115005367 ips910 special functions for the public sector 1

IPS910 SAP Public Sector: Special Functions for the Public Sector IPS910

Release 640 04/06/2006

http://ebookssap.blogspot.com

© SAP AG 2003

IPS910 SAP Public Sector: Special Functions for the Public Sector

THE BEST-RUN E-BUSINESSES RUN SAP

© SAP AG 2002

IPS910SAP Public Sector:

Special Functions for the Public Sector

SAP IS Public Sector EA-PS 1.10 2002/Q4 Material number 50058225


© SAP AG 2004

Copyright 2004 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

Copyright

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© SAP AG 2002© SAP AG2001, Background 34

Course Prerequisites

AC010 Overview of External Accounting

-or-

AC200 General Ledger and Business Partner Configuration


© SAP AG 2002

Target Group

The course is aimed at:Users and administrators who are interested in the functional possibilities of Funds Management

Members of project teams who are involved in introducing Funds Management

Duration: 5 days

Notes to the user The training materials are not teach-yourself programs. They complement the course instructor's explanations. On the sheets, there is space for you to write down additional information.


(C) SAP AG IPS910 1-1

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General Aim of Course

Course Objectives

Course Content

Course Overview Diagram

Main Business Scenario

Course Overview



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At the conclusion of this course, you will be able to use the industry solution SAP R/3 Enterprise Public Services and make the settings required for its implementation.

General Aim of the Course



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Use and configure Funds Management in the following subject areas:

Master Data

Budget Planning

Budget Execution

Integration

Updating

Cash Desk

Year-End Closing

Reporting

Course Objectives

At the conclusion of this course, you will be able to:



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Your administration wants to implement the R/3 solution for the Public Sector for managing its business processes. You are a member of the project team that is responsible for efficiently implementing Funds Management.

Main Business Scenario



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Course Content

Unit 6 Updating

Unit 7 Cash Desk

Unit 8 Year-End Closing

Unit 9 Reporting

Unit 10 Appendix

Unit 1 Course Overview

Unit 2 Master Data

Unit 3 Budgeting

Unit 4 Budget Execution

Unit 5 Integration

Exercises

Solutions

Preface



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Course OverviewCourse Overview

Master DataMaster Data

BudgetingBudgeting

Budget ExecutionBudget Execution

IntegrationIntegration

UpdatingUpdating

Cash DeskCash Desk

Year-End ClosingYear-End Closing

ReportingReporting

AppendixAppendix



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Organization Management

Constituent Relationship Management

Operational Management

Tax & Revenue Management

Records Management

Human Resource Management

Procurement & Inventory Management

Resource Management

Registration Tax Calculation Billing Payments/Collection

Taxpayer/Debtor Accounting &

ServicesRevenue

Accounting

Spec

ific

Ope

ratio

nal S

yste

ms

StrategicOrganizationManagement

Decision Support & Data

Warehousing

Program Formulation &

FinancingBudget

FormulationProgram

Evaluation & Analysis

Performance Measurement

Public Information Constituent Service Product & Service Sales

Constituency Account

Marketing of Public Programs & Services

Program/Project

Management

Financial Accounting

Managerial Accounting

Grants Management

Cash Management &

Treasury

Travel Management

Budget Execution

Record/Case & Workflow Definition

Workflow Execution

Workflow Monitoring

Electronic Signature

Information Retrieval

Recruitment Personnel Administration

Time & Leave Management

Personnel Development &

Training

Compensation & Benefits

AdministrationPayroll

AccountingOrganization &

Position Management

Procurement Process Management

Tender Management

Contract Management

Inventory Management Distribution

Facility & Equipment Management Fleet Management Reimbursable

ServicesProperty

Management Real Estate

SAP Public Sector: Solution Map



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SAP R/3 Enterprise - Architecture

SAP R/3 Enterprise

Technical upgradeto new Basis Technologies

SAP R/3 EnterpriseCore 4.70

SAP R/3 Enterprise

Extension SetSAP R/3

EnterpriseCore &Add-On

SAP R/3

SAP R/3 Enterprise Public Services (EA-PS 1.10)

Funds Management (Budget Planning and Execution), the Public Service-specific core function, is part of the Enterprise Add On SAP R/3 Public Services (EA-PS 1.10).

In SAP R/3 Enterprise, the name of the industry-specific component Public Sector (FI-FM and IS-PS) was changed to SAP R/3 Enterprise Public Services.

SAP R/3 Enterprise Public Services is an Enterprise Add-On. It is delivered as part of the SAP R/3 extension set.

The technical name is EA-PS 1.10.



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Product:

SAP Funds Management (FM)

Technical Description (Release):

SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10)

Components:

PSM (Public Sector Management) contains Grants Management, US Federal Government, and Funds Management

Used in OSS and in the menu hierarchy

What‘s What?



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Funds Accounting: Environment

Funds Management- Expenditures/ Revenues

BUDGET PLAN

Business Accounting- Expenses/ Revenue

(Profit & Loss)- Balance

(Balance Sheet Accounts)

Bdgt Est.2000TUNI

50.490362

1.47023

54745.145

1278

. . .

. . .

. . .

. . .

. . .

.....

48.320370

1.47025

53842.873

970

. . .

. . .

. . .

. . .

. . .

. . .

Bdgt Est.1999TUNI

43.320270

1.17021

43339.673

869

. . .

. . .

. . .

. . .

. . .

. . .

Actual1998TUNI

Internal Controlling- Costs / Revenues

Accounting in the public sector consists of: - Funds Management - Internal Controlling - Commercial Accounting

Therefore, it offers three basic views of an organization. These three views are:

- Budget view (revenues and expenditures) - Controlling view (costs and revenues) - Commercial view (revenues, expenses and balance sheet)

The budget is mapped out in Funds Management.



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Organizational Structures

Werk Einkaufs-organisation

Personal-Bereich

Verkaufs-organisation

Werk Einkaufs-organisation

Personal-Bereich

Verkaufs-organisation

Plant PurchasingOrganization Personnel

AreaSalesOrganization

FM Area

Controlling Area -2

Controlling Area 1

Company Code 1

CompanyCode 2

CompanyCode 3

CompanyCode 4

Client

You can use clients in the R/3 System. The client corresponds to a whole organization. Each component in the R/3 System has its own organizational units. These are assigned to each other. The organizational unit in Funds Management is called the "financial management area" (FM area). You can assign one or more units from cost accounting (controlling areas) and financial accounting (company codes) to an FM area.

When doing this, ensure that the relationships between the three organizational units are consistent. All other organizational units, such as those in Logistics (plant, purchasing organization and so on) and Human Resources (HR area and so on) are linked to Funds Management by the financial accounting organizational unit, that is, the company code.

The FM area and company code currencies must be identical.



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Course Overview : Summary

SAP R/3 Enterprise Public Services (EA-PS 1.10) is an Enterprise Add-On and therefore a part ofthe SAP R/3 extension sets

Funds Management is the core function of EA-PS 1.10



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Master Data

Organizational StructuresYear-dependent Master DataCommitment ItemsFunds CentersActivating Account Assignment ElementsFundFunctional AreaGeneral SettingsBudget StructureCover EligibilityAuthorization GroupsSubdivide Master DataAccount Assignment Derivation Tool



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Upon completion of this unit, you will be able to:

Organize structures in EA-PS

Maintain year-dependent master data

Map the budget structure

Maintain the account assignment elements, funds center, commitment item, fund, functional area, funded program and grant

Make changes in the master data maintenance

Subdivide master data

Use the account assignment derivation tool to derive FM account assignments

Master Data: Unit Objectives



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BudgetingBudgeting



UpdatingUpdating

Cash DeskCash Desk


ReportingReporting

AppendixAppendix



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Master Data I

Organizational structuresYear-dependent master dataFunds centersCommitment itemsActivating account assignment elementsFundFunctional areaGeneral settingsBudget structureCover eligibilityAuthorization groupsSubdivide master dataAccount assignment derivation tool



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Organizational Elements within Accounting

FM areaexpenditures /

revenues

Company codeexpense / revenue

Controlling areacosts / revenues

BUDGET PLAN

BUDGET PLAN1996EXP

199550.490

3621.470

23547

45.1451278. . .. . .. . .. . .. . .. . .. . .. . .. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . .

. . . FIFI

COCO

BUDGET PLAN2000EXP

50.490362

1.47023

54745.145

1278. . .. . .. . .. . .. . .. . .. . .. . .. . .

48.320370

1.47025

53842.873

970. . .. . .. . .. . .. . .. . .. . .. . .. . .

2001EXP

EAEA--PSPS

Depending on the level from which accounting is viewed, the organization is represented in the R/3 System using the following structures: The organizational unit for Funds Management is the financial management area (FM area) The organizational unit for Controlling is the controlling area The organizational unit for Financial Accounting is the company code The FM area and the controlling area take precedence over the company code.



© SAP AG 2002

FM Area Global Settings

0102

03

04

050607

1211

10

09

08

Jan.Feb.

Mar.

Apr.

MayJun.Jul.

Aug.

Sept.

Oct.

Nov.Dec.

FM area currency

Fiscal year variant

The FM area currency and a fiscal year variant must be defined as global parameters. The FM area and company code currencies must be identical. The fiscal year variant of company code and FM area must be identical for a payment matching to be possible (use of payment view).



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Budget Structure Representation

Introduction

The budget structure represents the functional andorganizational structure of an organization from a Funds Management point of view.This is the basis of budget planning and budget execution.



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Representation of Budget Structure in SAP System

Budget Structureorg

aniza

tional

functional

Commitment Item

Funds Center

Budget Plan2000TDM

50.490362

1.47023

54745.145

1278. . .. . .. . .. . .. . .. . .. . .. . .. . .

48.320370

1.47025

53842.873

970. . .. . .. . .. . .. . .. . .. . .. . .. . .

2001TDM

Structure in SAP System

A breakdown of the whole organizational structure to map the budget structure of an organization in the SAP system is carried out in an analytical process according to: organizational point of view and functional point of view.

A funds center hierarchy and several commitment item hierarchies normally result from this. Organizational units (responsibility areas, departments, projects) are mapped with funds centers and arranged in a hierarchy.

Functional aspects (expenditures and revenue structures) are represented with commitment items. Organizational and functional structures (funds center and commitment item hierarchies) are combined through Funds Management in which each funds center contains the complete commitment item hierarchy.



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Commitment items

Funds center for the budget

Combinations = Budget objects(Budget manage-ment acct assgnmt)

Scenario 2: German authoritiesScenarioScenario 1: 1: BdgBdg planningplanning and and funds centersfunds centershierarchyhierarchy

ScenarioScenario 3: Non3: Non--hierarchical hierarchical budgetingbudgeting and AVCand AVC

Cmmt items

Funds center hierarchy

Funds centers

Commitment items

Mapping Scenarios - Master Data Hierarchies

Scenario 1 corresponds with the general model explained in more detail in the previous slide. Scenario 2 is the scenario, which is used by local authorities. In this scenario, only one funds center which is named “Funds center for the budget” is shown. Both the functional and organizational grouping is mapped in the commitment items.

Scenario 3 is a model which works without hierarchies. Technically, funds centers and commitment items are on the same level. The existing hierarchies can be mapped in Reporting. This model is used by the provinces in Germany.

Note: Both scenario 2 and 3 can only be used if the local authorities flag has been activated.



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Master Data IIMaster Data II

Organizational StructuresYear Dependency of Master DataFunds CentersCommitment ItemsActivating Account Assignment ElementsFundFunctional AreaGeneral SettingsBudget StructureCover EligibilityAuthorization GroupsSubdivision of Master DataAccount Assignment Derivation Tool



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. . .Year. . .

Year XYear X

XYear X

1990 1992 2000 2001 2003 2004 20052002

Year Dependency of Master Data

The year-dependency of funds center and commitment item is set by a special Customizing point. This means you can make changes to suit your needs for any fiscal year in the master data maintenance without unintentionally effecting previous or future years.

By default, the master data is defined as year-independent (year "0000"), that means it is valid for the whole Funds Management term.

Using the Customizing program RFFMMDACT, the master data can be converted to “year-dependent".



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Activating Year-Dependent Master Data

Before you can define commitment items and fundscenters as year-dependent, they must first be convertedto year-dependent in Customizing by using programRFFMMDACT.

The program executes the following:Check on whether the budgeting and budget structure are year-dependent

Check on and activation of funds centers for year-dependence

Check on and activation of commitment items for year-dependence

If the conversion is successful, the master data will beyear-dependent from your desired budget year.

Prerequisites in an FM area before master data can be converted to year-dependent: Total values are not used in budgeting. No overall budget structure exists. The budget structure is created year-dependently. The budget structure was not created with a year-independent BS template.

When ‘activating’ the year-dependent funds centers, the hierarchy variant is assigned from year 0000 and assigned to the desired years.

When ‘activating’ the year-dependent commitment items, the program first determines all fiscal years in which commitment items must be created. The commitment items are then copied into the fiscal years determined by calling programs RFFMMDBI81 and RFFMMDBI85.



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Master Data III

Organizational StructureYear Dependency of Master DataFunds CentersCommitment ItemsActivation of Account Assignment ElementsFundFunctional AreaGeneral SettingsBudget StructureCover EligibilityAuthorization GroupsSubdivision of Master DataAccount Assignment Derivation Tool



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Funds Center Hierarchy

Person Responsible

Superior Center

FM AreaFunds Center 1

Funds Center 2 Funds Center 3

Person Responsible

Superior Center

Person Responsible

Funds centers are used to represent organizational units (areas of responsibility, departments, projects) and are arranged in a hierarchy.

It is possible to create funds centers in several, parallel hierarchies. There may also be several top fund centers.

Every funds center, that is not a top funds center, has one superior center which is defined in the master record of the subordinate funds center.

The funds center master record contains important information, such as the name and description of the funds center, the name of the person responsible for the funds center and so on.

You can maintain both the name of the person responsible (as information) as well as a user name (SAP user name) in the system. The person defined in the user name as responsible for the funds center is the recipient of automatically generated system messages (mails) in certain situations.



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J F M A M J J A S O N D

J F M A M J J A S O N D

V

A1.2A1.1

A3A2A1

A1.22A1.21

2001V

A3A1

A1.2

A1.22A1.21

A1.1

2002

Hierarchy Variant: Time Dependent Funds Center Assignment

The hierarchy variant corresponds to the hierarchical funds center structure. This hierarchy can be designated as either year-dependent or year-independent.

If you want to work year-dependently, organizational changes between individual fiscal years are easy to map out.

- Individual funds centers or complete substructures can be reassigned from one year to another. - The existence of a funds center can be limited to a specific number of fiscal years - New funds centers can be defined as valid from a specific fiscal year

You can make changes to existing hierarchy variants, as long as no budget and transaction data has been posted to the relevant funds center (or funds centers subordinate to it) have been made.

When you create hierarchy variants, at first, they are year-independent (fiscal year “0000”). Once you assign a variant to a fiscal year, the funds center hierarchy becomes valid for the relevant period.

From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the assignment of hierarchy variant to year and FM area can be changed. This means that it is possible to delete an assigned hierarchy variant or replace it with another hierarchy variant. Only one variant is permitted for a fiscal year.



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Create Funds Center

FM Area

Funds CtrFrom Year To Year2001 2003

Validity

Funds Center: Existence Interval

If you are working with year-dependent funds centers, you can enter a validity period for the funds centers. This period of validity specifies the "life-span" of the funds center. If you are working year-independently, the system automatically fills these fields with the period 1900 to 9999 and it is not possible to change these values.

When working year-dependently, the validity period can be extended at any time. The value for the "to-year" (and consequently the "life-span") can therefore always be moved back. From SAP Enterprise Public Services 1.10 (EA-PS 1.10), it is also possible to make the existence interval smaller. The prerequisites for this are:

-There is no posting data such as actual data or budget in the period affected. -The funds center has no subordinate funds centers.

If you want to assign a funds center to a year-dependent hierarchy variant, you need to ensure that the validity period for the funds center covers the financial year, for which the hierarchy variant is assigned.



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Change Funds Center

Funds Ctr

From Year To Year

A1

Analysis Period

Person Responsible: (From ... To)01.01.2000 Meyer31.12.2001

01.01.2002 31.12.2005 Schneider

Name of Department (From ...To)01.01.2000 Administration A130.09.2001

01.10.2001 31.12.2005 Main Department A1Time VariableTime Variable

Details: Details:

2000 2005

Entering Funds Center Details for Subperiods

There is a range of attributes and funds center details for which you can change the time dependency, regardless of whether their funds center definition is year-dependent or year-independent.

You can therefore define analysis periods at any time, for example to specify that processor X is being replaced by processor Y on 01.01 in the funds center. Changes can be made for the following fields:

- Name and description of funds center - Default fund - System user name and person responsible for funds center - Address and communication data

The changes are logged clearly. The individual subperiods should not overlap each other. There is master data on the funds center for these attributes that cannot be defined differently for different analysis periods because the definitions should be valid for the whole period:

- The funds center's alphanumeric code - Long text information (can be changed at any time, but it is always only one document) - Assignment of authorization group

Again it is irrelevant whether funds centers have been defined year-dependently or year-independently.



© SAP AG 2002

V

A3A2A1

Hierarchy variant

FuCen. is assigned:

Valid from - until

V : 1900 - 2010

A1: 2001 - 2005

A2: 2001 - 2004

A3: 2001 - 2002

FuCen. is notassigned:

Valid from - until

B1: 1900 - 2000

C1: 2000 - 2000

C2: 2005 -2006

. F M A M . . A S O N D2001

Hierarchy Variant: Selection of Funds Centers

If you assign the hierarchy variant to a financial year, the system checks whether the funds centers are also valid for the period.

- If the variant contains all valid funds centers (validity period check) - If the variant does not contain all valid funds centers

The user must pay particular attention to consistency when copying a hierarchy variant from one fiscal year to the next. Consequently, it is necessary to change the validity period for some funds centers, if it does not apply for the relevant fiscal year.

The program RFFMMD_REPLACE_HIVARNT is available from SAP Enterprise Public Services 1.10 (EA-PS 1.10) for changing the assignment of a hierarchy variant to a fiscal year. Using this program, you can separate fiscal years to which the same hierarchy was assigned and maintain the fiscal year of the funds center.



© SAP AG 2002

Funds CenterSource: FMA 9000

Hi.Va. 0000

RFFMBI91 RFFMBI95UNIX File/

PC File

EXPORT IMPORT

Funds CenterTarget: FMA 9002

Hi.Va. 0010

Copying Funds Centers

Possible uses for the copy function include: - creating a new hierarchy variant for a new fiscal year within the same FM area. In such a case, an

existing hierarchy variant can be used as a template ("source"). It is important to ensure that the validity period for the funds centers in question is also valid until the chosen fiscal year.

- Importing funds centers to another FM area with or without hierarchy structure. - Copying funds centers to another FM area and, if required, to another hierarchy variant.

The funds centers of an FM area can be copied with or without their hierarchy structure (hierarchy variant).

Program RFFMBI91 can export funds centers to either a UNIX file or a PC file. Program RFFMBI95 imports the required data to the FM area as a batch. The import program can also be used to copy legacy data if it can be attached to a UNIX or PC file.



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Master Data IV

Organizational StructuresYear Dependency of Master DataFunds CentersCommitment ItemsActivation of Account Assignment ElementsFundFunctional AreaGeneral SettingsBudget StructureCover EligibilityAuthorization GroupsSubdivision of Master DataAccount Assignment Derivation Tool



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Attributes

Financial Transaction and Item Category

Hierarchy Maintenance

Masking

Copying Commitment Items

Commitment Items



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Commitment ItemFiscal YearFM Area

Basic Data

2100. 4000.000

Change Documents Long Text FM Area

20039000

Financial Transaction 30

Basic Data 1 Alternative Hierarchy

Item Category 3

Directly Postable Not Directly Postable

“Create with Template”

Commitment Item : Attributes I

Negative Budget

Stat. Commitment Item

The commitment item's key has 24 digits. In addition to the header data, all other master data parameters are available in tab pages on a screen.

You can define the control of entry fields (field status) in Customizing using a customer-specific field string. You should hide function entry fields that you cannot use.

You can define several posting object levels. This means that under one postable commitment item you can have further postable commitment items.

You can refer to data on commitment items already created by clicking on the "Create with Template" button.

You create commitment items and commitment item hierarchies in an FM area. If you use year-dependent master data, create commitment items and commitment item hierarchies in an FM Area for a fiscal year.



© SAP AG 2002

FinanzpositionGeschäftsjahrFinanzkreis

Grunddaten

2100.4000.000

Änderungsbelege Langtext Finanzkreis

20039000

Finanzvorgang 30

Grunddaten 1 Alternative Hierarchie

Positionstyp 3

Direkt bebuchbar nicht direkt bebuchbar

„Anlegen mit Vorlage“

Commitment Item: Attributes II

Negatives Budget

Stat. Finanzposition


Basic Data

2100. 4000.000


20039000



Item Category 3


“Create with Template”

Negative Budget

Stat. Commitment Item

A commitment item can have the indicator "Negative Budget". This means that it is possible to enter negative budget in the corresponding FM account assignments. Example: In the previous year, the budget on this account assignment was exceeded which is treated as a jump ahead into the new year. Negative budget is then entered on the account assignment in the new year.

You cannot checkmark the field if the commitment item is:

- used in a cover pool

- a statistical commitment item

- used for revenues increasing the budget If a commitment item is flagged as statistical:

the commitment item cannot be budgeted directly. postings that contain this commitment item are updated but do not take part in the active availability control.

Postings can be displayed separately in Reporting.



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Item CategoryFinan. Trans. Business Transaction

30 3/2 Expenditure/revenue posting

40 3/2 Goods receipt/ issue

60 3/2 Payable/receivable

Debit posting80 3/2 Bank clearing

Actual posting

90 1/5 Cash holding

Clarification worklist (IS-PS-CA)

Actual posting

Commitment Item: Financial Transaction and ItemCategory

The commitment item category defines the order according to balances, revenues or expenditure: They are all divided into different categories: revenue items (category 2), expenditure items (category 3), balance items (category 1), balance commitment items (category 4) and the clarification worklist from IS-PS-CA (category 5).

You can create one or more hierarchies for each category of commtiment item. The financial transaction and the commitment item category are identical for all commitment items within a hierarchy.

The financial transaction represents business transactions from the feeder application components (for example Materials Management) and plays the central role in passing on data from these components to Funds Management.

There are also technical commitment items which play an important role in integration that are outsourced with financial transaction 30 and item category 2 or 3, as well as the expenditure and revenue commitment items of the budget. For example, commitment items for reconciliation accounts (financial transaction 60, item category 2/3), commitment items for the payment transaction (financial transaction 90, item category 1), commitment items for the clarification worklist from IS-PS-CA (financial tranaction 90, item category 5) or commitment items for the goods issue/goods receipt (financial transaction 40, item category 2/3).



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Hierarchy Assignment

2100. 4000.000


20039000

Superior Commitment Item 2100.4000.000


Standard Variant

Hierarchy Assignment

The commitment item is created in the standard hierarchy variant. The hierarchical assignment of commitment items in the standard variant can be carried out in individual processing of commitment items and in the maintenance transaction of the standard hierarchy.

In individual processing of commitment items, hierarchy assignment takes place via the field Superior Commitment Item in the tab page Basic Data 1 in the area Hierarchy Assignment.



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Hierarchy:Reporting for private funds

Hierarchy: Reporting to federation or state

Commitment Item: Alternative Hierarchies

In Reporting, you can structure and represent the commitment items in almost as many different hierarchies as you wish.

The variants in Reporting can be used for evaluation purposes. You can then, for example, represent actual data in different hierarchical relationships. This is often needed for external funds (other structure) or for management (e.g. other aggregations) in Funds Management.

Commitment item variant “000” is the only one used for postings. This is the only one defined as the "standard variant" in Customizing.

Alternative hierarchies are created using the appropriate master data entries.



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Alternative Hierarchy

2100.4000.000


20039000

Variant Superior Commitment Item


001 2100.0000.000

Maintaining Alternative Hierarchies

In individual processing of commitment items, you can assign alternative hierarchies to commitment items on the tab page Alternative Hierarchy. They can be used for reporting purposes.

You can maintain the alternative hierarchy variants in individual processing of commitment items and in the maintenance transaction of the alternative hierarchy variants.

You have to create the alternative commitment item hierarchies in Customizing first and then assign them to the FM area.



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Commitment Item Hierarchy

Financial trans.

Name

Item category

Revenues

302

Expend.

303

Goods receipt/Invoicereceiptclearing

403

Customer/Vendor rcncil. account

602 / 3

Bank

901

Commitment itemcan be budgeted andcan be posted to

Commitment items classify the budget according to revenues and expenditures. Financial transaction and item category are control parameters used to define the meaning of a commitment item.

- The financial transaction represents the business transaction from upstream application components.

- The item category stipulates whether you are working with: -a revenue item -an expenditure item or -a cash balance item.

All commitment items representing the budget structure as revenues and expenditures types have financial transaction "30" in the master record.

In addition, there are several "technical" commitment items, such as those for reconciliation accounts, bank accounts and so on.



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Commitment ItemGeschäftsjahrFinanzkreis

Grunddaten

2100.3333.000


20009000


Grunddaten 1 Grunddata 2 Alternative Hierarchy

Item Category 3


„Anlegen mit Vorlage“

2. Field Check

FMMD0016

(EXIT_SAPLFMCI2_002)

3. Insert AdditionalFields

FMMD0017

(EXIT_SAPLFMCI2_003

EXIT_SAPLFMCI2_004)

1. Create /Change

FMMD0015

(EXIT_SAPLFMCI2_001)

Example of Customer Enhancement: Commitment Item

Customer enhancements are structured the same for all master data (funds center, commitment item, fund). Taking the commitment item as an example, you can see that there are three options for implementing customer enhancements in master data maintenance.

Creating and Changing Commitment Items (EXIT_SAPLFMCI2_001): Fields can be predefined when you create or change commitment items. You can determine whether these fields have default values that can be overwritten or fixed values that are displayed and cannot be edited. You can also preclude certain commitment item keys and commitment item types from being created or changed.

Commitment Item Consistency Check (EXIT_SAPLFMCI2_002): After all data entry, you can have field contents checked against customer-specific rules and, if necessary, have the system output error messages (exception).

Add Additional Master Data Fields for Commitment Items (EXIT_SAPLFMCI2_003 and EXIT_SAPLFMCI2_004): This enhancement makes it possible to include your own additional fields in the master data master record.



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Customizing: - .

Special Character

XXXX.XXX.XXXX

Mask

Master Record

XXXX.XXX.XXXXCommt Item

Fiscal Year

FM Area 9000

2003

Mask for Commitment Item Key

You can define a mask for the commitment item key which controls the output of the commitment item on the screen using the special character you defined.

Different special characters can be used for the masking. The special characters are inserted into the commitment item key and displayed in the commitment item output in the screen. The special characters are not stored in the commitment item key in the database.



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RFFMDBI81 RFFMDBI85UNIX File/

PC File

EXPORT IMPORT

Commitment ItemTarget: FM A. 9012

Year 2003

Copying Commitment Items

Commitment ItemSource: FM A. 9000

Year 2002

This program allows you to copy existing commitment items. The division of the copying transaction into an export and an import process makes the application useful for several scenarios:

When transferring data from legacy systems, commitment items are uploaded from a UNIX or PC file to the R/3 system using import program RFFMDBI85.

If commitment items are to be copied from one fiscal year to the next or to another FM area, both programs are used. Depending on your preference, program RFFMDBI81 can export the data you want to copy to a UNIX file or PC file. In the second step, you import the data to your chosen FM area/fiscal year to the R/3 system using program RFFMDBI85.

As of SAP Enterprise Public Services 1.10 (EA-PS 1.10), the program RFFMMD_COM_ITEM_FYC is available for year-end operations with year-dependent commitment items. The commitment items of the standard hierarchy (variant 000) can be copied from a fiscal year to the following year in one step.



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Example: Changing the Master Record

Change Commitment ItemChange Commitment Item

Description

Basic Data

Default Value

Financial Trans.

Item Category

Superior Item

Funds Center

Field can be changed

Field cannot be changedDirectly Postable

Not Directly Postable Statistical Cmmt ItemNegative Budget

It is only possible to make changes to the master records in Funds Management in fields that are ready for input. For example, if you have not made an entry in the "superior commitment item" field when you are creating a commitment item, it will not be possible to make a subsequent change to it. The commitment item must be deleted or created again and reassigned.



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Master Data V

Organizational StructuresYear Dependency of Master DataFunds CentersCommitment ItemsActivating Account Assignment ElementsFundFunctional AreaGeneral Settings Budget StructureCover EligibilityAuthorization GroupsSubdivision of Master DataAccount Assignment Derivation Tool



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Activating Account Assignment Elements

Fund

Functional area

Funded program

Grant

If the account assignments fund, functional area, funded program or grant are used in Funds Management, they must be activated in the Customizing of Public Sector Management.

Note:

If the account assignment elements should also be used in Asset Accounting, the account assignment elements must also be activated in Asset Accounting.

If the account assignment elements should also be used in Controlling, program RKALPSCR must be started.

The activation of account assignment elements is not available for German customers (local authorities flag set).



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Activating the Fund and Functional Area

Defining fund / functional area in the master data

Additional account assignment= fund / functional area

AAAA

COCO

Activating the fund has the following effect: In Controlling: in addition to posting to CO objects and cost element, the fund can also be posted to. In Asset Accounting, the fund can be defined in the master data.

Activating the functional area has the following effect:

In Controlling, in addition to posting to CO objects and the cost element, the functional area can also be posted to.

In Asset Accounting, the functional area can also be defined in the master data. In Funds Management, the functional area can be budgeted and assigned to an account.

Note: If you use HR, you must have assigned the fund and functional area in HR as well.



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Enhanced Fund Accounting

The activation of fund and functional area in Funds Management is the same as the activation of “Enhanced Fund Accounting”, an integrated solution developed for the US market.

Note 518610 contains a description of the prerequisites for using “Enhanced Fund Accounting” or parts of the available functions.

Note !!!!!



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Activating the Funded Program

Defining the funded program in the asset master record

AAAA

Additional account assignment = funded programCOCO

Activating the funded program has the following effect: Funded programs can be created and budgeted in Funds Management if the Budget Control System (BCS) is used.

With a posting, the funded program is always derived from another account assignment object such as the CO order or WBS element. It is not possible to assign the funded program directly to an account.

This means that you can use the funded program to group expenditures according to functional aspects. Note: If you use HR, the funded program must be assigned to an account in HR as well.



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Activating the Grant

Defining the grant in the assetmaster record

Additional account assignment= grant

AAAA

COCO

With Grants Management, grants are managed that have been provided from governments or other institutes for commercial or scientific research.

Activating the grant has the following effect:

The grant can be used as an additional account assignment element in the following components: • Funds Management Government with the exception of “former” budgeting. • Financial Accounting • Asset Accounting • Controlling • Material Management • HR



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Account Assignment Element BLANK

Funds Center

Commt Item

Fund

Functional

Area

Funded

Program

Grant

A1

50010

Funds Center

Commt Item

Fund

Functional

Area

Funded

Program

Grant

A1

50010

“NEW”

“NEW”

“NEW”

“NEW”

Account assignment elements must always have a concrete value. SPACE/BLANK is no longer accepted as a value by the system. This is because of the new account assignment logic, that allows you to define account assignments for a functional area in CO and Asset Accounting. In CO it is Fund, Functional Area and Grant and in Asset Accounting, Fund, Functional Area, Grant and Funded Program. A clear assignment must be possible so as to avoid problems when deriving a functional area. This is only possible using concrete values.

If you already work with the value "blank", you should convert to a concrete value for the account assignment in the next fiscal year. This is not necessary during the year.

In the transition period, it is possible to allow the value BLANK/SPACE in Customizing for Public Sector Management for an account assignment element Fund, Functional Area, Funded Program or Grant. Note that with this setting, no allocation or distribution for the BLANK/SPACE functional area can be defined separately in Controlling. This means that you cannot allocate the BLANK fund to another fund. The BLANK fund is only passed on from the sender to the receiver.



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Master Data VI

Organizational StructuresYear Dependency of Master DataFunds CenterCommitment ItemsActivating Account Assignment ElementsFundFunctional AreaGeneral Settings Budget StructureCover EligibilityAuthorization GroupsSubdivision of Master DataAccount Assignment Derivation Tool



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Funds and Financing with Funds from Secondary Sources

Budgets and funds from secondary sources are managed as funds. Secondary funds can be managed as completely separate from the operational budget, usually managed according to strict rules. These secondary funds are often available for projects. Technically, there is no difference between funds and funds from secondary funds.

Introduction

The activation and implementation of account assignment element ‘Fund’ is not released for the customer group German Government (local authorities flag set).



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Mapping Funds

32

Budget

Funds fr Sec. Sources1

Funds fr Sec. Sources 2

Budget Structure

Budget fund Funds from sec. sources 1

. . .

