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1. 4 Module 4 Impairment of Fixed Asset 42 gt 43 Receive Notification on Impairment T code IW59 49 Post Impairment Value T code ABAA 52 Revise Useful Life T code ASO2 I IH nemine eme 56 Module 5 Transfer the Fixed Asset 58 Asset Transfer without Inventory Managemeni nh nh ch 58 Asset Transfer with Inventory nh nh ch 70 Module 6 Retire Fixed Asset by Write Off or Donation 74 Review Notification on Retirement T code 59 81 Asset Write Off Donation Ki Ki Ki nen xu 85 Module 7 Retire Fixed Asset by Sale 90 Review Notifi
2. United Nations 1100000003 0 Land Fiscal year 2013 gt in local currency ad mm Year end 1 000 00 1 000 00 USD amp Cost Center UNIFIL Mvmnt Cntrl 5 1 CJ G L Account FA Land Cost 1 8 BIS Ee 4 nj E M a 00 250 Retirement of current yr acquis w o revenue i 250 Retirement of current yr acquis w o revenue D 250 nt of curre 50 Retirement of current yr acquis w o revenue 00 250 Retirement of current yr acquis w o revenue UN Umoja Training User Guide Asset Accounting Process Page 10 UME lja Module 01 Asset Accounting Process Overview training The Posted values tab displays posted changes in value and Depreciation that is posted or planned for each period For an asset the Asset Explorer screen displays information for Objects related to asset example related PO numbers G L accounts etc quos dcm L m EXDIOFn Asset 1000 1100000003 0000 Company Code E United Nations Ci Depreciation Areas Asset 1100000003 0 Land gz ii Bacao 8 UNIFIL Mvmnt Cntrl S amp G L Account FA Land Cost 00 0 00 000 USD 0 00 000 000 000 USD 000 000 000 000 USD x kk ok Ck Ck ok ok Ak Ck Ck ks ok ok ok ok ok Ck Ok ok ok ok ks ks ok ok ok Ck Ok
3. jPrft Segmet Profit Center UN Umoja Training User Guide Asset Accounting Process UML Page 22 umilja Module 02 Acquisition of Assets training 7 Populate the following fields in the Enter Asset Posting Add Asset item screen e Amount e Quantity It should always be 1 Click the More button Enter 50 in the PstKy field to credit the AuC accounts 10 Click the Fast Data Entry button 2 Document Edit Goto Extras Settings Environment System Help xi 4q eee SHH ELST FOSLIIICI F IU ASSEL IECCITi LALR ALIE i f 2 M edza Acct modell Fast Data Enty I Taxes G L Account 27163010 FA Vehicle Specialzd and AttachmntCost Company Code United Nations Trans Type 1200 Asset 3300000011 lo Motor Vehicle Mitsubishi L400 Minibus Trdg Part BA oder Asset 3300000011 o Nex P le m sy UN Umoja Training User Guide Asset Accounting Process Page 23 Module 02 Acquisition of Assets UME lja training 11 Check the posting on the Enter Asset Posting Display Overview screen Document Edit Goto Extras Settings Environment System Help h g 4B CAR BAR onoe mm 8 i Ace Drnefirs l Fers S L 7 LC x ASSEL FO 4 Li T L7 gt L i aj Or Vi d cw r E Display Currency Park document Acct model XFastData Entry EM Taxes Document Date 08 12 2014 Type aa Compa
4. Straight Line Actual Month _ E Cost Center ESCAP Transfer Tech G L Account W FA Building Fixed Cost After capitalizing the fixed asset the Facilities Planner user in Real Estate will create the corresponding Real Estate objects and link the fixed asset For more information reference Real Estate Portfolio Management Course CS325 x ko Ck ok Ak Ck Ck Kk ks ok ok Ck Ak Ck Ck ok S ok Ck Ck ok ok a ok UN Umoja Training User Guide Asset Accounting Process Page 40 Module 03 Depreciation of Assets UME Ja training Module 3 Depreciation of Assets UN will depreciate assets on monthly basis Both Depreciation and Impairment Loss are recorded in the General Ledger when a depreciation run is completed at the end of the month The accounting entries that will be posted are Debit Credit Debit Credit Accumulated Accumulated mm Impairment Depreciation Impairment Balance Sheet Balance Sheet Depreciation Expense Depreciation of Assets Process Prerequisites for Recalculate v Depreciation Run W Depreciation Depreciation j 7 in Test Mode Depreciation Run C JeompletedAucssettled OOOO JusefulliteUpdated JGoodReceipts Completed lt Jimpairments Recorded lt JtransfersRecorded RetremensReerded OoOo o o O All of these steps are preparatory steps that should be taken by each en
5. If the deactivation date is populated it means that the asset is already de recognized ASSE ae Dment PPAR V00N D06 ERE NEES SENS Asset Equipment Reconciliation Report Date 31 01 2015 M Date 09 01 2015 Asset Include NE Blan Code Incude a eae Te Company User Include List asse CoCode Fund Class Asset SNo Description Descrip 2 Capitalized on Func Area Sdown Equipment 1000 32AEL 470 4700000006 0 CT Scanner 08 01 2015 9700 F300 11294 11294 E Si 32ASL 000011 _14AC0002 Description C Equipment CatDesc mn 10014217 CT Scanner M UN Owned Serialized UN Umoja Training User Guide Asset Accounting Process Page 83 Module 06 Retire Fixed Asset by Write Off or Donation umilja training This report also indicates the method of Write Off in the User Status of the Equipment Asset Equipment Reconciliation qB eee BAR ooo mag m UE ACE ENS lt NERAU ee ees b f a Compnycode RH Asset number Subnumber Asset super number ettin dsS _ 5EtLIIQS Report date 31 01 2015 Equipment Number jo Equipment Category a Functional Location Object Type Plant Storage Location Material Group System Status s s s s s s s s UN Umoja Training User Guide Asset Accounting Process Page 84 UML
6. Include Day on which accounting was ent 15 12 2014 15 12 2014 201 Used Gds Recept 15 12 2014 15 12 2014 201 Used Gds Recept 15 12 2014 1 Verify that the displayed records are according to the selection criteria Asset Transfer To transfer assets T code ZAA MASS TFR can be used by uploading a text file with Asset information Enter Z1 as the budget relevant value and Z2 as the non budget relevant value in the Transfer Variant field 8 The Mass Asset Transfer screen is displayed Under the Execution Mode section select the Execute in Foreground radio button 9 Select the Test Run check box 10 Click the File name matchcode icon to find the required file to upload E program Edit Goto System Help lt eoe s 11 Click the Enter icon The transfer data is displayed in the test mode UN Umoja Training User Guide Asset Accounting Process Page 72 Module 05 Transfer the Fixed Asset training ni List Edit Goto Views Settings System Heb 9 lt 62 Investment M9 E H a sSer Valli 2 POSTING IWESEMENL WHS nen Document U wig Va n 000041159 iN GH 2 205 22 2015 12 Click the Back icon 13 Unselect the Test Run check box 14 Click the Enter icon The actual transfer data is displayed Ol gt FO a 003100000004 Sn 5 2 2 2015 Z2 Install Equipment Once received the e
7. oales Order will be processed with zero revenue and any handling costs as necessary This is only applicable to equipment De activate Equipment Real Estate Object x x ks ok ok ks ok ok ok ks ck ks ok ok ok ok ok ok ok ok Ck ok ok ok ok ok ok ok ok k ok ok UN Umoja Training User Guide Asset Accounting Process Page 89 Module 07 Retire Fixed Asset by Sale UMEI Ja training Module 7 Retire Fixed Asset by Sale This module includes the following key points e lf the retirement is through sale to a customer whether on a profit or loss it is performed through the Standard Order process in the Sales and Distribution module and manually entered in the Fixed Asset module e The retirement of the fixed asset by sale is performed using the T code ABAON This process involves the Asset Accounting Senior User Retirement Fixed Asset by Sale Physical Motrfy N h Notify h Prepare Sale Verification Equipment RE P Equipment RE Sale Approval Equipment RE Event Object Object ia S Notify De artivate Equipment to Equipment RE P Equipment RE Stock F f Order a by ect Ob ject E Umoja Step Fixed Asset module NND Step executed outside Umoja gt Umoja Step other modules Fixed Asset Role Physical Verification Event An asset that needs to be sold may be identified as part of the physical verification or triggered by a specific event Notify Equipment Real Estate Object C
8. om eee b 1600000208 FA06 Infrastructure Asset 1 United Nations E m 15 05 2013 119 500 00 650 Unplanned depreciation on current yr acqui 416 05 2013 120 000 00 250 Retirement of current yr acquis w o reve This transaction helps to review the fixed assets posted It can also be to review the accounting document Use the T code AWO1N to review the asset value Double click a transaction to review it UN Umoja Training User Guide Asset Accounting Process Page 87 Module 06 Retire Fixed Asset by Write Off or Donation UML lja training United Nations 1600000208 0 FA06 Infrastructure Asset 1 5 Ord zee Sinhala ei sfer of curr yr acquis L v 00 USD __ Unplanned depreciation on current yr acquisition B E PE 0 00 USD 250 Retirement of current yr acquis w o revenue 500 00 119 500 00 USD Review the accounting documents Alternatively this screen can also be accessed using the T code 803 and the document number generated IL 3 Jis l 800 thon cn Coenen etor ven cr Fiscal Year 2013 Posting Date 16 05 2013 Period 5 pe 10UNA _GMNR_ 1020LITAF 158c0001 278460105 Document nt Number 100000014 Fiscal Year Document Date 16 05 2013 16 05 2013 Period T1 Reference Ledger Group Doc 4100000014 FiscalYear SAFH 8 B lfa e m km Lem PK S Account Description 2 000002 70 27446010 0
9. Donated Right To Use Lens fi LL ant H ii us E gt Y gt L2 f PK BusA Acct 001 50 R400 0049101114 LT Right to Use Man 250 000 00 002 50 R400 0049101114 LT Right to Use Man 250 000 00 C 500 000 00 500 000 00 2 Line items Ben t GL Ind TType New co code UN Umoja Training User Guide Asset Accounting Process Page 34 umilja Module 02 Acquisition of Assets training 10 Click the Save button to execute 11 Lease capitalization is successfully processed and document is posted Document Edit Goto Extras Settings Environment System Help 9 oun anin an h T 7 2 a Over Document Date Type Company Code Posting Date 01 01 2015 Period Currency Document Number Fiscal Year Translatn Date Reference FA03 ACQUISITTON USD Amount 001 50 R400 0049101114 LT Right to Use Man 250 000 00 002 50 R400 0049101114 LT Right to Use Man 250 000 00 C 500 000 00 500 000 00 2 Line items 1 rem gt r Au INN 22 pstky count SGLind TIpe Newco code UN Umoja Training User Guide Asset Accounting Process Page 35 Module 02 Acquisition of Assets UME lja training Follow the steps below to review Financial Accounting document for fixed asset transaction 1 Populate the following fields in the Initial Screen e Document Number e Company Code e Fiscal Year 2 Click the En
10. Modenumer Constr yr mth l MaufPatNo ManufSerialNo UN 133 ENGINE 1FZ0625062 Asset Transfer For transfer of assets T code ZAA MASS TFR can be used by uploading a text file with Assets that are to be transferred The new asset master record can be checked using the T code 9503 To transfer assets with T code ZAA MASS TFR 1 The Mass Asset Transfer screen is displayed Under the Execution Mode section select the Execute in Foreground radio button Select the Test Run check box Click the File name matchcode icon to find the required file to upload UN Umoja Training User Guide Asset Accounting Process Page 68 umi lja Module 05 Transfer the Fixed Asset training Progam Edt Goto System Heb vi HB RQQR _ Mass Asset Transfer il Execution Mode Gi Exeaste in Foreground O Schedule Background Job v Test Run 4 Click the Enter icon The transfer data is displayed in the test mode q amp Tv o Ula BB Reference jR ference helerencu Amet baat Clan Sub Colt Cont Fund Grant Investment WBS Elemen Document D Posting Da Asset Valu Text Posting Pe Document T Transf 1000 00000310 0000011294 32AEL M1 32AEL 000036 S8 001179 2 2 2015 2 2 2015 2 2 2015 22 0000011294 32AEL M1 32AEL 000036 SB 001179 2 2 2015 2 2 2015 2 2 2015 z2 SB 001179 2 2 2015 2 2 2015 2 2 2015 z2 00000310 0000011294 32AEL M1 32AEL 000036 003100000029
11. Obsolescence IH Description Asset Write Off disposal by Sale 09 01 2015 16 25 36 EPSEDPMUSR EPSEDPMUSR EP5EDPMUSR Asset Write Off disposal by 09 01 2015 Sale 17 19 23 EPSEDDSPSLEL EPSEDDSPSLPL EPSEDDSPSLPEL Write off request has gone to LPSB ior Review 09 01 2015 17 23 31 EPSEDDSPSLPL EPSEDDSPSLPL EPSEDDSPSLPL LPSB Reviewing Request for Writeoft 09 01 2015 17 27 03 EPSEDDSPSLPL EPSEDDSPSLPL EPSEDDSPSLPL LPSB Reviewing Approved Request for Writeoff 6 Click the icon next to the Notific Status filed The Set User Status pop up window is displayed EJ change Se ervice Notifi cati on WO Dis Iisp 4mpairmt Keq 5 raer DG ST 0 toms Organization Contract frocoouee frs EN WVrite Off disposal by 7 Select Status and click the Back button The notification status is successfully change 8 Click the Save button Write Off or Donation Approval UN Umoja Training User Guide Asset Accounting Process Page 79 Module 06 Retire Fixed Asset by Write Off or Donation UM L1 training Administrative process is followed up to the point when approval is given by the authority with Property Management Delegation Notify Equipment Real Estate Object Equipment notification status is updated to indicate that case has been approved REWA Review Approved Real Estate Object status will be updated to indicate that case has been approved The process to update notification status is as fol
12. i a Asset Accounting Documents 1 1 0 0 ENSEM Asset 4700000006 8 CT Scanner Company code United Nations TTy Trans Type Text 34 500 00 225 Donation m m m m m m m m m UML training UN Umoja Training User Guide Asset Accounting Process Page 100 lja umilja Module 07 Retire Fixed Asset by Sale training Review Asset Accounting and G L documents T Code AW01N Use the T code AWO1N to review the asset value Double click the transaction to review the asset accounting and G L documents EXE Ai amp m M ope mg SRR II Ed 93 Planned values Book depreciation in local currency Value Fiscal year start Change Year end Crcy USD USD USD USD auam 4 gt 4 gt Objects related to ascot EIS S J 4 a C C e S Bes Eupment Transactions Es ng AssetValDate Amount TType Transaction type name z Loss Crey T WATOZSERVCES BEI oo USD T UNEP Div Ent Plc Imp Y PS Purchase Order 09 12 2014 Y Bs G L Account Notify Equipment RE Object T Code IW22 Equipment notification is updated to indicate that sale has been recorded It will not be possible to close the notification until the task for financial entry has been completed Real Estate Object status will be updated to indicate the sale has been recorded x ko
13. training ija Module 06 Retire Fixed Asset by Write Off or Donation Asset Write Off Donation To retire fixed asset by scrapping or donation use the T code ABAVN 1 Enter the asset number in the Asset field 2 Click the Transaction Data tab Enter the approval date in the Document Date field Enter the date in the Posting Date field Enter the posting date in the Asset Value Date field Enter relevant text in the Text field and press Enter E Transaction Edt Goto Extras Environment System Help k 4Bg eee SHAK no oe mm em fHec 2 f lt TfAet c f ke i nte ASSEL Transacti Jil ASSCL KOL je neni 7 4 Aap amg oo temet nee Seas PS Le tems Change company code Multiple assets 3 United Nations a CT Scanner Posting Date 09 01 2015 Asset Value Date Text EEE UN Umoja Training User Guide Asset Accounting Process Page 85 Module 06 Retire Fixed Asset by Write Off or Donation UM lja training Click the Additional Details tab Populate the following fields under the Additional Details tab e Document Date e Posting Date Click the Enter icon Enter the reference number in the Reference field 9 Note e For scrapping use 200 for prior calendar year acquisition and 250 for current calendar year acquisition e For donation use 220 for prior calendar year acquisition and Z25 for current calen
