Asset Accounting Configuration in SAP ERP: A Step-by-Step Guide

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The chart of depreciation contains different depreciation areas with depreciation keys such as Book depreciation, Tax Balance sheet, Cost-accounting depreciation, Investment support deducted from asset, etc. SAP ERP has the flexibility that allows you to display different depreciation areas with the same value and depreciation terms in different currencies. The system also allows different assets valuation to be carried out to meet different needs. The chart of depreciation is nothing other than a list of depreciation areas that hold the appropriate parameters that enable you to conform to certain countries legal requirements on asset valuation.

You can only define chart of depreciation by copying the country-specific reference charts of depreciation provided by SAP. When you copy the required predefined chart of deprecation for your company code country, the system copies all the depreciation areas in the reference chart of deprecation. Go through the depreciation area carefully and delete the unwanted depreciation areas. The initial screen where you commence defining the chart of depreciation 2.

The screen gives you the sequence of activities you can perform. Select Copy Reference Chart of Depreciation from the list of activities options displayed on the screen by clicking on it and then click the button at the bottom right of the screen. The Organizational Object Chart of depreciation screen appears. This is the screen where you can display, copy, check or transport the organizational object. Choose the Copy button at the top-left side of the screen in order to copy a chart of account reference object that is specific to your company code. The Copy screen pops up.

This screen has two input fields: From Chart of dep and To Chart of dep. Enter the reference chart of the depreciation code you are copying, 1GB, in the From Chart of Dep field. Then enter your proposed chart of depreciation code, B10, in the To Chart of dep field the target chart of depreciation code. Click the Enter button at the bottom right of the screen to confirm your specifications. This activity uses the UK specific settings. B10 is the code we are using as the chart of depreciation code. You can use any code of your choice.

You can access the list of standard chart of depreciation codes provided by SAP using the matchcode by the From Chart of Dep. Click the Enter button at the bottom-left side of the screen. The Organizational Object Chart of Depreciation screen appears, displaying the action you carried out. The next step is to name your chart of depreciation by specifying the description for your chart of deprecation B Select the Specify Description of Chart of Depreciation from the displayed list of activities by clicking on it and clicking the button at the bottom-right side of the screen.

The screen where you change the description name for your chart of depreciation 6. Search for your company code using the button at the bottom of the screen. Change the inherited description name to your proposed description. For example, use Chart of Depreciation for Company code Save your chart of depreciation. The final step in this activity is to delete any unwanted depreciation areas in the chart of account you defined.

The Determine Work Area: Entry screen pops up. Enter your chart of deprecation code B10 in the Work Area field on the screen and click Enter at the bottom of the screen. The screen for displaying and adjusting depreciation areas 8. Select the items you do not want from the list of the displayed items and delete them by clicking the Delete button at the top-left side of the screen. Notice that the items you select turn yellow. Then save your depreciation areas by clicking the Save button at the top-left side of the screen.

The screen dislaying line items marked for delection If you are satisfied with the items you deleting, click the Continue button at the bottom of the Document lines: Display Messages screen to confirm your deletions. You can view and make changes to each depreciation area setting.

Check the settings provided by SAP and see if they meet your requirements. You can change them using the drop-down arrow next to each field. The screen where further specifications to the business areas can be performed Click Save. Before you do this, we recommend that you specify the use of parallel currencies first. Otherwise, you may experience problems when assigning company codes to the chart of depreciation. The bottom line is for the system to supply the corresponding posting documents with additional values from the defined depreciation areas.

Complete the following steps: 1. Using the drop-down arrow by each field, specify the Group currency for 2-Book depreciation and Hard currency for 3-Book depreciation. These specifications will allow to maintain legal consolidation for your fixed in group and hard currencies, respectively. Save your specifications.

Asset Accounting Configuration in SAP ERP: A Step-by-Step Guide by Andrew Okungbowa

Assigning the Chart of Depreciation to a Company Code In this activity, you assign the chart of depreciation you defined to your company code. The screen where you assign the chart of depreciation you defined to your company code 2. Search for your Company Code using the button at the bottom of the screen and assign the Chart of Depreciation — B10 you created previously.

