IPS910
SAP Public Sector:
Special Functions for the Public Sector
SAP AG©2003
SAP AG 2002
SAP AG 2004
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Course Prerequisites
SAP AG 2002
SAP AG 2002
SAP AG 2002
datos maestros
Integración
Actualización
recepción de efectivo
Informes
(C) SAPAG
SAP AG 2002
IPS910 1-3
Main Business Scenario
SAP AG 2002
Preface
Exercises
Solutions
SAP AG 2002
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2003
Program/ Cash
Operational Budget Financial Managerial Grants Travel
SAP AG 2002
SAP AG 2002
Funds Management (Budget Planning and Execution), the Public Service-specific core function, is part
of the Enterprise Add On SAP R/3 Public Services (EA-PS 1.10).
In SAP R/3 Enterprise, the name of the industry-specific component Public Sector (FI-FM and IS-PS)
was changed to SAP R/3 Enterprise Public Services.
SAP R/3 Enterprise Public Services is an Enterprise Add-On. It is delivered as part of the SAP R/3
extension set.
The technical name is EA-PS 1.10.
Gestión de Fondos (planificación y ejecución del presupuesto), la función principal de servicio público
específico, es parte de la empresa Add On SAP R / 3 Servicios Públicos (EA-PS 1.10).
En SAP R / 3 Enterprise, el nombre del componente específico de la industria del sector público (FI-FM y
IS-PS)
fue cambiado a / 3 Enterprise Servicios Públicos SAP R.
/ 3 Empresa de Servicios Públicos de SAP R es un Add-On Enterprise. Se suministra como parte de la
extensión de SAP R / 3 en septiembre
El nombre técnico es EA-PS 1.10.
Product:
SAP Funds Management (FM)
Components:
PSM (Public Sector Management) contains Grants
Management, US Federal Government, and Funds
Management
Used in OSS and in the menu hierarchy
SAP AG 2002
Business
Funds Management
Accounting
- Expenditures/ Revenues
- Expenses/
Revenue BUDGET PLAN
(Profit & Loss)
- Balance Bdgt Est.Bdgt Est. Actual
(Balance Sheet 2000 1999 1998
Accounts) TUNI TUNI TUNI
50.490 48.320 43.320
362 370 270
1.470 1.470 1.170
23 25 21
547 538 433
45.145 42.873 39.673
12 9 8
78 70 69
... ... ...
... ... ...
... ... ...
... ... ...
... ... ...
..... ... ...
Internal Controlling
- Costs / Revenues
SAP AG 2002
Client
FM Area
Controlling Area Controlling Area -
1 2
Werk
Werk Einkaufs-
Purchasing Personal-
Personal- Verkaufs-
Verkaufs-
Plant Einkaufs- Personnel Sales
organisation
Organization Bereich
Bereich organisation
organisation
organisation Area Organization
SAP AG 2002
You can use clients in the R/3 System. The client corresponds to a whole organization.
Each component in the R/3 System has its own organizational units. These are assigned to each other.
The organizational unit in Funds Management is called the "financial management area" (FM area).
You can assign one or more units from cost accounting (controlling areas) and financial accounting
(company codes) to an FM area.
When doing this, ensure that the relationships between the three organizational units are consistent.
All other organizational units, such as those in Logistics (plant, purchasing organization and so on) and
Human Resources (HR area and so on) are linked to Funds Management by the financial accounting
organizational unit, that is, the company code.
The FM area and company code currencies must be identical.
SAP AG 2002
Organizational Structures
Year-dependent Master Data
Commitment Items
Funds Centers
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivide Master Data
Account Assignment Derivation Tool
estructuras de la organización
posiciones financieras
centros gestores
Fondo
Área Funcional
Configuración general
de vinculación
grupos de autorización
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subdividir datos maestros
SAP AG 2002
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2002
Organizational structures
Year-dependent master data
Funds centers
Commitment items
Activating account assignment elements
Fund
Functional area
General settings
Budget structure
Cover eligibility
Authorization groups
Subdivide master data
Account assignment derivation tool
centros gestores
Fondo
Área funcional
Configuración general
Estructura presupuestaria
la elegibilidad de la cubierta
grupos de autorización
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subdividir datos maestros
EA- PS
FM area
expenditures /
revenues
BUDGET PLAN
BUDGET PLAN
BUDGET PLAN
1996
2000 1995
2001
EXP
EXP EXP
50. 490
50.490 . . .320
48.
362 ...
1. 470362 . . .370
1.470
23 . 1.470
. . 25
23
547547 . . . 538
45.145
45. 145 42.873
. ..
12 12 . .. 9
78 78 . . . 70
. . .. . . . .....
. . .. . . . .....
. . .. . . . .....
. . .. . . . .....
. . .. . . . .....
. . . . .. . .. . . .
. . . . .. . .. . . .
. . . . .. . .. . . .
. . .. . . . .....
FI
CO Company code
expense / revenue
Controlling area
costs / revenues
SAP AG 2002
Depending on the level from which accounting is viewed, the organization is represented in the R/3
System using the following structures:
The organizational unit for Funds Management is the financial management area (FM area)
The organizational unit for Controlling is the controlling area
The organizational unit for Financial Accounting is the company code
The FM area and the controlling area take precedence over the company code.
Dependiendo del nivel desde el que se ve la contabilidad ', la organización está representada en el R / 3
Las estructuras del sistema utilizando Siguiendo:
La unidad organizativa para la gestión de los fondos es el área de gestión financiera (FM)
La unidad organizativo de control es la sociedad CO
La unidad organizativa para la Gestión financiera es el código de la compañía
El área de FM y la sociedad CO tienen prioridad sobre el código de la compañía.
FM area currency
Dec. Jan.
Nov. Feb.
12 01
11 02
Oct. Mar.
10 03
Fiscal year
Sept. 09 04 Apr. variant
08 05
Aug. 07 06
May
Jul. Jun.
SAP AG 2002
The FM area currency and a fiscal year variant must be defined as global parameters.
The FM area and company code currencies must be identical.
The fiscal year variant of company code and FM area must be identical for a payment matching to be
possible (use of payment view).
Introduction
SAP AG 2002
Funds Center
Commitment Item
SAP AG 2002
A breakdown of the whole organizational structure to map the budget structure of an organization in the
SAP system is carried out in an analytical process according to:
organizational point of view and
functional point of view.
A funds center hierarchy and several commitment item hierarchies normally result from this.
Organizational units (responsibility areas, departments, projects) are mapped with funds centers and
arranged in a hierarchy.
Functional aspects (expenditures and revenue structures) are represented with commitment items.
Organizational and functional structures (funds center and commitment item hierarchies) are combined
through Funds Management in which each funds center contains the complete commitment item
hierarchy.
El desglose de toda la estructura organizativa para mapear la estructura del presupuesto de una
organización en el
Sistema SAP se lleva a cabo en un proceso analítico acuerdo con:
punto de vista organizativo y
punto de vista funcional.
La jerarquía de centros gestores y compromiso elemento Varias jerarquías Normalmente el
resultado de esto.
Las unidades organizativas (áreas de responsabilidad, departamentos, proyectos) se
correlacionan con los centros gestores y dispuestas en una jerarquía.
(C) SAP AG IPS910 2-9
funcional aspectos (los gastos y las estructuras de ingresos) se representan con las posiciones
financieras.
estructuras organizativas y funcionales (centro de los fondos y las jerarquías de posiciones
financieras) se combinan mediante la gestión de fondos en los que cada centro gestor contiene
la jerarquía completa de posiciones financieras.
Commitment items
Commitment items
Funds centers
SAP AG 2002
Scenario 1 corresponds with the general model explained in more detail in the previous slide.
Scenario 2 is the scenario, which is used by local authorities. In this scenario, only one funds center
which is named “Funds center for the budget” is shown. Both the functional and organizational grouping
is mapped in the commitment items.
Scenario 3 is a model which works without hierarchies. Technically, funds centers and commitment
items are on the same level. The existing hierarchies can be mapped in Reporting. This model is used by
the provinces in Germany.
Note:
Both scenario 2 and 3 can only be used if the local authorities flag has been activated.
Scenario 1 corresponds with the general model explained in more detail in the previous slide.
Scenario 2 is the scenario, which is used by local authorities. In this scenario, only one funds center
which is named “Funds center for the budget” is shown. Both the functional and organizational grouping
is mapped in the commitment items.
Scenario 3 is a model which works without hierarchies. Technically, funds centers and commitment
items are on the same level. The existing hierarchies can be mapped in Reporting. This model is used by
the provinces in Germany.
Organizational Structures
Year Dependency of Master Data
Funds Centers
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
X
Year X
Year
1990 1992 2000 2001 2002 2003 2004 2005
... ...
Y ear
X
SAP AG 2002
The year-dependency of funds center and commitment item is set by a special Customizing point.
This means you can make changes to suit your needs for any fiscal year in the master data maintenance
without unintentionally effecting previous or future years.
By default, the master data is defined as year-independent (year "0000"), that means it is valid for the
whole Funds Management term.
Using the Customizing program RFFMMDACT, the master data can be converted to “year-
dependent".
El años de dependencia del centro gestor y el compromiso es Set de artículos por el punto de
Personalización especial.
Esto significa que puede hacer cambios para adaptarse a sus necesidades para cualquier año
fiscal en la actualización de datos maestros sin involuntariamente efectúan años anteriores o
futuros.
Por defecto, se define los datos maestros de la independiente del ejercicio (año "0000"), que
significa que es válido para la
toda término Gestión de Fondos.
Uso de la RFFMMDACT programa de personalización, los datos maestros se pueden
convertir en "años de dependiente".
Requisitos previos en una sociedad FM antes de datos maestros se pueden convertir en el año
dependientes:
Los valores totales no se utilizan en el presupuesto.
Ÿ En la estructura del presupuesto global existe.
La estructura presupuestaria se creó el año-dependiente.
La estructura del presupuesto no fue creado con una plantilla BS independiente del ejercicio.
Cuando la «activación» de los centros gestores dependientes del ejercicio, la variante de jerarquía se
asigna desde el año 0000 y se asigna a los años deseados.
Cuando la «activación» de las posiciones presupuestarias dependientes del ejercicio, el primer programa
Determina todos los ejercicios en que se deben crear las posiciones financieras. Las posiciones
financieras A continuación se copian en los años fiscales determinados por llamar a los programas y
RFFMMDBI81 RFFMMDBI85.
Organizational Structure
Year Dependency of Master Data
Funds Centers
Commitment Items
Activation of Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
FM Area
Funds Center 1
Person Responsible
SAP AG 2002
Funds centers are used to represent organizational units (areas of responsibility, departments, projects)
and are arranged in a hierarchy.
It is possible to create funds centers in several, parallel hierarchies. There may also be several top fund
centers.
Every funds center, that is not a top funds center, has one superior center which is defined in the master
record of the subordinate funds center.
The funds center master record contains important information, such as the name and description of the
funds center, the name of the person responsible for the funds center and so on.
You can maintain both the name of the person responsible (as information) as well as a user name (SAP
user name) in the system. The person defined in the user name as responsible for the funds center is the
recipient of automatically generated system messages (mails) in certain situations.
centros fondos se utilizan para representar las unidades organizativas (áreas de responsabilidad,
departamentos, proyectos)
y están dispuestas en una jerarquía.
Es posible crear centros gestores en varias jerarquías paralelas. También puede haber varios centros de
fondos superiores.
Cada centro gestor, Que no es el centro gestor superior, tiene una parte central superior que se define en
el registro maestro del centro gestor subordinado.
El registro maestro de centro gestor contiene información importante, tal como el nombre y la
descripción del centro gestor, el nombre de la persona responsable del centro gestor y así
sucesivamente.
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Puede mantener tanto el nombre de la persona responsable (la información), así como el nombre de
usuario (SAP nombre de usuario) en el sistema. La persona se define en el nombre de usuario del
responsable del centro gestor es el destinatario de los mensajes generados por el sistema de forma
automática (correos electrónicos) en determinadas situaciones.
J F M A
2 0 02
M J J A S O N D
J F M A
2001
M J J A S O N D
V A1 A3
A1 A2 A3 A1.1 A1.2
A1.21 A1.22
SAP AG 2002
The hierarchy variant corresponds to the hierarchical funds center structure. This hierarchy can be
designated as either y
- Individual funds centers or complete substructures can be reassigned from one year to another.
- The existence of a funds center can be limited to a specific number of fiscal years
- New funds centers can be defined as valid from a specific fiscal year
You can make changes to existing hierarchy variants, as long as no budget and transaction data has been
posted to the relevant funds center (or funds centers subordinate to it) have been made.
When you create hierarchy variants, at first, they are year-independent (fiscal year “0000”). Once you
assign a variant to a fiscal year, the funds center hierarchy becomes valid for the relevant period.
From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the assignment of hierarchy variant to year and
FM area can be changed. This means that it is possible to delete an assigned hierarchy variant or replace
it with another hierarchy variant. Only one variant is permitted for a fiscal year.
ear-dependent or year-independent.
If you want to work year-dependently, organizational changes between individual fiscal years are easy to
map out.
La variante de jerarquía corresponde a la estructura jerárquica de los fondos centrales. Esta jerarquía se
puede designar cualquiera de la Y
centros gestores individuales o subestructuras completas pueden ser reasignados de un año a otro.
La existencia de los fondos del centro se puede limitar a un número determinado de años fiscales
centros nuevos fondos se pueden definir a partir del año fiscal específico válida
(C) SAP AG IPS910 2-20
Puede realizar cambios en las variantes de jerarquía existentes, la larga en la fecha de transacción
presupuesto y se ha publicado en los fondos pertinentes centro (o los centros gestores subordinados a él)
se han hecho.
Al crear variantes de jerarquía, en primer lugar, son independiente del ejercicio (año fiscal "0000"). Una
vez que
asignar la variante para el año fiscal, la jerarquía de centros gestores passe válida para el período
correspondiente.
De SAP Enterprise Servicios Públicos 1,10 (EA-PS 1.10), la asignación de la variante de jerarquía para
el año y el área de FM se puede cambiar. Esto significa que es posible eliminar una variante de jerarquía
asignada o sustituirla por otra variante de jerarquía. Sólo se permite una variante para el año fiscal.
oreja-dependiente o independiente del ejercicio.
Si se quiere trabajar de forma dependiente de año, los cambios organizativos años fiscales entre
individuales son fáciles de mapear en octubre
FM Area
Funds Ctr Validity
From Year 2001 To Year 2003
SAP AG 2002
If you are working with year-dependent funds centers, you can enter a validity period for the funds
centers. This period of validity specifies the "life-span" of the funds center. If you are working year-
independently, the system automatically fills these fields with the period 1900 to 9999 and it is not
possible to change these values.
When working year-dependently, the validity period can be extended at any time. The value for the "to-
year" (and consequently the "life-span") can therefore always be moved back. From SAP Enterprise
Public Services 1.10 (EA-PS 1.10), it is also possible to make the existence interval smaller. The
prerequisites for this are:
-There is no posting data such as actual data or budget in the period affected.
-The funds center has no subordinate funds centers.
If you want to assign a funds center to a year-dependent hierarchy variant, you need to ensure that the
validity period for the funds center covers the financial year, for which the hierarchy variant is assigned.
Si está trabajando con centros gestores dependientes del ejercicio, se puede introducir el período de
validez de los centros gestores. Este período de validez Especifica la "vida útil" de los fondos centrales.
Si está trabajando de forma independiente año-, el sistema rellena automáticamente estos campos con
entre 1900 y 9999 y se que no es posible cambiar estos valores.
Cuando se trabaja de forma dependiente de año, el período de validez puede ampliarse en cualquier
momento. El valor de la "To-
(C) SAP AG IPS910 2-22
año "(y por consiguiente la" vida útil ") siempre puede moverse hacia atrás lo tanto de SAP para empresas
de Servicios Públicos 1,10 (EA-PS 1.10), es también posible hacer que el intervalo de existencia más
pequeño es el requisito previo para esto son ..:
Existe la fecha de contabilización como la fecha actual o económico en el periodo afectado.
El centro gestor no tiene centros gestores subordinados.
Si desea asignar el centro gestor a una variante de jerarquía dependientes del ejercicio, es necesario
hacer cola Asegúrese de que el período de validez para el centro gestor cubre el ejercicio, es la variante
que se asigna jerarquía.
Funds Ctr A1
From Year 2000 To Year 2005
Analysis Period
Name of Department (From ...To)
01.01.2000 30.09.2001 Administration A1
T ime Variable
Details:
01.10.2001 31.12.2005 Main Department A1
Person Responsible: (From ... To)
01.01.2000 31.12.2001 Meyer
SAP AG 2003
There is a range of attributes and funds center details for which you can change the time dependency,
regardless of whether their funds center definition is year-dependent or year-independent.
You can therefore define analysis periods at any time, for example to specify that processor X is being
replaced by processor Y on 01.01 in the funds center. Changes can be made for the following fields:
- Name and description of funds center
- Default fund
- System user name and person responsible for funds center
- Address and communication data
The changes are logged clearly.
The individual subperiods should not overlap each other.
There is master data on the funds center for these attributes that cannot be defined differently for
different analysis periods because the definitions should be valid for the whole period:
- The funds center's alphanumeric code
- Long text information (can be changed at any time, but it is always only one document)
- Assignment of authorization group
Again it is irrelevant whether funds centers have been defined year-dependently or year-independently.
Hierarchy variant
. F M A
2 00 1
M . . A S O N D
SAP AG 2002
If you assign the hierarchy variant to a financial year, the system checks whether the funds centers are
also valid for the period.
- If the variant contains all valid funds centers (validity period check)
- If the variant does not contain all valid funds centers
The user must pay particular attention to consistency when copying a hierarchy variant from one fiscal
year to the next. Consequently, it is necessary to change the validity period for some funds centers, if it
does not apply for the relevant fiscal year.
The program RFFMMD_REPLACE_HIVARNT is available from SAP Enterprise Public Services 1.10
(EA-PS 1.10) for changing the assignment of a hierarchy variant to a fiscal year. Using this program, you
can separate fiscal years to which the same hierarchy was assigned and maintain the fiscal year of the
funds center.
Si asigna la jerarquía variante para el ejercicio, el sistema comprueba si los fondos son centros también
válido para el período.
Si la variante contiene todos los centros gestores válida (período de comprobación de validez)
Si la variante no contiene todos los centros gestores válida
El usuario debe prestar especial atención a la coherencia Al copiar la variante de la jerarquía de un año
fiscal al siguiente. En consecuencia, es necesario cambiar el período de validez para algunos centros
gestores, si no se aplica para el año fiscal correspondiente.
El RFFMMD_REPLACE_HIVARNT programa está disponible de SAP Enterprise Servicios Públicos
1,10 (EA-PS 1.10) está cambiando la asignación de la variante de jerarquía para el año fiscal. Usando
este programa, puede separar los ejercicios a los que se asignó la misma jerarquía y mantener el ejercicio
(C)de losAG
SAP recursos del centro. IPS910 2-26
Copying Funds Centers
EXPORT IMPORT
RFFMBI91 UNIX File/ RFFMBI95
PC File
SAP AG 2002
Organizational Structures
Year Dependency of Master Data
Funds Centers
Commitment Items
Activation of Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
Attributes
Financial Transaction and Item Category
Hierarchy Maintenance
Masking
Copying Commitment Items
SAP AG 2002
Basic Data
Directly Postable Not Directly Postable
Financial Transaction 30 Negative Budget
Item Category 3 Stat. Commitment Item
SAP AG 2002
The commitment item's key has 24 digits. In addition to the header data, all other master data parameters
are available in tab pages on a screen.
You can define the control of entry fields (field status) in Customizing using a customer-specific field
string. You should hide function entry fields that you cannot use.
You can define several posting object levels. This means that under one postable commitment item you
can have further postable commitment items.
You can refer to data on commitment items already created by clicking on the "Create with Template"
button.
You create commitment items and commitment item hierarchies in an FM area. If you use year-
dependent master data, create commitment items and commitment item hierarchies in an FM Area for a
fiscal year.
clave de la posición presupuestaria tiene 24 dígitos. Además de la fecha de cabeza, todos los demás
parámetros de datos maestros están disponibles en las páginas de la ficha en la pantalla.
Se puede definir el control de los campos de entrada (estado del campo) en el Customizing utilizando la
cadena campo específico del cliente. Usted no debe campos de entrada de la función de ocultar que no
se puede utilizar.
Se pueden definir varios niveles de objetos de contabilización. Esto significa Que en una partida única
compromiso postable puede tener otras posiciones financieras postable.
Se puede hacer referencia a la fecha en posiciones financieras ya creados haciendo clic en el botón
"Crear con la plantilla".
Change
Änderungsbelege
Documents Langtext
Long Text Finanzkreis
FM Area
Commitment Item 2100. 4000.000
Finanzposition
Fiscal Year 2100.4000.000
2003 “Create
„Anlegen with
mit Template”
Vorlage“
Geschäftsjahr
FM Area 2003
9000
Finanzkreis 9000
Basic Data 1 Alternative Hierarchy
Grunddaten 1 Alternative Hierarchie
Basic Data
Grunddaten
Directly Postable Not Directly Postable
Financial Transaction
Direkt bebuchbar 30 direkt bebuchbar
nicht Negative Budget
Item Category 3 Stat. Commitment Item
Finanzvorgang 30 Negatives Budget
Positionstyp 3 Stat. Finanzposition
SAP AG 2002
A commitment item can have the indicator "Negative Budget". This means that it is possible to enter
negative budget in the corresponding FM account assignments.
Example: In the previous year, the budget on this account assignment was exceeded which is treated
as a jump ahead into the new year. Negative budget is then entered on the account assignment in the
new year.
You cannot checkmark the field if the commitment item is:
- used in a cover pool
60 3/2 Payable/receivable
Debit posting
80 3/2 Bank clearing
Actual posting
SAP AG 2002
The commitment item category defines the order according to balances, revenues or expenditure: They
are all divided into different categories: revenue items (category 2), expenditure items (category 3),
balance items (category 1), balance commitment items (category 4) and the clarification worklist from
IS-PS-CA (category 5).
