951_bb_configguide_en_us 2.doc

EHP3 for SAP ERP 6.0

June 2009

English

Funds Management-Basic Settings (951)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Building Block Configuration Guide

SAP Best Practices Funds Management-Basic Settings (951): Configuration Guide

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.

Cross-references to other documentation.

Example text

Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT

Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text

Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXTKeys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text

Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text>

Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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ContentsFunds Management-Basic Settings (951).......................................................................................7

1 Purpose................................................................................................................................... 7

2 Preparation.............................................................................................................................. 7

2.1 Prerequisites..................................................................................................................7

3 Configuration........................................................................................................................... 7

3.1 Public Sector Management Configuration.....................................................................7

3.1.1 Maintain FM Area......................................................................................................7

3.1.2 Assign Company code to FM Area............................................................................8

3.1.3 Assign Fiscal Year variant to FM Area......................................................................8

3.1.4 Activate Account Assignment Elements....................................................................9

3.1.5 Activate Global Funds.............................................................................................10

3.1.6 Define Business Area..............................................................................................10

3.2 Financial Accounting Configuration.............................................................................11

3.2.1 Define Ledgers for General Ledger Accounting......................................................11

3.2.2 Define Currencies of Leading Ledger......................................................................12

3.2.3 Include Fields in Totals Table..................................................................................12

3.2.4 Include Fields-Master Data Check..........................................................................13

3.2.5 Assign Scenarios and Customer Fields to Ledger...................................................14

3.2.6 Define Variants for Real time Integration CO FI..................................................15

3.2.7 Enter Global Parameters.........................................................................................16

3.2.8 Define Document Number Ranges for Entry View..................................................17

3.2.9 Define Document Types for Entry View...................................................................18

3.2.10 Define Posting Keys................................................................................................18

3.2.11 Define Retained Earnings Account..........................................................................19

3.3 Financials Documents.................................................................................................20

3.3.1 Classify G/L Accounts for Document Splitting.........................................................20

3.3.2 Define Zero-Balance Clearing Account...................................................................21

3.3.3 Define Business Transaction Variant......................................................................22

3.3.4 Classify Document Types for Document Splitting....................................................24

3.3.5 Define Document Splitting Characteristics for General Ledger...............................25

3.3.6 Define Document Splitting Characteristics for Controlling.......................................26

3.3.7 Define Field Status Variants – Field Status Groups................................................26

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3.3.8 Define Extended Document Splitting Method..........................................................28

3.3.9 Activate Document Splitting.....................................................................................28

3.3.10 Assign Document Splitting Method..........................................................................29

3.3.11 Define Document Splitting Rule...............................................................................29

3.4 New GL for Treasury and Payroll Constants...............................................................30

3.4.1 Edit Constant for Nonassigned Processes..............................................................30

3.5 Grants Management....................................................................................................32

3.5.1 Define NON_RELEVANT Grant..............................................................................32

3.6 Funds Management Basic Settings.............................................................................32

3.6.1 Activate Global Functions of BCS...........................................................................32

3.7 Funds Management Master Data................................................................................33

3.7.1 Create / Change Hierarchy Variant – Fund Center..................................................33

3.7.2 Assign Hierarchy Variant to FM Area......................................................................34

3.7.3 Create FM Fund Type.............................................................................................34

3.7.4 Create and Maintain Funded Program Type...........................................................35

3.8 BCS Setup - Budgeting................................................................................................36

3.8.1 Activate Account Assignment Elements in BCS......................................................36

3.8.2 Define Budget Category..........................................................................................36

3.8.3 Define Budget Type.................................................................................................37

3.8.4 Define Budget Type Groups....................................................................................38

3.8.5 Edit Versions...........................................................................................................39

3.8.6 Define Document Types..........................................................................................40

3.8.7 Maintain Number Range Intervals for Entry Documents..........................................41

3.8.8 Maintain Number Range Intervals for Budget Change Documents.........................41

3.8.9 Maintain Number Range Intervals for Document Family.........................................42

3.8.10 Define Layout for Budget Workbench......................................................................43

3.8.11 Define Editing Options for Budget Amounts............................................................44

3.8.12 Activate Period Control in Budgeting.......................................................................44

3.8.13 Control Budgeting Flow - Edit Status.......................................................................45

3.8.14 Assign Status to a Version......................................................................................47

3.8.15 Define Planner Profile.............................................................................................47

3.8.16 Define Planning Layout...........................................................................................49

3.9 BCS - AVC...................................................................................................................51

3.9.1 Edit Tolerance Profile..............................................................................................51

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3.9.2 Filter Settings for Budget Values.............................................................................53

3.9.3 Filter Settings for Commitment / Actual Values.......................................................54

3.9.4 Define Derivation Strategy for Control Objects........................................................54

3.9.5 Define Derivation Strategy for Tolerance Profiles....................................................58

3.9.6 Assign Tolerance Profiles and Strategy for Control Objects....................................59

3.9.7 Select Checking Horizon for Availability Control......................................................60

3.9.8 Define Activation of Availability Control...................................................................61

3.10 Earmarked Funds........................................................................................................61

3.10.1 Assign Field Status variant to Company Code........................................................61

3.10.2 Define Field Status Groups.....................................................................................62

3.10.3 Define Field Selection String...................................................................................63

3.10.4 Define Document Types..........................................................................................63

3.10.5 Define Rules for Account Assignment Transfer.......................................................64

3.10.6 Assign Rules...........................................................................................................65

3.11 Commitment Updates and Integration.........................................................................66

3.11.1 Assign Update Profile to FM Area...........................................................................66

3.11.2 Override Update Profile...........................................................................................66

3.11.3 Make Other Settings................................................................................................67

3.11.4 Assign Number Range to FM Area..........................................................................68

3.11.5 Activate / Deactivate Funds Management...............................................................68

3.12 Closing Operations......................................................................................................69

3.12.1 Open Periods for FM Postings................................................................................69

3.12.2 Enter Default Settings.............................................................................................70

3.12.3 Enter Settings for Commitment Item Carry Forward Payment Budget....................71

3.12.4 BCS - Activate Budget Carry Forward for Commitment...........................................71

3.12.5 BCS – Define Budget Entry Documents for Commitment carry forward..................72

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Funds Management-Basic Settings (951)

1 PurposeThis configuration guide provides the information you need to set up the configuration of this building block manually.

If you do not want to configure manually and prefer an automated installation process using BC Sets and other tools, refer to the Quick Guide of your SAP Best Practices version, which you can find on this solution's SAP Note.

2 Preparation

1.1 Prerequisites

Building BlocksBefore you start installing this building block, review the Prerequisite Matrix for this solution, which is available on the Documentation DVD via the Site map page.

3 Configuration

3.1 Public Sector Management Configuration

1.1.1 Maintain FM Area

UseThe Funds Management Area (FM Area) is the primary structural component that is required to be maintained to implant Public Sector Funds management solution.

Procedure1. Access the activity using one of the following navigation options:

IMG Menu Enterprise Structure Definition Financial Accounting Maintain FM Area.

Transaction Code

SPRO

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2. Choose the New Entries button.

3. Make the following entries:

Field Name Description User Action and Values Comment

FIKRS FM Area 1000

FITXT FM Areas text FM Area 1000

FM_WAERS FM area currency USD

4. Save your entries.

ResultThe required FM Area is created and is now available for assignments.

3.1.1 Assign Company code to FM Area

UseThe Funds Management area must be assigned in the enterprise structure.


IMG Menu Enterprise Structure Assignment Financial Accounting Assign Company code to Financial Management area

Transaction Code

SPRO




BUKRS Company code 1000

FIKRS FM Area FM Area 1000

FITXT FM area Text FM Area 1000


ResultThe FM Area 1000 is now assigned to Company code 1000.

3.1.2 Assign Fiscal Year variant to FM Area

Use

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A Fiscal Year variant is needed to define the accounting year and posting periods for the company.

