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 Mass Changes to Master Data

Purpose

The Asset Accounting component provides a function for mass processing of freely definable changes to asset master data. The system carries out these changes automatically to a large extent. This type of mass asset change might be necessary in the following cases:

  • When there is a change to the cost center plan, you have to change the cost center assignment of all assets affected.

  • As part of year-end closing, you have to change depreciation terms.

  • Following the legacy data transfer, you have to make entries in certain asset master data fields that could not be copied from your legacy system.

  • You made a change at the asset class level. Changes at this level affect only those assets that are created after the change was made. Therefore, you have to make this change in the already existing assets.

Note Note

In order to carry out a mass change, you need the normal authorization for asset master data maintenance, as well as authorization for authorization object A_PERI_BUK (authorization for periodic processing) with activity 40. This authorization is contained in the standard profile A_ALL.

End of the note.

Process Flow

The mass change process has three levels:

  • Defining the change rules

  • Selecting the assets, and entering them in a worklist

  • Checking and correcting the worklist, and releasing the worklist (= execution of the mass change)

Defining the Change Rules

You define the change rules using substitution (in Customizing for Asset Accounting under Master Data - also refer to Validation and Substitution ). The change rules determine under which circumstances which master data field should receive which new contents. When you create a worklist for mass change, you have to enter a substitution rule. When the worklist is processed, all the assets in the worklist are changed according to the defined rules.

For more information on substitution rules, see the documentation in the FI-AA Implementation Guide under Master Data . The procedure for defining a substitution rule is described there.

The following graphic shows the Customizing definition of a substitution rule. In all assets with cost center 4711, the cost center should be replaced by cost center 8936.

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Substitution Rule

Caution Caution

Please note that when you make a change to time-dependent data (such as the assignment to a cost center), you always have to enter the time interval (valid from/to date) in the substitution rule. When you enter a new valid from date in the substitution, the system automatically opens a new time interval. You can only change one time interval in each mass change. It is not possible to change in several time intervals in parallel.

Also note that when you make changes to the depreciation terms, you also have to enter the depreciation area (AFABE) in the condition.

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Definition of a Substitution

End of the caution.

Selecting Assets

You have to select the assets that you want to change. You make this selection using any standard report in the Asset Information System. Select using the report under   Tools  Worklist  Generate  , or use any other standard FI-AA report. Then place the selected assets in a worklist (function   Create worklist in the list display of the report). Note that you can only select assets from a single company code.

The function Dynamic selections in the report selection screen allows you to further limit the selection. In addition to the standard reporting selection criteria, this function allows you to use all the fields of the general data part of the master record as selection criteria. Using these selection options, you can select the assets for the change according to your own specific requirements. You can add individual assets to a worklist (under Environment ):

  • From within the asset master data transaction

  • From within the asset value display transaction

  • During later processing of the worklist

Caution Caution

The report for creating a worklist only shows assets that have APC amounts. In order to select assets that have not been posted, you have to use the standard report for unposted assets (under Day-to-day activities ).

End of the caution.

Documenting the Mass Change

The system documents the mass change to master data using change documents, just as it does for manual changes. You can enter the number of the worklist as a selection criteria in the standard report for displaying master data changes. The report shows all changes that were made using a mass change. It also shows the user who processed the mass change.

Procedure

Carrying Out Mass Change

Note Note

You can also include more than one person in carrying out a mass change to asset master data. Using this method provides you with an opportunity for additional checks by other members of your enterprise. For more information, see BC Workflow Scenarios in the Applications .

The workflow scenario "Mass changes to asset master data" (including more than one person) is active as soon as a user is assigned to the standard activity "Correct worklist" (FI-AA Customizing:   Preparing for Production Startup  Management of Authorizations   ). On the other hand, you have to make sure that this activity is not assigned to a user, if you do not want to use workflow and instead plan to use the procedure described above.

End of the note.

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