You can create one or more hierarchies for each category of commtiment item.
The financial transaction and the commitment item category are identical for all commitment items
within a hierarchy.
The financial transaction represents business transactions from the feeder application components (for
example Materials Management) and plays the central role in passing on data from these components to
Funds Management.
There are also technical commitment items which play an important role in integration that are
outsourced with financial transaction 30 and item category 2 or 3, as well as the expenditure and revenue
commitment items of the budget. For example, commitment items for reconciliation accounts (financial
transaction 60, item category 2/3), commitment items for the payment transaction (financial transaction
90, item category 1), commitment items for the clarification worklist from IS-PS-CA (financial
tranaction 90, item category 5) or commitment items for the goods issue/goods receipt (financial
transaction 40, item category 2/3).
Hierarchy
Assignment
Superior Commitment Item 2100.4000.000
Standard Variant
SAP AG 2003
Hierarchy: Hierarchy:
Reporting Reporting
to for private
federation funds
or state
SAP AG 2003
In Reporting, you can structure and represent the commitment items in almost as many different
hierarchies as you wish.
The variants in Reporting can be used for evaluation purposes. You can then, for example, represent
actual data in different hierarchical relationships. This is often needed for external funds (other structure)
or for management (e.g. other aggregations) in Funds Management.
Commitment item variant “000” is the only one used for postings. This is the only one defined as the
"standard variant" in Customizing.
Alternative hierarchies are created using the appropriate master data entries.
En Informes, puede estructurar y representar las posiciones financieras en casi las muchas jerarquías
diferentes como desee.
Las variantes en los informes se pueden utilizar para fines de evaluación. A continuación, puede, por
ejemplo, representar a la fecha actual en diferentes relaciones jerárquicas. A menudo esto es necesario para
que los fondos externos (otra estructura) o para la gestión (por ejemplo, otras agregaciones) en la Gestión
presupuestaria.
variante Posición presupuestaria "000" es el único utilizado para los desplazamientos. Este es el único que
define el la
"Variante estándar" en el Customizing.
jerarquías alternativas se crean utilizando las entradas de datos maestros adecuados.
Alternative Hierarchy
Variant Superior Commitment Item
001 2100.0000.000
SAP AG 2003
In individual processing of commitment items, you can assign alternative hierarchies to commitment
items on the tab page Alternative Hierarchy. They can be used for reporting purposes.
You can maintain the alternative hierarchy variants in individual processing of commitment items and in
the maintenance transaction of the alternative hierarchy variants.
You have to create the alternative commitment item hierarchies in Customizing first and then assign
them to the FM area.
Financial trans. 30 30 40 60 90
Item category 2 3 3 2/3 1
Commitment item
can be budgeted and
can be posted to
SAP AG 2002
Las posiciones presupuestarias clasifican el presupuesto de acuerdo con los ingresos y los gastos.
de transacciones financieras y de tipos de posición son los parámetros de control que se utilizan para
definir el significado del elemento de compromiso.
La transacción financiera Representa la operación comercial de la aplicación de aguas arriba
componentes.
(C) SAP AG IPS910 2-40
El tipo de posición estipula Ya sea que esté trabajando:
la posición de ingresos
una partida de gastos o
el elemento saldo de caja.
Todas las posiciones presupuestarias que representan la estructura del presupuesto de ingresos y
gastos tienen tipos de transacciones financieras "30" en el registro maestro.
Además, hay varias posiciones financieras "técnicas", como las que para cuentas asociadas, cuentas
bancarias y así sucesivamente.
2. Field Check
Change Documents Long Text FM Area
FMMD0016
Commitment Item 2100.3333.000 (EXIT_SAPLFMCI2_002)
„Anlegen mit Vorlage“
Geschäftsjahr 2000
1. Create /Change 9000
Finanzkreis
FMMD0015
Grunddaten 1 Grunddata 2 Alternative Hierarchy
(EXIT_SAPLFMCI2_001)
Grunddaten
Directly Postable Not Directly Postable
Financial Transaction 30
3. Insert Additional
Fields FMMD0017
Item Category 3
(EXIT_SAPLFMCI2_003
EXIT_SAPLFMCI2_004)
SAP AG 2002
Customer enhancements are structured the same for all master data (funds center, commitment item,
fund). Taking the commitment item as an example, you can see that there are three options for
implementing customer enhancements in master data maintenance.
Creating and Changing Commitment Items (EXIT_SAPLFMCI2_001): Fields can be predefined
when you create or change commitment items. You can determine whether these fields have default
values that can be overwritten or fixed values that are displayed and cannot be edited. You can also
preclude certain commitment item keys and commitment item types from being created or changed.
Commitment Item Consistency Check (EXIT_SAPLFMCI2_002): After all data entry, you can have
field contents checked against customer-specific rules and, if necessary, have the system output error
messages (exception).
Add Additional Master Data Fields for Commitment Items (EXIT_SAPLFMCI2_003 and
EXIT_SAPLFMCI2_004): This enhancement makes it possible to include your own additional fields in
the master data master record.
ampliaciones de cliente están estructurados de la misma para todos los datos maestros (centro gestor,
posición presupuestaria, fondos). Tomando la posición financiera como un ejemplo, se puede ver que
hay tres opciones para la implementación de las ampliaciones de cliente de actualización de datos
maestros.
Creación y modificación de compromiso Artículos (EXIT_SAPLFMCI2_001): Los campos que se puede
predefinir
Cuando se crea o modifica las posiciones financieras. Puede determinar si estos campos tienen valores por
defecto Que se puede sobrescribir o valores fijos Que se muestran y no se pueden editar. Puede impedir
también ciertos tipos de llaves de compromiso y de artículos de posiciones financieras de ser creados o
(C)modificados.
SAP AG IPS910 2-42
La consistencia Compromiso de comprobación de elementos (EXIT_SAPLFMCI2_002): Después de
todo la entrada de datos, puede hacer que los contenidos de campo controladas contra de las reglas
específicas para el cliente y, si es necesario, los mensajes de error de salida del sistema (excepción).
Añadir adicional de datos maestros campos de posiciones financieras (EXIT_SAPLFMCI2_003 y
EXIT_SAPLFMCI2_004): Esta mejora hace que sea posible la inclusión de sus propios campos
adicionales en el maestro registro de datos maestros.
Special Character
:-.
Mask Customizing
XXXX.XXX.XXXX
Master Record
FM Area 9000
SAP AG 2002
You can define a mask for the commitment item key which controls the output of the commitment item
on the screen using the special character you defined.
Different special characters can be used for the masking.
The special characters are inserted into the commitment item key and displayed in the commitment item
output in the screen. The special characters are not stored in the commitment item key in the database.
Se puede definir una máscara para la tecla de posición presupuestaria que controla la salida de la
posición presupuestaria en la pantalla utilizando el carácter especial que ha definido.
Los diferentes caracteres especiales se pueden utilizar para el enmascaramiento.
Los caracteres especiales se insertan en el elemento clave de compromiso y se muestran en la posición
presupuestaria en la pantalla de salida. Los caracteres especiales no se almacenan en la clave de
posición presupuestaria en la base de datos.
EXPORT IMPORT
RFFMDBI81 RFFMDBI85
UNIX File/
PC File
SAP AG 2002
This program allows you to copy existing commitment items. The division of the copying transaction
into an export and an import process makes the application useful for several scenarios:
When transferring data from legacy systems, commitment items are uploaded from a UNIX or PC file to
the R/3 system using import program RFFMDBI85.
If commitment items are to be copied from one fiscal year to the next or to another FM area, both
programs are used. Depending on your preference, program RFFMDBI81 can export the data you want
to copy to a UNIX file or PC file. In the second step, you import the data to your chosen FM area/fiscal
year to the R/3 system using program RFFMDBI85.
As of SAP Enterprise Public Services 1.10 (EA-PS 1.10), the program RFFMMD_COM_ITEM_FYC is
available for year-end operations with year-dependent commitment items. The commitment items of the
standard hierarchy (variant 000) can be copied from a fiscal year to the following year in one step.
Basic Data
Financial Trans.
Item Category
Superior Item
Field cannot be changed
Directly Postable
Not Directly Postable
Statistical Cmmt Item
Negative Budget
Default Value
Funds Center
SAP AG 2002
It is only possible to make changes to the master records in Funds Management in fields that are ready
for input. For example, if you have not made an entry in the "superior commitment item" field when you
are creating a commitment item, it will not be possible to make a subsequent change to it. The
commitment item must be deleted or created again and reassigned.
Sólo es posible realizar cambios en los registros maestros en la Gestión presupuestaria en los campos Que
están listos para la entrada. Por ejemplo, si usted no ha hecho una entrada en el campo "superior
compromiso elemento" cuando se crea un elemento de compromiso, no será posible hacer un cambio
posterior a la misma. El compromiso debe ser el elemento se borre o se crea de nuevo y reasignado.
Organizational Structures
Year Dependency of Master Data
Funds Centers
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
Fund Functional
area Funded
program
Grant
SAP AG 2002
If the account assignments fund, functional area, funded program or grant are used in Funds
Management, they must be activated in the Customizing of Public Sector Management.
Note:
If the account assignment elements should also be used in Asset Accounting, the account assignment
elements must also be activated in Asset Accounting.
If the account assignment elements should also be used in Controlling, program RKALPSCR must be
started.
The activation of account assignment elements is not available for German customers (local authorities
flag set).
tenga en cuenta:
Si los elementos de imputación también no debería ser usado en la Contabilidad de activos fijos, los
elementos de imputación deben también ser activados en Contabilidad de activos fijos.
Si los elementos de imputación también no debería ser usado para controlar, se debe iniciar el
programa RKALPSCR.
(C) SAP AG IPS910 2-49
La activación de los elementos de imputación no está disponible para los clientes alemanes
(Autoridades ubicación indicador establecido).
AA
A Defining fund / functional
area in the master data
C
COO Additional account assignment
= fund / functional area
SAP AG 2002
Note:
If you use HR, you must have assigned the fund and functional area in HR as well.
tenga en cuenta:
Si utiliza HR, debe haber asignado el fondo y el área funcional de la FC también.
Note !!!!!
The activation of fund and functional area in Funds
Management is the same as the activation of “Enhanced
Fund Accounting”, an integrated solution developed for the
US market.
Note 518610 contains a description of the prerequisites for
using “Enhanced Fund Accounting” or parts of the available
functions.
SAP AG 2002
C
COO Additional account assignment
= funded program
SAP AG 2003
Note:
If you use HR, the funded program must be assigned to an account in HR as well.
tenga en cuenta:
Si utiliza HR, el programa financiado debe ser asignado a una cuenta de recursos humanos también.
(C) SAP AG IPS910 2-54
Activating the Grant
SAP AG 2002
With Grants Management, grants are managed that have been provided from governments or other
institutes for commercial or scientific research.
Con Gestión de Ayudas, subvenciones se gestionan Que han sido proporcionados por los gobiernos u otros
institutos de investigación comercial o científico.
“NEW”
Fund Fund
Functional Functional
“NEW”
Area Area
Funded Funded
Program Program “NEW”
SAP AG 2003
Account assignment elements must always have a concrete value. SPACE/BLANK is no longer accepted
as a value by the system. This is because of the new account assignment logic, that allows you to define
account assignments for a functional area in CO and Asset Accounting. In CO it is Fund, Functional
Area and Grant and in Asset Accounting, Fund, Functional Area, Grant and Funded Program. A clear
assignment must be possible so as to avoid problems when deriving a functional area. This is only
possible using concrete values.
If you already work with the value "blank", you should convert to a concrete value for the account
assignment in the next fiscal year. This is not necessary during the year.
In the transition period, it is possible to allow the value BLANK/SPACE in Customizing for Public
Sector Management for an account assignment element Fund, Functional Area, Funded Program or
Grant. Note that with this setting, no allocation or distribution for the BLANK/SPACE functional area
can be defined separately in Controlling. This means that you cannot allocate the BLANK fund to
another fund. The BLANK fund is only passed on from the sender to the receiver.
elementos de imputación siempre deben tener un valor concreto. ESPACIO / ESPACIO EN BLANCO ya
no se acepta como un valor por el sistema. Esto es debido a la nueva lógica de asignación de cuenta,
Que Permite definir asignaciones de cuenta para un área funcional en CO y Contabilidad de activos
fijos. En CO es Fondo, Funcional
Área y Grant y en Contabilidad de activos, Fondo, área funcional, Grant y programa financiado. Una clara
asignación debe ser posible a fin de evitar los problemas Al derivar el área funcional. Esto sólo es posible
utilizando valores concretos.
(C) SAP AG IPS910 2-57
Si ya trabaja con el valor "en blanco", usted no debe convertir a un valor concreto para la imputación
en el próximo año fiscal. Esto no es necesario durante el año.
En el período de transición, es posible permitir que el valor en blanco / ESPACIO en el Customizing
para la Gestión del Sector Público para una cuenta Fondo de asignación de elementos, área funcional, o
programa financiado por la subvención. Nota Que con esta configuración, la asignación o distribución
para el área funcional BLANCO / espacio puede ser definido por separado en el Controlling. Esto
significa que usted no puede asignar el fondo de BLANCO a otro fondo. El fondo blanco sólo se
transmite desde el emisor hasta el receptor.
Organizational Structures
Year Dependency of Master Data
Funds Center
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
Introduction
Budgets and funds from secondary sources are managed
as funds. Secondary funds can be managed as completely
separate from the operational budget, usually managed
according to strict rules. These secondary funds are often
available for projects.
Technically, there is no difference between funds and
funds from secondary funds.
SAP AG 2003
introducción
presupuestos y fondos de fuentes secundarias se gestionan los fondos. Fondos secundarios se pueden
manejar para separar completamente del presupuesto operativo bentónica, usualmente administrado De
acuerdo con reglas estrictas. Estos fondos secundarios están disponibles para los proyectos a menudo.
Técnicamente, no es la diferencia entre los fondos y los fondos de fondos secundarios.
The activation and implementation of account assignment element ‘Fund’ is not released for the
customer group German Government (local authorities flag set).
Customer SAP
Budget Structure
Funds fr Sec. Sources1
Budget
Funds fr Sec.
Sources 2
...
3
2
Budget fund Funds from sec. sources 1
SAP AG 2003
Funds from secondary sources are mapped in the SAP system with account assignment element ‚Funds‘.
The organizational grouping and revenues/expenditures grouping of the organization (funds centers and
commitment item hierarchies) is passed on to each fund.
This ‘passing on’ means that the master data structures are automatically linked to the fund master data.
Los fondos provenientes de fuentes secundarias se asignan en el sistema SAP con el elemento de
imputación, fondos '.
La agrupación organizativa y los ingresos / gastos de agrupación de la organización (centros gestores y las
jerarquías de posiciones financieras) se transmite a cada fondo.
Este 'transmitir' que significa que las estructuras de datos maestros se vinculan automáticamente a los
datos maestros fondo.
FM Area: 9000
Fund: Budget
Basic Data:
Additional Data:
SAP AG 2003
An entry must be made in the funds master record in order to specify a validity period for it.
You can assign more than one fund to the same fund type and use this summarized entry for
classification or Reporting. You maintain funds types in Customizing.
Entries in the fields "budget profile", "balance update" and "customer for fund" are optional.
The customer for a fund can be entered for evaluation purposes in Funds Management reporting.
The budget profile allows budgeting and availability control to be controlled individually.
The "balance update" indicator controls whether the totals records are carried forward for each fund
when changing to the next fiscal year.
There are two other date types in addition to the validity date: reversal date and expiration date.
However, you can only use them if you work with an update profile with active budgetary ledger. These
two date types are hidden in the field status string for the fund and must be defined as “ready for entry”
in Customizing.
Organizational Structures
Year Dependency of Master Data
Funds Center
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
Funds Management
Account Assignment
Cmmt
Item
Funds Functional
Center Area
Functional area
as new
dimension type
Fund
SAP AG 2003
Using the functional area, you can divide your organization according to functional aspects. This allows
you, for example, to map expenditure for aims and purposes (such as public safety or city planning) in
your organization.
From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the functional area has 16 characters.
Using a functional area, you can comply with legal requirements for Reporting in accordance with
functional aspects.
You activate the functional area in Customizing under Public Sector Management- Activate Account
Assignment Element. The functional area must be deactivated in FI. Derivation is carried out using the
account assignment derivation tool in Funds Management.
You cannot use the functional area in FI or EA-PS to create a balance according to the cost of sales
accounting at the same time.
The activation and implementation of the account assignment element “Functional Area” is not released
for the customer group German Government (local authorities flag set).
Organizational Structures
Year Dependency of Master Data
Funds Center
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
SAP AG 2003
You can control whether and how fields are displayed for your FM area in your own field selection
string in order to define the master data, commitment item, funds center and fund.
Value Selection
Mass FM Area: 9000
Selection Financial Year: 2002
Cmmt Item: +++1*
Transfer Mass
Values Sequential Maintenance
Maintenance
SAP AG 2003
After you have made a mass selection, the system lists the data you have selected for further processing.
Copying Values: All values selected are transferred to the transaction chosen and can be processed
further. For example, all combinations of commitment items are displayed in budget maintenance.
Mass Maintenance: All selected and flagged values are maintained in one transaction. Changes made
in this transaction apply to all values selected.
Sequential Maintenance: All selected and flagged values are maintained in the transaction one after
another. Changes can be made to each individual value. After a change has been posted, the system
goes to the next selected combination in the list.
0001150000
Authorization
New
New Values
Values for
for 0815
Group
Update:
Authorization
Authorization
Group
Group 0001400000
...
...
Authorization
Group 0815
SAP AG 2003
The multiple maintenance of commitment items in an FM area makes it possible to change the attributes
of several commitment items at the same time.
Organizational Structures
Year Dependency of Master Data
Funds Center
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
The budget structure is a combination of the structure of the organization (funds centers) and the
functional structure (commitment items).
In the budget structure, the combinations of fund center and commitment item that are to carry a budget
are flagged. If no combinations of funds centers and commitment items are selected for an FM area/fund
and functional area, all logical combinations are valid budget items. Once a combination is selected, the
budget structure is valid as defined and only the selected combinations can have budgets assigned to
them.
An individual budget structure can be defined for each fund.
The budget structure is year-dependent or year-independent regardless of whether you work with year-
dependent/independent master data:
If you are using budget processing transactions, once you have created a budget structure the system will
only offer you Funds Management account assignments that are flagged as budget objects.
A unique FM account assignment therefore comprises the funds center, commitment item and depending
on which other account assignment elements are activated, from fund and/or functional area. Grant and
funded program are not available in Former Budgeting.
You can only use complete combinations of these master data elements for budgeting.
In the budget structure, you can select Funds Management account assignments as budget objects at any
time.
You can also define the posting objects in the same transaction. This includes the combinations possible
on commitment and actual postings.
SAP AG 2003
The "Generate Budget Structure from Budget and Actual Data" program generates a budget structure
from the budgeted combination of account assignment elements.
You can also use this program to create a posting object definition from the combinations posted with
actual data.
There is a separate program available for German Government for generating the budget structure.
SAP AG 2002
Program BPCARRM01 is available for generating budget objects in addition to manual maintenance of
the budget structure. You can use this program to generate or delete budget objects/posting objects.
Using program RFFMSTRP, you can select the FM account assignment that should be defined as budget
objects/posting objects.
SAP AG 2003
The budget structure for each fund can be copied to any target year, such as the following financial year.
This makes it easier to generate a budget structure if no or only a few changes need to be made in the
next fiscal year.
The last valid budget structure before the target year is copied.
You can determine whether the budget structure should only be copied if budget already exists in the
given fund.
This copy program is used, if
-Year-dependent master data is being used
-Funds and budget structure elements are valid in the target year
-No budget structure has been created in for the given fund in the target year
-Master data maintenance is changed from year-independent to year-dependent
It cannot be used for funds with overall values
Once it has been copied, you can process the budget structure as normal in individual maintenance.
Can be used:
If budgeting is to be carried out centrally Note!
For performance reasons
SAP AG 2003
If you want to budget centrally, you must work with a budget structure (BS).
You can improve performance for very large hierarchies using the budget structure in batch jobs such as
Reconstruction Distributed and in the Hierarchy Maintenance. However, the BS has no effect on
performance during posting.
Note:
It is recommended that you only use a budget structure if it is really necessary, as you should not
underestimate the manual effort required for maintenance.
Organizational Structures
Year Dependency of Master Data
Funds Center
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation Tool
SAP AG 2002
SAP AG 2003
Revenues increasing the budget are used to provide extra expenditures budget that results from
additional revenues.
When working with actual cover eligibility, additional expenditures are made possible through
expenditures shortfalls in other expenditures FM account assignments.
SAP AG 2003
Actual
Cover Eligibility
Unilateral
Cover Pools
Cover Eligibility
Cover Pool
Expenditure Expenditure
Assignment
Commt Item Commt Item
Funds Center Funds Center
Fund Fund
SAP AG 2003
Actual cover eligibility represents an expenditure-expenditure relationship. When working with actual
cover eligibility, the available budget is in the individual elements of the cover pool and not in the cover
pool itself.
Reciprocal Cover Eligibility: Expenditure FM account assignments are both entitled to cover and subject
to cover.
Unilateral Cover Eligibility: One or more expenditure FM account assignments are entitled to cover, the
others are subject to cover.
Cover eligibility types are maintained as a budget memo (rule) in Customizing.
Cover eligibility is realized using an own type of assigned fund, the cross assignment. The cross
assignment specifies the amount at which there was no budget available in an account assignment
address, and therefore why budget was consumed from the cover eligibility.
You can use the “Expanding Cross Assignments" program (which allows you to restructure the budget)
to break down cross assignments.
FM Area 9000
Fiscal Year 2003
Cover Pool 0000000570000000
Cover Pool
Budget Memo Cover Pool IPS910
Budget Cat.
