EHP3 for SAP ERP 6.0 Funds Management-Basic Settings (951) Building Block Configuration Guide

EHP3 for SAP ERP 6.0 June 2009 English

Funds Management-Basic Settings (951) Building Block Configuration Guide

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

SAP Best Practices

Funds Management-Basic Settings (951): Configuration Guide

Copyright © Copyright 2009 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. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, System i, System i5, System p, System p5, System x, System z, System z9, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix, i5/OS, POWER, POWER5, POWER5+, OpenPower and PowerPC are trademarks or registered trademarks of IBM Corporation. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML, and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, xApps, xApp, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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Contents Funds Management-Basic Settings (951) ....................................................................................... 7 1

Purpose .................................................................................................................................... 7

2

Preparation ............................................................................................................................... 7 2.1

3

Prerequisites .................................................................................................................. 7

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

3.3.8

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

3.3.9

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

3.3.10

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

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3.3.11 3.4 3.4.1 3.5 3.5.1 3.6 3.6.1 3.7


Define Document Splitting Rule............................................................................... 29 New GL for Treasury and Payroll Constants ............................................................... 30 Edit Constant for Nonassigned Processes .............................................................. 30 Grants Management .................................................................................................... 32 Define NON_RELEVANT Grant .............................................................................. 32 Funds Management Basic Settings ............................................................................. 32 Activate Global Functions of BCS............................................................................ 32 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

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

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3.9.8 3.10


Define Activation of Availability Control ................................................................... 61 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 Purpose This 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 2.1 Prerequisites Building Blocks Before 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 3.1.1

Maintain FM Area

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

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

Enterprise Structure → Definition → Financial Accounting → Maintain FM Area.

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: Field Name

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Description

User Action and Values

Comment

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Field Name

Description


FIKRS

FM Area

1000

FITXT

FM Areas text

FM Area 1000

FM_WAERS

FM area currency

USD

Comment

4. Save your entries.

Result The required FM Area is created and is now available for assignments.

3.1.2

Assign Company code to FM Area

Use The Funds Management area must be assigned in the enterprise structure.


Enterprise Structure → Assignment → Financial Accounting → Assign Company code to Financial Management area

Transaction Code

SPRO


Description


BUKRS

Company code

1000

FIKRS

FM Area

FM Area 1000

FITXT

FM area Text

FM Area 1000

Comment


Result The FM Area 1000 is now assigned to Company code 1000.

3.1.3

Assign Fiscal Year variant to FM Area

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

Prerequisites The Fiscal Year Variant is defined.

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

Transaction Code

SPRO


Description


FIKRS

FM Area

FM Area 1000

CA_PERIV

Fiscal Year Variant

K4

Comment


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

3.1.4

Activate Account Assignment Elements

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

Prerequisites Field 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.


Public Sector management → General settings for Public Sector Management → Basic settings: Account assignment Elements → Activate Account Assignment Elements

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries:

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Field Name

Description


Comment

FUND_ACTIVE

Fund

Selected

Enter date for assignment of integration with HR

FUNCTION_ACTIVE

Functional Area

Selected


GRANT Active

Grant

Selected


MEASURE Active

Funded Program

Selected


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

3.1.5

Activate Global Funds

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


Public Sector management → Funds Management Government → Basic Settings → Activate Global Funds Management Functions (PSMFM)

Transaction Code

SPRO

2. Select the checkbox. 3. Save your entries

Result Public Sector Management functions are now active in the system.

3.1.6

Define Business Area

Use

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This 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.


Enterprise Structure → Definition → Financial Accounting → Define Business Area

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries. Business Area

Description

9998

Payroll Constant

9999

Treasurer’s Constant


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


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

Transaction Code

SPRO

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Description


RLDNR

Ledger

FA

TAB

Totals table

FMGLFLEXT

XLEADING

Leading Ledger

Selected

Comment

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


Result The Leading ledger now defined for further assignments.

3.2.2

Define Currencies of Leading Ledger

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


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). 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.

Result The Leading ledger is now defined for further assignments.

3.2.3

Include Fields in Totals Table

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

Prerequisites The fields must be available. Create them if necessary.

