read below SOP and prepare bullet notes.

		
	 




	
		

GA FA		

Desktop Procedure 

for

FA.1. Create change asset master data
METRO BG
	
	
2025-01-13



	


 
Table of Contents 
1.	GENERAL DOCUMENT DESCRIPTION	4
1.1.	About this Document	4
2.	GENERAL PROCESS DESCRIPTION (SIPOC TABLE)	5
3.	PROCESS PRESENTATION ON T-ACCOUNTS	6
4.	DETAILED STANDARD PROCESS DESCRIPTION (CASE STUDY)	7
4.1.	  Check if the request is received/invoice is posted	8
4.2.	  Check request for completeness and accuracy (FA.1.2. ongoing control)	8
4.3.	Send request back to Local Finance (FA.1.3.)	10
4.4.	 Check if asset needs to be created or changed (FA.1.5.)	10
4.5.	Create asset master data (FA.1.6.)	10
4.5.1.	Asset creation based on invoice	11
4.5.2.	Asset creation based on request	21
4.5.3.	Asset creation for AuC	28
4.5.4.	Sub numbers Asset creation	32
4.5.5.	 Check if creation of asset master data was done correctly	38
4.5.6.	Mass sub-asset creation	39
4.6.	Change asset master data (FA.1.7.)	41
4.6.1.	Single asset master data change	41
4.6.2.	Mass asset master data change	51
4.6.3.	 Check if change of asset master data was done correctly	52
4.7.	Archive documents (FA.1.11.)	54
4.7.1.	Archive documents when there is no document created.	54
4.7.2.	Archive documents when document number of the posting is created.	57
4.8.	  Perform final control and Periodic Sample Check GSC (FA.1.17. periodic control)	60
5.	APPENDIX	61
5.1.	Glossary (Including abbreviations)	61
5.2.	  Controls	61
5.2.1.	On-going controls	61
5.2.2.	Detective controls (sample checks)	62
5.3.	  Checks	62
5.4.	Communication Rulebook	62
5.5.	Attachments & Paths	63
5.6.	Document approval	65
 
















1.	General Document Description
1.1.	About this Document
This document defines the flow of a business process by describing all activities that have to be executed in order to reach the aim of the process.
In order to have a clear definition of responsibilities and the resources necessary to execute the business process reliably, the activity descriptions are detailed by:
	Examples,
	Responsible roles,
	Resources (Input and output objects, documented knowledge, application systems).
Symbols that are used in this document are described in detail in document Desktop Procedure Creation & Management System.




























 
2.	General Process Description (SIPOC table)

Supplier
(Requesting department)	
LFI - Accounting Department 



Inputs

	
SAP
Transactions	AS01 / AS02 / AS03 / AS11 / FBL3N
	
Other Inputs	
MSIT / Mailbox / accesses to shared drives mentioned in the document










Process	
Who ?	LFI / GSC FA Clerk
	


How ?
	
GSC FA Clerk checks open items 1879110000 account. If the invoice is posted needed documentation is attached. Based on that information new asset can be created. Asset master data change protocol is compared with relevant data in SAP. In case of differences requesting department is contacted. When all required data is collected, change is performed in the system. All relevant documentation is archived.
	

Why ?	
To update asset master data in the system with new assets and changes to existing ones. To match information in the system with actual status of assets.
	
When ?	On a daily basis / When requested (according to priority in Communication Rulebook)


Outputs	
Documents	SAP document
	Results of action	Asset is created / changed
Customer	LFI - Accounting Department


 
3.	Process presentation on T-accounts 
Due to process diversification/specification it is not possible to present it to T-accounts.

















4.	Detailed Standard Process Description (Case Study)
The asset master data create / change is requested by LFI via MSIT or based on GSC Fixed Assets Clerk initiative. The GSC Fixed Assets Clerk reviews the request and ensures that the attachment (original signed documents have to be added) contains all necessary information, so the process can be performed in the system. Any changes to asset master data are automatically logged in SAP. Only the staff responsible for Fixed Assets is granted access to the common e-mail box (mgscpl-bgfa@metro-gsc.pl) and relevant MSIT roles.
 
 
4.1.	  Check if the request is received/invoice is posted
Each day, GSC FA Clerk checks in the Inbox under following address: 
https://mwfk2designer.metrogroup-networking.com/Runtime/Runtime/Form/Metro.MSIT.Form.Tasks/?
 if the request is received via MSIT, or in case MSIT is not working properly, through emergency workflow, which is common mailbox (mgscpl-bgfa@metro-gsc.pl). How to open MSIT and check the request find in procedures under following path: 
\\dus30fsr0235.de.madm.net\GSC_szczecin\Common\Service Desk\MSIT.

If the request is received follow the chapter 4.2. Check request for completeness and accuracy (FA.1.2. ongoing control). Refresh MSIT and check common e-mail box frequently to check if new requests are received. All requests MUST be finished and responded according to the priorities stated in Communication Rulebook, which can be found under following path:
Service Excellence for business - Communication Rulebook
To check if invoice was posted go to transaction FBL3N and check all items for current month. Find more information in procedure FA.2. Perform capitalization METRO BG.
4.2.	   Check request for completeness and accuracy (FA.1.2. ongoing control)
Creation / changes to asset master data are requested by LFI. GSC Fixed Assets Clerk performs check for completeness and accuracy for every request after receiving it, and before starting to create asset master data / change asset master data in the system.
All requests must be completed within its corresponding period.

Fields to be reviewed:
	Company code
	Asset class
	Asset description
	Cost center
	Location
	Supplier
	Date of activation of the asset

Requests received from LFI via MSIT (if implemented) are automatically stored within the tool. Requests received from LFI via e-mail are stored in SAP (always, if possible) or on the shared drive. Communication flow is appointed in the Service Excellence for business - Communication Rulebook. Each time request is received via e-mail GSC Fixed Assets Clerk needs to check in Service Excellence for business - Communication Rulebook if requestor is authorized to send it.

