Migration of Fixed asset - Using Default Migration template

Hello All,

In this document series, I would like to walk you through the fixed asset migration process.

As you know, We have two migration template available for the fixed asset migration.

- Default template for fixed asset

- Extended template for fixed asset

How to decide which template to use for fixed asset migration:

If the following requirements are fulfilled, use the default migration template otherwise use extended migration template for migration of fixed assets,

• One single valuation view in your legacy system : If you have multiple valuation views in your legacy system, for example, internal valuation views, check whether the additional views can be calculated by the SAP solution. If yes, you can migrate one single valuation view and have the remaining views calculated by the SAP solution.

• One single set of books in your legacy system.
• If your company has more than one set of books in the SAP solution, they must have identical fiscal year start, fiscal year end, and currency. The data from the migration template is migrated to all views of the set of books without currency translation.
• No fixed asset retirements in your legacy system : If any fixed assets retirement occurred, check whether you can reverse the retirement for migration and post the retirement again, this time to the SAP solution after migration has been completed.

If these requirements are not fulfilled, use the extended migration template for migration of fixed assets.

How to download the migration template :

1. Business configuration work center
2. Select Implementation Project view
3. Click on Open activity list
4. Under the Prepare tab
5. Search for Prepare for Data Migration
6. Click on Download data migration templates
7. Under the transaction data financial accounting section, You will find both Fixed asset and fixed asset (extended) templates.

With this document, I will try to cover the Migration of fixed asset using default Migration template.

Prerequisites :

Migration After Closing Financial Statements (Year-End Migration)

For year-end migration, the migration date can be the end of the last closed fiscal year in your source system or the first day of the first open fiscal year in the target system.

Proceed as follows for asset accounting:

• Extract the cumulated values from the previous year.
• The values will be posted with the migration date as the posting date.
• Remove all master records that are not active.
• If assets are under construction, create a separate fixed asset account (general ledger account) in the legacy system. Then create a transfer posting from the asset master record to this account.
• Also do this for down payments if assets are under construction.

Mid-Year Migration (Key-Date Migration)

In this case, the posting date for the migration is in the fiscal year directly following the last closed fiscal year, meaning the transfer takes place during the fiscal year. You process all business transactions in the legacy system up to the cut-off date (key date).

Proceed as follows for asset accounting:

• Extract the cumulated values from the previous year, the acquisitions from the current fiscal year, and the posted depreciation up to the key date.
• To migrate the total value of the asset, open all posting periods of the current fiscal year.
• The current fiscal year is the year of the data transfer date. Cumulated historical values will be posted with the first day of the current fiscal year as the valuation date- Current-year postings will be posted with the data transfer date as the posting date.
• Remove all master records that are not active.
• Post all depreciation from the current fiscal year up to and including the cut-off date in your legacy system (if that system allows it).
• If assets are under construction, create a separate fixed asset account (general ledger account) in the legacy system. Then create a transfer posting from the asset master record to this account.
• Also do this for down payments if assets are under construction.

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Note the following information when filling the migration template:

1. Fill one migration template for each company (migration unit) you migrate : For each company, a complete set of accounting data is migrated as a unit. Therefore, you need one source file per migration object and per company.
2. The migration template enables your to enter the date for one single valuation view only in the SAP solution. This is the GL relevant valuation view of the default set of books of the company for which the data are entered.
3. If you manage more than one valuation view, or more than one set of books in the target system, you can choose between three auto-complete methods to provide data to the other valuation views:
   • Copy : If you use the copy method, the depreciation start date, the changeover year, the cumulated historical acquisition and production costs posted in the migration year are copied to the additional valuation views. The depreciation method and the useful life are derived from the asset class for these valuation views.
   • Copy including the posted depreciation of the current year : This method provides the additional functionality to copy the depreciations posted in the migration year to the GL-relevant valuation view of the additional set of books.
   • Calculate Historically (default) : If you use this method, the system takes the cumulated historical asset acquisition and production costs to calculate the cumulated historical depreciation, the depreciation start date, and, if applicable, the changeover year for the additional valuation views, based on the depreciation method and the useful life derived from the asset class. The acquisition and production costs posted in the migration year are copied to the additional valuation views.
4. In case of migration after closing financial statements (year-end migration), fill the columns for cumulated historical asset values only.
5. In case of mid-year migration (key-date migration), fill the columns for current year acquisition and production costs and posted depreciation as well, if applicable.
6. If the asset was acquired during the current year, fill the columns for current year asset movements only. Leave the columns for the cumulated historical values empty.
7. If the asset was acquired during the current year, fill the columns for current year acquisition and production costs and posted depreciation only. Leave the columns for the cumulate historical values empty.
8. If the asset is a sub-asset, enter the master asset ID in the  Master Inventory ID  field. Note that the master asset ID must be lower than the ID of the sub-asset and it must precede the sub-asset ID in the migration template.

For the Usage of extended migration template for the fixed asset, Please check the document : Migration of Fixed asset - Using Extended template

I hope this document will help you with the fixed asset migration process.

Best of Luck.

Regards,

Harshal Vakil