is necessary to create Funds Pre- Commitment, and Fund Commitment. There will be a task defined in Notification for this purpose. Communicate details to respective Finance Officer on the receiving side and mark task completed when Funds Commitment activities are successfully completed. You can proceed with Asset Transfer while Funds Commitment is in progress. Note, however, all relevant document numbers so that you can refer to these transactions when recording the Revenue. Note 2: After Asset Transfer is completed, it will be necessary to manually record the Revenue. Please communicate with the respective Finance Officer on the receiving side to ensure any relevant revenue postings are recorded and, if necessary, funds are transferred from Non-Spendable to Spendable accounts. Keep the related Task in Notification open, until this is completed. Note: Tables with breakdown of Transfer Process, Notifications and Transaction Types are provided in Appendix for your easier reference. 1 Note in the case were FI elements are crossed (BA, Fund, Segment, Grant) the system generates a posting to (AR Due from/to). If it is not deemed budget relevant the amount will later be cleared by accounts through another posting (TBC). If it is deemed budget relevant it will be cleared by the postings coming via the FM funds commitment FI clearing documents. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 2/18

3 T-1.1 Review notifications for transfer 1. Log in to Umoja ECC. 2. Execute Transaction code IW59 to get the report on current Notifications in the system. 3. In the Notification Status ensure Outstanding and In process are checked 4. In Notification selection Select Notification Type P1 Umoja Foundation Training FI-AA Job 5: Transfer of Asset 3/18

4 5. In General Data/Administrative data select Coding UNASSN, for Coding Code either leave blank (if you will filter later in report, or you want to see all various Notifications) or use appropriaate code: UN03 (see Reference Table in Appendix 2). 6. In Others, make sure Layout is /ASSETNOTIF 7. You can, if necessary, in Location Data/ filter by Maintenance Plant 8. Alternatively, you can use list of Equipment numbers (if you know them) or list of Notification numbers for selection. 9. Execute report Umoja Foundation Training FI-AA Job 5: Transfer of Asset 4/18

5 10. Filter Notifications based on Type (if not identified in selection as PW) and Notification System Status (NOPR and NOPT) 11. Filter Notifications based on Notification User Status (ASGN) 12. You can export report in Excel form if more convenient to use. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 5/18

6 13. Review each approved (ASGN) Notification to confirm all relevant documents (approvals) are included and information is sufficient to proceed with Transfer. Coding block for receiving are should be either specified in the Description of the Notification, or included in the attached documents and approvals. You can view Notification with double-click on Notification Number. 14. Confirm Transfer Tasks has been created in the Notification, in Tasks tab, and assigned to Asset Accountant. Note that for Budget Relevant Transfer, there will be 3 tasks as in the screenshot. For Non-Budget Relevant Transfer, only Asset Transfer Task (Task No. 2) will be created. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 6/18

7 15. For all applicable Notifications, from the report itself, identify all Asset Numbers for Retirement, and corresponding Notification numbers and methods of retirement. You can verify Asset number in Notification, in Location data Tab. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 7/18

8 T-1.2 Run the Equipment Asset report and review the status is correct and relevant to transfer. 16. Execute Transaction code ZAAEQASREC to run report for Equipment and Asset Reconciliation. Use User Variant ZEQAS. Expand All Selections to limit selection of Equipment/Assets: You can restrict by Business Area or other specific elements: If you know Asset Numbers, the easiest is to copy them and paste in multiple selection, using Upload from clipboard: Umoja Foundation Training FI-AA Job 5: Transfer of Asset 8/18

9 17. Look for codes and descriptions in Status Number in User Status List and in User Status Description: 18. Code relevant totransfers is EQIT Equipment in Transit. If receiving party is ready for Equipment data enrichment (ready to move Equipment and/or Notification to next status) and Asset Transfer has not been completed, this has to be communicated promptly between parties and Asset Transfer completed at the earliest. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 9/18