PB CB
Texts
Description
Long Text
SAP AG 2003
A cover pool can be created for the PB and/or CB. This setting is then a default value that can be
changed when you assign individual FM account assignments.
You can create a manual cover pool or an automatic one. In the case of manual cover pools, the budget
transfer postings must be made manually within a cover pool. The type of cover pool is controlled by the
budget memo.
FM Area 9000
Fiscal Year 2003
Cover Pool 0000000570000000
FM Acct Assignment
Grouping
Commt Item Funds Center PB CB characteristic
2100.5500.000 TOTAL
2100.6600.000 TOTAL Custo mizing
2100.6667.000 TOTAL
SAP AG 2002
When you create a cover pool, you can also assign expenditure FM account assignments to it in the same
transaction.
You can create grouping characteristics in Customizing.
If you use grouping characteristics, the system checks cover pool objects that were assigned to the same
grouping characteristic first.
FM Area Year
Expenditure
Assignment Cover Pool
Cmmt Item
Funds Center
Cmmt Item Subject to Cover
Expenditure
Expenditure Account Assgmt Cmmt Item
Funds Center
Rule
Maintenance
SAP AG 2002
When you are maintaining the rules for actual cover eligibility, you can assign an expenditure FM
account assignment to a cover pool (reciprocal) or to an expenditure FM account assignments subject to
cover (unilateral).
One or more expenditure FM account assignments that are subject to cover can be assigned to an
expenditure FM account assignment that is entitled to cover.
The rules maintained can be deactivated by setting a switch.
Budget memo texts for the printout of the budget are defined for account assignments that are subject to
cover or entitled to cover within rule maintenance.
Rule Number
SAP AG 2002
Cover pools can be automatically generated according to particular rules in SAP Enterprise Public
Services 1.10 (EA-PS 1.10).
A rule must be created in the system for the automatic generation of cover pools.
The special characters “&” and “+” can be used for generic rule maintenance.
The character “&” means that account assignment that have the same character in a particular place are
combined in a cover pool.
The character “+” is a placeholder for any character.
In the example above, the system would create cover pools for the fund "budget" and functional area
"0001111" with the following commitment items and funds centers:
Commitment item 10000 to 10999 funds centers 100 to 199. Cover pool 1
Commitment item 11000 to 11999 funds centers 100 to 199. Cover pool 2
…
You can also use the subdivision of master data in rule maintenance. If you want to preassign the
structure ID in rule maintenance, you have to implement and activate the Business Add-In
FM_CV_BADI_STRID.
Budget
Increase
Distribution Expenditure
Revenues Procedure/
Rules Budget
Time
SAP AG 2002
Revenues increasing the expenditure make additional expenditure available which is usually for specific
purposes.
There are two procedures:
- Distribution procedure
- Call procedure
Forecast of revenues, incoming invoices or payment receipts can trigger an increase in the budget.
Distribution rules define general and account assignment-specific relationships between revenue and
expenditure account assignments in Funds Management.
Customiz i ng
SAP AG 2003
The activity Make Settings for Revenues Increasing the Budget was divided into steps under the
superordinate term Revenues Increasing the Budget in Customizing.
A default rule must be defined for rule maintenance. These settings are valid for manual budget transfers
on the basis of revenues increasing the budget without budget memos. In rule maintenance, these
settings appear as default values that can be overwritten.
Generic rule maintenance (*) for each FM area/year can be permitted for individual master data objects.
Example: If you want to define a rule that applies to all the funds centers in a subject area
(commitment item), you must select funds center.
You can activate the check for additional revenues. The system then checks whether additional revenues
exist in the revenues FM account assignment (according to the default rule) and whether they cover the
amount of the transfer when you make a manual budget transfer.
If you are using the call procedure, it must be activated for both unilateral and reciprocal cover
eligibility.
Custo mizing
Budget increase
Commitment budget Where?
Payment budget
SAP AG 2003
Different settings are made in Customizing for each FM area and year for revenues increasing the
budget:
Budget increase for payment and/or commitment budget
Budget increase by forecast of revenues, incoming invoice or incoming payment.
Budget increase with call/distribution procedure (call procedure is used, if the expenditure budget of
the assigned expenditures FM account assignment is only to be increased if required when you post a
revenue that increases the budget). In the distribution procedure, revenues that increase the budget are
usually assigned according to defined proportions and irrespective of actual requirements)
Assignment of a surplus account assignment (only for distribution procedure)
You can choose to implement document-based distribution procedure 1, which produces a document that
links the revenue document and the budget document, or totals-based distribution procedure 2, in which
this relationship does not exist. The selection of distribution procedure depends on the extent to which
this connection between revenues documents (FI documents or forecasts of revenues) and budget
documents is relevant in your organization.
Revenue-
cmmt item
FM Area Year
Funds center
Distributio n
rules
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In the framework of revenues increasing the budget, a revenues FM account assignment can increase the
budget of more than one expenditures FM account assignment.
You can define a cover interval by entering a minimum revenue or an upper limit. Both the minimum
revenue and the upper limit can be defined as a percentage of the current revenue budget.
A cover interval or the amount increasing the budget can also be defined in accordance with a
percentage of the current budget. You enter the minimum revenue as a percentage of the current budget
and specify an absolute amount in order to define the difference between the minimum revenue and the
upper limit. The upper limit is determined in this way.
In the rule maintenance, you can enter budget memos: a revenues budget memo refers to the revenues
commitment item and the expenditures budget memo to the expenditures commitment item.
Distribution Rule
R-FM: 10010 Fnds ctr: V
E-FM: 50010 Fnds ctr:C11
Budget increase: 100 %
Payment
Request
Cmmt it: 50010
Acceptance Fnds ctr C11
Request Amount: 100 UNI
Budget
Original 10 UNI
RFFMUD01 RiB 100 UNI
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Program RFFMUD11 selects revenues documents and increase rules and generates information about
the budget increase.
Program RFFMUD01 generates and posts the budget documents (budget type KBI1).
If the type of budget increase is to be carried out "manually", the program generates a list of available
revenues. This list can be used to increase the budget manually by means of supplements.
AVC
check
Bu dget Posting the
Payment Payment
SAP AG 2003
The check for available budget and the posting are carried out as part of the active availability control
during the posting of payment requests.
Additional revenues that increase the expenditure budget can be made available by means of a manual or
automated transfer.
The surplus account assignment is not used when you are using the call procedure.
Fund Funds Ctr. Cmmt Item Cover Pool Uni. Sub. Uni. Ent. Revenue Expenditure
A1 2100.6666.000
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If you press the Cover Eligibility Overview button, you can view all the rules that have been maintained
for the given FM account assignment.
Organizational Structures
Year Dependency of Master Data
Funds Centers
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation
SAP AG 2002
HR
HR Expenditure
Expenditure
Salaries
Salaries
Authorization Group
Wages
Wages “HR”
Social
Social Insurance
Insurance
Contributions
Contributions
Moving
Moving Expenses
Expenses
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There are authorization groups for all Funds Management master data (funds center, commitment item,
fund, functional area, funded program and grant).
If an authorization group has not been defined for an object, it will not be subject to authorization
checks!
The authorization assigned must not just relate to the given authorization object (for example, a
commitment item), but to a whole authorization group.
You can jointly manage a group of commitment items, such as all commitment items representing HR
expenditures which are grouped together in the "HR" group.
In contrast to assigning authorization without using groups, the advantages of making groupings include:
- Individual users do not need to be assigned each individual authorization object (such as
commitment item, funds center, fund, functional area, grant, funded program, grant), instead they
can be assigned a single group. When these groups contain several objects, the effort involved in
maintaining them is reduced.
- If a new object is created (such, the "Moving Expenses" commitment item above), it is assigned to
the "HR" authorization group. No additional maintenance needs to be carried out for user
authorizations. If there had not been any groups, you would have had to maintain the new object for
all users.
Fund F_FICA_FOC
Fund Center F_FICA_FSG
Internal Funds Center F_FICA_SIG
Cross-Funds Center F_FICA_SEG
Commitment Item F_FICA_FPG
Functional Area F_FMMD_FAR
Funded Program F_FMMD_MES
Grant F_FIGM_GNT
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The following list gives the sequence in which the FM authorization groups are checked by the SAP R/3
system. Of course, it always depends on the given transaction, which authorization groups are relevant in
the particular case and which are not necessary. For example, versions authorization is checked during a
budget posting, but not when master data is created. If all checks are required, the following sequence
applies:
1. Versions Authorization
2. FM Account Assignment Authorization
3. FM Area Authorization
4. Fund Authorization
5. Funds Center Authorization
6. Commitment Item Authorization
If FM account assignment authorization is checked, no other authorizations are checked and processing
is permitted.
If no check is made on FM account assignment authorization, other authorizations are checked in the
following sequence: FM area, fund, funds center. When checking funds center authorization, first the
general-funds-center authorization is checked, then the system checks the cross-funds center
authorization or the internal-funds center authorization.
The last check to be performed is on commitment item authorization.
Authorization F_FICA_FPG
Object
Authorization Group
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The authorization assigned does not directly relate to the given commitment item, instead it refers to the
authorization group.
To make it possible for an authorization check for commitment items to be carried out, you must define
an authorization group in the FM area in the master record of the commitment item. No authorization
check is carried out for commitment items in which no authorization groups are defined.
To be able to define an authorization group in the master record, commitment item activity "Create" or
"Change" must be permitted.
Note:
The functional area is checked in Former Budgeting and in evaluations in the logical database. The
functional area is not checked during posting.
The funded program is only checked in evaluations.
The grant is checked in BCS and Grants Management.
Organizational Structures
Year Dependency of Master Data
Funds Centers
Commitment Items
Activating Account Assignment Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Account Assignment Derivation
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Substring 1 (Revenue/Expenditure) 01
Commitment Item
01\500000\66666
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In SAP Enterprise Public Services 1.10 (EA-PS 1.10), you can subdivide master data into a number of
substrings.
This function is useful for customers who want to save different types of information in one master
record. For example, region and purpose in commitment item.
Commitment items can be divided into 5 substrings.
Funds can be divided into 2 substrings.
Funds centers can be divided into 3 substrings.
Functional areas can be divided into 3 substrings.
Organizational Structures
Year Dependency of Master Data
Funds Centers
Commitment Items
Activating Account Assignment
Elements
Fund
Functional Area
General Settings
Budget Structure
Cover Eligibility
Authorization Groups
Subdivision of Master Data
Ac count Assignment Derivation
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A complete FM account assignment must be entered (commitment item, funds center,fund, functional
area, funded program,grant) for each FM-relevant posting. Account assignment derivations reduce the
number of account assignments that have to be entered manually in FM or other components such as FI
or CO when you make manual postings.
If there is a logical dependence between FM account assignments and account assignments from other
components, such as FI or CO, the values in the FM account assignments can be derived automatically
from the other account assignments. The derived values appear as default values which can be
overwritten if necessary. This automatic derivation is called a derivation strategy.
Custo mizing
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SAP delivers predefined account assignment derivation rules. They all correspond to the account
assignment logic up to IS-PS Release 4.61.
Customers who use Funds Management (IS-PS Release below 4.62) and are upgrading to SAP
Enterprise Public Services 1.10 (EA-PS 1.10), must activate the derivation steps relevant for their
organization. After the upgrade, you should revise the existing derivation strategy and replace the
derivation rules predefined by SAP with your own rules.
Example: Until now you have derived the functional area and commitment item from the G/L account
master record. To ensure this derivation works in the future, activate the first two rules.
New customers must define their own derivation strategy, however, they can use one of the derivation
rules provided by SAP as a template.
Derivation Rule
Derivation Types
Enhancement Move
Clear
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There are different derivation types which can be used to map different logical dependencies between
source and target fields.
Derivation rule: A rule that defines which account assignment values of the source field or a
combination of source fields leads to account assignment values. The fixed account assignment values of
the source and target fields are maintained in one of the tables assigned in the rules.
Table lookup: The key field of a table is used as the source field in order to fill target fields with the
field content of the key field.
Move: The field content of a source field or a constant can be moved to a target field.
Clear: A rule that clears certain field content of an account assignment.
Enhancement: User-Exit SAPLFMDT001 is available which can be included in the derivation strategy.
Function call: These cannot be defined by you, but you can include the function calls defined by SAP in
your derivation strategy.
Custo mizing
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If there are parallel structures between CO and Funds Management, you can use a move to derive, for
example, a funds center from a cost center. If the structures are identical, the complete field content of
the cost center can be written to the field funds center. If the funds center is only from part of the cost
center, a particular part of the cost center can be written to the field cost center.
Custo mizing
Only carry out rule when the
conditions listed have been
Source Fields Target Fields complied with.
CO_AREA COMMIT_ITEM
COMPANY_CODE = 1000
COST_ELEMENT
Characteristics Rule
Error message if no value
Source Field Characteristics found
Initial value allowed Stop processing strategy
if value was found
Entries should be
Target Field Characteristics maintainable validity date
Copy new value, if value
exists
Do not copy new value if value
exists
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On the Definition tab page, the source and target fields are defined with their characteristics.
On the Condition tab page, you can define prerequisites, in other words, you should only run the
derivation step when this prerequisite has been fulfilled.
The attributes of the rule are defined on the Characteristics tab page:
An error message should be issued if no target value could be found
The processing of the strategy should be stopped when a value is found
Entries should be maintainable with the validity date
By using the Test button, you can test the defined derivation rules, in order to make sure that the correct
target fields are derived from the specified source fields.
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You can go straight to the table maintenance from Customizing by using the Maintain Rule Entries
button. You can also maintain the rules entries under Master Data Assignment Edit Account
Assignment Derivation.
Depending on the derivation rule entries in Customizing, date-dependent entries can be maintained.
You can enter value ranges for source fields.
Custo mizing
Rule only executed when
conditions are fulfilled
Source Fields Target Fields
COST_ELEMENT COMMIT_ITEM
COMPANY_CODE = 1000
Rule Attributes
Error message if no value is
Source Field Attributes found
Initial values allowed End processing of strategy
if value was found
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Before you can enter assignments between CO and FM, you must assign the controlling area to the FM
area. You can only do this if you have activated the company code.
Example: assigning cost element to commitment item.
Creating a derivation rule with the source fields controlling area, cost element and the target field
commitment item.
In general, postings are made to the objects that you enter manually. If you want to prevent the user
overwriting the derived value, then you set the corresponding flag in the Target Field Attributes. If you
make reference to a funds reservation when you are posting an invoice, the FM account assignment is
transferred from this funds reservation and cannot subsequently be overwritten with a manual entry.
The rule only applies to the company code = 1000
If a target value was found, the processing of the strategy should be stopped.
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The fixed source and target values are maintained in the table.
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1-1 First check the year-dependence of the master data for your FM area in Customizing.
1-2 Your group will be responsible for the “standard software” project (Project P15) which
is assigned to department C1. Create a new funds center, C15, for “standard software”
in your FM area 90##. It should belong to the responsibility area of department C1.
The department should be valid from 2002 to 200Y+2. Enter your user name, GR##, as
the person responsible and Mr. Paul as the processor. Then check the result in the
hierarchy display.
1-3 You find out later that a few changes need to be made to the master record for funds
center C15. The changes should be valid as of 01.01.200Y+1. The name of the
department must be changed from “Standard Software” to “Introduction Program” and
Mr. Paul is taking early retirement. Mrs. Rose is going to take over his position, which
means that the SAP R/3 system user remains unchanged as GR##. Save your changes
and display them in the change document.
1-4 Create two commitment items for project expenditures for your FM area 90 ## in fiscal
year 200Y.
The introduction of the software should be financed from different sources: partly from the budget
(fund BUDGET), from general sources (fund GENERAL), and from a reserve that the responsible
Ministry of Finance has for search purposes (fund MIFI). You map all three reserves as separate
funds so you can do individual accounting. You should also create a fund group so you can
evaluate the entire project.
2-1 Create two funds. One for the funds from the Ministry of Finance (MIFI) and the other for
the general funds (GENERAL). Annual budget should be entered for the GENERAL fund
and for the MIFI fund both annual and overall budget should be entered.
Fund: MIFI
Fund: GENERAL
Validity date 01.01.200Y to 31.12.200Y
2-2 Create a fund group to monitor the whole “Software Implementation” project. The fund
group consists of the MIFI and GENERAL funds you created.
3-1 In fund “MIFI” only use funds center C15 with commitment items 50010 to 50050 as
budget and 80010 to 80050 as budget and posting objects. Generate a manual budget
structure for the “MIFI” fund in year 200Y.
3-2 The budget funds for general expenditures are in the fund “Budget” which manages the
actual budget represented. Consequently, it already contains budget values.
4-1 Create a cover pool for year 200Y for the following account assignments:
Fund: MIFI Funds center: C15
Commitment items: 50010
50020
50030
50040
50050
4-2 Determine the global settings for revenues increasing the budget:
Fiscal year: 200Y
Procedure: Distribution procedure 1
Budget increase through: Billing
Minimum revenue: Amount of 100
5-1 In Customizing check whether the rule for deriving commitment items from the G/L
account is active and find out what type of rule it is. Activate the rule if it is not active.
5-2 Define commitment item 80010 in G/L account 403000 if it is not already defined.
5-3 To create parallel structures, define a “move” from cost center to funds center for your FM
area and Controlling area.
1-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Year-Dependent
Master Data – Display Activation Status for Year-Dependent Master Data
1-2 Accounting – Public Sector Management - Funds Management – Master Data – Funds
Center – Individual Processing - Create
1-3 Accounting – Public Sector Management - Funds Management – Master Data – Funds
Center – Individual Processing - Change
Accounting – Public Sector Management - Funds Management – Master Data – Funds Center –
Individual Processing - Display
Name Software
Description (freely definable)
Financial transaction 30
Commitment item category 3
Superior commitment item 80000
Make no entry for carryforward item category or “funds center” default value
Save
Name Consulting
Description (freely definable)
Financial transaction 30
Commitment item category 3
Superior commitment item 80000
Make no entry for carryforward item category or “funds center” default value
Save
2-1 Accounting – Public Sector Management - Funds Management – Master Data – Fund -
Create
2-2 Accounting – Public Sector Management - Funds Management – Master Data – Fund -
Fund Group - Create
3-1 Accounting – Public Sector Management - Funds Management – Master Data – Budget
Structure – Former Budgeting - Change
- In funds center C15, expand commitment items 80010 to 80050 and flag as budget and posting
objects.
- Edit => Complete, then save
3-2 Tools - Customizing -IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Budget Structure
(Former Budgeting) – Generate Budget Structure
Tools - Customizing – IMG - Edit Project – Goto – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Delete Master Data –
Delete Budget Structure
4-1 Accounting – Public Sector Management - Funds Management – Master Data – Control
(Former Budgeting) – Cover Eligibility – Edit Cover Pool
Tools – Customizing – IMG – Edit Project – Goto – SAP Reference IMG - Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Cover Eligibility (Former Budgeting) – Revenues Increasing the
Budget – Define Settings for Distribution Procedure 1 (Document-Based).
4-3 Accounting – Public Sector Management - Funds Management – Master Data – Control
(Former Budgeting) – Revenues Increasing the Budget – Individual Processing
5-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management- Funds Management Government – Master Data – Allocations to Account
Assignments from Other Components – Choose Derivation Rules
5-3 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management- Funds Management Government – Master Data – Assignments to
Account Assignments from Other Components – Define Account Assignment Derivation
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Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2002
SAP AG 2002
Releases
5% Increase
SAP AG 2002
You can use budget plans from previous years as a template for budget planning.
The procedure for drawing up a budget generally involves the discussion of different estimates by
committees. The results of these discussions can be stored in the system as budget versions.
Version management allows you to copy, change and block versions.
You make the decision whether budget releases should be used for budget execution.
SAP AG 2002
The Budget Control System (BCS), a new product for budgeting, is available for pilot customers in SAP
R/3 Enterprise Public Services 1.10 (EA-PS 1.10). There has not been a general release of the product
yet.
"Former Budgeting" is dealt with in this course. This means that the account assignment elements
Funded Program and Grant are not used because they are only available in the "Budget Control
System" (BCS).
The different functions are marked with "BCS" or "Former Budgeting" in the menu and in Customizing.
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Version 1
Notice of Funds
Version 2
Polit. Discussions
Version 3
Final
Budget Version 0
Executed
Version
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Customizing
Versions
Year-Independent Year-Dependent
Locking of Activation of
Budget Versions Budget Versions
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Customizing
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You can create budget subtypes for the budget types Original Budget, Supplement, Transfer Posting,
Carryforward.
You can define whether the field budget subtype is a required entry in budgeting transactions on the
entry screen.
Account assignments can never be made for budget subtypes, they are only made for the combination of
complete-/ yearly budget and releases / actual budget values defined in the budget profile.
Budget subtypes correspond to document types in FI. If you were to resort to using the structure of
business transactions in FI document types, you can differentiate between different parliamentary
supplements by using different budget subtypes. For example, you are using subtype N1 for supplement
1 and subtype N2 for supplement 2.
If you set the line entry indicator for a budget type, you can enter different budget subtypes when
entering budget in the individual document lines. If you do not set this indicator, the budget subtype on
the initial screen of the transaction will be entered.
SAP AG 2003
You create one or a number of budget subtypes for a budget type, such as original budget (KBUD),
which you assign to the budget type in the second step.
In this way, you can subdivide the original budget according to the areas required. The process is
comparable to using document types to structure volumes of documents in FI.
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Consistency!!
SAP AG 2002
When budgeting, you can work with overall values and/or annual values.
In connection with annual values, you can also work with periodic values.
You can only define overall values in connection with a fund.
Annual values are budget values that are available either in the budget or as funds from secondary
sources for an individual financial year.
Overall values are budget values which are available for more than one financial year without the funds
being distributed to the individual financial years, for example, funds from secondary sources used for
the total duration of a project that runs over several financial years.
The combination of annual and overall values contains budget values which are available for several
financial years but which are to be distributed to the individual financial years according to certain
conditions.