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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 3. Make the following entries: Field Name

Description


Cost Center

ZZKOSTL

Order Number

ZZAUFNR

WBS Breakdown Structure

ZZPS_PSP_PNR

Comment


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

3.2.4

Include Fields-Master Data Check

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


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

Transaction Code

SPRO


Description


Totals table

FMGLFLEXT

Field Name

ZZAUFNR

Exit/Table

=13

Additional Info

1

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Field Name


Description


Superior Fields

Comment

RBUKRS

4. Save your entries. 5. Choose Back. 6. Repeat steps 2 to 5 for the following information: Indicator: May field be used in planning set?

Necessary field for master data calculation

Field Name

Totals Table

Master data table (validation)

ZZKOSTL

FMGLFLEXT

=06

X

RBUKRS

ZZPS_PSP_PNR

FMGLFLEXT

=27

X

RBUKRS

Ind.: Exit for additional values or additional information

#1


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

3.2.5

Assign Scenarios and Customer Fields to Ledger

Use The 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. .


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. 4. Choose the New Entries button. 5. Make the following entries: Scenario for General Ledger Accounting

Long Text

PSM_FAC

Fund Accounting

PSM_GM

Grants management

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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 15. Choose the New Entries button 16. Add the custom fields: ZZAUFNR, ZZKOSTL, ZZPS_PSP_PNR 17. Save your entries.

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

3.2.6

Define Variants for Real time Integration CO → FI

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


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


Description


XACTIVE

R-Time Integration Active

Select

XACCDET

Acct. Determination Active

Select

BLART

Document Type

SA

TEXT

Description

Standard variant for realtime Int.

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Field Name

Description


XUSE_FLAGS

Cross company code

Select

(Select check marks for fields)

Cross Business Area

Comment

Cross Functional Area Cross Fund Cross Grant


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

3.2.7

Enter Global Parameters

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

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


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. 3. Choose the New Entries button. 4. Make the following entries: Field Name

Description


Chart of Accounts

0010

Credit Control Area

1000

FM Area

1000

Fiscal Year Variant

K4

Document entry Screen variant

2

Field Status variant

0010

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Field Name

Description


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

Comment


Result The Global parameters for the Company Code are set.

3.2.8

Define Document Number Ranges for Entry View

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

Procedure 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 → Documents in Entry View → Define Document Number Ranges for Entry View

Transaction Code

SPRO

2. Make the following entries: Field Name

Description

Company Code


Comment

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]. 7. Save your entries.

Result The Number ranges are created for Entry View documents.

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3.2.9


Define Document Types for Entry View

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


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

Transaction Code

SPRO

You may wish to view the existing document types. To do so, select the Document type dropdown. 2. Choose the New Entries button. 3. Make the following entries: Field Name

Description


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


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

3.2.10

Define Posting Keys

Use

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Posting 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.


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: Field Name

Description


Comment

Posting Key

Two character posting key

Debit / Credit Indicator

Account Types

Number range

20

Select Account Types: Asset

Selected

Customer

Selected

Vendor

Selected

Material

Selected

GL Account

Selected


Result The Posting Keys are created or modified as applicable.

3.2.11

Define Retained Earnings Account

Use You 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.

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


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. 3. Choose the New Entries button. 4. Make the following entries: 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. 6. Save your entries.

Result The 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

Use Each 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.

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


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IMG Menu

Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify G/L Accounts for Document Splitting

Transaction Code

SPRO

2. In the Chart of Accounts field, enter 0010 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name

Description


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

Comment

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. 5. Save your entries.

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

3.3.2

Define Zero-Balance Clearing Account

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

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Prerequisites The 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 zerobalancing, then in the Dialog Structure pane, double-click Accounts. 3. In the Chart of Accounts field, enter 0010 and choose Continue. 4. Choose the New Entries button. 5. Make the following entries: Field Name

Description

Account for zero balancing


Comment

100000


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

3.3.3

Define Business Transaction Variant

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

Prerequisites A custom Splitting method is defined.


© SAP AG

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

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Transaction Code


SPRO

2. Select Transaction 0000 and in the Dialog Structure pane, double-click Accounting Transaction Variant. 3. Choose the New Entries button. 4. Make the following entries: Field Name

Description

BT Variant


Comment

YPAY

Payroll Constant

5. Save your entries. 6. Select the newly-created entry YPAY and in the Dialog Structure pane, double-click Assigned Item categories. 7. Choose the New Entries button. 8. Make the following entries: Field Name

Description


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

Item Category

40200

Item Category

80000

Comment

9. Save your entries. 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

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Field Name


Description


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

Comment

Result Business Transaction variants YPAY and YTRS are now defined.