After the posting is performed:
1.	 In case there is no document number and request is received via:
1)	MSIT – number of MSIT is added to the asset note,
2)	E-mail – attachment is added to the asset,
3)	E-mail – the path on the shared drive is added to the asset note, unless adding attachment to the asset is allowed.
2.	In case there is document number and request is received via:
1)	MSIT – number of MSIT is added to the posting document number,
2)	E-mail – attachment is added to the posting document number.
 
All requests are available for later review. Go to chapter 4.7. Archive documents (FA.1.11.) of this procedure to archive documents.

If data is accurate (all required data is provided) go to chapter 4.4. Check if asset needs to be created or changed (FA.1.5.) of this procedure. If any additional information needs to be provided (e.g., asset number to be changed is missing), go to the chapter 4.3. Send request back to Local Finance (FA.1.3.) of this procedure.
4.3.	Send request back to Local Finance (FA.1.3.)
In case of any questions / inaccuracies, local organization (requestor) must be contacted. There are two ways of contacting the local organization:
	Via mail (using common mailbox mgscpl-bgfa@metro-gsc.pl)
	Via MSIT using option REWORK (for more details regarding interaction tool see Service Desk procedures under the following path: \\Dus30fsrb010-smb.r2.madm.net\GSC_szczecin\Common\Service Desk).
Data of all contact persons can be found in Communication Rulebook from chapter 5.4. Communication Rulebook of this document.
In case of technical problems contact Service Desk via mail (using common mailbox: <PRESIDIO_ANONYMIZED_EMAIL_ADDRESS>).
4.4.	 Check if asset needs to be created or changed (FA.1.5.)
Based on content of the request decide if asset needs to be created or changed. 
If asset needs to be created go to the chapter 4.5. Create asset master data (FA.1.6.). If asset needs to be changed go to the chapter 4.6. Change asset master data (FA.1.7.).
4.5.	Create asset master data (FA.1.6.)
After posting invoice on interim account – 1879110000 FIXED ASSETS CLEARING ACCOUNT by LFI the asset is created by GSC. To create the asset use transaction AS01.

  	NOTE: According to Metro Group guidelines fixed asset is created when its value is over 200 EUR and will be used for more than 1 year. 

There are few cases when asset is created:
1.	Asset creation based on invoice – regular asset
2.	Asset creation based on request – Internal Consumption, Metro AG
3.	Asset creation for AuC
4.	Sub-asset creation
4.5.1.	Asset creation based on invoice
 After finding posted invoice on Interim account 1879110000 ASSET PURCHASE CLEARING ACCOUNT a new asset should be created based on the information shown in the posting. Usually there is an e-mail/MSIT also from LFI related to the invoice on Interim account with some additional information. Data must be provided in ASSET SETTLEMENT FILE. To create a new asset in SAP system, use all asset data from Asset_settlement.xlsx file. It is saved under the following path:
 \\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\04. Asset Settlement File\Asset settlement.xlsx.
  
 	NOTE: Instructions how to update ASSET SETTLEMENT FILE, can be found in the procedure FA.2. Perform capitalization METRO BG.


To create new asset, follow steps below:
1.	Go to transaction AS01.
 
2.	Fill in following fields:
 
1)	ASSET CLASS field - fill in according to description from the invoice found in FA.1. Create change asset master data METRO BG Rulebook, which is stored in location:
https://metro.sharepoint.com/:x:/r/sites/ProcedureManagementPortal/_layouts/15/Doc.aspx?sourcedoc=%7B4198EECC-939D-4F2B-A491-0C2756131F19%7D&action=view
COMPANY CODE field – fill in company code for which invoice was booked on interim account. For METRO BG it is 2016. 
NUMBER OF SIMILAR ASSETS field - fill in 1 or when several similar assets must be created then fill in the exact number of it.
2)	Click MASTER DATA or press ENTER.
 	NOTE:  In case of creating several similar assets in one time when saving the assets, there is an option to CREATE or MAINTAIN asset data. See screens below:
1.	CREATE MULTIPLE ASSETS window:
 
1)	When choosing CREATE option – the system will create assets with the same data
2)	When choosing MAINTAIN option – there is a possibility to change the ASSET DESCRIPTION, COST CENTER or EV. GROUP 4.
2.	MAINTAIN FIELDS THAT SHOULD BE DIFFERENT IN SIMILAR ASSETS window:
 
1)	Change data which needs to be different
2)	After changes click on CONFIRM to save the data
3.	Fill in following fields: 
 
1)	DESCRIPTION - fill in the field with name of the asset. Take the information from the Asset Settlement File. When filling in the field use for 1st letter only capital letters. In case the invoice is related to asset with Serial Number insert at the end of the description also the serial number.
2)	ASSET MAIN NO. TEXT - the field is automatically filled in as a copy of the field DESCRIPTION after entering the name of an asset in DESCRIPTION field and pressing ENTER.
3)	SERIAL NUMBER - fill in the field with the serial number of the asset – if it is not shown in the invoice – leave it empty. 
4)	QUANTITY - fill in 1, in some cases it could be different, see note below.
 	NOTE: In case of creation of 1 asset number for a lot of similar assets (collective asset), put quantity provided by LFI in e-mail – for example during the creation of asset for trolleys (Shopping Carts) LFI provide the quantity in description of the asset: Количка за пазаруване C&C Shopper - 275 бр.(275 pcs.)
5)	MANAGE HISTORICALLY - should always be marked.
6)	INCLUDE ASSET IN INVENTORY LIST - should always be marked.
7)	CAPITALIZED ON - fill in the date of the invoice from the Asset Settlement File.
8)	Click on TIME-DEPENDENT to get to the next screen.
4.	TIME-DEPENDENT tab:
 
1)	COST CENTER – find Cost Center on the interim account 1879110000 ASSET PURCHASE CLEARING ACCOUNT (click on invoice line, then choose   - for more information see procedure FA.2. Perform capitalization METRO BG).
If there is no COST CENTER in the system SAP (invoice) you can create the common COST CENTER for the store, taking the store number from the PROFIR CENTER from Interim account.

