User Guide

Corrections of Expenditure Posting

to Grant/ Dummy Fund Centre

Original Date Prepared:

23rd May 2016

Version & Status:

Draft Version 0.1 (not final version yet)

Last updated

Version

Description

0.1

Draft version created

1.1

Final version to be finalised

Author
Shaivali Shah

Date
23rd May 2016
WIP

Correction of Postings to Dummy Fund Centre V1 May 2016

How to identify Postings to Grant/ Dummy FundCentre and how to correct them
Identify postings to Grant/ Dummy Fund-Centre
Due to Master Data set up errors, it may happen that transactions are posted to Dummy Fund-Centre instead of
being posted to correct Fund-Centre.
Error: If Project Master Data is not linked with correct Funding Bundle (via t-code: ZPROJECT) then expenditure will
be posted to Dummy Fund-Centre.
Note: Funding-Bundle and Fund-Centre mean the same things in SAP.
You can identify such incorrect postings via two options:
(1) Run SAP BI Grants Management G2 report
Screenshot displaying Grant/ Dummy Fund-Centre Posting

Correction of Postings to Dummy Fund Centre V1 May 2016

(2) Run SAP Grants Line Management Report

t-code: S_PLN_16000269
Enter Grant number e.g. 2462; Select Layout Actual Expenditure
You can see transactions posted to Dummy Funds Centre in a column as highlighted below.
Screenshot below:

Correction of Postings to Dummy Fund Centre V1 May 2016

You can Select the Column Fund Centre and click Subtotal
You can see Transactions posted against Dummy Fund-Centre rather than correct Fund-Centre EGY100329.

Corrections to postings made incorrectly to Dummy Fund-Centre:

You need to reverse all the documents that have been posted to Dummy Fund-Centre and re-post them to correct
Fund Centre. Please note below:
(1) First check if you have now already assigned correct Funding Bundle to the Project Header on ZGREXCH. If
you have, then:
- You will have to first create Project Modification to remove the Funding Bundle from the Project. (t-code:
ZPROJECT, create Project Modification)
- Then you need to reverse all the documents that were posted to Dummy Fund-Centre. (t-code: FB08) (If
you dont remove Funding Bundle from the Project header, then when you try to post reversal documents
they will go to correct Funding Bundle rather than reversing Dummy Fund-Centre postings).
- Note: Make sure there are no new postings being made against this Project/ Bundle meantime when you
had removed Funding Bundle from Project.
- Once you have reversed all the incorrect postings to Dummy, then you need to again create Project
Modification to add back the correct Funding Bundle on Project Header (t-code: ZPROJECT).
- Then you need to re-post everything ensuring correct Fund-Centre is being picked up when transactions are
posted.

Correction of Postings to Dummy Fund Centre V1 May 2016

(2)
-

If you have not assigned correct Funding Bundle to the Project yet, then:
Reverse all the documents that were posted to Dummy Fund-Centre.
Create Project Modification and add correct Funding Bundle on Project Header (t-code: ZPROJECT)
Then re-post all the transactions ensuring correct Fund-Centre is being picked up when transactions are
posted.

(3) If you had posting to Partner Advance to Dummy Fund-Centre but subsequent Liquidation was posted to
correct Fund-Centre then you need to first reverse Liquidation document even though it was posted to
correct Fund-Centre. Then raise Project Modification to remove funding bundle and then reverse all
incorrect postings, raise project modification to add back correct Funding Bundle and then re-post Partner
Advance & Liquidation documents following correct procedure.

Solution:
(1) Identify documents numbers with incorrect postings via Grants Management Line Item report (t-code:
S_PLN_16000269) via selecting report layout.
(2) Create Project Modification and remove Funding Bundle from the project (t-code: ZPROJECT). Note: Make
sure that there are no new postings being made against this Project/ Bundle meantime when you had
removed Funding Bundle from Project.
(3) Reverse those documents via t-code: FB08 (refer to Assima Training Material FI20 Basic GL notes)

Note: If documents have already been cleared e.g. Vendor Invoices might have been cleared already. If so, then you
wont be able to reverse such documents via FB08 straightaway.
Screenshots of an example with error message below:

Correction of Postings to Dummy Fund Centre V1 May 2016

How to Reverse Documents which have been cleared:

e.g. Vendor Invoice cleared with payment.
You need to identify Clearing Document number first.
T-code: FB03 to view document which cant be reversed.
You can double click on Vendor name and open that line item. It will show you Clearing Document as shown
below.

Correction of Postings to Dummy Fund Centre V1 May 2016

You need to Reset Cleared Items and then reverse the document.
T-code: FBRA
Enter: Clearing document number
Click: Reset cleared items

This will reset clearing and reverse the document as well. It will generate Reversal Document number
Screenshots below:

Correction of Postings to Dummy Fund Centre V1 May 2016

Check Payment: If you had made payment using Check number then you wont be able to perform Resetting and
Revers function.
If so, you need to click Only resetting here.
Then go back to t-code: FB08 and enter original vendor invoice number 1900002801 and reverse the document.
(4) Once all the reversals have been posted, then check Dummy Postings have been removed from Grant. You
should see 0.00 figures. T-code: S_PLN_16000269/ Select Layout.
(5) Create Project Modification to add correct Funding Bundle to the Project (t-code: ZPROJECT).
(6) Then, re-post all the transactions ensuring that they are posted to correct Fund-Centre. You must check
while posting transactions if they are being posted to correct Fund-Centre or not. You can check documents
posted to Grants via t-code: S_PLN_16000269.

Note:

You need to make sure that Grant is still within validity date to be able to post reversal documents.
Check with NO/ Donors if you could temporarily extend Grant End Date to be able to make adjustment
postings.
Extend Grant End Date via t-code: GMGRANT on Basic Data tab and Budget validity to date on Budget
tab. Also, extend end date on Bundle t-code: FMSPLITMAINT
Make sure Project is still in System Approved status otherwise you wont be able to post the corrections.
If you are making corrections to postings made to previous financial year, then please ask Senior
Management/ IH Finance how you should correct this i.e. if you can post corrective journals in correct
financial year.

Correction of Postings to Dummy Fund Centre V1 May 2016

Please provide any feedback you may have on this guidance to Shaivali Shah, IH, SPO - SAP Support Team. Email:
shaivali.shah@plan-international.org (or Skype ID: Shaivali.shah1)
If you experience any errors while posting corrections, please raise ticket with Global Helpdesk.