14. 05 2013 Company Code Include EQ 1000 List assets X CoCode Fund F 200LA 1000 20NUA 1000 20OLA 1000 32JMS 1000 1000 1000 1000 20NUA 1000 20OLA 1000 20NUA 1000 1000 20NUA 1000 10UNA 1000 1000 1000 1000 Note Func Area Funds Ctr Grant 11800009 11800009 11800013 15AC0001 11BD0009 11BD0009 11860012 11800009 11800009 11BC0005 11BC0005 11BC0005 11BC0005 11BC0005 11BC0005 10074 10456 10058 10101 10456 10074 10422 10456 10456 10109 10109 10109 10109 10109 Cost Ctr BusA GMNR 10074 P003 GMNR 10456 P018 GMNR 10058 P003 51 32JMS 000008 10101 P015 GMNR 10456 P018 GMNR 10074 P003 GMNR 10422 P018 GMNR 10456 P018 GMNR 10456 P018 GMNR 10109 P015 GMNR 10109 P015 GMNR 10109 P015 GMNR 10109 P015 GMNR 10109 P015 Asset 1200000000 1200000001 1200000002 1200000003 1300000000 1300000001 1300000002 1600000000 1600000001 3000000000 3000000001 3000000001 3000000002 3000000003 3000000004 3000000005 3000000006 3000000007 5140 Class 0 120 0 120 0 120 0 120 0 3100 0 3100 0 3100 0 160 0 160 0 610 0 610 1 610 0 610 0 610 0 610 0 610 0 610 0 Equipment Descriptn Ast typ Created by CGOTTLICHER DUSTUS CGOTTLICHER DUSTUS Created on 14 02 2013 20 02 2013 07 03 2013 09 03 2013 Q1R220Q1E220 11 02 2013 Q1R220Q1E220 11 02 2013 Q1R220Q1E220 11 02 2013 LUSTUS CGOTTLICHER NOSWAL LJUSTUS UUSTUS VAL PIT2 13 VAL PIT2 22 VAL PIT2 22 V
15. 1000 003100000030 0000 1000 5 Click the Back icon 6 Unselect the Test Run check box _ Mass Asset Transfer eon Execution Mode Execute Foreground O Schedule Background Job Fie path on local machine Excel File Text Fie C Users vvurde Desktop Temobte_E0008_Mass_Tran Fie name 7 Click the Execute icon The actual transfer data is displayed Mass Asset Transfer d amp TTY amp v la BB fi Reference Reference Reference Asset Numb Asset Class Sub Number Cost Center Fund Grant Investment WBS Elemen Document D Posting Da Asset Valu TS PSG Pe Docamen Ti Tranter 0000 1000 00000310 0000011294 32AEL M1 32AEL 000036 SB 001179 2 2 2015 2 2 2015 2 2 2015 00000310 0000011294 32AEL M1 32AEL 000036 SB 001179 2 2 2015 2 2 2015 2 2 2015 2 SB 001179 2 2 2015 2 2 2015 2 2 2015 22 0000011294 32AEL M1 32AEL 000036 003100000029 0000 1000 003100000030 0000 1000 00000310 UN Umoja Training User Guide Asset Accounting Process Page 69 Module 05 Transfer the Fixed Asset UML training Notify Equipment RE Object Install Equipment and then Close Notification Asset Transfer with Inventory Management The process to transfer assets with Inventory Management is as followed Alternatively it is possible to follow the same process as Asset Transfer without inventory management 4 gt Rebun Perform Generate P Equipment to Logistics Transter Inventory Transfer ra Repor
16. Ak ok ok Ck ok Ok Ak ok ok Ck ks ks ok UN Umoja Training User Guide Asset Accounting Process Page 120
17. Assigned Asset Property m aeee aj m Subnumber 9 Controing Ares 1000 Aspet Vester Class Fumeur Accaurt Assignment Descreton Create Asset Vester General Ledger Account 27142010 FA Furniture E045 2 04 7003 m Capitalization of Assets through Purchase Both Tangible and Intangible Assets are capitalized automatically at the time of Goods Receipt The trigger for capitalization is the point when the goods or services are received When Goods Receipts are created by users in the Supply Chain function the system automatically post the accounting entries to debit the Asset G L account that has been referred to in the PO When Service Entry Sheets for service receipts are created the system automatically posts the accounting entries to debit the Asset G L account that has been referred to in the PO UN Umoja Training User Guide Asset Accounting Process Page 15 Module 02 Acquisition of Assets UML training The corresponding accounting entries appears as follows Debit Credit Asset GR IR Purchase N Purchase Goods N Asset Asset Equipment Requisition de essa Order Receipt Capitalization pneg Installation Creation The Asset Accounting User uses the T code AS02 to ensure that the asset useful life is accurate and updated If the asset useful life cannot be defaulted based on the asset class the useful life will be 999 and it must be updated manually UN Umoj
18. Background Program menu item to run the simulation in the background Click the System menu The Background Print Parameters pop up window displays oelect LOCL gt Output Device menu item Click the Enter button q mat re eoe Gi opia OG Execute and Print Cp UN Umoja Training User Guide Asset Accounting Process Page 117 6 Click the Immediate button 7 Click the Save button Start Time Verify Depreciation Amounts After the job is performed check it by clicking the System menu and Own Jobs Step by Step Instructions Follow the steps below to verify the depreciation amounts 1 Click the Spool button Job Edit Goto Extras Settings System Help e 4H eoe SCAB mj FH OB Us GF spo0l Pstep ElAppicaton seves AE A A a EEUU Finished 2013 04 23 10 17 25 Appendix and Reference Information umrir training 2 Review the report in the Type column 3 Click the Job Log button to view errors and description UN Umoja Training User Guide Asset Accounting Process Page 118 lja um Ja Appendix and Reference Information training Perform Actual Run After all checks are complete and no errors exist click the Back button to go to the Depreciation Posting Run screen Note that this will run as an actual posting Step by Step Instructions Follow the steps below to perform the actual run 1 Uncheck Test Run under Parameters
19. Ck Ck Ck ok ok ok Ck Ck Kk ks ok ok Ck Ck Ck Ck ok Ak Ck Ck KS ok Ak ks ks Ck Ck ok kkk UN Umoja Training User Guide Asset Accounting Process Page 101 Module 08 Run the Asset Accounting Reports umilja Module 8 Run the Asset Accountino This module includes the following key points e The following are the Asset Accounting related reports o Asset Balances o Asset History Sheet o Ordinary Depreciation o Unplanned Depreciation o Changes to Asset Master Records o Asset Acquisitions Retirements Transfers Transactions o Asset Master Validation e he Asset Balances report is generted using the T code S ALR 87011963 e he Asset History sheet is generted using the T code S ALR 87011990 e The Ordinary Depreciation report is generted using the T code S ALR 87012006 e he Unplanned Depreciation report is viewed using the T code S ALR 87012008 e The Asset Master records changes are viewed using the T code AS03 e The Asset Transactions reports are viewed using the T codes S ALR 87012048 S ALR 87012050 S ALR 87012052 and S ALR 87012054 e he Asset Master Validation report is generted using the T code ZAAVALAS UN Umoja Training User Guide Asset Accounting Process Page 102 UML Module 08 Run the Asset Accounting Reports training Asset Balances T Code S ALR 87011963 This report displays the values of all assets in a depreciation area The user can filter and customize this report based on how he or she would li
20. GM Budget Release User releases the amount that has been received The user needs to ensure that there is always sufficient cash on the grant e The Budget Officer decides how and where to release the budget The budget document is created in Umoja using both GM and FM dimensions After it is approved the spending authority amount is reflected in the released budget on the grant e Assets are procured by users in the Supply Chain function e When the Purchase Requisition PR is created the shell of the Master Data record is created and automatically populated e After the Purchase Order PO has been approved the account assignment of the asset master record is automatically populated based on the PO Both Tangible and Intangible Assets are capitalized automatically at the time of Goods Receipt e he Asset Accounting User uses the T code ASO3 to ensure that the asset useful life is accurate and updated UN Umoja Training User Guide Asset Accounting Process Page 25 Acquisition Finance Lease Donated Right to use oS ra EE N Asset AST RE set up ae a Capitalization Object Equipment eee Creation Creation Revenue Donated right to use arrangements refer to situations where a donor gives the United Nations the right of use and occupancy of an asset either for some period of time or indefinitely without transfer of ownership and requires zero or a nominal payment very small payment in return An exampl
21. NN2EDDSPSLPL ct Tenai nF 1 HDGR Fn t Impairment of request HPSB for Review 11 12 40 04 35 03 NN2 SLPL NN2EDDSPSLPL lotri ois lory maj amt HPSB Reviewing Reques Q mpairment 6 Click the icon next to the Notific Status filed The Set User Status pop up window is displayed Notification 110000041 PW Equipment Impairment Notific Status NOPR NOPT 0515 H ese E poe UN Umoja Training User Guide Asset Accounting Process Page 48 UME J Module 04 Impairment of Fixed Asset training 7 Select HPSB HPSB Review 8 Click the OK button Set User Status uM Status with status no v C 05 HPSB HPSB Review V i C 06 AAPD Await approval decision a 07 REWA Review Approved 08 REWR Review Rejected 09 DINP Disposal In Process Status w o status no 9 The notification status is successfully change Notification 110000041 PW Equipment Impairment Notific Status NOPR NOPT OSTS 10 Click the Save button Receive Notification on Impairment T code IW59 To search the notifications execute transaction IW59 Using this transaction you can also run a report and find open notifications Identify the approved assets for impairment by running notifications report with variant including o Type PW o Coding UNWRIOFF UN09 o Status REWA Review Approved o Asset number Not Blank UN Umoja Training User Guide Asset Account
22. ck Ok ok k UN Umoja Training User Guide Asset Accounting Process Page 11 User Guide Module 02 Acquisition of Assets UME Module 2 Acquisition of Assets This module includes the following key points Fixed Assets can be acquired in the following three ways o Purchase Assets can be procured through the SRM portal Users in the Supply Chain Function initiate a procurement request in the form of a Shopping Cart o Self Construction Assets can be self constructed internally developed intangible assets and other capital projects These Assets are considered Assets under Construction o Donation Assets can be donated in kind with or without a grant Assets can be a Finance Lease Donated Right to Use This module includes the Asset capitalization process for standalone assets assets under construction and donated assets if B Purchase Purchase Asset Master Requisition Creation Order Update A E EH N Goods Receip t GE i Asset Useful Equipment x Capitalization Life Update Installation gt 9 Umoja Step Fixed Asset module gt gt Step executed outside Umoja gt gt Umoja Step other modules Fixed Asset Role UN Umoja Training User Guide Asset Accounting Process Page 12 training lja umilja Module 02 Acquisition of Assets Acquisition Assets though Purchase Purchase lt Purchase c ng N N N EN Requisition ES Order RE
23. for more than one reporting period and is material in value A loss in the future economic benefits or service potential of an asset over and above depreciation Intangible Asset An asset that is not physical in nature for example patents trademarks and software Tangible Asset tia thu that has a physical form for example machinery buildings or Useful Life The length of time that a depreciable asset is expected to be useable UN Umoja Training User Guide Asset Accounting Process Page 111 Appendix and Reference Information umilja Depreciation Transactions Before performing a depreciation run recalculate depreciation using transaction code AFAR The Financial Accounting Closing User reviews and finalizes any changes to the depreciation run Navigate to the Depreciation Posting Run screen using the T code AFAB Select the reason for posting run and perform depreciation as a Test Run first to verify Depreciation will be centrally run by OPPBA to post the monthly depreciation for the entire company code Umoja can perform four depreciation runs Planned Posting Run will be performed at each month end others will be performed on need basis Planned Posting Unplanned Planned Posting Run The UN will perform a depreciation run at the end of each month as part of the month end closing process Umoja checks that a prior month depreciation run has been posted before allowing the user to post current month depreciation Fo
24. indicator C Less Critical Sort feld Sales and distribution Sales Org Distr Channel MOTOR VEHICLE TOYOTA PRADO 2 UN Office at Narobi DSS Narobi CO Area 7 Click the Save button to save the notification Prepare Write Off or Donation Case Notify Equipment Real Estate Object Equipment notification status is updated to indicate that case has been submitted for approval Real Estate Object status will be updated to indicate that case has been submitted for approval The process to update notification status is as follows 1 Enter IW52 in the Command field 2 Click the Enter icon The Change Notification Initial Screen is displayed 3 Enter the notification number in the Notification field 4 Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 78 training UML lja Module 06 Retire Fixed Asset by Write Off or Donation Semice notficabon Edt Goto Extras Enyronment System Heb es eoe nun once BH om S Ch vice Notification WO Disp Impairmt Req Oraner 1B STOO sos Organization Contract selecton 5 Inthe Notification tab under the Subject section add information regards to the process flow in the Description field i e in cases the reservation was created refering to a notification add the earlier created reservation number Additional information can be added regards to the current status of the process Coding UNWRIOFF
25. shell to be created The diagram below shows the process UN Umoja Training User Guide Asset Accounting Process Page 13 Module 02 Acquisition of Assets UME J training Asset Account Assignment Category automatically selected Fixed Asset is created and capitalised at Goods Receipt YES Is Material Type ZAST CO Is Asset Account Assignment Category manually selected NO Fixed Asset is not created For acquisition of assets through purchase a requisition would log into the SRM portal and create a shopping cart For more detailed instruction of the requisitioning process please refer to the Requisitioning User Guide For materials with type ZAST the Account Assignment category will automatcally populate with asset in the field However for material type that is not ZAST asset must be manually picked in the Account Assignment Category shown below otherwise the item procured will not be an asset oelect the appropriate Asset Master Class UN Umoja Training User Guide Asset Accounting Process Page 14 UME Ja Module 02 Acquisition of Assets training Percentage 100 90 Fund mnm Accourt Assgnment Category base e Commiment tem 27152010 FA Furnture Cat Fund Center 10076 Il uwt Supe 5ct Earmaned Funds Order rm Doc ten 009 WBS Element m Real Estate Grant GUNR NOT RELEVANT GRANT 3 Functional Area 11800010 Dy n i Sappy Dung a Currently
26. to indicate the ownership situation of the asset for example purchased constructed donated finance lease controlled UN Umoja Training User Guide Asset Accounting Process Page 7 training Module 01 Asset Accounting Process Overview um lja Manual Val Reason Man Net W Val USD f net worth tax val Real estate and similar rights Tax Office Assmt Notice Tax No Assmt notc 4 j d Owned Constructed Owned Donated Owned Swap Leased Finance Commercial Leased Fin Right to U Nom Leased Fin Right to U Kind Leased Fin Right to U Sub Leased Finance Swap 0 WN Asset Master Data Depreciation Areas The Depreciation Areas tab tab H contains the following Master Data fields e Depreciation Key Default depreciation parameter given to the asset based on the pre configured depreciation settings for each asset class The depreciation key contains various depreciation parameters such as depreciation method period controls when to start stop the depreciation and acceleration parameters Enter ZSLA for straight line depreciation Note For assets that are not depreciated this field is automatically populated with 4000 No other fields need to be entered UN Umoja Training User Guide Asset Accounting Process Page 8 um L1 Module 01 Asset Accounting Process Overview training General Time dependent All