 	NOTE: Profit Center has the following format:
XXXXYYYY
XXXX – COMPANY CODE. For Bulgaria  is 2016.
YYYY - the number of the store, e.g. 1015 (store Bourgas)


 	NOTE: Common COST CENTER has the following format:
ZZXXXXYYYY
ZZ - prefix for country. For Bulgaria  is 59.
XXXX - the number of the store, e.g. 1015 (from the Profit Center)
YYYY - the number of the department -  for the common store COST CENTER - 7320.

2)	PLANT - filled in automatically after filling in the LOCATION field and press ENTER
3)	LOCATION - filled in according to the drop-down list, according to the store number. You can find information about store number from the COST CENTER. 
4)	ROOM  - due to individual assignment for each asset information needs to be provided by Local FI by MSIT or e-mail. 
5)	Go to ALLOCATIONS tab.
 	NOTE: Lists of BUSINESS AREAS, COST CENTERS, LOCATIONS and ROOMS are stored in asset RULEBOOK under the path in tab TIME DEPENDENT DATA of FA.1. Create change asset master data METRO BG Rulebook: 
https://metro.sharepoint.com/:x:/r/sites/ProcedureManagementPortal/_layouts/15/Doc.aspx?sourcedoc=%7B4198EECC-939D-4F2B-A491-0C2756131F19%7D&action=view

5.	ALLOCATIONS tab:
 
1)	EVALUATION GROUP 4 – find eval. group for the type of the asset in the FA.1. Create change asset master data METRO BG Rulebook, for e.g. Y122
 	NOTE: Find suitable EVALUATION GROUP for the type of the asset in the FA.1. Create change asset master data METRO BG Rulebook file stored in location: 
https://metro.sharepoint.com/:x:/r/sites/ProcedureManagementPortal/_layouts/15/Doc.aspx?sourcedoc=%7B4198EECC-939D-4F2B-A491-0C2756131F19%7D&action=view

2)	Go to ORIGIN tab.
6.	ORIGIN tab:
 
1)	VENDOR –fill in supplier number. Supplier number can be found on account 1879110000 ASSET PURCHASE CLEARING ACCOUNT or from Asset Settlement File
2)	WBS ELEMENT - filled in with the data from Asset settlement.xlsx file or from account 1879110000 ASSET PURCHASE CLEARING ACCOUNT. 
3)	Go to DEPREC. AREAS tab
 	NOTE: Suppliers numbers also are stored under the path, in tab ORIGIN of the file below: 
FA.1. Create change asset master data METRO BG Rulebook

7.	DEPREC. AREAS tab:
 
1)	USELIFE/PERIOD - find useful life/period for the type of the asset in the FA.1. Create change asset master data METRO BG Rulebook file.
USEFUL LIFE/PERIODS are the same for areas:
	01 IFRS
	30 Local bal. sht.
	35 EVA
	99 PS Settl EUR
USELIFE/PERIODS for area 15 Tax Bal.sht. is deferent - find useful life/period for the type of the asset in the FA.1. Create change asset master data METRO BG Rulebook file.
 	NOTE: Find USELIFE/PERIOD for the type of the asset in the FA.1. Create change asset master data METRO BG Rulebook file stored in location: 
https://metro.sharepoint.com/:x:/r/sites/ProcedureManagementPortal/_layouts/15/Doc.aspx?sourcedoc=%7B4198EECC-939D-4F2B-A491-0C2756131F19%7D&action=view

2)	ODEP START:
	the date of the capitalized-on field (the date of the invoice)
	for assets with asset class 213020 REMODELING – the opening store date, see the table below:
 
3)	After entering all data press SAVE, the new asset is now created.
8.	Number of the asset will appear in the bottom of the screen.
 
 	NOTE: After creation of a new asset fill in the column in the Asset Settlement File with the number of the asset. File stored in location:  \\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\04. Asset Settlement File\Asset settlement.xlsx 

9.	 After performing creation, if there are less than 20 assets, perform check of each asset separately as described in the chapter 4.5.5. Check if creation of asset master data was done correctly. If there are more than 20 assets created, apply the check from the chapter 5.3. Checks. Find the location of the check (instruction and the check template) under the path indicated in the chapter 5.5. Attachments & Paths.
10.	 Once assets are created and AMD checked for correctness, note with MSIT number needs to be added by following steps in chapter 4.7. Archive documents (FA.1.11.).
11.	 The next step in end-to-end fixed asset process is capitalization of newly created asset described in the procedure FA.2. Perform capitalization METRO BG.
4.5.2.	Asset creation based on request 
To create assets for Internal Consumption, METRO AG invoice or any other asset on request – use data from the template send via MSIT request from the Local FA Clerk. 
 	NOTE: From Q4 FY 2018, due to new accounting guidelines, in order to differentiate internal and external SW and licenses, 2 asset classes should be used during creation of the assets for invoices related Service fee – for licenses from Metro-Nom and for licenses from Third parties. In BG these assets are created on Requests from LFI and the date from the Request should be used. 
  To create new asset, follow steps below:
1.	Go to transaction AS01.
 