3.3.4

Classify Document Types for Document Splitting

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


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

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: Type

Transactn

Variant

AP

#0000

#0001

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4.


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

Save your entries.

Result The document types are classified for splitting.

3.3.5

Define Document Splitting Characteristics for General Ledger

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


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

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: 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

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Result The characteristics are specified.

3.3.6

Define Document Splitting Characteristics for Controlling

Use In 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.


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

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: Field AUFNR/Order KOSTL/Cost Center PS_PSP_PNR/WBS Element 4. Save your entries.

Result The characteristics are specified.

3.3.7

Define Field Status Variants – Field Status Groups

Use In 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.


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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. 3. Make the following entries: FStV

Field Status Name

0010

Field Status BP

4. Save your entries. 5. Select the newly-created row, then in the Dialog Structure pane, double-click Field Status Groups. 6. Choose the New Entries button. 7. Make the following entries: Field status group

Name of the field status definition group

Y001

General Accounts

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

8. Save your entries. 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.

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3.3.8


Define Extended Document Splitting Method

Use In 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.


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

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: Method

Text

Z000000111

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


Result The extended method is defined.

3.3.9

Activate Document Splitting

Use In 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.

Prerequisites The custom Splitting Method is defined.


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.

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Result Business Transaction variants YPAY and YTRS are now defined.

3.3.10

Assign Document Splitting Method

Use In 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.

Prerequisites You 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. 5. Save your entries.

Result The custom Document Splitting Method is now assigned.

3.3.11

Define Document Splitting Rule

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



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IMG Menu

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

Transaction Code

SPRO


Description


Splitting method

Z000000111

Business Transaction

1000

BT Variant

YTRS

Account key

000

Item Cat

04000

Further Divide Document

Select No

Comment

4. Save your entries. 5. Select the newly-created entry, then double-click Item Categories to be edited. 6. Choose the New Entries button. 7. Make the following entries: Item category

Dependence on Leading Item

Processing Category

01100

1

1

01100

2

1

04000

BLANK

0

05100

BLANK

1

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

Result The 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

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

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IMG Menu

Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Edit Constants for nonassigned Processes

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: Constant

Name

YTRS

Treasurers Constant

4. Choose Enter. 5. Save your entries. 6. Select the new entry and in the Dialog structure pane, double-click Assigned Values. 7. Choose the New Entries button. 8. Make the following entries: Field Name

Description


Fund

99999999

Grant

NON_RELEVANT

Business Area

9999

Comment

9. Choose Enter. 10. Save your entries. 11. Repeat steps 2 to 10 for the following information: Constant

Name

YPAY

Payroll Constant

Field Name

Description


Fund

99999998

Grant

NON_RELEVANT

Business Area

9998

Comment


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Result The custom Constants are now ready for Split Processor.

3.5 Grants Management 3.5.1

Define NON_RELEVANT Grant

Use The 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. 4. Save your entries

3.6 Funds Management Basic Settings 3.6.1

Activate Global Functions of BCS

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

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


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IMG Menu

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

Transaction Code

SPRO



FM Area

1000

Year Active from

2000

Comment


Result Global functions of BCS are now activated.

3.7 Funds Management Master Data 3.7.1

Create / Change Hierarchy Variant – Fund Center

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


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. 3. Choose the New Entries button. 4. Make the following entries: Field Name

Description


Hierarchy. Variant

000

Name

Public Sector 1000

Comment

5. Choose Enter. 6. Save your entries.

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Result A custom Hierarchy Variant is now created.

3.7.2

Assign Hierarchy Variant to FM Area

Use In 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.


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. 3. Choose the New Entries button. 4. Make the following entries: Field Name

Description


Fiscal year

Hierarchy Variant

000

Comment


Result The hierarchy variant is assigned.

3.7.3

Create FM Fund Type

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


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Transaction Code 2. Choose the New Entries button. 3. Make the following entries: 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


Result The FM Fund Types have now been created.

3.7.4

Create and Maintain Funded Program Type

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


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

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: Funded Program Type

Name

CAP

Capital Funded Program

OTH

Other Funded Program

4. Choose Enter.

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Result The Funded Program Types are now created as shown.

