IPS910 - Special Functions for the Public Sector[1]

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

Release 640 04/06/2006

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IPS910 SAP Public Sector: Special Functions for the Public Sector

IPS910

SAP Public Sector: Special Functions for the Public Sector

THE BEST-RUN E-BUSINESSES RUN SAP SAP AG 2002 © SAP AG©2003

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

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Copyright

Copyright 2004 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

© SAP AG 2004

Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP http://ebookssap.blogspot.com

Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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Course Prerequisites

AC010 Overview of External Accounting -orAC200 General Ledger and Business Partner Configuration

© SAP AG2001, Background 34

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Target Group

The course is aimed at: Users and administrators who are interested in the functional possibilities of Funds Management Members of project teams who are involved in introducing Funds Management

Duration: 5 days

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

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Course Overview

General Aim of Course Course Objectives Course Content Course Overview Diagram Main Business Scenario

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General Aim of the Course

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

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Course Objectives At the conclusion of this course, you will be able to: Use and configure Funds Management in the following subject areas: Master Data Budget Planning Budget Execution Integration Updating Cash Desk Year-End Closing Reporting © SAP AG 2002

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Main Business Scenario

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

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Course Content

Preface

Unit 1

Course Overview

Unit 6

Updating

Unit 2

Master Data

Unit 7

Cash Desk

Unit 3

Budgeting

Unit 8

Year-End Closing

Unit 4

Budget Execution

Unit 9

Reporting

Unit 5

Integration

Unit 10

Appendix

Exercises Solutions © SAP AG 2002

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Course Overview Diagram 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

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SAP Public Sector: Solution Map

Strategic Organization Management

Decision Support & Data Warehousing

Constituent Relationship Public Information Management Operational Management

Budget Execution

Tax & Revenue Management

Registration

Records Management

Program Formulation & Financing

Constituent Service

Program/ Project Management

Record/Case & Workflow Definition

Product & Service Sales

Financial Accounting

Tax Calculation

Budget Formulation

Managerial Accounting

Billing

Workflow Execution

Constituency Account

Performance Measurement

Marketing of Public Programs & Services

Cash Grants Travel Management & Management Management Treasury

Payments/ Collection Workflow Monitoring

Program Evaluation & Analysis

Taxpayer/Debtor Accounting & Services Electronic Signature

Revenue Accounting Information Retrieval

Human Resource Management

Organization & Position Recruitment Management

Personnel Compensation Personnel Time & Leave Development & & Benefits Administration Management Training Administration

Procurement & Inventory Management

Procurement Process Management

Tender Management

Contract Management

Inventory Management

Distribution

Resource Management

Facility & Equipment Management

Fleet Management

Reimbursable Services

Property Management

Real Estate

Payroll Accounting

Specific Operational Systems

Organization Management

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SAP R/3 Enterprise - Architecture SAP R/3 Enterprise SAP R/3 Enterprise Core 4.70

SAP R/3 Enterprise Core & Add-On

SAP R/3

SAP R/3 Enterprise Extension Set

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

Technical upgrade to new Basis Technologies

© 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.

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What‘s What?

Product: SAP Funds Management (FM)

Technical Description (Release): SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10)

Components: PSM (Public Sector Management) contains Grants Management, US Federal Government, and Funds Management Used in OSS and in the menu hierarchy

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Funds Accounting: Environment

Business Accounting - Expenses/ Revenue (Profit & Loss) - Balance (Balance Sheet Accounts)

Funds Management - Expenditures/ Revenues BUDGET PLAN Bdgt Est.Bdgt Est. Actual 2000 1999 1998 TUNI

TUNI

50.490 362 1.470 23 547 45.145 12 78 ... ... ... ... ... .....

48.320 370 1.470 25 538 42.873 9 70 ... ... ... ... ... ...

TUNI 43.320 270 1.170 21 433 39.673 8 69 ... ... ... ... ... ...

Internal Controlling - Costs / Revenues © SAP AG 2002

Accounting in the public sector consists of: - Funds Management - Internal Controlling - Commercial Accounting Therefore, it offers three basic views of an organization. These three views are: - Budget view (revenues and expenditures) - Controlling view (costs and revenues) - Commercial view (revenues, expenses and balance sheet) The budget is mapped out in Funds Management.