2.	Fill in following fields:
 
1)	ASSET CLASS - fill in field according to the data from MSIT request.
COMPANY CODE - fill in company code. For METRO BG it is 2016. 
NUMBER OF SIMILAR ASSETS - fill in the data from MSIT request, if not provided – fill in 1. 
2)	Click MASTER DATA or press ENTER.
3.	Fill in following fields: 
 
1)	DESCRIPTION - take the description from the Template sent from the Local FA Clerk in the MSIT request.
2)	ASSET MAIN NO. TEXT - the field is automatically filled in as a copy of the field DESCRIPTION after entering the name of an asset in DESCRIPTION field and pressing ENTER.
3)	SERIAL NUMBER - fill in the field with the serial number of the asset from the MSIT request – if it is not provided – leave it empty. 
4)	QUANTITY - fill in ALWAYS 1.
5)	MANAGE HISTORICALLY - should always be marked.
6)	INCLUDE ASSET IN INVENTORY LIST - should always be marked.
7)	CAPITALIZED ON - fill in the date of the invoice from the MSIT request.
8)	Click on TIME-DEPENDENT  to get to the next screen.
4.	TIME-DEPENDENT tab:
 
1)	COST CENTER –provided in Template sent from the Local FA Clerk in MSIT request. 
2)	PLANT - filled in automatically after filling in the LOCATION field and pressing ENTER
3)	LOCATION - filled in according to the MSIT request. If it is not provided leave it empty.
4)	ROOM  - filled in according to the MSIT request. If it is not provided – leave it empty.
5)	Go to ALLOCATIONS tab.
5.	ALLOCATIONS tab:
 
1)	EVALUATION GROUP 4 – filled in according to the MSIT request. If it is not provided – leave it empty.
2)	Go to ORIGIN tab.
6.	 ORIGIN tab:
  
1)	VENDOR –fill in supplier number from the request template from Local FA Clerk. 
2)	WBS ELEMENT - filled in with the data from request, if it is not provided – leave it empty
3)	Go to DEPREC. AREAS tab
 	NOTE: If the Vendor is Metro AG – fill in the field TRADING PARTNER - for Metro AG 421.
7.	DEPREC. AREAS tab:
 
1)	USELIFE/PERIOD - filled in according to the MSIT request.
USEFUL LIFE/PERIODS are the same for areas:
	01 IFRS
	30 Local bal. sht.
	35 EVA
	99 PS Settl EUR
USELIFE/PERIODS for area 15 Tax Bal.sht. is deferent - find useful life/period for the type of the asset in the FA.1. Create change asset master data METRO BG Rulebook file.
 	NOTE: Find USELIFE/PERIOD for the type of the asset in the FA.1. Create change asset master data METRO BG Rulebook file stored in location: https://metro.sharepoint.com/:x:/r/sites/ProcedureManagementPortal/_layouts/15/Doc.aspx?sourcedoc=%7B4198EECC-939D-4F2B-A491-0C2756131F19%7D&action=view


2)	ODEP START - the date of the capitalized on field (the date of the invoice – from the MSIT request).
3)	After entering all data press SAVE, the new asset is now created.
8.	 Number of the asset will appear in the bottom of the screen.
 
 	NOTE: After creation of a new asset fill in the Template file from the MSIT request with the number of the asset.
Example of the Template stored in location:
\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\03. Rulebook\Template_create Asset master data_request.xlsx 

9.	 After performing creation, if there are less than 20 assets, perform check of each asset separately as described in the chapter 4.5.5. Check if creation of asset master data was done correctly. If there are more than 20 assets created, apply the check from the chapter 5.3. Checks. Find the location of the check (instruction and the check template) under the path indicated in the chapter 5.5. Attachments & Paths.
10.	 Once assets are created and AMD checked for correctness, note with MSIT number needs to be added by following steps in chapter 4.7. Archive documents (FA.1.11.).
11.	 The next step is to send back MSIT request to the responsible person from LFI according to the priorities stated in Communication Rulebook. 
4.5.3.	Asset creation for AuC
All data necessary to create assets for AuC is provided via MSIT by Local FI in the Template for create asset.  
1.	Go to transaction AS01.
 
2.	Fill in following fields:
 
1)	ASSET CLASS field - fill in the number of asset class provided by LFI via MSIT
COMPANY CODE field – fill in company code provided by LFI via MSIT
NUMBER OF SIMILAR ASSETS field - fill in 1
2)	Click MASTER DATA or press ENTER
3.	Fill in following fields:
 
1)	DESCRIPTION - fill in the text provided by LFI via MSIT
2)	ASSET MAIN NO. TEXT is automatically filled in as a copy of the field DESCRIPTION after entering the name of an asset in DESCRIPTION field and pressing ENTER
3)	MANAGE HISTORICALLY - should be marked
4)	INCLUDE ASSET IN INVENTORY LIST - should be marked
5)	CAPITALIZED ON FIELD – leave empty
6)	Go to TIME-DEPENDENT tab
4.	TIME-DEPENDENT tab:
 
1)	COST CENTER – fill in COST CENTER provided by LFI via MSIT
2)	LOCATION - fill in LOCATION provided by LFI via MSIT
3)	PLANT - field filled in automatically after filling in the LOCATION field and  press ENTER
4)	ROOM - fill in ROOM provided by LFI via MSIT, if it’s not provided, leave it empty
5)	Go to ORIGIN tab
5.	ORIGIN tab:

 
1)	WBS ELEMENT – fill in from MSIT request – if it’s not provided – leave it empty. In case AuC asset is dedicated to the Invoice from Interim account, fill in WBS-element from Interim account, firstly confirming this with LFI by E-mail
2)	Click SAVE
6.	At the bottom of the screen there is information that the asset has been created:
 
7.	Follow the steps 9 – 11 from chapter 4.5.2. Asset creation based on request.

4.5.4.	Sub numbers Asset creation
In general, the sub numbers are created to the existing assets in the following cases:
	An asset is modernized. Modernization might be connected with the creation of the new part of the asset
	Modernized asset has already been fully depreciated in tax area
All data necessary to create sub number asset is provided via MSIT by Local FI in the Template for create sub number asset. Usually there is an Invoice on interim account 1879110000 ASSET PURCHASE CLEARING ACCOUNT connected with the new created sub number asset. In that case new created sub number asset must be filled in to the Asset Settlement File as well. 
To create new sub number asset, follow steps below:
1.	Go to transaction AS11.
 