10 T-1.3 Prepare Asset Mass Transfer spreadsheet in Excel 19. Prepare list of Assets for Transfer in Microsoft Excel, using up-to-date version of Asset Mass Transfer Template (Information and link included in Appendix), where in this template, each row represents one Asset: Reference Asset (and Sub-Number, if applicable) is the Asset Number for original Asset being transferred Populate values for receiving Asset (new asset to be created for receiving party): Cost Center, Fund, Grant, Investment Order, WBS Element Populate values for Document Date, Posting Date, Asset Value Date (this is effective Retirement (Deactivation) Date for originating party and Capitalisation Date for receiving party Populate Transfer Variant: Z2 if it is Non-Budget Relevant Transfer Z4 if it is Budget Relevant Transfer Mark X in Prior Year Acquisition or Current Year Acquisition, depending on when was the Asset originally acquired. 20. When all data is prepared for transfer, click on Save to Text File button in Excel. This will generate Text file for upload into Umoja (link to smple of generated text file is included in Appendix). Umoja Foundation Training FI-AA Job 5: Transfer of Asset 10/18

11 T-1.4 Transfer Assets 21. Execute Transaction code ZAA_MASS_TFR to start transfer of the asset. Make sure to check values as shown on screenshot (Execute in Foregroung, Test Run, Text File) and select file from your local disk, then process the request. 22. Review the report and make sure there are no errors (see also sample export file FI-AA JAS3 Asset Transfer Sample Test Report Export.xlsx ): 23. If report is OK, go back: Umoja Foundation Training FI-AA Job 5: Transfer of Asset 11/18

12 24. Leave all the settings as originally, except uncheck Test Run, and then process Transfer: 25. Verify there were no errors, and that new Asset with new Asset number was created, and Equipment was updated (see also sample export file: FI-AA JAS4 Asset Transfer Sample Posted Report Export.xlsx ): 26. In the above report, also note the Document Number for FI Posting, and using FB03 transaction, review posting documents: Umoja Foundation Training FI-AA Job 5: Transfer of Asset 12/18

13 27. Make sure to review all relevant Accounting Documents 28. Note that posted documents for Non-Budget Relevant (Z2) and for Budget Relevant (Z4) Transfers will be the same. The difference will be in Transaction Type (Z2/Z4) and the fact that Budget Relevant Transfer requires Funds Commitment and manual recording of Revenue. Please refer to your FM and FI colleagues to ensure these tasks are completed. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 13/18

14 T-1.5 Update the notification status to completed 29. Execute Transaction IW52 to start modifying Notification use the same Notification number identified in IW59 above or run IW59 again to list available Notifications. Enter Notification number and press Enter: 30. Start modifying the Notification, make sure to record comment Asset Transfer Completed as of , FI Document No in Description in NotificationTab. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 14/18

15 31. In Tasks tab identify Asset Transfer task that has been completed, add any comments to it as required, select the task line and click on Complete Task flag in the bottom of the screen to mark these tasks as complete. 32. Save Notification and exit. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 15/18

16 T2 Transfer within Dimension (Business Area, Fund, WBSE, and Segment) Change of Cost Center 1. To change Cost Centre only, execute transaction AS02, select Asset, go to Time dependent tab 2. Click on More Intervals. 3. Click on Add Interval Umoja Foundation Training FI-AA Job 5: Transfer of Asset 16/18

17 4. Set correct date when Cost Centre change is effective: 5. Set new Cost Centre 6. Save the record. Umoja Foundation Training FI-AA Job 5: Transfer of Asset 17/18

18 Appendix 1: Asset transfer template Please follow the link below or go to Fixed Assets Job s area and download the latest Asset Transfer Template file: ZAA_MASS_TFR Template v5.0.xlsm You can see a sample of Generated Upload Text File: FI-AA JAS5 Sample of Generated Transfer Upload Text File.txt Appendix 2: Notifications Report and Reference Table Sample of Notifications Report with various types of Notifications and Statuses: Sample of Notifications Report with various types of Notifications and Statuses extracted into Excel is provided in the following file, available in Fixed Asset Management Job s area: FI-AA JAS2 - Samples of Notifications relevant for Asset Accounting Reference Table for Asset Retirement, Impairment and Transfer is provided in the following file, available in Fixed Asset Management Job s area: FI-AA JAS1 - Reference Table - Asset Retirement-Impairment-Transfer Umoja Foundation Training FI-AA Job 5: Transfer of Asset 18/18