27. 006 2 Ba HA 3 asc Selections CI SS ee eee Total bal sheet acct for acquis and prod costs 27161010 Al 1 035 00 USD 141 75 UN Umoja Training User Guide Asset Accounting Process Page 105 Module 08 Run the Asset Accounting Reports umilja training Unplanned Depreciation T Code S_ALR_87012008 This report displays the value of unplanned depreciation of assets for a fiscal year To generate this report use the T code S_ALR_87012008 amp E m EB Mav m Z E asc Em selections Asset class 470 YKK emuepm m ENTIS UN Umoja Training User Guide Asset Accounting Process Page 106 uM Ja Module 08 Run the Asset Accounting Reports training Changes to Asset Master Records T Code AS03 This report lists the changes to the Asset Master record To find the list of users who modified an asset master record run the T code ASO3 Click the Environnent menu Change documents and On asset C Asset Edit Goto Extras Environment Settings System Help me z Display Asset A Asset values Subnumbers Screen layout gt Functional locations cc Y Asset 600000000 Equipment Class 160 Purchase orders Company Code 1000 Additional master data Ctrl F2 Time dependent _ Worklist gt Correction tems General data Description Help
28. 015 Created Date 09 02 2015 Company Code Include EQ 1000 Asset Class Include EQ 00000310 List assets X CoCode Fund Class Asset SN Asset description Descrip Capitalized on Deact Date AsstSupNo BusA Cost Ctr Int order WBS ele Funds Ctr Grant Func Area Sdown Equipmen 1000 32AEL 310 3100000028 0 MOTOR VEHICLE SOFTSKIN GVLP0760 01 01 2005 9500 F300 11294 11294 S1 32AEL 000011 14AC0003 10004644 1000 32AEL 310 3100000029 0 MOTOR VEHICLE ARMOURED LC105 01 01 2005 9500 F300 11294 11294 5 1 32AEL 000011 14AC0003 10004645 1000 32AEL 310 3100000030 0 MOTOR VEHICLE TOYOTA LANDCRUISER GX 01 01 2005 9500 F300 11294 11294 1 32AEL 000011 14AC0003 1000493C 15 Verify that the values in the report are according to the data stored in the asset master record and corresponding equipment master record UN Umoja Training User Guide Asset Accounting Process Page 67 Module 05 Transfer the Fixed Asset UML training 6 Classoverview Measuring points counters Equipment 099464 TH category M UN Owned Serialized Description MOTOR VEHICLE ARMOURED LCI05 5d Status AvB Valid From 04 02 2015 Valid To 31 12 9999 Object type Motor vehicles AuthorizGroup horeGroup _ Weight o o00 seedmeson Start up date 1 Start up date Acqustnvahie 25 000 00 6S5 Acquistion date 01 01 2008 Manufacturer lManufCounty
29. 01600000208 0000 _ 119 500 00 USD MO 10UNA GMNR _102POLITAF 158C0001 _ 3 00000370 27846010 001600000208 0000 500 00 USD MO 10UNA GMNR 102POLITAF 15BC0001 UN Umoja Training User Guide Asset Accounting Process Page 88 ulm aint lja Module 06 Retire Fixed Asset by Write Off or Donation Notify Equipment RE Object Use T Code IW22 to update Equipment notification to indicate that donation or Write Off has been recorded It will not be possible to close the notification until the task for financial entry has been completed Real Estate Object status will be updated to indicate the donation or Write Off has been recorded Asset Write Off De activate Close Notification Equipment RE Object Retirement of Asset Write Offs and Donation differ after Asset Accounting transactions are posted For Asset Write Off s Equipment and Real Estate Object are De activated Then Notification is Closed Asset Donation De activate Process Equipment RE Bring Equipment to Stock Sales Order Object Retirement of Asset Write Off s and Donation differ after Asset Accounting transactions are posted Bring Equipment to Stock It is necessary to bring equipment back to stock to be able to issue it for the Sales Order with zero revenue If the entity does not use Inventory Management status updates will only be reflected on the equipment side without any Inventory Management transactions Process Sales Order
30. 10000163 02 02 2015 Request to Repair Vehicle Mercedes Car 3100000020 S300 NOPR ORAS 450 w 10000169 04 02 2015 Transfer Fixed Asset 1 3100000028 F200 NOPR NOPT 0515 ASGN 10000171 04 02 2015 Transfer Fixed Asset 2 3100000029 F200 NOPR OSTS ASGN m 7 Double click the notificaiton number 10000150 26 01 2015 Request to Repair Vehicle M 3100000020 5300 NOPR NOPT ORAS 10000151 27 01 2015 3100000028 F200 NOPR NOPT 0515 10000153 27 01 2015 Transfer Fixed Asset 2 3100000029 F200 NOPR NOPT OSTS 28 01 2015 Transfer Fixed Asset 3 3100000030 F200 NOPR NOPT 0515 28 01 2015 Request to Repair Vehicle Mercedes Car 3100000020 S300 NOPR ORAS 2501 2015 eect to Renat Vahide terade ORAS 30 01 2015 Request to Repair Vehicle Mercedes Car 3100000020 S300 NOPR ORAS 31 01 2015 Request to Repair Vehicle Mercedes Car 3100000020 S300 NOPR 8 The Display Service Notification screen is displayed Review the notification details 9 Double click the Equipment number on the header UN Umoja Training User Guide Asset Accounting Process Page 65 Module 05 Transfer the Fixed Asset umilja training hoooois3 P1 Transfer Fixed Asset 2 gt NOPR NOPT 0515 Locauon Gata Ite RAE d5K5 ACUVIIES 53 es Equipment 19904645 j MOTOR VEHICLE ARMOURED LC105 Equipment has been uninstalled Second asset is ready for transfer 10 The Display Equipment Genearal Data screen is displayed Verify the equipment st
31. AL PIT2 22 VAL PIT2 22 VAL PIT2 53 The selection of data chosen for each report can be set in the initial screen 20 02 2013 27 02 2013 16 01 2013 12 02 2013 15 02 2013 13 02 2013 13 02 2013 13 02 2013 13 02 2013 13 02 2013 13 02 2013 xk kk ok ok ok Ck k ok Ck Ck ok ok ok ok ok ok Ck Ck Ck ok ee ok a a kk UN Umoja Training User Guide Asset Accounting Process Page 109 User Appendix and Reference Information umilja Appendix and Reference Information Key Transactions Transactions T Code Create Change and View Asset AS01 AS02 AS03 Capitalize Asset Navigate to the Depreciation Posting Run screen AFAB Post impairment value ABAA Retire fixed asset ABAVN ABAON Transfer fixed asset ZAA MASS TFR Run the Asset Accounting reports S ALR 87011963 S ALR 87011990 S ALR 87012006 S ALR 87012008 ASO3 S ALR 87012048 S ALR 87012050 S ALR 87012052 and S ALR 87012054 and ZAAVALAS UN Umoja Training User Guide Asset Accounting Process Page 110 UML lja Appendix and Reference Information Key Terminology Key Terms Description The deduction of capital expenses over an asset s life This method Amortization measures the consumption of the value of intangible assets In Umoja both depreciation and amortization are referred to as depreciation A criteria for structuring fixed assets from an accountin
32. Asset number Asset Subnumber Fiscal Year 2 Click the Enter icon lt a EE S JE p E Planned a Book depreciation i in local currency 1 5 1 h c Cost Center GB ESCAP Transfer Tech G L Account No postings for selected fiscal year MP FA Building Fixed Cos UN Umoja Training User Guide Asset Accounting Process Page 38 lja Module 02 Acquisition of Assets training 3 Click the Posted Values tab 4 The planned and posted depreciation for each period in the selected year is displayed on the bottom panel 8 B Asset 1000 1200001403 0000 Company Code Wo United Nations ES te en Areas A 1200001403 fo FA03 ESCAP Fin Leased Donated RTU Buiding WE Cost Center W ESCAP Tra ESCAP Transfer Tech Y G L Account There is no depreciation MP FA Building Fixed Cost V Asset has no values in fiscal year 2015 for area 01 fS UN Umoja Training User Guide Asset Accounting Process Page 39 Module 02 Acquisition of Assets umilja training 5 Verify that the posted and planned depreciation is properly calculated according to the asset net book value and remaining useful life Asset Edit Goto System 9 tH Asset EXpiorer B B WE E Asset 1000 1200001403 0000 C od United Nations e UI 1200001403 0 FA03 ESCAP Fin Leased Donated RTU Building 2222
33. Capitalized on This is defaulted to the day of the first acquisition posting to the asset This is the starting date for calculating the depreciation e Deactivation on This date is automatically populated when an asset is retired UN Umoja Training User Guide Asset Accounting Process Page 4 umr1ja training Module 01 Asset Accounting Process Overview Time dependent Allocations Origin Net Worth Tax Insurance General data Description Land Asset main no text Land Serial number EA each lAA n a hicktnriclh iManage SLUTICGTY Inventory Last inventory on Inventory note Posting information coptatzed on 20 05 2013 First acquisition on 20 05 2013 Pind retirement on Acquisition year 2013 005 Ordered on Asset Master Data Time Dependent The Time Dependent tab tab B contains the following Master Data fields Business Area Business Area in which the asset is reported on the balance sheet Cost Centre Area responsible for the asset s depreciation cost Fund Fund in which the asset is reported on the balance sheet Budget Period Budget period in which the asset was acquired Functional Area Used to classify revenues and expenditures of an organization by function It is used to derive the Segment under which the asset is going to be reported on the balance sheet Grant Grant in which the asset is reported on the balance sheet Funds Centre The organizat
34. Date AsstSupNo BusA Cost Ctr Int order WBS elem Funds Ctr Grant Func Area Sdown Equipment Description C Equipment CatDesc InvNo Ve 11000 5 32AEL 470 4700000006 0 CT Scanner 08 01 2015 9700 F300 11294 11294 S1 32AEL 000011 14AC0002 10014217 CT Scanner M UN Owned Serialzed Asset Sale To retire fixed asset by sale use the T code ABAON Asset sale will be recorded with respective revenue and the gain loss will be automatically calculated and posted If the postings are not correct the previous posting needs to be reversed using the T code AB 08 to find and reverse any transactions such impairment transfer retirement Use T code AWO1N to review the asset value Notify Equipment RE Object T Code IW22 Equipment notification is updated to indicate that sale has been recorded UN Umoja Training User Guide Asset Accounting Process Page 97 Module 07 Retire Fixed Asset by Sale um L1 training Post Retirement by Sale T Code ABAON To retire fixed asset by sale use the T code ABAON Asset sale will be recorded with respective revenue and the gain loss will be automatically calculated and posted If the postings are not correct the previous posting needs to be reversed using the T code AB 08 to find and reverse any transactions such impairment transfer retirement Use T code AWO1N to review the asset value To retire fixed asset by sale use the T code ABAON 1 Click the Transaction Data tab Enter the following details and
35. Impairment of Fixed Asset a 8 Physical Analyse Prepare Verification Possible Notify Notify Impairment Notify Event Impairment Equipment S Equipment Approval MD Reverse Notify N baia 3 t Posting due adco d otifications mpairmen t6 at ife Update nd dece The Impairment Process starts with Physical Verification Event Damage to an asset may be identified as part of the physical verification or triggered by a specific event Analyse Possible Impairment A determination needs to be made as to whether the asset can be repaired and if so whether the repair will bring it to the same level of service UN Umoja Training User Guide Asset Accounting Process Page 42 umilja Module 04 Impairment of Fixed Asset Notify Equipment The Plant Maintenance User creates Equipment notification IW51 for each equipment that should to be impaired notification type PW coding group UNWRTOFF code UNO9 Ifa repair is involved notification type P1 will be created with a task to create a notification type PW if an impairment is also needed Real Estate Object status will be updated to indicate it should be impaired The process to create notification is as follows 1 Enter IW51 in the Command field 2 Click the Enter icon The Create Service Notification Initial Screen is displayed 3 Choose Notification type and click the Enter icon Service notificati
36. S 7 q Creation Update Assets are procured by users in the Supply Chain function There are two ways to procure standalone assets Through the Material Master This is used for tangible assets such as equipment and real estate Through the Service Master This is used for all intangible assets When the Purchase Requisition PR is created the shell of the Master Data record is created and automatically populated At this point the asset number is generated by the system When the Purchase Requisition PR is created the shell of the Master Data record is created and automatically populated The shell is only created automatically if the material is type is ZAST This material type consist of materials that are expected to meet the 20 000 capitalisation threshold and an additional five categories of assets that have a lower threshold of 5 000 At this point the asset number is generated by the system After the Purchase Order PO has been approved the account assignment of the asset master record is automatically populated based on the PO The selection of items to be purchased generates the identification of the asset class and G L account to be used for recording the asset both tangible and intangible For entities with a capitalisation threshold lower than 20 000 or a non ZAST material type asset account assignment and asset class have to be selected manually by the user in order for the asset
37. a Training User Guide Asset Accounting Process Page 16 UME lja Module 02 Acquisition of Assets training Acquisition New Construction or Improvement W A ceatecost Allocate Collector Budget f o Q Procure Issue Review Create Sub P Goods and ZEN IOs Projects Assets Services from Stock Mlasfers g HC c Review i work Is Create Update Settle to ESI Clase Cost bos Technically Asset settlement Final Asset Useful Life collector Projects Complete Master Rule J Update The Assets under Construction AuC process accounts for self constructed assets internally developed intangible assets and other capital projects As long as Galileo is still in use the process differs between Peacekeeping and Non Peacekeeping e In Peacekeeping and Special Political Missions an Internal Order IO is used to identify individual AuCs for reconciliation purposes only At fiscal year end or at the completion of a project the value of the AuC will be entered directly into the Umoja General Ledger using the internal order In Non Peacekeeping entities a project or internal order is created to collect costs related to the AuC Goods and services are tracked against the project s Work Breakdown Structure Elements WBSE s or internal order Costs are settled monthly to the AuC When the project is completed the AuC is settled into the Final Asset e Service Orders may be u
