Authorizations & Roles

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Author(s)

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Verification

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Approval

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João Matos Machado
RtR BO Country Operator
Hugo Vinagre
RtR BO I&D Operational Specialist

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Klaus Henke
Regional Manager
Diann Shiver
WW O&M

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Michel Berger
Process Expert WW
Invest & Divest

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11/08/2015

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01/09/2015

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11/09/2015

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Version

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Date

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Description

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01

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25/04/2015

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New Document

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This document includes the necessary steps to run properly AFAB transaction for depreciation run used in the current ERP system (PF1PF2&WP1WP2).

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Reference Documents

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Site Service Excellence- ID Closing Management (

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Assets Assets

Asset closing statement):

SBSGBS-P-DRTR-09-006 ID Closing Management.doc

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FIAA FIAA

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FI-AA check

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GBS-OP-DRTR-09-016 Control of the Integration between FI- GL and FI-AA

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Definitions

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Responsibility

SBS GBS MAC SU: Manage and execution of depreciation runs and will perform the following steps:

• Check error list of depreciation run;
• executes Z1AANNUL ( For PF1PF2);
• Check differences between FI and FI-AA.
• Manages repetition and additional depreciation runs.

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This section describes the necessary steps for monthly and annual depreciation run and its prerequisites. Every asset transaction in the (PF1PF2&WP1WP2) System FI-AA component immediately causes a change of the forecasted depreciation. However, it does not immediately cause an update of the depreciation and value adjustment accounts for the balance sheet and profit and loss statements. The planned depreciation is posted to the general ledger when you run the periodic depreciation posting run. This posting run posts the planned depreciation for each posting level for each individual asset as a lump sum amount.

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Before the depreciation run starts (according to the document related to Assets closing statement), the following steps have to be executed and possible faults have to be corrected:

• All WBS elements of investment, demolition, preliminary study cost and start up cost projects have to be settled to asset under construction/completed asset or cost center
• The completeness of WBS element settlement has to be checked by using transaction ZZJP1000 (PF1 PF2 system) and ZWFAR577 - Not settled WBS elements (WP1 WP2 system)
• The periodic posting – transaction ASKB – has to be executed.
• In some cases, assets are not depreciated straight line with a defined useful lifetime. The depreciation depends on the number of production units.(Manual Depreciations)
• There could be several reasons for unplanned depreciation, e.g. the shutdown of an activity or impairment test.

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Procedure AFAB –Depreciation Run for both systems (

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PF2/

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WP2)

Menu Path

Accounting  Financial Accounting  Fixed Assets  Periodic Processing  Depreciation Run  Execute


Run AFAB – Depreciation Posting Run Transaction




Data to enter: Company code; Fiscal Year and Posting period
Flag: Planned Posting run
Do first in Test Run.

Then look for test run message, search in the bottom for this message.

Test run completed successfully.
Image Removed

To run it in actual always choose to execute it in background or Press F9.




The depreciation run is normally ran in FCC as part of the monthly closing.
If it has to be ran outside of schedule manager, executing in background above, you will receive a screen with "background print parameters."
Select print from page 1 to 1 then select the green check.
At the next screen, select "immediate" to send the job immediately.
You can check in FS10N to see the posting when the job is completed.

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Planned postings run for both systems (

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PF2/

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WP2)

Monthly and annual depreciation run are started automatically inside closure according to the established time schedule. The depreciation run generates the postings on accounts and cost centers.
Please refer to documentation link below for AFAB (Planned posting Run):
Once AFAB is processed it will generate the posting.
The generated and processed "Job sessions" in SM37 have to be checked next morning. Call up transaction SM37 and select user name"" and "insert the Job name "*RAPOST. If we have in SM37 a "Error " message we need to do a Restart of the AFAB.

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Repetition or Unplanned Run for both systems (

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PF2/

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WP2)

Normally neither repetition nor unplanned run are necessary. If it is unavoidable, contact the responsible colleagues in the IT IS department.
Take always into account, that a repetition run could have an impact on other parts of the closing procedure (e.g. cost centers or general ledger). Whenever we had already run the AFAB and some changes happen we need to repeat it again. Therefore, when we execute manually the AFAB we should flag the option "Repeat"

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Elimination Posting

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Transaction Z1AANNUL for

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PF2 companies only ( ZGF_AANNAM for Mercosur companies)

The current philosophy of accounts is based on numeric accounts for group and alphanumeric accounts for local purposes.
To make possible, that reports can display group or local values as well as the difference between both of them, a third account group is necessary. They are called elimination accounts, have always a letter in the first and a "9" in the last position.

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In order to filter the batch creation for Z1AANNUL (or ZGF_AANNAM) data and to assure that the Batch created in SM35 will respect the variant and the concerned fields information filled in transaction Z1AANNUL (ZGF_AANNAM), we must add always in the "INPUT FILE FOR RFBIBL00" field /var/extract/PF1PF2/assetfile_rfbibl00 followed by "_company code", as it follows:
/var/extract/PF1PF2/assetfile_rfbibl00_XXXX
Start a test run without generating a batch input session



Check balance on company code level; it must be zero!

If the balance is not zero, compare chart of accounts and entries in table
Z1ACO. Make sure that the table is completed.
If the balance is zero, start Z1AANNUL (or ZGF_AANNAM) again and generate a batch input session .

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Transaction SQOO for

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PF2/

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WP2

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Query: Z1A_CHECK_AFAB

We use this transaction to see if after the Depreciations had run in AFAB, any issue was detected for each company for PF1 PF2 system.


Click on Execute:

Insert the following fields

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After execute the transaction you shouldn't have no Data. Otherwise, it will inform you about the issue for the company you are analyzing.

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Transaction AFBP for

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PF2/

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WP2

In this transaction we can see the spool of all the depreciation posted. In this report we can check what was posted each month and in the previous months.
Between the two systems the only thing that be different (change) is the depreciation area where the documents are posted:
For instance:
For PF1 PF2 system we could have: area 01; 03; 50; 55; 57
For WP1 WP2 system we could have: area 02; 45; 46; 01; 32


Execute it:


After the depreciation were posted its necessary to proceed to the check FI-AA. See in the reference session the Link to the Operational Procedure.

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Exceptions to repeat depreciations after D-3

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• Depreciations that have an impact >50KEuros in the P&L
• Statutory closing period
• Merger-Divestment-Acquisitions closing period
• Technical issue Detected through Query Taba (issue on depreciation posting job, repetition in the period needed)
• Exceptional agreement provided by ID-Regional ManagerSU MAC I&D key user

End of document