3.8 BCS Setup - Budgeting 3.8.1

Activate Account Assignment Elements in BCS

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


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


Description


FM Area

1000

Fund

Mandatory

Fund Center

Mandatory

Commitment Item

Mandatory

Functional Area

Mandatory

Grant

Mandatory

Funded Program

Optional

Comment


Result The Account Assignment Elements in BCS are now activated.

3.8.2

Define Budget Category

Use

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


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

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: FM Area

Budget Category

Time Horizon

Start Next Year

1000

Payment

unchecked


Result The Budget Category is activated.

3.8.3

Define Budget Type

Use In 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 customerspecific definition of budget values.


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. 3. Choose the New Entries button. 4. Make the following entries: Budget Type

Description

Description (M)

Description (L)

A1

A1

Budget Adjustment

Budget Adjustment

A2

A2

Budget Adjustment

Budget Adjustment

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Budget Type

Description

Description (M)

Description (L)

A3

A3

Budget Adjustment

Budget Adjustment

BI

BI

Budget Initial

Budget Initial

CF

CF

Carried Forward

Carried Forward

PR

PR

Preparation

Preparation

5. Choose Enter. 6. Save your entries. 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. 10. Save your entries. 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. For PR, select only the Prepare value.

Result The Budget Types are now created and processes defined.

3.8.4

Define Budget Type Groups

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.

Prerequisites Budget Types to be grouped should already be created.


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

2. Choose the New Entries button. 3. Make the following entries:

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FM Area

Budget Type Group

Description

1000

CY

Current Year Budget

1000

PY

Prior Year Budget

4. Choose Enter. 5. Save your entries. 6. Select the newly-created entry CY and in the Dialog Structure pane, double-click Edit Budget Type Group. 7. Choose the New Entries button. 8. In the next five rows, select budget types A1, A2, A3, BI, and CF. 9. Save your entries. 10. Choose Back. 11. Select the newly-created entry PY and in the Dialog Structure pane, double-click Edit Budget Type Group. 12. Choose the New Entries button. 13. Select budget type CF. 14. Save your entries.

Result The 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.

Prerequisites Budget Types needed should have created.


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

Transaction Code 2. Choose the New Entries button. 3. Make the following entries: Field Name Version

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Description


Comment

BP1

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Field Name


Description

Plan


Comment

Selected


Result The Version BP1 for Budget Plan is now created.

3.8.6

Define Document Types

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


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

Transaction Code

SPRO

2. Choose the New Entries button. 3. Make the following entries: 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


BADJ

Budget Adjustment

02

Blank

Budget


BPCF

Budget C/Fwd

06

Blank

Budget


BUDG

Budget Entry

01

Blank

Budget


WF01

Workflow01

01

Selected

Statistical



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Result The 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.


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. 3. Choose the Change Intervals button. 4. Choose the Insert Interval button 5. Make the following entries: Number Range

Year valid to

Range starting from

Range ending with

01

9999

0100000000

199999999

6. Choose Enter. 7. Choose the Insert Interval button Number Range

Year valid to

Range starting from

Range ending with

02

9999

0200000000

299999999


Result The 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.

Procedure

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

2. In the FM Area field, enter 1000 and choose the Create button. 3. Choose the Change Intervals button. 4. Choose the Insert Interval button 5. Make the following entries: Number Range

Year valid to

Range starting from

Range ending with

01

9999

0300000000

399999999


Result The Number Ranges for Change Documents are now created.

3.8.9

Maintain Number Range Intervals for Document Family

Use In 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. .


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

2. In the FM Area field, enter 1000 and choose the Create button. 3. Choose the Change Intervals button. 4. Choose the Insert Intervals button 5. Make the following entries: Number Range

Year valid to

Range starting from

Range ending with

01

9999

0400000000

499999999

6. Choose Enter.

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Result The Number Ranges Interval for Document family is created.

3.8.10

Define Layout for Budget Workbench

Use In 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


Description


Column Position

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

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Field Name


Description

Distribution Key


Column Position

Comment

1


Result The Layout YP0001 is now created.

3.8.11

Define Editing Options for Budget Amounts

Use In 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 2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name

Description


Decimal places for Budgeting

2

Sign for Revenue

Positive

Sign for Expenditures

Positive

Comment


Result The Editing Options for Budget Amounts are now selected.