PrerequisitesThe Fiscal Year Variant is defined.


IMG Menu Public Sector management Funds Management Government Basic Settings Fiscal Year variant Assign Fiscal Year variant to FM Area

Transaction Code

SPRO




FIKRS FM Area FM Area 1000

CA_PERIV Fiscal Year Variant K4


ResultThe Company code and the FM Area now has a Fiscal year Variant available to control posting periods as needed.

3.1.3 Activate Account Assignment Elements

UseThis task activates the accounts assignment elements (Fund, Functional Area, Grant, and Funded Program) for use in Fund Management.

PrerequisitesField Statuses available for data entry through different application paths must be reviewed carefully to insure that the FM account assignments requirements are met correctly. In addition, the integration start date with HR will need to be coordinated with the HR implementation team.


IMG Menu Public Sector management General settings for Public Sector Management Basic settings: Account assignment Elements

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Activate Account Assignment Elements

Transaction Code

SPRO



Field Name Description User Action and Values

Comment

FUND_ACTIVE Fund Selected Enter date for assignment of integration with HR

FUNCTION_ACTIVE Functional Area

Selected Enter date for assignment of integration with HR

GRANT Active Grant Selected Enter date for assignment of integration with HR

MEASURE Active Funded Program

Selected


ResultThe selected FM account assignment objects are now active in Funds Management.

3.1.4 Activate Global Funds

UseThis task activates Public Sector Management functions in the system. This activation will be required in order to utilize the FMGLFLEXT/A tables in FI.


IMG Menu Public Sector management Funds Management Government Basic Settings Activate Global Funds Management Functions (PSM-FM)

Transaction Code

SPRO

2. Select the checkbox.

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3. Save your entries

ResultPublic Sector Management functions are now active in the system.

3.1.5 Define Business Area

UseThis task creates Business Areas in the system. Business Areas are used as on organizational unit that represents a separate area of operational responsibility. A general guideline is to create a business area for each organization unit that will require P&L and Balance sheet reporting.


IMG Menu Enterprise Structure Definition Financial Accounting Define Business Area

Transaction Code

SPRO


3. Make the following entries.

Business Area Description

9998 Payroll Constant

9999 Treasurer’s Constant


ResultThe following business areas have now been created for your system.

3.2 Financial Accounting Configuration

After activating Global Funds Management functions, log out and log back in.

3.2.1 Define Ledgers for General Ledger Accounting

Use

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This activity defines the leading ledger that is updated for all the activities and company codes.


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Ledgers Ledger Define Ledgers for General Ledger Accounting

Transaction Code

SPRO



Field Name

Description User Action and Values

Comment

RLDNR Ledger FA

TAB Totals table FMGLFLEXT

XLEADING Leading Ledger

Selected At least one ledger to be defined as the Leading Ledger that is updated for all the activities / company codes.


ResultThe Leading ledger now defined for further assignments.

3.2.2 Define Currencies of Leading Ledger

UseThe leading ledger must be defined as the Leading ledger that is updated for all the activities and company codes.


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Ledgers Ledger Define Currencies of Leading Ledger

Transaction Code

SPRO

2. Double-click the entry for the company code (1000).

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3. The system populates the Company Code with default values from the global settings for Company Code. Make any changes (for example, to the second and third currencies) as needed.

ResultThe Leading ledger is now defined for further assignments.

3.2.3 Include Fields in Totals Table

UseThis activity adds additional fields to the Totals Table FMGLFLEXT. Adding additional fields to the totals tables facilitates reporting and derivation of account assignment elements.

PrerequisitesThe fields must be available. Create them if necessary.


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Ledgers Fields Customer Fields Include Fields in Totals Table

Transaction Code

SPRO

2. In the Totals Table field, enter FMGLFLEXT and choose the Change button



Cost Center ZZKOSTL

Order Number ZZAUFNR

WBS Breakdown Structure ZZPS_PSP_PNR


ResultThe Totals Table now has additional fields available for assignment and processing.

3.2.4 Include Fields-Master Data Check

Use

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This activity adds additional fields for master data checking to the Totals Table FMGLFLEXT and FMGLFLEXR.


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Ledgers Fields Customer Fields Define Master Data Check

Transaction Code

SPRO




Totals table FMGLFLEXT

Field Name ZZAUFNR

Exit/Table =13

Additional Info 1

Superior Fields RBUKRS


5. Choose Back.

6. Repeat steps 2 to 5 for the following information:

Field Name Totals Table

Master data table (validation)

Indicator: May field be used in planning set?

Necessary field for master data calculation

Ind.: Exit for additional values or additional information

ZZKOSTL FMGLFLEXT =06 X RBUKRS

ZZPS_PSP_PNR FMGLFLEXT =27 X RBUKRS #1


ResultThe added fields to the totals table have now been defined for master data checks during planning and allocations.

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3.2.5 Assign Scenarios and Customer Fields to Ledger

UseThe system is delivered with eight scenarios, each of which include a set of fields and tables that are updated to meet a given business requirement. .


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Ledgers Ledger Assign Scenarios and Customer Fields to Ledgers

Transaction Code

SPRO

2. From the Ledger field, select FA.

3. From the left pane, double-click Scenarios.



Scenario for General Ledger Accounting Long Text

PSM_FAC Fund Accounting

PSM_GM Grants management

6. Click Enter

7. From the Scenarios table, select the scenario PSM_FAC

8. From the left pane, double-click Customer Fields

9. Choose the New Entries button

10. Add the custom fields: ZZAUFNR, ZZKOSTL, ZZPS_PSP_PNR

11. Press Enter

12. From the left pane, double-click Scenarios

13. From the Scenarios table, select the scenario PSM_GM

14. From the left pane, double-click Customer Fields


16. Add the custom fields: ZZAUFNR, ZZKOSTL, ZZPS_PSP_PNR


ResultThe Funds management and Grants management Scenarios are now assigned to the Leading Ledger.

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3.2.6 Define Variants for Real time Integration CO FI

UseThis activity defines variants for the real-time integration of Controlling with Financial Accounting.


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Ledger Real-time Integration of Controlling with Financial Accounting Define variants for Real-time Integration

Transaction Code

SPRO




Comment

XACTIVE R-Time Integration Active

Select

XACCDET Acct. Determination Active

Select

BLART Document Type SA

TEXT Description Standard variant for real-time Int.

XUSE_FLAGS

(Select check marks for fields)

Cross company code

Cross Business Area

Cross Functional Area

Cross Fund

Cross Grant

Select


ResultThe real-time integration between CO and FI is now activated.

3.2.7 Enter Global Parameters

Use

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In this activity, you can make various global specifications for the company code. .

PrerequisitesThe organizational unit Company Code, should have been created in the “Enterprise Structure” section of the IMG.


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Global Parameters for Company Code Enter Global Parameters

Transaction Code

SPRO

2. Double-click the entry for Company Code 1000.




Chart of Accounts 0010

Credit Control Area 1000

FM Area 1000

Fiscal Year Variant K4

Document entry Screen variant 2

Field Status variant 0010

Posting Period Variant 0010

Max Exch. Rate Variance 10%

Workflow variant 1000

Define default value date Selected

Propose Fiscal Year Selected

Tax Base is Net value Selected

Activate CM Selected


ResultThe Global parameters for the Company Code are set.

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3.2.8 Define Document Number Ranges for Entry View

UseNumber Ranges must be set up for Entry View of the New General Ledger.


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Document Document Number Ranges Documents in Entry View Define Document Number Ranges for Entry View

Transaction Code

SPRO



Company Code 1000

3. Choose the Change Intervals button.

4. Choose the + button to add a number range.

5. Create Number ranges for 01, 02, 03, 04, 05, 06, 07, 08, 09, and so on.

6. Enter a number range value for each number range object created [e.g. 01 = 100000000 to 199999999].


ResultThe Number ranges are created for Entry View documents.