Customer SAP

Funds from secondary sources are mapped in the SAP system with account assignment element ‚Funds‘. The organizational grouping and revenues/expenditures grouping of the organization (funds centers and commitment item hierarchies) is passed on to each fund.

This ‘passing on’ means that the master data structures are automatically linked to the fund master data.



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Customer : Connection to customer master record FI

Balance Update: Fund in year-end operations

Budget Profile: Individual Control of budgeting and availability control

01.01.2002

Fund Master Record

31.12.2005

Additional Data:

Fund Type: Groupings possible for fund

Valid From: Valid To:

Basic Data:

FM Area:

Fund:

9000

Budget

An entry must be made in the funds master record in order to specify a validity period for it. You can assign more than one fund to the same fund type and use this summarized entry for classification or Reporting. You maintain funds types in Customizing.

Entries in the fields "budget profile", "balance update" and "customer for fund" are optional. The customer for a fund can be entered for evaluation purposes in Funds Management reporting. The budget profile allows budgeting and availability control to be controlled individually. The "balance update" indicator controls whether the totals records are carried forward for each fund when changing to the next fiscal year.

There are two other date types in addition to the validity date: reversal date and expiration date. However, you can only use them if you work with an update profile with active budgetary ledger. These two date types are hidden in the field status string for the fund and must be defined as “ready for entry” in Customizing.



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Master Data VII




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Funds ManagementAccount Assignment

CmmtItem

Funds Center

FunctionalArea

Fund

Fund / Functional Area

Functional Area

Functional areaas new

dimension type

Using the functional area, you can divide your organization according to functional aspects. This allows you, for example, to map expenditure for aims and purposes (such as public safety or city planning) in your organization.

From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the functional area has 16 characters. Using a functional area, you can comply with legal requirements for Reporting in accordance with functional aspects.

You activate the functional area in Customizing under Public Sector Management- Activate Account Assignment Element. The functional area must be deactivated in FI. Derivation is carried out using the account assignment derivation tool in Funds Management.

You cannot use the functional area in FI or EA-PS to create a balance according to the cost of sales accounting at the same time.

The activation and implementation of the account assignment element “Functional Area” is not released for the customer group German Government (local authorities flag set).



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Master Data VIIIM




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Hide Optl ReqrdDisplay

Maintain field status for field selection string

Field name Description

FICTR Funds centerFIVOR Financial transaction AUGRP Authorization group

Maintain field selection string for cmmt items

Field selection string Name

FIPOS Field selection FK01FIPOS_2 Field selection FK02

CustomizingCustomizing

Field Selection Strings for Master Data

You can control whether and how fields are displayed for your FM area in your own field selection string in order to define the master data, commitment item, funds center and fund.



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MassSelection

Area. Cmmt Items DescriptionFM 9000 Financial Year 2002

X 0001150000 Charge for UseX 0001400000 Rent/Hire

Value SelectionFM Area: 9000Financial Year: 2002Cmmt Item: +++1*

SequentialMaintenance

Transfer Values

MassMaintenance

Mass Selection Master Data

After you have made a mass selection, the system lists the data you have selected for further processing. Copying Values: All values selected are transferred to the transaction chosen and can be processed further. For example, all combinations of commitment items are displayed in budget maintenance.

Mass Maintenance: All selected and flagged values are maintained in one transaction. Changes made in this transaction apply to all values selected.

Sequential Maintenance: All selected and flagged values are maintained in the transaction one after another. Changes can be made to each individual value. After a change has been posted, the system goes to the next selected combination in the list.



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Indiv. Value Maintenance00001++++++

+ 00003+++++++ ......

Selection of master data for further processingMaintain commitment items

Revenue increasing the budget

Cover eligibility

Collective expenditure

Select commitment items for budget planning

Generic search for master data+ represents a specific character (length of object name known)

* represents a character chain of unspecified length

Individual value selection (no interval selection for masking)

Mass Selection Master Data

Mass selection for further processing is currently only possible for: Rule maintenance of revenues increasing the budget Cover eligibility rule maintenance Commitment item maintenance Collective expenditure maintenance (function for German Government ) and Selection of commitment items for budget planning.



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MassSelection

New Values for Update:New Values for Update:AuthorizationGroup

...

AuthorizationGroup

...

0001150000

AuthorizationGroup 0815

0001400000

AuthorizationGroup 0815

Area Cmmt Item Description FM 9000 Fiscal Year 2003

X 0001150000 Charges for UseX 0001400000 Rent/Lease

Example Mass Maintenance

The multiple maintenance of commitment items in an FM area makes it possible to change the attributes of several commitment items at the same time.



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Master Data IXMaster Data IX




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Manual Budget Structure

Only particular combinations of fundscenter and commitment item can have budget allocated to them

Enter Orig. Budget

Ctr Item Budget ViewS1 A 1.1S2 A 2.2S2 A 2.3

Center Item BudgetS1 A 1.1S2 A 2.1S2 A 2.2S2 A 2.3

The unique budget address comprises Center + Item + Fund + Functional Area Only the complete combination can bebudgeted

Definition of BudgetStructure

The budget structure is a combination of the structure of the organization (funds centers) and the functional structure (commitment items).

In the budget structure, the combinations of fund center and commitment item that are to carry a budget are flagged. If no combinations of funds centers and commitment items are selected for an FM area/fund and functional area, all logical combinations are valid budget items. Once a combination is selected, the budget structure is valid as defined and only the selected combinations can have budgets assigned to them.

An individual budget structure can be defined for each fund. The budget structure is year-dependent or year-independent regardless of whether you work with year-dependent/independent master data:

If you are using budget processing transactions, once you have created a budget structure the system will only offer you Funds Management account assignments that are flagged as budget objects.

A unique FM account assignment therefore comprises the funds center, commitment item and depending on which other account assignment elements are activated, from fund and/or functional area. Grant and funded program are not available in Former Budgeting.

You can only use complete combinations of these master data elements for budgeting. In the budget structure, you can select Funds Management account assignments as budget objects at any time.

You can also define the posting objects in the same transaction. This includes the combinations possible on commitment and actual postings.



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Generate Budget Structure

Budget Structure

Funds Cmmt BudgetCenter Item ObjectIMF EXP.IMF Pers. .. .. .

Funds Center IMFTDE

EXP. 1000. . . 200. . . 100

AdministrationTDE

EXP. 200. . . 50. . . 40

Dept. 1

. . .

. . .

Dept. 2

. . .

. . .

Automatic generation of a budget structure from the budgeted elements

The "Generate Budget Structure from Budget and Actual Data" program generates a budget structure from the budgeted combination of account assignment elements.

You can also use this program to create a posting object definition from the combinations posted with actual data.

There is a separate program available for German Government for generating the budget structure.



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FM AreaFiscal Year

90002003

Object Types

Budget ObjectPosting Object

ActionSetDelete

Selection FM Account Assignments

Selection of FM Acct Assignments

FM Area

Funds Center ToKey Date

Fiscal YearCmmt Item Var.Cmmt Item To

9000

and all subordinate

and all subordinate

A1 D101.01.03

2003000

Mass Maintenance of Budget Structure

Program BPCARRM01 is available for generating budget objects in addition to manual maintenance of the budget structure. You can use this program to generate or delete budget objects/posting objects.

Using program RFFMSTRP, you can select the FM account assignment that should be defined as budget objects/posting objects.



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CI 1CI 1

Bdgt Posting Object Object

xxxFC 2FC 2

FC 2FC 2

Funds CmmtCenter Item

CI 3CI 3

Budget Structure Fund EU 2002

CI 1CI 1

Bdgt Posting Object Object

xxxFC 2FC 2

FC 2FC 2

Funds CmmtCenter Item

CI 3CI 3

Budget Structure Fund EU 2003

Budget Structure:Copy

The budget structure for each fund can be copied to any target year, such as the following financial year. This makes it easier to generate a budget structure if no or only a few changes need to be made in the next fiscal year.

The last valid budget structure before the target year is copied. You can determine whether the budget structure should only be copied if budget already exists in the given fund.

This copy program is used, if -Year-dependent master data is being used -Funds and budget structure elements are valid in the target year -No budget structure has been created in for the given fund in the target year -Master data maintenance is changed from year-independent to year-dependent

It cannot be used for funds with overall values Once it has been copied, you can process the budget structure as normal in individual maintenance.



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Budget Structure

Can be used:If budgeting is to be carried out centrallyFor performance reasons

Note the following:More maintenance requiredChanging the budget structure can cause errorsBudget objects can be deletedThere is no change history for the budget structure

Note!

If you want to budget centrally, you must work with a budget structure (BS). You can improve performance for very large hierarchies using the budget structure in batch jobs such as Reconstruction Distributed and in the Hierarchy Maintenance. However, the BS has no effect on performance during posting.

Note the following if you use the budget structure:

Only the budget structure hierarchy is displayed in Reporting. Extra maintenance required:

As soon as you create an account assignment it must be inserted into the budget structure. If account assignments are no longer being used, the budget structure must be adjusted. As there is no change history for the budget structure, there is no record of which objects are inserted, deleted or reassigned.

Note: It is recommended that you only use a budget structure if it is really necessary, as you should not

underestimate the manual effort required for maintenance.



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Master Data IX




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Unreal Cover Eligibility

Revenues increasing the budget

Actual Cover Eligibility

Reciprocal cover eligibility (cover pools)

Unilateral cover eligibility

Cover Eligibility

Revenues increasing the budget are used to provide extra expenditures budget that results from additional revenues.

When working with actual cover eligibility, additional expenditures are made possible through expenditures shortfalls in other expenditures FM account assignments.



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Budget Memo Text: Additional revenues giveentitlement to additionalexpenditures

Budget Memo Type: 01

Budget memos define general rules for Revenues increasing the budget

Cover Pools

Individual cover rules

Budget memos are maintained in Customizing

Budget Memos


The texts for budget memos are maintained in Customizing. When using unreal or actual cover eligibility, budget memos (budget memo types) are defined in the system.

Budget memos are assigned to the individual rules within unreal and actual cover eligibility in rule maintenance.



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Cover Pools Unilateral Cover Eligibility

Assignment

Entitled to Cover

Cover Pool

Subject to Cover


ExpenditureCommt ItemFunds CenterFund

ExpenditureCommt ItemFunds CenterFund


Actual cover eligibility represents an expenditure-expenditure relationship. When working with actual cover eligibility, the available budget is in the individual elements of the cover pool and not in the cover pool itself.

Reciprocal Cover Eligibility: Expenditure FM account assignments are both entitled to cover and subject to cover.

Unilateral Cover Eligibility: One or more expenditure FM account assignments are entitled to cover, the others are subject to cover.

Cover eligibility types are maintained as a budget memo (rule) in Customizing. Cover eligibility is realized using an own type of assigned fund, the cross assignment. The cross assignment specifies the amount at which there was no budget available in an account assignment address, and therefore why budget was consumed from the cover eligibility.

You can use the “Expanding Cross Assignments" program (which allows you to restructure the budget) to break down cross assignments.



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FM AreaFiscal YearCover Pool

9000

Cover Pool

Budget Memo

PB CB Budget Cat.

Texts

DescriptionLong Text

20030000000570000000

Cover Pool IPS910

Creating a Cover Pool Manually (I)

A cover pool can be created for the PB and/or CB. This setting is then a default value that can be changed when you assign individual FM account assignments.

You can create a manual cover pool or an automatic one. In the case of manual cover pools, the budget transfer postings must be made manually within a cover pool. The type of cover pool is controlled by the budget memo.



© SAP AG 2002

2100.5500.000 TOTAL

FM Acct Assignment

Commt Item Funds Center PB CB

2100.6600.000 TOTAL 2100.6667.000 TOTAL

View Change FM Account Assignment : Overview

FM AreaFiscal YearCover Pool

900020030000000570000000

Groupingcharacteristic

Creating a Cover Pool Manually (II)


When you create a cover pool, you can also assign expenditure FM account assignments to it in the same transaction.

You can create grouping characteristics in Customizing. If you use grouping characteristics, the system checks cover pool objects that were assigned to the same grouping characteristic first.



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Text Entitled to Cover

Text Subject to Cover

FM Area Year

Expenditure Account Assgmt

ExpenditureCmmt ItemFunds Center

ExpenditureCmmt ItemFunds Center

Rule Maintenance

Assignment Cover Pool

Cmmt Item Subject to Cover

Actual Cover Eligibility: Rule Maintenance

When you are maintaining the rules for actual cover eligibility, you can assign an expenditure FM account assignment to a cover pool (reciprocal) or to an expenditure FM account assignments subject to cover (unilateral).

One or more expenditure FM account assignments that are subject to cover can be assigned to an expenditure FM account assignment that is entitled to cover.

The rules maintained can be deactivated by setting a switch. Budget memo texts for the printout of the budget are defined for account assignments that are subject to cover or entitled to cover within rule maintenance.



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Automatic Generation of Cover Pools

Rule for the Generation of Cover Pools:

Rule Cmmt Item Funds Ctr Fund

01 1&+++ 1++ Budget 0001111

Rule Number

Functional Area

&: Account assignments that have the same character in a particularplace

+: Placeholder for any character

Cover pools can be automatically generated according to particular rules in SAP Enterprise Public Services 1.10 (EA-PS 1.10).

A rule must be created in the system for the automatic generation of cover pools. The special characters “&” and “+” can be used for generic rule maintenance. The character “&” means that account assignment that have the same character in a particular place are combined in a cover pool.

The character “+” is a placeholder for any character. In the example above, the system would create cover pools for the fund "budget" and functional area "0001111" with the following commitment items and funds centers: Commitment item 10000 to 10999 funds centers 100 to 199. Cover pool 1 Commitment item 11000 to 11999 funds centers 100 to 199. Cover pool 2 …

You can also use the subdivision of master data in rule maintenance. If you want to preassign the structure ID in rule maintenance, you have to implement and activate the Business Add-In FM_CV_BADI_STRID.



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Revenues

Budget Increase

Procedure/Time

Distribution Rules

ExpenditureBudget

Revenues Increasing the Budget

Revenues increasing the expenditure make additional expenditure available which is usually for specific purposes.

There are two procedures: - Distribution procedure - Call procedure

Forecast of revenues, incoming invoices or payment receipts can trigger an increase in the budget. Distribution rules define general and account assignment-specific relationships between revenue and expenditure account assignments in Funds Management.



© SAP AG 2003

Revenues Increasing the Budget

11

22

33

44

Allow Generic Entries in Rule Maintenance

Define Default Values for Rule Maintenance

Activate Check for Manual Budget Increase

Activate Automated Cover Eligibility Procedure

Global Settings: Revenues Increasing the Budget


The activity Make Settings for Revenues Increasing the Budget was divided into steps under the superordinate term Revenues Increasing the Budget in Customizing.

A default rule must be defined for rule maintenance. These settings are valid for manual budget transfers on the basis of revenues increasing the budget without budget memos. In rule maintenance, these settings appear as default values that can be overwritten.

Generic rule maintenance (*) for each FM area/year can be permitted for individual master data objects. Example: If you want to define a rule that applies to all the funds centers in a subject area (commitment item), you must select funds center.

You can activate the check for additional revenues. The system then checks whether additional revenues exist in the revenues FM account assignment (according to the default rule) and whether they cover the amount of the transfer when you make a manual budget transfer.

If you are using the call procedure, it must be activated for both unilateral and reciprocal cover eligibility.



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Budget Increase

Procedure

Budget increase viacall procedureDistribution proced.

Budget increase byIncoming paymentBilling documentExpected revenues

Budget increaseCommitment budgetPayment budget

When?

Where?

How?

Revenues Increasing the Budget: Default Rules


Different settings are made in Customizing for each FM area and year for revenues increasing the budget: Budget increase for payment and/or commitment budget Budget increase by forecast of revenues, incoming invoice or incoming payment. Budget increase with call/distribution procedure (call procedure is used, if the expenditure budget of the assigned expenditures FM account assignment is only to be increased if required when you post a revenue that increases the budget). In the distribution procedure, revenues that increase the budget are usually assigned according to defined proportions and irrespective of actual requirements)

Assignment of a surplus account assignment (only for distribution procedure) You can choose to implement document-based distribution procedure 1, which produces a document that links the revenue document and the budget document, or totals-based distribution procedure 2, in which this relationship does not exist. The selection of distribution procedure depends on the extent to which this connection between revenues documents (FI documents or forecasts of revenues) and budget documents is relevant in your organization.



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Revenue budget memos

Expenditure budget memos

FM Area Year

Expenditure commitment item

Revenue-cmmt itemFunds center

Increase area Expenditure-cmmt itemfunds center

DistributionDistributionrulesrules

Revenues Increasing the Budget:Rule Maintenance

In the framework of revenues increasing the budget, a revenues FM account assignment can increase the budget of more than one expenditures FM account assignment.

You can define a cover interval by entering a minimum revenue or an upper limit. Both the minimum revenue and the upper limit can be defined as a percentage of the current revenue budget.

A cover interval or the amount increasing the budget can also be defined in accordance with a percentage of the current budget. You enter the minimum revenue as a percentage of the current budget and specify an absolute amount in order to define the difference between the minimum revenue and the upper limit. The upper limit is determined in this way.

In the rule maintenance, you can enter budget memos: a revenues budget memo refers to the revenues commitment item and the expenditures budget memo to the expenditures commitment item.



© SAP AG 2003

Acceptance Request

Distribution Rule

PaymentRequest

Cmmt it: 10010Fds ctr: VAmount: 100 UNI

R-FM: 10010 Fnds ctr: VE-FM: 50010 Fnds ctr:C11Budget increase: 100 %

Cmmt it: 50010Fnds ctr C11Amount: 100 UNI

RFFMUD11

RFFMUD01

Revenues Increasing the Budget: Distribution Proc.

Budget

Original 10 UNIRiB 100 UNI

Program RFFMUD11 selects revenues documents and increase rules and generates information about the budget increase.

Program RFFMUD01 generates and posts the budget documents (budget type KBI1). If the type of budget increase is to be carried out "manually", the program generates a list of available revenues. This list can be used to increase the budget manually by means of supplements.



© SAP AG 2003

Revenues Increasing the Budget: Call Procedure

Accpt.request

Cmmt item:10010FC: C11Amount: 120 UNI

Distribution ruleDistribution rule

R-FM 10010 fnds ctr:C11E-FM 50060 fnds ctr:A12Budget Increase 100%

Paymentrequest

Cmmt itm: 50060Fds ctr: A12Amount: 150 UNI

AVC check

Check for availablebudget from revenuesincreasing the budget Budget increase with

the required amount,50 Uni

Posting thePaymentrequest

Paymentrequest

Cmmt it: 50060Fnds ctr: A12Amount: 150 UNI

Budget

Original: 100 Uni

BudgetBudgetOriginal: 100 UniBudget from 50 Uni

RiB:

BudgetBudget

Original: 100 Uni

The check for available budget and the posting are carried out as part of the active availability control during the posting of payment requests.

Additional revenues that increase the expenditure budget can be made available by means of a manual or automated transfer.

The surplus account assignment is not used when you are using the call procedure.



© SAP AG 2003

17. 04..2003 10:10:51 Monitor for Cover Eligibility

Fund Funds Ctr. Cmmt Item Cover Pool Uni. Sub. Uni. Ent. Revenue Expenditure

A1 2100.6666.000

Overview of Cover Eligibility

Overview of Cover Eligibility

If you press the Cover Eligibility Overview button, you can view all the rules that have been maintained for the given FM account assignment.



© SAP AG 2002

Master Data XIMaster Data XI

Organizational StructuresYear Dependency of Master DataFunds CentersCommitment ItemsActivating Account Assignment ElementsFundFunctional AreaGeneral Settings Budget StructureCover EligibilityAuthorization GroupsSubdivision of Master DataAccount Assignment Derivation



© SAP AG 2002

HR ExpenditureHR Expenditure

SalariesSalaries

WagesWages

Social InsuranceContributions

Social InsuranceContributions

Moving ExpensesMoving Expenses

Authorization Group “HR”

Authorization Groups

There are authorization groups for all Funds Management master data (funds center, commitment item, fund, functional area, funded program and grant).

If an authorization group has not been defined for an object, it will not be subject to authorization checks!

The authorization assigned must not just relate to the given authorization object (for example, a commitment item), but to a whole authorization group. You can jointly manage a group of commitment items, such as all commitment items representing HR expenditures which are grouped together in the "HR" group.

In contrast to assigning authorization without using groups, the advantages of making groupings include: - Individual users do not need to be assigned each individual authorization object (such as

commitment item, funds center, fund, functional area, grant, funded program, grant), instead they can be assigned a single group. When these groups contain several objects, the effort involved in maintaining them is reduced.

- If a new object is created (such, the "Moving Expenses" commitment item above), it is assigned to the "HR" authorization group. No additional maintenance needs to be carried out for user authorizations. If there had not been any groups, you would have had to maintain the new object for all users.



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FM Authorization Objects

Versions Authorization F_FICB_VER

FM Area Authorization F_FICB_FKR

FM Account Assignment F_FICA_TRG

Fund F_FICA_FOC

Fund Center F_FICA_FSG

Internal Funds Center F_FICA_SIG

Cross-Funds Center F_FICA_SEG

Commitment Item F_FICA_FPG

Functional Area F_FMMD_FAR

Funded Program F_FMMD_MES

Grant F_FIGM_GNT

The following list gives the sequence in which the FM authorization groups are checked by the SAP R/3 system. Of course, it always depends on the given transaction, which authorization groups are relevant in the particular case and which are not necessary. For example, versions authorization is checked during a budget posting, but not when master data is created. If all checks are required, the following sequence applies:

1. Versions Authorization 2. FM Account Assignment Authorization 3. FM Area Authorization 4. Fund Authorization 5. Funds Center Authorization 6. Commitment Item Authorization

If FM account assignment authorization is checked, no other authorizations are checked and processing is permitted.

If no check is made on FM account assignment authorization, other authorizations are checked in the following sequence: FM area, fund, funds center. When checking funds center authorization, first the general-funds-center authorization is checked, then the system checks the cross-funds center authorization or the internal-funds center authorization.

The last check to be performed is on commitment item authorization.



© SAP AG 2003

Commitment Item in FM Area

FM AreaFiscal Year

Commitment Item 10500

2003

FMA1

Crryfwd Item Category

Authorization Group

Values

Activity

AuthorizationAuthorization GroupGroup

FM AreaStatistical

Authorization Groups for Commitment Items

Authorization Object F_FICA_FPG

The authorization assigned does not directly relate to the given commitment item, instead it refers to the authorization group.

To make it possible for an authorization check for commitment items to be carried out, you must define an authorization group in the FM area in the master record of the commitment item. No authorization check is carried out for commitment items in which no authorization groups are defined.

To be able to define an authorization group in the master record, commitment item activity "Create" or "Change" must be permitted.

Note:

The functional area is checked in Former Budgeting and in evaluations in the logical database. The functional area is not checked during posting.

The funded program is only checked in evaluations. The grant is checked in BCS and Grants Management.



© SAP AG 2002

Master Data XIIMaster Data XII




© SAP AG 2003

Subdivision of Master Data

Create Commitment Item:

Substring 1 (Revenue/Expenditure) 01

Substring 2 (Purpose) 500000

Substring 3 (Region) 66666

01\500000\66666Commitment Item

In SAP Enterprise Public Services 1.10 (EA-PS 1.10), you can subdivide master data into a number of substrings.

This function is useful for customers who want to save different types of information in one master record. For example, region and purpose in commitment item.

Commitment items can be divided into 5 substrings. Funds can be divided into 2 substrings. Funds centers can be divided into 3 substrings. Functional areas can be divided into 3 substrings.



© SAP AG 2003

Master Data XIIIMaster Da




© SAP AG 2002

Predefined account assignment derivation rules

Derivation types

Account Assignment Derivation Tool

A complete FM account assignment must be entered (commitment item, funds center,fund, functional area, funded program,grant) for each FM-relevant posting. Account assignment derivations reduce the number of account assignments that have to be entered manually in FM or other components such as FI or CO when you make manual postings.

If there is a logical dependence between FM account assignments and account assignments from other components, such as FI or CO, the values in the FM account assignments can be derived automatically from the other account assignments. The derived values appear as default values which can be overwritten if necessary. This automatic derivation is called a derivation strategy.



© SAP AG 2003

Select Predefined Rules for FMAA Object Assignment

Function from AccountCommitment Item from AccountFunction from Cost Center Funds Center from Commitment Item Master Data

Fund from Funds Center Master Data

Function from Internal OrderWBS Element from Order Master Data

Derivation Steps Activated

Derivations not Used in Your Organization

Predefined Account Assignment Derivation Rules


SAP delivers predefined account assignment derivation rules. They all correspond to the account assignment logic up to IS-PS Release 4.61.

Customers who use Funds Management (IS-PS Release below 4.62) and are upgrading to SAP Enterprise Public Services 1.10 (EA-PS 1.10), must activate the derivation steps relevant for their organization. After the upgrade, you should revise the existing derivation strategy and replace the derivation rules predefined by SAP with your own rules.

Example: Until now you have derived the functional area and commitment item from the G/L account master record. To ensure this derivation works in the future, activate the first two rules.

New customers must define their own derivation strategy, however, they can use one of the derivation rules provided by SAP as a template.



© SAP AG 2002

Derivation Types

Derivation Rule

Table Lookup

Move

Clear

Enhancement

Function Call

Derivation Types

There are different derivation types which can be used to map different logical dependencies between source and target fields.

Derivation rule: A rule that defines which account assignment values of the source field or a combination of source fields leads to account assignment values. The fixed account assignment values of the source and target fields are maintained in one of the tables assigned in the rules.

Table lookup: The key field of a table is used as the source field in order to fill target fields with the field content of the key field.

Move: The field content of a source field or a constant can be moved to a target field. Clear: A rule that clears certain field content of an account assignment. Enhancement: User-Exit SAPLFMDT001 is available which can be included in the derivation strategy. Function call: These cannot be defined by you, but you can include the function calls defined by SAP in your derivation strategy.



© SAP AG 2003

Source Field Target Field

Move

COST_CENTER FUND_CENTER

Total Field ContentsPart of Field Contents

From Character Item (Starting with 0)Number of Characters Field Length 10

56

Total Field ContentsPart of Field Contents

From Character Item(Starting with 0)No. of CharactersField Length 16

06


If there are parallel structures between CO and Funds Management, you can use a move to derive, for example, a funds center from a cost center. If the structures are identical, the complete field content of the cost center can be written to the field funds center. If the funds center is only from part of the cost center, a particular part of the cost center can be written to the field cost center.



© SAP AG 2002

Source Fields

CO_AREA

COST_ELEMENT

Target Fields

COMMIT_ITEM

Initial value allowed

Copy new value, if value existsDo not copy new value if valueexists

Only carry out rule when theconditions listed have been complied with.

COMPANY_CODE = 1000

Characteristics Rule

Error message if no value foundStop processing strategy if value was found

Entries should bemaintainable validity date

Source Field Characteristics

Target Field Characteristics

Define Derivation Rule


On the Definition tab page, the source and target fields are defined with their characteristics. On the Condition tab page, you can define prerequisites, in other words, you should only run the derivation step when this prerequisite has been fulfilled.

The attributes of the rule are defined on the Characteristics tab page: An error message should be issued if no target value could be found The processing of the strategy should be stopped when a value is found Entries should be maintainable with the validity date

By using the Test button, you can test the defined derivation rules, in order to make sure that the correct target fields are derived from the specified source fields.



© SAP AG 2003

Controlling Area Cost Element Valid from Commitment Item

9000 500301 01.01.2003 = 50030

9000 500302 01.01.2003 = 50040

Source Field From-To Values IN/OUT

Table Maintenance

You can go straight to the table maintenance from Customizing by using the Maintain Rule Entries button. You can also maintain the rules entries under Master Data → Assignment → Edit Account Assignment Derivation.

Depending on the derivation rule entries in Customizing, date-dependent entries can be maintained. You can enter value ranges for source fields.



© SAP AG 2003

Source Fields

COST_ELEMENT

Target Fields

COMMIT_ITEM

Initial values allowed

Use new value if value exists

Do not use new value if valueexists

Rule only executed whenconditions are fulfilled

COMPANY_CODE = 1000

Rule Attributes

Error message if no value isfound End processing of strategy if value was found

You should be able to entera validity date.

Source Field Attributes

Target Field Attributes

Example Cost Element to Commitment Item I


Before you can enter assignments between CO and FM, you must assign the controlling area to the FM area. You can only do this if you have activated the company code.

Example: assigning cost element to commitment item. Creating a derivation rule with the source fields controlling area, cost element and the target field commitment item.

In general, postings are made to the objects that you enter manually. If you want to prevent the user overwriting the derived value, then you set the corresponding flag in the Target Field Attributes. If you make reference to a funds reservation when you are posting an invoice, the FM account assignment is transferred from this funds reservation and cannot subsequently be overwritten with a manual entry.

The rule only applies to the company code = 1000 If a target value was found, the processing of the strategy should be stopped.



© SAP AG 2002

Cost Element To Cost Element Valid From Commitment Item

500100 500301 01.01.2003 = 50030

500302 500500 01.01.2003 = 50040

You can assign a cost element toa commitment item using thisassignment table

It is possible to assign secondary cost elements to commitment items

Source Field from-to Values IN/OUT

Example: Cost Element to Commitment Item II

The fixed source and target values are maintained in the table.



© SAP AG 2003

HR/FM Object Assignment for Wages and Salaries

Recurring payments/deductions (infotype 0014) and additional payments (infotype 0015) to funds center / fund / functional area

Organizational assignment of an employee (infotype 0001) to funds center / fund / functional area

Assignment of cost distribution for wages/salaries (infotype0027/01) to funds center / fund / functional area 1.

2.

3.

You have two options for deriving FM account assignments in HR integration. The FM account assignments can be defined in the HR objects. FM account assignments are derived from the CO objects. The corresponding rules must be maintained in the account assignment derivation tool.



© SAP AG 2003

The Financial Management Area (FM area) is the organizational element in Funds Management. The Accounting environment is mapped out by assigning company codes and controlling areas to the FM area.

Commitment items are used to represent the functional structure of the budget, while funds centers represent the organizational structure.

Funds from secondary sources can be represented using special funds.

An additional dimension type is available in the functional area for subdividing Funds Management account assignments.

Master Data: Unit Summary I



© SAP AG 2002

Master Data: Unit Summary II

You can structure expenditures according to functional aspects using the funded program.You can manage funds from sponsors for scientific or commercial purposes using the grant.Authorization groups reduce the amount of maintenance by controlling authorizations.You can divide master data into different substringsusing subdivision.Integration between other components, for example, CO/FI and FM is controlled by the account assignment derivation tool.



Master Data: Exercises



Unit: Master Data Topic: Display the Budget Structure

At the conclusion of these exercises, you will be able to:

• Display the master data structure in Funds Management

• Create and change year-dependent commitment items and funds centers.

You have decided to introduce a business standard software into your Revenue Authorities organization. The budget structure must be enhanced with master data to be created for this project.

1-1 First check the year-dependence of the master data for your FM area in Customizing.

1-2 Your group will be responsible for the “standard software” project (Project P15) which is assigned to department C1. Create a new funds center, C15, for “standard software” in your FM area 90##. It should belong to the responsibility area of department C1. The department should be valid from 2002 to 200Y+2. Enter your user name, GR##, as the person responsible and Mr. Paul as the processor. Then check the result in the hierarchy display.

1-3 You find out later that a few changes need to be made to the master record for funds center C15. The changes should be valid as of 01.01.200Y+1. The name of the department must be changed from “Standard Software” to “Introduction Program” and Mr. Paul is taking early retirement. Mrs. Rose is going to take over his position, which means that the SAP R/3 system user remains unchanged as GR##. Save your changes and display them in the change document.

1-4 Create two commitment items for project expenditures for your FM area 90 ## in fiscal year 200Y.

Commitment item: 80040 for “Software”

Commitment item: 80050 for “Consulting”

The superordinate commitment item is commitment item 80000, “Investments”.



Unit: Master Data Topic: Fund


• Maintain funds master records

• You are a member of the Financial Department and responsible for how project funds are spent.

The introduction of the software should be financed from different sources: partly from the budget (fund BUDGET), from general sources (fund GENERAL), and from a reserve that the responsible Ministry of Finance has for search purposes (fund MIFI). You map all three reserves as separate funds so you can do individual accounting. You should also create a fund group so you can evaluate the entire project.

2-1 Create two funds. One for the funds from the Ministry of Finance (MIFI) and the other for the general funds (GENERAL). Annual budget should be entered for the GENERAL fund and for the MIFI fund both annual and overall budget should be entered.

Fund: MIFI

Validity date 01.01.200Y to 31.12.200Y+2

Fund: GENERAL

Validity date 01.01.200Y to 31.12.200Y

Assign the funds to the relevant budget profiles using F4 Help.

2-2 Create a fund group to monitor the whole “Software Implementation” project. The fund group consists of the MIFI and GENERAL funds you created.

