Use

To be able to settle fuel costs using service charge settlement, you have to record fuel levels and costs, and determine the amount of fuel consumption . For this process, you first have to enter the initial fuel levels.

Prerequisites

You made the Customizing settings described in Calculation of Fuel Consumption .

Procedure

There are two ways of entering the initial fuel level, either:

Individually by entering the data on the settlement unit

Mass processing by uploading data from a Microsoft Excel file in CSV format

Enter initial fuel level on settlement unit, master settlement unit, or cost object settlement unit:

In the RE Navigator, select the settlement unit, for which you want manage fuel, and for which you defined a service charge key in Customizing.

Choose the Fuel Level tab page.

Choose the Create pushbutton.

Select the Initial Level indicator on the Selection dialog box.

You can now process the initial level for this fuel type.

Enter all required data, such as:

Asset value date and posting date

Name of fuel

Fuel quantity

Amount for fuel quantity

Gross Y/N

If the Gross indicator is set, the system assumes that the initial value entered contains value-added tax. The systems converts the initial level to net when you save, and shows the gross value in the text. The Gross indicator corresponds to the indicator X in the Excel file. In this way, the posting is taken into account using standard opting, and is settled with regard to the tax authorities.

Upload initial level from Excel (mass processing):

The Microsoft Excel document containing the data for mass upload into the SAP system must be in CSV format and have the following structure:

The tax group used through the indicator for the conversion of the gross amount into the net amount is the same as the tax group that you entered in Customizing for fuel management in the country-specific settings for Switzerland.

On the SAP Easy Access screen, choose Accounting → Flexible Real Estate Management → Country Specifics → Switzerland → Fuel Management → Mass Processing of Initial Level

You can also access this transaction when processing the settlement unit. On the Fuel Level tab page, choose Upload Initial Level.

When you choose this function, you leave processing of the settlement unit, and it is not possible to return to it simply by choosing Back (F3)

In the Import group box, enter the document in CSV format, from which you want to load data to the SAP system.

Run the program.

Result

You entered the initial level for one or more fuels on settlement units. The system posts the initial level to a balance sheet account in the Financial Accounting (FI) component. In addition, the system posts the initial level to the expense account for the service charge settlement, with additional account assignment to the settlement unit. These two postings are made with or without value-added tax, depending on your Customizing settings.

You can then post additions and removals, as well as enter the ending fuel level (see Managing Fuel Levels ).