2.	Fill in following fields:
 
1)	ASSET - enter the number of an asset to which the sub number should be created according to the data from MSIT request
2)	COMPANY CODE - fill in company code from the MSIT request. For METRO BG it is 2016
3)	NUMBER OF SIMILAR SUBNUMBERS - fill in the data from MSIT request, if not provided – fill in 1
4)	Click MASTER DATA or press ENTER
3.	Fill in following fields: 
 
1)	DESCRIPTION - take the description from the Template sent from the Local FA Clerk in the MSIT request
ASSET MAIN NO. TEXT – no change, the same as for the main asset
2)	QUANTITY - fill in ALWAYS 1
3)	CAPITALIZED ON - fill in the date of the invoice from the MSIT request
4)	MANAGE HISTORICALLY - should always be marked
5)	INCLUDE ASSET IN INVENTORY LIST - should always be marked
6)	Click on TIME-DEPENDENT to get to the next screen
4.	TIME-DEPENDENT tab:
 
1)	The data in the fields should remain the same. They are copied from the original asset. If LFI requested in the MSIT request, data can be changed. Go to ALLOCATIONS tab.
5.	ALLOCATIONS tab:
 
1)	The data in the fields should remain the same. They are copied from the original asset, unless LFI requested new data in the MSIT request. Go to ORIGIN tab.
6.	ORIGIN tab:
  
1)	VENDOR –fill in supplier number from the request template from Local FA Clerk.
2)	WBS ELEMENT - filled in with the data from request, if it is not provided – take it from the Interim account 1879110000 ASSET PURCHASE CLEARING ACCOUNT (Go on invoice line - for more information see procedure FA.2. Perform capitalization METRO BG)
3)	Go to DEPREC. AREAS tab
7.	DEPREC. AREAS tab:
 
1)	USELIFE/PERIOD - filled in according to the MSIT request
2)	ODEP START - filled in according to the MSIT request
3)	Press SAVE, the new sub number asset has been created
8.	 Number of the asset will appear in the bottom of the screen.
 
 	NOTE: After creation of a new sub number asset fill in the Template file from the MSIT request with the number of the asset and the Asset Settlement file. 
Example of the Template stored in location:
\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\03. Rulebook\Template_create Asset master data_request.xlsx 
Asset Settlement File stored in location:
 \\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\04. Asset Settlement File\Asset settlement.xlsx

9.	 After performing creation perform check of each sub number asset separately as described in the chapter 4.5.5. Check if creation of asset master data was done correctly. 
10.	 Once assets are created and AMD checked for correctness, note with MSIT number needs to be added by following steps in chapter 4.7. Archive documents (FA.1.11.).
11.	 The next step is to send back MSIT request to the responsible person from LFI according to the priorities stated in Communication Rulebook. 
4.5.5.	 Check if creation of asset master data was done correctly

After the creation is done, in case of less than 20 assets, check on individual asset if create is done correctly.

1.	Go to transaction AS03 – DISPLAY ASSET MASTER DATA to check fields of the asset.
 

1)	Fill in the transaction name and press ENTER. 
2.	On the next screen fill in:

 
1)	Fill in the following fields:
ASSET – fill in asset number which was created
COMPANY CODE – fill in company code – for METRO BG 2016
Press ENTER
3.	 Check if creation of the asset was done correctly:
    

1)	Review the tabs and fields which must be filled in.
 	NOTE: When creation is performed for more than 20 assets in order to perform mass check if creation was posted correctly follow the procedures for mass check accordingly. Check can be performed after capitalization / transfer. Procedures are located under the path:
\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\10. Supporting documentation\01. Control points\3. Mass AMD create_change_check.doc 


4.5.6.	Mass sub-asset creation
In case when on the request there are large numbers of sub assets (more than 20), to be created, macro template “Create sub-numbers Macro BG.xlsm” can be used for creation of sub-asset master data. In order to run the macro file, it is necessary to be logged into SAP A01 line. Macro is stored on VBA Solutions Repository under following path: 
https://metro.sharepoint.com/sites/ContinuousImprovementGSC/MSERV%20PL%20Macro%20Repository/Create_Sub-numbers_Makro_BG.xlsm?web=1
How to use macro is described below and in sheet INSTRUCTION in the macro file: 
1.	Open the macro named “Create sub-numbers Macro BG.xlsm”
2.	Go to sheet SUB-ASSET CREATION in macro file:
  
1)	Delete the previously used data from all columns
3.	Next fill in the file with data provided by LFI:
 
1)	 Copy data from the MSIT request for sub-asset creation into yellow columns and paste in the respective fields, for example:
	ASSET NUMBER – fill in asset number from the request
	SUB ASSET NUMBER – fill in sub-asset number from the request
	DESCRIPTION 1 – fill in description from the request
	DESCRIPTION 2 – fill in description from the request
	SERIAL NUMBER – fill in serial number from the request
	CAPITALIZED ON DATE – fill in date from the request 
	COST CENTER – fill in cost center from the request
	PLANT – fill in plant from the request
	LOCATION – fill in location from the request
	ROOM – fill in room from the request
	EVALUATION GROUP 4 – fill in evaluation group 4 from the request
	VENDOR – fill in vendor from the request
	DEPRECIATION KEY 01 – fill in LINS
	USEFUL LIFE 01 – YEARS – fill in useful life from the request
	USEFUL LIFE 01 – PERIODS – fill in 0
	ODEP START 01 – fill in date from the request
2)	Click on START button to run the macro
4.	 Status of the changes will appear. Click on OK to approve access to SAP GUI scripting:
 