38. ad PPPJ_01_AuC B Helpad PPPJ 01 AuC Asset main no text Asset Acquisitions Retirements Transfers and Transactions The reports below list different transactions such as Asset Acquisitions Retirements and Transfers Use the following T codes for the asset transaction reports e All Asset Transactions S ALR 87012048 e Asset Acquisitions S ALR 87012050 e Asset Retirements S ALR 87012052 e Asset Transfers S ALR 87012054 UN Umoja Training User Guide Asset Accounting Process Page 107 Module 08 Run the Asset Accounting Reports umilja training Asset Transaction T code S ALR 87012050 In this example we have used the T code S_ALR_87012050 to display the Asset Acquisitions report Report date 31 12 2013 Asset Acquisitions 01 Book deprec Created on 06 05 2013 Build Fixed Light Wh Vehicles AuC Infrastructure UN Umoja Training User Guide Asset Accounting Process Page 108 umrij training Module 08 Run the Asset Accounting Reports Asset Master Validation T code ZAAVALAS This report displays all relevant asset master fields including linkages to real estate objects for validation To view all UN assets in the Umoja ECC system open the Asset Master Validation Report using the T code ZAAVALAS This displays all relevant asset master fields including linkages to real estate objects for validation Asset Master Validation ff Report Date 31 05 2013 Created on 06
39. ales order is not equal to blank The notification has the sales order number to obtain the revenue UN Umoja Training User Guide Asset Accounting Process Page 95 Module 07 Retire Fixed Asset by Sale umilja training program Edit Goto System Help e eoe CHE coms PERSEY 2 IS U AM c YTES OT VANS T NEEN a va Fg H T B enr 7 _Not ALC A V Outstanding Postponed VIn process Completed Sel profi x p TETA L TR ca 7 B mm Lo m po mom oF m Lu 88 Tem o 5 s s s s s s s s s s s s s UN Umoja Training User Guide Asset Accounting Process Page 96 um lja Module 07 Retire Fixed Asset by Sale training To identify the de recognized assets execute an additional asset report This also helps verify whether the de activation date is populated If the deactivation date is populated it means that the asset is already de recognized even though the notification is closed Note Before posting the retirement verify if de recognized date is NOT populated Asset Equipment Reconciliation aTh BS H Asset Equipment Reconciliation 5 Report Date 31 01 2015 Created Date 09 01 2015 Asset Number Include NE Blank Company Code Include EQ 1000 User Status Include EQ EQDN List assets X CoCode Fund Class Asset SNo Description Descrip 2 Capitalzed on Deact
40. any Code 1000 United Nations d Areas Asset 3100000020 MOTOR VEHICLE MERCEDES BENZ E 300 Fiscal year Se JA Ae values Book depreciation i in local currency Value Fecal year start Change _ ae 64 260 00 64 260 00 USD 995 nn gt 200 00 200 00 USD Objects toasset gt 7 Equipment ES MOTOR VEHICLE MERCED mm 8j 8 v 85 Bj amp UNON Support SS Se 7 S jt Account Transactions FA Vehicle Light Wheeled AssetvalDate Amount TType Transaction type n Eoi Blu n 22 0 640 Unplanned depreciation on prior year acquisitions USD Reverse the Posting if due to Error T code AB08 If the postings are not correct the Asset Accountant Senior User can reverse the posting Follow the below steps to reverse the previous posting LE Transaction Edt Goto Environment System Help e v qH eee num nooooemm om UN Umoja Training User Guide Asset Accounting Process Page 55 Module 04 Impairment of Fixed Asset um L1 training Revise Useful Life T code AS02 The Asset Reviewer revises the estimated useful life of the asset in the asset master record using the T code AS02 if necessary Enter the Asset Number for the asset that has just been impaired Master data Depreciation areas Asset values Asset 310000020 Subnumber D Company Code 1000 Click on the Deprec Areas tab to update
41. ation and Location data tab __ 200177 001 ACUI building _ 10005598 MOTOR VEHICLE TOYOTA ong taRrorr te 09 01 2015 16 25 36 EPSEDPMUSR EPSEDPMUSR EPSEDPMUSR Asset Write Off disposal by Sale 7 19 23 EPSEDDSPSLPL EPSEDDSPSLPL EPSEDDSPSLPL Write off request has gone to LPSB for Review 09 01 2015 17 23 31 EPSEDDSPSLPL EPSEDDSPSLPL EPSEDDSFSLPL LPSS Reviewing Request for Writeoff 09 01 2015 17 27 03 EPSEDDSPSLPL EPSEDDSPSLPL EPSEDDSPSLPL LPSB Reviewing Approved Request for Writeoff 6 Click the icon next to the Notific Status filed The Set User Status pop up window is displayed Service notficaton Edt Goto Extras Emyironment System Help lt 606 ah AC ihe Bs Status d WITU 7 i 4 E eS Ste 7 Select Status and click the Back button The notification status is successfully change 8 Click the Save button UN Umoja Training User Guide Asset Accounting Process Page 62 UML Module 05 Transfer the Fixed Asset training Update Equipment Status Equipment status will be updated to EQIT In Transit when shipment occurs Review Notifications The Senior Asset Accounting Senior User identifies the assets that are ready for transfer by running notifications report IW59 with type is P1 code UNASSN UNOS status ASGN Request Assigned or beyond and asset number The process to report for open notifications is as follows 1 E
42. atus 11 Click the Back icon to navigate back to the notification Equipment 10008685 Description UN 133 ENGINE 1FZ0625062 UN Umoja Training User Guide Asset Accounting Process Page 66 UML Module 05 Transfer the Fixed Asset training 12 To identify the revenue from sales order perform the following steps e Inthe open notification double click the sales order number to open the document e Review the net value of the sale on top of the sales order Note the amount if necessary The notifications go through additional steps up to the actual shipment In order to identify the equipment assets that have been shipped another report ZAAEQASREC should be run to identify the equipment assets with status of EQIT The process to verify Asset and Equipment Master Data is as follows 13 Populate the following criteria e Company Code e Report Date e Asset Number e Equipment Number e Asset Sub number e RE Object ID e Asset Class e Equipment Category e Fund e Functional Location e Funds Centre e Object Type e Grant e Plant e Functional Area e Storage Location e Business Area e Material Group e Cost Centre e System Status e Asset Super Number e Status Change Date 14 Click the Execute icon The Asset Equipment Reconciliation screen is displayed lt 6 a es Asset Equipment Reconciliation FFF uUa Em 0 Asset Equipment Reconciliation ff Report Date 28 02 2
43. ayout 5 Click the Execute button to run the report The Display Serviece Notifications List of Notifications screen is displayed 6 Filter the notifications with the Status parameter UN Umoja Training User Guide Asset Accounting Process Page 64 umilja Module 05 Transfer the Fixed Asset training Display Service Notifications List of Notificatic Y D notato 5 fo 10000016 10 12 2014 Verfy Equipement 1350000000 S300 NOPR NOPT ASGN 10000122 20 01 2015 Request to Repair Vehicle 3100000004 5300 NOPR NOPT ASGN 10000123 20 01 2015 Vehicle repair request 3100000004 S300 NOPR NOPT ORAS ASGN R bes m H 10000125 21 01 2015 Vehicle repair request 3100000002 S300 NOPR NOPT ORAS 4501 10000126 21 01 2015 Repair vehicle 3100000002 S300 NOPR ASGN 10000127 21 01 2015 Repair Vehicle 3100000002 S300 NOPR ASGN 10000128 21 01 2015 Request to Repair Vehicle 3100000002 S300 NOPR NOPT ORAS ASGN 10000130 21 01 2015 Request to Repair Vehicle 3100000002 S300 NOPR NOPT ORAS ASGN 10000131 21 01 2015 Request to Repair Vehicle 3100000002 S300 NOPR NOPT ORAS 4501 10000132 21 01 2015 Request to Repair Vehicle 3100000002 S300 NOPR ORAS 450 10000134 22 01 2015 Request to Repair Vehicle 3100000002 5300 NOPR NOPT ORAS ASGN 10000136 22 01 2015 Request to Repair Vehicle 3100000002 S300 NOPR NOPT ORAS ASGN 10000137 22 01 2015 Request to Repair Vehic
44. b includes the lease information if applicable UN Umoja Training User Guide Asset Accounting Process Page 3 Module 01 Asset Accounting Process Overview umilja Deprec Area This tab includes information on the valuation of a fixed asset for a particular purpose Display Asset Master data amp j B Asset values Asset 100000008 D Land Class 110 Land Company Code 1000 General Time dependent Allocations Origin Net Worth Tax Insurance Leasing Deprec Areas Asset Master Data General The General tab tab A contains the following Master Data fields e Description A text that describes the asset e Additional Description This field is being populated for real estate assets with the site where the asset is located e Acct Determination It is defined at the asset class level It determines the reconciliation accounts in the G L as well as their offsetting accounts that are to be posted to when certain business transactions are carried out for the asset e Inventory number It contains the unique identifier of the asset in the legacy system e Quantity and Unit of Measurement UOM For UN all assets have quantity 1 and units each as assets are individually maintained and not grouped e Historical Indicator This is used to ensure the inclusion of an asset in the history report for assets e Inventory Indicator This is used to ensure the inclusion of an asset in the inventory listing e
45. by Step Instructions The process to depreciate assets is as follows Enter the required year in the Fiscal Year field Enter the required period in the Posting Period field Select the Planned posting run option under Reason for posting run Select the List assets option under Further options a de GM Od Select the optional fields Test Run Error Analysis under Parameters for Test Run UN Umoja Training User Guide Asset Accounting Process Page 113 Appendix and Reference Information UML training 6 Click the Execute button to perform a test run 0200 53A ew a guum P m Pa der e roy l st Ru Test Run JOutput List Only No Documents Main asset number UN Umoja Training User Guide Asset Accounting Process Page 114 UME Ja Appendix and Reference Information training Run in Test Mode and Foreground After errors are rectified run the simulation in the background for all assets Note that the system limits depreciation run to the first 1000 assets 9 Note Normally no error will be reported as Umoja will not allow documents to be posted which are not complete in all respects The status of the depreciation run is then displayed If there are any errors click the Error List button to review them we L PF Aa lic C LIn c L 7 FOI CC 3 7 coc n JUU 25 3 HFT BESE TESTRUN Posting date 31 03 2013 Date created 03 05 2013 SNo Ac
46. cation on Retirement T code 59 95 Post Retirement by Sale T Code 84 98 Module 8 Run the Asset Accounting Reports 102 Appendix and Reference Information 110 Koy Harris 619 110 Koy TEMNO TEM 111 um L1J Asset Accounting Process training Depreciation Transactions nnn nean tr 112 Module 01 Asset Accounting Process Overview umilja training Module 1 Asset Accounting Process Overview This User Guide can be used as a reference when performing Asset Accounting processes using the Umoja Asset Accounting process End to End High Level Process Umoja Asset Accounting deals with the accounting of fixed assets which is a subset of non current assets Umoja Asset Accounting encompasses the entire lifetime of a fixed asset The end to end Asset Accounting process is as follows Asset Master Date Maintenance Acquisition of Depreciation Revision of Assets d of Assets Useful Life Impairment Transfer of Retirement of of Assets Assets i Assets UN Umoja Training User Guide Asset Accounting Proc
47. ct det BusA Cost Ctr Fund Func Area Grant 120 P003 10058 200LA 11BD0013 GMNR P018 10456 20NUA 11800009 GMNR 310 P001 10323 20CUA 11800006 GMNR P015 10101 20SKB 11BC0005 GMNR 10162 20SKB 118D0006 GMNR 10162 20SKB 3 10162 20SKB 10162 20SKB 10162 20SKB 10162 20SKB 10162 20SKB 10161 20SKB 11800010 10162 20SKR 11RG0001 2 0 2 60 22 2 0 0 2 E 0 0 9 UN Umoja Training User Guide Asset Accounting Process Page 115 umr1ja training C O E os O rm Q C o pum 0 i 0 am C s C o Q lt If there are no errors the text run will complete successfully Sptem Hio 4H e gt gt OF OB KH n 2 z 3 gt Sera aud Ae Pas MEE p 4 lt d 33 Page 116 Id wlll t Bini TTE HHBHEHE 1144481481 222322282222222229282222 HEIDE HHHHHHHHHHHHHH TESTRUN User Guide Asset Accounting Process J ww UN Umoja Training um Ja Appendix and Reference Information training Run in Test Mode and Background After errors are rectified run the simulation in the background for all assets Step by Step Instructions Follow the steps below to run the simulation in the background for all assets 1 Click the Back button to revisit the previous screen 2 Select the Execute in
48. cument Edit Goto Extras Settings System Help o gt lt eoe Q9 L Display Document Data Entry View A A ipiplyCurenoy EE General Ledger View Data Entry View Document Number 1100000103 Company Code 1000 Fiscal Year 2015 Document Date 01 01 2015 Posting Date 01 01 2015 Period 11 Reference FAO3 ACQUISITION Cross Comp No TF Currency usp Texts exist n Ledger Group EJ se v S US ES 7 Selected document appears in Data Entry View section 8 Repeat steps 2 and 3 for the current document 9 The General Ledger View screen is displayed Document Edit Goto Extras Settings Environment System Help 9 lt 6606 B f Diply currency General Ledger View Data Entry View Document Number 100000103 Company Code 1000 Fiscal Year 2015 Document Date 01 01 2015 Posting Date 01 01 2015 Period 1 Reference FA03 ACQUISITION Cross Comp No 1 Currency usp Texts exist B Ledger Group 2 70 27142010 001200001403 0000 250 000 00 USD R400 32BKT S1 32BKT 000051 105RGNLDEV UN Umoja Training User Guide Asset Accounting Process Page 37 Module 02 Acquisition of Assets UME lja training Once the lease is capitalized you may reviewn the asset posted Follow the steps below to review the Fixed Asset Posted and Planned Depreciation 1 Populate the following fields in the Asset Explorer screen Company Code Asset
49. dar year acquisition 2 Transaction Edit Goto Extras Environment System Help 4qg 2gHgpR BAH Enter Asset Transaction Asset Retirement by Scrapping 3 Line items XChange company code Multiple assets S Company Code 1000 United Nations F B u Asset 4700000006 O 0 CT Scanner data Additional detais Partial retirement Document Date Posting Date 09 01 2015 Asset Value Date Text 7 Click the Simulate button to run the post as a simulation 8 Click the Save button to run the transaction when it is ready to post A document number is generated UN Umoja Training User Guide Asset Accounting Process Page 86 umilja Module 06 Retire Fixed Asset by Write Off or Donation training gt Tramsact n Edt Goto Extras Environment Sistem Heb qa eoe D18 BESS om 7 I A r Cf r amp C ir Kies e e lt E LET V f fie P Wi x B v gt E A TA Ty ae 7 se s ANUS FC rats B wy FA06 Infrastructure Asset 1 250 Retirement of current yr acouis w o revenue If the postings are not correct the previous posting needs to be reversed using the T code AB0O8 to find and reverse any transactions such impairment transfer or retirement Transaction Edit Goto Environment System Help e num
50. dicate that case has been submitted for approval The process to update notification status is as follows Enter IW52 in the Command field Click the Enter icon The Change Service Notification Initial Screen is displayed Enter the notification number in the Notification field ad oz Click the Enter icon C Service notification Edt Goto Extras Envronment System Heb Vw Change Service Notification WO Disp Impairmt Req A rate P 8 amp Qb status Organization Contract selection 00 g Notific Status NOPR NOPT 05 5 n WRRQ Z 5 In the Notification tab under the Subject section add information regards to the process flow in the Description field i e in cases the reservation was created refering to a notification add the earlier created reservation number Additional information can be added regards to the current status of the process UN Umoja Training User Guide Asset Accounting Process Page 92 umilja Module 07 Retire Fixed Asset by Sale _ Subject i Coding UNWRTOFF UNO2 Obsolescence H Description Asset Wrte Off dsposal by Sale 23 38 Ly 51C gt 18 17 2015 17 19 23 If aie as LEFOGLILJASEFEA2JLIIl Write off kequest has gone to LPSB for Review 6 Click the icon next to the Notific Status filed The Set User Status pop up window is displayed a Change Service Notification WO Disp Impairmt Req W A Grate 7 i s