3.8.12

Activate Period Control in Budgeting

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In 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:


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

Transaction Code

SPRO

2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name

Description


FM Area

1000

Version

0

Period Control Activation

Selected

Comment


Result The Period Control for Version 0 is now activated.

3.8.13

Control Budgeting Flow - Edit Status

Use In 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.


Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Control Budget Flow → Edit Status

Transaction Code

SPRO


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Description


Comment

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Field Name


Description


Comment

FM Area

1000

Status

STAT01

Description(S)

All

Description(L)

All Combinations (Payment Budget)

4. Choose Enter. 5. Save your entries. 6. Select the newly-created row, then in the Dialog structure pane, double-click Status control settings (budget). 7. Choose the New Entries button. 8. Make the following entries: 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

Payment

Supplement

A2

Payment

Supplement

A3

9. Save your entries. 10. Choose Back.

Result The status definition is configured.

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3.8.14


Assign Status to a Version

Use Status 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:

Procedure 1. Access the activity using one of the following navigation options: 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. 3. Make the following entries: Field Name

Description


Fiscal Year

<1 minus current year>

Version

0

Period Control Activation

STAT01

Budget address check

Comment

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. 7. Save your entries.

Result The Version 0 and BP1 are assigned status STAT01.

3.8.15

Define Planner Profile

Use In 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.

Procedure © SAP AG

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

IMG Menu

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

Transaction Code

SPRO


Description


Planner Profile

Comment

BP01C

4. Choose Enter. 5. Save your entries. 6. Select the newly-created entry and in the Dialog Structure pane, double-click Tables which can be Planned. 7. Choose the New Entries button. 8. Make the following entries: Field Name

Description


Summary Table

FMBDT

Distribution Key

Leave Blank

Comment

9. Choose Enter. 10. Save your entries. 11. Select the new created entry and in the Dialog Structure pane, double-click the Planning tasks for the table 12. Choose the New Entries button 13. Make the following entries: Field Name

Description


Comment

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.


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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 21. Save your entries 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 27. Save your entries

Result The Planner Profile is now created.

3.8.16

Define Planning Layout

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


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. 3. Make the following entries: Field Name

Description


Planning Layout Name

BP01

Name / description

Planning Layout – All Dimensions

Comment

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.

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Budget Type Posting Period Budget Process FM Area Ledger Record Type Version Fiscal Year BCS Value Type Workflow Status. Grant 7. Make the following entries: Characteristic

Variable

Budget Type Posting Period

From

Variable

To

X

2

PR X

1

Budget Process

PREP

FM Area

1000

Ledger

9F

Record Type

1

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.

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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. 26. Save your entries.

Result The Planning Layout BP01 is now created.

3.9 BCS - AVC 3.9.1

Edit Tolerance Profile

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


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

Transaction Code 2. Choose the New Entries button. 3. Make the following entries: Tolerance Profile

Name Description

Currency

Category of Tolerance Profile

Z001

User Warnings Only

USD

Only Usage rates are allowed

Z002

User Warnings Only

USD


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4. Choose Enter. 5. Save your entries. 6. Select Tolerance Profile Z001, then from the Dialog Structure double-click Maintain Tolerance Limits. 7. Choose the New Entries button. 8. Make the following entries: Field Name

Description


Ceiling Type

Expenditure - Outgoings

Activity group

++



Order for checking

0

Message Type

Warning

Usage / Limit

90%

AVC Event

Leave Blank

Ceiling Type


Activity group

++



Order for checking

1

Message Type

Error

Usage / Limit

100%

Ceiling Type


Activity group

80



Order for checking

2

Message Type

Warning

Usage / Limit

100%

AVC Event

Leave Blank

Comment

9. Choose Enter. 10. Save your entries. 11. Choose Back. 12. Repeat steps 6 to 11 for Tolerance Profile Z002 with the following information: Field Name

Description


Ceiling Type


Activity group

++



Order for checking

0

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Comment

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Field Name

Description


Message Type

Warning

Usage / Limit

100%

AVC Event

Leave Blank

Comment

Result The Tolerance Profiles Z001 and Z002 are now created.