Save your work. So you have to first complete these entries. Asset Classes Assets are structured systematically into groups often referred to as asset classes. For example, assets with similar characteristics are classified in the same asset class such as machinery, furniture and fittings, motor vehicles, land and buildings, etc.

You can define several asset classes in the system. Like charts of depreciation, asset classes are created at the client level. This makes asset classes available to all company codes. Each asset class usually has master data and depreciation area sections. Master data is data about the asset class held in the system database that remains relatively unchanged over a period of time. It contains information that needs to be used over and over, over a period of time, the same way. Posting all related assets values in the system to the general ledger is determined by the company code chart of accounts, the depreciation area, and the account determination key.

Based on the specification of account determination in your customizing, the system will automatically calculate all the changes in the asset values arising from depreciation, asset revaluation, and other form of reduction in value and update the asset values. Depending on your configuration, the system will perform online updates for the master data depreciation area, while all other depreciation areas are posted directly or during periodic processing.

Interestingly, you may not need to create account determinations in practice, because the standard account determinations supplied by SAP will be sufficient. However, we have decided to define our own account determination in this activity in order to take you through the steps involved just in case you need to create an account determination. Click the button at the top-left side of the screen to go to the screen where you create the account determinations for your asset classes.

It is possible to define your account determination using numbers i. You will also notice that the company code is added to the name of the account determinations in Figure This allows you to identify your account determination with ease, especially in an environment where you have other people using the same platform with you. Click Enter at the top-left side of the screen and save your account determinations. So if you are creating a new account determination, use a new identification number as your account determination key.

Creating Screen Layout Rules The screen layout controls the field status in the asset master record. For example, the screen layout determines whether a field is required, optional or suppressed. In this activity, you will create the appropriate keys for your screen layout rules and descriptions.

Normally, the field group rules for screen layouts are defined in the asset master data. You create the screen layout rules by copying the standard screen layout rules supplied by SAP and adjust them to meet your requirements. It is possible to use the predefined screen layout instead of creating your own screen layout rules. Although you will be creating your own screen layout rules for asset accounting in this activity, we recommend that you stick to the standard screen layout rules supplied by SAP.

The screen where you copy the standard screen layout rules supplied by SAP, which you can then adjust to meet your requirements 2. You can only copy the existing screen layout rules provided by SAP and modify them to meet your requirement. The system does not enable you to create your own screen layout rules.

So you can only copy existing screen layout rules and then modify them to meet your requirements. To copy items from the displayed screen, click on the items you want to copy to select them. You will notice that the items you select turn yellow. To copy the selected screen layout rules, click the Copy button at the top-left side of the screen.

Click the Enter button at the top-left side of the screen to confirm your changes and then save your screen layout rules. We advise that you use keys that are not already used by the system. It is customary to define number ranges for asset classes for your company code, which is used for assigning main asset number to your asset.

Each asset class is assigned a number range from which the system automatically can draw when you post an asset in the system. Number range interval assignment may not necessarily be assigned internally; it is also possible to assign number ranges externally. Internal number range assignment is done by the system automatically in a sequential manner. External number range assignment is done by the users when they enter an asset document into the system. However, it is recommended that you use internal number range assignment for your asset classes to keep the complexities of asset management to a minimum.

When customizing number range intervals, we recommend that you copy the standard number range interval supplied by SAP. Although it is possible to create your number range intervals afresh, but it is a lot easier to copy existing number range intervals and adjust them to meet your requirements.

Better still, you can use existing number range intervals already created in the system. In this step, you will be copying the number range intervals from company code Company code is a standard company code supplied by SAP. Using company code as the template in the creation of the number range is ideal. The initial screen where number range intervals are created or copied 2.

Since you are copying number range intervals in this activity, enter the company code in the Company code field and click the Copy button at the top-left side of the screen. The Copy Company Code dialog screen pops up. You can overwrite it if you chose to. This is the company code you are transporting the company code number range intervals to. Click the Copy button at the bottom of the Copy Company Code screen to copy the number range intervals for company code to your company code The system message explaining the transport number range intervals you have copied 4.

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Click the Continue button at the bottom-right side of the screen. You assign assets to the appropriate asset class. Therefore, asset classes are a vital aspect of asset accounting. It allows assets to be structured in a systematic manner by assigning assets to the appropriate asset classes.