3.2.9 Define Document Types for Entry View

UseNumber Ranges must be set up for Entry View of the New General Ledger.


IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Document Document Types Define Document Types for Entry View

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Transaction Code

SPRO

You may wish to view the existing document types. To do so, select the Document type dropdown.




Comment

Document type ZV Choose a two character code for a new document type

Number range 20

Reverse Document Type

ZV

Select Account Types

Asset Selected

Customer Selected

Vendor Selected

Material Selected

GL Account Selected


ResultThe Document ZV is created as shown. Create additional document types as needed.

3.2.10 Define Posting Keys

UsePosting keys are used to define how a line item is to be entered and processed during a transaction. For each posting key, you define whether it is a debit or credit posting, which accounts can be posted to, and which fields are displayed or are required for entry. As a guideline, the posting keys delivered with the system are generally sufficient to address all transactional scenarios for most organizations. Creating new posting keys is usually not required. A more standard activity is to review the field status settings of a given posting key to ensure that it does not conflict with the field status settings for a given general ledger account.

Procedure

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1. Access the activity using one of the following navigation options:

IMG Menu Financial Accounting (New) Financial Accounting Global Settings (New) Document Document Number ranges Define Posting Keys

Transaction Code

SPRO

2. To create new postings keys, make the following entries:


Posting Key <posting key> Two character posting key

Debit / Credit Indicator

<choose as applicable>

Account Types <Choose the Account Types applicable>

Number range 20

Select Account Types:

Asset Selected

Customer Selected

Vendor Selected

Material Selected

GL Account Selected


ResultThe Posting Keys are created or modified as applicable.

3.2.11 Define Retained Earnings Account

UseYou assign a fund balance account to each P&L account by specifying a P&L statement account type in the chart of accounts area of each P&L account. In this activity, you create those P&L statement account types and map them to their fund balance account.

PrerequisitesThe accounts to be mapped to a P&L Statement Type as fund balance accounts are already created.

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IMG Menu Financial Accounting (New) General Ledger Accounting (New) Master Data GL Accounts Preparations Define Retained Earnings Account

Transaction Code

SPRO

2. In the Chart of Accounts field, enter 0010 and choose Continue.



P&L Stmt Type Account Number

A1 330005

A2 330005

5. Create additional P&L Statement Types and map them to your fund balance accounts as required.


ResultThe P&L Statement Types are now defined to your fund balance accounts.

3.3 Financials Documents

3.3.1 Classify G/L Accounts for Document Splitting

UseEach business transaction that is entered is analyzed during the document splitting procedure. In this analysis, the system determines for each line item whether it is an item that remains unchanged or an item that should be split.

So that document splitting recognizes how the individual document items are to be handled, you must classify them.

PrerequisitesThe Chart of Accounts is defined and all the required accounts are created.


IMG Menu Financial Accounting (New) General Ledger Accounting (New)

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Business Transactions Document Splitting Classify G/L Accounts for Document Splitting

Transaction Code

SPRO





Account from 100000

Account to 100000

Item Category 0400

Account from 111000

Account to 114999

Item Category 0400

Account from 410000

Account to 459999

Item Category 30000

Account from 670000

Account to 670000

Item Category 20000

All the accounts in the Chart of Accounts must be assigned to an Item Category. The Item Categories cannot be changed. Every newly created account must be maintained in this table on an ongoing basis.


ResultThe classification of accounts based on Item Categories is completed for further definition of Document Splitting.

3.3.2 Define Zero-Balance Clearing Account

UseFor account assignment objects for which you want to have a zero balance setting, the system checks whether the balance of account assignment object is zero after document splitting. If this

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is not the case, the system generates additional clearing items. In this activity, you must create a clearing account for these additional clearing items.

PrerequisitesThe account to be assigned as Zero-balance Clearing Account, must have created before its assignment.


IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Define Zero-Balance Clearing Account

Transaction Code

SPRO

2. Select the row for Item Category 01001 – Account Key and Posting Keys used for zero-balancing, then in the Dialog Structure pane, double-click Accounts.





Account for zero balancing 100000


ResultA zero-balancing account is created for use in the document splitting.

3.3.3 Define Business Transaction Variant

UseBusiness transaction variants help define document splitting rules and narrowly define the process of document splitting to meet specific requirements.

PrerequisitesA custom Splitting method is defined.

Procedure

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IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Extended Document Splitting Define Business Transaction Variants

Transaction Code

SPRO

2. Select Transaction 0000 and in the Dialog Structure pane, double-click Accounting Transaction Variant.




BT Variant YPAY Payroll Constant


6. Select the newly-created entry YPAY and in the Dialog Structure pane, double-click Assigned Item categories.




Item Category 01000

Item Category 01100

Item Category 01300

Item Category 02000

Item Category 02100

Item Category 03000

Item Category 03100

Item Category 04000

Item Category 05100

Item Category 05200

Item Category 06000

Item Category 07000

Item Category 20000

Item Category 30000

Item Category 40100

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Item Category 40200

Item Category 80000


10. The BTV YPAY is now defined.

11. To define another Business transaction variant (YTRS) with respect to Business Transaction 1000 (Payments), repeat steps 2 to 9 with the following information:

Transaction 1000

BT Variant YTRS


Item Category 01000

Item Category 01100

Item Category 01300

Item Category 02000

Item Category 02100

Item Category 03000

Item Category 03100

Item Category 04000

Item Category 05100

Item Category 05200

Item Category 20000

Item Category 30000

Item Category 40100

Item Category 40200

Item Category 80000

ResultBusiness Transaction variants YPAY and YTRS are now defined.

3.3.4 Classify Document Types for Document Splitting

UseEvery business transaction that is entered is analyzed during the document splitting process. In this process, the system determines which splitting rule is applied to the document. In order that

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the system can determine the splitting rule, you must assign a business transaction variant to each document type.


IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Classify Document Types for Document Splitting

Transaction Code

SPRO



Type Transactn Variant

AP #0000 #0001

DV #0200 #0001

DZ #1000 #YTRS

KZ #1000 #YTRS

RK #0300 #0001

SK #1000 #YTRS

Y1 #0300 #0001

Y2 #0000 #YPAY

Y3 #0000 #YPAY

Y4 #0000 #YPAY

ZP #1000 #YTRS

ZR #1000 #YTRS


ResultThe document types are classified for splitting.

3.3.5 Define Document Splitting Characteristics for General Ledger

Use

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In this IMG activity, you specify for which characteristics you want to perform document splitting in General Ledger Accounting.


IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Define Document Splitting Characteristics for General Ledger Accounting

Transaction Code

SPRO



Field Create zero balance for account assignment object

Partner field of account assignment object for doc. splittng

Mandatory Field

GEBER/Fund X PGEBER X

GRANT_NBR/Grant X PGRANT_NBR X

GSBER/Business Area

X PARGB X


ResultThe characteristics are specified.

3.3.6 Define Document Splitting Characteristics for Controlling

UseIn this IMG activity, you specify on which additional characteristics you intend to apply document splitting. The additional characteristics are not relevant for General Ledger Accounting. Instead, they are relevant for other application components (such as subcomponents in Controlling) that use documents transferred from General Ledger Accounting.


IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Define Document Splitting Characteristics for Controlling

Transaction Code

SPRO

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Field

AUFNR/Order

KOSTL/Cost Center

PS_PSP_PNR/WBS Element


ResultThe characteristics are specified.

3.3.7 Define Field Status Variants – Field Status Groups

UseIn this activity you can define and edit field status variants and groups. You group several field status groups together in one field status variant. You assign the field status variants to a company code in the activity Assign Company Code to Field Status Variants. This allows you to work with the same field status groups in any number of company codes.


