Authorizations & Roles
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Author(s)
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Verification
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Approval
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Michel Berger
Process Expert
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21/08/2015
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24/08/2015
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24/08/2015
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Version | Date | Description |
01 | 24/08/2015 | New Document in Service Excellence |
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Table of contents1 Objective and Scope 1.1. Objective of this document This document describes the programs that need to be run to open a new fiscal year and to close the previous year in Assets Accounting. 1.2 Scope 2 Reference Documents 3 Definitions 3.1 Responsibility 3.2 Abbreviations 4. Main Part: Open and close a fiscal year in AA 4.1. Fiscal year change 4.2. Close the previous fiscal year-AJAB 5 ATTACHMENTS | Anchor |
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1| Anchor |
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Objective and Scope| Anchor |
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1.1. Objective of this document| Anchor |
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This document describes the programs that need to be run to open a new fiscal year and to close the previous year in Assets Accounting.
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1.2 Scope| Anchor |
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This operating procedure (OP) applies to
PF1PF2&
WP1 WP2 system and is only performed for companies that use the AA module.
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2 Reference Documents| Anchor |
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3 Definitions| Anchor |
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1 Responsibility- SBS BO SBS MASU is responsible to make sure that the needed programs have run, or run them otherwise.
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3.2 AbbreviationsPS: Project System (Sap SAP module)
WBS: Work Breakdown Structure of a project in SAP PS
MC: Material Code
AuC: Asset under construction
PM: Project Manager
CAM: Company Accountant Manager
SBS BO : Solvay Business Service Back OfficeSyensqo Business Service
MASU: Management Accounting Service Unit
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4. Main Part: Open and close a fiscal year in AA...
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4.1. Fiscal year change-AJRW
A fiscal year change is the opening of a new fiscal year for a company code. At the fiscal year change, the asset values from the previous fiscal year are carried forward cumulatively into 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.
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The fiscal year change can only be carried out (even in test mode) for the new fiscal year. The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year. You can choose any point in the new fiscal year for carrying out the fiscal year change. Before you can change to fiscal year YYYY, you must have already closed fiscal year YYYY - 2. You can have a maximum of two fiscal years open for posting at one time.
No business transactions can be posted in a new fiscal year before the fiscal year change. You can continue to post in the old fiscal year, even after the fiscal year change. The system automatically corrects any values that are affected by postings in the past. |
Note : this transaction is normally included in a job ! In this case, a mail with a Pdf file with the execution results is sent to the person in charge.
Enter transaction AJRW :
Enter all company codes needed, no selection on asset classes.
Select Program -> Exec. in background background
Remark: You can only carry out test runs with fewer than 1000 assets in the foreground. |
When should AJRW be run?
Create a job to run on the 1st of January at midnight (taking into account the different time schedules).
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4.2. Close the previous fiscal year-AJAB...
You use the year-end closing program to close the fiscal year for one or more company codes. Once the fiscal year is closed, you can no longer post or change values within Asset Accounting (for example, by recalculating depreciation). |
Note : this transaction is normally included in a job ! In this case, a mail with a Pdf file with the execution results is sent to the person in charge.
Enter transaction AJAB :
Enter all company codes needed, no selection on asset classes.
Select Program -> Exec. in background
Remark: You can only carry out test runs with fewer than 1000 assets in the foreground.
This transaction may be reversed if needed (This can only be done by a CTB Expert):needed - for a company code (all depreciation areas), with Transaction OAAQ
- for one or several depreciation areas within a company, with transaction OAAR.
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The system only closes a fiscal year in a company code if: - The system founds no errors during the calculation of depreciation (such as, incorrectly defined depreciation keys);
- Planned depreciation from the automatic posting area has been completely posted to the general ledger;
- Balances from depreciation areas that are posted periodically have been completely posted to the general ledger;
- All assets acquired in the fiscal year have already been capitalized;
Since this check does not make sense for assets under construction, you can prevent this check from being made for assets under construction by means of the asset class; - All incomplete assets (master records) have been completed.
The system lists any assets that do not meet the above requirements in the log of the year-end closing. The log also shows the reason for the errors.
Solutions for the following errors:
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Transactions not completely periodically posted
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In order to be possible to run the transaction AJAB, the ASKB must run first even if there are no amounts to post..
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Depreciation not posted completely in asset...
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In order to be possible to run AJAB, the AFAB must be run first.
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Insurable value could not be determined
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Index series "Zxx01" (where xx is the country code) in transaction S_ALR_87009182 was not updated for the new year
This table must be defined for the new year with the "Franc P" index. Open a fasconnect ticket to SIS IS update the table
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Asset XXXX is incomplete | Go to transaction AUVA. Just insert the company and run it. In here you can see a list of the incomplete assets and what needs to be completed. |
Note:
In order to prevent some errors, ASKB and AFAB should be run in TEST Mode and if any posting will arise from those transactions SBS BO MASU should ask to Locals the authorization to perform them in " REAL " mode . In that communication 3S MASU should attach the list of the errors
The errors must be solved until end of January.
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Make the following entries :
Company : XXXX
Report Date : DD/MM/YY (end of month of posting date)
Depreciation Area : XX (choose the one requested)
And 
The overall amount in column "Current Year" must be the same as the indicated on the local's request and analyzed by depreciation area:
If is different please check the amounts between this report, the excel file and list the assets number with differences.
When should we run AJAB?
A job should be created to run at day +11 (taking into account the different time schedules). The variants are already created for the previous year can be used, although the companies should be checked.
The deadline to run AJAB is the 11th working day (in January). If, after this date, locals need to do anything related to assets of the previous year, they will have to send a ticket to 3S MASU to open the AA module.
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5 ATTACHMENTS| Anchor |
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(N/A)
End of the OP.