51. ding To describe the type of maintenance that is needed for this notification Description Enter a short description of the notification in the Description field Enter the description details in the text box under the Description field 5 Click on the Location Data tab Note If you have provided the equipment number or functional location in the Notification tap some or all of the below information will be pre populated based on the equipment master record and will need to be updated to reflect financial details of Funding source UN Umoja Training User Guide Asset Accounting Process Page 91 Module 07 Retire Fixed Asset by Sale umilja 6 Populate the following fields e Under the Account Assignment section Company Code Business Area Where tasks are carried out This is applicable only if the Business Area field is available Cost Centre The one that is responsible for the charges resulting from the maintenance activities In case of request for equipment assignment this would be the requesting Cost Centre Asset In certain cases i e maintenance of functional location the maintenance cost could be charged against asset so the asset number has to be specified 7 Click the Save button to save the notification Prepare Sale Case Notify Equipment Real Estate Object Equipment notification status is updated to indicate that case has been submitted for approval Real Estate Object status will be updated to in
52. dule 04 Impairment of Fixed Asset UML training Location data MaintPlant KEO0 UN Office at Nairobi Location Room Plant section Work center ABC indicator c Less Critical Sort field Sales and distribution Sales Org Distr Channel Division Account assignment Company Code 1000 United Nations New York Asset 3100000020 0 MOTOR VEHICLE MERCEDES BENZ E 300 Business Area 5300 UN Office at Nairobi Cost Center 11182 JINON Support SS CO Area 1000 WBS Element SettlementOrder 7 Click the Save button to save the notification Prepare Impairment Case Process is applied to determine the impairment amount and any other information to prepare the impairment case Notify Equipment Real Estate Object Plant Maintenance User updates Equipment notification status IW52 to indicate that case has been submitted for approval and throughout the different status in the approval process Real Estate Object status will be updated to indicate that case has been submitted for approval and throughout the different status in the approval process The process to update notification status is as follows Enter IW52 in the Command field Click the Enter icon The Change Service Notification Initial Screen is displayed Enter the notification number in the Notification field por AD wc ut Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 46 UME lja Module 04 Impairment of Fixed Asset
53. e it for the Sales Order with revenue If the entity does not use Inventory Management status updates will only be reflected on the equipment side without any Inventory Management transactions Process Sales Order oales Order will be processed with revenue and any handling costs as necessary If the entity does not use Inventory Management the equipment will not be issued to the Sales Order Instead the equipment number will be manually referenced in the Sales Order Review Notification on Retirement T code IW59 The Asset Accounting Senior User is informed to take action Use transaction IW59 to identify the assets that have been sold by running notifications for type PW status DPCO Disp Impairmt Completed and asset number and sales order not equal to blank The notification has the sales order number to obtain the revenue To identify the assets that have not been de recognized an additional asset report could be executed to verify whether the de activation date has been populated Use t code ZAAVALAS to run report If the deactivation date is populated it means that the asset has already been de recognized even though the notification has not been closed To search the notifications execute transaction IW59 Using this transaction you can also run a report and find open notifications e Identify the following assets that are sold by running notifications o Type PW o Status DPCO Disp Impairmt Completed o Asset number e S
54. e of a donated right to use arrangement classified as a finance lease A government agency donates to the United Nations a right to use a 2 000 square meter office building for a 40 year period Because the Asset is not created automatically it must be manually created by the Asset Accounting User Asset Master Creation T code 4501 The Asset Accounting user manually creates the asset through transaction code ASO1 Insert necessary data entries for General Time dependent Net Worth Tax Deprec Areas tabs Asset Master Creation Asset Capitalization Follow the steps below to create Fixed Asset Master record 1 Enter AS01 in the Command field 2 Click the Enter icon The Create Asset Master Data screen displays 3 Populate the following fields in the Initial Screen e Company Code e Asset Class 120 Build Fixed e Number of similar assets 1 Click the Enter icon Click the General tab Enter asset description in the Description filed E Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 26 Module 02 Acquisition of Assets UML umilja Module 02 Acquisition of Assets training E L Asset vaes INTERN 00001 o 120 8 Click the Time dependent tab 9 Populate the following fields e Cost Centre e Fund e Grant 10 Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 27 Module 02 Acquisition of A
55. ess Page 1 User Guide Module 01 Asset Accounting Process Overview umtya Enterprise Roles amp Responsibilities The following roles are involved in the Umoja Asset Accounting process Enterprise Roles System Activities Non System Activities Financial Creates updates and Accounting maintains the fixed Asset Asset Master Data posts manual Accounting User acquisitions and or verifies certain acquisition transactions Financial Is responsible for asset Accounting retirements transfers and Asset impairments Accounting Senior User Performs settlement to assets under construction and final assets Is responsible for the Year End Closing process to close the financial year at the Company Code level Runs the fixed asset depreciation and financial accounting revaluation IPSAS requirement Financial Is responsible for the Accounting reclassification of receivables Closing User and payables and balances the carry forward processes on an annual basis Manages the Special Period documents Runs the revaluation of Purchase Orders POs and earmarked funds as well as other closing processes in Funds Management UN Umoja Training User Guide Asset Accounting Process Page 2 umilja Module 01 Asset Accounting Process Overview Asset Master Data Overview Asset Master Data T Codes The T codes to create change and display an asset master record are T Code Description aa Create Asset Master Reco
56. fering to a notification add the earlier created reservation number Additional information can be added regards to the current status of the process Coding UWNRTOTE N02 Obsolescence H Asset Write Off disposal by Sale 09 01 2015 16 25 36 EPSEDPMUSR EPSEDPMUSR EPSEDPMUSR Asset Write Off disposal by Sale 09 01 2015 17 19 23 EPSEDDSPSLEL EPSEDDSPSLPL EPSEDDSPSLPL Write off request has gone to LPSB ior Review 09 01 2015 17 23 31 EPSEDDSPSLPL EPSEDDSPSLPL EPSEDDSPSLPL LPSB Reviewing Request for Wrireoff 09 01 2015 17 27 03 EPSEDDSPSLPL EPSEDDSPSLPL EPSEDDSPSLPL LPSB Reviewing Approved Request for Writeoff 6 Click the icon next to the Notific Status filed The Set User Status pop up window is displayed 7 ve 4 d Gre DP STE Gsm Notification 10000088 rw SSE Notific Status NOPR NOPT 0515 5e rv c raer l I EET win a De E c yems Ty d D f EJE aj vi faiigge CI VICE 2 0947k1 ication W 2 l el TIE Mc Fi UE Keq _ Organization Contract 7 Select Status and click the Back button The notification status is successfully change 8 Click the Save button UN Umoja Training User Guide Asset Accounting Process Page 94 Module 07 Retire Fixed Asset by Sale UML training lja umilja Module 07 Retire Fixed Asset by Sale Bring Equipment to Stock It is necessary to bring equipment back to stock to be able to issu
57. ff Imparment Process ess Codes UN09 Impairment 10000751 a WORSE dsm Organization Notification ioooooai Jen Eaunment moame fj Notific Status NOPT 0515 isa Items Tasks Activities Sales Functional iic 250423 007 02 007 02 Block G Top Floor Equipment MOTOR VEHICLE MERCEDES BENZ E 300 17 12 2014 02 53 38 NN2EDPMPLAN NN2EDPMPLAN NN2EDPMPLAN Equipment Impairment needed 17 12 2014 04 28 05 NN2EDDSPSLPL NN2EDDSPSLPL NN2EDDSPSLPL t of request has gone to HPSB for Review 17 12 2014 04 35 03 NN2EDDSPSLPL NN2EDDSPSLPL NN2EDDSPSLPL HPSB Reviewing Request for Impairment 17 12 2014 04 41 22 NN2EDDSPSLPL NN2EDDSPSLPL NN2EDDSPSLPL Note Double click the equipment number to verify the status of the Equipment UN Umoja Training User Guide Asset Accounting Process Page 51 Module 04 Impairment of Fixed Asset UME training Display Equipment General Data Y Ha 80 du Class overview Measuring points counters Equipment 10000751 CM Category M UN Owned Serialzed Description MOTOR VEHICLE MERCEDES BENZ E 300 B Status INST EQMT IH Valid From 27 10 2014 Valid To 31 12 9999 Structure Warranty SerData Location Organization General data s gt Object type 25100000 Motor vehicles AuthorizGroup 100 Support Services Weight 0 000 a Size dimension Inventory no E Start up date Refere
58. for Test Run 2 Perform the same steps for the background run 9 Note The background run will run as an actual posting S Progam Edt Goto Hebd e 4H eoe Bun vooo0omm OS UN Umoja Training User Guide Asset Accounting Process Page 119 umr1Ja training Appendix and Reference Information Review Postings Review depreciation postings Monthly depreciation is shown as Ordinary Depreciation and Impairment is shown as Special Depreciation Use the T code SMX to search for previous depreciation runs executed by the current user 03 09 2013 02 28 2013 POLS 10101 P015 10162 POLS 10162 POLS 10162 POLS 10162 POLS 10162 POLS 10162 POLS 10162 POLS 10162 POLS 10161 P018 10456 P018 10456 P018 10456 P018 10456 POLS 10456 P010 10456 POLS 10456 P018 10456 POLS 10456 P018 10456 205EB 118C0005 203KB 11BD0006 205KB 11BD0006 205FB 11BD0006 205KB 11BD0006 205KB 11BD0006 205KB 11BD0006 20SKB 11800006 205KB 11BD0006 203KB 11BD0010 20NUA 11BC0007 20NUA 11BC0007 20NUA 11BC0007 20NUA 1180007 20NUA 11BC0007 20NUA 118C0007 20NUA 11BC0007 20NUA 118C0007 20HUA 11BC0007 20NUA 11BC0007 lt Ordinary Ordinary deprec Ordinary deprec Ordinary deprec Ordinary deprec deprec Ordinary deprec Ordinary deprec Ordinary deprec Ordinary deprec Ordinary deprec ko Ck Ck Ck ok ks ok Ck Ck ok ok ok Ck Ck Ck Kk
59. g point of view Every asset has to be assigned to exactly one asset class The asset Asset Class class is used to assign the assets and their business transactions to the correct G L accounts A criteria for structuring fixed assets from an accounting point of view Every asset has to be assigned to exactly one asset class The asset Asset Class class is used to assign the assets and their business transactions to the correct G L accounts The process to account for self constructed assets internally developed intangible assets and other capital projects which are mainly of long duration and high dollar amount Assets under Construction The process to account for self constructed assets internally developed intangible assets and other capital projects which are mainly of long duration and high dollar amount Assets under Construction The recording of business expenditures as assets because their Capitalization occurrences produce benefits for the business for more than a financial year The diminution in the value of an asset due to the normal wear and tear Nanreciation over the life of the asset It is calculated on a straight line basis over the p period of the life that is stored in the asset master data This method measures the consumption of the value of tangible assets The point where assets are deemed available to use and depreciation starts Fixed Assel A subset of non current assets that can be used
60. ication status is successfully change Click the Save button Review Notification on Retirement T code IW59 To identify the ones that have not been de recognized a ZAAEQASREC report needs to be executed to verify whether the de activation date has been populated the deactivation date is populated it means that the asset has already been de recognized Identify the approved assets for donation by running notifications report IW59 including e Type PW e Coding UNWRTOFF e Status REWA Review Approved or beyond e Asset number e Sales order not equal to blank UN Umoja Training User Guide Asset Accounting Process Page 81 Module 06 Retire Fixed Asset by Write Off or Donation umilja training program Edt Goto System Help ef 4B CHK S X 7 FES V LARES AMET SEI Y I YY RON f Dee 3 c i d how REA m a m PFA Ld ncs Los 2u E Ibi Ls mo E D ra L mm L AN Lu nois ow m L UN Umoja Training User Guide Asset Accounting Process Page 82 umrija Module 06 Retire Fixed Asset by Write Off or Donation training The approved notifications go through additional statuses to perform the actual donation Therefore some of the items identified in this report may be previously de recognized as assets e To identify the de recognized notification execute the ZAAEQASREC report to verify whether the de activation date is populated
61. ing Process Page 49 Module 04 Impairment of Fixed Asset umrij training e The impairment financial entry is the last step in the impairment notification therefore all notifications in the query are still pending L program Edit Goto System Help BHR EB OB LISDiIawv Ser fice Notiticatior lt 5 7 OF NoOtiTications Reference date Coding Coding Code Priorit Reported by Changed by Status Excluded Main work center Plant for WorkCenter Planning plant Planner group TechInspection by TechInspection on Required Start Required End Completion by date S m Note Before posting the retirement verify if de recognized date is NOT populated Report is displayed showing all open notifications based on the entered selection parameters UN Umoja Training User Guide Asset Accounting Process Page 50 UME lja Module 04 Impairment of Fixed Asset training e 4He6oe DAR mm L Hay SE vice INOLITICaLIOTQ NODITIcauqon4 AX 7 NES XR A ge Fr Mc v n 4 Z G A Wo Ej Notification ES SO ate nie rel e M nece Z2 Vom Cong Code group text Co Coding code text Equpment UNWRT Write e O
62. ional level at which the budgets are stored It indicates the budget source for the acquisition of the asset Asset Shutdown Used to stop the depreciation of an asset UN Umoja Training User Guide Asset Accounting Process Page 5 Module 01 Asset Accounting Process Overview UML lja training Not Relevant Grant UNIFIL Mvmnt Cntri S Asset Master Data Allocations The Allocations tab tab C contains the following Master Data fields e Asset Super Number Identifies the IPSAS class that the asset belongs to It is defaulted from the Umoja asset class 4 Urigir m WEL VWVYOIUI TGA UN Umoja Training User Guide Asset Accounting Process Page 6 um lja Module 01 Asset Accounting Process Overview training Asset Master Data Origin The Origin tab tab D contains the following Master Data fields e Vendor Identifies the name of the vendor from whom the asset was acquired e Original Asset Identifies the asset number prior to the asset transfer if the asset was acquired through a transfer Vendor Manufacturer Asset purch new Purchased used Trading Partner Country of origin Type name Acq on Orig Acquis Year Original value USD In house prod perc Account assignment for investment Investment Order WBS element Asset Master Data Net Worth Tax The Net Worth Tax tab tab E contains the following Master Data field e Property Indicator Used
