SAP Fixed Asset Depreciation Schedule Worksheet
Asset accountants often keep a side spreadsheet to sanity check what the SAP depreciation run will do, and to prepare asset loads for a migration. This worksheet gives a clean straight line schedule per asset with totals, ready to export to Excel.
| Asset number | Description | Asset class | Capitalization date | Acquisition cost | Salvage value | Useful life (years) | Annual depreciation | Monthly depreciation | Depreciation rate | |
|---|---|---|---|---|---|---|---|---|---|---|
$40,000 | $3,333 | 10% | ||||||||
$21,875 | $1,823 | 12.5% | ||||||||
$8,000 | $667 | 20% | ||||||||
$9,500 | $792 | 25% | ||||||||
$12,000 | $1,000 | 16.7% |
Straight line, whole years, no partial period. SAP depreciation keys can start in the period of capitalization, pro rata by month, or by mid period convention, so a first year figure from AFAB may differ. Use this to check order of magnitude and migration loads, not to replace the depreciation run.
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How to use the worksheet
Edit the rows or add your assets with number, class, capitalization date, acquisition cost, salvage value and useful life. Annual and monthly depreciation calculate for each row, and the totals show the full portfolio. Export to Excel to continue with period phasing, or paste the figures into a reconciliation against the planned depreciation report. Keep one worksheet per depreciation area if your company runs book and tax areas.
The formula and how SAP differs
Straight line annual depreciation is acquisition cost less salvage value, divided by useful life. SAP FI-AA calculates this through a depreciation key, which holds calculation methods, a base value, and a period control that decides when depreciation starts. Common period controls begin in the month of capitalization, the following month, or a half year convention. The AFAB run posts planned depreciation per period. So compare yearly totals with this sheet and expect a difference in the first and last year of each asset.
Reading the totals
The blended rate is total annual depreciation divided by total cost. A machinery heavy list with ten year lives should sit near ten percent, an IT heavy list near twenty five percent. If the blended rate is far from your policy, one or more assets probably have the wrong useful life or class. Check large assets first, since they dominate the total, then check low value items that should have been expensed under your capitalization threshold.
Common mistakes
Frequent mistakes are mixing months and years in the life column, ignoring salvage value where the depreciation key uses it, running depreciation for assets still under construction, and loading historic assets without the accumulated depreciation to date. Migration loads must carry cost, accumulated depreciation and the posted depreciation for the current year, otherwise the first AFAB run double counts or skips periods.
Frequently Asked Questions
Does this match the AFAB depreciation run exactly?
Not exactly. It is a straight line approximation by full years. The AFAB run follows your depreciation key, period control, rounding and any parallel areas, so first and last years often differ.
Which SAP transaction shows planned depreciation?
In ECC, reports such as S_ALR_87011963 (asset history sheet) and S_ALR_87012936 (depreciation forecast) are commonly used. S/4HANA offers asset accounting Fiori apps. Check which are enabled in your system.
How do I handle declining balance assets?
This sheet is straight line only. For declining balance, use the rate column as a starting point and compute each year on the opening net book value, or build a separate sheet by year.
Can I use this for tax depreciation?
You can model it if the tax rules use straight line, but many jurisdictions prescribe fixed rates or accelerated methods. Treat your local tax rules as the authority, and keep tax in its own depreciation area.
Preparing an asset migration or checking depreciation after an upgrade? We can help with extraction and reconciliation using your own ERP data.
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