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Organizational Structures

Client

FM Area Controlling Area 1

Company Code 1

Werk Werk Plant

Controlling Area 2

Company Code 2

EinkaufsPurchasing Einkaufsorganisation Organization organisation

Company Code 3

PersonalPersonalPersonnel Bereich Bereich Area

Company Code 4

VerkaufsVerkaufsSales organisation organisation 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.

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Course Overview : Summary

SAP R/3 Enterprise Public Services (EA-PS 1.10) is an Enterprise Add-On and therefore a part of the SAP R/3 extension sets Funds Management is the core function of EA-PS 1.10

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Master Data 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 © SAP AG 2002

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Master Data: Unit Objectives

Upon completion of this unit, you will be able to: Organize structures in EA-PS Maintain year-dependent master data Map the budget structure Maintain the account assignment elements, funds center, commitment item, fund, functional area, funded program and grant Make changes in the master data maintenance Subdivide master data Use the account assignment derivation tool to derive FM account assignments

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Course Overview Diagram 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

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Master Data I 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 © SAP AG 2002

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Organizational Elements within Accounting

EAEA-PS

FM area expenditures / revenues

BUDGET PLAN BUDGET BUDGET PLAN PLAN 2000 1996 EXP

EXP 50.490 50.490362 362 1.470 1.470 23 23547 547 45.145 45.145 12 12 78 78 . . . . . .. . . . . .. . . . . .. . . . . .. . . . . .. .. . .. . .. . .. . .. . ... . . ...

2001 1995 EXP

48.320 . . .370 . 1.470 .. . . . 25 . . .538 . .. 42.873 . .. 9 . . . 70 ...... ...... ...... ...... ...... . . . . .. . .. . .. . .. . .. . .. . . . ...

FI

Company code

CO

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.

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FM Area Global Settings

FM area currency

Dec. Nov. Oct.

12

Jan. Feb.

01 02

11 10

03

Sept. 09

04 08

Aug.

07 06

Jul.

Mar. Apr.

Fiscal year variant

05 May

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).

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Budget Structure Representation

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

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Representation of Budget Structure in SAP System Funds Center l na o ti za i n ga r o

Structure in SAP System

Budget Structure Budget Plan 2000 TDM 50.490 362 1.470 23 547 45.145 12 78 ... ... ... ... ... . .. . .. . .. ...

2001 TDM 48.320 370 1.470 25 538 42.873 9 70 ... ... ... ... ... . .. . .. . .. ...

tio nc fu l na

Commitment Item

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A breakdown of the whole organizational structure to map the budget structure of an organization in the SAP system is carried out in an analytical process according to: organizational point of view and functional point of view. A funds center hierarchy and several commitment item hierarchies normally result from this. Organizational units (responsibility areas, departments, projects) are mapped with funds centers and arranged in a hierarchy. Functional aspects (expenditures and revenue structures) are represented with commitment items. Organizational and functional structures (funds center and commitment item hierarchies) are combined through Funds Management in which each funds center contains the complete commitment item hierarchy.

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Mapping Scenarios - Master Data Hierarchies Scenario 1: Bdg planning and funds centers hierarchy

Scenario 2: German authorities Funds center for the budget

Cmmt items Combinations = Budget objects (Budget management acct assgnmt) Funds center hierarchy Scenario 3: NonNon-hierarchical budgeting and AVC

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.

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Master Data II 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

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Year Dependency of Master Data

X Year X

1990

1992

...

2000

2001

2002

2003

2004

2005

Year

...

Year X

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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 “yeardependent".

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Activating Year-Dependent Master Data

Before you can define commitment items and funds centers as year-dependent, they must first be converted to year-dependent in Customizing by using program RFFMMDACT. The program executes the following: Check on whether the budgeting and budget structure are year-dependent Check on and activation of funds centers for yeardependence Check on and activation of commitment items for yeardependence

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

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Prerequisites in an FM area before master data can be converted to year-dependent: Total values are not used in budgeting. No overall budget structure exists. The budget structure is created year-dependently. The budget structure was not created with a year-independent BS template. When ‘activating’ the year-dependent funds centers, the hierarchy variant is assigned from year 0000 and assigned to the desired years. When ‘activating’ the year-dependent commitment items, the program first determines all fiscal years in which commitment items must be created. The commitment items are then copied into the fiscal years determined by calling programs RFFMMDBI81 and RFFMMDBI85.