63. ke to view assets To generate this report use the T code S ALR 87011963 List Edt Goto Settings System Heb 4H eee BD AC Ag FTAA lt HE LH easet Asset Balances 01 Book deprec Report date 31 12 2013 Created on 07 05 2013 re Asset UN Umoja Training User Guide Asset Accounting Process Page 103 Module 08 Run the Asset Accounting Reports umilja training Asset History Sheet T Code S_ALR_87011990 This report is the most important and most comprehensive asset report for the year end closing or for an interim financial statement This report contains information from opening balances to the end of the year This report contains information from opening balances to the end of the year To generate this report use the T code S_ALR_87011990 7 List Edit Goto Settings System Help d4 4 n GL SE 2 ALAA Bee LH assets Report date 31 12 2013 Asset History Sheet 01 Book deprec Created on 07 05 2013 In compl w EC directive 4 13 col wide version complete 1000 PO18 8000000 27146010 160 0 00 0 00 0 00 0 00 UN Umoja Training User Guide Asset Accounting Process Page 104 UME Module 08 Run the Asset Accounting Reports training Ordinary Depreciation T Code S_ALR_87012006 This report displays the value of ordinary depreciation of assets for a fiscal year To generate this report use the T code S_ALR_87012
64. l Fast Data Enty E Taxes G L Account f 49101114 LT Liability Right to Use Manual Company Code 1000 United Nations Kemi Gredtentry 50 7 Amount EXAM USD Fund 32T BP JM 3 Cost Center Grant 1 32BKT 000051 Functional Area 19AC0002 Funded Program sB 000445 Funds Center 11351 Commitment Item 49101300 Purchasing Doc Assignment Calculate tax 7 Populate the following fields in the document Second Line Item for the capitalization of fixed asset e PstKy Asset Posting Key e Account Asset Account e Type Asset Transaction Type 8 Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 32 UML lja Module 02 Acquisition of Assets training Edt Goto Extras Settings Environment System Help 9 J lt ReRe Sh hi gt F F 3x gt 2f y f FA Building Fixed Cost United Nations Trdg Part BA Oder mu 1200001408 l Wes Element SE 000 65 ng 7 rm a oT Ime 9 Select Document gt Simulate from the Menu bar to simulate the transaction UN Umoja Training User Guide Asset Accounting Process Page 33 Module 02 Acquisition of Assets umilja training Edt Goto Extras Settings Environment System Help O ss BAGS Shh Document Number INTERNAL _ Reference FA03 ACQUISITION Doc Header Text
65. late the following fields in the document First Line Item e Document Date e Posting key Obligation Posting Key e Account Obligation Account 3 Click the Enter icon Document Edt Goto Extras Settings Environment System Help Bi age oe Enter Asset Posting Add Asset item RS DH S More data Acct model Fast Data Entry E Taxes G L Account 21142010 FA Building Fixed Cost Company Code 1000 United Nations Trans Type 1201 Asset 1200001403 9 FA03 ESCAP Fin Leased Donated RTU Building Item 1 Debit asset 70 Manual acquist of Do 212 Amount Jus Tax code Calculate tax Quantity lea Business Area R400 Trdg Part BA Order Asset 11200001403 lo WBS Element Network Assignment Text Next ine item PstKy Account SGLInd TType Newco code 4 Populate the following fields in the First Line Item e Amount UN Umoja Training User Guide Asset Accounting Process Page 31 Module 02 Acquisition of Assets UME lja training e Fund e Grant e Functional Area e Business Area Note If there is an Internal Order or WBS Element provided below click on More and enter the values below Internal Order e WBS element Click the Enter icon Data accepted by the system and first line detail screen is displayed Document Edit Goto Extras Settings Environment System Help 8 ao 3 0 More data Acct mode
66. le 3100000020 S300 NOPR ORAS ASGN 10000139 23 01 2015 Request to Repair Vehicle 3100000020 S300 NOPR NOPT ORAS ASGN 10000140 23 01 2015 Request to Repair Vehicle 3100000020 S300 NOPR ORAS ASGN 10000141 24 01 2015 Request to Repair Mercedes 3100000020 S300 NOPR 4501 10000144 26 01 2015 Request to Repair Mercedes 3100000020 S300 NOPR NOPT ORAS ASGN 10000145 26 01 2015 Request to Repair Vehicle Mercedes 3100000020 S300 NOPR ASGN 10000147 26 01 2015 Request to Repair Vehicle Mercedes 3100000020 S300 NOPR NOPT ASGN 1000050 2601 2018 Request to Repair Vehicle Mercedes 3100000020 S300 NOPR NOPT ORAS ASGN 10000151 27 01 2015 3100000028 F200 NOPR NOPT OSTS 456 10000153 27 01 2015 Transfer Fired Asset 2 3100000029 F200 NOPR NOPT 0515 ASGN 10000154 28 01 2015 Transfer Fixed Asset 3 3100000030 F200 NOPR NOPT 0515 ASGN 10000155 28 012015 Request to Repair Vehide Mercedes Car 3100000020 S300 NOPR ORAS ASGN 10000156 28 01 2015 Request to Repair Vehicle Mercedes Car 3100000020 S300 NOPR NOPT ORAS ASGN 10000159 30 01 2015 Request to Repair Vehicle Mercedes Car 3100000020 S300 NOPR ORAS ASGN 10000160 31 01 2015 Request to Repair Vehicle Mercedes Car 3100000020 5300 NOPR 4501 10000160 02022015 Request to Repair Vehide Mercedes Car 3100000020 S300 NOPR NOPT ORAS 4581 10000162 02 02 2015 Request to Repair Vehicle Mercedes Car 3100000020 S300 NOPR ORAS ASGN
67. lows 1 Enter IW52 in the Command field 2 Click the Enter icon The Change Notification Initial Screen is displayed 3 Enter the notification number in the Notification field 4 Click the Enter icon Serice notficaton Edt Goto Extras Enyronment System Heb 609 DHH DHSS BE OB S Change Service Notification WO Disp Impairmt Req A Orme 6 suns organization Contract selection Notfic Status NOPRNOPTOSTS _ EB sess 5 Inthe Notification tab under the Subject section add information regards to the process flow in the Description field i e in cases the reservation was created refering to a notification add the earlier created reservation number Additional information can be added regards to the current status of the process Subject Coding UNWRTOFF UKO2 Obsolescence Hu Description Asset Writa Off disposal by Sale amp can s f Fg r Write of request has gone to LPSB for Review 6 Click the icon next to the Notific Status filed The Set User Status pop up window is displayed UN Umoja Training User Guide Asset Accounting Process Page 80 Serice notficabon Edt Goto Extras Enyronment System Heb 48 eoe DHH lt A Onne ao organzaton Contract sele Notficaton 10000013 FM Asset Wrte Off dsposal by Sale amp can Notfic Status NOPR NOPT OSTS a LPSB Select Status and click the Back button The notif
68. nce data AcquistnValue 64 260 00 lusp Acquistion date 13 03 2014 Manufacturer data E E Manufacturer MERCEDES BENZ ManufCountry Model number E200 m Constr yr mth ti ManufPartNo ManufSerialNo WDD2120552A945856 Post Impairment Value T code ABAA In Umoja impairment is considered as an Unplanned Depreciation Thus the screens in this section contain Unplanned Depreciation in the header Within the Unplanned Depreciation screen Transaction Types called Special Depreciation indicate impairment Thus on the Asset Explorer screen the user will find the impairment values in the Special Depreciation line Transaction type 620 and 630 are used to record impairment Transaction 620 relates to assets acquired in previous calendar year while 630 relates to asset acquired in current calendar year For example if an asset acquired in December 2013 is impaired in January 2014 transaction 620 will be used even though both December 2013 and January 2014 fall in the fiscal year To post the impairment value enter the T code ABAA in the commad field On the Unplanned Depreciation initial screen enter the following details 1 Populate the required information in the following fields e Asset Number Relevant asset number e Asset Sub Number Relevant asset sub number e Document Date Approval document date e Posting Date When the impairment will be effective from e TType Transaction Type o Assets ac
69. ns steps except after the AA Senior User Notifies Equipment RE Object EY E gt B Notify Equipment RE Physical N Notify Verification gt Equipment Event RE Object g Write Off Approval Prepare Write Off Case Notify Notify De activate Equipment RE Review Asset Write Equipment RE Equipment Object Notifications S Off Object RE Object Notification UN Umoja Training User Guide Asset Accounting Process Page 74 UME J Module 06 Retire Fixed Asset by Write Off or Donation training Retire Fixed Asset by Donation Notify N Equipment RE Object Physical N Notify Notify Verification 9 Equipment Prepare Equipment RE Donation Donation Case Approval RE Object 4 74 Object Notify Bring De activate N Donati Equipment RE Equipment to jer gt Equipment W Object Stock RE Object Retire Fixed Asset by Write Off or Donation Physical Verification Event An asset that needs to be written off or donated may be identified as part of the physical verification or triggered by a specific event Notify Equipment Real Estate Object Create Equipment notification for each equipment that should to be donated with type PW code UNWRTOFF By Donation or written off PW code UNWRTOFF By Write Off Real Estate Object status will be updated to indicate it should be donated The process to create notification is as follows 1 Enter IW51 in the C
70. nsfer the Fixed Asset training c Service notification Edit Goto Extras Environment System Hel eee sus neo Create Service Notification Initial Screen Notification Notification me pi Notification 208 Reference Notification 4 Inthe Notification tab populate the following fields Under the Execution section Planner group Priority Req start l the Priority Change pop up window is displayed asking to specify new dates click No Main WorkCtr This is a required field for the creation of Work orders but not required for requesting the assignment of an equipment 3 Medium Effect _ Breakdown H 27 01 2015 08 35 07 Required End 00 00 00 Under the Reference Object section Functional loc and or Equipment If these fields are not known user may use the SAP lookup facility Note The Object Information pop up window will be displayed if there are any outstanding notifications or work orders for the same equipment Click the OK icon to exit UN Umoja Training User Guide Asset Accounting Process Page 59 Module 05 Transfer the Fixed Asset UML Reference object Functional loc 200147 001 House 432 Street 8 Taimani Kabul Afg E Equipment 110004644 MOTOR VEHICLE SOFTSKIN GVLP0760 Assembly 9 Note For requesting the assignment of an equipment the above information are optional not required For requesting disposal of items held in invent
71. nter IW59 in the Command field 2 Click the Enter icon The Display Notifications Selection of Notifications is displayed Program Edt Goto System Heb 18 eoe SNAGAMA Os Display Service Notifications Selection of Notifications tH 3 Under the Notification status section select the Outstanding and In Process checkboxes 2 Program Edt Goto System Heb 48 eae BHHLD fe Display Service Notifications Selection of Notifications amp B _Notification status Postponed viin process Icompleted set T34 4 Populate the following fileds e Under the Notification Selection section Notification type Notification Date UN Umoja Training User Guide Asset Accounting Process Page 63 Module 05 Transfer the Fixed Asset umio lja training Functional Location Equipment Serial Number Addit device data _ e Under the General Data Administrative Data section Status included Coding Coding Code eneral Vata 3 Admin trative Vata z Description gt Created by BN Geatedon o to Notification Time 00 00 00 to 00 00 00 Reference date to to l to riority i 8x Reported by to Changed by gt O _ Main work center Plant for WorkCenter Status Excluded e Under the Others section L
72. ny Code 1000 Posting Date Period 42 Currency Document Number INTERNAL Fiscal Year Transiatn Date 08 12 2014 Reference Cross CCno Doc Header Text _ Donation from t the Governm Trading Part BA PK BusA Acct USD Amount 001 50 5300 0061211010 Con Kind Good Gov M 25 000 00 002 70 5300 0027163010 003300000011 0000 25 000 00 D 25 000 00 C 25 000 00 2 Line tems RE Object Equipment Creation After capitalizing the fixed asset the Facilities Planner user in Real Estate will create the corresponding Real Estate objects and link the fixed asset For more information reference Real Estate Portfolio Management Course CS325 UN Umoja Training User Guide Asset Accounting Process Page 24 UME lja Module 02 Acquisition of Assets training Acquisition Donation of Assets through a Grant Grant Asset Asset Grant Purchase Purchase Creation Budget Requisition Order Release Creation LL ilias N Goods Asset Need fe Invoice Vendor i Capitalization i j Receipt p Update Receipt Clearing y In addition to the donation of non Grant related assets when there is an asset donated through a Grant the regular asset purchase process through SRM is used with the relevant Grant 9 e Grants are created in Umoja by the GM Grants Creator in the Grant Management Module A grant is set up at the beginning of negotiations e As soon as the money from the donor is received the
73. ocations Origin Net Worth Valuation A Depreciation area UseLife Prd ODep Start 01 Book deprec ZSLA 40 001 05 2013 The Depreciation Areas tab tab H contains the following Master Data fields 1 Useful Life Default number of years and months that will be given to the asset based on the pre configured values for each asset class This is a very important element for the calculation of depreciation as the cost of the asset is depreciated over the useful life Note Assets e g infrastructure with variable useful life will have a default value of 999 This needs to be updated when creating the asset master record to the specific useful life for that asset 2 Scrap Value Value of the asset that can be recovered at the end of its useful life In the UN it is O to find this information double click the UseLife field UN Umoja Training User Guide Asset Accounting Process Page 9 Module 01 Asset Accounting Process Overview UML lja training f Ne t VOLU uation A Deprecation area I O0ep stare OlBookdepre 40 001 05 2013 Asset Explorer Once the user creates an asset master record the Asset Values button is available at the top of the Asset Value screen The user can click this button or use the T code AWO1N to access the Asset Explorer For an asset the Asset Explorer Planned values tab displays planned changes in value and all Transactions carried out for this asset
74. of Assets training Asset Edit Goto Extras Environment Settings System Help 48 9 CHEI fH 2C lt Seay i XS 5467x506 Create AS DI Ma er Gate GB Asset vats Asset INTERN 00001 o Motor Vehicle Mitsubishi L400 Minibus Cas Spe Veh Trail Attach Company Code Not Relevant Grant UNON Support SS 5 Click the Net Worth Tax tab 6 Enter the property indicator number in the Property Indicator field Asset Edit Goto Extras Environment Settings System Help e 4B eee SHR om Motor Vehicle Mitsubishi L400 Minibus Spe Veh Trail Attach Company Code 7 Click the Deprec Areas tab 8 Click the Useful Life field in the UseLife column 9 Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 19 Module 02 Acquisition of Assets umilja training Asset Edit Goto Extras Environment Settings System Help g xi 4B CAR CHE om Pe ST WE ASEA ENA OS REN cro Motor Vehicle Mitsubishi L400 Minibus Spe Veh Trail Attach Company Code 1000 uocauons UN Umoja Training User Guide Asset Accounting Process Page 20 um lja Module 02 Acquisition of Assets training After capitalizing the fixed asset the Facilities Planner user in Real Estate will create the corresponding Real Estate objects and link the fixed asset For mo