3.9.2

Filter Settings for Budget Values

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


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. 3. In the FM Area field, enter 1000 and choose Continue. 4. Choose the New Entries button. 5. Make the following entries: Field Name

Description


Version

0

Value Type Selection

B

Comment

6. Choose Enter. 7. Save your entries. 8. In the Dialog Structure pane, double-click Select Budget Types. 9. Choose the New Entries button. 10. Make the following entries: Budget Type

Long Description of Budget Type

A1

Budget Adjustment

A2

Budget Adjustment

A3

Budget Adjustment

BI

Budget Initial

CF

Carried Forward

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Result The Filter settings for Budget Values are created.

3.9.3

Filter Settings for Commitment / Actual Values

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


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


Description


AVC Ledger

9H

Fiscal Year starting From Value Type Selection

2000

Comment


Result The 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.


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IMG Menu

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

Transaction Code

SPRO


Description


Derivation Strategy Name

9H01

Description

Best Practices Strategy: Control Objects

Comment

4. Choose Enter. 5. Save your entries. 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. 10. Make the following entries: Field Name

Description


Step Description

Best Practices Fund to Fund

Source Fields

FUND

Target Fields

RFUND

Comment

11. Choose Enter. 12. Save your entries. 13. Choose the Condition tab. 14. Make the following entries: Field Name

Description


Source field for Condition

FM_AREA

Operant for Condition

=


1000

Comment

15. Choose Enter. 16. Save your entries. 17. Choose Back twice. 18. Double-click the 9H01 entry. 19. Choose the Create Step button. 20. On the Create Step dialog box, select Derivation Rule, then choose Continue.

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Field Name

Description


Step Description

Best Practices CI to CI

Source Field

CMMTITEM

Target Field

RCMMTITEM

Comment


Description



FM_AREA


=


1000

Comment

25. Choose Enter. 26. Save your entries. 27. Choose Back. 28. Choose Back twice. 29. Double-click the 9H01 entry. 30. Choose the Create Step button. 31. On the Create Step dialog box, select Derivation Rule, then choose Continue. 32. Make the following entries: Field Name

Description


Step Description

Best Practices Fund Ctr to Fund Ctr

Source Field

FUNDSCTR

Target Field

RFUNDSCTR

Comment


Description



FM_AREA


=


1000

Comment

37. Choose Enter. 38. Save your entries. 39. Choose Back. 40. Choose Back twice.

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41. Double-click the 9H01 entry. 42. Choose the Create Step button. 43. On the Create Step dialog box, select Initialization, then choose Continue. 44. Make the following entries: Field Name

Description


Step Description

Best Practices Initialize Functional Area

Field

RFUNCAREA

Comment


Description


Name

ALDNR


=

Value

9H

Comment

49. Choose Enter. 50. Save your entries. 51. On the Create Step dialog box, select Initialization, then choose Continue. 52. Make the following entries: Field Name

Description


Step Description

Best Practices Initialize Funded Program

Field

RMEASURE

Comment


Description


Name

ALDNR


=

Value

9H

Comment


Result The Derivation Strategy for Control Objects is now defined.

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3.9.5


Define Derivation Strategy for Tolerance Profiles

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


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 2. Choose the New Entries button. 3. Make the following entries: Field Name

Description


Name

9H02

Strategy Description

BP Strategy for Tolerance Profiles

Comment

4. Choose Enter. 5. Save your entries. 6. Double-click the 9H02 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. 10. Make the following entries: Field Name

Description


Step Description

Profile for Payroll

Source Field

FM_AREA

Target Field

TOLPROF

Comment

11. Choose Enter. 12. Choose the Rule values icon. 13. Make the following entries: Field Name

Description


Financial Management Area

1000

Tolerance Profile for Availability Control

Z003

Comment

14. Choose Continue.

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15. Save your entries. 16. Choose Back twice. 17. Double-click the 9H02 entry. 18. Choose the Display <> Change button. 19. Choose the Create Step button. 20. On the Create Step dialog box, select Derivation Rule, then choose Continue. 21. Make the following entries: Field Name

Description


Step Description

Assign Users to Override Profile Z002

Source Field

UNAME

Target Field

TOLPROF

Comment

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. 26. Save your entries.

Result The Derivation Strategy for Tolerance Profiles is now defined.

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.


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 2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries:

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Field Name

Description


Ledger Name

9H

From Year

2000

Tolerance Profile

Z001

Der. Strategy for Tolerance Profile

9H01

Comment


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

3.9.7

Select Checking Horizon for Availability Control

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.