IMG Menu Financial Accounting (New) Accounts Receivable and Accounts Payable Business Transactions Outgoing Invoices / Credit Memos Make and Check Document Settings Define Field Status Variants

Transaction Code

SPRO

2. Choose the Create icon.


FStV Field Status Name

0010 Field Status BP


5. Select the newly-created row, then in the Dialog Structure pane, double-click Field Status Groups.



Field status group Name of the field status definition group

Y001 General Accounts

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Y002 Reconciliation Accounts (AR, AP)

Y003 Expense Acct with Cost Center & Order

Y005 Travel P&L Accts (with Personnel No.)

Y006 Travel BS Accounts (with Personal No.)

Y007 Fixed Assets (Reconciliation Accounts)

Y008 Accounts for Fixed Asset Retirement

Y009 Fixed Assets Procurement Accounts

Y010 Material Accounts

Y011 WIP Valuation

Y012 Inventory Adjustment Accounts

Y013 Revenue Accounts

Y014 GR/IR Reconciliation Account

Y015 General Cash Accounts (Value Date Opt.)

Y016 Inventory - Project make to order

Y031 Accounts for Down Payments Received


9. Select the first row Y001, then choose the Edit Field Status button.

10. For more information, see the external variant file SMBA0_V_T004F_B11P_J0A_951.txt to determine how to configure the field statuses.

ResultThe field status grouping is configured.

3.3.8 Define Extended Document Splitting Method

UseIn this activity, you can define your own method for document splitting. A splitting method contains the rules governing how the individual item categories are dealt with.


IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Extended Document Splitting Define Document Splitting Method

Transaction Code

SPRO

© SAP AG of 78




Method Text

Z000000111 Splitting for US Fund Accounting (Follow-Up Costs Online)


ResultThe extended method is defined.

3.3.9 Activate Document Splitting

UseIn this IMG activity, you activate document splitting. The splitting method used is that delivered by SAP as standard, which contains the splitting rules for the different business transactions. If this splitting method does not meet your requirements, you can first define and then select your own method in Customizing for document splitting.

PrerequisitesThe custom Splitting Method is defined.


IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Activate Document Splitting

Transaction Code

SPRO

6. Select the Document Splitting checkbox.

7. Select the line below Inheritance – Level of Detail.


ResultBusiness Transaction variants YPAY and YTRS are now defined.

3.3.10 Assign Document Splitting Method

UseIn this activity, you can replace the splitting method provided in the SAP standard delivery (containing the splitting rules for the different business transactions) with a user-defined splitting method.

© SAP AG of 78


PrerequisitesYou have defined your own splitting method.


IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Extended Document Splitting Assign Document Splitting Method

Transaction Code

SPRO

2. Select the Document Splitting checkbox

3. Select the checkbox in the line below Inheritance – Level of Detail.

4. In the Box Method field, enter Z000000111.


ResultThe custom Document Splitting Method is now assigned.

3.3.11 Define Document Splitting Rule

UseIn this activity, you can define the rules for document splitting based on your own Splitting method, Business transaction Variants.



IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Extended Document Splitting Define Document Splitting Rule

Transaction Code

SPRO


© SAP AG of 78




Splitting method Z000000111

Business Transaction 1000

BT Variant YTRS

Account key 000

Item Cat 04000

Further Divide Document Select No


5. Select the newly-created entry, then double-click Item Categories to be edited.



Item category Dependence on Leading Item Processing Category

01100 1 1

01100 2 1

04000 BLANK 0

05100 BLANK 1


9. Repeat steps 2 to 8 for transaction variant YPAY, using Business transaction 0000 and splitting method Z000000111.

ResultThe custom splitting rules are now created for document splitting and activated.

3.4 New GL for Treasury and Payroll Constants

3.4.1 Edit Constant for Nonassigned Processes

UseIn this IMG activity, you define default account assignments (for example, a default Fund, or a Business Area) for specific line items in processes.


Procedure

© SAP AG of 78



IMG Menu Financial Accounting (New) General Ledger Accounting (New) Business Transactions Document Splitting Edit Constants for non-assigned Processes

Transaction Code

SPRO



Constant Name

YTRS Treasurers Constant

4. Choose Enter.


6. Select the new entry and in the Dialog structure pane, double-click Assigned Values.




Fund 99999999

Grant NON_RELEVANT

Business Area 9999

9. Choose Enter.


11. Repeat steps 2 to 10 for the following information:

Constant Name

YPAY Payroll Constant


Fund 99999998

Grant NON_RELEVANT

Business Area 9998


Result

© SAP AG of 78


The custom Constants are now ready for Split Processor.

3.5 Grants Management

3.5.1 Define NON_RELEVANT Grant

UseThe leading ledger must be defined as the Leading ledger that is updated for all the activities and company codes.


IMG Menu Public sector Management Grants Management Grantee Management Global Settings Set Grant as Not Relevant for Grants Management

Transaction Code

SPRO

2. Make the following entries in the Setup:

Field Name Values

Not-Relevant Grant NOT-RELEVANT

Name NOT-RELEVANT

Description Not-Relevant Grant

3. Click Execute.


3.6 Funds Management Basic Settings

3.6.1 Activate Global Functions of BCS

UseIn this IMG activity, you activate the Budget Control System (BCS) as an operative budgeting tool of the component Funds Management Government.

PrerequisitesThe Global Funds management (PSM – FM) should be active before BCS may be activated.

© SAP AG of 78



IMG Menu Public Sector Management Funds Management Government Basic settings > Activate Global Functions for Budget Control System (BCS)

Transaction Code

SPRO



Field Name User Action and Values Comment

FM Area 1000

Year Active from 2000


ResultGlobal functions of BCS are now activated.

3.7 Funds Management Master Data

3.7.1 Create / Change Hierarchy Variant – Fund Center

UseYou create new hierarchy variants in this section. These are then used to define a funds center hierarchy in master data.


IMG Menu Public sector management Funds Management Government Master Data Account Assignment Elements Fund center Hierarchy Variant Create / Change Hierarchy variant

Transaction Code

SPRO

2. In the FM Area field, enter 1000.



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Hierarchy. Variant 000

Name Public Sector 1000

5. Choose Enter.


ResultA custom Hierarchy Variant is now created.

3.7.2 Assign Hierarchy Variant to FM Area

UseIn this section, you determine which hierarchy variants are to be assigned to the FM area and fiscal year as the current valid funds center hierarchy.


IMG Menu Public Sector Management Funds Management Government Master Data Account Assignment Elements Funds center Hierarchy Variant Assign Hierarchy Variant to FM Area

Transaction Code

SPRO

2. In the FM Area field, enter 1000.




Fiscal year <leave blank>

Hierarchy Variant 000

5. Choose Enter.


ResultThe hierarchy variant is assigned.

© SAP AG of 78


3.7.3 Create FM Fund Type

UseYou create fund types in this step. You can classify and group a fund by defining fund types in the funds master records.


IMG Menu Public Sector Management Funds Management Government Master Data Account Assignment Elements Fund Create FM Fund Types

Transaction Code



FM Area Fund Type Fund Type Text Budget Scope

1000 CP Capital Project Fund Annual Budget

1000 DS Debt Service Fund Annual Budget

1000 FS Fiduciary Funds Annual Budget

1000 GF General Fund Annual Budget

1000 IS Internal Service Funds Annual Budget

1000 SR Special Revenue Funds Annual Budget

1000 SRG Special Revenue Fund (Grant) Annual Budget

1000 TA Trust & Agency Funds Annual Budget

1000 TF Technical Funds Annual Budget

1000 WE Water Enterprise Annual Budget

4. Choose Enter.


ResultThe FM Fund Types have now been created.

3.7.4 Create and Maintain Funded Program Type

UseIn this IMG activity, you create the funded program types you require and maintain them.

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IMG Menu Public sector management Funds Management Government Master Data Account Assignment Elements Funded Program Create and Maintain Funded Program Type

Transaction Code

SPRO



Funded Program Type Name

CAP Capital Funded Program

OTH Other Funded Program

4. Choose Enter.


ResultThe Funded Program Types are now created as shown.