5.	Number of the new sub asset will appear in first column NEW ASSET NUMBER:
 
6.	Follow steps 8 – 11 from chapter 4.5.4. Sub numbers Asset creation.
4.6.	Change asset master data (FA.1.7.)
4.6.1.	Single asset master data change
1.	Go to transaction AS02:
 
2.	Fill in following fields:
 
1)	ASSET – fill in asset number provided by LFI via MSIT
2)	COMPANY CODE – fill in company code for which asset master data must be changed, provided by LFI via MSIT
3)	Press ENTER
3.	CHANGE ASSET: MASTER DATA window:

 
1)	Fields possible to be changed in GENERAL tab:
	DESCRIPTION – fill in text provided by LFI via MSIT
	SERIAL NUMBER – fill in number provided by LFI via MSIT
	INVENTORY NUMBER – fill in number provided by LFI via MSIT
	QUANTITY – must be provided by LFI via MSIT
	LAST INVENTORY ON – fill in number provided by LFI via MSIT
	INVENTORY NOTE – fill in text provided by LFI via MSIT
	CAPITALIZED ON – fill in the date provided by LFI via MSIT
	DEACTIVATION ON– fill in the date provided by LFI via MSIT
2)	Click on TIME DEPENDENT DATA tab
4.	CHANGE ASSET: MASTER DATA window:
 
Fields possible to be changed in TIME DEPENDENT DATA tab:
1)	COST CENTER – fill in number provided by LFI via MSIT
2)	LOCATION - fill in number provided by LFI via MSIT
3)	ROOM - fill in number provided by LFI via MSIT
4)	Click on ALLOCATIONS tab
5.	CHANGE ASSET: MASTER DATA window:
 
Fields possible to be changed in ALLOCATIONS tab:
1)	 EVALUATION GROUP 4 – must be provided by LFI via MSIT
2)	Click on ORIGIN tab
6.	CHANGE ASSET: MASTER DATA window:
  
1)	Fields possible to be changed in ORIGIN tab:
	VENDOR - must be provided by LFI via MSIT
	WBS ELEMENT - must be provided by LFI via MSIT
2)	Click on DEPREC.AREA tab
7.	CHANGE ASSET: MASTER DATA window:
 
1)	Fields possible to be changed in DEPREC.AREAS tab:
	DEPREC.KEY - must be provided by LFI via MSIT
	 USELIFE/PRD - must be provided by LFI via MSIT
	ODEPSTART - must be provided by LFI via MSIT
8.	It could happened that the USELIFE should be changed with effect from required period on the LFI request. In that case change with use of intervals is performed.
   
1)	Double click the DEPRECIATION AREA in which useful life should be changed.
 
9.	Following screen will appear, click on the tab "MORE INTERVALS"
 

10.	 Following screen will appear, click on the tab: "ADD INTERVAL"
 
 
11.	 Following screen will appear:
 
1)	Add the first day of the period from which the new useful life is desirable for the customer – from the MSIT request.
Press ENTER
12.	 Following screen will appear: 
  
1)	Enter the new USEFUL LIFE per depreciation area,
2)	Switch clicking on the arrows to the other AREAS for which the change with interval should be performed:
	15 – TAX BAL.SHT.
	30-LOCAL BAL.SH.
	 33 – EVA
	 99 - PS SETTL EUR
13.	 After required changes were preformed click on SAVE:
 
14.	 Following screen will appear: 
 
1)	At the bottom of the screen, there is information which asset number was changed (in this example asset number 30006639)
 	NOTE: When COST CENTER is changed within one store, no SAP document is generated.
15.	  After performing the change, if there are less than 20 assets, perform check of each asset separately as described in the chapter 4.6.3. Check if change of asset master data was done correctly. If there are more than 20 assets changed, apply the check from the chapter 5.3. Checks. Find the location of the check (instruction and the check template) under the path indicated in the chapter 5.5. Attachments & Paths.
16.	 Follow steps described in chapter 4.7. Archive documents (FA.1.11.).
17.	 After the control of posting is performed send request back to LFI.
 
4.6.2.	Mass asset master data change
In case when on the request there is large number of assets (more than 20), macro template MACRO CHANGE BG.xls can be used for change asset master data. In order to run the macro file it is necessary to be logged into SAP A01 line. Template is stored under following path:
\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\10. Supporting documentation\02. Supporting DTP\Macro_Change_BG.xlsm 
1.	Fill in template:
 
1)	Copy data from the MSIT request, for which must be performed change of AMD and paste in the respective fields, for example:
	MODE – Select CHANGE
	COMPANY CODE – enter company code – for Bulgaria 2016
	ASSET – fill in asset number from the request
	SUBNUMBER – fill in asset sub number from the request
	COST CENTRE – fill in from the request
	LOCATION – fill in from the request
	ROOM– fill in from the request
	NOTE – HEADER – fill in MSIT request number
	NOTE – TEXT – fill in MSIT request number
2)	After all data is filled in – check if SAP is open and click START 
2.	In first column STATUS there are the numbers of the changed assets and the numbers of the generated posting document:
 
3.	Follow steps 15 – 17 of chapter 4.6.1. Single asset master data change.
 	NOTE: If error appears there also will be information about that in column A. Error can appear because data in template was input in wrong way or all information wasn’t provided.

4.6.3.	 Check if change of asset master data was done correctly
After the change is done, in case of less than 20 assets, check on individual asset if change is posted correctly.