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Master Data III Organizational 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

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Funds Center Hierarchy

FM Area Funds Center 1 Person Responsible

Funds Center 2

Funds Center 3

Person Responsible

Person Responsible

Superior Center

Superior Center

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Funds centers are used to represent organizational units (areas of responsibility, departments, projects) and are arranged in a hierarchy. It is possible to create funds centers in several, parallel hierarchies. There may also be several top fund centers. Every funds center, that is not a top funds center, has one superior center which is defined in the master record of the subordinate funds center. The funds center master record contains important information, such as the name and description of the funds center, the name of the person responsible for the funds center and so on. You can maintain both the name of the person responsible (as information) as well as a user name (SAP user name) in the system. The person defined in the user name as responsible for the funds center is the recipient of automatically generated system messages (mails) in certain situations.

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Hierarchy Variant: Time Dependent Funds Center Assignment

J

J

F

M

A

2001 M

J

J

A

S

O

N

F

M

2002 M

J

J

A

S

O

N

D

D

V V

A1

A1.1

A

A2

A1

A3

A1.1

A1.2

A1.21

A3

A1.2

A1.21

A1.22

A1.22

© SAP AG 2002

The hierarchy variant corresponds to the hierarchical funds center structure. This hierarchy can be designated as either year-dependent or year-independent. If you want to work year-dependently, organizational changes between individual fiscal years are easy to map out. - Individual funds centers or complete substructures can be reassigned from one year to another. - The existence of a funds center can be limited to a specific number of fiscal years - New funds centers can be defined as valid from a specific fiscal year You can make changes to existing hierarchy variants, as long as no budget and transaction data has been posted to the relevant funds center (or funds centers subordinate to it) have been made. When you create hierarchy variants, at first, they are year-independent (fiscal year “0000”). Once you assign a variant to a fiscal year, the funds center hierarchy becomes valid for the relevant period. From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the assignment of hierarchy variant to year and FM area can be changed. This means that it is possible to delete an assigned hierarchy variant or replace it with another hierarchy variant. Only one variant is permitted for a fiscal year.

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Funds Center: Existence Interval

Create Funds Center FM Area

Validity

Funds Ctr

From Year 2001

To Year

2003

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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 yearindependently, 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 "toyear" (and consequently the "life-span") can therefore always be moved back. From SAP Enterprise Public Services 1.10 (EA-PS 1.10), it is also possible to make the existence interval smaller. The prerequisites for this are: -There is no posting data such as actual data or budget in the period affected. -The funds center has no subordinate funds centers. If you want to assign a funds center to a year-dependent hierarchy variant, you need to ensure that the validity period for the funds center covers the financial year, for which the hierarchy variant is assigned.

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Entering Funds Center Details for Subperiods

Change Funds Center Funds Ctr

A1

From Year

2000

To Year

2005

Analysis Period Name of Department (From ...To) Time Variable Details:

01.01.2000

30.09.2001

Administration A1

01.10.2001

31.12.2005

Main Department A1

Person Responsible: (From ... To) 01.01.2000

31.12.2001

Meyer

01.01.2002

31.12.2005

Schneider

© 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.

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Hierarchy Variant: Selection of Funds Centers Hierarchy variant .

F

M

A

2001 M

.

.

A

S

O

N

D

FuCen. is not assigned:

FuCen. is assigned: Valid from - until

Valid from - until

V:

1900 - 2010

A1:

2001 - 2005

A2:

2001 - 2004

A3:

2001 - 2002

V

A1

A2

A3

B1:

1900 - 2000

C1:

2000 - 2000

C2:

2005 -2006

© 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.

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Copying Funds Centers

Funds Center

Funds Center

Target: FMA 9002 Hi.Va. 0010

Source: FMA 9000 Hi.Va. 0000

IMPORT

EXPORT RFFMBI91

UNIX File/

RFFMBI95

PC File

© SAP AG 2002

Possible uses for the copy function include: - creating a new hierarchy variant for a new fiscal year within the same FM area. In such a case, an existing hierarchy variant can be used as a template ("source"). It is important to ensure that the validity period for the funds centers in question is also valid until the chosen fiscal year. - Importing funds centers to another FM area with or without hierarchy structure. - Copying funds centers to another FM area and, if required, to another hierarchy variant. The funds centers of an FM area can be copied with or without their hierarchy structure (hierarchy variant). Program RFFMBI91 can export funds centers to either a UNIX file or a PC file. Program RFFMBI95 imports the required data to the FM area as a batch. The import program can also be used to copy legacy data if it can be attached to a UNIX or PC file.