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


Description


Ledger Name

9H

Checking Horizon

Annual checks (default) can be overwritten by strategy

Comment


Result The Checking Horizon is now set for AVC Ledger 9H.

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3.9.8


Define Activation of Availability Control

Use In 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:


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

Transaction Code

SPRO


Description


Ledger Name

9H

From Year

2000

Ledger Status assignment

Active with strict check logic

Comment


Result The Activation of 9H with Strict Logic is now set.

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

3.10 Earmarked 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.


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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. 3. Choose the New Entries button. 4. Make the following entries: Field Name

Description

Field Status Variant


Comment

FMRE


Result The 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 2. Choose the New Entries button. 3. Make the following entries: Field Name Field Status Group Name Description

Description


Comment

1000 Public Sector


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The Field Status Group 1000 is created.

3.10.3

Define Field Selection String

Use In 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.


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

Fund Center

Req.entry Selected

Fund

Selected

Functional Area

Selected

Grant

Selected

Business Area

Selected

Review all other Field statuses for your business process needs. 6. Choose Enter. 7. Save your entries.

Result The Field Status String ZFR_BP is now created / maintained.

3.10.4

Define Document Types

Use

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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:


Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds & Funds Transfers → Define Document Types

Transaction Code

SPRO


Description


Document Type Category

30 – Fund Reservation

Document Type

11

Number Range

03

Field Status Group

1000

Group Key for Earmarked Funds Copying Template

FMRE

Comment


Result The 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.


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

Transaction Code

SPRO

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Description


Rule

1000

Description

BP Rule 1000

Comment

4. Choose Enter. 5. Save your entries. 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


Result The 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).


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

Transaction Code

SPRO


Description


Activity

*

Rule

1000

Comment


Result The newly created Rule is now assigned to ALL activities.

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3.11 Commitment 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).


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

Transaction Code

SPRO


Description


FM Area

1000

Update Profile

000102

Comment


Result The 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 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.


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IMG Menu

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

Transaction Code

SPRO


Description


Update Profile

000102

Value Type

Period-based Encumbrance Tracking for Payment Budget

Selected

Comment

Leave blank or enter Value as applicable (such as 60)


Result The 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.


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

Transaction Code

SPRO

2. Choose the New Entries button.

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Description


FM Area

1000

Sales Order Integration: Deactivate Update

Select or deselect, as applicable

Comment

Review the other setting on this screen, and make any applicable adjustment. 4. Choose Enter. 5. Save your entries.

Result The 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.


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: Field Name Number Range

Description


Comment

01


Result The 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.

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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: Field Name

Description


Account Assignment Derivation

Selected

Activation FM Update

Selected

Comment


Result The 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

Use In 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 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).


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

Transaction Code

FMIR

2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name Budget category

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Description


Comment

9H

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Field Name

Description


Fiscal Year

2009

Accounts Assignment Element/s

All Acct Assgmt.

From Period

01

To Period

12

Comment


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

3.12.2

Enter Default Settings

Use In 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;


Public Sector Management → Funds Management Government → Closing Operations → Enter Default Settings

Transaction Code

SPRO


Description


FM Area

1000

Commt cfwd allwd

Selected

Bdgt CF cmt allow

Selected

Res.bgt cf alld

Selected

Comment


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

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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.


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

Transaction Code 2. Choose the New Entries button. 3. Make the following entries: FM Area

Fiscal Year

Value Type

If C/Fed. Is allowed

1000

2009

51

Selected

1000

2009

81

Selected


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

3.12.4

BCS - Activate Budget Carry Forward for Commitment

Use In 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.


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

Transaction Code

SPRO

2. Choose the New Entries button.

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3. Make the following entries: FM Area

Fiscal year

Value Type

Budget Category

If Active

1000

2009

51

9F

Active

1000

2009

81

9F

Active


Result The 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 Use By 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,


Public Sector Management → Funds Management Government → Closing Operations → Closing Operations for BCS → Define Budget Entry Document for Commitment carry Forward

Transaction Code 2. Choose the New Entries button. 3. Make the following entries: Field Name

Description


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

Comment


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

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EHP3 for SAP ERP 6.0 Funds Management-Basic Settings (951) Building Block Configuration Guide

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