1.	Go to transaction AS03 – DISPLAY ASSET MASTER DATA to check whether the fields of the asset had been changed.

 

1)	Fill in the transaction name and press ENTER 
2.	On the next screen:

 
1)	Fill in the following fields:
ASSET – fill in asset number on which change was done
COMPANY CODE – fill in company code in which asset is
Press ENTER
3.	 Check if change was done correctly:
 
1)	Review the tabs and fields which were requested to be changed
 	NOTE: When change is performed for more than 20 assets in order to perform mass check if transfer was posted correctly follow the procedures for mass check accordingly. Procedures are located under the path:
\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\10. Supporting documentation\02. Supporting DTP\Mass AMD change_check.doc 


4.7.	Archive documents (FA.1.11.)
4.7.1.	 Archive documents when there is no document created.
4.7.1.1.	Manual note adding to the asset.
After changing asset master data based on the LFI request or due to a mistake, add respective note.
1.	Go to transaction AS03.
 
2.	Fill in fields: 
 
1)	ASSET NUMBER – asset number to which note needs to be added
2)	COMPANY CODE – fill in company code corresponding to number of the asset to which note needs to be added
Press ENTER
3.	Click on SERVICES FOR  OBJECT ICON -> CREATE -> CREATE NOTE:
 
4.	New screen will be displayed:
 
1)	Fill in the MSIT request number
2)	Click on COPY or alternatively press ENTER to confirm output

4.7.1.2.	Automatic note adding to the asset.
In case there is a large number of assets in request (more than 20), for adding note macro “ADD_NOTE_AS03” can be use. In order to run the macro file it is necessary to be logged into SAP A01 line. Template is stored under following path:
https://metro.sharepoint.com/:x:/r/sites/ContinuousImprovementGSC/MSERV%20PL%20Macro%20Repository/ADD_NOTE_AS03.xlsm
1.	Fill in the data in macro file. 
 
1)	Fill in document number for which needs to be performed note adding, for example:
	ASSET NUMBER– enter asset number to which note needs to be added
	SUBNUMBER – enter a sub-number when it’s needed
	COMPANY CODE – 2016
	NOTE – HEADER – fill in note to add
	NOTE – TEXT – fill in note to add
2)	After all data is filled in – check if SAP is open and click ADD NOTE TO ASSET
2.	Next window will appear:
 
1)	Choose the proper SAP line from drop-down list
3.	In the next step:
 
1)	Click on SAVE button to add note
2)	Click on BACK when You want to change something
4.	When SAVE button was chosen a window with SAP will appear:
 
1)	Click on OK button to run the makro
5.	In the first column there is information that the note to the asset was added.
 

4.7.2.	Archive documents when document number of the posting is created.
4.7.2.1.	Manual note adding to the document.
1.	Go to FB03 transaction and display generated document.
 
2.	Attach note in the document. Fill in following fields in transaction FB03:
 
1)	DOCUMENT NUMBER – fill in number of the document to which note needs to be added
2)	COMPANY CODE – fill in company code corresponding to number of the document to which note needs to be added
3)	FISCAL YEAR – fill in Fiscal Year in which document was posted
Press ENTER
3.	Click on SERVICES FOR OBJECT -> CREATE… -> CREATE NOTE:
 
4.	New screen will be displayed:
 
1)	Fill in the MSIT request number
2)	Click on COPY or alternatively press ENTER to confirm output

4.7.2.2.	Automatic note adding to the documents.
In case there is a large number of transfers in request (more than 20), macro “Add Note_FB03” can be used for adding note to the text of booking. In order to run the macro file, it is necessary to be logged into SAP A01 line. Template is stored under following path: https://metro.sharepoint.com/:x:/r/sites/ContinuousImprovementGSC/MGSC%20PL%20Macro%20Repository/Add%20Note_%20FB03.xlsm
1.	Fill in the data in macro file:
 
1)	Fill in document number for which needs to be performed note adding, for example:
	DOCUMENT NUMBER – enter document number to which note should be added
	COMPANY CODE – 2016
	FISCAL YEAR – fill in fiscal year
	NOTE – HEADER – fill in note to add
	NOTE – TEXT – fill in note to add
2)	After all data is filled in – check if SAP is open and click ADD NOTE
2.	Next window will appear:
 
2)	Choose the proper SAP line from drop-down list
3.	In the next step:
 
3)	Click on SAVE button to add note
4)	Click on BACK when You want to change something
4.	When SAVE button was chosen a window with SAP will appear:
 
1)	Click on OK button to run the makro
5.	In the first column there is information that the note to the proper document number was added:
 

4.8.	  Perform final control and Periodic Sample Check GSC (FA.1.17. periodic control)
After month end closing Internal Control Team performs periodic sample check to ensure that all entries were carried out correctly, according to the activity specifications and are complied with the outlined rules and work instructions. The steps performed during a sample check are described in the proper ICS Desktop Procedure.