You can enter a standard text (document text) for each budgeting document.
You can also enter an explanatory short text with a corresponding long text (budget text) for each
fund/funds center/commitment item/functional area/commitment item/fiscal year/budget transaction
combination.
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Releases
Original
Supplements
budget
2000
Payment Commitment
500
budget budget
250
Hierarchy Transfer
FC/CI250 2000 FC/CI
maintenance V/5 200 V/5 posting
V/50010 100 V/50010
V/50020 100 V/50020
Entry Returns
transaction
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Public
Budget
Budget structure
structure Administration
Leve
Levell Funds
Funds Cmmt
Cmmt Budget
Budget Posting
Posting Exp end.
center
center item
item object
object object
object
11 Public
Public Serv.
Serv. Expenditures
Expenditures xx
22 Public
Public Serv.
Serv. Personnel
Personnel xx HR SUPP.
22 Public
Public Serv.
Serv. Business
Business supplies
supplies xx
11 Admin
Admin Expenditures
Expenditures xx
22 Admin
Admin Human
HumanResources
Resources xx
epartment 1
22 Admin
Admin Business
Business supplies
supplies xx
11 Dept.
Dept. 11 Expenditures
Expenditures xx
22 Dept.
Dept. 11 Human
HumanResources
Resources xx
Expend.
22 Dept.
Dept. 11 Business
Businesssupplies
supplies
22 Dept.
Dept. 11 Expenditures
Expenditures
22 Dept.
Dept. 22 Human
HumanResources
Resources SUPP.
22 Dept.
Dept. 22 Business
Businesssupplies
supplies
SAP AG 2002
Local budget allocation involves dividing the budget between lower-level items using top commitment
items.
The available budget is always distributed to lower-level commitment items within a funds center.
Public
Budget structure Administration
Budget structure
Level Funds Cmmt Budget Posting
Expend.
Level center
Funds Cmmt
item Budget object
object Posting
1 center Serv. Expenditures
Public item object
x object
21 Public
Public Serv.
Serv. Personnel
Expenditures xx HR SUPP .
22 Public
Public Serv.
Serv. Business
Personnelsupplies xx
12 Admin
Public Serv.Expenditures
Business supplies x
21 Admin
Admin Expenditures
Human Resources
Business supplies x Administration Department 1
12 Dept.
Admin 1 Human Resources x
Expenditures
22 Dept.
Admin 1 Business
Human supplies xx
Resources
21 Dept.
Dept. 11 Expenditures
Business supplies Expend. Expend.
22 Dept.
Dept. 11 Human Resources x
Expenditures
22 Dept.
Dept. 21 Business
Human supplies
Resources
HR SUPP. HR SUPP.
22 Dept.
Dept. 21 Expenditures
Business supplies
2 Dept. 2 Human Resources
2 Dept. 2 Business supplies
SAP AG 2002
In central budgeting, the first step is to distribute the budget in hierarchically arranged funds centers from
the top commitment item to the subordinate commitment items. In the next step, the lower-level funds
centers receive their budget at the level of lower-level commitment items. You cannot enter budget for
the top commitment items in the lower-level funds centers.
Corresponding budget object definitions in the budget structure enable you to carry out central
budgeting.
Training
Material
SAP AG 2002
Budgeting can be carried out in the R/3 System according to the top-down or the bottom-up principle.
With top-down budgeting, you assign the budget from superior funds centers and commitment items to
subordinate ones. Top-down budgeting is an analytical, evolutionary procedure which works out the
budget estimate for the organizational and functional subareas of your organization in the R/3 System.
Example: You have the total funds available for a financial year in your organization and you would like
to use the system to distribute the budget to subordinate funds centers and commitment items.
The R/3 System carries out the consistency check for the budget distribution.
Travel 10.000
Training 10.000
Material 11.000
SAP AG 2002
With bottom-up budgeting, you enter budget values to subordinate funds centers and commitment items
which are then totaled up and displayed by the R/3 System at each higher level.
Bottom-up budgeting is therefore a synthetic, operational procedure which supports the entry of budget
values in the R/3 System.
Example: You have the budget values for your organization's individual subareas which are to be entered
in the R/3 System.
If you are only working with bottom-up budgeting, we recommend that you use the entry transaction.
SAP AG 2003
The entry transaction is used for entering original budget, supplements and returns. It corresponds to the
"roll up" transaction in FI-FM.
You choose the entry screen depending on fund, budget subtype, and if applicable, version and fiscal
year.
You can work with check totals to ensure the accuracy of the totals of your entries.
Text
Text Name
Created by SCHUELER
Date of Entry
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You can then make your entries in the list screen. When you save, you generate an entry document and a
hierarchy document.
Document header data gives information about the person who made the entry and the person
responsible.
An entry document and a hierarchy document are generated during posting.
Note:
The advantage of the entry transaction is that the budget is automatically totaled up to the highest hierarchy
level when you save.
Subhierarchy
Funds center
Commitment item
Functional area
Fund budget
Budget subtype
General Parameters
FM area 9000
Version
Fiscal year 2003
Period
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Timeframe
Reference
Enter Original
Change OriginalBudget:
Budget:Entry Screen Overview
BS Element
Lvl Fd Ctr Cmmt Item Budget Current Budget Distributed Distributable ..........
+1V 2 UNI
-1V 3 42,000.00 UNI 42,000.00 42,000.00
....... UNI
50000 Bus. Supplies 42,000.00 UNI 42,000.00 40,000.00 2,000.00
50010 Office Mat. 20,000.00 UNI 20,000.00 20,000.00
50020 Books 7,000.00 UNI 7,000.00 7,000.00
50030 Post 13,000.00 UNI 13,000.00 13,000.00
50040 Equipment UNI
...... UNI
1V 4111 UNI
1V 4999 UNI
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In hierarchy maintenance, you have a complete overview of all the views available (current Budget,
distributed, distributable and so on). You make your settings in the column "Budget" in the normal way
as regards additive/non-additive.
You can add a budget text as documentation for each entry or enter a document text for the entire entry
transaction.
Only a hierarchy document is generated when you post entries. Unlike an entry document, a hierarchy
document cannot be reversed. You carry out reversals directly in hierarchy maintenance, by making the
relevant changes to your entries.
Change Original
Enter Original Budget:
Budget: BS Elements
Entry Screen Overview
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You choose the entry screen for hierarchy maintenance with a budget subtype. You make all entries for
this budget subtype in the entry column. In this column, you only ever have access to the entries for the
budget subtype you chose in the entry screen.
The view columns on the right of the screen (that cannot be edited) provide you with an overview of the
overall values for the given budget type at all times. In this example, you can see the cumulative totals of
the entries for all budget subtypes defined for the budget type original budget.
Preliminary Approved
Budget Data Budget
Different
Versio ns
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Documents Reference
Entry Reversal
Document + Each Other
Document
+500 Budget - 500.00
Budget
Budget
SAP AG 2002
SAP AG 2002
Agenda
• blocking budget
• cutting budget
• supplementary budget
SAP AG 2003
During a financial year, it may be necessary to adjust the budget values. These corrective actions are
known as budget updates.
Based on the current year's budget plan, consultations take place concerning any necessary budget
updates; the results of these discussions are maintained in Funds Management as supplements, returns,
or transfers.
The result is the current budget, which is made up of the total from the financial year's original budget,
plus the supplements, returns, and transfers.
Releases refer to a financial year's current budget.
1 V 50000 2,000.00
2 V 50020 800.00
3 V 50030 1,200.00
4
5
... Pass on distributable
budget to subordinate
account assignments
SAP AG 2003
Distributable budget can be passed on to subordinate commitment items within the same area of the
hierarchy. This is documented in an entry document and a hierarchy document.
Using the distribution transaction is particularly useful if you want to assign budget to individual areas of
the hierarchy first, before passing it and the actual application of funds on to subordinate commitment
items in a second step or at some point later in time. Unlike manual hierarchy maintenance, your
individual steps are also recorded in an entry document in this case.
SAP AG 2002
Using this transaction, you can transfer budget that is surplus or not used for some reason to any other
account assignment. You can transfer budget across year/fund boundaries. This transaction generates an
entry document and a hierarchy document.
As is the case when using the distribution transaction for hierarchy maintenance, the advantage of the
transfer function is that it provides an overview of all FM account assignments and documentation
involved in an additional entry document.
SAP AG 2003
SAP AG 2002
Release 1: January
Release 2: June
Current Budget
Release 3: September
SAP AG 2003
In some organizations, the assignment of a budget amount does not necessarily mean that the funds have
been released. As a result, the R/3 system allows you to release budget values so that they are available
gradually.
You can release budget values as a percentage or as whole amounts.
Releases can refer to overall values or to annual values. However, you cannot release period budget
values.
You can make as many releases as you want, but they cannot exceed the existing budget.
You can carry out individual releases at any time.
EA- PS
Parked Parked
Parked documents
documents Customizing
Customizing
budget docs
Level 1
Approved Level 2
Level 3
SAP AG 2002
RFFMCOPI
CO/PS FM
CO planning
data:
- Primary costs
- secondary costs
- Revenue
elements
Planning data FM budget
SAP AG 2003
Program RFFMCOPI copies plan version data from Controlling (CO) into a budget version in Funds
Management (FM). You use this program to create the same budgets in FM by transferring CO
planning data.
Data can be transferred as often as you require. Only differences between individual transfers are
posted and logged in line items. Budget changes, carryforwards and transfers that have been made
manually in Funds Management are not overwritten by the transferred planning data. In this respect,
the budget in Funds Management is therefore independent of the CO planning data.
The program determines the recipient in Funds Management based on the assignments from FM
account assignments to CO account assignments using the account assignment derivation tool. If you
make changes to the assignment, the planning data transferred into Funds Management until now will
be transferred automatically to the new recipient with the next planning data transfer.
The program considers the primary CO planning data in table COSP and the secondary CO planning
data in table COSS.
As you can assign fund and functional area directly in CO planning starting from Release 4.62A, you
can use program RFFMCOPI and execute the entire budget planning process in Controlling.
Note:
The FM account assignments “funded program” and “grant” are not known in former budgeting. You must
use BCS (Budget Control System) if you want to work with these account assignments.
SAP AG 2002
SAP BW
Extracting data from the Returning the data from SAP
source system to a SAP BW BW to the source system
InfoCube
R/3 Enterprise
CO,
HR PS, EA-PS
Others AA,
...
SAP AG 2002
Budget preparation with SAP Strategic Enterprise Management (SAP SEM) is useful if planning is
based on historical values (master data, transaction data) so that you can access master and integration
data already available.
SAP provides extractors for R/3 applications which load the data in SAP Business Information
Warehouse. An extractor is a program that loads the dataset of the SAP source system in BW.
Based on the historical data you begin your planning activities in the separate planning environment of
SEM Business Planning and Simulation (SAP SEM BPS) which is kept separate from your operative
environment. You can plan both "bottom up" and "top down". Then run the iterative approval process
over it and you will have an approved budget at the end of it which you can then post in your operative
environment.
The Retractor (program that returns the data of SAP Business Information Warehouse to the source
system) makes sure that the relevant results of your planning are posted in R/3 Enterprise and are
available as budget for the next budget execution period.
SAP BW
Data is loaded from R/3:
Master data
Budget
Commitment
Actual values
Further planning
SAP R/3 is based on this data
CO,
HR PS, EA-PS
AA,
...
SAP AG 2003
You extract data from your operative R/3 environment if you want to build your planning on historical
values and existing master data structures. As SAP guarantees the integration between R/3 and BW, the
extractors are a part of the business contents that are already available in BW.
A prerequisite of the extraction of data is that your R/3 Enterprise and your BW system are connected to
each other.
The extraction is triggered from the Administrator Workbench in your SAP BW which is linked to your
SAP SEM (BW can be installed either locally or via RFC).
Choose Infosources in order to choose the data that you want to load in SAP BW (e.g. Funds
Management).
The data to be extracted is structured according to SAP applications in BW. You will find extractors for
CO, FI, HR, FM and so on.
The EA-PS-related data (BW 3.0) (budget, actual values, commitment, master data) can be found in SAP
BW InfoSource:
SAP R/3 Application components -> Public Sector Management -> Funds Management (master data,
budgeting in FM, CO line items, commitment and actual line items, FI line items)
Create an info package for each line item and extract the data. Start with master data (e.g. FM area, fund,
budget,...) and then update the transaction data.
This updates the standard InfoCubes.
1 SEM planning
Write in BW Infocube.
Assemble
2
data in
Query
SAP AG 2003
You use the retractor in order to post the results of your planning activities back to SEM BPS in the
operational environment. Starting from R/3 Enterprise 4.7, the retractor program for EA-PS will form
part of Customizing (can be found under Public Sector Management > Funds Management
Government).
You create your planning in SEM-BPS.
You create a BW query in BW which collects planning data ( the ODBO flag must be activated in the
query).
You define a number range for postings in the Customizing for the retractor.
You also maintain field assignments (mapping) of BW and R/3 data by using the CO-PA derivation tool.
Example: you can define that BW budget values from planning version 150 are regarded as approved
"budget" and are posted in budget version 000 in R/3 as original budget.
Start the data transfer from R/3. You can use a variant of a query in order to select the data in the query
created in BW.
The data transfer usually results in an error message if master data should be imported from BW that
does not exist in R/3. The reason: you needed additional master data in the budget preparation phase
which is why you created this in BW. In this case, you must create the missing master data in R/3 and
start the retraction again.
SAP AG 2002
To be able to use budgeting in an FM area, you must first create at least one budget profile and assign it
to the FM area. You can then assign further budget profiles to the FM area centrally and to the individual
fund master records. You can then use them for the relevant funds. The most specific assignment is the
one which applies.
You can define a range of control parameters in a budget profile:
Time horizon:Time frame which can be budgeted for as of a specified start date in the future or the
past.
The start year for budgeting is the current fiscal year
Parameters for value display:In addition, you can stipulate the scaling and the number of decimal
places you require when displaying budget values.
Only annual values can be distributed to individual periods. You can use the distribution key to specify
that annual values are to be distributed to periods automatically.
9000 2002 0
9000 2003 1
3
Activate Availability Control
Availability control
FM Area Year
Not active
Availability control
is only possible if budget
9000 2002
consistency is active.
9000 2003
SAP AG 2003
The deactivation of budget consistency for annual values and overall values and the deactivation of
availability control consists of three separate steps.
The consistency check is designed to ensure that the budget distribution to individual hierarchy levels is
consistent in the individual budgeting transactions. The system logs any errors found. When the
consistency check is active, you can only store budget versions which are consistent.
The active availability control only checks in managed budget version 0.
In the standard system, the consistency check is active for all fiscal years and budget versions.
SAP AG 2002
SAP AG 2002
Derivation strategy
SAP AG 2002
A derivation strategy can be defined in such a way that FM account assignment elements or budget
subtypes can be derived from other account assignments or the document type automatically when
entering budget and postings.
A derivation strategy can be defined in such a way that additional lines from data already entered are
derived in the background automatically and posted when budget is entered.
D
Deerrivvaattioonn rruuleess
Derivation types
E
Ennhhaanncceem
meenntt M
Moovvee
C
Clleeaar
SAP AG 2003
The same derivation types used for account assignment derivation for postings are available.
Custo mizing
10050 0001
10060 0002
10070 0003
10080... 0003...
SAP AG 2002
To reduce the entry of account assignments in budgeting, a derivation rule is created in Customizing
with which the functional area is derived from the commitment item. The values are then maintained in
the table created.
SAP AG 2002
SAP AG 2002
1-1 You only want to allow original budget to be used for budgeting. Check in Customizing
if the year-dependent activation procedure for budget versions for your financial area
90XX was activated. Then, enter the funds “GENERAL” and “MIFI” (each with
version 1) in the activity-related activation of budget versions for the current fiscal year.
Select the activity “Original Payment Budget” for the payment budget. This blocks all
other activities.
1-2 Use the entry transaction for the original budget to enter estimates for the following
budget values in the payment budget for your fund “GENERAL”, funds center C15 in
version 1.
Commt item 80010 500,000.00 UNI
Commt item 80020 100,000.00 UNI
Commt item 80030 250,000.00 UNI
Commt item 80040 150,000.00 UNI
Enter the following estimates for funds center D1 in version 1:
Commt item 80030 100,000.00 UNI
Commt item 50060 200,000.00 UNI
1-3 Create the budget subtype “SAP” in Customizing and assign it to budget type KBUD
for original budget.
1-4 Use the hierarchy maintenance for the original budget to enter estimates for the
following budget values in the payment budget for budget subtype “SAP”, fund
“GENERAL” and funds center C15 in version 1.
Commt item 80040 850,000.00 UNI
Commt item 80050 4.000,000.00 UNI
1-5 Enter parked original budget (payment budget) of UNI 50,000.00 for year 200Y for
commitment item 80010, fund General, funds center C15 in version 1.
1-6 Use the hierarchy maintenance for the original budget, to plan budget in the payment
budget for your fund “MIFI”, funds center C15 in version 1.
Commt item 80010 100,000.00 UNI
Commt item 80040 200,000.00 UNI
Commt item 80050 300,000.00 UNI
1-7 Before you start budget execution, you have to copy the budget from plan version 1 to budget execution
version 0. Do this for both funds (GENERAL and MIFI).
The budget for your tax authority has already been adopted.
You have decided to use releases. As a result, you have the
task of entering the resulting agreed budget changes into the
R/3 System.
2-1 First you have to permit releases and budget updates. Activate the activities “PB Supplement”, “PB
Release” and, “PB Update” in Customizing for funds “GENERAL” and “MIFI” in Version 0.
2-2 Release 30% of the payment budget for the fund “Budget” in year 200Y in version 0.
2-3 Enter releases of 100% from the payment budget for the fund “GENERAL” in version 0.
2-4 It has transpired that the funds budgeted for office material exceed expenditures by 25 000 UNI, this budget
can however be used for books and magazines. Post the budget with budget subtype “TRXX”.
Define budget subtype “TRXX” first so that you can make transfer postings between expenditures.
You should control the funds for the fund GENERAL using
releases.
3-1 Define a budget profile GR##, that allows you to maintain annual values and to set an active availability
control against released annual values. Look at the other entries for annual values in budget profile F00001.
3-2 Change the assignment of the budget profile in the master record for the “GENERAL” fund. The GENERAL
fund should now use your budget profile GR##.
3-3 Check which budget profile is used for the “Budget” fund: Which values are budgeted? What does the active
availability control check against?
1-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Versions - Set
Activation Procedures for Budget Versions
Field name or data type Values
FM Area 90## Activation Procedure 1
(year-dependent)
Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds
Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting
(Former Budgeting) – Budget Versions –Activate Activity-Related Budget Versions
In dialog box:
FM area 90##
Fiscal year YYYY
Enter
Fund General
Version 1
Original PB X
Fund MIFI
Version 1
Original PB X
Save
Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Enter
Settings for Budget Subtypes
Button “New entries”
Field name or data type Values
FM area 90##
Budget type KBUD
Text Original budget
Mandatory (Leave blank)
Line entry (Leave blank)
Enter, select entry and double click on “Assign Budget Subtypes”
Subtype SAP
Press enter and save
Unit: Budgeting
Topic: Releases and Budget Updates
FM area 90##
Fiscal year YYYY
Enter
Save
Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Enter
Settings for Budget Subtypes
3-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budget Profiles (Former Budgeting) – Set Up Budget Profile –
New Entries Button
Field name or data type Values
Budget profile GR##
Text Budget Profile Group ##
Decimal places 2
Scaling factor Leave blank
Past 1
Future 3
Start Leave blank
Overall values Leave blank
Annual values X
Period values Leave blank
Distribution key Leave blank
Releases X
Total values Leave blank
Automatic release Leave blank
Save
SAP AG 2002
SAP AG 2002
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Update
Update
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2002
SAP AG 2002
Overview
Search for Budget-Bearing Element
Control of Availability Control
Tolerance Limits
Reconstruction of Availability Control
SAP AG 2003
SAP AG 2002
As of SAP R/3 Enterprise Public Services (EA-PS 1.10), availability control is also called up in the batch
input. If you wish to suppress error messages in batch input or if you do not want an update of the
assigned values, you can use enhancement SAPLFMFA (component EXIT_SAPLFMA_005). Note that
the assigned values need to be reconstructed after each batch run if availability control is not called.
SAP AG 2003
V
4712
4711
A1
4712
4711
P12 Funds
4712 Commitment
Budget Values 4711
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- 1. Within the funds center: The superior commitment item up to the top commitment item
- 2. In the commitment item hierarchy: The superior funds center in combination with the top
commitment item
- 3. The first FM account assignment in the budget database for which a budget record exists according
to the determined hierarchy sequence. This is the corresponding budget-bearing element.
If the sum of a determined budget record is zero for each budget transaction, this record is not valid and
the system starts searching for the next budget record. This is necessary if budgeting was executed by
mistake.
x V
x 4712
x 4711
x A1
x 4712
x 4711
P12 Funds
4712 Commitment
x Budget Object
4711
Budget Values
SAP AG 2003
1. Within the funds center: The superior commitment item up to the top commitment item
2. In the commitment item hierarchy: The superior funds center starting with the assigned
commitment item
The first FM account assignment that is defined as a budget object is the corresponding budget-bearing
element. After this FM account assignment has been found, the search is terminated.
Only the definition in the budget structure is taken into account during the search. It is irrelevant
whether budget was entered on the determined FM account assignment or not.
x V
x 4712
x 4711
x A1
x 4712
x 4711
P12 Funds
4712 Commitment
4711
Budget Values
SAP AG 2003
For the document account assignment determine the following:
1. Within the funds center: The superior commitment item up to the top commitment item
2. In the commitment item hierarchy: The superior funds center starting with the assigned
commitment item
The first FM account assignment that is defined as a budget object in the budget structure and that
contains budget is the corresponding budget-bearing element. After this FM account assignment has
been found, the search is terminated.