The benefit of asset classes is that they allow efficient management of your asset portfolio and asset reporting purposes. On the other hand, it is not possible to assign an asset to more than one asset class. Make sure you use a meaningful asset class as your asset key. You can access the account determinations list using the matchcode by the account determination field.

Matchcode is the search function provided by SAP and it allows you to search or lookup items codes in the system. You can access this list using the matchcode. The number range key you entered in this field will allow the system to assign numbers internally to assets entered in the asset class. For example, for Land-Freehold, you use number range key 01, for building-factory, you use number range key 02, and so on. What happens is that when you post an asset in the the asset class for Land- Freehold, for instance, the system automatically assigns a number to the posted asset within the number range assigned to the number range key For assets that did not fall into the category of assets under construction, select No AuC or summary management.

If you want to carry out a line item settlement for assets under construction, select the Line Item Settlement option. Finally, select Investment Measure from the options represented by SAP if you want to plan and monitor investments that are not directly capitalized due their scope or size of in-house production. Click the Enter button at the top-left side of the screen and save your asset class. To create the remaining asset classes, repeat steps with the appropriate settings for each asset class in Step 3. You checked country-specific settings provided by SAP in the system to see if it meets your country disclosure requirements.

You learned what the chart of accounts and chart of depreciation are. You learned how to copy the reference chart of depreciation and depreciation areas. You customized this activity to take you through the steps involved in parallel currencies specifications and assign chart of depreciations to your company code. Finally, you looked at the various customizing steps in asset classes. In this step, you defined account determinations, created screen layout rules, and defined number range intervals for your asset classes.

This applies when an asset is purchased from an outside vendor externally or produced in-house internally. This screen will allow you to enter your chart of depreciation in the Chart of Depreciation field in order to call up your depreciation area. The specification of the depreciation area to call up your depreciation area 2. Field and click the Enter button at the bottom of the screen. You can manually change the defaulted settings to meet your requirements.

You can either use the predefined specifications or specify your own. The customizing you carry out in this step will allow asset accounting transactions to post automatically to the general ledger accounts based on your specifications. As part of your configuration you can specify the balance sheet accounts, the depreciation accounts, and the special reverse accounts that you want asset accounting transactions to be posted in FI.

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- Asset Accounting Configuration in SAP ERP: A Step-by-Step Guide by ANDREW OKUNGBOWA

This screen will allow you to enter your chart of depreciation in the Chart of Dep. This screen will allow you to specify the chart of depreciation for your account determination. Enter your chart of depreciation B10 in the Chart of Depreciation field and click the Enter button at the bottom-left side of the screen. The initial screen where you will assign general ledgers to asset accounting 2. A list of the account determinations you defined in Chapter 1 in account determination section is displayed.

Search for the account determination AD you defined earlier using the button at the bottom of the screen. The account determinations screen where you assign general ledgers to the appropriate account determination objects Balance Sheet Accounts The accounts you assign to your depreciation areas in this step will allow asset accounting transactions to be posted to general ledgers in the balance sheet accounts. To go to the screen where you will assign general ledgers to your depreciation areas in asset accounting, select AD Factory Building from the list of your account determinations and double-click the Balance Sheet Accounts from the list of displayed objects in Account Determination.

For example, depreciation area 01 Book depreciation and 60 Book depreciation. The depreciation area 01 is always the primary depreciation in asset accounting in an environment where parallel accounting is used.

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In this case, depreciation area 01 is posted to all ledgers. However, you will still need to assign the leading ledger to the depreciation area Select the depreciation area 01 Book Depreciation and click the Details button at the top left of the screen. Enter the general ledger account you want to post assets purchased or in-house asset production costs in this field. You can access the list of your general ledger accounts using the matchcode button by the field.

Enter the account you want contra account for acquisition values in this field. Losses arising from asset retirement with or without revenue are posted to this account. Revenue from Asset Sale: The revenue earned from the sale of asset is posted against a clearing account. Enter the account you want revenue earned from disposal of asset in this field.

Enter the account you want to post gain made from the sale of asset in this field. Enter the account you want to post loss arising from the sale of an asset in this field. Click the Enter the button at the top left of the screen to confirm your entries and click Save. Depreciation SAP supports a number of depreciation types in asset accounting. You will be looking various depreciation types supported by SAP in detail in Chapter 4. You will noticed that the depreciation folder on the left pane is now open. On the depreciation list section, the depreciation areas available for the depreciation account determination are displayed for example, depreciation areas 01 book depreciation, 20 Cost-accounting deprecation and 60 Book depreciation.