75. ommand field 2 Click the Enter icon The Create Service Notification Initial Screen is displayed 3 Choose Notification type and click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 75 Module 06 Retire Fixed Asset by Write Off or Donation UM L1 training 2 Service notification Edit Goto Extras Enyronment System Help qHiCee Notification Notification type b a Notification Reference Notification 4 Inthe Notification tab populate the following fields a Under the Execution section Planner group Priority Req start l the Priority Change pop up window is displayed asking to specify new dates click No Main WorkCtr This is a required field for the creation of Work orders but not required for requesting the assignment of an equipment Execution Prionty 3 Medum 1 start 18 12 2014 08 34 12 b Under the Reference Object section Functional loc and or Equipment If these fields are not known user may use the SAP lookup facility Note The Object Information pop up window will be displayed if there are any outstanding notifications or work orders for the same equipment Click the OK icon to exit UN Umoja Training User Guide Asset Accounting Process Page 76 umilja Module 06 Retire Fixed Asset by Write Off or Donation 9 Note For requesting the assignment of an equipment the above information are optional not
76. on Edit Goto Extras Environment System Heb 1 Create Service Notification Initial Screen Notification Notification type Bin Notification Reference Notification 4 Inthe Notification tab populate the following fields e Under the Execution section Planner group Priority Req start l the Priority Change pop up window is displayed asking to specify new dates click No Main WorkCtr This is a required field for the creation of Work orders but not required for requesting the assignment of an equipment UN Umoja Training User Guide Asset Accounting Process Page 43 Module 04 Impairment of Fixed Asset um L1 training _ Execution Breakdown Req start Required End 00 00 00 Malfunct end 00 00 00 Malfunct start Main WorkCtr Planner group F00 KEoo Department resp Person respons gt e Under the Reference Object section Functional loc And or Equipment If these fields are not known user may use the SAP lookup facility Note The Object Information pop up window will be displayed if there are any outstanding notifications or work orders for the same equipment Click the OK icon to exit Reference object _ E 9 Note For requesting the assignment of an equipment the above information are optional not required For requesting disposal of items held in inventory which are not equipment the above information is not
77. or real estate and intangible assets In UN transfer of assets involves the following scenarios e Transfer of assets between Umoja Entities Business Areas e Transfer of assets between funds segments and grants The process to transfer an asset differs depending on if the asset involves inventory management or not If the asset involves inventory management there is an alternative process Refer to training LE Inventory Management course Asset Transfer without Inventory Management Equipment RE Preparation Equipment RE Equipment Object for Shipping Object r Status e Noti Review Asset LE rn Install Close Notifications Transfer 3 Equipment Notification Notify Equipment Real Estate Object Plant Maintenance User creates Equipment notification IW51 for each equipment that should to be transferred The long description in the notification should indicate the coding block of the destination The notification will have a task to ensure that the financial transfer has been entered Notification type is P1 and code UNASSN UNO3 Real Estate Object status will be updated to indicate it should be transferred The process to create notification is as follows 1 Enter IW51 in the Command field 2 Click the Enter icon The Create Service Notification Initial Screen is displayed 3 Choose Notification type and click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 58 umilja Module 05 Tra
78. ory which are not equipment the above information is not required Under the Subject section Coding To describe the type of maintenance that is needed for this notification Description Enter a short description of the notification in the Description field Enter the description details in the text box under the Description field Subject Transfer Description Transfer Fixed Asset 1 m oem um mm HA Ginis lt Transfer Fixed Asset 1 5 Click on the Location Data tab Note If you have provided the equipment number or functional location in the Notification tap some or all of the below information will be pre populated based on the equipment master record and will need to be updated to reflect financial details of Funding source 6 Populate the following fields e Under the Account Assignment section Company Code Business Area Where tasks are carried out This is applicable only if the Business Area field is available UN Umoja Training User Guide Asset Accounting Process Page 60 umilja Module 05 Transfer the Fixed Asset training Cost Centre The one that is responsible for the charges resulting from the maintenance activities In case of request for equipment assignment this would be the requesting Cost Centre Asset In certain cases i e maintenance of functional location the maintenance cost could be charged against asset so the as
79. press Enter e Enter approval date in the Document Date field e Enter date in the Posting Date field e Enter the revenue amount in the Manual Revenue field re Enter Asset Transaction Asset Sale Without Customer H 686 Q Enter Asset Transaction Asset Sale Without Customer B3 SyLine items Change company code iii Multiple assets 3 Company Code 1000 United Nations Asset 4700000006 X Ray Mach Mob Additional details v Partial retirement v 2 Document Date Posting Date 02 02 2015 Asset Value Date Text _ Specifications for revenue e Manual Revenue C9Rev from NBV UN Umoja Training User Guide Asset Accounting Process Page 98 umrij training Module 07 Retire Fixed Asset by Sale 2 Click the Simulate button to run the post as a simulation 3 Click the Save button to run the transaction when it is ready to post Enter Asset Transaction Asset Sale Without Customer 4 fn Bh eh Tk e fa e B e Em n la 21 4 r E e m United Nations Asset 4700000006 X Ray Mach Mob UN Umoja Training User Guide Asset Accounting Process Page 99 Module 07 Retire Fixed Asset by Sale Reverse the Posting if due to Error T Code AB08 If the postings are not correct the previous posting needs to be reversed using the T code AB0O8 to find and reverse any transactions such impairment transfer and retirement Overview
80. quipment can be installed in the final destination x ko Ck Ck Ck ok ok Ck Ck Kk ks ok ok Ck Ck ok Ok Ck KS ok ks ok X kk UN Umoja Training User Guide Asset Accounting Process Page 73 Module 06 Retire Fixed Asset by Write Off or Donation UME Ja training Module 6 Retire Fixed Asset by Write Off or Donation This module includes the following key points e Asset Retirement can go through the following processes o Donation or Write off of an Asset When assets are being donated or written off the transaction is manually entered in the Fixed Asset module and the system calculates the losses and posts these entries automatically in the G L o Sale of an Asset Content will be covered in next module e Some ofthe key points are as follows o After the asset has been approved for retirement a notification is sent to the Asset Accounting Senior User o Once notified the Asset Accounting Senior User identifies the asset that needs to be retired in the Accounting system the portion of the asset if partial disposal and the effective date of the transaction sale donation or written off e The retirement of the fixed asset by scrapping or donation is performed using the T code ABAVN e The process to impair fixed assets This process involves the Asset Accounting User Retire Fixed Asset by Write Off Write Offs and Donation of Assets go through similar processes and transactio
81. quired in the prior year 620 UN Umoja Training User Guide Asset Accounting Process Page 52 UML Module 04 Impairment of Fixed Asset training o Assets acquired in the current year 630 LC Transaction Edit Goto Extras System Help Document Date 14 05 2013 Posting Date 14 05 2013 Posting Period UN Umoja Training User Guide Asset Accounting Process Page 53 Module 04 Impairment of Fixed Asset UML 2 Enter the impairment amount in the Amount Posted field on the Create Asset Transaction screen 3 Click the Line Items button Note the Transaction Type and Amount 5 Click the Save button to post the impairment A document number is generated 9 Note There is no workflow in this T code Transaction Edit Goto Extras System Help 4dH Q CHK ania BH OB N Ci ca te Ass ef tansa CEON O 1 anne u epi ec ation o LA Drio acq HSI Line Items Asset 3100000020 0 MOTOR VEHICLE MERCEDES BENZ E 300 Company Code 1000 Trans Type 640 Unplanned depreciation on prior year acquisitions UN Umoja Training User Guide Asset Accounting Process Page 54 UME training lja Module 04 Impairment of Fixed Asset Review the Impaired Value T code AWO1N Review the Special depreciation value in the Asset Explorer using the T code AWO1N E 2 a n r SE B Asset 1000 3100000020 0000 Comp
82. r example processing of the depreciation run for the month of October can only take place after all depreciation postings runs up to September are successfully completed Re Run In case depreciation has to be re run it can only be done for the last period performed The system will only consider changes that have taken place in the asset register since the last run It will post depreciation amounts that were not posted in previous runs Restart Run The restart run option will be performed when the system was stalled and the depreciation run could not be completed Unplanned Posting Run The unplanned posting run option is generally not used It can be used when running depreciation out of sequence For example executing the depreciation run for December when the last run was performed for September UN Umoja Training User Guide Asset Accounting Process Page 112 UME lja Appendix and Reference Information Review and Prepare for Depreciation Run Note that the depreciation run is always performed at company code level in UNHQ only Missions will be required to ensure that the fixed asset master record are complete have correct data impairment adjustments to useful lives etc have been recorded before the run is performed Confirm Depreciation Mode Navigate to the Depreciation Posting Run screen using the T code AFAB The status of the Depreciation Posting Run displays Step
83. rd S Change Asset Master Record Display Asset Master Record Asset Master Data Fields The following fields appear at the top of the Asset Master Data screen Asset Number and Sub Number A unique number that identifies the asset in the Fixed Assets sub ledger Sub assets are created for the component parts that could have independent useful lives and depreciation parameters Class Identifies the asset class that the asset belongs to Display Asset Master data amp j B Asset values Asset 100000003 5 Land Class 110 Land Company Code 1000 A General Time dependent Allocations y Origin Net Worth Tax Insurance y Leasing Deprec Areas Asset Master Data Tabs The asset Master Data is organized into the following tabs General This tab includes the description and other basic information for the asset Time Dependent This tab includes data that can change over time such as assigned Cost Centre This tab stores both current and historical values while the other tabs only store the current value Allocations This tab includes fields for report sorting investment and integration with Plant Maintenance to be implemented in later parts of Umoja Foundation Origin This tab includes information regarding the origin of the asset Net Worth Tax This tab includes the net worth and real estate information Insurance This tab includes information on insurance for the asset if applicable Leasing This ta
84. re information reference Real Estate Portfolio Management Course CS325 Capitalization Donation of Non Grant Related Assets Enter T code F 90 to begin the process to capitalized the asset manually Follow the steps below to capitalize the asset This process involves the Asset Accounting User 1 Populate the required information in the following fields e Document Date e Posting Date e Document type AA e Currency Rate USD e Reference e Doc Header Text Document Edit Goto Extras Settings Environment System Help qBH eee HA Oe Acquisition from purchase w vendor Header Data Held document Acct model S Fast Data Entry Post with reference 2 Editing Options Document Date 08 12 2014 Type AA Company Code 1000 Posting Date 15 10 2014 Period 12 cureno mate uso Document Number Translatn Date Doc Header Text Donation from the Governm Trading Part BA f UN Umoja Training User Guide Asset Accounting Process Page 21 D pN Module 02 Acquisition of Assets Enter the final asset number in the Account field Enter Z10 in the TType field Enter 70 in the Pstky field to credit posting key Enter the credit account number in the Account field Click the Fast Data Entry button 2 Document Edit Goto Extras Settings Environment System Help e qgBeee SAB nus pma m xr Company Code United Nations Calculate tax 1W o Cash Dscnt Cost Center 1118 Order wes Element
85. reate Equipment notification for each equipment that should to be sold with type PW code UNWRTOFF Real Estate Object status will be updated to indicate it should be sold The process to create notification is as follows 1 Enter IW51 in the Command field 2 Click the Enter icon The Create Service Notification Initial Screen is displayed 3 Choose Notification type and click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 90 umilja Module 07 Retire Fixed Asset by Sale s Service notification Edit Goto Extras Enyironment System Help ELLO n eee nun onssa Create Service Notification Initial Screen Notification Notification type bid Notification Reference Notification 4 Inthe Notification tab populate the following fields a Under the Execution section Planner group Priority Req start l the Priority Change pop up window is displayed asking to specify new dates click No Main WorkCtr This is a required field for the creation of Work orders but not required for requesting the assignment of an equipment e Under the Reference Object section Functional loc and or Equipment If these fields are not known user may use the SAP lookup facility Note The Object Information pop up window will be displayed if there are any outstanding notifications or work orders for the same equipment Click the OK icon to exit e Under the Subject section Co
86. required For requesting disposal of items held in inventory which are not equipment the above information is not required c Under the Subject section Coding To describe the type of maintenance that is needed for this notification Description Enter a short description of the notification in the Description field Enter the description details in the text box under the Description field 5 Click on the Location Data tab Note If you have provided the equipment number or functional location in the Notification tap some or all of the below information will be pre populated based on the equipment master record and will need to be updated to reflect financial details of Funding source 6 Populate the following fields e Under the Account Assignment section a Company Code b Business Area Where tasks are carried out This is applicable only if the Business Area field is available c Cost Centre The one that is responsible for the charges resulting from the maintenance activities In case of request for equipment assignment this would be the requesting Cost Centre d Asset In certain cases i e maintenance of functional location the maintenance cost could be charged against asset so the asset number has to be specified UN Umoja Training User Guide Asset Accounting Process Page 77 Module 06 Retire Fixed Asset by Write Off or Donation UME MaintPbnt xEO0 UN Office at Narobi Plant section Work center ABC