In contrast to the budget structure without dynamic budget objects, the first budget structure element that
contains budget is determined. This way the assigned funds can “move” with the budget.
In order to work with dynamic budget objects, you have to set the corresponding parameters among the
year-dependent parameters for availability control.
Deactivation
indicator
Definition of relative or
absolute deviation from
budget value
System reaction:
1 Warning
2 Warning and mail
3 Error message
Control according to FM area and budget profile. You can also differentiate between
funds center, commitment item, fund and fiscal year, depending on the budget profile.
SAP AG 2003
The general tolerances can control the reactions of the availability control for each funds center and
budget profile separately for the payment and commitment budget.
Tolerance limits cannot be defined for account assignments that are in a cover pool. However, it is
possible to determine that the availability control reacts with a warning instead of an error message when
funds eligible for cover are exceeded.
Different transactions (purchase requisition, purchase order, actual postings and so on) are available for
specific control.
Furthermore, you can specify that active availability control checks each transaction separately within
the transaction chain. By setting tighter tolerance limits for the purchase order than for the purchase
requisition, you can determine that the budget may be exceeded by purchase requisitions, but not by
purchase orders.
It is also possible to define exception tolerances for specific account assignments of an FM area and for
each budget profile for availability control. These exception tolerances overwrite the general tolerance
limits.
Posting possible?
Tolerance
Tolerance limits are
limits are 51 Purch. order har d exceeded
defined 52 Bus. trip cmt soft
65 Fnds cmt har d
81 Fnds reserv. soft
82 Fnds precmt soft
SAP AG 2003
In Customizing of Funds Management (FM) you can determine whether availability control should be
overridden for existing tolerance limits and set system reactions (of type “error message“) according to
the value type.
This allows you, for example, to determine that in your organization the budget may not be exceeded by
certain postings (for example purchase orders), whereas, with other postings (for example purchase
requisitions) any amount may be posted.
You can use commitment types the “hard” and “soft“ reaction of availability control.
- If you want to assign “hard” for a value type, availability control will issue an error message when
the tolerance limits are exceeded. The posting is rejected.
- If you want to assign “soft”, availability control will only issue a warning when the tolerance limits
are exceeded. The posting can be carried out.
Commitment types are a feature of Reporting. They are grouped in a commitment type profile. One of
these profiles can be assigned to one FM area for each year (or year-independent for all years).
The functions cover eligibility and commitment types cannot be used together. If you want to assign a
commitment type profile to your FM area, no cover eligibility profile may be assigned to this FM area
for the corresponding fiscal year.
SAP AG 2003
You must carry out suitable organizational measures to ensure that no other activities are carried out in
the system while availability control reconstruction is in progress. Budgeting and document entry in
particular must not be carried out.
Budget Account
Year Value Assignment Value AuthGr from to
Category Type Element
PB 2002 * all AA * 16
CB 2002 * all AA * 16
SAP AG 2002
Besides opening posting periods and fiscal years in FI, posting periods and fiscal years must explicitly
be opened for postings in EA-PS.
You open posting periods per budget category / year / value type / account assignment element.
Value types are for example invoices, payments, forecasts of revenue.
Account assignment elements are funds center, commitment item and fund.
If you do not use PBET (period-based encumbrance tracking), you can only open or close full fiscal
years.
SAP AG 2002
Debit
Definition Position
SAP AG 2002
The process steps for the budget execution are divided into earmarked funds and/or commitment
documents from MM and the debit position via requests or invoices in the definition process.
Funds can be defined with or without using the component Materials Management. In both cases the
controlled availability of a an existing budget record is important.
The definition is displayed in Funds Management using the chain of earmarked funds documents without
Materials Management.
Using MM, definitions are made by purchase requisition and purchase order from MM to Funds
Management. The earmarked funds documents can however also be used, for example, for definitions
not made using purchase orders for materials.
This allocation is valid for the revenue and expenditure side of budget execution.
The actual position is processed at the cash desk.
Vendor
Customer Invoice/
Invoice/ Payment
Acceptance Request
Request
Funds
Transfer F unds
Commitment
Forecast Funds
of Precommitment
Revenue
Funds Funds
Blocking Reservation
SAP AG 2003
Forecast of revenue, funds blocking, funds reservation, funds precommitment and funds commitment are
grouped under “earmarked funds documents“.
With these documents, an earmarked funds process can be displayed with the references shown above.
The process can start with each of the document types and you can select the number of levels.
Earmarked funds can be parked. An incorrect or incomplete earmarked fund can be saved without
checking with the function Park.
Forecasts of revenue, funds reservations and funds commitments can be referenced by requests and
financial accounting documents. The referencing leads to a reduction on the earmarked funds document.
Funds blocking is a special kind of commitment, with which individual budget values can be blocked for
further budget execution. Funds blocking cannot be referenced by follow-on documents.
You can also take into account expected revenues and the funds linked to them using forecasts of
revenue .
Documents: Cat.
Earmarked Documents: Cat.
EarmarkedFunds
Funds
Documents
Documents Funds
Funds blocking
blocking 20
20
Funds
Funds reservation
reservation 30
30
Funds precommitment
Funds precommitment 40
40
Funds
Funds commitment
commitment 50
50
Characteristics: Forecast
Forecast of
of revenue
revenue 60
60
Characteristics:
•• Number
Number range
range Document
•• Field
Field status
status
Document Type
Type
(user-defined)
(user-defined)
•• Reference
Reference type
type
•• Workflow
Workflow relevance
relevance
Document Header
Document no. Document date
Document type Posting date
Company code Curr./Exch. rate
SAP AG 2003
You can define different document types for each document category. These document types control the
earmarked funds document as regards number range, field status, reference type, workflow relevance,
G/L account derivation and so on.
C
COO IInnteeggraatio
ionn
C
Coommpple
letteedd ((Onl y Funds Com
O n y F u n d s Co mmmt) NNoo C Caarrrryyffoorrw
waardd aatt
Indiccattoor
n d a FFiissccaal YYeeaarr C Chhaannggee
Funds
Funds Reservation/
Reservation/
OOvveerrruunn Funds
Funds Precommitment/
Precommitment/ A
Accccoouunnt AAssssig
ignnm
meenntt
TToolleerraannccee Funds
Funds Commitment
Commitment ccan be changedd
a n b e c h a n g e
Forecast
Forecast of
of Revenue
Revenue
S
Staatiissticcaal
IItteem
m
bbloocckkeedd Innddiccaattoor
V
Vaalluuee A Addjjuussttm
meennt
rreeqquuireedd
SAP AG 2003
CO integration: If a CO account assignment is entered, the funds commitment also posts a commitment amount in
CO.
Completed indicator: You can set the completed indicator at document header level (for the whole document) or at
item level. After the document has been flagged as completed, you cannot make any more changes. The funds that
were not consumed are re-entered in the budget and can be used again.
Overrun tolerance: This indicator can only be set for documents that can be reduced by other documents.
Depending on the percentage, the follow-on document can exceed the amount of the earmarked funds of the
previous document.
Block document (item): If you block a document (item) it cannot be posted to.
Statistical indicator: Items that are flagged as statistical are only entered statistically. No budget is consumed.
Account assignment can be changed: With this indicator you can allow changes to the account assignment in the
follow-on documents, which reduce the flagged document item.
No carryforward at fiscal year change: With this indicator you disable the carryforward of earmarked funds
documents to the following year.
Value adjustment required: With this indicator you determine that a document can only be changed by value
adjustment documents after a certain time or event in the original document. The indicator can be set manually or
via workflow.
Document Items
Item. Overall Amount Amount Changed Commt Item
1 5000
2
3
Manual
Manual changes
changes Value Adjustment
can
can no
no longer
longer
be
be made
made Value Increase
Reduction in Value
Referenced Earmarked Fund
Document Type
Doc. Number
Doc. Items
SAP AG 2002
To prevent corrections being made to the approved original amount, you should ensure that the “Value
adjustments required” flag is set. You can set the “Value adjustment required” flag manually in the
document itself or via workflow. When the flag is set, changes can only be made to the document using
value adjustments and manual corrections are no longer be possible.
FM
Level 1
Approved Level 2
Level 3
SAP AG 2002
Require-
ments
50010 1000
100 900
1000
1000 100
900
50020 ... 100 - 900
50030 ... - 90 - 910
- - 90 910
Personnel
40010 ...
Reservation Precommt Commt Invoice Payment
Online Online Online Batch
SAP AG 2003
This schematic report shows the steps of a simple procurement process without using component
Materials Management and shows how the available budget changes in this process.
In order to reduce an earmarked fund systematically, the follow-on document must refer to the
earmarked fund. There you can also set the completed indicator, which leads to the complete reduction
of the commitment from the earmarked funds, even if the invoice amount is smaller than the amount in
the funds reservation.
In each step of the process you can see the change of the value display in Funds Management.
The current budget does not change when commitment/actual postings are carried out (changes are only
made if postings are made in the budget values).
The available budget is constantly recalculated and adjusted online.
Until the invoice is posted an online update of each process step is carried out in Funds Management.
The payment is transferred to Funds Management by a batch run.
SAP AG 2003
Program RFFMBW00 revaluates open amounts in commitment documents (funds reservations, funds
precommitments, funds commitments and forecasts of revenues) by recalculating the local currency
amount (even if the document is in the workflow). Amounts that have already been consumed are not
revaluated.
Items in commitment documents that have been used are updated and the budget usage is adjusted. If the
amount of a commitment document is zero in the transaction currency, the corresponding amount in the
local currency is reduced and the budget is released.
The exchange rate for the revaluation is automatically derived for the given date from table TCURR.
A user exit can also be used to choose the documents to be revaluated (indicate external document
number list). Exit EXIT_RFFMBW00_001 selects all documents in table FMDOC and revaluates them.
If you use this exit, the program's other selection parameters are ignored.
In the update run, the system responds with a list of revaluated documents and a list of availability
control messages.
SAP AG 2002
SAP AG 2002
SAP AG 2003
The three main request categories are payment request, acceptance request and clearing request.
The request is an EA-PS-related interface which you can use to create FI invoice documents .
Acceptance Request
Clearing Request
Deferral Request
Debit
Position - Payment Request
Posting
Deduction Request
Standing Request
Temporary Remission
Waiver
SAP AG 2003
The entry and approval process is the same for all request categories. The requests generated by the
responsible employees are posted after approval from the cash desk. This takes the distinction between
management and execution into account.
General requests are mapped out in the R/3 System using specific funds commitments and forecasts of
revenues.
Acct Assgmt
Commt Item Document
Funds Center
Fund
Payment Data
Amount
Payment Condition Reject Debit Position
Baseline Date
Save Complete
SAP AG 2002
Procedure for a request: First, the request must be created. When creating a request, you must maintain
personal data, account assignment data and payment data. Before releasing a request, you must save it
completely. The next step is release, where request is approved or rejected. Only approved requests can
be posted in the last stage.
You can use Customizing entries in conjunction with company code variant, user and request category to
control the number of steps in the request process:
4 Steps: "Save incomplete", Save Complete, Release, Post (no entries in Customizing)
3 Steps: Create, Release, Post ("Complete" flag in the company code variant)
2 Steps: Create/Release and Post ("Req. Apprvd" flag in request type control)
2 Steps: Create and Release/Post ("Post Req." flag in request type control)
1 Step: Create/Release/Post (all flags set)
You can use this function, for example, to control that complete acceptance requests are automatically
saved with "approved" status, while payment requests require approval from the relevant person
responsible.
EA-
PS
Request
Doc. No. Date
Doc. Type
FM Area
Account Determination
Items
Ite m
1
Amount Funds Ctr Cmmt Item Fund EA-PS FI
2
3
FI Customizing
FI-PP
R/3
SAP AG 2002
EA-PS delivers transactions with a special EA-PS related interface. You can use this interface to
generate FI invoice documents.
The user only has to maintain EA-PS related data in these input templates.
The system generates parked FI documents (FI-PP) in the background.
To obtain the necessary G/L accounts for the FI document, the assignment between commitment items
and G/L accounts is maintained in the EA-PS FI account determination table.
Required FI information that cannot be copied automatically must be entered manually.
Differentiate
Differentiatebetween
betweenvendor/customer
vendor/customer
Doc. Header documents
documents andso
and so on
on
Doc. Number Document Date
Doc. Type Posting Date
Company Code Currency/Rate
Reference
Header Text
Individual
Subledger Request
Accounts
Fast Entry
FM Acct
Assgmt
Collective
Payment Data Request
SAP AG 2003
The request category controls which FI document types are permitted for this type. The document types
that are valid for a request type are determined in Customizing. The default value can be predefined for
request postings from the document types assigned. You can maintain individual and collective requests:
- Individual requests are maintained in the detail screen.
- Collective requests can also be entered starting from this detail screen. The advantage of this
procedure is that selections already made in the detail screen, such as customer, are copied to the
collective request list display.
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) , it is possible to use a document type that
is flagged as a net document type.
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), a long text can be entered for each line
item (=FI document) in the request.
You can enter an individual tax code for each G/L account line within a line item (FI document) of a
request.
Fiscal Year Company Charact. Commt Item Request Cat. Priority G/L Acct
ID Code Variant
2000
Proposal List
G/L Accounts
2001
2002
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The G/L accounts to which postings are to be made in Financial Accounting are derived using the
account determination table. For each company code variant and fiscal year ID, derivations are defined
for the commitment items created, which lead to one or more G/L accounts. When you make a posting,
if a commitment item has more than one possible G/L account, a window appears with the selection of
possible accounts. The user can then choose the G/L account to which the posting is to be made. In the
case of batch processing, the first G/L account found is used.
Company code variants group together several company codes, while a fiscal year ID is used to group
financial years.
Derivation rules can be maintained generically. In which case, the "+" character represents any single
character. The “*” character cannot be used for the commitment item.
The account determination characteristic is used to allow different G/L accounts to be defined for
identical commitment items.
Request types are a further criteria for account determination. They make it possible to define a specific
G/L account for a combination of fiscal year, company code variant, account determination
characteristic and FM account assignment.
EA- FI
PS
Commt Item 4713 Payment Request Subledger Account
4000,77
Commt Item: 4713
Vendor: 1234 Vendor 1234
Cost Center: 7000 4000,77
Amount: 4000,77
CO
4713 400000
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The graphic shows the integration of Funds Management with Financial Accounting and Controlling.
Global Settings
SAP AG 2003
Financial Accounting
SAP AG 2003
Revenue Type
Revenue Type Object Class
Account Group Complete
Customer
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When working with request documents, you can make deduction postings instead of posting reverse
documents. Deductions are credit memos and are processed according to original requests. This means
that they are posted as FI documents that include collective request processing.
Instead of making a deduction posting, it also possible to post a second request for the original request
type, but with the opposite +/- sign.
Standard FI reverse postings can be also used for requests (that have been posted in FI).
SAP AG 2002
Installment Scheme
Distribution
Number
...
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In the fast entry screen you can divide a FI document into several FI documents. With the installment
scheme, you can define the number and the amount of the documents. In addition, you can determine
the monthly intervals between the installments and the first due date.
Possible roundings can be defined using rounding units in Customizing.
FI
EA-PS-PP Document
Bundling for
FI-PP Document each document Parked
Parked Requests
Requests
category using
MM-PP Document F899
Responsible Person(s)
Rejected
Ap proved
Background
FI Posting
SAP AG 2002
The workflow can be triggered by the request transaction and by the bundling transaction F899. In this
case, parked documents that were created in MM and bundled in a request, can also be integrated in the
approval workflow.
The approval process of standing requests can also be displayed using the SAP business workflow.
For each request type the request workflow can be controlled in different ways.
The responsible persons are determined using the following parameters:
Document type
FM account assignment (commitment item, funds center, fund)
Amount
You can define several persons responsible for each approval level. At least one responsible person
must approve the document.
You can assign an unlimited number of levels and responsible persons.
Reasons for approval or rejection must be added. In case of a rejection the approval workflow is
automatically started again.
FI
Customer
Master Data
Bank Acceptance Request
Account number
Customer
Bank number Dunning Area
Revenue Type
Commt Item
Funds Center
SAP AG 2003
The revenue type can be used as an additional entry for acceptance requests.
Revenue types can be used to derive account assignments, to control dunning procedures and for the
flexible assignment of bank details to customers. Assignments can be made in the customer master
record for revenues types and the corresponding bank details for each company code.
The revenue types are maintained and activated in Customizing.
You can flag a revenue type as an additional revenue type. If you set this flag no further interest can be
calculated on these additional receivables. This is linked to the indicator interest block additional
receivables in the company code variant.
You can also select the field No Calculation of Dunning Charges for revenue types. The dunning
program ignores items that were assigned using this revenue type during the calculation of public law
dunning charges. This means that the amount of a document like this is not included in the dunning
amount.
Account Group
Commitment Item
Revenue Type
Dog Dog
Dog Tax
Tax
Dunning
Dunning Procedure
Procedure
Dunning
Dunning Recipient
Recipient
Custo mizing Dunning
Dunning Block
Block
Last
Last Dunning
Dunning
Dunning
Dunning Level
Level
Dunning
Dunning Processor
Processor
D
Duunnnniinngg A
Arreeaass
SAP AG 2002
The revenue types defined can be assigned to an account group, a commitment item and a dunning area.
Document Header
Document Date Document Type
Posting Date Period
Company Code Crncy/Exch. Rate
SAP AG 2003
Standing requests can be created as posting templates (original document of the standing request) for
recurring requests.
These standing request templates are approved during the approval procedure.
The requests are generated from the standing request using a report. These requests are immediately
completely posted, but it is also possible to start a test run.
Even posted standing requests can still be changed. When changes are made, the status “document
posted“, “released“ and “document complete“ are reset. The changed document has to go through the
approval procedure again before a posting document can be created.
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the rhythm in which a standing request is
executed can be interrupted. You do this by overwriting the date on which the standing request would
next be executed.
Document Header
Company Code Doc. Type
Subledger Account
Vendor
Account Assignment
Commt Item Earmarked
Fund
Payment Data
Amount
Funds
Commt
SAP AG 2003
When you save the standing request document, a funds commitment is automatically created. The
amount of this funds commitment is the total debited in the current financial year.
The number of the funds commitment document is entered in the “Earmarked Fund” field.
Settings in Customizing: In the “Maintain Funds Commitment Information for Standing Requests”, you
must assign each company code and FI document type to a funds commitment document type.
Create Funds Commitment for Standing Request for Several Fiscal Years
Document Header
Company Code
Fiscal Year
Request Number to
Test Run
SAP AG 2002
If a standing request applies for more than one year, you must use program “RFFMKG07” to create
funds commitments for the subsequent years.
The program checks whether the existing funds commitments are still valid for the specified fiscal year.
If a funds commitment is missing, the program creates a new one and then updates the funds
commitment number in the appropriate standing request original document. A funds commitment history
is also updated.
Administration
SAP AG 2003
Deferral makes it possible to change the due date of an open receivable to one or more installments in
the future.
The "mass deferral" function makes it possible to process more than one due date of a subledger in a
single transaction.
Company Code
Fiscal Year
Individual Deferral
Document Number
Mass Deferral
Customer
Vendor
Entries for Follow-On Posting
Posting Date
Period
Data
Data for
for Financial
Financial Accounting
Accounting
and if necessary for
and if necessary for
Controlling
Controlling
SAP AG 2003
Deferrals can only relate to an FI document posted in an acceptance request that has not been paid.
Installment Distribution
Proportional Procedure
Installment Scheme
Distribution
Number
SAP AG 2002
One or several FI documents (mass deferral) can be distributed between several installments using
function "Generate Due Dates".
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), installment rates can be created using the
proportional procedure or the sequential procedure. The sequential procedure processes all documents
with the same due date one after another, whereas the proportional procedure processes the documents
proportionally.
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the reference to the original receivable
(invoice reference) remains when installments are distributed. This is also the case for mass deferrals.
This allows an interest calculation from the due date of the original receivable.
SAP AG 2002
If the document is deferred, an offsetting posting is made on the customer side. As of SAP R/3
Enterprise Public Services 1.10 (EA-PS 1.10), automatic clearing will be carried out. The relevant G/L
account is determined for the offsetting entry and the new receivable by means of a separate account
determination table in the Customizing settings for the deferral request.
How?
Interest Calculation
Interest Formula 0001
Interest Calculation Date 07.01.02
From?
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As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you can create an interest formula in
Customizing. In this interest formula you determine the number of interest items to be generated (one or
more), what the interest rate is, and on which basis the interest will be calculated.
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) you can enter the date on which interest
calculation should start. If this date is before the due date of the original receivable, the interest
calculation for this item starts with the due date of the original receivable.
If you do not enter a date, the program calculates the interest items from the due date of the original
receivable.
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the interest formula will be stored in the
document header. You can therefore reconstruct the amount of the calculated interest at any time.
Interest formula and interest calculation date can be printed out in user-defined forms.
1 Customer invoices: 100.-- UNI and 200.-- UNI on 15.05. and 31.05.2002
2 Deferral: inverse posting for original receivable
Posting deferred receivables: 100.-- UNI on 01.07., 01.08. and 01.09.2002
FI
01.08.00 2 100
01.09.00 2 100
SAP AG 2003
The FI documents resulting from a mass deferral are grouped together under a request number.
Document to be reversed
Request Number
Company Code
SAP AG 2002
If the customer does not comply with the conditions of the deferral request, it can be reversed.
The reversal references the deferral request - not the FI document.
When reversing deferral requests, the original FI documents are not restored. As of SAP R/3 Enterprise
Public Services 1.10 (EA-PS 1.10), a new parked open item is generated instead. In this way, it is now
possible to display the reversal of the deferral by means of an approval procedure.
The due date of the new open item (reversal document) can be freely selected. It is possible to use the
due date of the original receivable.
The offsetting posting item is only generated when the new open item is posted.
X
Administration
SAP AG 2003
Temporary waivers and remissions are measures that can be used for waiving the collection of a
receivable. A temporary waiver represents a waiver for a receivable that can be cancelled, while a
remission is a waiver that cannot be cancelled. A temporary waiver is used for internal processes within
an administration, a remission has external legal implications.