The same steps are applicable to the remaining depreciation areas. Select Depreciation Area 01 Book Depreciation and click the Details button at the left of the screen. Table Then save the account determination. In order for the system to be able to carry out automatic posting when posting fixed asset accounts, the specification of posting key for asset posting must be in place.

SAP comes with standard posting keys in the system. Secondly, creating your own posting keys may be a daunting exercise and time consuming because you will need to change the settings in the associated tables. However, it is important to check the standard default values to make sure they meet your requirements. The list of procedures for automatic posting of asset accounts 2. To display the setting for asset posting, double-click asset posting from the displayed list of procedures on the screen.

It shows the appropriate posting keys for asset posting. The screen showing the default posting key values supplied by SAP 3. The Configuration Accounting Maintain: Automatic Posts — Posting Keys screen with default posting key values is displayed showing the appropriate posting keys for asset posting. A field status group defines the screen layout for a general ledger account entry and controls document creation within a company code. Based on your specification, the field status groups determine which fields accept input during document entry, as well as whether a field should be inactive, be required, or be optional.

Normally, field status variants are created when defining company code and it may not be necessary to define field status variant again in asset accounting if you have already defined field status variant in FI. However, SAP comes with standard field statuses with associated field status groups you can adapt and assigned to your company code.

When customizing the field status variant, it is important that you make sure that the group field indicators for asset and asset retirement are set as required entries for input. By copying another field status variant, you are also copying its account group as well. As part of the customizing activity in this step, you will be taught how to define field status variants, field status groups, and assign your company code to field status variant. Defining Field Status Variants As part of field status variants customizing, you can define field status variants and assign your company code to the field status variant you have defined.

The list of field status variants existing in the system The next step in this activity is to define your field status variant. You will define your field status variant by copying the standard field status variant supplied by SAP and modify them to meet your requirements. When you copy the standard field status variant, you are also copying the associated field status variant groups with it.

Select the field status IDES Group from the list of displayed status group on the screen and click the Copy button at the top left of the screen. Change the field status key to your own field status key and change the field status name IDES Group to your field status name Field status for We recommend that you use your company code as your field status key. This is important as it helps you to identify your field status variant with ease, especially in an environment where you have several field status variants in the system. Click the Enter button at the top left of the screen to confirm your changes.

You have the option to copy all or only copy entry. Since you want to copy all the dependent entries as well, click the button at the right side of the screen. Click the continue button at the bottom right of the screen. You will notice that your Field status variant Field status variant is displayed on top of the existing field status variants displayed on the screen. Save your field status variant. For example, whether fields are required, optional, or suppressed. However, it is important to check the field status variant groups you copied.

The Choose Activity screen pops up containing the list of field status activities you can choose from. Using the button at the bottom of the screen, search for company code Your company code comes on top of the displayed company codes. Enter your field status variant in the Fld Stat. Click the Enter button at the top left of the screen and then save your work.

Assign input tax indicator for non-taxable acquisitions 2. Click the Enter button at the top left of the screen and then click Save. Specifying Financial Statement Version for Asset Reports In this activity, you assign financial statement versions to each of the depreciation areas in your company code. The specifications you perform in this step serve as the default financial statement versions for each depreciation area you specified.

This allows the system to generate specific asset reports per depreciation area based on your specifications. Select your company code from the displayed list. Double-click the Assign Financial Statement Versions folder. Click the Enter button at the top left of the screen and save your specifications. Specifying the Document Type for Periodic Posting of Asset Values In this step, you perform the specification of a default document type that will allow you to carry out periodic posting of asset balance sheet values from depreciation areas directly to the general ledger using the new APC posting run without using batch-input session.

The next step is to assign the appropriate document type to THE company code. Search for your company code on the screen using the button at the bottom of the screen, and enter the appropriate document type AE — Accounting document in the DocTy field in your company code. The list of document types can be accessed using the matchcode by the DocTy field. The screen where you assign the document type for periodic posting of asset balance sheet values 3. Click the Enter button at the top left of the screen and click Save.