Unit: Master Data Topic: Budget Structure




• Create a budget structure.

• Create and delete budget structures.

• Your own project funds should only be used for investments related to the installation of the software. Therefore you will need to generate an appropriate budget structure.

3-1 In fund “MIFI” only use funds center C15 with commitment items 50010 to 50050 as budget and 80010 to 80050 as budget and posting objects. Generate a manual budget structure for the “MIFI” fund in year 200Y.

3-2 The budget funds for general expenditures are in the fund “Budget” which manages the actual budget represented. Consequently, it already contains budget values. Generate a budget structure in Customizing for the “Budget” fund. Check what is generated in the menu. Then delete the budget structure in Customizing.



Unit: Master Data Topic: Cover Eligibility (Optional)


• Create a cover pool

• Fulfil the requirements for scenario “revenues increasing the expenditures budget”

• A certain percentage of additional revenues should be used to increase the expenditure budget.

Create a cover pool for the group “Operating Expenses”.

Then you want to create a rule on revenues increasing the budget. You receive an unexpected revenue that you want to use for additional expenditures.

4-1 Create a cover pool for year 200Y for the following account assignments:

Fund: MIFI Funds center: C15

Commitment items: 50010

50020

50030

50040

50050

4-2 Determine the global settings for revenues increasing the budget:

Fiscal year: 200Y

Procedure: Distribution procedure 1 Budget increase through: Billing Minimum revenue: Amount of 100 Only the payment budget should be considered Budget increase : 100%



Determine the surplus account assignment:

Funds center: B1 Commitment item: 4999 Fund: Budget

4-3 Define a rule for revenues increasing the budget. Revenue account assignment:

Funds center: C12 Commitment item: 10022 Fund: Expenditures account assignment:

Funds center: C12 Commitment item: 50020 Fund: Budget

The budget increase should only occur in the payment budget.



Unit: Master Data Topic: Account Assignment Derivation


• Activate the predefined derivation rules

• Define a move in the account assignment derivation tool to create the prerequisites for parallel structures in CO and Funds Management.

• In order to simplify the budget execution process, you are using default values for FM account assignments.

5-1 In Customizing check whether the rule for deriving commitment items from the G/L account is active and find out what type of rule it is. Activate the rule if it is not active.

5-2 Define commitment item 80010 in G/L account 403000 if it is not already defined.

5-3 To create parallel structures, define a “move” from cost center to funds center for your FM area and Controlling area.

5-4 Maintain the assignment of cost element to commitment item.



Master Data: Solutions


(C) SAP AG IPS910 2-100


(C) SAP AG IPS910 2-101

Unit: Master Data Topic: Display the Budget Structure

1-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Master Data – Year-Dependent Master Data – Display Activation Status for Year-Dependent Master Data

Field name or data type Values

FM area 90##

Year-Dep. Cmmt Item X

Year-Dep. Funds Center X

1-2 Accounting – Public Sector Management - Funds Management – Master Data – Funds

Center – Individual Processing - Create


Funds center C15

From fiscal year 2002

To fiscal year 2002+2

FM area 90## Enter – Basic Data Tabstrip on Subsequent Screen

Name Standard software

Description (freely definable)

Authorization group (Leave blank)

Default fund (Leave blank)

Company Code 90##

Business area (Leave blank)

User name GR##

Name: Mr. Paul


(C) SAP AG IPS910 2-102

Hierarchy Tabstrip

Hierarchy variant „0001“ Superior Funds Center “C1” Save

Accounting – Public Sector Management – Funds Management - Funds Management – Master Data – Funds Center – Hierarchy – Display – Expand Hierarchy – Double Click on C15

1-3 Accounting – Public Sector Management - Funds Management – Master Data – Funds Center – Individual Processing - Change


Funds center C15

FM area 90## Enter – “Period” Button – “Other Analysis Period” Button

Valid from 01.01.YYYY+1

Valid to 31.12.YYYY+2 Enter

Name Implementation Project:

Name: Mrs. Rose Save

Accounting – Public Sector Management - Funds Management – Master Data – Funds Center – Individual Processing - Display


Funds center C15

FM area 90## Enter

– Double click on the “Implementation project“ period

– “Change Documents” button

– Double click to go to the change documents.


(C) SAP AG IPS910 2-103

1-4 Accounting – Public Sector Management - Funds Management – Master Data – Commitment Item – Individual Processing


Commitment item 80040

Fiscal year YYYY

FM area 90## “Create” Button – Basic Data 1

Name Software


Financial transaction 30

Commitment item category 3

Superior commitment item 80000 Make no entry for carryforward item category or “funds center” default value

Save



Fiscal year YYYY

FM area 90## “Create” Button – Basic Data 1

Name Consulting


Financial transaction 30

Commitment item category 3

Superior commitment item 80000 Make no entry for carryforward item category or “funds center” default value

Save


(C) SAP AG IPS910 2-104

Unit: Master Data Topic: Fund

2-1 Accounting – Public Sector Management - Funds Management – Master Data – Fund - Create


Fund MIFI

FM area 90##

Name Ministry of Finance


Valid from/to 01.01.200Y – 31.12.200Y+2

Fund type Leave blank

Authorization group Leave blank

Fund budget profile F00001

Customer for fund Leave blank

Application of funds Leave blank

Record balance Leave blank Save


(C) SAP AG IPS910 2-105


Fund GENERAL

FM area 90##

Name General


Valid from/to 01.01.200Y – 31.12.200Y

Fund type Leave blank

Authorization group Leave blank

Fund budget profile F00003

Customer for fund Leave blank

Application of funds Leave blank

Record balance Leave blank Save

2-2 Accounting – Public Sector Management - Funds Management – Master Data – Fund - Fund Group - Create


Fund group Softimpl Enter

Choose Add Fund and add funds MIFI and GENERAL.


(C) SAP AG IPS910 2-106

Unit: Master Data Topic: Budget Structure

3-1 Accounting – Public Sector Management - Funds Management – Master Data – Budget Structure – Former Budgeting - Change


FM area 90##

Fiscal year YYYY

Funds center No entry

Commitment item No entry

Fund MIFI

Group assignments Leave blank

- In funds center C15, expand commitment items 80010 to 80050 and flag as budget and posting objects.

- Edit => Complete, then save

3-2 Tools - Customizing -IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Master Data – Budget Structure (Former Budgeting) – Generate Budget Structure


FM area 90##

From fiscal year YYYY

Fund Budget

Generate budget objects

X

Test run Leave blank


(C) SAP AG IPS910 2-107

Accounting – Public Sector Management - Funds Management – Master Data – Budget Structure - Display


FM area 90##

Fiscal year YYYY

Funds center Leave blank

Commitment item Leave blank

Fund Budget


Navigate to funds center C1 (for example) and double click on the “+” sign to open the entry behind it.

Tools - Customizing – IMG - Edit Project – Goto – SAP Reference IMG – Public Sector Management - Funds Management Government – Master Data – Delete Master Data – Delete Budget Structure


FM area 90##

Fund Budget

All funds Leave blank

Fiscal year YYYY

Total values Leave blank

Budget object X

Assignment object cmmt budget Leave blank

Assignment object pymt budget Leave blank




(C) SAP AG IPS910 2-108

Unit: Master Data Topic: Cover Eligibility (Optional)

4-1 Accounting – Public Sector Management - Funds Management – Master Data – Control (Former Budgeting) – Cover Eligibility – Edit Cover Pool


FM area 90##

Fiscal year 200Y

Continue by pressing Enter.

Choose New Entries.


Fund MIFI

Budget memo Pool

Payment budget X

Description Office Supplies

Choose Assign FM Account Assignments.

Choose FM Account Assignment Selection.

Enter the following data on the selection screen:


Funds center C15

Commitment item 5*

Functional Area Double click on the field and then on Single Value

Choose Execute.

Select all values and then choose Copy Values.

Save the cover pool.


(C) SAP AG IPS910 2-109

4-2 Tools – Customizing – IMG – Edit Project – Goto – SAP Reference IMG - Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Cover Eligibility (Former Budgeting) – Revenues Increasing the Budget – Define Default Values for Rule Maintenance. Choose New Entries.


FM area 90XX

Fiscal year 200Y

Distribution Procedure X

Revenues budget memo BUDGETERH

Expenditures budget memo BUDGETERH

Payment budget X

Budget increase through Customer invoice

Revenues Portion (%)

100

Minimum revenue, amount 100

Upper limit None

Save.

Tools – Customizing – IMG – Edit Project – Goto – SAP Reference IMG - Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Cover Eligibility (Former Budgeting) – Revenues Increasing the Budget – Define Settings for Distribution Procedure 1 (Document-Based).


FM area 90##

Fiscal year YYYY

Minimum revenue effect Budget increasing X

Increase rule is in document Predefined X

Surplus account assignment for the

Payment budget


Funds center B1


(C) SAP AG IPS910 2-110

Fund Budget

4-3 Accounting – Public Sector Management - Funds Management – Master Data – Control (Former Budgeting) – Revenues Increasing the Budget – Individual Processing


FM area 90##

Fiscal year YYYY


Funds center C12

Fund Budget

Expenditure commitment item 50020

Expenditure funds center C12

Expenditure fund Budget

For payment budget: % 100

Save


(C) SAP AG IPS910 2-111

Unit: Master Data Topic: Account Assignment Derivation

5-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management- Funds Management Government – Master Data – Allocations to Account Assignments from Other Components – Choose Derivation Rules

5-2 Accounting – Financial Accounting – General Ledger – Master Data – Individual Processing – In Company Code


G/L account 403000

Company Code 90XX

on “Change G/L account” – Click icon Entry/Bank/Interest tabstrip


5-3 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management- Funds Management Government – Master Data – Assignments to Account Assignments from Other Components – Define Account Assignment Derivation

Choose Display/Change and then Create.

Choose Move. Name Cost Center to Funds Center.

Source fields: Controlling Area and Cost Center.

Target fields: Funds Center.

Choose the tabpage „Requirement“ and enter the following data:


Name: Controlling area

Operator =

Value 90XX


(C) SAP AG IPS910 2-112

5-4 Accounting – Public Sector Management - Funds Management – Master Data – Assignments – Maintain Account Assignment Derivation. Select rule “Cost Element to Commitment Item” and choose Change Rule.

Controlling area

Cost elemt

Valid from = Commitment item

90XX 500301 01.01.2000 = 50030



© SAP AG 2002

Budgeting

Budget Planning ScenarioBudget VersionsBudget SubtypesBudget Values - Budget CategoriesBudgeting TechniquesBudget UpdateReleasesPlan Data Transfer from SAP BWControlling Budget PlanningDerivation Strategy for Budget Entry



© SAP AG 2002

At the conclusion of this unitYou will understand the planning process in SAP R/3 Funds Management

You will be familiar with budget versions and budget subtypes

You will be able to plan yearly/complete/period values in categories commitment/payment budget

You will be able to maintain budget releases and budget updates

You will understand the budget profile functions

You will understand the derivation strategy for budget entry

Budgeting: Objectives



© SAP AG 2002




BudgetingBudgeting



UpdatingUpdating

Cash DeskCash Desk


ReportingReporting

AppendixAppendix



© SAP AG 2002

Budgeting I

Budget Planning ScenarioBudget VersionsBudget SubtypesBudget Values - Budget CategoriesBudgeting TechniquesBudget UpdateReleasesPlanning Data Transfer from SAP BWControlling Budget PlanningDerivation Strategy for Budget Entry



© SAP AG 2002

Example: Planning Process

01.10.2002 01.01.2003 01.03.2003

Interim budget 2003

Version 2

Copy of previous

year's values

Interim budget 2003

Version 0

Final budget 2003

Version 1

Copy in version 0

Releases5% Increase

You can use budget plans from previous years as a template for budget planning. The procedure for drawing up a budget generally involves the discussion of different estimates by committees. The results of these discussions can be stored in the system as budget versions.

Version management allows you to copy, change and block versions. You make the decision whether budget releases should be used for budget execution.



© SAP AG 2002

Budget Control System (BCS)

FormerBudgeting

BCS and Former Budgeting

New from EA-PS 1.10

The Budget Control System (BCS), a new product for budgeting, is available for pilot customers in SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10). There has not been a general release of the product yet.

"Former Budgeting" is dealt with in this course. This means that the account assignment elements Funded Program and Grant are not used because they are only available in the "Budget Control System" (BCS).

The different functions are marked with "BCS" or "Former Budgeting" in the menu and in Customizing.



© SAP AG 2002

Budgeting II




© SAP AG 2002

Version 1Notice of Funds

Version 2Polit. Discussions

Version 3Final

Budget Version 0ExecutedVersion

Any number of versions possible

Versions can be copied

Versions can be locked against changes

Evaluations for each version; Version comparison

Version Management

You can define any number of different versions. Availability control is only performed for the values in version 0 (executed version). Similarly, certain other transactions (releases, budget updates) can only be executed in version 0.



© SAP AG 2002

Versions

Year-Independent Year-DependentLocking of Activation ofBudget Versions Budget Versions

Activating / Locking Versions

Customizing

Two alternative procedures are available for version management: Year-independent version locks: Locking/releasing a budget version; possible to differentiate between current budget and releases

Year-dependent activation procedure for budget versions: year-specific activation/deactivation of the transactions permitted within a version

You specify the procedure (either year-dependent or year-independent) that you want to work with for an FM area in Customizing. The standard setting (no entry) is the year-independent procedure.

When using the year-independent procedure (version lock), to begin with all versions can be edited as long as they have not been locked explicitly.

When using the year-dependent procedure (activation procedure), no versions are active for any FM areas/transactions, unless they have explicitly been activated.



© SAP AG 2002

Versions can be activated for individual transactions (budget type groups):

Original budget

Supplement

Releases

Budget updates (previously, budget execution)

Fiscal year change

Separation into payment and commitment budgets

Transaction "original budget" must be activated in both categories for planning functions

Activating Budget Versions

Customizing



© SAP AG 2002

Budgeting III




© SAP AG 2003

Choose Budget Subtypes

FM Area Budget Type Text Mandatory Line Entry

9000900090009000

*KBUKBNOKBROKBUD

Transfer postingSupplementReturnOriginal budget

Choose Budget Subtypes

Budget Subtypes

You can create budget subtypes for the budget types Original Budget, Supplement, Transfer Posting, Carryforward.

You can define whether the field budget subtype is a required entry in budgeting transactions on the entry screen.

Account assignments can never be made for budget subtypes, they are only made for the combination of complete-/ yearly budget and releases / actual budget values defined in the budget profile.

Budget subtypes correspond to document types in FI. If you were to resort to using the structure of business transactions in FI document types, you can differentiate between different parliamentary supplements by using different budget subtypes. For example, you are using subtype N1 for supplement 1 and subtype N2 for supplement 2.

If you set the line entry indicator for a budget type, you can enter different budget subtypes when entering budget in the individual document lines. If you do not set this indicator, the budget subtype on the initial screen of the transaction will be entered.



© SAP AG 2003

Choose Budget Type KBUD

Choose Budget Type KBUD

AssignBudget Subtypes

AssignBudget Subtypes

Subtype Budget Subtype Name

ORI1

ORI3

ORI2

Original Subtype 1

Original Subtype 3

Original Subtype 2

Budget Subtypes for Original Budget

You create one or a number of budget subtypes for a budget type, such as original budget (KBUD), which you assign to the budget type in the second step.

In this way, you can subdivide the original budget according to the areas required. The process is comparable to using document types to structure volumes of documents in FI.



© SAP AG 2002

Budgeting IV




© SAP AG 2002

Annual and Overall Budgets

1. Budget and funds fromsecondary sourcesavailable for a financial year

2. Funds from secondary sources which are available for the total duration of a "project", without specific funds having to be allocated at any particular time

3. Funds from secondary sources which are available for the total duration of a "project" and stipulate how the funds are to be distributed across the individual years

Annualvalues

Overallvalues

X

X

X

X

Budget 01100.000

20.000. . .

Fund xyvalid from 05/01/01 to 08/30/04

100.00015.00065.000

. . .

Fund xyvalid from . . . to . . .

100.000 01 30.00002 20.00003 50.000

. . .

Consistency!!

Budget 02Budget 03

Periodsvalues

X

X

When budgeting, you can work with overall values and/or annual values. In connection with annual values, you can also work with periodic values. You can only define overall values in connection with a fund. Annual values are budget values that are available either in the budget or as funds from secondary sources for an individual financial year.

Overall values are budget values which are available for more than one financial year without the funds being distributed to the individual financial years, for example, funds from secondary sources used for the total duration of a project that runs over several financial years.

The combination of annual and overall values contains budget values which are available for several financial years but which are to be distributed to the individual financial years according to certain conditions.

You can enter a standard text (document text) for each budgeting document. You can also enter an explanatory short text with a corresponding long text (budget text) for each fund/funds center/commitment item/functional area/commitment item/fiscal year/budget transaction combination.



© SAP AG 2002

Periodic Budgeting

1. Periodic budgets can be entered for an annual value.

2. Annual values are distributed to individual periods either manually or using distribution keys.

3. The periodic budgets are only for statistical purposes. For reporting purposes, budgetutilization is represented for each period. The active availability control always carries out checks against the annual budget.

Annual values

Overall values

Periodic values

X

X X

XBudget 2003

100.000

Budget 2003Periods

100.0001 8.0002 8.0003 10.0004 10.000...

You can distribute annual budget values to individual periods. Using distribution keys, you can have the system automatically distribute budget values to individual periods according to different criteria.

Overall values cannot be displayed per period. Budgets can be displayed per period for statistical purposes only. In reporting, budget utilization is displayed for each period. Active availability control checks either against the annual budget or against the overall budget. You cannot carry out availability control against periodic values.



© SAP AG 2003

Payment Budget and Commitment Budget (1)

Two independent budget categoriesPayment budget

Commitment budget

Various application scenarios

Budget assignment is determined by the update profile

The commitment budget represents a second budget. The transactions (such as purchase order, invoice, payment) that can be used to assign commitment budget are specified in an update profile.

For example, commitment documents (purchase requisitions, purchase orders, earmarked funds) principally assign commitment budget, invoices assign payment and commitment budget, but payments should only assign payment budget.

Payment and/or commitment budget is used depending on the update profile assigned to your FM area.



© SAP AG 2002

Payment Budget and Commitment Budget (2)

2000500250250

Paymentbudget

FC/CIV/5V/50010V/50020

2000200100100

Commitmentbudget

FC/CIV/5V/50010V/50020

Originalbudget

Transfer posting

Supplements

Releases

Returns

Hierarchy maintenance

Entrytransaction

All budget transactions are available for each budget category. The budget values in the payment budget and the commitment budget can be different. There is no check to see if the values in both categories match.



© SAP AG 2002

Budgeting V




© SAP AG 2002

Local Budgeting

Budget structure

Level Funds Cmmt Budget Postingcenter item object object

1 Public Serv. Expenditures x2 Public Serv. Personnel x2 Public Serv. Business supplies x1 Admin Expenditures x2 Admin Human Resources x2 Admin Business supplies x1 Dept. 1 Expenditures x2 Dept. 1 Human Resources x2 Dept. 1 Business supplies2 Dept. 1 Expenditures2 Dept. 2 Human Resources2 Dept. 2 Business supplies

Budget structure


1 Public Serv. Expenditures x2 Public Serv. Personnel x2 Public Serv. Business supplies x1 Admin Expenditures x2 Admin Human Resources x2 Admin Business supplies x1 Dept. 1 Expenditures x2 Dept. 1 Human Resources x2 Dept. 1 Business supplies2 Dept. 1 Expenditures2 Dept. 2 Human Resources2 Dept. 2 Business supplies

PublicAdministration

HRHR SUPP.SUPP.

Expend.

HRHR SUPP.SUPP.

Expend.

HRHR SUPP.

Expend.

Administration Department 1

Local budget allocation involves dividing the budget between lower-level items using top commitment items.

The available budget is always distributed to lower-level commitment items within a funds center.



© SAP AG 2002

HRHR SUPP.SUPP.

Expend.

HRHR SUPP.SUPP.

Expend.

HRHR SUPP.

Expend.

Administration Department 1

Budget structure


1 Public Serv. Expenditures x2 Public Serv. Personnel x2 Public Serv. Business supplies x1 Admin Expenditures2 Admin Human Resources x2 Admin Business supplies x1 Dept. 1 Expenditures2 Dept. 1 Human Resources x2 Dept. 1 Business supplies2 Dept. 1 Expenditures2 Dept. 2 Human Resources2 Dept. 2 Business supplies

Budget structure


1 Public Serv. Expenditures x2 Public Serv. Personnel x2 Public Serv. Business supplies x1 Admin Expenditures2 Admin Human Resources x2 Admin Business supplies x1 Dept. 1 Expenditures2 Dept. 1 Human Resources x2 Dept. 1 Business supplies2 Dept. 1 Expenditures2 Dept. 2 Human Resources2 Dept. 2 Business supplies

Central Budgeting

PublicAdministration

In central budgeting, the first step is to distribute the budget in hierarchically arranged funds centers from the top commitment item to the subordinate commitment items. In the next step, the lower-level funds centers receive their budget at the level of lower-level commitment items. You cannot enter budget for the top commitment items in the lower-level funds centers.

Corresponding budget object definitions in the budget structure enable you to carry out central budgeting.



© SAP AG 2002

Top-down Budgeting

Expend.Project expenditures

Travel

Training

Material

100.000

70.000

10.000

70.000

10.000

Distributed budgetOriginal budget

Check budget consistency

Budgeting can be carried out in the R/3 System according to the top-down or the bottom-up principle. With top-down budgeting, you assign the budget from superior funds centers and commitment items to subordinate ones. Top-down budgeting is an analytical, evolutionary procedure which works out the budget estimate for the organizational and functional subareas of your organization in the R/3 System.

Example: You have the total funds available for a financial year in your organization and you would like to use the system to distribute the budget to subordinate funds centers and commitment items. The R/3 System carries out the consistency check for the budget distribution.



© SAP AG 2002

Bottom-Up Budgeting


Travel

Training

Material

31.000

31.000

10.000

31.000

31.000

Distributed budgetOriginal budget

Automatic budget consistency due to totalling up of individual values

11.000

10.000

With bottom-up budgeting, you enter budget values to subordinate funds centers and commitment items which are then totaled up and displayed by the R/3 System at each higher level. Bottom-up budgeting is therefore a synthetic, operational procedure which supports the entry of budget values in the R/3 System.

Example: You have the budget values for your organization's individual subareas which are to be entered in the R/3 System.

If you are only working with bottom-up budgeting, we recommend that you use the entry transaction.



© SAP AG 2003

Enter Original Budget: Entry ScreenCheck Total

Fixed Budget DimensionsFund budget

Budget subtype

General Parameters

FM area

Version

Fiscal year

Period

Overall Values too

Enter Original Budget: Entry Screen

Set Check Total

Currency UNI

Payment/Commitment Budget

Check Total

Item Total

Variance

0.00 0.00

0.000.00

9000

2003

Entry Transaction

Functional area

The entry transaction is used for entering original budget, supplements and returns. It corresponds to the "roll up" transaction in FI-FM.

You choose the entry screen depending on fund, budget subtype, and if applicable, version and fiscal year.

You can work with check totals to ensure the accuracy of the totals of your entries.



© SAP AG 2002

Commitment budget


FundBudget Subtype

Payment budget

FM area

Version

Fiscal year

Item FM Area Commitment Item Amount

budget


Budget Type Original budget90000

2003

1 V 50010 20,000.00

2 V 50020 7,000.00

3 V 50030 13,000.00

4

Document Header

Doc. Date

Currency

Person Resp.

Text

Created by

Text Name

Date of Entry

SCHUELER

UNI

26.07.2002

Entering Original Budget / Supplements / Returns

Functional area

You can then make your entries in the list screen. When you save, you generate an entry document and a hierarchy document.

Document header data gives information about the person who made the entry and the person responsible.

An entry document and a hierarchy document are generated during posting. Note: The advantage of the entry transaction is that the budget is automatically totaled up to the highest hierarchy

level when you save.



© SAP AG 2003

Fixed Budget Dimensions

Fund budget

Budget subtype

General Parameters

FM area

Version

Fiscal year

Period

Change Original Budget: Entry Screen

9000

2003

SubhierarchyFunds center

Commitment item

Hierarchy Maintenance: Entry Screen

Functional area

A new transaction is available for original budget, supplements and returns. You choose the initial screen depending on fund, functional area, budget subtype and if applicable, version and fiscal year. You can also restrict the section you want to process to subhierarchies according to the combinations of funds center/commitment item entered.

You can use level restrictions to determine the number of levels of the hierarchy you want to process. This provides you with a better overview. Note that the system only totals up to the visible hierarchy level. This means that the budget is inconsistent because the system did not total up to the highest hierarchy level. In this case you must start the program "Total Up" BPDIST02 and then"Reconstruction Distributed" BPDIST01.



© SAP AG 2003


Fund Budget subtype

FM area Treasury Department

Period

Change Original Budget: BS Element Overview

Version 09000

2003

Original Plan

Lvl Fd Ctr Cmmt Item Budget Current Budget Distributed

+1V 2 UNI

-1V 3 42,000.00 UNI 42,000.00 42,000.00

....... UNI

50000 Bus. Supplies 42,000.00 UNI 42,000.00 40,000.00 2,000.00

50010 Office Mat. 20,000.00 UNI 20,000.00 20,000.00

50020 Books 7,000.00 UNI 7,000.00 7,000.00

50030 Post 13,000.00 UNI 13,000.00 13,000.00

50040 Equipment UNI

...... UNI

1V 4111 UNI

1V 4999 UNI

Distributable ..........

Timeframe Reference

Budget views

Hierarchy Maintenance: Making Changes

Functional area

budget

In hierarchy maintenance, you have a complete overview of all the views available (current Budget, distributed, distributable and so on). You make your settings in the column "Budget" in the normal way as regards additive/non-additive.

You can add a budget text as documentation for each entry or enter a document text for the entire entry transaction.

Only a hierarchy document is generated when you post entries. Unlike an entry document, a hierarchy document cannot be reversed. You carry out reversals directly in hierarchy maintenance, by making the relevant changes to your entries.



© SAP AG 2003


Fund

FM area Treasury Department

Period

budget

Version 09000

2003

Original plan

Lvl FdCtr CmmtItem Budget Current Budget Distributed

+1V 2 UNI

-1V 3 10,000.00 UNI 52,000.00 52,000.00

....... UNI

50000 Bus. supplies 10,000.00 UNI 52,000.00 50,000.00 2,000.00

50010 Office Mat. 7,000.00 UNI 27,000.00 27,000.00

50020 Books 3,000.00 UNI 10,000.00 10,000.00

50030 Post UNI 13,000.00 13,000.00

50040 Equipment UNI

...... UNI

Distributable ..........

IPS IPS910

Entry for each budget subtype View information for

overall budget type

Budget subtype

Change Original Budget: BS Elements Overview

Example: Budget Subtypes for Original Budget

Functional area

You choose the entry screen for hierarchy maintenance with a budget subtype. You make all entries for this budget subtype in the entry column. In this column, you only ever have access to the entries for the budget subtype you chose in the entry screen.

The view columns on the right of the screen (that cannot be edited) provide you with an overview of the overall values for the given budget type at all times. In this example, you can see the cumulative totals of the entries for all budget subtypes defined for the budget type original budget.



© SAP AG 2002

ParkedDocuments

(Budget)

ParkedDocuments

(Budget)

Posting Documents(Budget)

Posting Documents(Budget)

DifferentVersionsDifferentVersions

PreliminaryBudget Data

Approved Budget

Parked Budget Documents

Parked documents can be entered for - All budget update documents (original budget, transfers, supplements, returns) - Releases

These documents make the budget creation process more flexible. They can be approved manually or in Workflow.

Parked documents are entered in their own number range interval. Simple procedures exist for posting and undoing parked documents. Only parked documents can be undone during the budgeting process; documents that have actually been posted must only be corrected using actual correction postings

Parked budget is subject to consistency checks and is also referred to during availability control. During these checks, a distinction is made between reservations (budget reductions), which are taken into consideration immediately, and earmarked funds (budget increases), which are not taken into consideration until the actual posting of the parked document.



© SAP AG 2002

++500 Budget

Entry Document

Documents Reference Each Other

- 500.00 Budget

Reversal Document

Reversing Budget Entry Documents

Budget

You can reverse budget entry documents by creating reversal documents. Reversal documents are directly based on the original document whose amount is to be reversed. This prevents errors being made in the amount of the reversal and reversals being made more than once. You cannot use this type of reversal for hierarchy documents.

The reversal document is assigned its own document number. In the document view, you can go from the reversal document to the original (and vice versa) at any time.

The budget entry documents are given a document status (such as "posted") and a reversal status (such as "reversed") in the header data. This makes it easier to identify and interpret documents.



© SAP AG 2002

Budgeting VI




© SAP AG 2003

Updating Budgets

Agenda•blocking budget•cutting budget•supplementary budget

SupplementsTransfers

ReturnsBudgetplan 2001

Σ = current budgetBudget plan 2000

SupplementsTransfers

Returns

Results:

During a financial year, it may be necessary to adjust the budget values. These corrective actions are known as budget updates.

Based on the current year's budget plan, consultations take place concerning any necessary budget updates; the results of these discussions are maintained in Funds Management as supplements, returns, or transfers.

The result is the current budget, which is made up of the total from the financial year's original budget, plus the supplements, returns, and transfers.

Releases refer to a financial year's current budget.



© SAP AG 2003


Version Budget Subtype

FM Area

Sender Year

Distribute Original Budget: Entry Screen

Budget Type9000

2003

Original budget

Item S Funds Center Amount

Receiver Year2003

Fund

0

budget

Commitment BudgetPayment Budget

R Commitment Item

1 V 50000 2,000.00

2 V 50020 800.00

3 V 50030 1,200.00

4

5

... Pass on distributable budget to subordinate account assignments

Distributing Budget

Functional Area

Distributable budget can be passed on to subordinate commitment items within the same area of the hierarchy. This is documented in an entry document and a hierarchy document.

Using the distribution transaction is particularly useful if you want to assign budget to individual areas of the hierarchy first, before passing it and the actual application of funds on to subordinate commitment items in a second step or at some point later in time. Unlike manual hierarchy maintenance, your individual steps are also recorded in an entry document in this case.



© SAP AG 2002


Version Budget Subtype

FM Area

Sender Year

Transfer Budget: Entry Screen

Budget Type9000

2003

Transfer posting

Item S Funds Center Amount

Receiver Year2003

Fund

0

budget

Commitment BudgetPayment Budget

R Commt Item

1 V 50000 2,000.00

2 V 50020 800.00

3 V 50030 1,200.00

4

5

...

Fund Receiver budget

Transfer Budget to Any Account Assignment

!

Transferring Budget

Using this transaction, you can transfer budget that is surplus or not used for some reason to any other account assignment. You can transfer budget across year/fund boundaries. This transaction generates an entry document and a hierarchy document.

As is the case when using the distribution transaction for hierarchy maintenance, the advantage of the transfer function is that it provides an overview of all FM account assignments and documentation involved in an additional entry document.



© SAP AG 2003

Example: Updating Budgets

• Supplement

• Transfer Posting


Travel

Training

Material

31.000

31.000

10.000

36.000

36.000

Current budgetOriginal budget

11.000

10.000

Travel 5000

Sender: Material 1000 - - - Receiver: Training Course 1000

15.000

11.000

10.000

There are three different types of budget update in Funds Management: Supplements: You assign additional budget for particular FM account assignments; this way the

distributable value for these FM account assignments is increased by the amount of the supplement. Returns: You use a return to return surplus funds from one FM account assignment within your

hierarchy to superior funds centers and commitment items. The distributable value is then increased by the amount returned.

Transfer Postings: If there are funds shortages in one funds center and the available funds in another one have not yet been fully utilized, Funds Management will allow you to transfer funds from one FM account assignment to another.

In the above example, the current budget is made up of the total of the original budget, plus supplements and transfers.



© SAP AG 2002

Budgeting VII




© SAP AG 2003

Releases

You can have greater flexibility within a budget period by:Using percentage releases

Releasing fixed amounts

Current Budget

Release 1: January

Release 2: June

Release 3: September

In some organizations, the assignment of a budget amount does not necessarily mean that the funds have been released. As a result, the R/3 system allows you to release budget values so that they are available gradually.

You can release budget values as a percentage or as whole amounts. Releases can refer to overall values or to annual values. However, you cannot release period budget values.

You can make as many releases as you want, but they cannot exceed the existing budget. You can carry out individual releases at any time.



© SAP AG 2002

ParkedParkedbudget docsbudget docs

Parked documents CustomizingParked documents Customizing

Level 1

Level 3

Level 2

Approval Workflow

EAEA--PSPS

Approved

Approval Workflow is triggered by parked budget documents. If a value date is entered in the document header, the posting is made to the budget on this date (if the document has been approved in Workflow).