Temporary waivers and remissions can be reversed.
Company Code
Fiscal Year
Document Number
Customer
Vendor
Entries for Follow-on Posting
Posting Date
Period
Data
Data for
for Financial
Financial Accounting
Accounting
and
and ifif necessary
necessaryfor
for Controlling
Controlling
SAP AG 2002
Temporary waivers and remissions can only relate to FI documents (original documents) in an
acceptance request that have not been paid. A temporary waiver/remission has the opposite +/- sign to
the original item.
Mass processing is possible for temporary waiver and remission.
SAP AG 2003
Sender Receiver
Expenditure Expenditure
Commt Item Commt Item
Funds Center Funds Center
Revenue Revenue
Commt Item Commt Item
Funds Center Funds Center
Expenditure Revenue
Commt Item Commt Item
Funds Center Funds Center
Revenue Expenditure
Commt Item Cmmt Item
Funds Center Funds Center
SAP AG 2003
Clearing requests can be set up for clearings between revenues and expenditure account assignments or
for transfers between account assignments of the same category.
When you are making entries, you enter a sender and receiver commitment item. This makes it possible
to map out transfers (sender and receiver commitment item of the same category) and internal clearings
(sender and receiver commitment items of different categories).
An authorization check is performed for the sender object. If a check should only be carried out on the
sender, the user EXIT-SAPLFMWR-003 can be used.
Receiver Data
Amount Reference
Commt Item Application
Funds Center Region
Text
SAP AG 2003
Since clearing requests does not usually result in a payment, they do not contain any lines for the
subledger account.
There is only one receiver commitment item, but any number of sender commitment items.
The sender/receiver relationship can be reversed by changing the +/- sign.
The field "New Company Code" can be used for clearing requests that apply across more than one
company code. When you park a clearing request that applies across several company codes, a request is
generated in both the current company code and the new company code. The two requests are linked to
each other by a general number.
SAP AG 2002
SAP AG 2003
You are a project manager and must therefore use the active availability control.
1-1 Define availability control tolerance limits for your FM area 90## and budget profile GR## .
These limits should trigger a warning for all activities with utilizations greater than 80%, a
warning and a mail to the person responsible for the funds center for those in excess of 90%
and an error message for all those over 100%.
You know that an amount of around 10,000 UNI will be due next month for project C15. This money
relates to expenditure on physical supplies for additional PCs. As you do not yet have any detailed entries
for the project, you cannot yet order the necessary apparatus. However, you should reserve sufficient
funds. Use the funds in the “GENERAL” fund for this.
1-3 Check whether the periods for the current and the following fiscal year for your company code 90## are
open for the payment budget.
Document number:..........................
1-5 In the report selection, under Line items -> Commitments and Funds Transfers, look at the funds
reservation. Note: You are working with company code 90##.
1-6 Create a funds precommitment of 11,000 UNI with reference to the funds reservation.
2-1 Define a company code variant GR## and assign it to company code 90##. Ensure that
requests can be saved in full only.
2-2 Maintain the account determination in Customizing for the expenditure commitment
item 80000-80050. The same G/L account 03000 should be used for all account
assignments Assign existing revenues commitment item 10020 – 10023 to G/L account
800000 in the same way. To do this, use the company code variant which you have just
created GR##.
Enter a payment request with reference to the funds commitment from exercise 1-5. The invoice amount is 8000
UNI. Use tax code VN and cost center L-100.
3-2 Check that the content and total of the vendor invoice is correct and then release the payment request.
View the effects of each part of the process in FI. (Accounting - Financial Accounting –
Accounts Payable - Account – Display/Change Line Items – Open and Parked Items Selected)
........................................................
Enter revenues from publications of 1,000.00 UNI for commitment item 10022 and funds center A12 in the fund
“GENERAL”. Use tax code AN.
4-2 Check that the content and total of the acceptance request are correct and then release the request.
View the effects of each part of the process in FI. (Accounting -> Financial Accounting –>
Accounts Receivable -> Account -> Display/Change Line Items –> Select Open and Parked
Items)
Document Numbers: ........................................................
..................................................
Due to a shortage of cash, Mr. Maier asks for the receivable to be deferred. He
agrees with the administration that he will pay the first installment of 500 UNI
on 01.MM+3.200Y and the second installment of 500 UNI on
01.MM+4.200Y.
Enter the relevant deferral for the acceptance request you have already created and enter the agreed installment
payment.
5-2 Check that the content and total of the deferral are correct and then release it.
View the effects of each part of the process in FI. (Accounting - Financial Accounting - Accounts Receivable –
Account - Items Display – Open and Parked Items Selected)
.....................................
6-1 Post another acceptance request with the amount 5,000 UNI
Customer: Maier
Amount: 5,000
Commitment item: 10022
Tax code: A0 (Output tax 0 %)
Funds center: C12
Fund: Budget
7-1 Create a standing request which should run for a year. The payments of 50 UNI should
start on the first of the following month and then continue on the first of each
subsequent month.
Assign to account:
Vendor: Miller
Commitment item: 80020
Funds center: C15
Cost center:C15
Fund: GENERAL
Tax code: V0
Document number:..........................
7-2 Execute the approval of this standing order until it gets the status “posted”.
7-3 Display the standing payment request and then go to the automatically generated funds
commitment by double clicking.
7-4 Generate the first request for the coming month by executing the step “Create Posting
Document” in the menu. Note the document number and then display the posting
document generated. Under the document header data, look for the reference to the
standing posting document it is based on.
7-5 Go into the funds commitment and display how much has been consumed.
1-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability
Control (Former Budgeting) – Availability Control – Define Tolerances for the
Availability Control
FM area 90##
Profile GR##
PB X
CB Leave blank
Transactions ++
Action 2
% Consumption 90
Absolute deviation Leave blank
Not active Leave blank
Save
2-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Funds Management-Specific
Postings - Requests – Variants – Define Company Code Variant
Save
Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Funds Management-Specific
Postings - Requests – Variants – Assign Company Code Variant to Company Code
Save
Save
5-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Funds Management-Specific
Postings - Requests – Account Determination – Define Account Determination for
Deferrals
Execute.
”Generate Due Dates” Button
7-1 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting –
Request – Standing Request – Enter Payment Request
Vendor Miller
Commitment item 80020
Funds center C15
Cost center C15
Fund Budget
Amount 50 UNI
Tax code V0
Calculate tax X
Save all
7-5 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting –
Request – Deferral Request – Display
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
SAP AG 2002
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2002
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
MM EA-
Purchase Funds PS
order commt
Purchase Funds
requisition precommt
Funds Funds
reservation block
Budget
SAP AG 2003
MM integration allows you to reference a funds reservation from a purchase order/purchase requisition
and break down the available amount. A message is issued if this amount is exceeded.
Warning: This reference (purchase requisition/purchase order) to a funds reservation is only possible for
purchase requisitions/purchase orders with CO account assignments! It is not possible to reference a
warehouse from a purchase requisition/purchase order!
MM not used
GR to final
Reqmt Reservation target
GR in
Warehouse
GI to target
Procurement Process
SAP AG 2003
• Using the different SAP modules allows various scenarios when you execute procurement transactions.
This slide shows possible procedures for the procurement process from a Funds Management point of
view. The version highlighted is the one for which the Materials Management component is not used.
Funds reservation can be used in MM and FM.
Irrespective of which substeps of a process are carried out, from a Funds Management perspective, the
data is seen as being a commitment value up to the point when the invoice is posted, and an actual value
after that.
Depending on the scenario, the procurement process is carried out either with or without using the
Materials Management component.
You can decide whether you want to display your data on an invoice basis (accrual basis) or on a
payment basis (cash basis).
Reservation GR to final
Reqmt
target
GR in
Warehouse
Using MM
GI to target
Procurement Process
SAP AG 2003
The second variant of the procurement process from a Funds Management viewpoint is purchasing using
an integrated purchase order but without warehouse management.
The funds reservation (FM) and/or purchase requisition (MM) can be used as a preliminary step for
processing purchase orders. In this case, the component MM can be used alone or in combination with
FM for the ordering process.
If only the component Materials Management is used, the account assignments relevant for Funds
Management can be entered at the time of the purchase requisition or purchase order. The commitment
amount resulting from this can be then displayed in Funds Management. When doing so, the final FM
account assignment should already be known at the time of the purchase order/purchase requisition since
this FM account assignment is debited with the commitment.
EA- PS MM F EA- PS
Institute
for Medical Current Pur Purchase Available
Research budget Req. order Invoice Payment budget
Business
requirement
50010 1000 100 - - 900
1000 - 100 900
100 0 - 100 - 900
100 0 - - 100 900
50020 ...
HR
40010 ...
SAP AG 2003
The above slide shows the purchasing process using a purchase requisition and purchase order (MM).
The current budget does not change with commitment/actual postings (changes only take place in the
current budget if postings are made in the budgeted values themselves).
The available budget is recalculated and displayed for each individual step until the time of payment. No
AVC takes place at time of payment.
Each step in the process is recorded online in Funds Management right up until the point when the
invoice is posted.
The payment is updated in Funds Management using the program RFFMS200.
The commitment originating from Materials Management can be displayed separately according to
whether it relates to a purchase order or purchase requisition so as to take the different degree of
commitment into account.
The process for a scheduling agreement is the same as for a purchase order. For a contract, on the other
hand, no commitment data is set up since the reference in terms of time is missing. Only once a purchase
order has a reference to a contract are the corresponding funds committed and displayed in Funds
Management.
Procurement Process
SAP AG 2003
From a Funds Management perspective, the third variant of the procurement process is purchasing using
an integrated purchase order with warehouse management.
You use the Materials Management (MM) component for representing purchase orders and warehouse
management from the point of view of the system.
The funds reservation can also be used in combination with purchase requisition and purchase order.
In addition, a funds reservation can be created on the final account assignment which is reduced at target
in goods issue.
There are four scenarios within Warehouse Management which will be explained in more detail.
+ Define warehouse
funds center in system
SAP AG 2003
You can choose one of the following four scenarios for warehouse processing in each FM area.
Consuming funds center known at time of purchase requisition/purchase order
You enter the consuming funds center when you create the purchase order or purchase requisition. The
funds center is debited immediately, setting up a commitment for the purchase order. When you post
the invoice, the commitment value is converted into an actual value. Warehouse postings are not
made.
Warehouse not subject to budget
When you post the purchase order and goods receipt, no Funds Management-relevant account
assignment is entered and no commitment data created. No account assignment or debit to the
consuming funds center is entered until the goods are issued.
Debits and credits automatically posted to warehouse funds center
You create a warehouse funds center in Customizing. The system automatically posts purchase orders
and goods receipts to it. The goods issue itself is debited to the consuming funds center and credited to
the warehouse funds center.
No credit to warehouse funds center
Purchase order and warehouse processing is as described in scenario 3. When the goods are issued, the
debit is posted to the chosen funds center, but no credit posting is made to the warehouse funds center.
Invoice
Goods receipt receipt
The update can take place at the time of goods receipt or invoice receipt.
SAP AG 2003
In addition you can also update the goods receipt (GR) and the invoice receipt (IR).
The reduction between goods receipt and invoice receipt depends on the quantity also with price
differences. The reduction of the purchase order depends on whether the commitment is updated
by value or by quantity. For value-based commitments, the reduction takes place from goods receipt /
invoice receipt value. For quantity-based commitments, the reduction takes place from the maximum
goods receipt / invoice receipt quantity
Note: In Customizing, you define whether the update is value- or quantity-based
under General Settings -> Check Unit of Measure.
MM
FI
Purchase MM Logistics
Doc.
Order Invoice Verification
EA- Collective
PS FM Payment Approval FI
Payment Request Doc.
Funds Request for each
Commitment document
category
Funds
Reservation
FI
Customer Invoice
FI
Doc.
FI
SAP AG 2003
It is not possible to use IS-PS requests transactions with reference to purchase orders.
The document parking function in the MM invoice verification transaction can be used to achieve
integration in the request process.
Once document parking has been generated, the request process can also be carried out for MM invoice
documents.
Restrictions:
Parked MM invoices do not have a request type (category "Blank").
Collective requests for parked MM invoices can only be generated using separate bundling transaction
F899.
A special number range for collective requests must be set up for the "Blank" request type.
An MM-PP document can only be posted to FI using MM/FI transactions or by workflow.
FM Account Assignment
Purchase Order
Funds Cmmt Fund Funct. Funded Grant Share
Pos. Center Item Area Program
010 ... ......... ... ... ... ... ... . . . 40 %
020 ... ......... ... ... ... ... ... . . . 30 %
030 ... ......... ... ... ... ... ... . . . 30 %
040 ... .........
050 ... ......... Funds Cmmt Fund Funct. Funded Grant Share
... Center Item Area Program
... ... .. . ... ... ... . . . 70 %
... .. . ... ... ... . . . 30 %
SAP AG 2003
The multiple account assignment for a purchase order item enables the order value for each purchase
order item to be divided out as a percentage to FM account assignments (funds center, commitment item,
fund, functional area, funded program, grant).
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
SAP AG 2003
SAP AG 2003
A commitment item must be defined in each line item of an FI document for integration with FI. You
can enter the commitment item manually during posting or derive the commitment item when posting.
Derivation rules which derive commitment items from other account assignments can be defined using
the derivation tool:
Commitment items can be defined in the G/L account master record.
Definition of derivation rules which derive commitment items from other account assignments.
• The derived account assignment can also be overwritten depending on the system settings.
• When you post requests, the G/L account is derived from the commitment item. This assignment
between commitment item and G/L account is maintained in an account determination table.
• Other FM account assignments can be entered manually, or derived using derivation rules.
• Whether they are updated in FM depends on the financial transaction of the commitment item used
during posting.
FI- AA EA- PS
Asset Accounting
Budget 2003
Department XY Capital
expenditure Budget
Actual Avail.
Asset Asset 120 80 40
acquisition retirement
Operative expenditure
...
SAP AG 2003
The following transaction types in Asset Accounting are updated in Funds Management:
- Asset acquisition
- Asset transfer
- Asset retirement with revenue
- Down payments for assets under construction
The transaction types that are relevant to depreciation are not updated because these do not affect
expenditure.
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you define whether a transaction type is
relevant to the budget or not in the Customizing of FM and no longer in the Customizing of Asset
Accounting.
You can define FM account assignments in the Asset master record. You have to make settings in
Customizing of Asset Accounting for this (Financial Accounting -> Asset Accounting -> Integration
with G/L Account).
The FM account assignments can also be derived from the CO objects cost center, CO order or WBS
element assigned in the Asset master record. In this case, the appropriate rules must be created in the
account assignment derivation tool.
To prevent data inconsistency, you should not overwrite the derived Funds Management account
assignment in the document.
FI FI- AA EA- PS
SAP AG 2003
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
HR HR
Payment by HR
Entry of
Approval
Travel request document Travel Actual update in
before trip after trip expenses
before trip FM
Payment by FI
SAP AG 2002
Business trip commitments are updated in Funds Management with value type 52. In this way, business
trip commitments can be displayed separately in the information system.
An individual tolerance group (tolerance group 70) for the active availability control can be assigned for
business trip commitments.
Business trip advances are not updated in Funds Management.
OPTION 1
from to 30 %Destination 1
to 70 %Destination 2 Entire trip
OR
OPTION 2
Documents
30 %Destination 1
001 HO
_ _ T_E_L_ _ _ _ _ 70 %Destination 2
002 TA
_ _X_I _ _ _ _ _ _ Per document
003 _________
30 % Destination 1
... 30 % Destination 2
40 % Destination 3
SAP AG 2002
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
SAP AG 2002
SAP AG 2003
Controlling and Funds Management comprise different views of the same business processes. If the
structures required in both modules have similarities, then integration is possible between the modules
for certain functions.
If the structures are completely parallel, the FM account assignment elements can be derived from the
CO objects using derivation rules. This means that manual entry is not required. Nevertheless, Funds
Management remains unaffected by activities within internal cost accounting, such as general cost
surcharges or cost assessments.
If you also require parallel contents, then the cost accounting activities must be reflected in Funds
Management.
When using parallel structures, note that reconciliation between Controlling and Funds Management will
always vary for internal cost accounting activities. On the other hand, cost-based figures appear in
Funds Management because of the parallel contents and are placed next to expenditure-based figures.
This is to be taken into consideration when comparing them.
For Controlling, the integration described here includes cost elements, cost centers, orders, and projects.
MM FI CO
A1 Mat. Work
Account assignment derivation tool EA- PS
SAP AG 2002
The account assignment derivation tool is used for deriving FM account assignments from CO objects.
You should therefore set the derivation rules so that funds center and commitment item must be derived
from a CO object and cost center. This ensures that a funds center or commitment item other than one
from the derivation logic is not assigned to an account by manual entry. For this reason, the funds center
and commitment item should not be ready for input on the posting screen. You can do this by hiding the
fields in the field status control in the Customizing of Financial Accounting.
Fund, functional area and grant can be activated as additional account assignment elements in
Controlling at client level. In this case, the account assignment elements can be directly assigned to an
account and are transferred to Funds Management unchanged. A derivation from other account
assignments is not necessary in this case.
Derivation
CO Obj. FM Obj.
EA- PS
SAP AG 2002
You can control whether “real” or statistical integration is carried out per CO internal transaction. Real
integration means that assigned values are written in Funds Management. You make this setting in
Customizing of FM.
Availability control checks are carried out on manual postings and on periodic postings such as
assessment and settlement which are executed using programs. The tolerance limits defined in
Customizing of Funds Management apply.
For statistical updates, no assigned values are generated and there is no check by the active availability
control.
You activate CO integration in a separate FM Customizing step as of SAP R/3 Enterprise Public
Services 1.10 (EA-PS 1.10)
MM
Expenditure
FI
item
1 Updating 1 Updating
CO
EA- PS
A1 A1
SAP AG 2003
You use Funds Management Customizing to choose which business transactions from Controlling are to
be recorded for an FM area.
Update Customizing for the posting integration should be entered as shown. The settings will then match
the process by which business transactions are updated in Controlling.
- Purchase order period: Delivery date
- Invoice period: Posting date
- GR/IR update: MM goods receipt
- Goods receipt: Update is necessary
- VAT display: VAT net
- Payment display: Do not activate payment conversion
Note 195122 contains a more detailed description of how to make settings for posting integration if you
want to be able to compare all data.
You can make different Funds Management settings, but this will mean that data is recorded differently
to how it is recorded in CO, making direct comparison difficult. When you enter the CO business
transactions to be recorded, the system warns you that the settings are different.
In Funds Management, you must create number ranges for each FM area for the documents generated by
the business transactions in Controlling.
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
SAP AG 2002
Parallel
Without struc- Personnel
Integration using HR ture in cmmt in
CO and EA-PS
scenario EA-PS
SAP AG 2002
It is not yet possible to represent the personnel commitment in SAP R/3 Enterprise Public Services 1.10
(EA-PS 1.10). However, it will be available in the next release in "Position Budgeting and Control".
Payment by HR
No actual data in
Funds Management
Payroll
accounting
SAP AG 2002
The procedure depicted above applies to a) the derivation of FM account assignments in the derivation
tool and b) the entry of EA-PS master data in organizational management and HR master data. In the
case of b) FM account assignments are contained in the HR posting document.
Although the scenario above does not contain any HR commitments, the separation of the payment and
update of expenditures ensures that HR payments are not delayed or prevented by problems resulting
from availability control.
SAP AG 2003
The funds center and fund can be defined for the organizational unit / position / person. If a funds center
and a fund are entered for the organizational unit, then these entries are passed onto the positions within
an organizational unit. If no further funds centers/funds are defined for the positions, they are passed on
to the people who occupy the positions.
If a funds center and fund are entered for the position, these entries are valid for the person who is
assigned to a position, if a funds center and fund are not directly maintained for that person.
Personnel expenses are structurally divided in the HR integration scenarios by linking HR wage types to
FI G/L accounts and assigning G/L accounts to commitment items.
In addition to defining a funds center and fund, you can define a commitment item for the infotypes that
have account assignment blocks (infotypes 0014, 0015, 2001-2005, 2010). A commitment item entered
manually overrides a commitment item defined in a G/L account or a cost element.
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
SAP AG 2002
No automatic budget
integration
Project ...
Availability control
takes place twice, Field of research XY
in the project
Phase 1 Phase 2 ... system and in
EA-PS Project 1 Project 2
...
Commitment items
App. EDP have same structure,
if using CO cash
budget management
Updat e of costs Update to invoice ( accrual) or
Av ailab ility control payment basis ( cash)
Op tio nal updat e of paym ents (C O Availab iliity Contro l
cash b udg et m anagement)
SAP AG 2003
In theory, it is possible to have parallel availability control in PS and EA-PS, however it is not
recommended as it causes performance problems.
PS Commitment EA- PS
Reservation EA-PS
Project ...
PS manual cmmt
Field of research XY
Purch.req / purch.ord.
Phase 1 Phase 2 ... Project 1 Project 2
Actuals ...
App. EDP
Posting document
Account 400000 WBS CstEl. Ctr Item Fund
UNI 200 0 EDP 400.000 Project 2 ... ...
WBS EDP
Field FCtr //
status CmtIt em //
Fund //
SAP AG 2003
A 1:1 representation of project and funds center is technically possible but not recommended, since the
funds center structure should represent the company structure and is not created for representing time-
related measures.
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
SAP AG 2003
Purchase
requisition
Material Goods
reservation issue
Technical Plant Maintenance
object order
Time
Technical place
Equipment
Confirmation
Order (Internal)
settlement
Cost center
WBS element
...
SAP AG 2002
The connection of plant maintenance processes to funds management is made with the related account
assignment of the plant maintenance order to the FM account assignments funds center, commitment
items, fund, functional area, and grant.