Afterward, you looked at how to assign input tax indicator for non-taxable acquisitions. You then looked at how to specify financial statement versions for asset reporting and, finally, you assigned financial statement versions to your depreciation areas and assigns document types to the company codes for periodic posting of asset balance sheet values.

In the next chapter, you will be looking at the valuation of fixed assets. You will look at how to set chart of depreciation, specify transfer of APC acquisition and purchase costs , specify transfer of depreciation terms, set up areas for parallel valuation, specify maximum amount for low-value assets, specify other versions at the company code level, define depreciation area for foreign currencies, and define group assets. SAP comes with various charts of depreciation in an attempt to meet individual country-specific legal disclosure requirements. Therefore, charts of depreciation are always country-specific.

Often, charts of depreciation are independent of other company codes outside the same country. All company codes in the same country are assigned the same chart of depreciation, since they fall under the same legal disclosure requirements and therefore need the same chart of depreciation. Likewise, all company codes operating in the United States can use the same chart of depreciation specifically for the United States, and so on.

SAP comes with most of the keys you can change or add to these keys. It is important to set the chart of depreciation in an environment where you have more than one chart of depreciation in the system. In order to indicate the chart of depreciation you want to customize, it is important to set appropriate chart of depreciation.

The configuration you then carry out will be specific to the chart of depreciation you set. Based on the settings, the system can determine the chart of depreciation you are working on. For example, if you have only one chart of depreciation, the system will automatically use it. On the contrary, if more than one chart exists, the system will prompt you to specify which chart of depreciation you are using. The chart of depreciation you specify will remain active in the system until you specify another depreciation area.

Then click the Enter button at the bottom-left side of the screen. This will take you back to the Display IMG screen. In the status bar at the bottom of the screen, the system will notify you that the chart of depreciation B10 was set. Depreciation Areas Depreciation was explained in depth in Chapter 1. In this step you will define depreciation areas for your asset accounting. For example, you may want to generate values for the balance sheet, which may be different from costing accounting for internal management purposes. The depreciation terms and values for asset valuation are managed in the depreciation area.

Depreciation areas are grouped in the chart of depreciation according to country-specific requirements. Defining Depreciation Areas In this step, you define the depreciation areas and specify the area type that will allow you to calculate asset values in parallel for each asset for various purposes. SAP comes with various county-specific depreciation areas you can adopt and adjust to meet your requirements. Select Define Depreciation Areas and click the button at the bottom- right side of the screen.

This screen will allow you to specify the chart of depreciation you want to define for your depreciation areas. Enter your chart of depreciation B10 in the Chart of Dep. Check the displayed chart of depreciation to see if it meets your requirements. You may also want to delete unwanted depreciation areas. To delete any unwanted depreciation areas, select the depreciation area you want to delete from the list of the displayed depreciation areas and click the Delete button at the top-left side of the screen.

Then save your depreciation area. Specify Area Type SAP comes with standardization of depreciation areas you can assign to your depreciation area. You can access the list of standardization of depreciation areas supplied by SAP using the matchcode by the Type field for each depreciation area. The specification of area type will allow you to determine the valuation method applicable to each depreciation area.

For example, when you specify the standardization of depreciation area 18 balance sheet according to other guidelines, such as IAS for Book depreciation area 01, the system will apply this specification strictly to depreciation area Likewise, when you specify the standardization of depreciation area 04 Net Worth Valuation to a given depreciation area, the system will use the net worth in the valuation of an asset for the specified depreciation area.

The Chart of Depreciation Selection screen then pops up. This screen will allow you to specify the chart of depreciation you are working on. Click the Continue button at the bottom-left side of the screen to proceed to the screen where you specify the area type for your depreciation areas. You can overwrite them by entering the area types of your choice in the type field.

You may not need to carry out any specifications in this activity because when you copied the standard chart of depreciation 1GB for your country in Chapter 1, the area types for each depreciation areas were copied with the chart of depreciation. Specify Transfer of APC Values The standard system copies the asset balance sheet values from depreciation area 01 to all other depreciation areas during posting.

The only exceptions to this rule are areas for revaluation and for investment support, as well as derived depreciation areas. Therefore, you only need to carry out this step if you want to copy posting values from a different depreciation area, not depreciation area In this step, you define transfer rules for posting acquisition values of depreciation areas. These transfer rules let you ensure that certain depreciation areas have identical acquisition values.