The person who must approve a document is determined by: - Document type - Funds Management account assignment (commitment item, funds center, fund, functional area). - Budget amount

It is possible to have multiple approvals within a single approval level; ultimately one of the "approvers" must release the document.

It is possible to assign any number of "approvers" and approval levels. The approval/rejection reason must be specified. If a document is rejected, the approval process is restarted automatically.



© SAP AG 2003

CO/PS FM

CO planning data:

- Primary costs

- secondary costs

- Revenue elements

Account assignment derivation tool

Planning data

Transferring CO/PS Planning Data

RFFMCOPI

Planning data FM budget

Program RFFMCOPI copies plan version data from Controlling (CO) into a budget version in Funds Management (FM). You use this program to create the same budgets in FM by transferring CO planning data.

Data can be transferred as often as you require. Only differences between individual transfers are posted and logged in line items. Budget changes, carryforwards and transfers that have been made manually in Funds Management are not overwritten by the transferred planning data. In this respect, the budget in Funds Management is therefore independent of the CO planning data.

The program determines the recipient in Funds Management based on the assignments from FM account assignments to CO account assignments using the account assignment derivation tool. If you make changes to the assignment, the planning data transferred into Funds Management until now will be transferred automatically to the new recipient with the next planning data transfer.

The program considers the primary CO planning data in table COSP and the secondary CO planning data in table COSS.

As you can assign fund and functional area directly in CO planning starting from Release 4.62A, you can use program RFFMCOPI and execute the entire budget planning process in Controlling.

Note: The FM account assignments “funded program” and “grant” are not known in former budgeting. You must

use BCS (Budget Control System) if you want to work with these account assignments.



© SAP AG 2002

Budgeting VIII




© SAP AG 2002

Integration for Operative Environment & Planning Environment

SAP Strategic Enterprise Management

SAP BW

SAP SEM Business Planning & Simulation

R/3 Enterprise

Extracting data from the source system to a SAP BWInfoCube

Returning the data from SAP BW to the source system

Others HRCO,PS,AA,...

EA-PS

Budget preparation with SAP Strategic Enterprise Management (SAP SEM) is useful if planning is based on historical values (master data, transaction data) so that you can access master and integration data already available.

SAP provides extractors for R/3 applications which load the data in SAP Business Information Warehouse. An extractor is a program that loads the dataset of the SAP source system in BW.

Based on the historical data you begin your planning activities in the separate planning environment of SEM Business Planning and Simulation (SAP SEM BPS) which is kept separate from your operative environment. You can plan both "bottom up" and "top down". Then run the iterative approval process over it and you will have an approved budget at the end of it which you can then post in your operative environment.

The Retractor (program that returns the data of SAP Business Information Warehouse to the source system) makes sure that the relevant results of your planning are posted in R/3 Enterprise and are available as budget for the next budget execution period.



© SAP AG 2003

Data Extraction from R/3 Enterprise in SAP BW

SAP R/3

SAP BW

Data is loaded from R/3:Master dataBudgetCommitmentActual values

Further planningis based on this data

HRCO,PS,AA,...

EA-PS

You extract data from your operative R/3 environment if you want to build your planning on historical values and existing master data structures. As SAP guarantees the integration between R/3 and BW, the extractors are a part of the business contents that are already available in BW.

A prerequisite of the extraction of data is that your R/3 Enterprise and your BW system are connected to each other.

The extraction is triggered from the Administrator Workbench in your SAP BW which is linked to your SAP SEM (BW can be installed either locally or via RFC).

Choose Infosources in order to choose the data that you want to load in SAP BW (e.g. Funds Management).

The data to be extracted is structured according to SAP applications in BW. You will find extractors for CO, FI, HR, FM and so on.

The EA-PS-related data (BW 3.0) (budget, actual values, commitment, master data) can be found in SAP BW InfoSource: SAP R/3 Application components -> Public Sector Management -> Funds Management (master data, budgeting in FM, CO line items, commitment and actual line items, FI line items)

Create an info package for each line item and extract the data. Start with master data (e.g. FM area, fund, budget,...) and then update the transaction data.

This updates the standard InfoCubes.



© SAP AG 2003

Data Retraction from SAP BW to EA-PS

1 SEM planning

2

Write in BW Infocube.Assemble

data inQuery

3 Data retraction and post in EA-PS

EAEA--PSPS

You use the retractor in order to post the results of your planning activities back to SEM BPS in the operational environment. Starting from R/3 Enterprise 4.7, the retractor program for EA-PS will form part of Customizing (can be found under Public Sector Management > Funds Management Government).

You create your planning in SEM-BPS. You create a BW query in BW which collects planning data ( the ODBO flag must be activated in the query).

You define a number range for postings in the Customizing for the retractor. You also maintain field assignments (mapping) of BW and R/3 data by using the CO-PA derivation tool. Example: you can define that BW budget values from planning version 150 are regarded as approved "budget" and are posted in budget version 000 in R/3 as original budget.

Start the data transfer from R/3. You can use a variant of a query in order to select the data in the query created in BW.

The data transfer usually results in an error message if master data should be imported from BW that does not exist in R/3. The reason: you needed additional master data in the budget preparation phase which is why you created this in BW. In this case, you must create the missing master data in R/3 and start the retraction again.



© SAP AG 2002

Budgeting VIII




© SAP AG 2003

Budget Profile Functions

Assignment of budget profile to FM area

FM area without fund with fund

9000 FM0001 FM0002....

General definition in Customizing Optional definition in individual fund master record

Profile FM0001

Text Profile

FormatDecimal places 2Scaling 0

Time horizonPast 1Future 5Start 0

Overall valueX Annual value

Period values

Availability controlReleasesTotal values

FM area 9000Fund SOURCE 1

Name . ....Budget profile FM0003. . . . . .

Format defaults for thebudgeting transactions

Against releases orcurrent budget andagainst overall or annual values

Permittedbudgetingtimeframe

You can choose overallvalues and/or annual values and period values;overall values can onlybe selected for funds

Distribution key

1

Key for automatically distributingannual values to individual periods

Automatic releaseAutomatic release

Adjusting releases for the budget update

To be able to use budgeting in an FM area, you must first create at least one budget profile and assign it to the FM area. You can then assign further budget profiles to the FM area centrally and to the individual fund master records. You can then use them for the relevant funds. The most specific assignment is the one which applies.

You can define a range of control parameters in a budget profile: Time horizon:Time frame which can be budgeted for as of a specified start date in the future or the past.

The start year for budgeting is the current fiscal year Parameters for value display:In addition, you can stipulate the scaling and the number of decimal places you require when displaying budget values.

Only annual values can be distributed to individual periods. You can use the distribution key to specify that annual values are to be distributed to periods automatically.



© SAP AG 2003

11

22

33

Deactivate Budget Consistency for Overall ValuesDeactivate Budget Consistency for Annual Values

Deactivate Availability Control

Deactivate Budget Consistency

FM Area

90009000

Year

20022003

Budget ConsistencyNot active

Version

01

11 22

Activate Availability Control

FM Area

90009000

Year

20022003

33

Availability controlNot active

Budget Consistency / Availability Control

Availability controlis only possible if budgetconsistency is active.

Customizing

The deactivation of budget consistency for annual values and overall values and the deactivation of availability control consists of three separate steps.

The consistency check is designed to ensure that the budget distribution to individual hierarchy levels is consistent in the individual budgeting transactions. The system logs any errors found. When the consistency check is active, you can only store budget versions which are consistent.

The active availability control only checks in managed budget version 0. In the standard system, the consistency check is active for all fiscal years and budget versions.



© SAP AG 2002

Budgeting IX




© SAP AG 2002

Derivation Strategy for Budget Entry

A derivation strategy consists of a sequence of derivation steps through which the values for the account assignment to be derived or posted automatically to the general ledger are derived one after the other from values that already exist.



© SAP AG 2002

Derivation Strategy for Budget Entry

Derivation strategy

Completionof lines entered withbudget entry

Generating extra lines when entering budget

A derivation strategy can be defined in such a way that FM account assignment elements or budget subtypes can be derived from other account assignments or the document type automatically when entering budget and postings.

A derivation strategy can be defined in such a way that additional lines from data already entered are derived in the background automatically and posted when budget is entered.



© SAP AG 2003

Derivation types

Derivation rulesDerivation rules

Table lookupTable lookup

MoveMove

ClearClear

EnhancementEnhancement

Function callFunction call

Derivation Types

The same derivation types used for account assignment derivation for postings are available.



© SAP AG 2002

Source fields

CMMT_ITEM

Target fields

FUNC_AREA

Define Derivation Rule

Cmmt Item Functional Area

Src. Fields Target Fields

10050100601007010080...

0001000200030003...

Table entrymaintenance


To reduce the entry of account assignments in budgeting, a derivation rule is created in Customizing with which the functional area is derived from the commitment item. The values are then maintained in the table created.



© SAP AG 2002

Budgeting: Unit Summary (1)

Budget versions can be activated for specific years and specific transactions. Budget subtypes allow you to make subdivisions and make it possible to make checks for individual transactions.Planning can be in as many versions as you like. The number of versions can be increased through copies and transfers. Only version 0 is relevant for budget execution.Budget values can be entered by means of hierarchy maintenance and/or the entry transaction. An entry and/or hierarchy document is created depending on which transaction is being used.



© SAP AG 2002

Budgeting: Unit Summary (2)

You can make changes to the current budget using supplements, transfers and returns.Releases offer a further control on budget execution.The budget profile controls the time horizon and values for budgeting. It also controls the availability control.With a derivation strategy for budget entry, account assignment elements can be derived from existing account assignments. This can be used in order to complete lines or create new lines in the background.



Budgeting Exercises



Unit: Budgeting Topic: Using Entry Transaction and Hierarchy Maintenance for Budgeting


• Activate activity-related budget versions

• Work with entry and hierarchy maintenance budgeting activities

• Handle budget subtypes

• Work with parked documents

Your administration wants to use both budgeting activities for budget planning. Only the relevant activities should be active and estimates should be made for software implementation by means of a budget subtype in the original budget. Budget planning should be made flexible using parked documents, such as original budget that has not yet been approved.

1-1 You only want to allow original budget to be used for budgeting. Check in Customizing if the year-dependent activation procedure for budget versions for your financial area 90XX was activated. Then, enter the funds “GENERAL” and “MIFI” (each with version 1) in the activity-related activation of budget versions for the current fiscal year. Select the activity “Original Payment Budget” for the payment budget. This blocks all other activities.

1-2 Use the entry transaction for the original budget to enter estimates for the following budget values in the payment budget for your fund “GENERAL”, funds center C15 in version 1.

Commt item 80010 500,000.00 UNI

Commt item 80020 100,000.00 UNI

Commt item 80030 250,000.00 UNI

Commt item 80040 150,000.00 UNI

Enter the following estimates for funds center D1 in version 1:

Commt item 80030 100,000.00 UNI

Commt item 50060 200,000.00 UNI



Document Number: .................................................

1-3 Create the budget subtype “SAP” in Customizing and assign it to budget type KBUD for original budget.

1-4 Use the hierarchy maintenance for the original budget to enter estimates for the following budget values in the payment budget for budget subtype “SAP”, fund “GENERAL” and funds center C15 in version 1.

Commt item 80040 850,000.00 UNI

Commt item 80050 4.000,000.00 UNI

Document Number: .................................................

1-5 Enter parked original budget (payment budget) of UNI 50,000.00 for year 200Y for commitment item 80010, fund General, funds center C15 in version 1.

Document Number: .................................................

View the effects in Reporting.

1-6 Use the hierarchy maintenance for the original budget, to plan budget in the payment budget for your fund “MIFI”, funds center C15 in version 1.

Commt item 80010 100,000.00 UNI

Commt item 80040 200,000.00 UNI

Commt item 80050 300,000.00 UNI

Document Number: .................................................

1-7 Before you start budget execution, you have to copy the budget from plan version 1 to budget execution version 0. Do this for both funds (GENERAL and MIFI).



Unit: Budgeting Topic: Releases and Budget Updates


• Enter releases

• Carry out budget updates

• The budget for your tax authority has already been adopted. You have decided to use releases. As a result, you have the task of entering the resulting agreed budget changes into the R/3 System.

2-1 First you have to permit releases and budget updates. Activate the activities “PB Supplement”, “PB Release” and, “PB Update” in Customizing for funds “GENERAL” and “MIFI” in Version 0.

2-2 Release 30% of the payment budget for the fund “Budget” in year 200Y in version 0.

2-3 Enter releases of 100% from the payment budget for the fund “GENERAL” in version 0.

2-4 It has transpired that the funds budgeted for office material exceed expenditures by 25 000 UNI, this budget can however be used for books and magazines. Post the budget with budget subtype “TRXX”.

Define budget subtype “TRXX” first so that you can make transfer postings between expenditures. Transfer the payment budget: Sender funds center Sender commitment item: 50010 Sender fund: Budget

Budget subtype: TRXX Receiver funds center: A1 Receiver commitment item: 50020 Receiver fund: Budget



Unit: Budgeting Topic: Budgeting Control


• Define budget profiles

• Use budgeting tools

• You should control the funds for the fund GENERAL using releases.

3-1 Define a budget profile GR##, that allows you to maintain annual values and to set an active availability control against released annual values. Look at the other entries for annual values in budget profile F00001.

3-2 Change the assignment of the budget profile in the master record for the “GENERAL” fund. The GENERAL fund should now use your budget profile GR##.

3-3 Check which budget profile is used for the “Budget” fund: Which values are budgeted? What does the active availability control check against?



Budgeting Solutions



Unit: Budgeting Topic: Using Entry Transaction and Hierarchy Maintenance for Budgeting

1-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting (Former Budgeting) – Budget Versions - Set Activation Procedures for Budget Versions


FM Area 90## Activation Procedure 1 (year-dependent)

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting (Former Budgeting) – Budget Versions –Activate Activity-Related Budget Versions

In dialog box:

FM area 90##

Fiscal year YYYY

Enter

Fund General

Version 1

Original PB X

Fund MIFI

Version 1

Original PB X

Save



1-2 Accounting – Public Sector Management – Funds Management - Budgeting – Former Budgeting – Original Budget – Enter


Fund General

Budget subtype (Leave blank)

FM area 90##

Version 1

Fiscal year YYYY Enter



1-3 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories–Enter Budget Subtypes


FM area 90##

Subtype SAP

Name (short) SAP

Name (medium) SAP

Name (long) SAP

Check subtype Leave blank Save

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Enter Settings for Budget Subtypes Button “New entries”


FM area 90##

Budget type KBUD

Text Original budget

Mandatory (Leave blank)

Line entry (Leave blank) Enter, select entry and double click on “Assign Budget Subtypes”

Subtype SAP Press enter and save

1-4 Accounting – Public Sector Management – Funds Management - Budgeting – Former Budgeting – Original Budget – Change in Hierarchy - Payments


Funds center (Leave blank)

Commitment item (Leave blank)



Fund GENERAL

Functional Area Leave blank

Budget subtype SAP

FM area 90##

Version 1

Fiscal year YYYY

Period (Leave blank) Enter and navigate to funds center C15

Commt item 80040 850,000.00 UNI

Commt item 80050 4.000,000.00 UNI Enter

Process – Total Up – Add Changed Values

Press Enter and save

1-5 Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Original Budget – Park Document – Enter


Fund General

Budget subtype (Leave blank)

FM area 90##

Version 1

Fiscal year YYYY

With overall values Leave blank



Funds center C15


Amount 50,000.00 UNI Save

Accounting – Financial Accounting – Public Sector Management - Funds Management – Information System – Line Items – Budget (Former Budgeting) – Budget Entry Documents – Budget Entry Documents

Take note of the “Document Status” list field.

1-6 Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Original Budget –- Change in Hierarchy - Payments


Funds center (Leave blank)

Commitment item (Leave blank)

Fund MIFI

Functional Area Leave blank

Budget subtype Leave blank

FM area 90##

Version 1

Fiscal year YYYY

Period (Leave blank) Enter and navigate to funds center C15

Commt item 80010 100,000.00 UNI

Commt item 80040 200,000.00 UNI

Commt item 80050 300,000.00 UNI Enter

Process – Total Up – Add Changed Values

Press Enter and save



1-7 Accounting – Public Sector Management – Funds Management – Budgeting – Former Budgeting – Versions – Copy


FM area 90##

Fund GENERAL

Source version 1

Annual values X

Year YYYY

Overall values Leave blank

Commitment budget Leave blank

Payment budget X

Budget X

Only original budget X

Parked values budget texts Leave blank

Budget texts Leave blank

Target version 0

Target year YYYY

Group budget subtypes Leave blank

Percentage of revaluation 100,00

Reset and overwrite data X

Detailed log X

Always generate line items X

Header text Group ## Execute




FM area 90##

Fund MIFI

Source version 1

Annual values X

Year YYYY


Commitment budget Leave blank

Payment budget X

Budget X

Only original budget X

Parked values budget texts Leave blank

Budget texts Leave blank

Target version 0

Target year YYYY

Group budget subtypes Leave blank

Percentage of revaluation 100,00

Reset and overwrite data X

Detailed log X

Always generate line items X

Header text Group ## Execute

Unit: Budgeting Topic: Releases and Budget Updates



2-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting(Former Budgeting) – Budget Versions –Activate Activity-Related Budget Versions

In dialog box:

FM area 90##

Fiscal year YYYY

Enter

Fund MIFI / GENERAL

Version 0

PB Supplement X

PB Release X

PB Update X

Save

2-2 Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Release – Change in Hierarchy – Payments




Fund BUDGET

FM area 90##

Version 0

Fiscal year 200Y

Period Leave blank Edit – Expand all

Edit – Select – Select all

Flag the “Current Budget” column

Edit – Copy View

Enter 30%.

2-3 Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Release – Change in Hierarchy – Payments






Fund GENERAL

FM area 90##

Version 0

Fiscal year 200Y

Period Leave blank Edit – Expand all

Edit – Select – Select all

Flag the “Current Budget” column

Edit – Copy View

Enter 100%.



2-4 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Create Budget Subtypes


FM area 90XX

Subtype TRXX

Name (S) Trans

Name (M) Transfer

Name (L) Transfer

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Enter Settings for Budget Subtypes


FM area 90XX

Budget type *KBU

Enter.

Select entered line and choose Assign Budget Subtypes.

New entries.


Budget subtype TR00

Expenditures A X

Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Transfer – Transfer Post


Fund sender Budget

Fund receiver Budget

Budget subtype TRXX



FM area 90##

Version 0

Sender year YYYY

Receiver year YYYY

With overall values Leave blank Enter

Sender funds center: C12

Sender commitment item: 50010

Amount 25.000

Receiver funds center A1

Receiver commitment item 50020

Amount 25.000

Save



Unit: Budgeting Topic: Budgeting Control

3-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budget Profiles (Former Budgeting) – Set Up Budget Profile – New Entries Button


Budget profile GR##

Text Budget Profile Group ##

Decimal places 2

Scaling factor Leave blank

Past 1

Future 3

Start Leave blank


Annual values X

Period values Leave blank

Distribution key Leave blank

Releases X

Total values Leave blank

Automatic release Leave blank

Save

3-2 Accounting – Financial Accounting – Public Sector Management - Funds Management

- Master Data – Fund – Change

3-3 Accounting – Financial Accounting – Public Sector Management - Funds Management

- Master Data – Fund – Display



Tools - Customizing – IMG – Project Processing – SAP Reference IMG – Public Sector Management – Funds Management Government.



– Budgeting and Availability Control (Former Budgeting– Set Budget Profile

Annual and overall values are budgeted.

Active availability control checks for annual values.



© SAP AG 2002

Basics of Budget Execution

Definition (Earmarked Funds)

Debit Position (Requests)

Requests: Special Features

Budget Execution EA-PS



© SAP AG 2002

At the conclusion of this unit you will know which core processes are differentiated in the definition (earmarked funds)

you will know which core processes are differentiated in the debit position (requests)

you will know the features of requests

Budget Execution EA-PS: Objectives



© SAP AG 2002

Budget Execution: Overview Diagram



BudgetingBudgeting



UpdateUpdate

Cash DeskCash Desk


ReportingReporting

AppendixAppendix



© SAP AG 2002

Budget Execution EA-PS I







© SAP AG 2003

Active Availability Control

OverviewSearch for Budget-Bearing ElementControl of Availability Control Tolerance LimitsReconstruction of Availability Control



© SAP AG 2002

Overview: Active Availability Control

One of the important functions of Funds Management is the monitoring of availablefunds.

The active availability control determines:the budget-bearing elementsthe corresponding assigned funds

If the tolerance limits are exceeded, the system reacts in one of the following ways depending on the setting you have made:

WarningWarning WarningWarning + Mail+ Mail Error Error MessageMessage

Warningto the user

Warning to theuser + automatic mail to the manager of the funds center

Transaction is rejected

As of SAP R/3 Enterprise Public Services (EA-PS 1.10), availability control is also called up in the batch input. If you wish to suppress error messages in batch input or if you do not want an update of the assigned values, you can use enhancement SAPLFMFA (component EXIT_SAPLFMA_005). Note that the assigned values need to be reconstructed after each batch run if availability control is not called.



© SAP AG 2003

Overview: Budget-Bearing Element

Determining the budget-bearing element depends on how the budget structure is set up:

“Without” a special budget structure With a particular budget structure, but without using dynamic budget objects With a particular budget structure, but using dynamic budget objects



© SAP AG 2003

Determining the Budget-Bearing Element (1)

Without specific budget structure

Funds Commitment

V

A1

P12

47114712

47114712

47114712

Budget Values

For the document account assignment determine the following: - 1. Within the funds center: The superior commitment item up to the top commitment item - 2. In the commitment item hierarchy: The superior funds center in combination with the top

commitment item - 3. The first FM account assignment in the budget database for which a budget record exists according

to the determined hierarchy sequence. This is the corresponding budget-bearing element. If the sum of a determined budget record is zero for each budget transaction, this record is not valid and the system starts searching for the next budget record. This is necessary if budgeting was executed by mistake.



© SAP AG 2003


With a specific budget structure, without use of dynamic budget objects

Funds Commitment

V

A1

P12

47114712

47114712

47114712

Budget Valuesx Budget Object

xx

x

xx

x

For the document account assignment determine the following: 1. Within the funds center: The superior commitment item up to the top commitment item 2. In the commitment item hierarchy: The superior funds center starting with the assigned commitment item

The first FM account assignment that is defined as a budget object is the corresponding budget-bearing element. After this FM account assignment has been found, the search is terminated.

Only the definition in the budget structure is taken into account during the search. It is irrelevant whether budget was entered on the determined FM account assignment or not.



© SAP AG 2003


With a specific budget structure, with use of dynamic budget objects

Funds Commitment

V

A1

P12

47114712

47114712

47114712

Budget Valuesx Budget Object

xx

x

xx

x

For the document account assignment determine the following: 1. Within the funds center: The superior commitment item up to the top commitment item 2. In the commitment item hierarchy: The superior funds center starting with the assigned commitment item

The first FM account assignment that is defined as a budget object in the budget structure and that contains budget is the corresponding budget-bearing element. After this FM account assignment has been found, the search is terminated.

In contrast to the budget structure without dynamic budget objects, the first budget structure element that contains budget is determined. This way the assigned funds can “move” with the budget.

In order to work with dynamic budget objects, you have to set the corresponding parameters among the year-dependent parameters for availability control.



© SAP AG 2003

Tolerance Limits of Availability Control

FM area Profile PB CB Proced. Action % Usage Abs. diff. Inactive

9000 FM0001 ++ 1 90% 1000 UNI

Control according to FM area and budget profile. You can also differentiate between funds center, commitment item, fund and fiscal year, depending on the budget profile.

Restrictioni of defined tolerance limits to particular transactions, for example funds reservations, purchase orders, actual postings and so on

System reaction: 1 Warning2 Warning and mail 3 Error message

Definition of relative orabsolute deviation from budget value

Deactivation indicator

Separate control of payment budget and commitment budget

The general tolerances can control the reactions of the availability control for each funds center and budget profile separately for the payment and commitment budget.

Tolerance limits cannot be defined for account assignments that are in a cover pool. However, it is possible to determine that the availability control reacts with a warning instead of an error message when funds eligible for cover are exceeded.

Different transactions (purchase requisition, purchase order, actual postings and so on) are available for specific control.

Furthermore, you can specify that active availability control checks each transaction separately within the transaction chain. By setting tighter tolerance limits for the purchase order than for the purchase requisition, you can determine that the budget may be exceeded by purchase requisitions, but not by purchase orders.

It is also possible to define exception tolerances for specific account assignments of an FM area and for each budget profile for availability control. These exception tolerances overwrite the general tolerance limits.



© SAP AG 2003

Value Types

50 Purch. req.51 Purch. order52 Bus. trip cmt65 Fnds cmt81 Fnds reserv.82 Fnds precmt

softhardhardsoft hardhardsoftsoft

Posting possible?

Tolerance limits areexceeded

Tolerancelimits are defined

Availability Control: Commitment Types

AVC reaction

In Customizing of Funds Management (FM) you can determine whether availability control should be overridden for existing tolerance limits and set system reactions (of type “error message“) according to the value type.

This allows you, for example, to determine that in your organization the budget may not be exceeded by certain postings (for example purchase orders), whereas, with other postings (for example purchase requisitions) any amount may be posted.

You can use commitment types the “hard” and “soft“ reaction of availability control. - If you want to assign “hard” for a value type, availability control will issue an error message when

the tolerance limits are exceeded. The posting is rejected. - If you want to assign “soft”, availability control will only issue a warning when the tolerance limits

are exceeded. The posting can be carried out. Commitment types are a feature of Reporting. They are grouped in a commitment type profile. One of these profiles can be assigned to one FM area for each year (or year-independent for all years).

The functions cover eligibility and commitment types cannot be used together. If you want to assign a commitment type profile to your FM area, no cover eligibility profile may be assigned to this FM area for the corresponding fiscal year.



© SAP AG 2003

Reconstructing Availability Control

You must reconstruct availability control:

After changes to the funds center/commitment item master data hierarchies (after reconstructing the distributed values)

After changes to the budget structure definition

Each time you activate/deactivate- the company code/FM area assignment- the availability control- the cover eligibility

After changes to the budget profile assignment

After changes to the following in the budget profile definition:- Releases/current budget- Overall values/annual values- Tolerances (to see messages)

After changes to the sequence in the generic search

After reconstructing actual data in FM

You must carry out suitable organizational measures to ensure that no other activities are carried out in the system while availability control reconstruction is in progress. Budgeting and document entry in particular must not be carried out.



© SAP AG 2002

FM Area

Define Open Intervals

Value Type

Year Value AuthGr tofromBudget Category

Account Assignment

Element

PB 2002 * all AA * 16CB 2002 * all AA * 16

FK02

Posting Periods/Open Fiscal Year

Besides opening posting periods and fiscal years in FI, posting periods and fiscal years must explicitly be opened for postings in EA-PS.

You open posting periods per budget category / year / value type / account assignment element. Value types are for example invoices, payments, forecasts of revenue. Account assignment elements are funds center, commitment item and fund. If you do not use PBET (period-based encumbrance tracking), you can only open or close full fiscal years.



© SAP AG 2002

Budget Execution EA-PS II







© SAP AG 2002

DefinitionDefinitionDebit Position

Process Flow: Budget Execution

The process steps for the budget execution are divided into earmarked funds and/or commitment documents from MM and the debit position via requests or invoices in the definition process.

Funds can be defined with or without using the component Materials Management. In both cases the controlled availability of a an existing budget record is important.

The definition is displayed in Funds Management using the chain of earmarked funds documents without Materials Management.

Using MM, definitions are made by purchase requisition and purchase order from MM to Funds Management. The earmarked funds documents can however also be used, for example, for definitions not made using purchase orders for materials.

This allocation is valid for the revenue and expenditure side of budget execution. The actual position is processed at the cash desk.



© SAP AG 2003

FundsReservation

Funds Precommitment

FundsFundsCommitmentCommitment

VendorInvoice/PaymentRequest

Expenditure Expenditure BudgetBudget

Funds Blocking

Funds Transfer

Revenue Revenue BudgetBudget

Forecastof

Revenue

Customer Invoice/

AcceptanceRequest

Earmarked Funds and Funds Transfers

Forecast of revenue, funds blocking, funds reservation, funds precommitment and funds commitment are grouped under “earmarked funds documents“.

With these documents, an earmarked funds process can be displayed with the references shown above. The process can start with each of the document types and you can select the number of levels.

Earmarked funds can be parked. An incorrect or incomplete earmarked fund can be saved without checking with the function Park.

Forecasts of revenue, funds reservations and funds commitments can be referenced by requests and financial accounting documents. The referencing leads to a reduction on the earmarked funds document.

Funds blocking is a special kind of commitment, with which individual budget values can be blocked for further budget execution. Funds blocking cannot be referenced by follow-on documents.

You can also take into account expected revenues and the funds linked to them using forecasts of revenue .



© SAP AG 2003

Earmarked Funds Documents

Earmarked Funds Documents

Documents: Cat.

Funds blocking 20Funds reservation 30Funds precommitment 40Funds commitment 50Forecast of revenue 60

Documents: Cat.

Funds blocking 20Funds reservation 30Funds precommitment 40Funds commitment 50Forecast of revenue 60

Document Type(user-defined)

Document Type(user-defined)

Characteristics:

• Number range• Field status• Reference type• Workflow relevance

Characteristics:

• Number range• Field status• Reference type• Workflow relevance

Document no.Document typeCompany code

Document HeaderDocument datePosting dateCurr./Exch. rate

Earmarked Funds: Document Types

You can define different document types for each document category. These document types control the earmarked funds document as regards number range, field status, reference type, workflow relevance, G/L account derivation and so on.



© SAP AG 2003

Funds Reservation/Funds Precommitment/

Funds CommitmentForecast of Revenue

Funds Reservation/Funds Precommitment/

Funds CommitmentForecast of Revenue

Overrun ToleranceOverrun Tolerance

Completed Indicator

Completed Indicator

CO Integration(Only Funds Commt)

CO Integration(Only Funds Commt)

Account Assignment can be changed

Account Assignment can be changed

Statistical Indicator

Statistical Indicator

No Carryforward atFiscal Year ChangeNo Carryforward atFiscal Year Change

Item blocked

Item blocked

Value Adjustmentrequired

Value Adjustmentrequired

Earmarked Funds: Specific Settings

CO integration: If a CO account assignment is entered, the funds commitment also posts a commitment amount in CO.

Completed indicator: You can set the completed indicator at document header level (for the whole document) or at item level. After the document has been flagged as completed, you cannot make any more changes. The funds that were not consumed are re-entered in the budget and can be used again.

Overrun tolerance: This indicator can only be set for documents that can be reduced by other documents. Depending on the percentage, the follow-on document can exceed the amount of the earmarked funds of the previous document.

Block document (item): If you block a document (item) it cannot be posted to. Statistical indicator: Items that are flagged as statistical are only entered statistically. No budget is consumed. Account assignment can be changed: With this indicator you can allow changes to the account assignment in the

follow-on documents, which reduce the flagged document item. No carryforward at fiscal year change: With this indicator you disable the carryforward of earmarked funds

documents to the following year. Value adjustment required: With this indicator you determine that a document can only be changed by value

adjustment documents after a certain time or event in the original document. The indicator can be set manually or via workflow.



© SAP AG 2002

Item. Overall Amount Amount Changed Commt Item123

Document Items

5000

Value Adjustment

Value adjustment requiredX

Value Increase

Reduction in Value

Referenced Earmarked Fund

Document Type

Doc. Number

Doc. Items

Earmarked Funds: Adjusting Values

Manual changes can no longer be made

Manual changes can no longer be made

To prevent corrections being made to the approved original amount, you should ensure that the “Value adjustments required” flag is set. You can set the “Value adjustment required” flag manually in the document itself or via workflow. When the flag is set, changes can only be made to the document using value adjustments and manual corrections are no longer be possible.



© SAP AG 2002

Earmarked Funds: Approval Workflow


Level 1

Level 3

Level 2

Earmarked Earmarked FundsFunds

Approved

FMFM

The approval workflow is triggered by the earmarked funds document. The responsible persons are determined via the following parameters:

- Document type - FM account assignment (commitment item, funds center, fund, functional area) - Amount

Several responsible persons can be named for each approval level. At least one responsible person has to approve the document.

You can assign an unlimited number of levels and responsible persons. Reasons for an approval or a rejection must be added. In case of rejection, the approval workflow is automatically started again.



© SAP AG 2003

Institute for Medical Research

Current Budget

Funds Reservation Invoice Payment Available

Budget

Personnel

50010

5002050030

Require-ments

40010

1000

100--

9090-

--

9090

900910910910910

. . .

. . .

. . .

Commt InvoiceInvoice PaymentOnline Batch

10001000

Online

Funds Precommt

FundsCommt

PrecommtOnline

Reservation

900

900100

100

Earmarked Funds Process

FIFIEAEA--PSPS

EAEA--PSPS

This schematic report shows the steps of a simple procurement process without using component Materials Management and shows how the available budget changes in this process.