87. required e Under the Subject section Coding To describe the type of maintenance that is needed for this notification Description Enter a short description of the notification in the Description field Enter the description details in the text box under the Description field UN Umoja Training User Guide Asset Accounting Process Page 44 umilja Module 04 Impairment of Fixed Asset Subject l Coding UNWRTOFF UNO2 Obsolescence l Description Equipment Impairment Equipment Impairment needed 5 Click on the Location Data tab Note If you have provided the equipment number or functional location in the Notification tap some or all of the below information will be pre populated based on the equipment master record and will need to be updated to reflect financial details of Funding source 6 Populate the following fields e Under the Account Assignment section Company Code Business Area Where tasks are carried out This is applicable only if the Business Area field is available Cost Centre The one that is responsible for the charges resulting from the maintenance activities In case of request for equipment assignment this would be the requesting Cost Centre Asset In certain cases i e maintenance of functional location the maintenance cost could be charged against asset so the asset number has to be specified UN Umoja Training User Guide Asset Accounting Process Page 45 Mo
88. sed as cost collectors or as part of projects for AuCs Service Orders will be discussed later in the course Note Please see the Asset under Construction User Guide for step by step and more detailed instruction for the AuC process UN Umoja Training User Guide Asset Accounting Process Page 17 Module 02 Acquisition of Assets um L1 training Acquisition Donation of Non Grant Related Assets A Asset Asset RE Master Capitalization Object Equipment Creation Creation In some cases a mission may receive an in kind donation of an asset that is not budgeted Since there asset was not procured through SRM there is not an automatic generation of the asset record in Umoja Therefore the asset will have to be created and capitalized manually The process for donation of Non Grant Related Assets is shown above The Asset Accountant user manually creates the asset through transaction code 4501 Insert necessary data entries for Time dependent Net Worth Tax Deprec Areas tabs A manual entry also is used to debit the asset and credit revenue without consuming budget or cash No Grant will be used for this solution Follow the steps below to create Fixed Asset Master record 1 Enter T Code AS01 2 Click the Time dependent tab 3 Populate the following fields e Cost centre e Fund e Grant 4 Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 18 umilja Module 02 Acquisition
89. set number has to be specified Location data MaintPlant KE30 UN Enviroment Programme Location Room Plant section Work center ABC indicator C Less Critical Sort field Sales and distribution Sales Org Distr Channel Division Account assignment Company Code 1000 United Nations New York Asset 3100000028 1 1 0 MOTOR VEHICLE SOFTSKIN GVLP0760 Business Area F200 UN HABITAT Cost Center 11252 UNHABITAT Exe Office 00 Area 1000 WBS Element SettlementOrder 7 Click the Save button to save the notification PM Preparation for Shipping Notify Equipment Real Estate Object Equipment notification status is updated once it is approved and then assigned Real Estate Object status will be updated to indicate that transfer has taken place The process to approve notification status is as follows Enter IW52 in the Command field Click the Enter icon The Change Notification Initial Screen is displayed Enter the notification number in the Notification field p ps I9 gt Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 61 Module 05 Transfer the Fixed Asset umilja training Semice notficaton Edt Goto Extras Enykonment System Help 9 8 eee 8 5 05 5 98 o m so 2 gt ef oy C lt Serv Request 4 POP nme ie oe 2 Pets n Me PERIOD Oe z 1 5 Review details from Notific
90. ssets umilja training 11 Enter or modify the following fields if needed e Budget Period e Functional Area e Funds Centre 12 Click the Enter icon 2 Asset Edit Goto Extras Environment Settings System Help v IHI I amp LB Asset values Asset o Geneva Building Class Build Fixed UN General Fund Budget Period Bis Biennial Budget Period 2014 2015 Functional Area 1180017 UNMISS Human Rights Grant GMNR Funds Center WBS Element Costs i Asset shutdown 13 Click the Net Worth Tax tab 14 Enter the property indicator number in the Property Indicator field UN Umoja Training User Guide Asset Accounting Process Page 28 umilja Module 02 Acquisition of Assets training aR isset values t P Pe ket SERIE fizo 15 Click the Deprec Areas tab 16 Click the Useful Life field in the UseLife column 17 Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 29 Module 02 Acquisition of Assets umilja training UN Umoja Training User Guide Asset Accounting Process Page 30 training um lja Module 02 Acquisition of Assets Asset Capitalization T Code F 90 Follow the steps below to capitalize the acquired finance lease 1 Populate the following fields in the document header e Document date e Posting date e Doc type e Company Code e Currency e Reference e Doc Header 2 Popu
91. t Install Equipment Return Equipment to Inventory When an equipment is going to be transferred using the Logistics module it must be returned to inventory first Perform Logistics Transfer This involves a number of steps required to prepare and execute the physical transfer of the equipment Generate Transfer Report This is a custom report T code ZLESTOCK that can display all transfers related to existing fixed assets The process to run T code ZLESTOCK is as follows 1 Enter ZLESTOCK in the Command field Menu Edit Favorites Extras System Help 2 Click the Enter icon The Report for Stock Transfer Screen is displayed UN Umoja Training User Guide Asset Accounting Process Page 70 umilja Module 05 Transfer the Fixed Asset training Main tion Material Document t Material Document Year to Search hy Material FI document Date FI Doc Entered from Accounting Document Material Type Search by Equipment Fixed Asset Review Transfer Report Identify asset transfers that cross balance sheet relevant dimensions Business Area Fund Grant and Segment 1 Populate the Material Document field 2 Click the Execute icon UN Umoja Training User Guide Asset Accounting Process Page 71 Module 05 Transfer the Fixed Asset UME training 4H eee oue chop mm OB Sendng company code Include EQ 1000 Document
92. tatus Organization Contract selection Notification 10000088 VEW Asset Write Off disposal by Sale P Notific Status NOPR NOPT OSTS n LPSB Serv order Sales ord 7 Select Status and click the Back button The notification status is successfully change 8 Click the Save button Sale Approval Administrative process is followed up to the point when approval is given by the authority with Property Management Delegation Notify Equipment Real Estate Object Equipment notification status is updated to indicate that case has been approved REWA Review Approved Real Estate Object status will be updated to indicate that case has been approved The process to update notification status is as follows 1 Enter IW52 in the Command field 2 Click the Enter icon The Change Notification Initial Screen is displayed 3 Enter the notification number in the Notification field Click the Enter icon UN Umoja Training User Guide Asset Accounting Process Page 93 Service notification Edit Goto Extras Environment System Help ou Coe gum BBLS em f 1 A l P 4 chan ge gt ervice Nou ication WU LD 2 Itn FH G TAA m re Jc amp 80 Partner ee ae Organization Contract selection 5 In the Notification tab under the Subject section add information regards to the process flow in the Description field i e in cases the reservation was created re
93. ter icon 3 Click the General Ledger View icon Document Edit Goto Extras Settings Environment System Help z HI S I3 9300Ii 8 aae tios crane Document Number 100000103 ompany Code 1000 Document Date 01 01 2015 Posting Date 01 01 2015 Period RT Reference FA03 ACQUISITION Cross Comp No Currency fuso Texts exist Ledger Group 7 Amount Oum _ Assignment amp Era BE EISE EA e s tenis Account Description Bush Fund Partner Fund Gant Segment 400 328 S1 32BKT 000051 105RGNLDEV 270 27142010 7001200001403 0000 250 000 00 USD _ 4 General Ledger View screen is displayed Note Review each line and ensure that all Account Assignments GL Accounts Commitment Items and amounts are correct 5 Click the Enter icon Document Edit Goto Extras Settings Environment System Help of 8 eee she eS dew cas CUTE Document t Number ekom Company Code Fiscal Year Document Date 01 01 2015 01 2015 Posting Date 01 01 2015 Period ma 6 usD Texts exist Ledger Group pe lt Se Ee UN Umoja Training User Guide Asset Accounting Process Page 36 lja Module 02 Acquisition of Assets training 6 Select Environment gt Document Environment gt Accounting Documents from the Menu bar Do
94. the UseLife field if necessary General Time dependent Allocations Net Worth Tax Insurance V Leasing X Deprec Areas A Depreciation area DKey UseLife Prd ODep Start 01Book deprec ZSLA 40 01 10 2012 UN Umoja Training User Guide Asset Accounting Process Page 56 UML training lja Module 04 Impairment of Fixed Asset If the useful life is adjusted use the T code AWO1N to verify if the Ordinary depreciation Amount is adjusted based on the change in useful life 1000 United Nations 1200000213 0 FA06FXedBuidng 1 2013 mer F in local currency Fiscal year start Change Year end Crcy Men 2 000 000 00 2 000 000 00 USD 991 666 67 12 083 33 1 003 750 00 USD J0 000 00 100 000 00 USL a Notify Equipment RE Object T code IW22 Equipment notification is updated to indicate that impairment has been recorded It will not be possible to close the notification until the task for financial entry has been completed k Ck Ck Ck ok Kk ks ck Ck CK ok ok Ck Ck Ck KS ks ok ok Ck Ck ok ok Ck AX a X UN Umoja Training User Guide Asset Accounting Process Page 57 Module 05 Transfer the Fixed Asset umilja Module 5 Transfer the Fixed Asset This module includes the following key points The Asset Transfer process involves physical movement of fixed assets or the transfer of ownership f
95. tity to ensure that their fixed asset records are up to date before depreciation is run Depreciation runs are processed by a select few users for the transactional steps please refer to the appendix UN Umoja Training User Guide Asset Accounting Process Page 41 Module 04 Impairment of Fixed Asset UME lja training Module 4 Impairment of Fixed Asset This module includes the following key points e The impairment of fixed assets is performed using the T code ABAA e When an asset has been impaired the Asset Accounting Senior User is informed to record it in the asset master record e in Umoja impairment is considered as an Unplanned Depreciation Thus the screens in this section contain Unplanned Depreciation in the header e Within the Unplanned Depreciation screen Transaction Types called Special Depreciation indicate impairment Thus on the Asset Explorer screen the user will find the impairment values in the Special Depreciation line e Transaction type 620 and 630 are used to record impairment Transaction 620 relates to assets acquired in previous calendar year while 630 relates to asset acquired in current calendar year For example If an asset acquired in December 2013 is impaired in January 2014 transaction 620 will be used even though both December 2013 and January 2014 fall in the fiscal year e The process to impair assets is as follows This process involves the Asset Accounting Senior User
96. training Service notification Edt Goto Envronment System Heb CLI L coe one once BE om 2 JB T V Chai 1 i i EG Notific atio wv 7 4 gt gt 7 G Partner I0 S Y 8 0 Coss Organization Contract selection 5 Inthe Notification tab under the Subject section add information regards to the process flow in the Description field i e in cases the reservation was created refering to a notification add the earlier created reservation number Additional information can be added regards to the current status of the process ay UNWRIOFE UNO2 Obsolescence tion Asset Write Off disposal by Sale 09 01 2015 16 25 36 EPSEDPMUSR EPSEDPMUSR EPSEDPMUSR Asset rpm by Sale 09 01 201 DSPSLPL EPSEDDSPSLPL EPSEDDSPSLPL Write off Peso has gone to LPSB for Review 6 Click the icon next to the Notific Status filed The Set User Status pop up window is displayed EL lange Service Notification WU L is p Impairmt Keq 4D NOR Orme Zo s satus _ Organgaton Contract selection I Notification Ia Asset Write Off disposal by Sale Notific Status NOPRNOPT OSTS _ 7 Select Status and click the Back button The notification status is successfully change 8 Click the Save button Impairment Approval Administrative process is followed up to the point when approval is given by the authority with Propert
97. umr1Ja training Asset Accounting Process Asset Accounting Process UME lja Table of Contents Module 1 Asset Accounting Process Overview 1 End to End High Level PEOCOBS aetati catre fadi 1 Enterprise Roles amp Responsibilities ng nh 2 Asset Master Data Overview nennen Ti n TK nh 3 Module 2 Acquisition Of 58 ven 12 Acquisition Assets NOUN Purchase 0 13 Acquisition New Construction or Improvement vn 17 Acquisition Donation of Non Grant Related 755868 6 18 Acquisition Donation of Assets through a 3 nh cha 25 Acquisition Finance Lease Donated Right to 86 26 Module 3 Depreciation Of Assets 41 Depreciation OF ASSES lt
98. y Management Delegation UN Umoja Training User Guide Asset Accounting Process Page 47 Module 04 Impairment of Fixed Asset um lja training Notify Equipment Real Estate Object Plant Maintenance User updates Equipment notification status IW52 to indicate that case has been approved REWA Review Approved Real Estate Object status will be updated to indicate that case has been approved The process to update notification status is as follows Enter IW52 in the Command field Click the Enter icon The Change Notification Initial Screen is displayed Enter the notification number in the Notification field D wo c Click the Enter icon Service notification Edit Goto Extras Environment System Help nuu HD 6e OB 8 Change Service Notification WO Disp Impairmt Req CU Orre t 8 F7 i staus Organization Contract selection pment Impairment Notification 10000041 PW Equipment Impairmen Notific Status NOPR NOPT OSTS Serv order Salesord 5 Inthe Notification tab under the Subject section add information regards to the process flow in the Description field i e in cases the reservation was created refering to a notification add the earlier created reservation number Additional information can be added regards to the current status of the process 17 12 2014 02 53 38 NN2EDPMPLAN NN2EDPMPLAN NN2EDPMPLAN Equipmen ai 17 12 2014 04 28 05 NN2EDDSPSLPL

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