3.8 BCS Setup - Budgeting

3.8.1 Activate Account Assignment Elements in BCS

UseIn this IMG activity, you select and activate the FM Account Assignment Categories you want to work with to control the budgeting in BCS.


IMG Menu Public Sector Management Funds Management Government Budget Control System Budgeting Basic settings Use of Master Data Activate Account Assignment Elements in Budget Control System (BCS)

Transaction Code

SPRO



© SAP AG of 78



FM Area 1000

Fund Mandatory

Fund Center Mandatory

Commitment Item Mandatory

Functional Area Mandatory

Grant Mandatory

Funded Program Optional

4. Choose Enter.


ResultThe Account Assignment Elements in BCS are now activated.

3.8.2 Define Budget Category

Use In this IMG activity, you determine the budget categories you want to use for an FM area in your organization.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Define Budget Category

Transaction Code

SPRO



FM Area Budget Category Time Horizon Start Next Year

1000 Payment <leave blank> unchecked

4. Choose Enter.


ResultThe Budget Category is activated.

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3.8.3 Define Budget Type

UseIn this IMG activity, you define the BCS budget types that you want to use in your organization. When setting up your budgeting procedures, you can define several budget types for your organization. The combination of budget type and budgeting process represents a customer-specific definition of budget values.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Budget Types Define Budget Types

Transaction Code

SPRO

2. In the FM Area field, enter 1000 and choose Continue.



Budget Type Description Description (M) Description (L)

A1 A1 Budget Adjustment Budget Adjustment



BI BI Budget Initial Budget Initial

CF CF Carried Forward Carried Forward

PR PR Preparation Preparation

5. Choose Enter.


7. Select the A1 row, then in the Dialog Structure pane, double-click Assign Processes.

8. In the Assign Processes pane, for the first four rows, select Receive, Return, Send, and Supplement respectively.

9. Choose Enter.


11. Choose Back.

12. Repeat steps 7 to 11 for the remaining budget types (A2, A3, BI, CF, PR).

For A2 and A3, use the same values as A1.

For BI, select only the Enter value.

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For PR, select only the Prepare value.

ResultThe Budget Types are now created and processes defined.

3.8.4 Define Budget Type Groups

UseIn this IMG activity you can bundle different budget types in a budget type group. Budget type groups enable you to define multiple budget types to be used for consumption.

PrerequisitesBudget Types to be grouped should already be created.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Budget Types Define Budget Type for Consumable Budget Define Budget Type Groups

Transaction Code

SPRO



FM Area Budget Type Group Description

1000 CY Current Year Budget

1000 PY Prior Year Budget

4. Choose Enter.


6. Select the newly-created entry CY and in the Dialog Structure pane, double-click Edit Budget Type Group.


8. In the next five rows, select budget types A1, A2, A3, BI, and CF.


10. Choose Back.

11. Select the newly-created entry PY and in the Dialog Structure pane, double-click Edit Budget Type Group.


© SAP AG of 78


13. Select budget type CF.


ResultThe Budget Type Groups are created.

3.8.5 Edit Versions

Use In this IMG activity you can bundle different budget types in a budget type group. Budget type groups enable you to define multiple budget types to be used for consumption.

PrerequisitesBudget Types needed should have created.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Edit Versions

Transaction Code




Version BP1

Plan Selected

4. Choose Enter.


ResultThe Version BP1 for Budget Plan is now created.

3.8.6 Define Document Types

UseIn this IMG activity, you define the document types you want to use for budget postings in Funds Management. You can use different document types to classify your budget entry documents. By using different document types, you can classify budget entry documents according to your user-

© SAP AG of 78


specific criteria, by assigning meaningful names to the individual document types used within your organization.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Define Document Types

Transaction Code

SPRO



Doc Type

Text N Range Selected

Workflow Scenario for Value Type

Carry Over Scenario

0001 Document Type 0001

01 Blank Statistical Balancing per CI Category

002 Document Type 0002

02 Blank Statistical Balancing per CI Category

BADJ Budget Adjustment

02 Blank Budget Balancing per CI Category

BPCF Budget C/Fwd 06 Blank Budget Balancing per CI Category

BUDG Budget Entry 01 Blank Budget Balancing per CI Category

WF01 Workflow01 01 Selected Statistical Balancing per CI Category

4. Choose Enter.


ResultThe Budget Document Types are created.

3.8.7 Maintain Number Range Intervals for Entry Documents

Use In this IMG activity, you define the number range interval for budget entry documents of an FM area for each fiscal year for the industry-specific component Funds Management.

Procedure

© SAP AG of 78



IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Maintain Number range Interval for Entry Documents

Transaction Code

SPRO

2. In the FM Area field, enter 1000 and choose the Create button.


4. Choose the Insert Interval button


Number Range Year valid to Range starting from Range ending with

01 9999 0100000000 199999999

6. Choose Enter.



02 9999 0200000000 299999999

8. Choose Enter.


ResultThe Number ranges are now created.

3.8.8 Maintain Number Range Intervals for Budget Change Documents

Use In this IMG activity, you define the number range interval of budget change documents in an FM area for each fiscal year in the component Funds Management.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Maintain Number range Interval for Budget Change Documents

Transaction Code

SPRO

© SAP AG of 78







01 9999 0300000000 399999999

6. Choose Enter.


ResultThe Number Ranges for Change Documents are now created.

3.8.9 Maintain Number Range Intervals for Document Family

UseIn this IMG activity, you define the number range interval to assign document family numbers. Several budget entry documents are grouped together under one document family that is created at the same time in a mass activity. .


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Maintain Number range Interval for Document family

Transaction Code

SPRO



4. Choose the Insert Intervals button



01 9999 0400000000 499999999

6. Choose Enter.


Result

© SAP AG of 78


The Number Ranges Interval for Document family is created.

3.8.10 Define Layout for Budget Workbench

UseIn the budgeting workbench, you can define whether a specific input field appears in the header area of the budgeting workbench or in the BWB table area of the screen. The table area contains the document lines of a budget entry document. Whether an input field is placed in the header area or as a column of the table affects how the user makes entries:


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Define Layout for Budget Workbench

Transaction Code

SPRO



Field Name Description User Action and Values Column Position

Comment

Layout Variant YP0001

Description / Text

Public Sector 1000 Budget Layout

Year of Cash Effectivity

Header

Budget Type Header

Grant No Display

Fund Column 1

Fund Center Column 2

Commitment Item

Column 3

Functional Area

Column 4

Funded Program

Column 5

Period Header

© SAP AG of 78


Field Name Description User Action and Values Column Position

Comment

Distribution Key

1

4. Choose Enter.


ResultThe Layout YP0001 is now created.

3.8.11 Define Editing Options for Budget Amounts

UseIn the budgeting workbench, you can define whether a specific input field appears in the header area of the budgeting workbench or in the BWB table area of the screen. The table area contains the document lines of a budget entry document. Whether an input field is placed in the header area or as a column of the table affects how the user makes entries:


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Define Editing Options for Budget Amounts

Transaction Code





Decimal places for Budgeting 2

Sign for Revenue Positive

Sign for Expenditures Positive

5. Choose Enter.


ResultThe Editing Options for Budget Amounts are now selected.

© SAP AG of 78


3.8.12 Activate Period Control in Budgeting

UseIn this IMG activity, you activate period control for budgeting per FM area and budget version. You can also specify all versions by entering an asterisk (*) in the corresponding column. If period control is not activated (no entry), all periods are open for budgeting by default. entries:


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Control Budget Flow Activate Period Control

Transaction Code

SPRO





FM Area 1000

Version 0

Period Control Activation Selected

5. Choose Enter.


ResultThe Period Control for Version 0 is now activated.