In order to reduce an earmarked fund systematically, the follow-on document must refer to the earmarked fund. There you can also set the completed indicator, which leads to the complete reduction of the commitment from the earmarked funds, even if the invoice amount is smaller than the amount in the funds reservation.

In each step of the process you can see the change of the value display in Funds Management. The current budget does not change when commitment/actual postings are carried out (changes are only made if postings are made in the budget values).

The available budget is constantly recalculated and adjusted online. Until the invoice is posted an online update of each process step is carried out in Funds Management. The payment is transferred to Funds Management by a batch run.



© SAP AG 2003

Local Currency is Different to Transaction Currency !

Document Date 01.02.2002Posting Date 02.01.2002Currency/Rate USD/1.75

Item Amount USD UNI1 100.00 175.00

AvailableBudget

UNI

815

825

Reval. Date 03.01.2002Currency/Rate USD/1.85Item Amount USD UNI Overall Reval.1 100.00 175.00 185.00

Revaluating Earmarked Funds Documents

EAEA--PSPS

1000

FundsCommt.........

Program RFFMBW00 revaluates open amounts in commitment documents (funds reservations, funds precommitments, funds commitments and forecasts of revenues) by recalculating the local currency amount (even if the document is in the workflow). Amounts that have already been consumed are not revaluated.

Items in commitment documents that have been used are updated and the budget usage is adjusted. If the amount of a commitment document is zero in the transaction currency, the corresponding amount in the local currency is reduced and the budget is released.

The exchange rate for the revaluation is automatically derived for the given date from table TCURR. A user exit can also be used to choose the documents to be revaluated (indicate external document number list). Exit EXIT_RFFMBW00_001 selects all documents in table FMDOC and revaluates them. If you use this exit, the program's other selection parameters are ignored.

In the update run, the system responds with a list of revaluated documents and a list of availability control messages.



© SAP AG 2002

Budget Execution EA-PS III







© SAP AG 2002

Actual(Payment

Documents)

Definition(CommitmentDocuments)

Debit Position (InvoiceDocuments)

Debit Position: Invoice Documents



© SAP AG 2003

EA-PS Request FI FI DocumentsDocuments

Payment Request

Acceptance Request

Clearing Request

Vendor Invoice (AP)

Customer Invoice (AR)

G/L Account Posting

Main Request Categories

The three main request categories are payment request, acceptance request and clearing request. The request is an EA-PS-related interface which you can use to create FI invoice documents .



© SAP AG 2003

Debit Position -Posting

Payment Request

Acceptance Request

Deferral Request

TemporaryWaiver

Remission

Clearing Request

Standing Request

Deduction Request

Request Categories

The entry and approval process is the same for all request categories. The requests generated by the responsible employees are posted after approval from the cash desk. This takes the distinction between management and execution into account.

General requests are mapped out in the R/3 System using specific funds commitments and forecasts of revenues.



© SAP AG 2002

Create Release Post

Approve

Reject

Document

Vendor

Payment Data

Subledger Accts

Acct Assgmt

Save Complete

Debit Position

Commt ItemFunds CenterFund

AmountPayment Condition

Baseline Date

Request Process

Procedure for a request: First, the request must be created. When creating a request, you must maintain personal data, account assignment data and payment data. Before releasing a request, you must save it completely. The next step is release, where request is approved or rejected. Only approved requests can be posted in the last stage.

You can use Customizing entries in conjunction with company code variant, user and request category to control the number of steps in the request process: 4 Steps: "Save incomplete", Save Complete, Release, Post (no entries in Customizing) 3 Steps: Create, Release, Post ("Complete" flag in the company code variant) 2 Steps: Create/Release and Post ("Req. Apprvd" flag in request type control) 2 Steps: Create and Release/Post ("Post Req." flag in request type control) 1 Step: Create/Release/Post (all flags set)

You can use this function, for example, to control that complete acceptance requests are automatically saved with "approved" status, while payment requests require approval from the relevant person responsible.



© SAP AG 2002

Doc. No.Doc. TypeFM Area

RequestDate

Item 123

Items Account Determination

EA-PS FI

FI-PP

Amount Funds Ctr Cmmt Item Fund

Posting Logic EA-PS/ FI

FIFI

EAEA--PSPS

R/3R/3

Customizing

EA-PS delivers transactions with a special EA-PS related interface. You can use this interface to generate FI invoice documents.

The user only has to maintain EA-PS related data in these input templates. The system generates parked FI documents (FI-PP) in the background. To obtain the necessary G/L accounts for the FI document, the assignment between commitment items and G/L accounts is maintained in the EA-PS FI account determination table.

Required FI information that cannot be copied automatically must be entered manually.



© SAP AG 2003

Subledger Accounts

Payment Data

FM Acct Assgmt

Individual Request

Fast Entry

Collective Request

Doc. NumberDoc. TypeCompany CodeReferenceHeader Text

Doc. Header

Document DatePosting DateCurrency/Rate

Differentiate between vendor/customer documents and so onDifferentiate between vendor/customer documents and so on

Entering Requests

The request category controls which FI document types are permitted for this type. The document types that are valid for a request type are determined in Customizing. The default value can be predefined for request postings from the document types assigned. You can maintain individual and collective requests:

- Individual requests are maintained in the detail screen. - Collective requests can also be entered starting from this detail screen. The advantage of this

procedure is that selections already made in the detail screen, such as customer, are copied to the collective request list display.

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) , it is possible to use a document type that is flagged as a net document type.

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), a long text can be entered for each line item (=FI document) in the request.

You can enter an individual tax code for each G/L account line within a line item (FI document) of a request.



© SAP AG 2002

IPSX IPSY IPSZ

2000

2001

2002

100+++++ 400000ISPS ISPX

Charact. Commt Item Request Cat. Priority G/L AcctCompanyCode Variant

Fiscal YearID

Requests: Account Determination

Genericmasking possible

Proposal ListG/L Accounts

The G/L accounts to which postings are to be made in Financial Accounting are derived using the account determination table. For each company code variant and fiscal year ID, derivations are defined for the commitment items created, which lead to one or more G/L accounts. When you make a posting, if a commitment item has more than one possible G/L account, a window appears with the selection of possible accounts. The user can then choose the G/L account to which the posting is to be made. In the case of batch processing, the first G/L account found is used.

Company code variants group together several company codes, while a fiscal year ID is used to group financial years.

Derivation rules can be maintained generically. In which case, the "+" character represents any single character. The “*” character cannot be used for the commitment item.

The account determination characteristic is used to allow different G/L accounts to be defined for identical commitment items.

Request types are a further criteria for account determination. They make it possible to define a specific G/L account for a combination of fiscal year, company code variant, account determination characteristic and FM account assignment.



© SAP AG 2002

Commt Item: 4713 Vendor: 1234Cost Center: 7000Amount: 4000,77

Payment Request

Cmmt Item FI Account

4713 400000

Expense Acct 400000Acct Determination (simplified)

Cost Center 7000

Cost Element400.000 4000,77

Vendor 12344000,77

4000,77

4000,77

Subledger Account

Profit and Loss Statement

Commt Item 4713

Example: Account Determination

FIFI

COCO

EAEA--PSPS

The graphic shows the integration of Funds Management with Financial Accounting and Controlling.



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Detail Customizing: Requests

Global Settings

Settings are valid for the whole client

Company Code Variant

Settings are valid for the corresponding company code variant



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Requests: Global Settings

Request

Subsequent Bundling

Use Revenue Type


Customer Enhancements

Vendor Enhancements

The global settings apply to the whole client. The following settings can be made for requests:

Subsequent Bundling: No request number is assigned when a request is posted. However, the requests can be grouped under a request number at a later stage.

Use Revenue Type: Makes it is possible to use revenue types Use Object: (Only valid for the activation of the global functions for German Government). Use Posting Day: (Only valid for the activation of the global functions for German Government).

The following settings can be made for Financial Accounting: Use Name Enhancement: Alternative name fields for the entry of customer and vendor master data. Use Additional Master Data Fields: Additional fields for the entry of customer and vendor master data.

Use Time-Dependent Bank Details: Use of a validity period for bank details. Activate Additional Subledger Preprocedure Table: Assignment of subledger preprocedure to revenue type.

Use Execution: (Only valid for the activation of the global functions for German Government).



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Co. Code Variant

Without RequestNumber

AdditionalReceivable

Interest Block

CustomerMaster Record

Revenue TypeObject Class

CompleteRevenue TypeAccount Group

Customer

Do NotGroup

Vendor Master Record

Requests: Company Code Variant

The following settings can be made in the company code variant: Vendor/Customer Master Record: Address and bank details data are copied to the request. Customer/Object Class Account Group Revenue Type: Customer account group and object class assignments can be found in the settings for revenue types. If you want these relationships to be checked, you must set the relevant flags.

Complete: If the indicator "Complete" is set, requests can only be saved if all relevant data was entered for document entry.

Without Request Number: Requests to be posted using the direct input procedure are not given a request number. Subsequent bundling is performed via transaction F899.

Additional Receivables Interest Block: The system sets an interest block for additional receivables. You must have flagged the corresponding revenue type as an additional receivable. No further interest is calculated on these additional receivables during the dunning run.

Do Not Group: This suppresses the grouping in an FM account assignment which is carried out by default when a request is printed.



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Deduction instead of reversalNo automatic clearing

Deduction transactionsDeduction requests have their own request category

Deduction requests are processed in the same way as original requests

Deduction also possible using +/- indicatorPost with the original request transactions/categories

+/- sign indicator selected

FI reversal postings also possible

Requests: Reversal Postings

When working with request documents, you can make deduction postings instead of posting reverse documents. Deductions are credit memos and are processed according to original requests. This means that they are posted as FI documents that include collective request processing.

Instead of making a deduction posting, it also possible to post a second request for the original request type, but with the opposite +/- sign.

Standard FI reverse postings can be also used for requests (that have been posted in FI).



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Budget Execution EA-PS IV







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Fast Entry

Installment SchemeDistribution

Number

Due Date Plan1. Due Date

Monthly Intervals

x

...a11 Maier 130199 12050050

Funds Cntr Fund Vendor/CustomerCommt Item Baseline Date Amount

Different Due Dates

In the fast entry screen you can divide a FI document into several FI documents. With the installment scheme, you can define the number and the amount of the documents. In addition, you can determine the monthly intervals between the installments and the first due date.

Possible roundings can be defined using rounding units in Customizing.



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One Two ThreeApproval Levels

Amount 1,000 10,000 ≥ 100,000

Responsible Person(s)

Background

Rejected ApprovedApproved

Bundling for each document category using

F899

Parked Requests Parked Requests

EA-PS-PP Document

FI-PP Document

MM-PP Document

Approval Workflow

FIFI

FI Posting

The workflow can be triggered by the request transaction and by the bundling transaction F899. In this case, parked documents that were created in MM and bundled in a request, can also be integrated in the approval workflow.

The approval process of standing requests can also be displayed using the SAP business workflow. For each request type the request workflow can be controlled in different ways. The responsible persons are determined using the following parameters:

Document type FM account assignment (commitment item, funds center, fund) Amount

You can define several persons responsible for each approval level. At least one responsible person must approve the document.

You can assign an unlimited number of levels and responsible persons. Reasons for approval or rejection must be added. In case of a rejection the approval workflow is automatically started again.



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Customer

Revenue Type

Commt Item

Funds Center

Dunning Area

Acceptance RequestBank

Account number

Bank number

CustomerMaster Data

Acceptance Request and Revenue Type

FIFI

The revenue type can be used as an additional entry for acceptance requests. Revenue types can be used to derive account assignments, to control dunning procedures and for the flexible assignment of bank details to customers. Assignments can be made in the customer master record for revenues types and the corresponding bank details for each company code.

The revenue types are maintained and activated in Customizing. You can flag a revenue type as an additional revenue type. If you set this flag no further interest can be calculated on these additional receivables. This is linked to the indicator interest block additional receivables in the company code variant.

You can also select the field No Calculation of Dunning Charges for revenue types. The dunning program ignores items that were assigned using this revenue type during the calculation of public law dunning charges. This means that the amount of a document like this is not included in the dunning amount.



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Dog Tax Dog Tax Dog

Revenue Type

Account Group

Dunning ProcedureDunning Recipient

Dunning BlockLast DunningDunning Level

Dunning Processor

Dunning ProcedureDunning Recipient

Dunning BlockLast DunningDunning Level

Dunning Processor

Dunning Areas Dunning Areas

Commitment ItemCommitment Item

Assign Revenue Types


The revenue types defined can be assigned to an account group, a commitment item and a dunning area.



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Document DatePosting Date Company Code

Subledger Account FM Acct AssignmentAmount

Document Header Document Type PeriodCrncy/Exch. Rate

Recurring Entry Data:First execution Last execution Execution dayExecution plan

Enter Standing Request

Standing requests can be created as posting templates (original document of the standing request) for recurring requests.

These standing request templates are approved during the approval procedure. The requests are generated from the standing request using a report. These requests are immediately completely posted, but it is also possible to start a test run.

Even posted standing requests can still be changed. When changes are made, the status “document posted“, “released“ and “document complete“ are reset. The changed document has to go through the approval procedure again before a posting document can be created.

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the rhythm in which a standing request is executed can be interrupted. You do this by overwriting the date on which the standing request would next be executed.



© SAP AG 2003

Company Code

Vendor

Commt Item

Amount

Document HeaderDoc. Type

Subledger Account

Account Assignment

Payment Data

EarmarkedFund

FundsCommt

Create Funds Commitment from Standing Request

When you save the standing request document, a funds commitment is automatically created. The amount of this funds commitment is the total debited in the current financial year.

The number of the funds commitment document is entered in the “Earmarked Fund” field. Settings in Customizing: In the “Maintain Funds Commitment Information for Standing Requests”, you must assign each company code and FI document type to a funds commitment document type.



© SAP AG 2002

Company Code Fiscal YearRequest Number to

Document Header

Test Run

Type DB Doc. CoCd Message TextFunds commt succesfully created

Create Funds Commitment for Standing Request for Several Fiscal Years

Create Funds Commitment from Standing Request

If a standing request applies for more than one year, you must use program “RFFMKG07” to create funds commitments for the subsequent years.

The program checks whether the existing funds commitments are still valid for the specified fiscal year. If a funds commitment is missing, the program creates a new one and then updates the funds commitment number in the appropriate standing request original document. A funds commitment history is also updated.



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2001 2002 2003 Time

Deferral Request

Administration

Deferral makes it possible to change the due date of an open receivable to one or more installments in the future.

The "mass deferral" function makes it possible to process more than one due date of a subledger in a single transaction.



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Deferral Request - Document Header

Company Code Fiscal Year

Entries for Follow-On Posting

Posting Date Period

Individual Deferral

Document Number

Mass Deferral

Customer

Vendor

Data for Financial Accountingand if necessary forControlling

Data for Financial Accountingand if necessary forControlling

Deferrals can only relate to an FI document posted in an acceptance request that has not been paid.



© SAP AG 2002

Installment Distribution Proportional ProcedureInstallment Scheme DistributionNumber

Due Date Plan1. Due Date

Monthly Intervals

x...

a11 1800000000 011002 12050050

Funds Center Fund Invoice ReferenceCommt Item Baseline Date Amount

Installment Distribution

One or several FI documents (mass deferral) can be distributed between several installments using function "Generate Due Dates".

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), installment rates can be created using the proportional procedure or the sequential procedure. The sequential procedure processes all documents with the same due date one after another, whereas the proportional procedure processes the documents proportionally.

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the reference to the original receivable (invoice reference) remains when installments are distributed. This is also the case for mass deferrals. This allows an interest calculation from the due date of the original receivable.



© SAP AG 2002

Company Code Variant

FiscalYear ID

G/L Account

ISPS ISPX 801000

Customer100 100

800000100

801000100 100

100 11 1122

22

2222

22

11 Posting Acceptance Request

Posting Deferral Request

Deferral Request – Account Determination

If the document is deferred, an offsetting posting is made on the customer side. As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), automatic clearing will be carried out. The relevant G/L account is determined for the offsetting entry and the new receivable by means of a separate account determination table in the Customizing settings for the deferral request.



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Deferral Interest

Interest Calculation

Interest Formula

Interest Calculation Date

0001

07.01.02

How?

From?

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you can create an interest formula in Customizing. In this interest formula you determine the number of interest items to be generated (one or more), what the interest rate is, and on which basis the interest will be calculated.

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) you can enter the date on which interest calculation should start. If this date is before the due date of the original receivable, the interest calculation for this item starts with the due date of the original receivable. If you do not enter a date, the program calculates the interest items from the due date of the original receivable.

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the interest formula will be stored in the document header. You can therefore reconstruct the amount of the calculated interest at any time.

Interest formula and interest calculation date can be printed out in user-defined forms.



© SAP AG 2003

Customer invoices: 100.-- UNI and 200.-- UNI on 15.05. and 31.05.2002Deferral: inverse posting for original receivablePosting deferred receivables: 100.-- UNI on 01.07., 01.08. and 01.09.2002

11

22

Customer22100 10011

22200 20011

10022

10022

15. 05. 00

31.05.00

01.07.00

01.08.00

Sales Revenues11100

11200

Deferral Acct22100 10022

22200 10022

1002201.09.00

22100

Post Mass Deferral

FIFI

The FI documents resulting from a mass deferral are grouped together under a request number.



© SAP AG 2002

Request Number

Company Code

Document to be reversed

Deferral Request: Single Reversal

Entries for Follow-on Posting

Due Date of Reversal Document• Date from original document

• Posting date as net due date

• Date from oldest document

• Net due date

If the customer does not comply with the conditions of the deferral request, it can be reversed. The reversal references the deferral request - not the FI document. When reversing deferral requests, the original FI documents are not restored. As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), a new parked open item is generated instead. In this way, it is now possible to display the reversal of the deferral by means of an approval procedure.

The due date of the new open item (reversal document) can be freely selected. It is possible to use the due date of the original receivable.

The offsetting posting item is only generated when the new open item is posted.



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Temporary Waiver/Remission

Administration

X

Temporary waivers and remissions are measures that can be used for waiving the collection of a receivable. A temporary waiver represents a waiver for a receivable that can be cancelled, while a remission is a waiver that cannot be cancelled. A temporary waiver is used for internal processes within an administration, a remission has external legal implications.

Temporary waivers and remissions can be reversed.



© SAP AG 2002

Data for Financial Accountingand if necessary for ControllingData for Financial Accountingand if necessary for Controlling

Temporary Waiver / Remission - Document Header

Company CodeFiscal Year

Entries for Follow-on Posting

Posting DatePeriod

Single Temporary Waiver/Remission

Document Number

Mass Temporary Waiver/Remission

Customer

Vendor

Temporary waivers and remissions can only relate to FI documents (original documents) in an acceptance request that have not been paid. A temporary waiver/remission has the opposite +/- sign to the original item.

Mass processing is possible for temporary waiver and remission.



© SAP AG 2003

Customer Customer Customer

1. Posting the Receivable

1) 600.00

2. Temporary Waiver/ Remission

1) 600.00 2) 600.00

3. Reversal TemporaryWaiver / Remission

1) 600.00 1) 600.00

3) 600.00

Temporary Waiver / Remission: Posting in FI

1) Receivable in the amount of 600.00 €. 2) Temporary Waiver/remission of the receivable. The clearing of the two items is not automatically

carried out. 3) Reversal of the temporary waiver/the remission.



© SAP AG 2003

Expenditure Commt Item Funds Center

Revenue Commt ItemFunds Center



Sender Receiver




Expenditure Cmmt Item Funds Center

Clearing Request (1)

Clearing requests can be set up for clearings between revenues and expenditure account assignments or for transfers between account assignments of the same category.

When you are making entries, you enter a sender and receiver commitment item. This makes it possible to map out transfers (sender and receiver commitment item of the same category) and internal clearings (sender and receiver commitment items of different categories).

An authorization check is performed for the sender object. If a check should only be carried out on the sender, the user EXIT-SAPLFMWR-003 can be used.



© SAP AG 2003

AmountCommt ItemFunds Center

Text

Receiver DataReferenceApplicationRegion

Amount ApplicationCommitment Item Funds Center

Sender Data New CoCode

Clearing Request (2)

Since clearing requests does not usually result in a payment, they do not contain any lines for the subledger account.

There is only one receiver commitment item, but any number of sender commitment items. The sender/receiver relationship can be reversed by changing the +/- sign. The field "New Company Code" can be used for clearing requests that apply across more than one company code. When you park a clearing request that applies across several company codes, a request is generated in both the current company code and the new company code. The two requests are linked to each other by a general number.



© SAP AG 2002

Budget Execution: Unit Summary

FM commitment documents in the expenditure process map funds reservation, funds precommitment and funds commitment

By posting a forecast of revenue, expected revenues can be entered whose amount and arrivalis uncertain

Debit postings are triggered by requests and the postings connected to them in FI

The budget execution process can be representedin an approval workflow



© SAP AG 2003

Budget Execution: Unit Summary (2)

Instead of reversing documents or credit memos, deduction can be used for request documents A standing request can be used for recurring revenues and expendituresDeferral, temporary waiver and remission can also be entered with an approval procedure and workflow



Budget Execution : Exercises



Unit: Budget Execution Topic: Active Availability Control, Earmarked

Funds and Posting Periods


• Work with the active availability control

You are a project manager and must therefore use the active availability control.

1-1 Define availability control tolerance limits for your FM area 90## and budget profile GR## . These limits should trigger a warning for all activities with utilizations greater than 80%, a warning and a mail to the person responsible for the funds center for those in excess of 90% and an error message for all those over 100%.

1-2 Finally, reconstruct the availability control.



Unit: Budget Execution Topic: Earmarked Funds and Posting Periods


• Open and close posting periods

• Represent a procurement process without Materials Management

• Use earmarked funds documents to represent your procurement processes in Funds Management.

You know that an amount of around 10,000 UNI will be due next month for project C15. This money relates to expenditure on physical supplies for additional PCs. As you do not yet have any detailed entries for the project, you cannot yet order the necessary apparatus. However, you should reserve sufficient funds. Use the funds in the “GENERAL” fund for this.

1-3 Check whether the periods for the current and the following fiscal year for your company code 90## are

open for the payment budget.

1-4 Enter the funds reservation.

Company code: 90XX

Currency: UNI

Amount: 10.000,-

Commitment item: 80010 (Data processing)

Funds center: C15

Fund: GENERAL

Because of price fluctuations, it is not certain whether the required apparatus can be obtained with the 10,000 UNI set aside. Enter an overrun tolerance of 20% in detailed control.

Document number:..........................

1-5 In the report selection, under Line items -> Commitments and Funds Transfers, look at the funds reservation. Note: You are working with company code 90##.

1-6 Create a funds precommitment of 11,000 UNI with reference to the funds reservation.



1-7 You have chosen supplier (vendor) Miller, who is offering you the PCs for 10,000 UNI. Post a funds commitment of 10,000 UNI with reference to the funds precommitment. The excess budget values assigned (1,000 UNI) should be returned to the FM account assignment.



Unit: Budget Execution Topic: Requests and Account Determination


• Create company code variants

• Create account determinations

Commitment item 80010 needs to be assigned to G/L account 403000.

2-1 Define a company code variant GR## and assign it to company code 90##. Ensure that requests can be saved in full only.

2-2 Maintain the account determination in Customizing for the expenditure commitment item 80000-80050. The same G/L account 03000 should be used for all account assignments Assign existing revenues commitment item 10020 – 10023 to G/L account 800000 in the same way. To do this, use the company code variant which you have just created GR##.



Unit: Budget Execution Topic: Creating a Payment Request

In this exercise, you will learn about the link between commitments documents and invoice documents.

Vendor Miller delivers the PC’s ordered and encloses an invoice for 8,000 UNI.

Enter a payment request with reference to the funds commitment from exercise 1-5. The invoice amount is 8000 UNI. Use tax code VN and cost center L-100.

3-1 Save the request in full.

3-2 Check that the content and total of the vendor invoice is correct and then release the payment request.

3-3 Post the request.

View the effects of each part of the process in FI. (Accounting - Financial Accounting – Accounts Payable - Account – Display/Change Line Items – Open and Parked Items Selected) Document Numbers: ........................................................ ........................................................



Unit: Budget Execution Topic: Creating an Acceptance Request

In this exercise you learn how to create acceptance requests in the R/3 System.

On 01.MM+1.YYYY, Mr. Maier has to pay charges of 1,000 UNI to department A12 for related publications.

Enter revenues from publications of 1,000.00 UNI for commitment item 10022 and funds center A12 in the fund “GENERAL”. Use tax code AN.

4-1 Save the acceptance request in full.

4-2 Check that the content and total of the acceptance request are correct and then release the request.

4-3 Post the request.

View the effects of each part of the process in FI. (Accounting -> Financial Accounting –> Accounts Receivable -> Account -> Display/Change Line Items –> Select Open and Parked Items) Document Numbers: ........................................................ ..................................................



Unit: Budget Execution Topic: Deferring an Acceptance Request

In this exercise you learn how to execute the deferral of acceptance requests.

Due to a shortage of cash, Mr. Maier asks for the receivable to be deferred. He agrees with the administration that he will pay the first installment of 500 UNI on 01.MM+3.200Y and the second installment of 500 UNI on 01.MM+4.200Y.

Enter the relevant deferral for the acceptance request you have already created and enter the agreed installment payment. First, assign G/L account 800100 for deferrals in account determination.

5-1 Save the deferral request in full.

5-2 Check that the content and total of the deferral are correct and then release it.

5-3 Post the deferral request.

View the effects of each part of the process in FI. (Accounting - Financial Accounting - Accounts Receivable – Account - Items Display – Open and Parked Items Selected) Document Numbers: ........................................................ .....................................



Unit: Budget Execution Topic: Revenues Increasing the Budget (optional)

6-1 Post another acceptance request with the amount 5,000 UNI

Customer: Maier Amount: 5,000 Commitment item: 10022 Tax code: A0 (Output tax 0 %) Funds center: C12 Fund: Budget

6-2 Start programs to increase the expenditure budget.



Unit: Budget Execution Topic: Creating a Standing Request

You learn how to create standing requests in this exercise

Create a standing request for an expenditure that occurs every month.

7-1 Create a standing request which should run for a year. The payments of 50 UNI should start on the first of the following month and then continue on the first of each subsequent month.

Assign to account: Vendor: Miller Commitment item: 80020 Funds center: C15 Cost center: C15 Fund: GENERAL Tax code: V0

Document number:..........................

7-2 Execute the approval of this standing order until it gets the status “posted”.

7-3 Display the standing payment request and then go to the automatically generated funds commitment by double clicking.

7-4 Generate the first request for the coming month by executing the step “Create Posting Document” in the menu. Note the document number and then display the posting document generated. Under the document header data, look for the reference to the standing posting document it is based on.

7-5 Go into the funds commitment and display how much has been consumed.



Budget Execution: Solutions

Unit: Budget Execution Topic: Active Availability Control

1-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Availability Control – Define Tolerances for the Availability Control


FM area 90##

Profile GR##

PB X

CB Leave blank

Transactions ++

Action 1

% Consumption 80

Absolute deviation Leave blank

Not active Leave blank

FM area 90##

Profile GR##

PB X

CB Leave blank

Transactions ++

Action 2

% Consumption 90


Not active Leave blank



FM area 90##

Profile GR##

PB X

CB Leave blank

Transactions ++

Action 3

% Consumption 100


Not active Leave blank Save

1-2 Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Tools – Reconstruct Assigned Values


FM area 90##

Fiscal year YYYY

With log X Execute.



Unit: Budget Execution Topic: Earmarked Funds and Posting Periods

1-3 Accounting – Financial Accounting – Public Sector Management - Funds

Management – Additional Functions – Closing Operations – Open and Close Posting Periods / Fiscal Years – Individual Processing


FM area 90##

Budget category PB

Year YYYY

Value type * (= all value types)

Account assignment element All Account Assignments

Value * (= all dimensions)

Authorization group (Leave blank)

From period 0

To Period 16

Save

1-4 Accounting - Financial Accounting – Public Sector Management - Funds Management – Posting – Earmarked Funds - Funds Reservation - Create


Doc. type FdsReservn

Document date DD.MM.YYYY

Posting date DD.MM.YYYY

Company Code 90##

Currency UNI Leave remaining fields blank and enter



Amount 10.000


Funds center C15

Fund GENERAL

Goto – Line items details – Button Multiple Selection => Overrun tolerance 20% Save

1-5 Accounting - Financial Accounting – Public Sector Management - Funds Management – Information System – Line Items - Commitments/Actuals – Commitments and Funds Transfers

1-6 Accounting - Financial Accounting – Public Sector Management - Funds Management – Posting – Funds Precommitment - Create


Doc. type Earmarked funds


Posting date DD.MM.YYYY

Company Code 90##

Currency UNI

Leave remaining fields blank and press enter

Goto – Detail Document Line


Funds reservation Funds reservation number

Set to complete X

Amount 11.000

Save



1-7 Accounting - Financial Accounting – Public Sector Management - Funds Management – Posting – Funds Commitment - Create


Amount 10.000

Doc. type Funds commitment

Funds precommitment Funds precommitment number

Vendor Miller

Goto – Detail Document Line


Funds precommitment Funds precommitment number

Set to complete X

Save



Unit: Budget Execution Topic: Requests and Account Determination

2-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Funds Management-Specific Postings - Requests – Variants – Define Company Code Variant


Company code variant GR##

Name Variant GR##

Complete X Save

Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Funds Management-Specific Postings - Requests – Variants – Assign Company Code Variant to Company Code


Company Code 90##

Company code variant GR## Save



2-2 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Funds Management-Specific Postings - Requests – Account Determination – Define G/L Account Determination


Fiscal year ID ISPS


Commitment item 8++++

Fund Leave blank


Request type Leave blank

G/L account 403000


Fiscal year ID ISPS


Commitment item 1++++

Fund Leave blank


Request type Leave blank

G/L account 800000 Save



Unit: Budget Execution Topic: Creating a Payment Request

3-1 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Payment Request – Enter


Document date dd.mm.yy

Doc. type KR

FM area 90##

Company Code 90##

Vendor Miller

Earmarked funds Document Number of Funds Commitment

Cost center L-100

Amount 8,000 UNI

Tax code VN

Calculate tax X Save all

3-2 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Payment Request – Release


Request Number See 2-1

Company Code 90## Enter and release document.



3-3 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Payment Request – Post



Company Code 90## Enter and post document.



Unit: Budget Execution Topic: Creating an Acceptance Request

4-1 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Acceptancet Request – Enter



Doc. type DR

FM area 90##

Company Code 90##

Customer Maier


Funds center A12

Fund Budget

Amount 1,000 UNI

Tax code AN


4-2 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Acceptance Request – Release






4-3 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Acceptance Request – Post






Unit: Budget Execution Topic: Deferring an Acceptance Request

5-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Funds Management-Specific Postings - Requests – Account Determination – Define Account Determination for Deferrals


Fiscal year ID ISPS


G/L account 800100

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Enter


Company Code 90##

Fiscal year YYYY

Document number for FI Document !!!

See 3-1

Doc. type ST Execute.

”Generate Due Dates” Button


Installment Allocation Sequential Procedure

Divide into installments of 500 UNI

1. Due Date 01.MM+3.YYYY

Months between installments 1 Back and Save



5-2 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Release




5-3 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Post






Unit: Budget Execution Topic: Revenues Increasing the Budget

6-1 See 4-1 to 4-3

6-2 Accounting – Financial Accounting – Public Sector Management – Funds Management – Additional Functions – Revenues Increasing the Budget (Former Budgeting) – Document-Based Distribution Procedure – Generate Documents


FM area 90XX

Fiscal year 200Y

Update run X

FM acct assignment increasing the budget

X

Accounting – Financial Accounting – Public Sector Management – Funds Management – Additional Functions – Revenues Increasing the Budget (Former Budgeting) – Document-Based Distribution Procedure – Increase Budget


FM area 90XX

Fiscal year 200Y

Fund BUDGET

Sort according to revenues X



Unit: Budget Execution Topic: Creating a Standing Request

7-1 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Standing Request – Enter Payment Request



Doc. type KR

Company Code 90## Enter.


First execution date 01.YY +1.200Y

Last execution date 01.YY+12.200Y

Interval in months 1 Enter.

Vendor Miller


Funds center C15

Cost center C15

Fund Budget

Amount 50 UNI

Tax code V0


7-2 See 4-2 to 4-3



7-3 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Display

7-4 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Create Posting Document


Company Code 90XX


Next execution 01.YY +1.200Y

Last execution date 01.YY+12.200Y

Interval in months 1

7-5 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Display



© SAP AG 2002

Integration

Purchasing

Financial and Asset Accounting Integration

Trip Costs Accounting

Funds Management and CO

Funds Management and HR

Integrating Project System

Integrating Plant Maintenance

Integrating Sales and Distribution

Integration IS-PS-CA



© SAP AG 2002

Integration: Objectives

At the conclusion of this unit, you will be able to describe:

the business processes that are integrated in Funds Management

Different core processes that take place within purchasing, and within payroll and trip cost accounting

Individual steps to be followed and a detailed explanation of how they are inter-linked and how assessed value is adjusted.