For example, you can ensure that the depreciation areas holding foreign currency values use the same values in local currency. For example, when you enter 01 as the acquisition value for book depreciation area 02, this will ensure that depreciation area 02 adopts the acquisition value from depreciation area The only difference is the currency. By activating the identical check box, this will ensure that depreciation areas manage identical acquisition values.

Specify Transfer of Depreciation Terms The specifications you carry out in this step will allow you to define the transfer rules for the depreciation terms of the depreciation areas assigned to your chart of depreciation. This will allow you to determine the depreciation area from which the terms are copied. You have the option of specifying whether the depreciation terms for a depreciation area are optional or mandatory. The importance of specifying transfer of depreciation terms is that it allows you to maintain identical or uniform depreciation for the specified depreciation areas, as you will not be able to maintain other depreciation terms for the copying depreciation areas in the asset master record.

As part of your customizing, you should ensure that the depreciation areas holding foreign currency values use the same values in the local currency. The area types for each depreciation area you copied holds the transfer rules for the depreciation terms of the depreciation areas. Click the Enter button at the top-left side of the screen to confirm your entries and save your depreciation terms transfer rules.

Setting Up Areas for Parallel Valuation When setting parallel valuation you have to create additional accounting principles for one real and one derived depreciation area in asset accounting. The derived depreciation makes it possible to determine new asset value from a predetermined asset value. The derived depreciation applies mathematical formulas to ensure that the values of the asset subledger are the same in the general ledger accounting.

The wizard helps you define parallel valuation in asset accounting when you use the new general ledger in conjunction with the ledger approach in the new general ledger. Asset History version can be defined in rows and columns. We can define maximum 8 rows and 10 columns. Row and Column ID is made up of two digit integers. There is a minimum of 1 row and 2 columns 00 and 99 required. Typical Column Definition: 1. Within each cell of the report you can map the asset history sheet groups to appear. Drilldown in order to maintain this. Overview The following paragraphs and figures will describe with EXAMPLE the steps of how to explore an asset and the functionality of the main buttons.

APC, Acquisition value, Ordinary depreciation, net book value. Value in the Planned values tab, you will be able to see the parameter used by the system to calculate the asset depreciation in that depreciation area. In the example below period 1 is missing because it was already posted in time of creation and acquisition posting in this asset.

Acct Types for Acct Asgmt Obj. Key Method View Maint. AuC Assignment of Dist. Rule C AM Maint. Rule Allocation Transfer Asset under Const. Asset Class Data Ch. Control Specif. Allocations Ch. Net Worth Valuat. Specify posting procedure. Retirements Acct. Assignmt for Investment Support Acct.

Unplanned deprec. Transfer of reserves Acct. Derived dep. Cost Plan. Fields Asset Explorer Acquisition from purchase w. Sheet Defin. Set Up Parallel Currencies Deprec. Group, 8 places C AM Asset hist. C AM Eval. Report Simul. Insurance Premium C AM view maint no. Legacy data transfer: Calc. Depreciation area currency Memo value of area Net book value is changeover amount Low-value assets Individual period weighting Permit group asset for area Assign bal.

Posting rules for depreciation Special treatment of retirement Transact. Substitution for trans. Generally, assets are classified into 2. Else, settlement will not be possible. Asset master data configurations should have been completed like asset classes, depreciation area, depreciation key etc Take over date Transfer date should be configured.

It represents the value date. The transaction level data are entered by clicking the Transactions button in the application tool bar Mandatory Fields: All mandatory fields as defined in the screen layout rule Asset class, cost center, description, Plant, quantity, depreciation key, useful life etc Acquisition amount, Accumulated depreciation value till PY, Accumulated depreciation value in the CY till take over date for all depreciation areas.

The difference Net Book Value gets posted to the conversion account created for assets. Fixed Asset Acquisition Cost Cr. Vendor Accounts payable. Posting date of the document will be copied into the asset master as the capitalization date. The depreciation start date of each depreciation area will also be determined and updated in the depreciation area data tab page. Asset acquisition posting could also be done without PO from the MM module. Posting could be done in FI posting only.

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