3.8.13 Control Budgeting Flow - Edit Status

UseIn this IMG activity, you define which phases the budgeting contains during the course of a fiscal year. You define a budget status here for each phase.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Control Budget Flow

© SAP AG of 78


Edit Status

Transaction Code

SPRO




FM Area 1000

Status STAT01

Description(S) All

Description(L) All Combinations (Payment Budget)

4. Choose Enter.


6. Select the newly-created row, then in the Dialog structure pane, double-click Status control settings (budget).



Budget Category Internal Budgeting Process Budget Type

Payment Carry For. Recv. CF

Payment Carry For. Send CF

Payment Enter BI

Payment Prepare PR

Payment Receive A1

Payment Receive A2

Payment Receive A3

Payment Return A1

Payment Return A2

Payment Return A3

Payment Send A1

Payment Send A2

Payment Send A3

Payment Supplement A1



© SAP AG of 78



10. Choose Back.

ResultThe status definition is configured.

3.8.14 Assign Status to a Version

UseStatus management in the budget control system (BCS) allows you to subdivide the budgeting in Funds Management into successive budgeting phases. The individual budgeting phases differ in that only certain budget processes can be executed (Budgeting Process in combination with a Budget Type). Each phase is mapped in the system as a status. Whereas you define all required statuses and the executable budgeting activities for each status in Customizing, you select the current valid statuses in the current fiscal year in the menu of Funds Management:


Application Menu

Accounting Public Sector Management Funds Management Budgeting Budget Control System (BCS) Version Assign Status to a Version

Transaction Code

FMBOSTAT

2. Enter 1000 in the Determine Work Area: Entry screen.



Fiscal Year <1 minus current year>

Version 0

Period Control Activation STAT01

Budget address check Leave blank

4. Make the same entries for the current year and the subsequent fiscal year.

5. Make the same entries for version BP1.

6. Choose Enter.


ResultThe Version 0 and BP1 are assigned status STAT01.

© SAP AG of 78

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http://aiokeh.wdf.sap.corp:1080/SAPIKS2/contentShow.sap?IWB_INDUSTRY=SEM-BW&RELEASE=603&_CLASS=IWB_EXTHLP&_LOIO=85DDCB5E078FC647BFB08861412B4662&TMP_IWB_TASK=DISPLAY&_SLOIO=F0CA5716260211D28A430000E829FBBD&LANGUAGE=EN&_SEQNUM=179&_SCLASS=IWB_STRUCT


3.8.15 Define Planner Profile

UseIn this IMG activity, you define planner profiles with which you can control planning. In a planner profile, you define which plan tasks are used with which default parameters for each table. You can define any number of plan tasks for each table. Using the profile item that defines the sequence of the plan tasks for a table, you can assign the same plan task to a planner profile several times, but with different default parameters.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget Entry Planning Define Planner Profile

Transaction Code

SPRO




Planner Profile BP01C

4. Choose Enter.


6. Select the newly-created entry and in the Dialog Structure pane, double-click Tables which can be Planned.




Summary Table FMBDT

Distribution Key Leave Blank

9. Choose Enter.


11. Select the new created entry and in the Dialog Structure pane, double-click the Planning tasks for the table



© SAP AG of 78



Item 0

Layout BP01

Overwrite X Activate checkbox

Integrated excel X Activate checkbox

14. Choose Enter.

Step 11 to 14 is only required if you are creating a layout that is integrated with excel, otherwise the process ends with the assignment of the table for planning. If you are creating a layout with excel integration, then complete the remaining steps.


16. Select the new created entry and in the Dialog Structure pane, double-click the Default Parameters

17. Enter a value for each of the parameter fields

18. Choose the Form-based radio button

19. Click the Overview Screen button.

20. Choose Enable Macros


22. Click the Back button

23. Choose Save All

24. Remove all entries in the parameter entry screen

25. Click the Back button

26. Save your data


ResultThe Planner Profile is now created.

3.8.16 Define Planning Layout

UseIn this IMG activity, you create Layouts to build Planning data by Version.


© SAP AG of 78


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget Entry Planning Define Planning Layout

Transaction Code

SPRO

2. Double-click Create Planning Layout.



Planning Layout Name BP01

Name / description Planning Layout – All Dimensions

4. Choose the Create button.

5. On the Report Painter: Create FI-SL planning layout FMBDT screen, choose Edit Gen Data Selection Gen Data Selection.

6. On the Element definition: General data selection dialog box, select the following ten Characteristics fields, then choose the arrow button in the middle to move them to the Selected Characteristics pane.

Budget Type

Posting Period

Budget Process

FM Area

Ledger

Record Type

Version

Fiscal Year

BCS Value Type

Workflow Status.

Grant


Characteristic Variable From Variable To

Budget Type PR

Posting Period X 1 X 2

Budget Process PREP

FM Area 1000

Ledger 9F

Record Type 1

© SAP AG of 78


Version X 1

Fiscal Year X 1

BCS Value Type B1

Workflow Status P

8. Choose the Check button.

9. Choose Confirm.

10. To hide the Workflow status field, choose 10 Workflow Status, and then choose the Hide button.

11. Choose Continue.

12. The new Planning layout template is displayed, showing two columns: Lead Column (in red), and Column 1 (in blue). Double-click Column1.

13. On the dialog box, choose Key figure with characteristics.

14. Change the Key Figure selection from Transaction Currency to Local Currency.

15. Choose the Check button.

16. Choose Confirm.

17. Create columns for the five chosen Characteristics – Fund, Fund Center, Commitment Item, Functional area & Funded program.

18. To create the first column, double-click Lead Column (in red).

19. In the dialog box, select the Funded Program characteristic. and move it to the left using the arrow button.

20. Add option of local variable with a range of 1 to 2.

21. Complete the selection by choosing Check and then choosing Confirm.

22. On the Lead column structure: Funded Program dialog box, choose the Characteristic value radio button, then choose Confirm.

23. Repeat steps 18 to 22 for Functional Area, Commitment Item, Fund Center, and Fund (in that order).

To add columns for the other four Characteristics, choose the New Lead Column button.

24. Once all the columns are defined, choose the Check button to validate your work. Correct errors, if any.

25. Choose Enter.


Result

© SAP AG of 78


The Planning Layout BP01 is now created.

3.9 BCS - AVC

3.9.1 Edit Tolerance Profile

UseA tolerance profile pools different tolerance limits for availability control when processing actual transactions.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Availability Control Edit Tolerance Profiles

Transaction Code



Tolerance Profile Name Description Currency Category of Tolerance Profile

Z001 User Warnings Only USD Only Usage rates are allowed

Z002 User Warnings Only USD Only Usage rates are allowed

4. Choose Enter.


6. Select Tolerance Profile Z001, then from the Dialog Structure double-click Maintain Tolerance Limits.




Ceiling Type Expenditure - Outgoings

Activity group ++

Category of Tolerance Profile Only Usage rates are allowed

Order for checking 0

Message Type Warning

Usage / Limit 90%

© SAP AG of 78



AVC Event Leave Blank


Activity group ++



Message Type Error

Usage / Limit 100%


Activity group 80




Usage / Limit 100%


9. Choose Enter.


11. Choose Back.

12. Repeat steps 6 to 11 for Tolerance Profile Z002 with the following information:



Activity group ++




Usage / Limit 100%


ResultThe Tolerance Profiles Z001 and Z002 are now created.

3.9.2 Filter Settings for Budget Values

Use

© SAP AG of 78


In this IMG activity, you define which budget values should be included in active availability control.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Settings for Availability Control Ledger Define Filter Settings for Budget Values

Transaction Code

SPRO

2. Double-click Define the Consumable Budget.





Version 0

Value Type Selection B

6. Choose Enter.


8. In the Dialog Structure pane, double-click Select Budget Types.



Budget Type Long Description of Budget Type

A1 Budget Adjustment



BI Budget Initial

CF Carried Forward

11. Choose Enter.


ResultThe Filter settings for Budget Values are created.