Ways in which the Controlling, Project System, Asset Accounting, Plant Maintenance and Sales and Distribution application components can be integrated with Funds Management.



© SAP AG 2002




BudgetingBudgeting



UpdatingUpdating

Cash DeskCash Desk


ReportingReporting

AppendixAppendix



© SAP AG 2002

Integration I

Purchasing











© SAP AG 2003

BudgetBudget

FundsFundsccommtommt

Fundsreservation

Fundsblock

Purchaserequisition

Fundsprecommt

Purchase order

MM Integration: Commitment Documents

MMMM EAEA--PSPS

MM integration allows you to reference a funds reservation from a purchase order/purchase requisition and break down the available amount. A message is issued if this amount is exceeded.

Warning: This reference (purchase requisition/purchase order) to a funds reservation is only possible for purchase requisitions/purchase orders with CO account assignments! It is not possible to reference a warehouse from a purchase requisition/purchase order!



© SAP AG 2003

Scenario: "Procurement Without MM"

Reqmt Reservation

Pur. Req. Order

Cmmt

GR to finaltarget

GR inWarehouse

Invoice Payment

GI to target

Pre-cmmt

MM not used

Actualaccrual

Actualcash

Commitment

Procurement Process

• Using the different SAP modules allows various scenarios when you execute procurement transactions. This slide shows possible procedures for the procurement process from a Funds Management point of view. The version highlighted is the one for which the Materials Management component is not used.

Funds reservation can be used in MM and FM. Irrespective of which substeps of a process are carried out, from a Funds Management perspective, the data is seen as being a commitment value up to the point when the invoice is posted, and an actual value after that.

Depending on the scenario, the procurement process is carried out either with or without using the Materials Management component.

You can decide whether you want to display your data on an invoice basis (accrual basis) or on a payment basis (cash basis).



© SAP AG 2003

Scenario: "Procurement With MM Without Warehouse Management"

Reqmt.

Reservation

Pur. Req Order

Cmmt

GR in Warehouse

Invoice Payment

GI to target

Pre-cmmt

Using MM

Actualaccrual

Actualcash

Commitment

Procurement Process

GR to finaltarget

The second variant of the procurement process from a Funds Management viewpoint is purchasing using an integrated purchase order but without warehouse management.

The funds reservation (FM) and/or purchase requisition (MM) can be used as a preliminary step for processing purchase orders. In this case, the component MM can be used alone or in combination with FM for the ordering process.

If only the component Materials Management is used, the account assignments relevant for Funds Management can be entered at the time of the purchase requisition or purchase order. The commitment amount resulting from this can be then displayed in Funds Management. When doing so, the final FM account assignment should already be known at the time of the purchase order/purchase requisition since this FM account assignment is debited with the commitment.



© SAP AG 2003

InvoiceInvoice PaymentPaymentPOrd.POrd.

Institutefor MedicalResearch

Current budget

PurReq. Invoice Payment Available

budget

HR

50010

50020

Businessrequirement

40010

100--

-

100100-

-

-100100

900

900900900900

. . .

. . .

PurReq.

online batch

Purchase order

900900100100

-

100010001000

1000

10001000

Purchasing Without Warehouse Management

EAEA--PSPS MMMM EAEA--PSPSFF

The above slide shows the purchasing process using a purchase requisition and purchase order (MM). The current budget does not change with commitment/actual postings (changes only take place in the current budget if postings are made in the budgeted values themselves).

The available budget is recalculated and displayed for each individual step until the time of payment. No AVC takes place at time of payment.

Each step in the process is recorded online in Funds Management right up until the point when the invoice is posted.

The payment is updated in Funds Management using the program RFFMS200. The commitment originating from Materials Management can be displayed separately according to whether it relates to a purchase order or purchase requisition so as to take the different degree of commitment into account.

The process for a scheduling agreement is the same as for a purchase order. For a contract, on the other hand, no commitment data is set up since the reference in terms of time is missing. Only once a purchase order has a reference to a contract are the corresponding funds committed and displayed in Funds Management.



© SAP AG 2003

"Purchasing with Warehousing"

ReqmtReservation

Pur. Req. Order

Cmmt

GR to final target

GR to Warehouse

Invoice Payment

GI to target

Pre-cmmt

Using MM

Actualaccrual

Actualcash

Commitment

Procurement Process

From a Funds Management perspective, the third variant of the procurement process is purchasing using an integrated purchase order with warehouse management.

You use the Materials Management (MM) component for representing purchase orders and warehouse management from the point of view of the system.

The funds reservation can also be used in combination with purchase requisition and purchase order. In addition, a funds reservation can be created on the final account assignment which is reduced at target in goods issue.

There are four scenarios within Warehouse Management which will be explained in more detail.



© SAP AG 2003

Man.acct assgtdefaultNot budgetrelevantWarehousefunds centerWarehouse funds center

Not budgetrelevant defaultCash balanceitem statisticalCredit to ware-house funds ctrCash balanceitem statistical

+ Define warehousefunds center in system

Customizingupdate controlSwitch 1Unassignedpurc.ord./purch.req.

Switch 2Goods issue

Sub-processes

Functions in operative modules

Goods issued to consumerGoods receiptPurchase order

Pur.req./Purchase order

GR (or IR) Goods issue

I

II

III

IV

Commitment values Actual values

Scenario

Debit consuming funds centerConsumptn fnds ctr

Consuming funds centerNo value updateNo value update

Credit whsewhse+debit consump. FCWrhouse funds ctrWrhouse funds ctr

Consuming funds centerWrhouse funds ctrWrhouse funds ctr

Warehouse Processing Scenario

You can choose one of the following four scenarios for warehouse processing in each FM area. Consuming funds center known at time of purchase requisition/purchase order You enter the consuming funds center when you create the purchase order or purchase requisition. The funds center is debited immediately, setting up a commitment for the purchase order. When you post the invoice, the commitment value is converted into an actual value. Warehouse postings are not made.

Warehouse not subject to budget When you post the purchase order and goods receipt, no Funds Management-relevant account assignment is entered and no commitment data created. No account assignment or debit to the consuming funds center is entered until the goods are issued.

Debits and credits automatically posted to warehouse funds center You create a warehouse funds center in Customizing. The system automatically posts purchase orders and goods receipts to it. The goods issue itself is debited to the consuming funds center and credited to the warehouse funds center.

No credit to warehouse funds center Purchase order and warehouse processing is as described in scenario 3. When the goods are issued, the debit is posted to the chosen funds center, but no credit posting is made to the warehouse funds center.



© SAP AG 2003

InvoicereceiptGoods receipt

Reservation

PurReq. Order Invoice Payment

GR to final target

Goods issue to stock

MM not used

ReqmtReqmt

UsingUsingMMMM

GI to target

Commitment Actualaccrual

Actualcash

The update can take place at the time of goods receipt or invoice receipt.

GR/IR Update

The following options are available: Evaluated goods receipt: the system saves the line items relevant for FM at the time of goods receipt Non-evaluated goods receipt: the system saves the line items at the time of invoice receipt

The update is always made under value type "invoice" (54). In addition you can also update the goods receipt (GR) and the invoice receipt (IR). The reduction between goods receipt and invoice receipt depends on the quantity also with price differences. The reduction of the purchase order depends on whether the commitment is updated by value or by quantity. For value-based commitments, the reduction takes place from goods receipt / invoice receipt value. For quantity-based commitments, the reduction takes place from the maximum goods receipt / invoice receipt quantity Note: In Customizing, you define whether the update is value- or quantity-based under General Settings -> Check Unit of Measure.



© SAP AG 2003

Purchase Order

MM LogisticsInvoice Verification

FundsReservation

Funds Commitment

FICustomer Invoice

FMPaymentRequest

CollectivePaymentRequestfor each

document category

Approval

MM Integration: Actuals Documents

MMMM

EAEA--PSPS

FIFI

FIDoc.

FIDoc.

FIDoc.

It is not possible to use IS-PS requests transactions with reference to purchase orders. The document parking function in the MM invoice verification transaction can be used to achieve integration in the request process.

Once document parking has been generated, the request process can also be carried out for MM invoice documents.

Restrictions: Parked MM invoices do not have a request type (category "Blank"). Collective requests for parked MM invoices can only be generated using separate bundling transaction F899.

A special number range for collective requests must be set up for the "Blank" request type. An MM-PP document can only be posted to FI using MM/FI transactions or by workflow.



© SAP AG 2003

Pos.010 . . . . . . . . . . . . 020 . . . . . . . . . . . . 030 . . . . . . . . . . . . 040 . . . . . . . . . . . . 050 . . . . . . . . . . . . . . .. . .

Purchase Order FM Account Assignment

Funds Cmmt Fund Funct. Funded Grant Share Center Item Area Program . . . . . . . . . . . . . . . . . . 40 %. . . . . . . . . . . . . . . . . . 30 %. . . . . . . . . . . . . . . . . . 30 %

Multiple Account Assignment for a Purchase Order

Funds Cmmt Fund Funct. Funded Grant Share Center Item Area Program . . . . . . . . . . . . . . . . . . 70 %. . . . . . . . . . . . . . . . . . 30 %

The multiple account assignment for a purchase order item enables the order value for each purchase order item to be divided out as a percentage to FM account assignments (funds center, commitment item, fund, functional area, funded program, grant).



© SAP AG 2002

Integration II

Purchasing











© SAP AG 2003


Transactions and postings in Financial Accounting and Asset Accounting that can be broadly classified as income or expenditure are updated in Funds Management.

The request function supplements FI postings by one-line fiscal postings in Public Sector. FI postings can still be used.

This is especially relevant for Asset Accounting integration, aswith the current Release EA-PS 1.10, only asset acquisitions (transaction type 100) can be processed in requests. You must use FI functions for all other postings.



© SAP AG 2003

Commitment item G/L accountExpend. 475.000

476.000430.000

Office suppliesEDP cons.materialPersonnel costs

Other 191.100160.000113.100

GR/IR clearingVendor reconc. acctBank

Reconciliation AcctVendor160.000

Invoice

Off.Supp.475.000 Off.Supp.

G/L account commitment item FI document

PK Account Commitment item

31 Vendor 1 Invoice

40 475.000 Office supplies

MaterialHR. . .

GR/IRInvoiceBank

Integration FI - Funds Management

A commitment item must be defined in each line item of an FI document for integration with FI. You can enter the commitment item manually during posting or derive the commitment item when posting.

Derivation rules which derive commitment items from other account assignments can be defined using the derivation tool: Commitment items can be defined in the G/L account master record. Definition of derivation rules which derive commitment items from other account assignments.

• The derived account assignment can also be overwritten depending on the system settings. • When you post requests, the G/L account is derived from the commitment item. This assignment

between commitment item and G/L account is maintained in an account determination table. • Other FM account assignments can be entered manually, or derived using derivation rules. • Whether they are updated in FM depends on the financial transaction of the commitment item used

during posting.



© SAP AG 2003

Integration FI - AA - Funds Management

Asset Accounting

Asset acquisition

Assetretirement

Is the transaction relevant to the budget?

Budget 2003

Department XY

Capital expenditure

Budget Actual Avail.

120 80 40

Operative expenditure

...

EAEA--PSPSFIFI--AAAA

The following transaction types in Asset Accounting are updated in Funds Management: - Asset acquisition - Asset transfer - Asset retirement with revenue - Down payments for assets under construction

The transaction types that are relevant to depreciation are not updated because these do not affect expenditure.

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you define whether a transaction type is relevant to the budget or not in the Customizing of FM and no longer in the Customizing of Asset Accounting.

You can define FM account assignments in the Asset master record. You have to make settings in Customizing of Asset Accounting for this (Financial Accounting -> Asset Accounting -> Integration with G/L Account).

The FM account assignments can also be derived from the CO objects cost center, CO order or WBS element assigned in the Asset master record. In this case, the appropriate rules must be created in the account assignment derivation tool.

To prevent data inconsistency, you should not overwrite the derived Funds Management account assignment in the document.



© SAP AG 2003

Business transact.

Transaction Types Relevant to the Budget

Ext. acq. with vendor Vendor reconcil. acct 60

Asset G/L account 100 30

Transfer To assets 330 30

From assets 320 30

Financial transact.of cmmt item

Transaction typeAccounts

FIFI FIFI--AAAA EAEA--PSPS



© SAP AG 2002

Integration III

Purchasing











© SAP AG 2002

Travel requestbefore trip

Travel expenses

Approvalbefore trip

•Statistical update in FM

•No availability control

•Update in FM

•Availability control

Entry of document after trip

•Availability control, if trip costs > approved costs

Payment by FI

Payment by HR

Actual update in FM

Travel Management Process

HRHR HRHR

Business trip commitments are updated in Funds Management with value type 52. In this way, business trip commitments can be displayed separately in the information system.

An individual tolerance group (tolerance group 70) for the active availability control can be assigned for business trip commitments.

Business trip advances are not updated in Funds Management.



© SAP AG 2002

Trip

from to

to

Documents

001 _ _ _ _ _ _ _ _ _

002 _ _ _ _ _ _ _ _ _

003 _ _ _ _ _ _ _ _ _

. . .

HOTEL

TAXI

OPTION 1

OPTION 2OR

FM acct assignment

30 % Destination 1

70 % Destination 2 Entire trip

30 % Destination 170 % Destination 2

30 % Destination 130 % Destination 240 % Destination 3

Per document

Account Assignment Options for Trips

Trip costs can be assigned to accounts in one of two ways: Assigning the entire trip to an account: If you assign the entire trip to an account, you can break down the amounts on a percentage basis and distribute these to a number of FM account assignments. The account assignment can be made at the time of the travel request. A default value can be defined for this in the HR master record. When you enter the trip, the system automatically adopts any account assignment entered in the travel request.

Assigning each document to an account individually: If you choose this option, you can still break down the amount of each document on a percentage basis. Since documents are not generated until the trip itself takes place, you cannot enter documents at the same time you enter the travel request. The account assignment defined in the HR master record is not used because the account assignment per document is only required if the trip cannot be assigned generically.



© SAP AG 2002

Integration IV

Purchasing











© SAP AG 2002

Funds Management and Controlling

Funds Management and Controlling can have the same structures in personnel subareas of an organization or in the wholeorganization as well.

Depending on the degree of similarity, it may be useful to integrate the transactions and functions of these areas.

You can decide whether to display CO internal transactions, as only statistical or as "real" assigned values in Funds Management.

SAP emphasizes that the update of actual and commitment data in Controlling and Funds Management can differ greatly, depending on the different demands on internal controlling on the one handand budget control on the other.

Examples of different updates in EA-PS and CO: Different master data structure Budget consumption (actual) principally for due date in Funds Management versus costs in Controlling for posting date.

Budget consumption (commitment) principally for the posting date in Funds Management versus costs in Controlling for delivery date.

Non-input tax deductible administrations must use gross budgeting (gross tax in FM versus net tax in Controlling).

Normally, asset acquisitions are updated in Funds Management but not in Controlling. In contrast, depreciation is updated in Controlling but not in Funds Management.

Different goods receipt updates: The goods receipt is updated in Controlling. In Funds Management, you can decide whether the goods receipt is updated or not.



© SAP AG 2003

With-outCO

Parallel struc-ture in CO and EA-PS

Parallel contents

in CO and EA-PS

Input help +acct assgmntderivation

Posting integration

Input help+

account assignment derived automaticallyfor postings from integrated modules

CO- internal postings are recorded in EA-PS: - Order settlement- Assessment + distribution- Internal activity allocation- Overhead costing- Actual transfer postings- Actual accrual calculation

CO - EA-PS Integration Options

Controlling and Funds Management comprise different views of the same business processes. If the structures required in both modules have similarities, then integration is possible between the modules for certain functions. If the structures are completely parallel, the FM account assignment elements can be derived from the CO objects using derivation rules. This means that manual entry is not required. Nevertheless, Funds Management remains unaffected by activities within internal cost accounting, such as general cost surcharges or cost assessments. If you also require parallel contents, then the cost accounting activities must be reflected in Funds Management.

When using parallel structures, note that reconciliation between Controlling and Funds Management will always vary for internal cost accounting activities. On the other hand, cost-based figures appear in Funds Management because of the parallel contents and are placed next to expenditure-based figures. This is to be taken into consideration when comparing them.

For Controlling, the integration described here includes cost elements, cost centers, orders, and projects.



© SAP AG 2002

CstCtrOrder WBS elem.Profit Ctr

Cost element

Funds Commt Fundcenter item

A1 Mat. -

A1 Mat. WorkAccount assignment derivation tool

Account 400000Amount 1000 UNICstCtr 4711FndsCtr

MM - COIntegration

Collective cost center

1000

Funds center: A1Item: MATFund: Work1000.-4711

4711 400000

A1 Mat. -

A1 Mat. Work

Possible Entries and Automatic Account Assignment Derivation

MMMM FIFI COCO

EAEA--PSPS

The account assignment derivation tool is used for deriving FM account assignments from CO objects. You should therefore set the derivation rules so that funds center and commitment item must be derived from a CO object and cost center. This ensures that a funds center or commitment item other than one from the derivation logic is not assigned to an account by manual entry. For this reason, the funds center and commitment item should not be ready for input on the posting screen. You can do this by hiding the fields in the field status control in the Customizing of Financial Accounting.

Fund, functional area and grant can be activated as additional account assignment elements in Controlling at client level. In this case, the account assignment elements can be directly assigned to an account and are transferred to Funds Management unchanged. A derivation from other account assignments is not necessary in this case.



© SAP AG 2002

Collective Cost Ctr Administration I Administration II Department ABC

1000.- 1000.- 400.- 300.- 300.-

Example: Assessment cycle

Funds center A1MAT Funds center ADM I Funds center ADM II

Funds centerResFld ABC

1000.- 1000.- 400.- 300.- 300.-

DerivationCO Obj. FM Obj.

CO - EA-PS Posting Integration

EAEA--PSPS

You can control whether “real” or statistical integration is carried out per CO internal transaction. Real integration means that assigned values are written in Funds Management. You make this setting in Customizing of FM.

Availability control checks are carried out on manual postings and on periodic postings such as assessment and settlement which are executed using programs. The tolerance limits defined in Customizing of Funds Management apply.

For statistical updates, no assigned values are generated and there is no check by the active availability control.

You activate CO integration in a separate FM Customizing step as of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10)



© SAP AG 2003

Funds Center Hierarchy

Expenditureitem

A1

P11 P12

A1

P11 P12

Updating1Updating1

Postingintegration

2

CO - EA-PS Posting Integration

MMMM

FIFI

COCO

Cost Center Hierarchy

EAEA--PSPS

You use Funds Management Customizing to choose which business transactions from Controlling are to be recorded for an FM area.

Update Customizing for the posting integration should be entered as shown. The settings will then match the process by which business transactions are updated in Controlling.

- Purchase order period: Delivery date - Invoice period: Posting date - GR/IR update: MM goods receipt - Goods receipt: Update is necessary - VAT display: VAT net - Payment display: Do not activate payment conversion

Note 195122 contains a more detailed description of how to make settings for posting integration if you want to be able to compare all data.

You can make different Funds Management settings, but this will mean that data is recorded differently to how it is recorded in CO, making direct comparison difficult. When you enter the CO business transactions to be recorded, the system warns you that the settings are different.

In Funds Management, you must create number ranges for each FM area for the documents generated by the business transactions in Controlling.



© SAP AG 2002

Purchasing









Integration V



© SAP AG 2002


In most cases, human resources expenditures constitute the largest block of expenditures in a budget. Different integration scenarios are possible depending on the structural similarities between EA-PS and CO.

There will be a new solution for the integration of the personnel commitment in FM in the next release, "Position Budgeting and Control".



© SAP AG 2002

Withoutusing HR

Parallelstruc-ture in CO and EA-PS

Personnel cmmt inEA-PS

Acct assignmentsin HR derived fromCO acct assignmts

EA-PS master dataentered in HR

Integration scenario

EA-PS acct assgnmts are derived in the Accounting interface, but are not visible in HR

EA-PS master data is entered inOrganizational Management and HR master data

HR - EA-PS Integration Options

It is not yet possible to represent the personnel commitment in SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10). However, it will be available in the next release in "Position Budgeting and Control".



© SAP AG 2002

Payment by HR

TransferFI/EA-PS/CO

No actual data inFunds Management

FI: G/L Account PostingsEA-PS Posting of expenditures

and availability controlCO: Posting of Costs

Org. unit / Position / Employee

•Defining an account assignment

•Validation of the master data objects

No commitments No commitments

Transfer of accountassignments topayroll data

Payrollaccounting

Scenario: Integrating Human Resources Without Commitments

The procedure depicted above applies to a) the derivation of FM account assignments in the derivation tool and b) the entry of EA-PS master data in organizational management and HR master data. In the case of b) FM account assignments are contained in the HR posting document.

Although the scenario above does not contain any HR commitments, the separation of the payment and update of expenditures ensures that HR payments are not delayed or prevented by problems resulting from availability control.



© SAP AG 2003

Organizational unit / Position / Employee - Assignment:

01/01/ 02 06/30/04 Cost center 1001 Funds center A1 40

Internal order 1007 Funds center A2 Fund 2 60

07/01/02 12/31/04 WBS Element 1001 Funds center C3 Fund 4 100

. . . . . . . . .

Date Date CO Object Funds Center Fund %from to

Time-Dependent EA-PS Assignment

The funds center and fund can be defined for the organizational unit / position / person. If a funds center and a fund are entered for the organizational unit, then these entries are passed onto the positions within an organizational unit. If no further funds centers/funds are defined for the positions, they are passed on to the people who occupy the positions. If a funds center and fund are entered for the position, these entries are valid for the person who is assigned to a position, if a funds center and fund are not directly maintained for that person.

Personnel expenses are structurally divided in the HR integration scenarios by linking HR wage types to FI G/L accounts and assigning G/L accounts to commitment items.

In addition to defining a funds center and fund, you can define a commitment item for the infotypes that have account assignment blocks (infotypes 0014, 0015, 2001-2005, 2010). A commitment item entered manually overrides a commitment item defined in a G/L account or a cost element.



© SAP AG 2002

Integration VI

Purchasing











© SAP AG 2002

The project system is suitable for certain areas, such as the representation of capital investment measures and planned research.

Depending on the degree of similarity, it may be useful to integrate the transactions and functions of these areas.

Project System and Funds Management



© SAP AG 2003

Field of research XY

. . . Project 1

. . .

Project 2

Project

Phase 1 . . .

App. EDP

Can be used in parallel

No automatic budget integration

Availability controltakes place twice, in the project system and in EA-PS

Commitment items have same structure,if using CO cashbudget management

Update of costsUpdate of costsAvailability control Availability control Optional update of payments (COOptional update of payments (COcash budget management)cash budget management)

Update to invoice (accrual) or Update to invoice (accrual) or payment basis (cash)payment basis (cash)AvailabiliityAvailabiliity ControlControl

Phase 2

Project System and EA-PS: Structures and Functions

PSPS EAEA--PSPS

In theory, it is possible to have parallel availability control in PS and EA-PS, however it is not recommended as it causes performance problems.



© SAP AG 2003

Field of research XY

. . .Project

App. EDP

WBS CstEl. Ctr Item FundEDP 400.000 Project 2 ... ...

AccountAccount 400000400000UNIUNI 20002000WBSWBS EDPFCtrFCtr //CmtItemCmtItem //FundFund //

Commitment

Reservation EA-PS

PS manual cmmt

Purch.req / purch.ord.

Actuals

Posting document

Phase 1 . . . Phase 2. . . Project 1 Project 2

PS and EA-PS: Updating Commitment and Actuals

Field status

PSPS EAEA--PSPS

A 1:1 representation of project and funds center is technically possible but not recommended, since the funds center structure should represent the company structure and is not created for representing time-related measures.



© SAP AG 2002

Purchasing









Integration VII



© SAP AG 2003

The integration of the R/3 component Plant Maintenance (PM) with Funds Management allows the monitoring of budget-relevant plant maintenance processes in Funds Management.

Above all, this affects the external procurement procedures (MM Purchasing) and material withdrawals from an internal warehouse triggered by plant maintenance orders as well as internal processing operations.




© SAP AG 2002

Technicalobject

Technical placeEquipment

Purchase requisition

Material reservation

Time Confirmation

(Internal)

Cost center WBS element

...

Order settlement

Plant MaintenancePlant Maintenanceorderorder

Goodsissue

PM Transactions Relevant to Funds Management

The connection of plant maintenance processes to funds management is made with the related account assignment of the plant maintenance order to the FM account assignments funds center, commitment items, fund, functional area, and grant.

It is not necessary to manually assign all account assignments funds center, commitment item, fund, functional area and grant to the order. You can create derivation rules in the derivation tool. FM account assignments are derived from these rules so it is usually enough to assign a funds center or a fund to the order and the other account assignments are derived by the derivation tool



© SAP AG 2002

Maintenance order 4711

Operation 10

Operation 20

Operation 30

A1

...

...

EA-PS Account Assignment in the Maintenance Order

FM account assignment

Fds Ctr

Cmmt It.

Fund

Func. Area

Grant

...

...

You can maintain an assignment between a maintenance order and EA-PS objects. Follow-on documents of the maintenance order (reservation, purchase requisition, CO settlement) are then provided automatically with the EA-PS account assignment. Follow-on documents refer to the FM account assignments (of the order) allocated there, but do not save them in the corresponding document tables yourself.

If the field status is maintained, you can enter the assignment in the menu: Goto -> Assignment -> Funds Management. You do not have to enter all of the FM account assignments, you can also derive them from other account assignments using the derivation tool.

Once the FM account assignment is not complete according to the field control, the order has the following status: HMKU (Funds Management Account Assignment) is incomplete.

This status prevents the automatic generation of purchase requisitions for components and services procured externally and also the release of the order.

Once a follow-on document has been generated you cannot make any changes to the FM account assignment.



© SAP AG 2002

Integration VIII

Purchasing











© SAP AG 2002

Sales revenue which must be shown as income in Funds Management can be posted using invoices in the Sales and Distribution component.

The following section shows how the integration of the Sales and Distribution component with Funds Management is carried out.




© SAP AG 2003

FM acct assigmt:automatic proposalmanual entry

FM acct assigmt:transfer from SD orderautomatic recalculation

FM acct assigmt:transfer from SD order

Sales order 4711

Itm 10 -> EA-PS- Acct assgmt

Itm 20 -> EA-PS- Acct assgmt

Itm 30 -> EA-PS- Acct assgmtSD Billing FI Invoice

SD Delivery

MM Goodsissue

Funds center A1Commt item A321Fund Y + FFunctional areaGrant

Funds center A2Commitment item E221FundFunctional areaGrant

Transactions in SD: Sales Order / Credit and Debit Memos

The following SD transactions are currently integrated in FM: - "Pure billing" of credit/debit memos - Sales orders with delivery of goods and billing

These transactions can be relevant for Funds Management, whereby the sales order / billing document is to be regarded as income, the delivery / goods issue as expenditure, in accordance with the FM warehousing concept.

The assignment of the FM account assignment is only carried out on an item level using the sales order and is saved in the FM assignment tables (see next slide). Follow-on documents refer to the FM account assignments (of the order) assigned there, but do not save them in the corresponding document tables.

The maintenance of the FM account assignment is carried out using an account assignment panel. You can set the field control of the FM account assignment fields, Funds Center, Commitment Item, Fund, Functional Area and Grant in Customizing. For the processing of the standard flow, it is recommended that you derive the respective value of the commitment item in the different postings from the commitment item assignment to the G/L account/cost element affected, that is, not enter them manually in the sales order. You can thereby guarantee that with different cost/revenue postings, the corresponding expenditure/income items will be used by the system.

The processing of the FM account assignment can only take place via the sales order item. In follow-on documents to the sales order (delivery, billing), the account assignment is not accessible.

A forecast of revenue is generated in FM when a sales order is created.



© SAP AG 2002

Fds CtrFunctional areaGrant

?

Sales order 4711

Item 10

Item 20

Item 30

Fds CtrFunctional areaGrant

?

Item 10

FM Account Assignment in the SD Sales Order Item

Fds CtrCmmt It.FundFunctional areaGrant

a12

You maintain the assignment between the FM account assignment objects and the SD sales order in the sales document line item. The account assignment information is then transferred to the SD sales order follow-on documents.

If you have maintained a field status, you can maintain the assignments in the sales document under, Item data - Account assignment - FM account assignment. All the functions provided by the incompleteness check can be used for the FM account assignment.



© SAP AG 2002

FundscenterCmmtitemFund

Hide Optional Required

Fundscenter

Fund

?

Order item 10Order item 20

Order item 30SD order

PM order

Integration of SD and PM Orders

Functionalarea

Grant

Hide Optional Required

Functionalarea

Grant

CmmtitemFund

Fundscenter

Fund

Grant

Functionalarea

Cmmtitem

Fundscenter ?

Order item 10

Fund

Grant

Functionalarea

Cmmtitem

You can define FM account assignments in customer orders and maintenance orders. You make the field status settings for these fields in FM Customizing.



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An organization can have many different revenue scenarios. Further processing options for revenue are also important because of their possible link to the budget.

Revenue Scenarios



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Salesorder

SD Billing

Manual FI invoice

or acceptance request

OperationalSystems

FIreceivable Revenues

CommitmentActual data

SD -> FI transfer

(Bank,Cash desk)

Revenue Scenarios

As of SAP R/3 Enterprise Public Services, a revenue commitment occurs in Funds Management as a result of the sales order.

You can define whether the active availability control (AVC) should also check postings to revenue items. If it should, the total of revenues cannot be smaller than zero, through transfers for example. If you have defined absolute tolerance limits when defining tolerance limits in the step “Tolerances for the Availability Control", the revenues total cannot be smaller than these.

If negative budget values were entered for a revenue commitment item, the AVC checks the debit on the revenue position against this budget. This debit cannot be bigger than the negative budget. The check logic for revenue items therefore is the same as that for expenditure items with the opposite +/- sign.

The check for revenue items is only active when the AVC is active. If you deactivate the AVC, by not setting the flag actively, no check for revenue items takes place.



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Integration IS-PS-CAI

You can use the industry-specific component Contract Accounting for Public Sector (IS-PS-CA) to manage taxes, charges and applications from/for business partners, citizens, students and tax payers.

The following slides describe how the industry-specific component IS-PS-CA is integrated with SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10).

You can use the industry-specific component Contract Accounting for Public Sector (IS-PS-CA) to manage taxes, charges and applications from/for business partners, citizens, students and tax payers.

IS-PS-CA is suitable for supporting mass processing due to its system architecture. IS-PS-CA is integrated with IS-PS-CA Release 4.63 in Funds Management. If you want to use the special EA-PS functions for budgeting, availability control and so on, you can integrate both solutions.



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Technical Integration Between EA-PS and IS-PS-CA

IS-PS/FI-CA EA-PS/IS-PS

2001

2002

2003

4.63/FM-Integration

4.64 EA-PS 1.10ALE

IS-PS-CA 4.71EA-PS 1.10

4.62

Pilot-Status

Pilot-Status

2004 IS-PS-CA 4.71EA-PS 1.10 Generally Available

This slide shows how the technical integration between IS-PS/EA-PS and IS-PS-CA develops. In EA-PS 1.10 and/or IS-PS-CA 4.64, the systems can be linked using an ALE (Application Link Enabling) connection.

IS-PS-CA and EA-PS are available in one system in Release IS-PS-CA 4.71.



© SAP AG 2003

Posting Integration Between IS-PS-CA and EA-PS

IS-PS-CA 4.71

GL

FM

EA-PS

Operational Systems revenues, manual revenue

postingsExpenditure

Postings

Electronic bank statement, Payment program, Cash desk

Business Partner Vendor

Vendor Documents

As of 2003

The central master data administration of business partner (create, change) takes place in IS-PS-CA. Availability control for expenditures makes it necessary to use a vendor. The business partner is therefore created in the roles contract partner and vendor. The vendor can then be posted to a payment request/vendor invoice.

A contract account is created in IS-PS-CA for this vendor in addition to the business partner so that it is possible to reconstruct the postings in IS-PS-CA as well. The contract account is the master record in IS-PS-CA in which postings are made.

The vendor documents posted in FI-SP or EA-PS are transferred to IS-PS-CA using the program RFFMSDCA.

Handling of payments (electronic bank statement, payment program, cash desk) can then be completely carried out in IS-PS-CA .

Alternatively, as of IS-PS-CA Release 4.64, you can integrate both solutions in different systems. In addition to the vendor master data and document, the FM, FI and CO master data and the FI documents posted must be synchronized in the two systems.