5.	Appendix
5.1.	Glossary (Including abbreviations)
	MEC – month end closing
	FA – Fixed Assets
	ICF – Internal Control Finance
	AuC – Asset under Construction
	GSC – Global Solution Center
	LFI – local finance
	AMD – Asset master data
	MSIT – Metro Services Interaction Tool
	OBS – Operational business support (team in SSC PL)
	GPM – Global process model
	SIPOC – Supplier, Input, Process, Output, Customer
	PMP – Procedure Management Portal
	FY – Fiscal year

5.2.	  Controls 
5.2.1.	On-going controls
Control name 	GPM Control number	How to be documented? 	Error handling	Control details are described in chapter:
Check request for completeness and accuracy	C-FA.1.2.
	Requests received from LFI via MSIT (if implemented) are automatically stored within the tool. Requests received from LFI via e-mail are stored in SAP (always, if possible) or on the shared drive.
All requests are available for later review.	In case GSC FA Clerk spots the error/missing information in the visual check of the request, request is sent back to the originator for clarifying.	4.2.  Check request for completeness and accuracy (FA.1.2. ongoing control)

5.2.2.	Detective controls (sample checks)
Control name 	GPM Control number	How to be documented? 	Error handling	Control details are described in:
Perform periodic  sample check	C-FA.1.17
	Documents chosen as samples are listed in sample list file. Audit Matrix file contains details about checked documents and control steps. Samples are archived in ICF Tool.	Operations clerk has to be informed in case of a mistake and correction must be issued. At the same time additional samples from the base must be chosen for check.	ICF Appendix

5.3.	  Checks
Nature of control	Relevant process	Control introduced by	Valid from
Check if the request is received/invoice is posted	4.1. Check if the request is received/invoice is posted	GSC FA Team	20.02.2019
Check if asset needs to be created or changed	4.4. Check if asset needs to be created or changed (FA.1.5.)
	GSC FA Team	20.02.2019
Check if creation of asset master data was done correctly	4.5.5. Check if creation of asset master data was done correctly	GSC FA Team	20.02.2019
Check if creation of asset master data was done correctly	4.5.1. Asset creation based on invoice
4.5.2. Asset creation based on request 
4.5.3. Asset creation for AuC 
4.5.4. Sub number asset creation	GSC FA Team	20.02.2019
Check if change of asset master data was done correctly	4.6.3. Check if change of asset master data was done correctly	GSC FA Team	20.02.2019
Check if change of asset master data was done correctly	4.6.1. Single asset master data change
4.6.2. Mass asset master data change	GSC FA Team	20.02.2019
5.4.	Communication Rulebook 
Path to the shared drive where Rulebook is saved:
Service Excellence for business - Communication Rulebook
5.5.	Attachments & Paths
Paths mentioned in the procedure:
1.	Path to the Service Desk folders:
	\\dus30fsr0235.de.madm.net\ssc_szczecin\Common\Service Desk
	\\dus30fsr0235.de.madm.net\ssc_szczecin\Common\Service Desk\MSIT
2.	Procedures are stored under the following path:
	https://metro.sharepoint.com/sites/ProcedureManagementPortal/ProceduresNew/Forms/AllItems.aspx?FilterField1=Area&FilterValue1=GA%20FA&FilterType1=Choice&FilterField2=Company&FilterValue2=METRO%20BG&FilterType2=Choice&viewid=72042abb%2D548c%2D4359%2D9729%2D8d2de3142004
3.	Path to the check procedures:
	\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\10. Supporting documentation\01. Control points 
4.	Path to the supporting documents:
	\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\10. Supporting documentation\02. Supporting DTP 
5.	Chart of accounts can be found under following path:
	\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\10. Supporting documentation\03. Account maps 
6.	Path to FA.1. Create change asset master data METRO BG Rulebook:
	https://metro.sharepoint.com/:x:/r/sites/ProcedureManagementPortal/_layouts/15/Doc.aspx?sourcedoc=%7B4198EECC-939D-4F2B-A491-0C2756131F19%7D&action=view
7.	Path to the template file of the MSIT request for create/change AMD
	\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\03. Rulebook\Template_create Asset master data_request.xlsx
8.	Path to the Asset Setlement File:
	\\dus30fsr0235.de.madm.net\MSRV\TranPL\BG\02. Fixed Assets\04. Asset Settlement File\Asset settlement.xlsx 
9.	Path to the MSIT:
	https://mwfk2designer.metrogroup-networking.com/Runtime/Runtime/Form/Metro.MSIT.Form.StartForm/
10.	 Path to VBA repository
	Add Note  AS03.xlsm
	Add Note_ FB03.xlsm


 
5.6.	Document approval
General information	Approvers
Procedure
Version	Date – when GSC Approval was initiated	Change description	Procedure Author	Gate Keeper	Local Finance 
1.A.	17.06.2015	Procedure FA_1.6_Create asset master data_MCC_BG_20150617_v1 written in old template		Bonka Mihaylova	N/A
1.A.	24.06.2015	Procedure FA_1.7_Change asset master data_MCC_BG_20150624_v1 written in old template		Bonka Mihaylova	N/A
1.0.	20.02.2019	The version of procedure: FA_1.6_Create asset master data_MCC_BG_20150617_v1  and Procedure FA_1.7_Change asset master data_MCC_BG_20150624_v1  put into new desktop procedure template		Bonka Mihaylova	N/A
2.0.	20.02.2023	Updating description in existing chapter 4.5.6. Mass sub-asset creation		Kacper Matyszewski	N/A
3.0	04.04.2023	Update of 4.2. Check request for completeness and accuracy (FA.1.2. ongoing control) chapter. Adding 4.6.1.2. Automatic note adding to the asset and 4.6.2.2. Archive documents when document is created chapters. Update of 5.2.1. On-going controls table.		Paula Kochaniec	N/A
4.0	14.06.2024	According to DTP guideline title of Rulebook was changed to FA.1. Create change asset master data METRO BG Rulebook, link to the file on PMP portal was updated.	Daniela Stecyk-Opatowicz	Renata Zięba	N/A
5.0	15.10.2024	Remodeling procedure, minor editorial changes, new map in chapter 4.Detailed Standard Process Description (Case Study), changing logo and SSC to GSC, recreating chapter 4.6.Change asset master data (FA.1.7.).	Renata Zięba	Daniela Stecyk-Opatowicz	N/A
6.0	13.01.2025	Update of link regarding Communication Rulebook	

Daniela Stecyk-Opatowicz	

Natalia Jesiak	

n/a