Functional Area: Asset Accounting / Block Asset
Purpose
Use this procedure to block or unblock asset master shells.
Trigger
Perform this procedure when Asset Management is notified that an asset master shell is created for moveable capital assets.
Prerequisites
- An asset master record shell must exist in the system.
- A purchase requisition for the asset must exist in the system.
Use the following menu path to begin this transaction:
- Select AccountingFinancial AccountingFixed AssetsAssetLockAS05 – Asset to go to the Block Asset: Initial Screen.
AS05
Business Process Information
When purchasing an asset, the end-user must select the correct asset class and enter it on the Asset Master Shell. The asset class will determine how the asset will be recorded on the University Financial Records. If after the Asset Master Shell is created it is determined that the wrong asset class was selected, the asset master shell will need to be deleted and a new asset master shell created with the correct asset class. Timing for getting this correct is of the essence since asset depreciation on capital moveable assets will start as of the 1st day of the month following the receipt of the invoice for that asset. If the correction cannot be made immediately there may be a need to block the asset master record (and hold up the acquisition until the correction can be made). Notification will be sent to users when an asset is blocked.
Asset Management will receive an e-mail notification when an asset master shell has been created for moveable capital assets. Upon receipt of the e-mail notification Asset Management will then review the Asset Master Shell to determine if the correct asset class was chosen. If the correct asset class was chosen no action will be taken by Asset Management and the purchasing process will continue. If an incorrect asset class was chosen, Asset Management will immediately take steps to have the correction made or request that the asset be blocked until the correction can be made.
Note: A decision was made on March 8, 2005 to withhold the above asset blocking process until Workflow could be put in place. Until further notice it was decided to have Purchasing immediately place the Purchase Requisition on “hold” if Asset Management determines that the Asset Master Record is incorrect. Details in Ascendant Issue ISS0143.
Helpful Hints
- 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: Asset Accounting / Block Asset
Procedure
1. / Start the transaction using the menu path or transaction code.
Block Asset: Initial screen
2. / As required, complete/review the following fields:
Field / R/O/C / Description
Asset / Required / The asset number internally assigned by SAP to track the asset
Example:
21000219
Sub-number / Required / Number used to track funding sources of an asset
Example:
0
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
3. / Click .
Block Asset: Processing screen
4. / Select to the left of None to unblock the asset acquisition.
/ Should there be a need to block the asset acquisition, select to the left of Blocked for acquis.
5. / Click .
Fixed asset UC 0000210002190000
6. / Click to send an e-mail message.
Information
7. / Click .
Create Document and Send
8. / Click the tab to add additional information for the end-user (i.e. Asset Number XXXX is now unblocked, proceed with processing the Purchase Requisition).
9. / Click the tab to enter the SAP recipient name (i.e. “Zwetolfj”) in the Recipient column.
10. / Click on the drop-down box in the Recip. type column and select “SAP Logon Name”.
11. / Click on the desired radio buttons: “Express mail” , “send as copy” , and “send as blind copy” .
12. / Click to send your message.
Information (2)
13. / Click .
Block Asset: Processing screen (2)
14. / Click .
Information (3)
15. / Click .
16. / Click until you return to the SAP Easy Access screen.
17. / You have completed this transaction.
9/19/2017
Ver: / AA_AS05_BlockAsset_0_FinProcAssets.udc
© University of Cincinnati / 1/9
Work Instruction
Functional Area: Asset Accounting / Block Asset
Result
You have unblocked an asset master record and sent a message to the end-user.
Comments
The same transaction would be used to “block” an asset master record.
9/19/2017
Ver: / AA_AS05_BlockAsset_0_FinProcAssets.udc
© University of Cincinnati / 1/9