© SAP AG 2003

EA-PS 1.10EA-PS 1.10

Transferring Vendor Documents

(1) 100,-

Reconcil. AcctReconcil. Acct100,- (1)(2a) 100,-

(2a) 100,- 100,- (1)

Contract Account Contract Account 100,- (2b)(3) 100,-

Reconcil. Acct IS-PS-CA

Reconcil. Acct IS-PS-CA

ClearingClearing(2b) 100,-

100,- (2b)(3) 100,-

BankBank100,- (3)

VendorVendor(2a) 100,- 100,- (1)

100,- (2a)

Budget: 1000.- UNIAssigned: 100.- UNIPayment: 100.- UNI

Budget: 1000.- UNIAssigned: 100.- UNIPayment: 100.- UNI

Cmmt Item: Expenditure

IS-PS-CA 4.71IS-PS-CA 4.71

Payment Program

Budgeting

Expense(1)100,-

Expense(1)100,-

Availability Control

The aim of the vendor document interface is to transfer all open payment requests (vendor

documents) from EA-PS to IS-PS-CA so that payment can be made using the payment run or cash counter.

Program RFFMSDCA (transaction RDCA) selects all open payment requests and deductions of additional payment requests in EA-PS from the component Funds Management Government and transfers the data to the component Contract Accounting for Public Sector.

The payment requests are posted as credit memos and create an open item with a negative plus/minus sign. In the case of deductions, the referenced payment request is also cleared. The successful transfer of the document to IS-PS-CA is logged in the document reference (table FMOPBL in IS-PS-CA)

When the posting has been made successfully in IS-PS-CA, the document in EA-PS is cleared and the pay flag is set.

Posting in IS-PS-CA and clearing in EA-PS is carried out in G/L account set up for this interface "clearing IS-PS-CA". It is cleared again in the transfer of the totals records in EA-PS.



© SAP AG 2002

Integration: Unit SummaryI

This unit explained the expenditure and revenue processes that are integrated in Funds Management.The core processes in Purchasing, Payroll, Travel Accounting, and Asset Accounting were examined.The integration of Controlling and the project system with Funds Management was explained.The final topic was the integration of Plant Maintenance and Sales and Distribution with Funds Management.



Integration Exercises



Unit: Integration Topic: Procurement in MM Without Warehousing


• Map a procurement process when using the Materials Management component, but without including Warehousing

• Use the functions of Materials Management to represent your procurement processes.

• Post purchase requisitions and purchase orders.

In addition to the EDV equipment already purchased, your project group XX must also order 1000 discs. New discs are continually ordered by your government agency and they are used straightaway.

1-1 To notify the Procurement department of this requirement, enter a purchase requisition for 100 discs. The

consuming account assignment is already known. So make your posting using the account assignment category for the cost center. You use the fund “GENERAL”.

Document type: Purchase requisitions

Acct assignment cat: K

Material number: D-100

Requested quantity: 100 units

Delivery date: 15.MM+1.200Y

Plant: 90##

Storage location: 0001

Purchasing group: 003



In the line item detail display, enter the following additional account assignment:

G/L account: 400000

Cost center: C15

Funds center: C15

Fund: GENERAL

Document number:.....................................

1-2 Create a purchase order from your purchase requisition.

Document number:.....................................

1-3 Use the Reporting function in Funds Management to view the line items belonging to your funds center, and search for your purchase order document.

Unit: Integration Topic: Procurement in MM with Warehousing


• Post purchase orders to a warehouse funds center.

• Post goods movements with budget relevance.

• To represent your warehouse procurement, you are using a warehouse funds center, which should be credited when goods are issued.

Computer mouse devices are constantly needed for the work process, regardless of what your project is. These are therefore stored and financed in advance from the government agency’s budget.

2-1 Check whether the “Budget” fund was defined as the default value in warehouse funds center D1, if not, set it as the default value.

2-2 To restock the warehouse, order 100 computer mouse devices from your vendor Miller.

Vendor: Miller



Purch. organization: 90XX

Purchasing group: 001

Delivery date: 15.MM+1.200Y

Plant: 90XX


Material number: M-100

Quantity: 100 units

Net price: 10 UNI

Fund: GENERAL

Document number:..........................



2-3 Post the goods receipt:

Document number:..........................

2-4 Issue 100 items for project C15.

Movement type: 201

Plant: 9000


Funds center: C15

Commitment item: 80030 (fixtures and fittings)

Cost center: C15

Fund: GENERAL

Material: M-100

Quantity: 100 units

2-5 Check whether the warehouse funds center was credited, and whether your funds center C15 was debited.

Warehouse funds center: D1 in the “BUDGET” fund

Funds center: C15 in the “GENERAL” fund

Unit: Integration Topic: Asset Accounting Integration

At the conclusion of these exercises, you will be familiar with:

• Using component Asset Accounting together with Funds Management

• You are a member of the Assets Management division of the financial accounting department. It is your job to enter asset acquisitions and retirements, together with depreciation and valuation adjustments. In so doing, you must monitor the availability of funds for the relevant transactions.

A new PC needs to be purchased for department A1. Budget exists and the asset master record has already been created.



3-1 Post the asset acquisition to the vendor account Vendor: Miller Amount: 3.800 UNI Posting key debit: 70 Fixed asset account: 400,000 Transaction type: 400,000 Transaction type: 100

3-2 Check whether a budget relevant activity exists in the Customizing settings for Asset Accounting.

3-3 Which Funds Management account assignment is debited?

3-4 View the effect of posting in the Funds Management information system. Call up program “Line Items – Commitments/Actuals Overview”.



Unit: Integration Topic: CO Integration


• Explain the differences between the costs and benefits view in Controlling and the revenues and expenditures view in Funds Management.

• As a member of the Controlling section in the Finance Department, it is your job to assign costs based on usage using various allocation methods. When doing so, you also have to monitor funds.

Telephone costs of 5,000 UNI were incurred in the "Administration" department. They were collected in cost center CI. At the end of the period, these costs will be distributed to cost centers C11, C12, C13, and C14 based on the number of "employees" in each center.

4-1 In order to reconstruct the data from the assessment of telephone costs in Funds Management, the assessment cost element 500301 (“Telephone costs”) must have been assigned to commitment item 50030 (“Postage and communications expenses”). Check whether you have made this assignment during the master data exercises.

4-2 Carry out the assessment in Controlling. (Accounting - Controlling – Cost Center Accounting – Period-End Closing – Single Functions – Allocations – Assessment) Period: 1 to 12 Fiscal year: 200Y No test run cycle: Assessment of telephone costs => execute

4-3 Check the activity in the Funds Management information system. Call up line item program “Commitments/Actuals – CO Postings”.



Integration Solutions



Unit: Integration Topic: Procurement in MM Without Warehousing

1-1 Logistics – Materials Management – Purchasing – Purchase Requisition - Create


Doc. type Purchase requisitions Open the line item overview

Account assignment category Cost center

Material D-100

Requested quantity 100

Delivery date 15.MM+1.YYYY

Plant 90##

Storage location 0001

Purchasing group 003 Open the line item detail window

Cost center C15

Funds center C15

Fund GENERAL Save

1-2 Logistics – Materials Management – Purchasing – Purchase Order– Create – Vendor/Supplying Plant Known

Document overview. Selection variant -> My purchase requisitions. Select the purchase requisition number and choose Transfer.


Purchasing organization 90XX

Purchasing group 009

Vendor Miller

Tab page (header): Delivery/invoice:

UNI



Currency

Item overview:

Net price

30

- Order - Save

1-3 Accounting - Public Sector Management - Funds Management – Information System – Line Items - Commitments/Actuals – All Postings



Unit: Integration Topic: Procurement in MM with warehousing

2-1 Accounting – Public Sector Management - Funds Management – Master Data – Funds Center – Individual Processing - Change

2-2 Logistics – Materials Management – Purchasing – Purchase Order– Create – Vendor/Supplying Plant Known


Transaction Standard purchase order

Vendor Miller

Open the header and enter the following values in the tab page Org Data.

Purchasing organization 90##

Purchasing group 003

Company Code 90##

Then, in the item overview

Material M-100

Quantity 1000

Delivery date 15.MM+1.200Y

Net price 10 UNI

Plant 90##


Save

Document number.........................



2-3 Logistics – Material Management - Inventory Management - Goods Movement – Goods Receipt – For Purchase Order – PO Number Known - Enter your purchase order number and choose Enter.

- Flag item with “OK”

2-4 Logistics – Materials Management – Inventory Management – Goods Movement – Goods Issue


Transaction type 201

Plant 90##


Cost center C15

Funds center C15


Fund GENERAL

Material M-100

Quantity 100

Save

2-5 Accounting – Public Sector Management - Funds Management – Information System - Line Items – Commitment /Actual - All Postings You can call up line items and summary reports. Note that during this check warehouse funds center D1 is credited in the “BUDGET” fund.



Unit: Integration Topic: Asset Accounting Integration

3-1 Accounting – Financial Accounting – Fixed Assets – Posting – Acquisition – External Acquisition – With Vendor



Vendor Miller

Amount 3.800

Tax code V0

Debit posting key 70

Asset account 400000

Transaction type 100

Amount 3.800 Save

3-2 Tools - Customizing – IMG – Project Processing – SAP Reference IMG – Public Sector Management – Actuals and Commitment Update/Integration – Integration –Integration with Asset Accounting – Flag Transaction Types as Budget Relevant Check transaction process 100 for budget relevance



3-3 Accounting – Financial Accounting – Fixed Assets – Asset – Display – Asset


Assets 400000

Subnumber 0

Company Code 90##

For general data: Double click on the account determination => Company code segment of the G/L accounts on the tab page "Entry/Bank/Interest" => Commitment item defined For time-data: Cost center. The cost center is linked with a funds center by the assignment table.

3-4 Accounting – Public Sector Management – Funds Management – Information System – Line Items - Commitments/Actuals – All Postings

Unit: Integration Topic: CO Integration

4-1 See exercise 5 of the unit on master data: Account Assignment Derivation


Cost elemt 500301


4-2 Accounting - Controlling – Cost Center Accounting – Period-End Closing – Single Functions – Allocations – Assessment


Period 1 to 12

Fiscal year YYYY


Cycle Assessment of telephone costs



4-3 Accounting - Public Sector Management - Funds Management – Information System – Line Items - Commitments/Actuals – CO Postings



© SAP AG 2003

Updating: Objectives

At the conclusion of this unit, you will be able to:List Funds Management's dialog functions with other application components

Determine the way VAT is handled and how the carryforward level for carried forward commitment documents is used.

Specify the control options when using the update profile.

Explain technical updates on the basis of financial transactions and value types



© SAP AG 2002

Update: Overview Diagram



BudgetingBudgeting



UpdatingUpdating

Cash DeskCash Desk


ReportingReporting

AppendixAppendix



© SAP AG 2003

Dialog Functions

Travel expenses field statusPayroll field status

Budget relevance of transaction types

G/L account field statusPosting field status

Purchase order field statusBudget relevance ofmovement types

Acct asst block

Field selection stringRequest postings

How do you enter account assignments?

Are the postings relevant to Funds Management?

FIFI

EAEA--PSPS

HRHR

AAAA MMMM

The field status setting determines whether the input fields are required, optional, or for display only. You maintain the field statuses for FM, FI, MM and HR in the respective applications.

The Funds Management update determines what account assignment information, if any, is necessary, based on the transaction used and the commitment item control. It does this regardless of the field status definitions.

By defining your own account assignment block, you can bring together all the necessary account assignment information in the sequence best suited to your needs.

Asset and Materials Management use transaction types. As in this module, budget-relevant and not budget-relevant postings can be triggered for the same G/L account, you use a transaction type to define whether a posting is relevant to the budget or not.

You can change the field status, account assignment block or budget relevance at any time in a productive system. Make sure those using the system are kept informed of any changes in order to avoid any incorrect postings.



© SAP AG 2002

Basics of updating

Update control Customizing transaction (OFUP) is used for

Warehouse concepts

Dealing with taxAccount assignmentDefining the carryforward level

Additional update control is defined in profiles:Budget category, budget year and period

Date of update



© SAP AG 2003

Posting in FinancialAccounting

Expense

100

VAT

16

Payables

116

Update in Funds Management

VAT gross (Default)

ExpendituresExpense

ExpendituresExpense

ExpendituresExpenseTax

VAT net

VAT separate

116

100

10016

II

IIII

IIIIII

Handling Tax

FIFI EAEA--PSPS

There is a connection between the form of tax update you choose, the budgeting in your organization, and its fiscal situation: If your budget figures include both the expenditures and the corresponding tax, and you are not required to record the tax portion of your expenditures separately, you can use gross update. The tax amount is then included in the expenditure commitment item. Availability control then makes checks against the gross budget amount for the expenditure item. Note that you cannot define a funds center in the master record of the tax commitment item which is also required in the gross update for technical reasons.

If you can receive goods and services without tax, choose the net update. The availability control then checks against the net amount of the expenditure.

If you need to display the taxes separately, select the separate update. The tax amount in Funds Management is then posted to the commitment item defined in the G/L account and an availability control for the tax amount is carried out. If you do not want the tax checked by availability control, you must define exception tolerances so that no check takes place.

The settings apply to the whole FM area. Note: The setting "Separate VAT" is recommended for the customer group German Government. The expenditure postings can be made without a tax code because the tax portion does not have to be displayed. It is then possible to compare it with the CO data (in the case of postings with tax, the tax amount would not be updated in CO and could not be compared with FM and CO.



© SAP AG 2002

2000 2001 2002

Reservation 4711

Reservation 4711

Carryfwd

Invoice 2011 forres. 4711

Carryfwd

- Carryforward level (CFLEV) selection

Carryforward Level

The carryforward level field allows you to flag follow-on documents (such as invoices) whose preceding documents (earmarked funds, for example) have been carried forward to the following year as a result of fiscal year change. The carryforward level is passed on to all follow-on documents. This makes it possible to display business transactions relating to transactions carried forward from the previous year separately in Reporting.

You must select the field "Use Invoices for Determination" when you activate the solution "German Government". This ensures that the transactions carried forward from the previous year are displayed correctly in Reporting. You should not select the field "Use Commitment for Determination".



© SAP AG 2003

Parameters / Control

• Budget category (PB, CB)• Year / Period

Document type Date

Value typecontrol

AnnualControl

Annualcontrol

Datecontrol

Budgetcontrol

Profile

Controlling Update Profiles

For each document (value type), update profiles determine: - The relevant date for the update in Funds Management (due date or posting date) - The budget category that is updated (payment budget and/or commitment budget) - Whether the update is only statistical (without availability control) - The budget year that is updated.

The date of the update and the stipulation whether the update is statistical can be set independently of the profiles. This also means that it is possible to override the settings in the profile.



© SAP AG 2003

Profile000100

Profile000500

Profile000200

GenerallyAvailable

Profile000101

Profile000350

Profile000102

Profile000400

Update Profiles

Only for Special Customer Groups

Profiles in the EA-PS system: Profile 000100 Update Payment Budget with Due Date, Payment View (RFFMS200) Profile 000101 Update Payment Budget with Posting Date, Payment View (RFFMS200) Profile 000102 Update Payment Budget with Posting Date, Without Payment View Profile 000350 Separate Budget Lines for Payment/Commitment Budget Profiles 000200 (Netherlands), 000400 (German Local Authorities) and 000500 (Canada) are provided to meet the requirements of specific customers and therefore only released for them.



© SAP AG 2003

Commitmentbudget

X(2) : Updating with due date

If no differentiation is made between business transactions, only one budget category is updated.

Update profile000100

Paymentbudget

X(2)

X(2)

X(2)

X(2)

X(2)

Update Profile 000100

Commt /Actual

Purchaserequisition

Purchase order

Invoice

Payment

Fundsreservation

The update takes place in Funds Management for the year and period in which the business transaction is relevant to the budget.

The year and period of the update in Funds Management are derived from the document date. For example, a purchase order posted in 2002 with a due date in 2003 will consume budget in budget year 2003.



© SAP AG 2003

Paymentbudget

Commitmentbudget

X (1) : Update with posting dateX(2) : Update with due date

X(1)

X(2)

X(1)

X(1)

X(1)

X(1)



Commt /actuals

Purchaserequisition

Purchase order

Invoice

Payment

Fundsreservation

Commitment Budget: Separate for each Fiscal

Year

Payment Budget:Separate for eachFiscal Year

The funds assigned to a purchase order are checked against the commitment budget for the year given in the posting date.

The funds assigned for an invoice are checked against the payment budget and the commitment budget for the year given in the posting date.

The payment is checked in the payment budget for the year specified in the due date.



© SAP AG 2003


Paymentbudget

Commitmentbudget

Payment Budget:Separate for eachFiscal Year

Commitment Budget:One for all Fiscal

Years


X(2)

X(2)

X(1)


X(2)

X(1) X(2)

X(1) X(2)

Commt /actuals

Purchaserequisition

Purchase order

Invoice

Payment

Fundsreservation

In Funds Management, payment budget updating takes place in the year and period in which the business transaction is relevant to the payment budget.

Funds Management updating takes place in the year and period in which the business transaction is relevant to the budget.

- Therefore, earmarked funds posted in 2002 with a due date in 2003 will use: Payment budget in 2003 and Commitment budget from 2002

This profile is used primarily by administrations in the Netherlands.



© SAP AG 2003


X(2)

Paymentbudget2002

Commitment Budget

2002 ->2003

Commitment Budget:Separate for eachCombinationCommitment Budget of Year /for the Year

Payment Budget:Separate for each Fiscal Year


X(1)

X(1)

X(2)


X(2)

X(2)X(2)

Commt /Actual

Purchaserequisition

Purchase order

Invoice

Payment

Fundsreservation

Budget Year

20022003

20022003

2002

2002

2004

Commitment Budget

2002 ->2004

The budget category is updated depending on the year of budget relevance. If the business transaction is relevant for the budget in the current year, only payment budget will be used in the current year. If the business transaction is relevant for the budget in future years, the commitment budget in the current year which is relevant for the given future year will be used.

- Therefore, if earmarked funds that have been posted in 2002 with a due date in 2004, only the 2002 commitment budget for 2004 will be used.

This profile is only released for the customer group "German Government".



© SAP AG 2003

Budget1999

Pymtbudget

19991000

2000500

2001500

2002500

Cmmt Budget Budget2000

Pymtbudget

20001000

2001500

2002500

2003500

Cmmt Budget

Posting Date Due Date12/15/1999 12/31/1999

Posting Date Due Date01/15/2000 05/01/2002

Update Profile 000400: Example of EarmarkedFunds

The posting period is controlled by the posting date (fiscal year). The assignment to the corresponding budget category is carried out with the due date.



© SAP AG 2002


Commitmentbudget

Paymentbudget

The budget category chosen depends on the progress made in the business processUpdate

profile000500

Commt /Actual

Purchaserequisition

Purchase order

Invoice

Fundsreservation

Payment

All commitments and invoice documents consume only commitment budget. Only payments (including down payments) use payment budget. Active availability control takes place during the payment run.

- The check takes place while the payment proposal is being created. - Any changes made to the payment proposal are updated accordingly in EA-PS.

Manual payments are displayed online as payments in the budget. This profile is used primarily by the Canadian Government. For other customers to use this profile, it must be released by the IBU Public Sector Product Management team.



© SAP AG 2003

Statistical Update

Commitment item flagged as statistical in the master recordCommitment item cannot be budgeted

Document item flagged as statistical in the earmarked funds document

Funds block, funds reservation, funds precommitment, funds commitment

Transaction type flagged as not relevant to the budget in Materials ManagementTransaction type defined as not budget relevant in Asset AccountingPosting in CO, when posting integration is active and budget assignment indicator is deactivatedThe value type is defined as “statistical” in the update profile

Statistical postings are updated in Funds Management without active availability control. You can display statistical postings separately in the information system. Statistical updating can also be performed using user exit EXIT_SAPLFMFA_001, package FMFS.



© SAP AG 2003

Purchase Order

02/01/2002 UNI 500

Change to 60003/05/2002

Funds Management Line Items

Purchase Order 01 500

Purchase Order 03 100

Value Type Text Period Amount

Period-Based Encumbrance Tracking

In principle, you assign the relevant update profile to your FM areas. You can override certain settings for the assigned update profile in another Customizing transaction.

For each update profile, you can determine the document date that should be entered for specific value types when assigning the period for commitment data and actuals data in Funds Management. You can choose to make period assignments on the basis of the posting/document date, due date or delivery date.

In another step, you can choose between year-based or period-based encumbrance tracking. Fiscal-year based encumbrance tracking has the effect that document changes are not logged by relevant data records, instead the original is simply overwritten. The advantage of this is that it minimizes the volume of documents generated.

Period-based encumbrance tracking allows you to record all document and account assignment changes. Each change leads to a complete entry in table FMI0I under the Change amount type. Logging document changes for each period leads to approximately three times the volume of data produced by fiscal year-based encumbrance tracking. To be able to use period-based encumbrance tracking, you must be using an update profile that updates the commitment value types for a posting date. As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you can derive the FM posting date for the period-based encumbrance tracking (PBET) using the version posting date of the purchasing document (purchase requisition and purchase order).



© SAP AG 2002

Financial Transactions and Value Types

Updating

Financial transacts

Value

types

Only:

3030

60

60

90

66

Transfer posting

54

Invoice

57

Payment

RFFMS200Have invoices been cleared?

57

Payment

30 AZBU

90

61

Down payment

30

90

54 Invoice +57 Payment

The value type determines how a posting is displayed in Reporting. A posting with a value type 54 for example will be displayed as an invoice.

The financial transactions of the commitment items involved in a posting determine with which value type a posting is updated.



© SAP AG 2003

Updating: Unit Summary

Update control is carried out in accordance with the settings in Customizing for warehouse concepts, tax handling and so on, and the settings in the update profile.The carryforward level selects carried forward documents.They pass on this flag to follow-on documents.Update profiles specify the relevant update date,budget category and budget year, and determine whetherupdate is only statistical.Technical updating is controlled by means of financialtransactions and value types.If no posting lines exist containing a commitment itemwith financial transaction 30, no update is carried out.



Updating: Exercises



Unit: Updating Topic: Update Profile and Technical Updates


• Explain the functions of the update profile and financial transactions

• Decide whether the proposed update profile meets the requirements of your organization.

1-1 Which update profile are you using in your FM area in the training system?

1-2 Which budget category are you using?

1-3 On which date will the invoice be updated in Funds Management?

1-4 Will the payment also be updated in Funds Management?

1-5 Can your update profile be overridden?

1-6 What controls the financial transaction of the commitment item?

1-7 Which financial transactions must you use when posting an invoice so that the posting is updated as an invoice in Funds Management?



Updating: Solutions



Unit: Updating Topic: Update Profile

1-1 Update profile 000101 is used

1-2 Payment budget

1-3 Go to transaction SE38 and call program RFFMMONI. Find your FM area and click on your update profile. Value type 54 (invoice) is updated with posting date (B) in Funds Management.

1-4 Value type 57 (payment) is updated with posting date (B) in Funds Management.

1-5 Funds Management Government - Actual and Commitment Update/Integration - General Settings - Override Update Profile

There is no entry for update profile 000101, in other words, the update corresponds with RFFMMONI.

1-6 The financial transactions included in a posting control whether a posting is updated in Funds Management and if it is updated, how it is updated (as an invoice, payment…).

1-7 Financial transaction 30 and 60 must be used.

A commitment item must be assigned to the reconciliation account of the subledger account with financial transaction 60.

A commitment item must be assigned to the expense/revenue account with financial transaction 30.



© SAP AG 2002

At the conclusion of this unit, you will be able to:To describe the conversion of most cash desk processes in the R/3 system.

Execute all cash desk process steps in the R/3 system.

Make the necessary settings for the cashdesk area.

Cash Desk: Objectives



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Cash Desk: Overview Diagram



BudgetingBudgeting



UpdatingUpdating

Cash DeskCash Desk


ReportingReporting

AppendixAppendix



© SAP AG 2003

Dunning procedureDunning recipientDunning blockLast dunning noticeDunning levelDunning processor

Dunning AreasDog License

Revenue Type Dog

Revenue Types and Dunning Areas


Customer Master Record

The defined revenue types can be assigned to an account group, a commitment item, an object class and a dunning area.

Assigning a revenue type to a commitment item makes it possible to derive the necessary commitment item from the revenue type during the fast entry of incoming payments.

When defining revenue types, you can determine whether these dunning charges should be calculated. In this way, the revenue type "dunning charges" for example can be excluded from the calculation of a dunning charge.

The dunning area is not derived from the revenue type defined in Customizing when posting dunning interest or dunning charges. The dunning area of processed documents is transferred instead. This ensures that dunning charges are dunned with the next dunning runs, together with the documents from which they came.

If you want the dunning area derivation from the revenue type used with the posting, you can use business transaction events.



© SAP AG 2003

Public Law Post. RT D. Chrg. Doc. Type D. Chrg. DueDunn. Proced. Dunn. Chrg.

Dunning Procedure 0001

X Dunning Charge DR

General Additional Data (FM) for Dunning Procedure

100

Currency EUR

10,00 1.000,00 1,00

Additional Data for Public Law Dunning Procedure

X


Basic Amnt Max. Dunn . D. Chrg % Rdg DAmnt Rdg DChrg Dwn Up

X

Dunning Charges: Public Law

1

100

The calculation of charges can be activated for each dunning procedure in Funds Management Customizing. The revenue type for deriving the commitment item and the FI document type for the posting are also defined here. Dunning charges are then calculated according to the specific logic of public sector accounting.

If you enter a base amount, it is possible to control dunning charges differently depending on the size of the overdue items: If the due dunning amount is less than the base amount defined, then only the dunning charge is collected.

For larger receivables, percentage-based dunning charges are also incurred. The maximum dunning charge is restricted to the dunning charge for a given amount. If you enter rounding units, dunning charges are calculated on the basis of a rounded base amount. If you want the dunning charge to be rounded up to the nearest US Dollar, you should enter rounding unit "100", since US Dollars are calculated to two decimal places.

For the due date of the dunning charges you can choose between the following data: Issue date of the dunning notice Due date of the original document next working day after due date of the original document Issue date of dunning notice plus payment deadline

You can define whether the dunning charges are rounded up or down. Dunning charges are posted during the dunning printout.



© SAP AG 2003

1

Basic Amount Max. Dunning Dunn. Chrg % Rdg D.Int. Down Up

1000010,00 1.000,00 1,00

Currency EUR

Additional Data for Public Law Dunning Procedure



General Additional Data (FM) for Dunning Procedure

X Dunning Intr. DRX

Public Law Post D. RT D. Int. Doc. Type Dunn. Int. DueDunn. Proced. Interest

X

Dunning Interest: Public Law

The calculation and posting of dunning interest can be activated for each dunning procedure in Funds Management Customizing. The revenue type for deriving the commitment item and the FI document type for the posting are also defined here. Dunning interest is then calculated according to the specific logic of public sector accounting.

Dunning interest for public law dunning procedures is always calculated on the basis of started months. Irrespective of the dunning procedure, dunning interest is always calculated relative to the last dunning run in order to prevent dunning interest from being calculated more than once.

For the due date of the dunning charges you can choose between the following data: Issue date of the dunning notice Due date of the original document next working day after due date of the original document Issue date of dunning notice plus payment deadline

If you enter rounding units, dunning interest is calculated on the basis of a rounded base amount. If you want the dunning interest to be rounded up to the nearest 10 US Dollars, you should enter rounding unit "1000", since US Dollars are calculated to two decimal places.

You can define whether the dunning charges are rounded up or down. Dunning interest is posted during the dunning printout. You can define a grace period in days or months (depending on the document type) when calculating dunning interest as of SAP R/3 Enterprise Public Services (EA-PS 1.10). Therefore it is possible to define a grace period for each payment type (for example cash payment, bank transfer).



© SAP AG 2003

Invoice

Payment

Invoice

PaymentRFFMS200

Payment PaymentRFFMS201RFFMS201

Payment Selection

FIFIEAEA--PSPS

Payment selection must be activated before use in Customizing. Only those clearing payments containing a commitment item with a financial transaction >= 80 are updated.

Payments without an invoice reference can be transferred into Funds Management using program RFFMS201.



© SAP AG 2003

Payments with Invoice Reference

Enhanced Function

Possibility to Balance payments in FM

with payments in FI

Enhanced function

- Longer runtime

- Posting restrictions

Original Function

Shorter runtime

No known posting restrictions

- No enhanced function


When activating the payment selection, you can choose whether you want to work with the original or the enhanced function. If you have been using the payment selection in FI-FM or IS-PS until now, your customer area determines your choice. For more information, see note 360667.

If you use the enhanced function you can see in Funds Management with which payment the invoice was cleared, whereas the original function only showed that the invoice was paid. If you use this function the runtime is longer and the posting options are more restricted in the enhanced function.



© SAP AG 2002

Enhanced Function - Additional Functions

Controlling parallel processing

...... Check for identical fiscal years

......

......

Processing mode

Activate splitting procedure

Update check / bank clearing


If you are using the enhanced function, you can activate the following additional functions: The splitting procedure splits the partial payment amounts in an invoice, that are distributed over several account assignments in proportion to the expenditure or revenue amounts in FM, into the corresponding FM account assignments.

If you activate check /bank clearing, payments that occur through a bank or check clearing are updated as statistical payment records. This payment record is reversed when clearing the posting lines in the bank clearing account and is updated as a real payment record.

The payment selection processing can be distributed over several dialogue processes, by using Controlling parallel processing, in order to reduce the total running time of the program.

As of SAP R/3 Enterprise Public Services (EA-PS 1.10) the check for identical FM fiscal years can be deactivated by the invoice and the corresponding payment. If this check is deactivated, payments for invoices that are in a previous FM fiscal year are updated in the current FM fiscal year during payment selection.

As of SAP R/3 Enterprise Public Services (EA-PS 1.10) payment selection no longer reads all open items and only the items that were entered on the entry date (day selection).



© SAP AG 2002

Enhanced Function - Posting Restrictions

Invoice

Payment

Invoice

PaymentRFFMS200

EAEA--PSPSFIFI

If the enhanced function is active, some posting restrictions are necessary to ensure that payments are correctly transferred into Funds Management.

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) posting restrictions are checked online during posting and a corresponding error message is issued. The following critical business transactions are prevented by definable error messages (message control).

- Missing payment reference (FICUSTOM 100) - Residual item / partial payment on payment (FICUSTOM 101) - Invoice and payment in different fiscal years (FICUSTOM 103) - Down payment clearing and transfer posting in one document (FICUSTOM 104) - Branched posting (FICUSTOM 105) - Special G/L indicator in invoices (FICUSTOM 106) - Cross-company code transactions between company codes with active and inactive Funds

Management (FICUSTOM 107) - Clearing reset of transfer postings (FICUSTOM 108) - Clearing reset in the completed FM fiscal year (FICUSTOM 109)



© SAP AG 2002

2002 Funds commitment 0100 51 250+

2002 Reduction record 0200 51 150-

Fiscal year Transaction Amount type Value type Amount

2002 Invoice 0100 54 150+

Payment in FI and payment selection RFFMS200

Payment view EA-PS Payment view EA-PS

2002 Reduction record 0200 54 -150

2002 Payment 0250 57 +150

Example Posting with Invoice Reference

In the first step, a funds commitment of 250 euros is created. Then an invoice of 150 euros is posted with reference to this funds commitment. The payment in FI is posted and program RFFMS200 is started. This creates the payment view in EA-PS.



© SAP AG 2002

Example Check / Bank clearing

Financial transactions

60

80Payment through bank clearing

RFFMS200

FM: Statistical updatepayment, value type 57

60

90

Bank postingRFFMS200

FM: real update ofpayment, value type 57

1

2

Financial transactions

In the first step, an invoice payment is made through a bank clearing account. The subledger account has financial transaction 60 and bank clearing account 80. This payment is updated statistically in FM with RFFMS200 of the payment selection.

In step two, the posting line of the bank clearing account, financial transaction 80 is cleared through a bank posting line - bank account has financial transaction 90. With RFFMS200, the statistical payment record is reversed and the invoice is updated in FM as a real payment record.



© SAP AG 2002

Payments without Invoice Reference

Payments without Invoice Reference

Delete documents when resetting

Funds center

Commitment item

D1

99996666

Reversal or delete


Program RFFMS201 posts posted payments in Financial Accounting without invoice reference in Funds Management.

Using this program means that these postings can be considered for example when comparing FM data with payments in other components. However, these postings are only updated statistically - no budget is assigned.

For statistical updates you must define a dummy funds center and a dummy commitment item. If an invoice reference is created when posting in other components, this program undoes the statistical postings, by: Reversing the documents or deleting the documents

Program RFFMS200 updates these payments in FM if they have an invoice reference.



© SAP AG 2002

Cash Desk Processing: Overview

Cash Desk Subledger


Cash desk doc. enteredCash desk

doc. entered

Cash deskdoc. releasedCash desk

doc. released

Cash DeskCash Desk

Vendor acct. Vendor acct.

