Activating an Activation Group

Once all of the units have been received, Lease Administrators and Accountants can activate the activation group.

Once the activation group has been activated:

  • Assets are created, and the initial financial documents are posted to internal application tables (asset capitalization and liability values). A job scheduler will immediately call the BAPIs, passing the inputs from the tables to trigger document creation in SAP.
    • If the contract is in a standalone or hybrid system, the application will create an asset that is stored in the application database. The asset can then be manually mapped to an asset in the backend system. The transactions related to the asset and liability can be exported and posted in the backend system from the Transaction Reports pages. See Updating Internal Posting Statuses with Excel.

    Note: Assets are not created for non-lease service contracts, short term leases, or low value leases.

  • The units are all activated, which is reflected in the Unit Status field, as well as in the Active Units field at the top of the page.
  • The Activation Date in the unit is updated with the selected activation date. This date is also displayed on the activation group Definition page.
  • All of the terms and conditions will be shifted so that the first term starts on the selected activation date. This date is also displayed on the activation group Definition page.
  • If the Activation Date is shifted, all of the start and end dates for the terms and conditions will be shifted by the difference between the Expected T&C Start Date and the actual Activation Date. Note that the payment dates of any terms that have been manually shifted before activation will not shift automatically when the activation group is activated.
  • The financial schedules are updated with the actual start date and new payment dates, and the simulated schedules that do not represent the confirmed classification are removed.
  • The Activation Group Status changes to "Activating", until the assets are successfully created. Once that happens, the Status changes to "Active".
  • Once the assets have been created, the Contract Phase changes to "Operating" or "Operating-Partial" (if the other activation groups in the lease component are not activated).

An activation group can only be activated once the unit Reception Dates have been entered and all of the activation groups in the lease component have been classified. Note that for non-lease service contracts, short term leases, and low value leases, the Reception Date does not have to be entered to activate the activation group.

Note: Once the activation group is activated, fields can no longer be changed (except for the cost objects). If the activation was done by mistake, you will have to do an early termination (via a lease modification), and close (retire) the asset in SAP. If the Global Asset Tracker feature is enabled, then you must assign locations to units after the activation.

Asset capitalization values are written to the internal tables in company code currency. For information on how the application translates currencies, see Exchange Rates and Parallel Currencies.

If required, the asset capitalization can be reversed from the application if no other documents were posted. Note that if the system or company has been migrated from a fully connected mode of operation to a hybrid mode after capitalization, you can no longer reverse the capitalization from the application.

If the document was reversed directly in SAP, the application will detect it and show the icon for fully connected systems. Note that at this time, the SAP Posting Bot does not detect documents that are reversed directly in SAP, therefore in hybrid mode, documents should always be reversed from the application. If any document was reversed in SAP, use Import Transactions to update the posting status to Reversed (External) in the application.

To activate an activation group:

  1. Load the activation group and click Unit List in the left-panel.
  2. Review the unit information, and ensure that each unit has a Reception Date. You can set the dates by:
    • Manually setting the Reception Date for each individual unit.
    • Clicking Context Menu > Set Reception Date to specify the same date for all units. Note that it will set the same date for all units (overriding any Reception Date that was already set).

    Note: This step is not required for non-lease service contracts, short term leases, or low value leases.

  3. Click Activate at the top of the page.
    • Select the Activation Date. All of the terms and conditions will be shifted so that the first term starts on the selected date. By default, it is set to the estimated start date of the first standard term.
    • Modify the Posting Date if required. By default, it is set to the current date.
    • Modify the Document Date if required. By default, it is set to the estimated start date of the first standard term.
  4. Click Submit.
  5. The Activation Group Status changes to "Activating", and then changes to "Active" once the assets have been successfully created.
    • If the status does not change, click to refresh the page.
  6. If the asset creation failed, the status changes to "Reprocess". Click the Reprocess button to re-trigger the asset creation. Once it is successful, the status will change to "Active".
  7. If the system is in standalone or hybrid mode, use one of the following options to complete the posting process: 
    • Update the status from "Posted (Internal)" to "Posted" via transaction Excel imports and exports.
    • If an SAP Posting Bot is configured to run with the application, it will regularly transfer internal documents to the SAP ERP.

To view the asset creation capitalization: 

  1. The Asset Number column now displays the asset ID.
  2. Click in the Asset Number field to view the asset capitalization details.
    • To view the asset and liability documents, select one of them at a time in the drop-down list at the top of the window.
    • The Status shows:
      • "Posted" if the application is posting directly to an SAP ERP, and the Document Date is after the configured SAP Posting Start Date.
      • "Posted (Internal)" (i.e., posted to the internal tables) if the application is operating in standalone or hybrid mode, or if the Document Date is before the configured SAP Posting Start Date.
      • "Posted (External)" if the SAP Posting Bot is running and the posting to SAP is successful.
      • "Failed (External)" if the SAP Posting Bot is running and the posting to SAP fails. Note that the next time the posting bot runs, it will pick up the failed postings to reattempt the posting.

        Note: If required, click Reverse to reverse the internally generated document (e.g., if the GL account configuration needs to be changed).

    • Debit and Credit line items for the asset capitalization are displayed at the bottom.

      Note: If the application is connected to SAP and assets are maintained in FI-AA, the line items are retrieved from SAP. If the application is posting internally (i.e., it is operating in standalone or hybrid mode, or the Document Date is before the configured posting date), the application uses the GL accounts configured in the application for the asset.

    • To view the documents in SAP, click in the Document Number field. Note that you may have to sign in to the SAP GUI using your SAP credentials.
  3. Click in the Asset Number field to view the asset master data in the SAP WEBGUI.

To reverse the asset creation capitalization or view detected reversals: 

  1. To reverse asset capitalization directly from the application, click in the Asset Number field to view the asset capitalization details.
    1. Click the orange Reverse button.
    2. Select the Reversal Reason in the drop-down list.
    3. Click Post Reversal.
  2. All of the capitalization and liability documents are reversed, and the Activation Group Status changes to "Reprocess". Note that this also applies if the capitalization was reversed directly in SAP for fully connected systems.
  3. Click to view information about the documents. The Status is "Reversed" for all documents.
    • One of the following statuses is displayed:
      • "Reversed" if the application is connected to an SAP ERP, and the Document Date is after the configured SAP Posting Start Date.

      • "Reversed (Internal)" (i.e., reversed in the internal tables) if the system is in standalone or hybrid mode, or if the Document Date is before the configured SAP Posting Start Date.
        • If an SAP Posting Bot is configured to run with the application, it will regularly transfer internal documents to the ERP.
          • The status changes to "Reversed (External)" once the document is successfully reversed in SAP.
          • The status changes to "Failed Reverse (External)" if the reversal failed in SAP. The next time the posting bot runs, it will pick up the failed reversal to reattempt it in SAP.
    • To view the reversal documents in SAP, click in the Reversal Document field. Note that you may have to sign in to the SAP GUI using your SAP credentials.
  4. To re-capitalize the assets, click Reprocess.

See also:  

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