The Asset History Sheet (AHS) report is the most powerful report available in SAP’s Asset Accounting component. The report shows all asset activity (i.e. asset acquisitions, retirements, transfers, etc.) as well as asset balances (beginning acquisition cost, accumulated depreciation, net book value, etc.) in an easy-to-read roll-forward layout – which is why this report is so special and useful. Most other reports in SAP’s fixed assets module show either transactions or asset balances – but not both.
To run this report correctly one must understand the unique selection screen of this report, specifically, the screen includes a field called Asset History Sheet Version. It is critical to select the correct version to get accurate and reliable values from the report.
The AHS version controls not only the entire layout of the report (i.e. how many columns & rows, what values to show in what column, etc.) but also the values that appear (or are omitted) on your report.
SAP delivers several examples of this AHS Version – but that’s what they are, just examples and not meant for you to use in your production system. It is very important that you create your own AHS Version in configuration (transaction code OA79) to meet your company’s unique reporting requirements.
If you do not select the correct AHS Version when running the report (or select a version that has not been configured correctly) your report’s output will not be useful, reliable, or even intelligible. Also, if your own AHS version is not configured correctly, it will indicate this on the report’s output in the header (you will see the word ‘incomplete’ on top of your report – and so will your auditors).
Creating a custom AHS version is not a difficult thing to do, although it is a bit tedious. It takes about a day or two to design, configure and test a new version. And, of course, you can (and should) have multiple versions for different reporting requirements (i.e. book vs. tax valuation or different valuation principles for different countries).
As good as this report is, however, it has a few drawbacks. For one, you can run this report only on a year-to-date basis. That makes it difficult to use the report to reconcile the asset subledger with the general ledger (or you would have to run the report twice with different dates and then manually subtract one report from the other in Excel – ugh, who wants to do that?).
The other issue with the report is that you can’t run it for specific periods in already closed fiscal years (i.e. let’s say your auditor asks for this report for September of last year) …but there’s a solution! We have developed an enhancement to the Asset History Sheet report that addresses these issues. With our report version, you can run it for any period (or range of periods) in open and closed fiscal years!
You can learn much more about this report in this previously recorded Webinar.
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