Customer acct. Customer acct.

G/L accountG/L account

Read FI document

data/generate payment

block

Cash desk closing

Transfer to Fin. Accounting

1

3

2

Payments:- Incoming payments- Outgoing payments

Payments:- Incoming payments- Outgoing payments

EAEA--PSPS

FIFI

The cash desk represents a Funds Management cash desk subledger that is independent from Financial Accounting. In the cash desk, cash payments are first represented as entered cash documents. Separating the cash desk from Financial Accounting facilitates the immediate entry of documents while at the same time improving system performance.

The documents are set with status "released" with cash desk closing. Cash desk documents that have "Released" status can be transferred to Financial Accounting. In FI, cash payments entered in the cash desk subledger are posted to the given G/L accounts.



© SAP AG 2002

Customer/rev.typeVendorCommitment itemFunds centerFundG/L accountEarmarked fundsInvoice ref.

Company code Posting date

Acct assgmt

Cash Desk Processing: Documents

Entering and saving cash desk documents

PaymentPayment transactnAmount/currencyApplic. of funds

If you want to refer to a payment directly in an Accounting document when entering a payment, you can use a search help to find, for example, reference document number or request number.

Every cash payment is entered as a cash desk document in the cash desk subledger. When you save a cash desk document, it is recorded in the database. Saved cash desk documents cannot be changed, instead they must be reversed.

Cash desk documents can be released manually to allow them to be transferred to Financial Accounting. If a G/L ledger account is assigned to when you enter cash desk documents, e.g. with a balance reduction, the authorization for this account is checked. With this authorization check you can make sure that such payment transactions can only be carried out by certain cashiers..



© SAP AG 2002

CoCd Fis. Year Transact. Transact. Name Revenues Expend. Curr. Bal

9000 2000

Revenues

Expenditures

Calculated cash desk amount of previous day

New calculated cash desk amount

Actual cash desk amount entered

The cash desk is cleared

26.00- 26.00-AUSZ Outgoing pyt9000 2000 1,025.00EINZ Incoming pyt 1,025.009000 2000 50.00-BEST MIND Balance reduct 50.00-

949.0076.00-1,025.00*

1,025.00

76.00-

949.00

100.00

1.049.00

1.049.00

Cash Desk Processing: Closing Operations

Cash Desk Closing and Release

You can use the cash desk closing function each day to compare the entered calculated amount with the actual amount in the cash desk.

Cash desk closing automatically releases all cash desk documents. Once cash desk closing operations have been executed, they cannot be cancelled.



© SAP AG 2003

Cash Desk Processing: Transferring to FI

Prerequisite: Documents are released

Transfer 10 document(s)?

F8

Cash doc. withoutFI document no.

Cash doc. withoutFI document no.

Customer account100.00 UNI

Customer account100.00 UNI100.00 UNI

Clearing open itemsClearing open items

New open item New open item

Transferring to Accounting

Authorized

Subsequently post incorr. docsCompany CodeFiscal yearDocument numberCreated by

01002002

toto

Batch-input folder

Cash doc. withFI document no.Cash doc. with

FI document no.

Incorrect cash desk documents

Cash desk documents that have "Released" status can be transferred to Financial Accounting. In FI, cash payments entered in the cash desk subledger are posted to the given G/L accounts.

Incorrect payment transactions are written to a batch input folder. Corrections must be made in the batch input folder (carried out with the "Only Display Errors" setting).



© SAP AG 2002

Most Important Settings and Entries for Each Business Transaction

DebitDebitCreditCreditDebitDebitCreditCreditDebitDebitCreditCreditDebitDebit

IncomIncom. P. Act . P. Act DebDebOutg Outg P. Act P. Act DebDebIncomIncom. P. . P. InvInv. . RefRef..OutgOutg P. P. InvInv. . RefRef..Balance IncreaseBalance IncreaseBalance Decrease Balance Decrease Down Down PaymntPaymnt ONON

TransactionTransaction

DZDZKZKZDZDZKZKZSKSKSKSKDZDZ

D/C D/C IndInd..Statist.Statist.Trans.Trans.

DocDoc..TypeType

D/CD/CIndInd..

FI FI DocDocIndInd..

AcctStAcctStIndInd..

PymntPymntBlockBlock

XXXX--------AA

----XXXX------

XX--XX--------

----XXXX------

Cash Desk Processing: Customizing

RevlRevl..DocTypeDocType

DADAKAKADADAKAKASASASASADADA

Business transactions mapped with the cash desk must be defined in Customizing. Using the cash desk as a cash desk subledger, you can represent the following business transactions: Ingoing payment actual before debit/outgoing payment actual before debit Ingoing payment with invoice reference / outgoing payment with invoice reference. Balance increase/decrease Down payments



© SAP AG 2002

Customer Becker AG

Cashier Account

4 46.000

Revenue Account

Acceptance Request

Cash Desk

Monitor

2 CoCd Doc. no. Amount ...

Release

46.000 1

1

3

1 46.000 46.000 4

1 Acceptance request posted2 Save cash payment3 Release4 Transfer to FI

Payment Transaction

Cash Desk: Example of Incoming Payment with Invoice Reference

For an incoming payment with invoice reference, account assignment objects (commitment item, funds center, fund) are transferred from the request/ FI document. There is no functional area in the cash desk.

An FI document is posted in Accounting for the payment transaction in the cash desk subledger. Unlike the cash desk document, the FI document has two posting lines - the first is assigned to the cashier account, the second to the account assignment object in the cash desk document.

You define a cashier account for the cash desk user in Customizing.



© SAP AG 2002

The public law dunning procedure is derived from the dunning area of the processed documents.

For dunning interest and dunning charges, settings can be made for calculating and posting in public law dunning.

The payment view in Funds Management is created using program RFFMS200/RFFMS201.

Cash desk business processes are carried out in the form of subledger accounting.

Documents are entered and released in cash desksubledger accounting. After cash desk closing, documents are transferred to posting in Financial Accounting.

Cash Desk: Summary



Cash Desk: Exercises



Topic: Cash Accounting Topic: Manual Payment Posting

At the conclusion of these exercise, you will be able to:

• Post a manual payment with clearing and transfer the status ‘payment’ to Funds Management.

•

1-1 Post a payment receipt on bank account 113100 for vendor Miller in your company code. 8,000 UNI was paid. Assign the payment receipt to the corresponding open item of the vendor and post the payment with clearing.

1-2 View the effects in the line item report of Funds Management.

1-3 Start the payment conversion for your company code.

1-4 View the effects in the line item report of Funds Management.



Cash Desk: Solutions



Topic: Cash Accounting Topic: Manual Payment Posting and Transfer of Payment to Funds Management

1-1 Accounting – Financial Accounting – Accounts Payable – Document Entry – Outgoing Payment – Post


Document date Current Date

Company Code 90XX

Currency UNI

Bank data

Account 113100

Amount: 8000

Value date No entry

Open Items Selected

Account Miller

Confirm your entries with Enter.

Activate the open item of 8000 UNI and deactivate all other open items.

If the message “Correct flagged items” appears, double click on the document line and enter the current date in the field “due on”.

Post the payment receipt.




1-3 Accounting – Public Sector Management – Funds Management – Posting – Payment Transfer – Payment

Selection


Company Code 90XX

FI Fiscal Year 200Y

Execute the payment selection.




© SAP AG 2002

Overview

Schedule Manager

Monitor for Year-End Closing Operations

Transfer Posting of Residual Budget from Cover Pools

Carryforward Parameter and Carryforward Type

Carryforward Rule

Year-End Closing: Process Flow

Carrying Forward Fund Values

Year-End Closing



© SAP AG 2002

Year-End Closing: Objectives

At the conclusion of this unit, you will be able to:Understand the Schedule Manager

Describe the functionality of carryforwardparametersand carryforward type

Copy carryforward rules

Understand the process flow of commitmentscarryforward and budget carryforward in the R/3 system

Outline the procedure for a reversal of a commitment carryforward

Use the monitor to oversee fiscal year change / carryforwards



© SAP AG 2002

Although carrying out closing operations is not a technical requirement from the perspective of the R/3 System, your decision will affect:

- The budgets - Budget usage- The way in which commitments, actuals and budget are

dislayed in reporting

If you do not carry out closing operations:- Actual values are not carried forward for funds with annual

values

- Open commitments documents remain in the old year

- Residual budget in the old year is not available for activities in the new year. It is simply forfeited

Result (example): A funds reservation from 2002 is reduced in 2003 by a purchase order. The purchase order only consumes budget for 2003.

Year-End Closing: Overview



© SAP AG 2003

Flexibility of regulations

Decentralized budget management

Incentive for thrift

Economic efficiency

No December rush

...

Year-End Closing: Overview

The scope of year-end closing is largely determined by the legal framework of the organization. Specific legal rules and/or internal organizational regulations can be represented in the SAP system. If residual budgets can be carried forward to the following year, this can be an incentive to plan budget more economically. A regulation could be put in place where the department itself decides how to used "saved" funds.

If it is possible to carry forward funds this can easily reduce "December rush".



© SAP AG 2002

31.12.

Old Fiscal Year New Fiscal Year

Residualbudget

Open commitments

Carry forwardresidual budgetfrom old fiscal year

Carryforward open commitment

Maintaining carryforward rulesTreatment of special casesTechnical process

Year-End Closing

The activities for the fiscal year change in Funds Management must be started at an early stage. For budget carryforward:

- The carryforward rules to be applied must be defined For carryforward of open commitments:

- The carryforward rules to be applied must be defined - Open items that are no longer going to be cleared in the current year not are they to be carried over to the next

year, should be closed or deleted (such as deleting purchase requisitions, canceling reservations, resetting purchase orders and notifying the vendors).

Technically year-end closing activities are not necessary. But they are used in order that the budget and commitments are correctly displayed in reporting. If you do not carry out the activities, then:

- Any unused budget remains in the old year and cannot be used in the new year - Open items are reduced correctly in the old year as soon as they are processed in the new year

Since Funds Management is integrated with other modules, you should consider the year-end activities of these other modules and the effects they have on Funds Management when you are planning the fiscal year change in Funds Management. There is no link to the activities of the other modules from a technical system point of view.



© SAP AG 2003

Actual residual budgetOpen commitments

(+ associated budget)

Resid. bdgt

1000500 0

Actual

300065002000

Commt

1000

1000

Curr. bdgt

50007000 3000

Item

MATHREDP

Year-End Closing

Report: Funds center Institute for Med. Research as of 31.12.02Period 01 - Period 12

When carrying out fiscal year change, you must process both open commitments with the associated budget and actual residual budgets.

Open commitments include: - Purchase requisitions from Materials Management - Purchase orders from Materials Management - Earmarked funds from Funds Management - Invoices (only when updating on a payment basis)

A budget is linked to these commitments in each case. It is known as an associated budget. As opposed to the associated budget, an actual residual budget is not linked to any kind of commitment. Actual residual budget = current budget - assigned budget (by actuals) - budget associated with the current commitments.

Fiscal year change only processes the effects Funds Management has on commitments belonging to the other modules. The original documents are not changed nor do they provide an explanation as to the fiscal year change activities which have taken place in Funds Management.



© SAP AG 2002

Schedule Manager

Creating the carry-forward rules

August 20

Mail toresponsibleperson

Closing open commit-ments

Mail toresponsibleperson

Carry-forward ofopen items

August 25 December 18 December 19 December 30

The Schedule Manager is a tool to monitor, plan, and coordinate year-end closing activities You can set up a task plan for carrying out all year-end activities. You can plan the tasks on a daily basis.

A task plan can consist of: - Transactions - Manual starting of reports - Planning of jobs - Sending e-mails - ...



© SAP AG 2002

Display and maintain:• Parameters• Customizing settings for each

FM area, year, value type • Rules

Commitment

Budget forCommitment

Residual Budget

Default Settings

Information:For which objects areyear-end closing operations allowed?

Monitor

The closing operations monitor - offers a quick overview of all relevant system settings - allows the settings to be displayed in detail and you can also branch directly from the monitor to the

relevant Customizing or area menu settings You can display and maintain entries. Information is provided regarding:

Whether the default settings allow the carryforward for commitments and budgets Carryforwards of commitments and budget for commitments (for payment and commitment budget, depending on the update profile) that are permitted for each value type and those that are not permitted as well as any carryforward parameters that apply

Carryforwards of residual budget permitted / not permitted and the underlying parameters - Displaying and maintaining assignments of parameters to rules (Customizing)



© SAP AG 2002

Transfer Posting of Residual Budget from CoverPools

Cover Pool

Resid. Bdgt5000 EUR

Commitment Item

Funds Center

Fund

Functional Area

Budget Subtype

Transfer Posting Resid. Bdgt5000 EUR

FM Account Assignment

Residual budget on FM account assignments of a cover pool, can be grouped in an FM account assignment.

The residual budgets can then be carried forward by the "group assignment". The functionality "Transfer Posting of residual Budgets from Cover Pools" is only available in former budgeting. Therefore the account assignments funded program and Grant are not available.

Note: For technical reasons the report " Write-Off Cross Assignment" must be executed before "Transfer

Posting of Residual Budgets from Cover Pools".



© SAP AG 2002

Carryforward Type

Carryforward Type

Acct assignmentchange?

• yes• no

How much budget?

Number of receivers ?

• one• several

• 100%• distribution

as required

• You can use the carryforward type to determine if account assignment changes can be made at fiscal year change, how many receivers will be allowed and how much budget may be carried forward.

• There are four carryforward types:

Types 10 and 20 can be used for commitment carryforwards and budget carryforwards. - Type10 (no account assignment change / one receiver / 100%) - Type 20 (account assignment change / one receiver / 100 %)

Types 30 and 40 can only be selected for budget carryforwards Therefore, only when you are handling budget carryforwards, is it possible to:

- Type 30 (account assignment change / one receiver / distribute as required) - Type 40 (account assignment change / N receiver / distribute as required)



© SAP AG 2002

ResidualPayment Budget

Parameter 2: ResidualCommt Budget

Parameter n: Funds Reservation

Change acct asst?

No

Permitted

Permitted

Permitted

Change acct asst?

No

Permitted

Sender / Receiver

1 Receiver

1 Receiver

1 Receiver

n Receiver

Sender / Receiver

1 Receiver

1 Receiver

% Carryfwd

100 or 0%

100 or 0%

Arbitrary

Arbitrary

% Carryfwd

100 or 0%

100 or 0%

10

20

30

40

10

20

Type

Carryforward Budget

Commitments Carryforward

Art


If you want to work with carryforward types, you have to create a carryforward parameter in Customizing.to which you have to assign a carryforward type.

The following scenario would be possible. One parameter is created for each value type. As a result, a carryforward type can be individually assigned to each value type and therefore carried forward individually. (For example it is possible to change the account assignment of funds reservations, however you cannot do so for purchase orders)



© SAP AG 2002

Carryforward Budget

A carryforward parameter must existDefine the final percentage of the carryforwardof budget for commitments and residual budgetDefine sender/receiver relationship

Commitment Carryforward

A carryforward parameter must existDefine carryforward as 100% or 0%Define sender/receiver relationship

Carryforward Rule

To create carryforward rules for the commitment carryforward / budget carryforward, a carryforward parameter must exist.

In the carryforward rule you determine for which account assignments the carryforward parameter is valid. Depending on the carryforward parameter, you can determine the account assignment changes and the amount of the budget that can be carried forward.

Sender and recipient addresses must be valid in their respective years (sender in the old year, recipient in the subsequent year)



© SAP AG 2002

Sub Lvl Funds center / Commt item Percentage

+ 1 * * 100%

+ S * 100%

+ * 40000 . . .

...

This level is sub-divided

*.* - Entry only appears if you have not restricted the selection in any way

All commitment items in center S All funds centers in

commitment item 40000

You are in level 1

All funds centersand commitmentitems

Maintaining Carryforward Rules

Carryforward rules are valid for: ● each fund ● each functional area ● each fiscal year

Depending on the carryforward parameter (carryforward type), percentages of between zero (meaning nothing is carried forward) and 100 (meaning everything is carried forward) are permitted.

The last two lines indicate the need for you to regulate priorities for the fiscal-year change. You can do this for each FM area in Customizing in Basic Settings.



© SAP AG 2003

Copy Rules

FM Area

ReferenceParameter

YearObjective

Parameter

Year

Copy Rules• for each

parameter• to a sub-

sequent year

9000

Copying Carryforward Rules

1:1_2002

1:1_2003

2002

2003

Carryforward rules can be copied from one year to another. This makes year-end closing operations easier if you have made basic changes to your structures.

The carryforward rules for each parameter and FM area are copied. The set of rules defined is copied from the parameter of a previous year to a parameter of a subsequent year. The parameter for the following year must have already been created and assigned to a carryforward type.

Copied values can be overwritten. A test run can be executed.



© SAP AG 2002

December

31

* When updating on a payment basis

Purchase requisitions

Purchase orders

Earmarked funds

Invoices*

Purchase requisitions

Purchase orders

Earmarked funds

Invoices

Carrying ForwardOpen Commitments

Since the budget linked to commitments is included when calculating the actual residual budget, you should carry forward the commitments before carrying forward the budget. Otherwise you have to repeat the calculation and carrying forward of the budget so the budget carried forward can be displayed correctly.



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2003

Cmmt

Carryforward Procedure for Commitments

Per Default:Carryforwardallowed

Define:Carryforward allowed for each FM areafiscal yearvalue type

Assign:Carryfwdparameter defineand assigncarryforwardtype

Maintain:Carryforwardrules for allFM accountassignments

Carryforward:Select documentsand carryforward

Reversal

Purchase orderNumber 4511Date 10/10/2002Amount 100 UNI

If the carryforward is allowed according to the settings in Customizing, the commitment can be carried forward to the following year.

If no carryforward rule with a special carryforward parameter is defined, the commitment carryforward is carried forward to the same account assignment in the next year.

In Customizing, the carryforward can be restricted on the basis of FM area, year and value type (for example, in your organization, only commitments can be carried forward in Materials Management and not funds reservations). In this case, a carryforward parameter must be defined and then a carryforward rule must be created with the carryforward parameter defined. The carryforward can be executed using program (RFFMCCF1) after the rules have been maintained. Data is carried forward to period 001 of the following year.

It is possible to reverse a carryforward (RFFMC040), provided that the document carried forward has not been involved in any further processes.



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Carrying Forward Open Items

Carrying ForwardOpen Items

Select and Carry Forward in One Step

Assigned ValuesAutomatically Adjustedduring Carryforward

Parallel Processing

Automatic Carryforwardof Documents with Amount Zero

Lock Documents Process with Dialog

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) - The selection of the commitment documents and the commitment carryforward is carried out in one

step. - The assigned values are automatically adjusted during the commitment carryforward. - The total run time of the commitment carryforward can be reduced by dividing the commitment

carryforward into a number of dialog processes. - If you can select the process with dialog, the documents to be carried forward are checked and

listed in a proposal list. The user can select the documents to be carried forward individually or in blocks and carry them forward.

- It is not necessary to carryforward commitment documents with amount zero manually. If a document with amount zero is used for a posting in the next year, the commitment carryforward is executed automatically during posting.

- The processed commitment documents can be locked for processing and the use of payment selection is prevented by the document lock. The commitment carryforward can therefore be executed when the system is operating.



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The Process for Carrying Over Budget

By Default:Carryoverallowed

Define:Carryover allowed for each FM areafiscal year

Assign:Define carryoverparametersand assigncarryovertype

Maintain:Carryoverrules for allFM accountassignments.

Carryover:• Prepare • Determine• Execute

Budget 2002 Budget 2003

If the budget carryover of commitment and the budget carryover of residual budget is allowed by default, the budget can be carried over to the following year.

Budget carryover: - If no carryover rule is maintained, 100% of the budget is carried forward to the same account

assignment in the following year. - Carryover parameters are maintained in the Customizing of Funds Management. - If you use carryover parameters, they must of course be valid and assigned to the FM area and

financial year in Customizing. - For the budget for commitment, you can specify the carryover separately according to value type. - Each special system setting overwrites any general rules that may exist.

It is not possible to reverse a budget carryover from a follow-on year to the previous year. However, you can make adjustments by maintaining new rules and executing the carryover again.



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Overview

The life of funds from secondary sources generally covers several fiscal years. It is thus of interest to have the total values of several budget years available.

Unlike the year-end activities for commitments and budget values, the carrying forward of funds values processes actual revenues and actual expenditures and updates such total values.




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Actual 2001 Actual 2002 Actual 2003

C/fw 01 02 . . . C/fw 01 02 . . . C/fw 01 02 . . . C/fw 01 02 . . .

1005080

20015060

640000

702010

804090

Mat1Mat2Mat3

Inv1Inv2

. . .

ExpenditureMat

Fundsitem: Mat3Carryfwd: Mat

Invest

. . .

. . .

Actual 2004

Life of the fund


In contrast to the fiscal year change activities which affect commitments and budgeted values, the balance carried forward for fund values processes actual revenues and actual expenditures.

By carrying forward the actual data, even in the case of long-term funds, it is only necessary to access data from the current fiscal year so as to be able to make an accumulated report of the total life of the fund.

By totaling at carry-forward commitment item level, it is possible to summarize at the level of detail required. It also means that the dataset required for a full report is further reduced without causing the data from previous years to be mixed up with data from the current year.

For funds with a validity period of one year (for example the fund "budget") a balance carryforward does not make sense.



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2. Write carryforward item categories to commitment item master record(master data maintenance)

2. Write carryforward item categories to commitment item master record(master data maintenance)

3. Flag funds as relevant for carryforward (master data maintenance)

3. Flag funds as relevant for carryforward (master data maintenance)

4. Post balance carryforward (SAPFMVTR) 4. Post balance carryforward (SAPFMVTR)

Closing Operations Process:Fund Balance Carryforward

1. Define carryforward item category and assign to carryforward commitment items(Customizing)

1. Define carryforward item category and assign to carryforward commitment items(Customizing)

In contrast to the commitment carryforward, this procedure involves summarizing and carrying forward actual data.

If you make any postings in the old fiscal year after you have run SAPFMVTR, you must run it again. The system does not automatically adjust the data.

In the standard system one carryforward item category can be assigned to the commitment item. It is necessary to assign more than one carryforward item category since there are different sender and receiver relationships for different annual intervals or balance carryforwards with different contents (actual, commitment ... ) must be displayed

The program can be enhanced with SAPFMVTR. In a user-defined table/logic you can define your own set of rules to determine the carryforward item category.



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Actual residual budgets, budget for commitments and open commitments can be taken into consideration when carrying forward data from one year to anotherCarryforward parameters are substantiated by carryforward types. There are four carryforwardtypes for commitments and budgetCarryforward rules must be defined for budget carryforwards and commitment carryforwards

Year-End Closing: Summary (1)



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Carryforward rules can be copied from oneyear to anotherThe Schedule Manager is available for planning and execution of year-end activities The closing operations monitor enables you to obtain a quick overview of all relevantsystem settings and allows you to branch directly to the settings in Customizing and in the area menuCarrying forward funds allows you to generatea view of the actual revenues/expendituresfor several years

Year-End Closing: Summary (2)



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SAP Business Information Warehouse (SAP BW)

Master Data Reporting

Line Item Reporting

Drilldown Reports

Reporting



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At the conclusion of this unit, you will be able to:Navigate through the line item reports in Funds Management

Prepare user-specific line item reports

Explain the principle of drilldown reporting

Create drilldown reports

Reporting: Objectives



© SAP AG 2002

What is the SAP Business Information Warehouse(SAP BW)?

The SAP Business Warehouse (SAP BW) is a tool for evaluating data From SAP applications Any applications and data sources Multi-dimensional Operative and historic data.

with access to the information in SAP BW using

The Enterprise Portal Intranet (Web Application Design) Mobile end terminals

SAP delivers

Reporting and analysis tools Business Content Basis for planning: SEM BCS and BPS Basis for analytical applications: CRM-, HR-, FI-, SCM-, E-Analytics.....



© SAP AG 2002

BW

Operational Systems

Logistics Controlling Budget

Overall View

Funds center 100

Commt item 20

Commt item 80

Funds center 120

Commt item 60

Commt item 20

Commt item 40

Total expenditures 220

Overall view of organization using summarization Integration of different applications Detailed information available

Advantages of SAP BW

Additional DataSources are available for the SAP Business Information Warehouse (SAP BW) in SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10): Budget Totals Records for the Budget Control System (BCS)(OPU_IS_PS_41) Budget Line Items for BCS (OPU_IS_PS_42) Budget Entry Documents for BCS (OPU_IS_PS_43) Consumed Amounts (Total Records) BCS (OPU_IS_PS_44)



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What does my current fundscenter structurelook like???

Which funds are supplied by the VW source of financing ?

What does my budget structure in the area of personnel costs look like ?


Master data reports enable you to always have an overview of all basic structures and their link to Funds Management. This means that in addition to a list of funds centers sorted alphabetically, you can also generate a hierarchical display. The same applies for commitment items.

Where there are links to other master data such as application of funds, as is the case in the fund area, you can also view the funds from secondary sources area by limiting selection to your needs.



© SAP AG 2002

Question: What does account determination for requests look like?

FY-Ident. CC-Variant Cmmt Item

Account Determination for Requests

2000 2100.6600.002

CC032000

CC032000 2100.6600.003

2100.6600.001

CC032000 0000.2100.001

FM Area G/L Account

415000

415000

800000

Short Text

CC03 415000

Master Data Reporting: Example

This program generates a list of assignments from G/L account to commitment item for a request category.

The report evaluates the assignments that were defined in Customizing for G/L account determination.



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Summarizing using the logical database

- To have access to a clear view of the various sources of data

- To be able to offer a centrally optimizedread-only access

Using a presentation tool

- To enable uniform presentations

- To enable user-specific layouts within the tool

Selection Presentation

Logical Database: (LDB) ABAP List Viewer (ALV)

Basics of Line Item Reporting

Database delivered with standard system As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), the logical database F1F is no longer maintained and the reports based on this database are no longer delivered. All reports in the standard system are based on LDB FMF.

The advantages of the new LDB FMF are better response times and access to more information, especially in cover eligibility.

Structures The structure of the LDB (master and transaction dates) indicates the sequence in which the individual segments of the LDB are imported and made available for further processing

FMF: Master data is first imported, followed by transaction data The set-up of segments does not correspond to the table set-up

Used in line item reporting Can be used for totals records reports Note:The LDB F1F will not be delivered in the next release. If you have created your own reports which are based

on the LDB F1F, you must convert them to LDB FMF by the next release.



© SAP AG 2002

Standard selectionFM areaFundFunds centersCmmt items

Financial trans.Item category

Dynamic selection

+

List

...

Selection Functions

Dynamic selection Enhanced selection options for all fields that are available in the database Advantage: The selection is passed on to the database



© SAP AG 2002

Totals

Display variants

Doc.no. Pstg date Val. type text Amount ...

50000009685000001038

5000000969

50000019705000001980

01/02/9702/05/97

02/18/97

02/24/9702/24/97

Funds reserv.Funds reserv. ∑ Invoices∑ InvoicesInvoices∑

∑

1.000,00 -500,00 -

1.600,00 -150,00150,00250,00100,00350,00

1.100,00 -

Subtotals

Individual document displayDetail view

Filter

Functions in the Executed Report

The selected data is displayed using the ABAP List Viewer (ALV).



© SAP AG 2002

Display fieldsItem Length Total12

346

1010

41010

Column contentDocument number

Available fieldsColumn contentApplication of funds

Fund name

Version

Value type

Created by

Text

Date of entry

Length

1020

721012

50

Posting lines

Fiscal year

Value type text

Transaction text

Save

Doc. No. Posting lines Year Value type text .........

Customer fund 55 22

Working with Display Variants

You can use display variants to prepare report lists according to your own specific requirements. Additional fields can be displayed and fields that are already shown can be hidden. You can select the item and

length for each field. Display variants can be saved and set as default variants.



© SAP AG 2002

FI Doc No. FM Posting

Date

Amount

Invoice 1500,-

Payment 3000,-

01/01/20001900009

03/02/20004500008 1000,-

1500,-

Commitment Item 2100.5500.000

03/02/20004500009 2000,-

Amount Type

Paid

Reduction

Paid

Value Type

57

54

57

Value Type Text

Payment

Invoice

Payment

Line Item Reporting Example :Commitment/Actual Line Item Report

The line items posted are issued in a list in the line item reports. Line item reports can be created for budget and commitment/actual. It is possible to list line items according to value type (invoices, payments and so on) in the commitment/actual line item report.



© SAP AG 2002

Principle of Drilldown ReportingArchitectureCreating reportsWorking with drilldown reportsFurther processing

Drilldown Reports



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Principle of Drilldown Reporting

Value t

ype

Fund

Fund

s ce

nter A1

P12

C12

Fund:Funds center:Value type:

YFP12All

BudgetCommitment

ActualBudget EU YF

Characteristics:Funds centerFundCustomer for fundValue type

Commitment itemTrans. currencyApplic. of funds...

Only FM specific data can be evaluated in Funds Management. When using drilldown reports, you can define your own specific "views" of FM data.

By choosing characteristics and key figures for the FM data, you can have the system generate a multidimensional data cube. The user can then freely navigate through the dataset for this data cube when executing reports. By swapping characteristics interactively, you can specify any sequence you require.

Only one of the many possible dimensions is ever displayed for the report that is being executed. A combination of several dimensions is only possible through navigation.

Drilldown reporting is a reporting tool in which the different characteristics of the application have "equal status" and can be combined (together with the appropriate data) according to your needs.

For drilldown reporting, you must define: - how many "characteristics" are to be viewed - the sequence in which the report output should be totaled.



© SAP AG 2002

Architecture of Drilldown Reporting

KennzahlenForms

Key figures

Start inonline

Start inbackground

Drilldown report• Commitment/Actual• Commt/Actual and budget

Save

Characteristics

Lists Graphics Navigation/Drilldown

Characteristics, key figures and forms are passed on to the definitions of form reports. The result of a report is a large number of lists that can be selected interactively and displayed on screen. Reports can be printed out, transferred to Excel or saved for future processing.

The form describes the contents and structure of reports. You can consider it as a partly completed report, which is finished off later during report definition.

Characteristics predetermine the options for classifying the dataset. For example: FM area, funds center, period, value type.

You can select characteristics in the form and in the report itself. Key figures indicate amount fields from the database in the form of values and amounts. Calculated values can also be represented according to user defined formulas, such as budget utilization.

Key figures can be selected in either the form or the report. A drilldown report always consists of a combination of a form and a report. Forms cannot be executed themselves, that is why a report is always required.



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Creating a Drilldown Report

Realizes a drilldown report on the basis of a form

Restricting selectionDetermining list of characteristics for drilldown listDefining default sorting of characteristic listfor navigation

Activates hierarchy display for funds center, commitment item or budget structure elementsDetermines print layoutDefines sender-receiver reportsConfigures basic list (how detailed/drilldown list is displayed when calling up a report)



© SAP AG 2002

Switchdimensions

Insert texts

ThousandUNI

Footer

Funds ctr.Fund

Text

Text

Hide columns

Line items

Currencyconversion

Budget Cmmt Act. Avail. Utilization

Expenditures 10000 2000 7000 1000 90%Invest

I1. . . . .. . . . .

Current expend.

Pers 22000 5000 17000 0 100%

P1P2

18000 1000 14000 3000 85%

Supplies

. . . . .

. .

Print Mail Graphic MS-Word XXL List Viewer Excel

Drilldown Report Functions

Header lines

Drilldown reporting functions are subdivided into three groups so that different users can use one of the function levels defined depending on their information requirements and their tasks.

Level 1 contains the basic functions of drilldown reporting (printing, sorting, restricted navigation, detail list) and the connection to SAP mail. This level is for users who do not need the full function of drilldown reporting.

Level 2 contains the remaining drilldown reporting functions (connection to Microsoft Excel, graphics functions and downloading to PC).

All functions also contain the functions for print formatting, saving reports and defining exceptions. This level is intended for users who also want to maintain reports or set up print formatting in addition to having the full drilldown reporting functions.

The individual function levels are subject to an authorization check. The authorization object is K_KA_RPT.

In order to be able to use the currency conversion function, you must first define a conversion rule.



© SAP AG 2002

MS WORD

Further Processing Options

Print Mail Graphics

XXL List Viewer Excel

The executed drilldown report can be processed further using the following interfaces: Print: SAP, MS Word 6.0 or Excel Mail: SAP Office Graphics: Using menu option "Graphics", you can call up SAP Business Graphics (2D or 3D) and statistical

graphics (line charts). It is possible to save graphics settings (excluding window size and position). MS Word: Print, further processing XXL List Viewer Excel: Print MS-EXCEL: Further processing



© SAP AG 2002

The SAP Business Information Warehouse (SAP BW) provides an overview of different data

Information on master data assignments can be displayed using master data reports

User-specific display variants can be created for line item reports

You can create your own reports as drilldown reports

Reporting: Unit Summary