It is not necessary to manually assign all account assignments funds center, commitment item, fund,
functional area and grant to the order. You can create derivation rules in the derivation tool. FM account
assignments are derived from these rules so it is usually enough to assign a funds center or a fund to the
order and the other account assignments are derived by the derivation tool
FM account assignment
Maintenance order 4711
Fds Ctr A1
Operation 10 Cmmt It. ...
Grant ...
SAP AG 2002
You can maintain an assignment between a maintenance order and EA-PS objects. Follow-on documents
of the maintenance order (reservation, purchase requisition, CO settlement) are then provided
automatically with the EA-PS account assignment. Follow-on documents refer to the FM account
assignments (of the order) allocated there, but do not save them in the corresponding document tables
yourself.
If the field status is maintained, you can enter the assignment in the menu: Goto -> Assignment ->
Funds Management. You do not have to enter all of the FM account assignments, you can also derive
them from other account assignments using the derivation tool.
Once the FM account assignment is not complete according to the field control, the order has the
following status:
HMKU (Funds Management Account Assignment) is incomplete.
This status prevents the automatic generation of purchase requisitions for components and services
procured externally and also the release of the order.
Once a follow-on document has been generated you cannot make any changes to the FM account
assignment.
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
SAP AG 2002
SAP AG 2003
SAP AG 2002
You maintain the assignment between the FM account assignment objects and the SD sales order in the
sales document line item. The account assignment information is then transferred to the SD sales order
follow-on documents.
If you have maintained a field status, you can maintain the assignments in the sales document under,
Item data - Account assignment - FM account assignment. All the functions provided by the
incompleteness check can be used for the FM account assignment.
You can define FM account assignments in customer orders and maintenance orders.
You make the field status settings for these fields in FM Customizing.
SAP AG 2002
Manual
FI invoice
or acceptance request
SAP AG 2003
As of SAP R/3 Enterprise Public Services, a revenue commitment occurs in Funds Management as a
result of the sales order.
You can define whether the active availability control (AVC) should also check postings to revenue
items. If it should, the total of revenues cannot be smaller than zero, through transfers for example. If
you have defined absolute tolerance limits when defining tolerance limits in the step “Tolerances for the
Availability Control", the revenues total cannot be smaller than these.
If negative budget values were entered for a revenue commitment item, the AVC checks the debit on the
revenue position against this budget. This debit cannot be bigger than the negative budget. The check
logic for revenue items therefore is the same as that for expenditure items with the opposite +/- sign.
The check for revenue items is only active when the AVC is active. If you deactivate the AVC, by not
setting the flag actively, no check for revenue items takes place.
Purchasing
Financial and Asset Accounting Integration
Trip Costs Accounting
Funds Management and CO
Funds Management and HR
Integrating Project System
Integrating Plant Maintenance
Integrating Sales and Distribution
Integration IS-PS-CA
SAP AG 2002
SAP AG 2002
You can use the industry-specific component Contract Accounting for Public Sector
(IS-PS-CA) to manage taxes, charges and applications from/for business partners,
citizens, students and tax payers.
IS-PS-CA is suitable for supporting mass processing due to its system architecture.
IS-PS-CA is integrated with IS-PS-CA Release 4.63 in Funds Management.
If you want to use the special EA-PS functions for budgeting, availability control and so
on, you can integrate both solutions.
IS-PS/FI-CA EA-PS/IS-PS
4.63/
2001 FM-Integration
4.62
IS-PS-CA 4.71
2003 Pilot-Status
EA-PS 1.10
IS-PS-CA 4.71
Generally Available
EA-PS 1.10
2004
SAP AG 2003
This slide shows how the technical integration between IS-PS/EA-PS and IS-PS-CA develops.
In EA-PS 1.10 and/or IS-PS-CA 4.64, the systems can be linked using an ALE (Application Link
Enabling) connection.
IS-PS-CA and EA-PS are available in one system in Release IS-PS-CA 4.71.
Operational Systems
revenues, manual revenue Expenditure
postings Postings
Business Partner
IS-PS-CA 4.71 Vendor EA-PS
Vendor
Documents
GL
FM
The central master data administration of business partner (create, change) takes place in IS-PS-CA.
Availability control for expenditures makes it necessary to use a vendor. The business partner is
therefore created in the roles contract partner and vendor. The vendor can then be posted to a payment
request/vendor invoice.
A contract account is created in IS-PS-CA for this vendor in addition to the business partner so that it is
possible to reconstruct the postings in IS-PS-CA as well. The contract account is the master record in IS-
PS-CA in which postings are made.
The vendor documents posted in FI-SP or EA-PS are transferred to IS-PS-CA using the program
RFFMSDCA.
Handling of payments (electronic bank statement, payment program, cash desk) can then be completely
carried out in IS-PS-CA .
Alternatively, as of IS-PS-CA Release 4.64, you can integrate both solutions in different systems. In
addition to the vendor master data and document, the FM, FI and CO master data and the FI documents
posted must be synchronized in the two systems.
IS-PS-CA
IS-PS-CA 4.71
4.71
Payment Vendor
Vendor
Contract Account
Program (2a) 100,- 100,- (1)
Reconcil.
(2a) Acct
100,- 100,- (1)
IS-PS-CA
Reconcil. Acct
IS-PS-CA Reconcil.
Reconcil. Acct
Acct
(3) 100,- 100,- (2b) (2a) 100,- 100,- (1)
Bank
Bank Clearing Expense
100,- (3) (2b) 100,- 100,- (2a) (1)100,-
Clearing Expense
((1
1))10
10
0,0-,-
Availability
Budgeting
Budget:
Budget: 1000.-
1000.- UNI
UNI
Assigned:
Assigned: 100.-
100.- UNI
UNI
Payment:
Payment: 100.-
100.- UNI
UNI
EA-PS 1.10
1.10
SAP AG 2003
The aim of the vendor document interface is to transfer all open payment requests (vendor
documents) from EA-PS to IS-PS-CA so that payment can be made using the payment run or cash
counter.
Program RFFMSDCA (transaction RDCA) selects all open payment requests and deductions of
additional payment requests in EA-PS from the component Funds Management Government and
transfers the data to the component Contract Accounting for Public Sector.
The payment requests are posted as credit memos and create an open item with a negative plus/minus
sign. In the case of deductions, the referenced payment request is also cleared. The successful
transfer of the document to IS-PS-CA is logged in the document reference (table FMOPBL in IS-PS-
CA)
When the posting has been made successfully in IS-PS-CA, the document in EA-PS is cleared and
the pay flag is set.
Posting in IS-PS-CA and clearing in EA-PS is carried out in G/L account set up for this interface
"clearing IS-PS-CA". It is cleared again in the transfer of the totals records in EA-PS.
SAP AG 2002
In addition to the EDV equipment already purchased, your project group XX must also order 1000 discs. New discs
are continually ordered by your government agency and they are used straightaway.
1-1 To notify the Procurement department of this requirement, enter a purchase requisition for 100 discs. The
consuming account assignment is already known. So make your posting using the account assignment
category for the cost center. You use the fund “GENERAL”.
Document number:.....................................
Document number:.....................................
1-3 Use the Reporting function in Funds Management to view the line items belonging to your funds
center, and search for your purchase order document.
Unit: Integration
Topic: Procurement in MM with Warehousing
Computer mouse devices are constantly needed for the work process, regardless of what your project is. These are
therefore stored and financed in advance from the government agency’s budget.
2-1 Check whether the “Budget” fund was defined as the default value in warehouse funds center D1, if not, set it
as the default value.
2-2 To restock the warehouse, order 100 computer mouse devices from your vendor Miller.
Vendor: Miller
Document number:..........................
2-5 Check whether the warehouse funds center was credited, and whether your funds center
C15 was debited.
Unit: Integration
Topic: Asset Accounting Integration
A new PC needs to be purchased for department A1. Budget exists and the asset master record has already been
created.
Vendor: Miller
Amount:3.800 UNI
Posting key debit: 70
3-2 Check whether a budget relevant activity exists in the Customizing settings for Asset Accounting.
3-4 View the effect of posting in the Funds Management information system. Call up program “Line Items –
Commitments/Actuals Overview”.
Telephone costs of 5,000 UNI were incurred in the "Administration" department. They were collected in cost center
CI. At the end of the period, these costs will be distributed to cost centers C11, C12, C13, and C14 based on the
number of "employees" in each center.
4-1 In order to reconstruct the data from the assessment of telephone costs in Funds Management, the
assessment cost element 500301 (“Telephone costs”) must have been assigned to commitment
item 50030 (“Postage and communications expenses”). Check whether you have made this
assignment during the master data exercises.
4-2 Carry out the assessment in Controlling. (Accounting - Controlling – Cost Center Accounting –
Period-End Closing – Single Functions – Allocations – Assessment)
Period: 1 to 12
Fiscal year: 200Y
No test run
cycle: Assessment of telephone costs
=> execute
4-3 Check the activity in the Funds Management information system. Call up line item program
“Commitments/Actuals – CO Postings”.
- Order - Save
2-1 Accounting – Public Sector Management - Funds Management – Master Data – Funds
Center – Individual Processing - Change
Open the header and enter the following values in the tab page Org Data.
Material M-100
Quantity 1000
Delivery date 15.MM+1.200Y
Net price 10 UNI
Plant 90##
Storage location 0001
Save
Document number.........................
You can call up line items and summary reports. Note that during this check warehouse
funds center D1 is credited in the “BUDGET” fund.
3-2 Tools - Customizing – IMG – Project Processing – SAP Reference IMG – Public Sector
Management – Actuals and Commitment Update/Integration – Integration –Integration
with Asset Accounting – Flag Transaction Types as Budget Relevant
For general data: Double click on the account determination => Company code segment
of the G/L accounts on the tab page "Entry/Bank/Interest" => Commitment item defined
For time-data: Cost center. The cost center is linked with a funds center by the assignment
table.
Unit: Integration
Topic: CO Integration
4-1 See exercise 5 of the unit on master data: Account Assignment Derivation
Dialog functions
Basics of updating
Update profiles
Technical update control
SAP AG 2002
SAP AG 2003
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2002
Dialog functions
Basics of updating
Update profiles
Technical update control
SAP AG 2002
EA-PS
Field selection string
Request postings
SAP AG 2003
The field status setting determines whether the input fields are required, optional, or for display only.
You maintain the field statuses for FM, FI, MM and HR in the respective applications.
The Funds Management update determines what account assignment information, if any, is necessary,
based on the transaction used and the commitment item control. It does this regardless of the field status
definitions.
By defining your own account assignment block, you can bring together all the necessary account
assignment information in the sequence best suited to your needs.
Asset and Materials Management use transaction types. As in this module, budget-relevant and not
budget-relevant postings can be triggered for the same G/L account, you use a transaction type to define
whether a posting is relevant to the budget or not.
You can change the field status, account assignment block or budget relevance at any time in a
productive system. Make sure those using the system are kept informed of any changes in order to avoid
any incorrect postings.
Dialog functions
Basics of updating
Update profiles
Technical update control
SAP AG 2002
SAP AG 2002
II VAT net
VAT
Expenditures
16 Expense 100
SAP AG 2003
There is a connection between the form of tax update you choose, the budgeting in your organization,
and its fiscal situation:
If your budget figures include both the expenditures and the corresponding tax, and you are not
required to record the tax portion of your expenditures separately, you can use gross update. The tax
amount is then included in the expenditure commitment item. Availability control then makes checks
against the gross budget amount for the expenditure item. Note that you cannot define a funds center
in the master record of the tax commitment item which is also required in the gross update for
technical reasons.
If you can receive goods and services without tax, choose the net update. The availability control then
checks against the net amount of the expenditure.
If you need to display the taxes separately, select the separate update. The tax amount in Funds
Management is then posted to the commitment item defined in the G/L account and an availability
control for the tax amount is carried out.
If you do not want the tax checked by availability control, you must define exception tolerances so
that no check takes place.
The settings apply to the whole FM area.
Note: The setting "Separate VAT" is recommended for the customer group German Government. The
expenditure postings can be made without a tax code because the tax portion does not have to be
displayed. It is then possible to compare it with the CO data (in the case of postings with tax, the tax
amount would not be updated in CO and could not be compared with FM and CO.
- Carryforward level
(CFLEV) selection
SAP AG 2002
The carryforward level field allows you to flag follow-on documents (such as invoices) whose preceding
documents (earmarked funds, for example) have been carried forward to the following year as a result of
fiscal year change. The carryforward level is passed on to all follow-on documents. This makes it
possible to display business transactions relating to transactions carried forward from the previous year
separately in Reporting.
You must select the field "Use Invoices for Determination" when you activate the solution "German
Government". This ensures that the transactions carried forward from the previous year are displayed
correctly in Reporting. You should not select the field "Use Commitment for Determination".
Dialog functions
Basics of updating
Update profiles
Technical update control
SAP AG 2002
Parameters / Control
SAP AG 2003
Profile
000100
Profile Profile
000200 000101
Profile
Profile
000400
000102
Profile
000500 Profile
000350
SAP AG 2003
Update
If no differentiation is made between business
profile transactions, only one budget category is
000100 updated.
Commt / Commitment Payment
Actual budget budget
Purchase X(2)
requisition
Purchase
X(2)
order
Funds
X(2)
reservation
Invoice X(2)
Payment X(2)
The update takes place in Funds Management for the year and period in which the business transaction is
relevant to the budget.
The year and period of the update in Funds Management are derived from the document date.
For example, a purchase order posted in 2002 with a due date in 2003 will consume budget in budget
year 2003.
Purchase
requisition X(1)
Purchase
order
X(1)
Funds
reservation
X(1)
Payment X(2)
The funds assigned to a purchase order are checked against the commitment budget for the year given in
the posting date.
The funds assigned for an invoice are checked against the payment budget and the commitment budget
for the year given in the posting date.
The payment is checked in the payment budget for the year specified in the due date.
Invoice X(2)
Payment X(2)
In Funds Management, payment budget updating takes place in the year and period in which the
business transaction is relevant to the payment budget.
Funds Management updating takes place in the year and period in which the business transaction is
relevant to the budget.
- Therefore, earmarked funds posted in 2002 with a due date in 2003 will use:
Payment budget in 2003 and
Commitment budget from 2002
This profile is used primarily by administrations in the Netherlands.
The budget category is updated depending on the year of budget relevance. If the business transaction is
relevant for the budget in the current year, only payment budget will be used in the current year. If the
business transaction is relevant for the budget in future years, the commitment budget in the current year
which is relevant for the given future year will be used.
- Therefore, if earmarked funds that have been posted in 2002 with a due date in 2004, only the 2002
commitment budget for 2004 will be used.
This profile is only released for the customer group "German Government".
SAP AG 2003
Purchase
requisition
Purchase
order
Funds
reservation
Invoice
Payment
SAP AG 2002
SAP AG 2003
Statistical postings are updated in Funds Management without active availability control.
You can display statistical postings separately in the information system.
Statistical updating can also be performed using user exit EXIT_SAPLFMFA_001, package FMFS.
Purchase Order
Value
Period
Type Text
Amount
Change to 600
03/05/2002 Purchase
01 Order
500
Purchase Order 03 100
SAP AG 2003
In principle, you assign the relevant update profile to your FM areas. You can override certain settings
for the assigned update profile in another Customizing transaction.
For each update profile, you can determine the document date that should be entered for specific value
types when assigning the period for commitment data and actuals data in Funds Management. You can
choose to make period assignments on the basis of the posting/document date, due date or delivery date.
In another step, you can choose between year-based or period-based encumbrance tracking. Fiscal-year
based encumbrance tracking has the effect that document changes are not logged by relevant data
records, instead the original is simply overwritten. The advantage of this is that it minimizes the volume
of documents generated.
Period-based encumbrance tracking allows you to record all document and account assignment
changes. Each change leads to a complete entry in table FMI0I under the Change amount type. Logging
document changes for each period leads to approximately three times the volume of data produced by
fiscal year-based encumbrance tracking. To be able to use period-based encumbrance tracking, you must
be using an update profile that updates the commitment value types for a posting date. As of SAP R/3
Enterprise Public Services 1.10 (EA-PS 1.10), you can derive the FM posting date for the period-based
encumbrance tracking (PBET) using the version posting date of the purchasing document (purchase
requisition and purchase order).
Dialog functions
Basics of updating
Update profiles
Technical update control
SAP AG 2002
Updating
66
Value 61 54 57
54 Invoice Transfer
types Down +57 Payment posting Invoice Payment
payment
RFFMS200
Have invoices been
cleared?
57
Payment
SAP AG 2002
The value type determines how a posting is displayed in Reporting. A posting with a value type 54 for
example will be displayed as an invoice.
The financial transactions of the commitment items involved in a posting determine with which value
type a posting is updated.
SAP AG 2003
1-1 Which update profile are you using in your FM area in the training system?
1-7 Which financial transactions must you use when posting an invoice so that the posting is updated as an
invoice in Funds Management?
1-3 Go to transaction SE38 and call program RFFMMONI. Find your FM area and click on your update profile.
Value type 54 (invoice) is updated with posting date (B) in Funds Management.
1-4 Value type 57 (payment) is updated with posting date (B) in Funds Management.
There is no entry for update profile 000101, in other words, the update corresponds with RFFMMONI.
1-6 The financial transactions included in a posting control whether a posting is updated in Funds Management
and if it is updated, how it is updated (as an invoice, payment…).
SAP AG 2002
SAP AG 2002
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2002
SAP AG 2002
Incoming
Document
Cash Desk
Payment Cash
Desk
Debit Entry
Dunning
SAP AG 2002
SAP AG 2002
Customer
Master
Record
Dunning procedure
Dunning recipient
Dunning block
Last dunning notice
Dunning level
Revenue Type Dunning processor
Custo mizi ng
SAP AG 2003
The defined revenue types can be assigned to an account group, a commitment item, an object class and
a dunning area.
Assigning a revenue type to a commitment item makes it possible to derive the necessary commitment
item from the revenue type during the fast entry of incoming payments.
When defining revenue types, you can determine whether these dunning charges should be calculated. In
this way, the revenue type "dunning charges" for example can be excluded from the calculation of a
dunning charge.
The dunning area is not derived from the revenue type defined in Customizing when posting dunning
interest or dunning charges. The dunning area of processed documents is transferred instead. This
ensures that dunning charges are dunned with the next dunning runs, together with the documents from
which they came.
If you want the dunning area derivation from the revenue type used with the posting, you can use
business transaction events.
Basic Amnt Max. Dunn . D. Chrg % Rdg DAmnt Rdg DChrg Dwn Up
SAP AG 2003
The calculation of charges can be activated for each dunning procedure in Funds Management
Customizing. The revenue type for deriving the commitment item and the FI document type for the
posting are also defined here. Dunning charges are then calculated according to the specific logic of
public sector accounting.
If you enter a base amount, it is possible to control dunning charges differently depending on the size of
the overdue items:
If the due dunning amount is less than the base amount defined, then only the dunning charge is
collected.
For larger receivables, percentage-based dunning charges are also incurred.
The maximum dunning charge is restricted to the dunning charge for a given amount.
If you enter rounding units, dunning charges are calculated on the basis of a rounded base amount. If
you want the dunning charge to be rounded up to the nearest US Dollar, you should enter rounding
unit "100", since US Dollars are calculated to two decimal places.
For the due date of the dunning charges you can choose between the following data:
Issue date of the dunning notice
Due date of the original document
next working day after due date of the original document
Issue date of dunning notice plus payment deadline
You can define whether the dunning charges are rounded up or down.
Dunning charges are posted during the dunning printout.
SAP AG 2003
The calculation and posting of dunning interest can be activated for each dunning procedure in Funds
Management Customizing. The revenue type for deriving the commitment item and the FI document
type for the posting are also defined here. Dunning interest is then calculated according to the specific
logic of public sector accounting.
Dunning interest for public law dunning procedures is always calculated on the basis of started months.
Irrespective of the dunning procedure, dunning interest is always calculated relative to the last dunning
run in order to prevent dunning interest from being calculated more than once.
For the due date of the dunning charges you can choose between the following data:
Issue date of the dunning notice
Due date of the original document
next working day after due date of the original document
Issue date of dunning notice plus payment deadline
If you enter rounding units, dunning interest is calculated on the basis of a rounded base amount. If you
want the dunning interest to be rounded up to the nearest 10 US Dollars, you should enter rounding unit
"1000", since US Dollars are calculated to two decimal places.
You can define whether the dunning charges are rounded up or down.
Dunning interest is posted during the dunning printout.
You can define a grace period in days or months (depending on the document type) when calculating
dunning interest as of SAP R/3 Enterprise Public Services (EA-PS 1.10). Therefore it is possible to
define a grace period for each payment type (for example cash payment, bank transfer).
SAP AG 2002
Incoming
Document
Cash Desk
PPaayymm
eent Cash
nt Desk
Debit Entry
Dunning
Dunning
SAP AG 2002
EA-
FI PS
Invoice
Invoice
SAP AG 2003
Customizing
SAP AG 2003
When activating the payment selection, you can choose whether you want to work with the original or
the enhanced function. If you have been using the payment selection in FI-FM or IS-PS until now, your
customer area determines your choice. For more information, see note 360667.
If you use the enhanced function you can see in Funds Management with which payment the invoice was
cleared, whereas the original function only showed that the invoice was paid. If you use this function
the runtime is longer and the posting options are more restricted in the enhanced function.
Customizing
......
......
Check for identical fiscal years
......
Processing mode
SAP AG 2002
If you are using the enhanced function, you can activate the following additional functions:
The splitting procedure splits the partial payment amounts in an invoice, that are distributed over
several account assignments in proportion to the expenditure or revenue amounts in FM, into the
corresponding FM account assignments.
If you activate check /bank clearing, payments that occur through a bank or check clearing are
updated as statistical payment records. This payment record is reversed when clearing the posting
lines in the bank clearing account and is updated as a real payment record.
The payment selection processing can be distributed over several dialogue processes, by using
Controlling parallel processing, in order to reduce the total running time of the program.
