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FINSVC_T009 - Maintain Fiscal Year Variants

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Use a fiscal year variant to define the number of posting periods in a fiscal year, how many special periods you need, and how the system should determine posting periods during posting.

You can define the following characteristics for a fiscal year variant:

• How many posting periods a fiscal year has

• How many special periods you need

• How the system shall determine the posting periods when posting

Note:
In general ledger accounting, a fiscal year variant cannot have more than 12 periods.

When defining your fiscal year, you have the following options:

• Your fiscal year is the calendar year

In this case, you must only select the Calendar year field.

• Your fiscal year is not the same as the calendar year and is not year-dependent

In this case, you first enter the number of your posting periods in the Posting period field. To define your posting periods, select your fiscal year variant and select Periods on the navigation screen. On this screen, enter the month and the day of the period end and the period.

• Your fiscal year is not the same as the calendar year and is year-dependent

Enter the number of your posting periods in the Posting periods field and select the Year-dependent field. To define your posting periods, select your fiscal year variant and select Periods on the navigation screen. The system asks for which calendar year your year-dependent fiscal year variant is valid. You then enter the month and day of the period end for each of your periods.

CAUTION:
If you use a fiscal year variant that is Year-dependent, you must ensure that the three previous fiscal years have been maintained with this variant.

It's also possible to determine names for the periods of a non-year-specific fiscal year variant. To do so, select your fiscal year variant and select Periods on the navigation screen. You can specify a three-character abbreviation (Jan, Feb, Mar...) and a 20-character long text (January, February, March).

Note:
When you change a fiscal year variant in your quality (Q) system, all company codes that are assigned to this fiscal year variant are blocked for posting. The posting block is removed as soon as you release the relevant business change project (BCP) and the changes have been imported to the production (P) system. If the fiscal year variant is year-dependent, the posting block in the P system affects only the fiscal years that you’ve changed.

The following fiscal year variants have been created in the standard system:

• Variants in which the fiscal year is the same as the calendar year and has up to four special periods

• Variants for non-calendar fiscal years such as:

• April to March with four special periods

• July to June with four special periods

• October to September with four special periods

1. Check the standard fiscal year variants.
2. Change the existing variants, if necessary, or create your own variants.

Period Control (Fixed Assets)

This substep is only relevant:

• If you are using Asset Accounting,

• If you have created your own fiscal year variant, and

• If you have to create your own period control because the period controls provided by SAP (see section “Standard Settings”) don't cover all your requirements

The system uses the period control to determine the start or end date of the depreciation calculation for the acquisition or retirement of a fixed asset.

Period control “first year convention of a half year”

Posting up to 06/30:,,Depreciation start/end in period 000,,

Posting up to 12/31:,,Depreciation start/end in period 006,,

Note:
The system interprets the period 000 as the start of the first period. In other words, for a depreciation calculation from fiscal year start, you enter 000 as the period or you leave the Period field empty.

Especially for acquisitions, in some countries there are special regulations for how the date of depreciation application (asset value date) should be amended from the posting.

The system uses the assignment rules in the period control to establish the connection between the asset value date of an asset transaction and depreciation periods or fiscal year periods. The assignment rules determine the relationship between posting intervals and periods in the given fiscal year variant.

SAP provides the most commonly used period controls:

• Pro rata at the start of the period

The depreciation start/end date is always set to the beginning of the period in which the asset value date for the acquisition/retirement lies.

• Pro rata at the start of the period, up to the middle of the period

The depreciation start/end date is set to the beginning of the period for transactions in the first half of the period. For transactions in the second half of the period, it is set to the beginning of the next period.

• Pro rata in the middle of the period

This rule is the same as the first rule, however it is intended for the calculation of depreciation based on half-periods.

• First year convention of a half-year start

• Beginning of year / middle of year / end of year

For transactions on the first day of a fiscal year, complete depreciation for the year is calculated; for transactions in the first half, depreciation is calculated for a half year; for transactions in the second half, no depreciation is calculated.

• At the beginning of the year

• In the middle of the period

• At the end of the period (beginning in the subsequent year)

• In the middle of the quarter

(see the "Pro rata at the middle of the period" rule)

• In the second quarter

• In the following quarter/month

Assign defined depreciation periods to the calendar dates of your fiscal year. Define posting intervals based on calendar intervals. For acquisitions, determine the start of the depreciation period; for retirement, determine the end of the period up to which depreciation should be calculated. You define the posting intervals by entering the last calendar date in the given period.

Notes:

• Make sure that the start and end date of the defined posting intervals are the same as the start and end date of the fiscal year variant in the company code.

• If you calculate your depreciation based on half periods (for example, because of the mid quarter convention in the USA), you must define a fiscal year variant with 24 periods and the corresponding period control.

Period Weighting (Fixed Assets) (4-4-5-Rule)

This substep is only relevant:

• If you are using Asset Accounting and

• If you are using the so-called 4-4-5-rule

In this substep, you define the weighting of the distribution of the planned annual depreciation to the individual periods in the fiscal year. You can enter a relative weight for each period per fiscal year variant and per fiscal year. The posting period receives a depreciation amount based on its relative weight in relation to the total of all the weights. This makes it possible to distribute according to the number of days or weeks per period.

The distribution affects:

• The periodic depreciation postings

• The determination of the proportional value adjustments for retirements and intracompany transfers

Recommendation:
Generally, it isn't necessary to distribute annual depreciation in weighted form to the individual posting periods in a fiscal year. In most cases, it's sufficient to distribute annual depreciation uniformly to the individual periods. Then you don't have to make any settings in this substep. However, it's sometimes necessary (due to legislation) or desirable to distribute the planned annual depreciation weighted to the different periods, especially for the 4-4-5 rule.

In the standard system, annual depreciation is distributed uniformly to the individual periods of the fiscal year. That is, the system calculates the same depreciation amount for each period.

Weight the individual fiscal year periods according to the portion of annual depreciation that should be posted in them. Make the following entries for a fiscal year variant:

• Valid-To Year; this is the fiscal year up to which the entry should be valid (for example, 9999)

• Value Date, that is posting period

• Factor, that is a relative weight of the posting period

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