Work Instruction
Functional Area: Project Systems / RA Create Asset FM
Purpose
Use this procedure to create fixed asset sub-numbers for settlement with Funds Management.
Trigger
Perform this procedure to use line item appointment to create settlement rules for desired line items posted to a WBS element.
Prerequisites
Costs elements need to be posted to the lowest level for the desired WBS elements.
Menu Path
Use the following menu path to begin this transaction:
  • Select ToolsABAP WorkbenchDevelopmentABAP Editor to go to the ABAP Editor: Initial screen.
Transaction Code
ZFM_CREATE_ASSET
Helpful Hints
  • When Assets Under Construction (AuC) are settled to for periodic postings at month-end, a special program must be run in order to create sub-numbers for assets. This is a special program due to the FM module being deployed.
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.

Work Instruction
Functional Area: Project Systems / RA Create Asset FM
Procedure
1. / Start the transaction using the menu path or transaction code.
ABAP Editor: Initial Screen

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Program / Required / Code used to identify the ABAP program.
Example:
RA_Create_Asset_FM
Click to select program from the drop down list. Select the RA_Create_Asset_FM program.
3. / Click to execute program.
Create Asset Subnumbers for Settlement with Funds Management

4. / As required, complete/review the following fields:
Field / R/O/C / Description
Controlling Area / Required / Self-contained organizational unit for cost accounting
Example:
UC
Unlabeled Field (To the right of the Controlling Area field) / Optional / This is the Controlling Area to field
Example:
UC
Click to select Controlling Area from drop down list to enter a range of controlling areas.
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
Unlabeled Field (To the right of the Company Code field) / Optional / This is the Company Code to field
Example:
UC
Click to select Company Code from drop down list to enter a range of company codes.
All WBS Elements / Optional / Indicator to select all assets related to Project Systems
Example:
√
If all WBS Elements are selected, the program may run slow; however, this is the best selection to ensure that all WBS elements are included.
Project Definition / Optional / Framework of data that is binding to the entire project
Example:
01031
All WBS elements under the Project Definition will be selected.
Unlabeled Field (To the right of the Project Definition field) / Optional / This is the Project Definition to field
Example:
98052
Use this field to enter a range of Project Definitions.
WBS Element / Required / Work Breakdown Structure Element
Example:
01031Z10
Enter WBS element.
Unlabeled Field (To the right of the WBS Element field) / Required / This is the WBS Element to field
Example:
01031Z40
Use this field to enter a range of WBS elements.
Posting Date / Required / The date on which a transaction in SAP will be posted to the appropriate accounts; SAP will default this field to be the current date, but changes are allowed; For items to be posted in a future or past period, you must enter the posting date
Example:
01/01/2004
Enter the posting date of the financial transaction.
Unlabeled Field (To the right of the Posting Date field) / Required / This is the Posting Date to field
Example:
09/30/2004
Use this field to enter a date range.
Fund / Optional / The fund identifies the sponsor and with the application of funds, allows for inception to date reporting and overall budgeting
Example:
P220041
Enter the fund.
Unlabeled Field (To the right of the Fund field) / Optional / This is the Fund to field
Example:
P220044
Use this field to enter a range of funds
Functional Area / Optional / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions; Equivalent to function as defined by NACUBO
Example:
6
Grant / Optional / An award to the university as additional resources to support instruction, research, or public service; A type of financial assistance awarded to an organization for the conduct of research or other program as specified in an approved proposal
Example:
1000042
Enter the grant number.
Unlabeled Field (To the right of the Grant Field) / Optional / This is the Grant to field
Example:
1000058
Use this field to enter a range of Grants.
Cost Element / Optional / Items in a chart of accounts that are relevant to cost and are used to enter all costs within the entire cost accounting system; Primary cost elements have a one-to-one relationship with general ledger expense accounts; Whenever costs are posted, they must be assigned to a specific cost element; Secondary cost elements, used to record internal allocations, have no counterpart in the financial accounts and are maintained exclusively in cost accounting
Example:
533700
Enter the cost element.
Unlabeled Field (To the right of the Cost Element field) / Optional / This is the Cost Element to field
Example:
533710
Use this field to enter a range of Cost Elements.
Cost Element Group / Optional / Hierarchical grouping of cost elements created to facilitate data entry and reporting
Example:
ZUCSETTLE
Enter the cost element group.
List existing assets / Optional / Indicator to create a listing of existing assets main number
Example:
√
…with sub numbers / Optional / Indicator to create a listing of existing assets sub-numbers.
Example:
√
5. / Perform one of the following:
If You / Then
Want to create a listing of existing assets main number / Select to the left of List existing assets.
Do not want to create a listing of existing assets main number / Select to the left of List existing assets.
6. / Perform one of the following:
If You / Then
Want to create a listing of existing assets sub-numbers / Select to the left of …with subnumbers.
Do not want to create a listing of existing assets sub-numbers / Select to the left of …with subnumbers.
7. / Select to the left of With List Maintenance.
8. / Select to the left of Test Run.
9. / Click .
10. / Review the displayed information.
/ The traffic light in the Exception field indicates asset status. A indicates an asset not settled, while indicates an asset which has been created and saved.
11. / Clicking to the left of the line item to select for creation or click to select all rows.
12. / Click .
13. / Click.
14. / Review the displayed information.
/ The traffic light will turn green on the exception field indicating that the asset has been created and saved.
15. / Click.
Exit list

16. / Click .
17. / Click until you return to the SAP Easy Access screen.
18. / You have completed this transaction.
8/29/2017
Ver: / 18_PS_ZFM_CREATE_ ASSET_ RACreateAssetFM_0_Project Systems_04.udc
© University of Cincinnati / 1/9
Work Instruction
Functional Area: Project Systems / RA Create Asset FM
Result
You have created fixed asset sub-numbers for settlement with Funds Management.
Comments
None
8/29/2017
Ver: / 18_PS_ZFM_CREATE_ ASSET_ RACreateAssetFM_0_Project Systems_04.udc
© University of Cincinnati / 1/9