As of SAP R/3 Enterprise Public Services (EA-PS 1.10) the check for identical FM fiscal years can
be deactivated by the invoice and the corresponding payment. If this check is deactivated, payments
for invoices that are in a previous FM fiscal year are updated in the current FM fiscal year during
payment selection.
As of SAP R/3 Enterprise Public Services (EA-PS 1.10) payment selection no longer reads all open items
and only the items that were entered on the entry date (day selection).
EA-
FI PS
Invoice
Invoice
SAP AG 2002
If the enhanced function is active, some posting restrictions are necessary to ensure that payments are
correctly transferred into Funds Management.
As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) posting restrictions are checked online
during posting and a corresponding error message is issued.
The following critical business transactions are prevented by definable error messages (message
control).
- Missing payment reference (FICUSTOM 100)
- Residual item / partial payment on payment (FICUSTOM 101)
- Invoice and payment in different fiscal years (FICUSTOM 103)
- Down payment clearing and transfer posting in one document (FICUSTOM 104)
- Branched posting (FICUSTOM 105)
- Special G/L indicator in invoices (FICUSTOM 106)
- Cross-company code transactions between company codes with active and inactive Funds
Management (FICUSTOM 107)
- Clearing reset of transfer postings (FICUSTOM 108)
- Clearing reset in the completed FM fiscal year (FICUSTOM 109)
PPaayym
meenntt vviieew
w EEA
A--PPSS
SAP AG 2002
1
Financial 60 Payment through bank clearing
transactions RFFMS200
80
SAP AG 2002
In the first step, an invoice payment is made through a bank clearing account. The subledger account has
financial transaction 60 and bank clearing account 80. This payment is updated statistically in FM with
RFFMS200 of the payment selection.
In step two, the posting line of the bank clearing account, financial transaction 80 is cleared through a
bank posting line - bank account has financial transaction 90. With RFFMS200, the statistical payment
record is reversed and the invoice is updated in FM as a real payment record.
Customizing
Reversal or delete
Funds center D1
Commitment item 99996666
SAP AG 2002
Program RFFMS201 posts posted payments in Financial Accounting without invoice reference in Funds
Management.
Using this program means that these postings can be considered for example when comparing FM data
with payments in other components. However, these postings are only updated statistically - no budget is
assigned.
For statistical updates you must define a dummy funds center and a dummy commitment item.
If an invoice reference is created when posting in other components, this program undoes the statistical
postings, by:
Reversing the documents or
deleting the documents
Program RFFMS200 updates these payments in FM if they have an invoice reference.
SAP AG 2002
Incoming
Document
Cash Desk
PPaa
yymm
eent Cash
nt Desk
Debit Entry
DD
uunnn
inin
gg
SAP AG 2002
EA-
PS Cash Desk Subledger
1
Cash
Cash desk
desk Payments:
Payments:
doc. -- Incoming
Incomingpayments
payments
doc. entered
entered -- Outgoing
Outgoingpayments
payments
2
Cash desk closing
FI Financial
Read FI
document Accounting
data/generate Vendor acct.
Vendor acct.
payment Cash
Cash desk
desk
block doc. Customer
Customeracct.
doc. released
released acct.
Cash
CashDesk
Desk G/L
G/Laccount
account
3 Transfer to Fin.
Accounting
SAP AG 2002
The cash desk represents a Funds Management cash desk subledger that is independent from Financial
Accounting. In the cash desk, cash payments are first represented as entered cash documents. Separating
the cash desk from Financial Accounting facilitates the immediate entry of documents while at the same
time improving system performance.
The documents are set with status "released" with cash desk closing.
Cash desk documents that have "Released" status can be transferred to Financial Accounting. In FI, cash
payments entered in the cash desk subledger are posted to the given G/L accounts.
SAP AG 2002
If you want to refer to a payment directly in an Accounting document when entering a payment, you can
use a search help to find, for example, reference document number or request number.
Every cash payment is entered as a cash desk document in the cash desk subledger. When you save a
cash desk document, it is recorded in the database. Saved cash desk documents cannot be changed,
instead they must be reversed.
Cash desk documents can be released manually to allow them to be transferred to Financial Accounting.
If a G/L ledger account is assigned to when you enter cash desk documents, e.g. with a balance
reduction, the authorization for this account is checked. With this authorization check you can make sure
that such payment transactions can only be carried out by certain cashiers..
CoCd Fis. Year Transact. Transact. Name Revenues Expend. Curr. Bal
Revenues 1,025.00
Expenditures 76.00-
949.00
Calculated cash desk amount of 100.00
previous day
1.049.00
New calculated cash desk amount
1.049.00
Actual cash desk amount entered
The cash desk is cleared
SAP AG 2002
You can use the cash desk closing function each day to compare the entered calculated amount with the
actual amount in the cash desk.
Cash desk closing automatically releases all cash desk documents.
Once cash desk closing operations have been executed, they cannot be cancelled.
Transfer 10 document(s)?
Cash
Cash doc.
doc. without
without Customer account
FI
FI document
document no.
no. 100.00 UNI
Batch-input folder
New
New open
open item
item
Incorrect
cash desk
documents
SAP AG 2003
Cash desk documents that have "Released" status can be transferred to Financial Accounting. In FI, cash
payments entered in the cash desk subledger are posted to the given G/L accounts.
Incorrect payment transactions are written to a batch input folder. Corrections must be made in the batch
input folder (carried out with the "Only Display Errors" setting).
SAP AG 2002
Business transactions mapped with the cash desk must be defined in Customizing. Using the cash desk
as a cash desk subledger, you can represent the following business transactions:
Ingoing payment actual before debit/outgoing payment actual before debit
Ingoing payment with invoice reference / outgoing payment with invoice reference.
Balance increase/decrease
Down payments
1 Acceptance
Request Customer Becker AG
Cash Desk 1 46.000 46.000 4
Payment
Transaction
3 Release
Revenue Account
46.000 1
Monitor
Cashier Account
SAP AG 2002
For an incoming payment with invoice reference, account assignment objects (commitment item, funds
center, fund) are transferred from the request/ FI document. There is no functional area in the cash desk.
An FI document is posted in Accounting for the payment transaction in the cash desk subledger. Unlike
the cash desk document, the FI document has two posting lines - the first is assigned to the cashier
account, the second to the account assignment object in the cash desk document.
You define a cashier account for the cash desk user in Customizing.
SAP AG 2002
1-1 Post a payment receipt on bank account 113100 for vendor Miller in your company code. 8,000
UNI was paid. Assign the payment receipt to the corresponding open item of the vendor and post
the payment with clearing.
1-2 View the effects in the line item report of Funds Management.
1-4 View the effects in the line item report of Funds Management.
1-1 Accounting – Financial Accounting – Accounts Payable – Document Entry – Outgoing Payment – Post
Activate the open item of 8000 UNI and deactivate all other open items.
If the message “Correct flagged items” appears, double click on the document line and enter the current date
in the field “due on”.
Post the payment receipt.
1-2 Accounting – Public Sector Management – Funds Management – Information System – Line Items -
Commitments/Actuals – All Postings
1-4 Accounting – Public Sector Management – Funds Management – Information System – Line Items -
Commitments/Actuals – All Postings
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
SAP AG 2002
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2002
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
Flexibility of regulations
Decentralized budget management
Incentive for thrift
Economic efficiency
No December rush
...
SAP AG 2003
The scope of year-end closing is largely determined by the legal framework of the organization.
Specific legal rules and/or internal organizational regulations can be represented in the SAP system.
If residual budgets can be carried forward to the following year, this can be an incentive to plan budget
more economically. A regulation could be put in place where the department itself decides how to used
"saved" funds.
If it is possible to carry forward funds this can easily reduce "December rush".
Carry forward
Residual residual budget
budget from old fiscal year
31.12.
Open commitments Carryforward
open commitment
The activities for the fiscal year change in Funds Management must be started at an early stage.
For budget carryforward:
- The carryforward rules to be applied must be defined
For carryforward of open commitments:
- The carryforward rules to be applied must be defined
- Open items that are no longer going to be cleared in the current year not are they to be carried over to the next
year, should be closed or deleted (such as deleting purchase requisitions, canceling reservations, resetting
purchase orders and notifying the vendors).
Technically year-end closing activities are not necessary. But they are used in order that the budget and
commitments are correctly displayed in reporting. If you do not carry out the activities, then:
- Any unused budget remains in the old year and cannot be used in the new year
- Open items are reduced correctly in the old year as soon as they are processed in the new year
Since Funds Management is integrated with other modules, you should consider the year-end activities of these
other modules and the effects they have on Funds Management when you are planning the fiscal year change in
Funds Management. There is no link to the activities of the other modules from a technical system point of view.
Actual residual
Open commitments
budget
(+ associated budget)
SAP AG 2003
When carrying out fiscal year change, you must process both open commitments with the associated
budget and actual residual budgets.
Open commitments include:
- Purchase requisitions from Materials Management
- Purchase orders from Materials Management
- Earmarked funds from Funds Management
- Invoices (only when updating on a payment basis)
A budget is linked to these commitments in each case. It is known as an associated budget.
As opposed to the associated budget, an actual residual budget is not linked to any kind of commitment.
Actual residual budget = current budget - assigned budget (by actuals) - budget associated with the
current commitments.
Fiscal year change only processes the effects Funds Management has on commitments belonging to the
other modules. The original documents are not changed nor do they provide an explanation as to the
fiscal year change activities which have taken place in Funds Management.
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
SAP AG 2002
The Schedule Manager is a tool to monitor, plan, and coordinate year-end closing activities
You can set up a task plan for carrying out all year-end activities. You can plan the tasks on a daily
basis.
A task plan can consist of:
- Transactions
- Manual starting of reports
- Planning of jobs
- Sending e-mails
- ...
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
Information:
For which objects are
year-end closing operations
Default Settings allowed?
Commitment
SAP AG 2002
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
Commitment Item
Funds Center
Transfer Posting Resid. Bdgt
Resid. Bdgt Fund
5000 EUR 5000 EUR
Functional Area
Budget Subtype
SAP AG 2002
Note:
For technical reasons the report " Write-Off Cross Assignment" must be executed before "Transfer
Posting of Residual Budgets from Cover Pools".
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
Carryforward Type
SAP AG 2002
• You can use the carryforward type to determine if account assignment changes can be made at fiscal
year change, how many receivers will be allowed and how much budget may be carried forward.
Types 10 and 20 can be used for commitment carryforwards and budget carryforwards.
- Type10 (no account assignment change / one receiver / 100%)
- Type 20 (account assignment change / one receiver / 100 %)
Types 30 and 40 can only be selected for budget carryforwards Therefore, only when you are handling
budget carryforwards, is it possible to:
- Type 30 (account assignment change / one receiver / distribute as required)
- Type 40 (account assignment change / N receiver / distribute as required)
Carryforward Budget
Change Sender / % Carryfwd
Type acct asst?
Receiver
Residual 10 No 100 or 0%
1 Receiver
Payment Budget
20 Permitted 1 Receiver 100 or 0%
30 Permitted 1 Receiver Arbitrary
Parameter 2: Residual 40 Permitted n Receiver Arbitrary
Commt Budget
Commitments Carryforward
Change Sender / % Carryfwd
Art
acct asst? Receiver
10 No 1 Receiver 100 or 0%
Parameter n: Funds
20 Permitted 1 Receiver 100 or 0%
Reservation
SAP AG 2002
If you want to work with carryforward types, you have to create a carryforward parameter in
Customizing.to which you have to assign a carryforward type.
The following scenario would be possible. One parameter is created for each value type. As a result, a
carryforward type can be individually assigned to each value type and therefore carried forward
individually. (For example it is possible to change the account assignment of funds reservations,
however you cannot do so for purchase orders)
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
Carryforward Budget
Commitment Carryforward
SAP AG 2002
To create carryforward rules for the commitment carryforward / budget carryforward, a carryforward
parameter must exist.
In the carryforward rule you determine for which account assignments the carryforward parameter is
valid. Depending on the carryforward parameter, you can determine the account assignment changes
and the amount of the budget that can be carried forward.
Sender and recipient addresses must be valid in their respective years (sender in the old year, recipient in
the subsequent year)
All commitment
items in center S All funds centers in
commitment item 40000
SAP AG 2002
Copy Rules
Copy Rules
• for each FM Area 9000
parameter
• to a sub- Reference
sequent year Parameter 1:1_2002
Year 2002
Objective
Parameter 1:1_2003
Year 2003
SAP AG 2003
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
Purchase Purchase
requisitions requisitions
December
Purchase
Purchase
orders
orders
Earmarked
31 Earmarked
funds
funds
Invoices
Invoices*
* When updating on a payment basis
SAP AG 2002
Since the budget linked to commitments is included when calculating the actual residual budget, you
should carry forward the commitments before carrying forward the budget.
Otherwise you have to repeat the calculation and carrying forward of the budget so the budget carried
forward can be displayed correctly.
Reversal
SAP AG 2002
If the carryforward is allowed according to the settings in Customizing, the commitment can be carried
forward to the following year.
If no carryforward rule with a special carryforward parameter is defined, the commitment carryforward
is carried forward to the same account assignment in the next year.
In Customizing, the carryforward can be restricted on the basis of FM area, year and value type (for
example, in your organization, only commitments can be carried forward in Materials Management and
not funds reservations).
In this case, a carryforward parameter must be defined and then a carryforward rule must be created with
the carryforward parameter defined. The carryforward can be executed using program (RFFMCCF1)
after the rules have been maintained. Data is carried forward to period 001 of the following year.
It is possible to reverse a carryforward (RFFMC040), provided that the document carried forward has
not been involved in any further processes.
Assigned Values
Automatically Adjusted
during Carryforward
Carrying Forward
Open Items
Lock Documents Process with Dialog
Automatic Carryforward
of Documents with
Amount Zero
SAP AG 2003
SAP AG 2003
If the budget carryover of commitment and the budget carryover of residual budget is allowed by
default, the budget can be carried over to the following year.
Budget carryover:
- If no carryover rule is maintained, 100% of the budget is carried forward to the same account
assignment in the following year.
- Carryover parameters are maintained in the Customizing of Funds Management.
- If you use carryover parameters, they must of course be valid and assigned to the FM area and
financial year in Customizing.
- For the budget for commitment, you can specify the carryover separately according to value type.
- Each special system setting overwrites any general rules that may exist.
It is not possible to reverse a budget carryover from a follow-on year to the previous year. However, you
can make adjustments by maintaining new rules and executing the carryover again.
Overview
Schedule Manager
Monitor for Year-End Closing Operations
Transfer Posting of Residual Budget from Cover Pools
Carryforward Parameter and Carryforward Type
Carryforward Rule
Year-End Closing: Process Flow
Carrying Forward Fund Values
SAP AG 2002
Overview
The life of funds from secondary sources generally covers several fiscal
years. It is thus of interest to have the total values of several budget years
available.
Unlike the year-end activities for commitments and budget values, the
carrying forward of funds values processes actual revenues and actual
expenditures and updates such total values.
SAP AG 2002
SAP AG 2002
In contrast to the fiscal year change activities which affect commitments and budgeted values, the
balance carried forward for fund values processes actual revenues and actual expenditures.
By carrying forward the actual data, even in the case of long-term funds, it is only necessary to access
data from the current fiscal year so as to be able to make an accumulated report of the total life of the
fund.
By totaling at carry-forward commitment item level, it is possible to summarize at the level of detail
required. It also means that the dataset required for a full report is further reduced without causing the
data from previous years to be mixed up with data from the current year.
For funds with a validity period of one year (for example the fund "budget") a balance carryforward does
not make sense.
1.
1. Define
Define carryforward
carryforward item
item category
category and
and
assign
assign to
to carryforward
carryforward commitment
commitment items
items
(Customizing)
2.
2. Write
Write carryforward item
item categories
categories to
to
commitment
commitment item
item master
master record
record
(master
(master data
data maintenance)
maintenance)
3.
3. Flag
Flag funds
funds as
as relevant
relevant for
for carryforward
(master data maintenance)
(master data maintenance)
4.
4. Post
Post balance
balance carryforward
carryforward (SAPFMVTR)
SAP AG 2002
In contrast to the commitment carryforward, this procedure involves summarizing and carrying forward
actual data.
If you make any postings in the old fiscal year after you have run SAPFMVTR, you must run it again.
The system does not automatically adjust the data.
In the standard system one carryforward item category can be assigned to the commitment item. It is
necessary to assign more than one carryforward item category
since there are different sender and receiver relationships for different annual intervals
or balance carryforwards with different contents (actual, commitment ... ) must be displayed
The program can be enhanced with SAPFMVTR. In a user-defined table/logic you can define your own set
of rules to determine the carryforward item category.
SAP AG 2002
SAP AG 2002
SAP AG 2002
SAP AG 2002
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
SAP AG 2002
SAP AG 2002
SAP AG 2002
The SAP Business Warehouse (SAP BW) is a tool for evaluating data
From SAP applications
Any applications and data sources
Multi-dimensional
Operative and historic data.
SAP delivers
Reporting and analysis tools
Business Content
Basis for planning: SEM BCS and BPS
Basis for analytical applications: CRM-, HR-, FI-, SCM-, E-Analytics.....
Overall View
SAP AG 2002
Additional DataSources are available for the SAP Business Information Warehouse (SAP BW) in SAP
R/3 Enterprise Public Services 1.10 (EA-PS 1.10):
Budget Totals Records for the Budget Control System (BCS)(OPU_IS_PS_41)
Budget Line Items for BCS (OPU_IS_PS_42)
Budget Entry Documents for BCS (OPU_IS_PS_43)
Consumed Amounts (Total Records) BCS (OPU_IS_PS_44)
SAP AG 2002
What does my
? current funds
center structure
look like?
SAP AG 2002
Master data reports enable you to always have an overview of all basic structures and their link to
Funds Management.
This means that in addition to a list of funds centers sorted alphabetically, you can also generate a
hierarchical display. The same applies for commitment items.
Where there are links to other master data such as application of funds, as is the case in the fund area,
you can also view the funds from secondary sources area by limiting selection to your needs.
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This program generates a list of assignments from G/L account to commitment item for a request
category.
The report evaluates the assignments that were defined in Customizing for G/L account determination.
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Selection Presentation
Summarizing using the logical database Using a presentation tool
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Dynamic selection
Standard selection
FM area
Fund
Funds centers
Cmmt items
+ Financial trans.
Item category
List
...
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Dynamic selection
Enhanced selection options for all fields that are available in the database
Advantage:
The selection is passed on to the database
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The selected data is displayed using the ABAP List Viewer (ALV).
Save
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You can use display variants to prepare report lists according to your own specific requirements.
Additional fields can be displayed and fields that are already shown can be hidden. You can select the item and
length for each field.
Display variants can be saved and set as default variants.
FI Doc No. FM Posting Amount Amount Value Type Value Type Text
Type
Date
Invoice 1500,-
Payment 3000,-
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The line items posted are issued in a list in the line item reports.
Line item reports can be created for budget and commitment/actual.
It is possible to list line items according to value type (invoices, payments and so on) in the
commitment/actual line item report.
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Fund: YF
Funds center: P12
Funds center
P12
Budget
C12 Commitment
Actual
Budget EU YF
Fund
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Only FM specific data can be evaluated in Funds Management. When using drilldown reports, you can
define your own specific "views" of FM data.
By choosing characteristics and key figures for the FM data, you can have the system generate a
multidimensional data cube. The user can then freely navigate through the dataset for this data cube
when executing reports. By swapping characteristics interactively, you can specify any sequence you
require.
Only one of the many possible dimensions is ever displayed for the report that is being executed. A
combination of several dimensions is only possible through navigation.
Drilldown reporting is a reporting tool in which the different characteristics of the application have
"equal status" and can be combined (together with the appropriate data) according to your needs.
For drilldown reporting, you must define:
- how many "characteristics" are to be viewed
- the sequence in which the report output should be totaled.
Forms
Kennzahlen
Key figures Characteristics
Drilldown report
• Commitment/Actual
Start in • Commt/Actual and budget Start in
online background
Save
Lists
Graphics
Navigation/
Drilldown
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Characteristics, key figures and forms are passed on to the definitions of form reports. The result of a
report is a large number of lists that can be selected interactively and displayed on screen. Reports can be
printed out, transferred to Excel or saved for future processing.
The form describes the contents and structure of reports. You can consider it as a partly completed
report, which is finished off later during report definition.
Characteristics predetermine the options for classifying the dataset. For example: FM area, funds center,
period, value type.
You can select characteristics in the form and in the report itself.
Key figures indicate amount fields from the database in the form of values and amounts. Calculated
values can also be represented according to user defined formulas, such as budget utilization.
Key figures can be selected in either the form or the report.
A drilldown report always consists of a combination of a form and a report. Forms cannot be executed
themselves, that is why a report is always required.
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Footer Supplies
Text . .
Drilldown reporting functions are subdivided into three groups so that different users can use one of the
function levels defined depending on their information requirements and their tasks.
Level 1 contains the basic functions of drilldown reporting (printing, sorting, restricted navigation, detail
list) and the connection to SAP mail. This level is for users who do not need the full function of
drilldown reporting.
Level 2 contains the remaining drilldown reporting functions (connection to Microsoft Excel, graphics
functions and downloading to PC).
All functions also contain the functions for print formatting, saving reports and defining exceptions. This
level is intended for users who also want to maintain reports or set up print formatting in addition to
having the full drilldown reporting functions.
The individual function levels are subject to an authorization check. The authorization object is
K_KA_RPT.
In order to be able to use the currency conversion function, you must first define a conversion rule.
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The executed drilldown report can be processed further using the following interfaces:
Print: SAP, MS Word 6.0 or Excel
Mail: SAP Office
Graphics: Using menu option "Graphics", you can call up SAP Business Graphics (2D or 3D) and statistical
graphics (line charts). It is possible to save graphics settings (excluding window size and position).
MS Word: Print, further processing
XXL List Viewer Excel: Print
MS-EXCEL: Further processing
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