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Master Data IV Organizational 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

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Commitment Items

Attributes Financial Transaction and Item Category Hierarchy Maintenance Masking Copying Commitment Items

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Commitment Item : Attributes I

Change Documents

Long Text

FM Area

Commitment Item 2100. 4000.000 Fiscal Year

2003

FM Area

9000

Basic Data 1

“Create with Template”

Alternative Hierarchy

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 yeardependent master data, create commitment items and commitment item hierarchies in an FM Area for a fiscal year.

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Commitment Item: Attributes II

Änderungsbelege Change Documents

Langtext Long Text

Finanzkreis FM Area

2100.4000.000 Finanzposition 4000.000 Commitment Item 2100. Geschäftsjahr Fiscal Year

2003 2003

Finanzkreis FM Area

9000 9000

„Anlegen mit Vorlage“ “Create with Template”

Grunddaten Alternative Hierarchie Basic Data 1 1 Alternative Hierarchy Grunddaten Basic Data Direkt bebuchbar Directly Postable

nicht direkt Postable bebuchbar Not Directly

Finanzvorgang Financial Transaction Positionstyp Item Category

30 30 3

Negatives Budget Negative Budget Stat.Commitment Finanzposition Stat. Item

© 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 - a statistical commitment item - used for revenues increasing the budget If a commitment item is flagged as statistical: the commitment item cannot be budgeted directly. postings that contain this commitment item are updated but do not take part in the active availability control. Postings can be displayed separately in Reporting.

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Commitment Item: Financial Transaction and Item Category

Finan. Trans.

Item Category

Business Transaction

30

3/2

Expenditure/revenue posting

40

3/2

Goods receipt/ issue

60

3/2

Payable/receivable

3/2

Debit posting Bank clearing

80

Actual posting 90

1/5

Cash holding Clarification worklist (IS-PS-CA) 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).

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Hierarchy Assignment

Change Documents

Long Text

FM Area

Commitment Item 2100. 4000.000 Fiscal Year

2003

FM Area

9000

Basic Data 1

Alternative Hierarchy

Hierarchy Assignment Superior Commitment Item

2100.4000.000 Standard Variant

© SAP AG 2003

The commitment item is created in the standard hierarchy variant. The hierarchical assignment of commitment items in the standard variant can be carried out in individual processing of commitment items and in the maintenance transaction of the standard hierarchy. In individual processing of commitment items, hierarchy assignment takes place via the field Superior Commitment Item in the tab page Basic Data 1 in the area Hierarchy Assignment.

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Commitment Item: Alternative Hierarchies

Hierarchy: Reporting to federation or state

Hierarchy: Reporting for private funds

© 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.

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Maintaining Alternative Hierarchies

Change Documents

Long Text

FM Area

Commitment Item 2100.4000.000 Fiscal Year

2003

FM Area

9000

Basic Data 1

Alternative Hierarchy

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.

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Commitment Item Hierarchy

Financial trans. Item category Name

30

30

40

60

90

2

3

3

2/3

1

Revenues

Expend.

Goods receipt/ Invoice receipt clearing

Customer/ Vendor rcncil. account

Bank

Commitment item can be budgeted and can be posted to © SAP AG 2002

Commitment items classify the budget according to revenues and expenditures. Financial transaction and item category are control parameters used to define the meaning of a commitment item. - The financial transaction represents the business transaction from upstream application components. - The item category stipulates whether you are working with: -a revenue item -an expenditure item or -a cash balance item. All commitment items representing the budget structure as revenues and expenditures types have financial transaction "30" in the master record. In addition, there are several "technical" commitment items, such as those for reconciliation accounts, bank accounts and so on.

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Example of Customer Enhancement: Commitment Item

2. Field Check Change Documents

Long Text

FM Area

(EXIT_SAPLFMCI2_002) „Anlegen mit Vorlage“

Commitment Item 2100.3333.000 Geschäftsjahr

FMMD0016

2000

1. Create /Change 9000 Finanzkreis FMMD0015 Grunddaten 1

Grunddata 2

(EXIT_SAPLFMCI2_001)

Alternative Hierarchy

Grunddaten Directly Postable

Not Directly Postable

Financial Transaction

30

Item Category

3

3. Insert Additional Fields FMMD0017 (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.

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Mask for Commitment Item Key Special Character

:-. Customizing

Mask XXXX.XXX.XXXX

Master Record Commt Item

XXXX.XXX.XXXX

Fiscal Year

2003

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.