© SAP AG of 78


3.9.3 Filter Settings for Commitment / Actual Values

UseIn this IMG activity, you define which budget values should be included in active availability control.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Settings for Availability Control Ledger Define Filter Settings for Commitment / Actual Values

Transaction Code

SPRO





Comment

AVC Ledger 9H

Fiscal Year starting From Value Type Selection

2000

5. Choose Enter.


ResultThe Filter settings for Commitment / Actual are complete.

3.9.4 Define Derivation Strategy for Control Objects

Use In this IMG activity, you can define your own strategies for deriving Funds Management account assignments (FM account assignments) for availability control.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Settings for Availability Control Ledger Define Derivation Strategy for Control

© SAP AG of 78


Objects

Transaction Code

SPRO




Derivation Strategy Name

9H01

Description Best Practices Strategy: Control Objects

4. Choose Enter.


6. Double-click the newly-created entry.

7. Choose the Display <> Change button.

8. Choose the Create Step button.

9. On the Create Step dialog box, select Derivation Rule, then choose Continue.



Step Description Best Practices Fund to Fund

Source Fields FUND

Target Fields RFUND

11. Choose Enter.


13. Choose the Condition tab.



Source field for Condition FM_AREA

Operant for Condition =

Source field for Condition 1000

15. Choose Enter.


17. Choose Back twice.

18. Double-click the 9H01 entry.


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Step Description Best Practices CI to CI

Source Field CMMTITEM

Target Field RCMMTITEM

21. Choose Enter.








25. Choose Enter.


27. Choose Back.







Step Description Best Practices Fund Ctr to Fund Ctr

Source Field FUNDSCTR

Target Field RFUNDSCTR

33. Choose Enter.








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37. Choose Enter.


39. Choose Back.




43. On the Create Step dialog box, select Initialization, then choose Continue.



Step Description Best Practices Initialize Functional Area

Field RFUNCAREA

45. Choose Enter.





Name ALDNR


Value 9H

49. Choose Enter.


51. On the Create Step dialog box, select Initialization, then choose Continue.



Step Description Best Practices Initialize Funded Program

Field RMEASURE

53. Choose Enter.





Name ALDNR


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Value 9H

57. Choose Enter.


ResultThe Derivation Strategy for Control Objects is now defined.

3.9.5 Define Derivation Strategy for Tolerance Profiles

UseIn this IMG activity you define the derivation rules with which you can replace the standard tolerance profile by an alternative tolerance profile.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Settings for Availability Control Ledger Define Derivation Strategy for Tolerance Profiles

Transaction Code




Name 9H02

Strategy Description BP Strategy for Tolerance Profiles

4. Choose Enter.








Step Description Profile for Payroll

© SAP AG of 78



Source Field FM_AREA

Target Field TOLPROF

11. Choose Enter.

12. Choose the Rule values icon.



Comment

Financial Management Area 1000

Tolerance Profile for Availability Control

Z003

14. Choose Continue.









Step Description Assign Users to Override Profile Z002

Source Field UNAME

Target Field TOLPROF

22. Choose Enter.

23. Choose the Details icon under Target Fields.

24. In the dialog box, select the radio button Overwrite With New Value If New Value is Not Empty

25. Choose Enter.


ResultThe Derivation Strategy for Tolerance Profiles is now defined.

© SAP AG of 78


3.9.6 Assign Tolerance Profiles and Strategy for Control Objects

Use In this IMG activity you define the derivation of availability control objects and the assignment of the tolerance profile for each availability control ledger.


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Settings for Availability Control Ledger Assign Tolerance Profiles and Strategy for Control Objects

Transaction Code





Comment

Ledger Name 9H

From Year 2000

Tolerance Profile Z001

Der. Strategy for Tolerance Profile

9H01

5. Choose Enter.


ResultThe Tolerance Profiles and Derivation Strategy are now assigned to Control Objects in 9H01.

3.9.7 Select Checking Horizon for Availability Control

UseIn this IMG activity you define the derivation of availability control objects and the assignment of the tolerance profile for each availability control ledger.


© SAP AG of 78


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Settings for Availability Control Ledger Specify Checking Horizon Select Checking Horizon for Availability Control

Transaction Code

SPRO





Ledger Name 9H

Checking Horizon

Annual checks (default) can be overwritten by strategy

5. Choose Enter.


ResultThe Checking Horizon is now set for AVC Ledger 9H.

3.9.8 Define Activation of Availability Control

UseIn this IMG activity, you activate availability control by assigning an activity status for each ledger and fiscal year (from year). You can choose between five activation statuses for each availability control ledger:


IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Define Activation of Availability Control

Transaction Code

SPRO





Ledger Name 9H

© SAP AG of 78



From Year 2000

Ledger Status assignment Active with strict check logic

5. Choose Enter.


ResultThe Activation of 9H with Strict Logic is now set.

ResultThe program generates a report showing the results of reconstruct taking into the two data sources as defined.

3.10Earmarked Funds

3.10.1 Assign Field Status variant to Company Code

Use In this work step you assign a field status variant to your company codes. You can assign a field status variant to as many company codes as you want.


IMG Menu Public Sector Management Funds Management Government Funds Management-Specific Postings Filed Control for Earmarked Funds & Funds Transfers Assign Field Status Variant to Company Code

Transaction Code

2. Double-click Company Code 1000.




Field Status Variant FMRE

5. Choose Enter.


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ResultThe Field Status variant FMRE is now assigned to Company Code 1000.

3.10.2 Define Field Status Groups

Use In this step, you define field status groups. You must assign the field status groups, along with a field status variant, to a field selection string, and enter them when defining document types.


IMG Menu Public Sector Management Funds Management Government Funds Management-Specific Postings Filed Control for Earmarked Funds & Funds Transfers Define Field Status Groups

Transaction Code




Field Status Group 1000

Name Description Public Sector

4. Choose Enter.


ResultThe Field Status Group 1000 is created.

3.10.3 Define Field Selection String

UseIn this step, you can define the field selection strings - that is, you can specify which fields are ready for entry, required or hidden during Earmarked funds and transfers. In another step, you must assign a field status variant and field status group to the field selection string.


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IMG Menu Public Sector Management Funds Management Government Funds Management-Specific Postings Earmarked Funds & Funds Transfers Field Control for Earmarked Funds & Funds Transfers Define Field Selection String

Transaction Code

SPRO

2. Select the Field Selection String MITTELRESER, and choose Copy As.

3. Name the newly-copied object as ZFR_BP.

4. Select the ZFR_BP entry, and in the Dialog Structure pane, double-click Maintain Field Status for Field Selection String.

5. Make the following Fields settings:

Description Hide Display Opt.entry Req.entry

Fund Center Selected

Fund Selected

Functional Area Selected

Grant Selected

Business Area Selected

Review all other Field statuses for your business process needs.

6. Choose Enter.


ResultThe Field Status String ZFR_BP is now created / maintained.

3.10.4 Define Document Types

Use In this IMG activity, you create the document types for the documents in Funds Management. Document types are used to classify the documents. You can define characteristics for each document type that controls how the document is entered or they may be recorded in the document itself. For each document type, you must specify:


IMG Menu Public Sector Management Funds Management Government Funds Management-Specific Postings Earmarked Funds & Funds Transfers

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Define Document Types

Transaction Code

SPRO




Comment

Document Type Category 30 – Fund Reservation

Document Type 11

Number Range 03

Field Status Group 1000

Group Key for Earmarked Funds Copying Template

FMRE

4. Choose Enter.


ResultThe Document Type Fund Reservation is maintained with above selections.

3.10.5 Define Rules for Account Assignment Transfer

Use In this step you define which account assignments are to be transferred from the earmarked fund to the follow-on document when posting a document with reference to an Earmarked fund.


IMG Menu Public Sector Management Funds Management Government Funds Management-Specific Postings Account Assignment Transfer Define Rules for Account Assignment transfer

Transaction Code

SPRO




Rule 1000

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Description BP Rule 1000

4. Choose Enter.


6. Select the newly created entry, and in the Dialog Structure pane, double-click Maintain Field to be Transferred.

7. Group the fields as follows:

Group 1 Group 2 Group 3

Order Number, Fund, Fund Center, Functional Area, Grant

Cost Center, Network Number, WBS

GL Account


ResultThe account assignment Rule 1000 is now defined.

3.10.6 Assign Rules

Use In this IMG activity, you assign the rules for the account assignment transfer from the earmarked funds to individual activities (such as purchase order, G/L account posting).


IMG Menu Public Sector Management Funds Management Government Funds Management-Specific Postings Earmarked Funds and Funds Transfers Account Assignment Transfer Assign Rules

Transaction Code

SPRO




Activity *

Rule 1000

4. Choose Enter.


Result

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The newly created Rule is now assigned to ALL activities.

3.11Commitment Updates and Integration

3.11.1 Assign Update Profile to FM Area

Use In this step you define your update profile per FM area. Update profiles support system configuration as a result of the business and executable features they contain for the controlling if updates. Via the update profile, for example, you can define whether a purchase requisition consumes budget or not (statistical postings).


IMG Menu Public Sector Management Funds Management Government Actual and Commitment Update / Integration General Settings Assign Update Profile to FM Area

Transaction Code

SPRO




FM Area 1000

Update Profile 000102

4. Choose Enter.


ResultThe Update Profile 00102 is now assigned to FM Area 1000.

3.11.2 Override Update Profile

Use this IMG activity, you can override the valid settings of an update profile in the standard system. Override for a value type. You can individually specify for each update profile and value type, which document date should be called for the period assignment of commitment and actual data in Funds Management. This refers to the period in which the actual data in the Information system should be displayed for the payment budget and/or the commitment budget. The update periods are determined by one of the following: (a) Posting/Document date (b) Due date (c) Delivery date

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In addition, you can specify for each value type that the update in Funds Management should only be statistical. This means that the posting is not subject to availability control and does not use any budget.


IMG Menu Public Sector Management Funds Management Government Actual and Commitment Update / Integration General Settings Override Update Profile

Transaction Code

SPRO




Comment

Update Profile 000102

Value Type <value type> Leave blank or enter Value as applicable (such as 60)

Period-based Encumbrance Tracking for Payment Budget

Selected

4. Choose Enter.


ResultThe Update Profile 00102 is now overridden as shown.

3.11.3 Make Other Settings

Use In this IMG activity, you can define:

When the goods receipt should be included in Funds Management

The process by which tax should be displayed

Whether the derivation of FM Account Assignments only occurs for real Controlling Objects or also for statistical Controlling objects

Which documents should be used for determining the Carry forward Level

Which Currency Type is used for currency integration (see section "Define Currency Type for Currency Integration")

Whether sales orders should be updated in FM.

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IMG Menu Public Sector Management Funds Management Government Actual and Commitment Update / Integration General Settings Make other Settings

Transaction Code

SPRO




FM Area 1000

Sales Order Integration: Deactivate Update

Select or deselect, as applicable

Review the other setting on this screen, and make any applicable adjustment.

4. Choose Enter.


ResultThe other settings are completed as needed.

3.11.4 Assign Number Range to FM Area

Use In this IMG activity, In this step, you store a number range interval for actual data documents for each FM area.


IMG Menu Public Sector Management Funds Management Government Actual and Commitment Update / Integration Basic Settings FM Line Items Assign Number Range to FM Area

Transaction Code

SPRO

2. In the 1000 row, enter the following value:


Number Range 01

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3. Choose Enter.


ResultThe Number 01 is now assigned to FM Area 1000 actuals data.

3.11.5 Activate / Deactivate Funds Management

Use In this step, you activate the Funds Management (FM) account assignment derivation and update of documents from the feeder components for FM to FM for specific company codes. If you have combined a number of company codes under an FM area, you have the option of activating specific company codes only or of leaving other company codes deactivated.


IMG Menu Public Sector Management Funds Management Government Actual and Commitment Update / Integration Activate / Deactivate Funds management

Transaction Code

SPRO

2. In the row for Company Code 1000, FM Area 1000, make the following entries:


Account Assignment Derivation Selected

Activation FM Update Selected

3. Choose Enter.


ResultThe Account Assignment Derivation and FM Update is now activated for Company Code 1000, FM Area 1000.

3.12 Closing Operations

3.12.1 Open Periods for FM Postings

UseIn this step, you create a number range interval for fiscal year change documents for each FM area. Fiscal year change documents are created for Funds Management documents that are

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carried forward to a new fiscal year using program Closing Operations: Carry forward of Open Items, or whose carry forward was reset again using program Closing Operations: Reset Carry forward of Open Items (RFFMCCFR).


IMG Menu Public Sector Management Funds Management Government Additional Functions Closing Operations Open and Close Periods / Fiscal Year Years Posting Individual Processing

Transaction Code

FMIR





Budget category 9H

Fiscal Year 2009

Accounts Assignment Element/s All Acct Assgmt.

From Period 01

To Period 12

5. Choose Enter.


ResultPosting periods 01 through 12 are assigned for Fiscal year 2009 for FM Area 1000.

3.12.2 Enter Default Settings

UseIn this IMG activity, you define per FM area, which closing operations can be carried out at the fiscal year change: (1) Carrying forward commitments; (2) Carrying forward budget for commitments; (3) Carrying forward residual budget;


IMG Menu Public Sector Management Funds Management Government Closing Operations Enter Default Settings

Transaction SPRO

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Code




FM Area 1000

Commt cfwd allwd Selected

Bdgt CF cmt allow Selected

Res.bgt cf alld Selected

4. Choose Enter.


ResultThe Basic settings for Carry Forwards are now set for the FM area 1000.

3.12.3 Enter Settings for Commitment Item Carry Forward Payment Budget

Use In this step, you specify per FM area, fiscal year, and value type (such as purchase orders or invoices), whether carrying forward commitments for the payment budget to the new fiscal year is allowed or not. The settings made here override any default settings that already exist.


IMG Menu Public Sector Management Funds Management Government Closing Operations Commitment Closing Operations Enter Settings for Commitment Item carry Forward Payment Budget

Transaction Code



FM Area Fiscal Year Value Type If C/Fed. Is allowed

1000 2009 51 Selected

1000 2009 81 Selected

4. Choose Enter.


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ResultThe carry forward settings for payment budget by value type are set as shown.

3.12.4 BCS - Activate Budget Carry Forward for Commitment

UseIn this IMG activity, you define for which value type and budget category the carry forward of budget for commitment should be activated or deactivated for each FM area/fiscal year. You can define the settings for individual value types or for all value types that are used in the field value type.


IMG Menu Public Sector Management Funds Management Government Closing Operations Closing Operations for BCS Activate Budget carry Forward for Commitment

Transaction Code

SPRO



FM Area Fiscal year Value Type Budget Category If Active

1000 2009 51 9F Active

1000 2009 81 9F Active

4. Choose Enter.


ResultThe carry Forward settings for BCS for Ledger 9F (AVC ledger 9F) are now activated.

3.12.5 BCS – Define Budget Entry Documents for Commitment carry forward

UseBy default, the budget carry forward for commitment is logged in a budget entry document with both a sender and receiver line and for the sender line of the transaction,


IMG Menu Public Sector Management Funds Management Government

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Closing Operations Closing Operations for BCS Define Budget Entry Document for Commitment carry Forward

Transaction Code




Comment

FM Area BPCF

Header text / Name BP – C/Fwd. Doc type

Settings for Receiver – Budget Type CF

Settings for receiver - Period 01

Settings for receiver – Distribution Key

00

Settings for Sender – Budget Type CF

Settings for Sender – Period 12

4. Choose Enter.


ResultThe Document settings with Budget Type and period settings are set for Carry Forward for BCS.

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