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Copying Commitment Items

Commitment Item

Commitment Item Source:

Target: FM A. 9012 Year 2003

FM A. 9000 Year 2002

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.

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Example: Changing the Master Record Change Commitment Item Field can be changed

Description

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.

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Master Data V 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

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Activating Account Assignment Elements

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).

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Activating the Fund and Functional Area

AA AA

Defining fund / functional area in the master data

CO Additional account assignment = fund / functional area

© SAP AG 2002

Activating the fund has the following effect: In Controlling: in addition to posting to CO objects and cost element, the fund can also be posted to. In Asset Accounting, the fund can be defined in the master data. Activating the functional area has the following effect: In Controlling, in addition to posting to CO objects and the cost element, the functional area can also be posted to. In Asset Accounting, the functional area can also be defined in the master data. In Funds Management, the functional area can be budgeted and assigned to an account. Note: If you use HR, you must have assigned the fund and functional area in HR as well.

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Enhanced Fund Accounting

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

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Activating the Funded Program

Defining the funded program in the asset master record

AA AA

CO CO

Additional account assignment = funded program

© SAP AG 2003

Activating the funded program has the following effect: Funded programs can be created and budgeted in Funds Management if the Budget Control System (BCS) is used. With a posting, the funded program is always derived from another account assignment object such as the CO order or WBS element. It is not possible to assign the funded program directly to an account. This means that you can use the funded program to group expenditures according to functional aspects. Note: If you use HR, the funded program must be assigned to an account in HR as well.

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Activating the Grant

AA AA

Defining the grant in the asset master record

CO CO Additional account assignment = grant

© SAP AG 2002

With Grants Management, grants are managed that have been provided from governments or other institutes for commercial or scientific research. Activating the grant has the following effect: The grant can be used as an additional account assignment element in the following components: •Funds Management Government with the exception of “former” budgeting. •Financial Accounting •Asset Accounting •Controlling •Material Management •HR

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Account Assignment Element BLANK Funds Center

A1

Funds Center

A1

Commt Item

50010

Commt Item

50010

Fund

Fund

“NEW”

Functional

Functional

Area

Area

Funded

Funded

Program

Program

Grant

Grant

“NEW”

“NEW”

“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.

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Master Data VI 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

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Funds and Financing with Funds from Secondary Sources

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

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

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Mapping Funds

Customer

SAP Budget Structure

Funds fr Sec. Sources1 Budget Funds fr Sec. Sources 2 ... 3

Budget fund

2 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.

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Fund Master Record

FM Area:

9000

Fund:

Budget

Basic Data: Valid From:

01.01.2002

Fund Type:

Valid To:

31.12.2005

Groupings possible for fund

Additional Data: Budget Profile:

Individual Control of budgeting and availability control

Balance Update:

Fund in year-end operations

Customer :

Connection to customer master record FI

© 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.

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Master Data VII 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

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Functional Area Fund / Functional Area

Funds Management Account Assignment

Cmmt Item

Funds Center

Functional 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).

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Master Data VIII M 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

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Field Selection Strings for Master Data

Maintain field selection string for cmmt items Field selection string FIPOS FIPOS_2

Name

Field selection FK01 Field selection FK02

Customizing Maintain field status for field selection string Field name

Description

FICTR FIVOR AUGRP

Funds center Financial transaction Authorization group

Hide

Display

Optl

Reqrd

© 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.

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Mass Selection Master Data

Value Selection

Mass Selection

FM Area: Financial Year: Cmmt Item:

9000 2002 +++1*

FM 9000 Financial Year 2002 Area. Cmmt Items Description X 0001150000 X 0001400000

Transfer Values

Charge for Use Rent/Hire

Sequential Maintenance

Mass 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.

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Mass Selection Master Data Selection of master data for further processing Maintain commitment items Revenue increasing the budget Cover eligibility Collective expenditure Select commitment items for budget planning

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

Individual value selection (no interval selection for masking) Indiv. Value Maintenance

© SAP AG 2002

+ +

00001++++++ 00003++++++ ......

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

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Example Mass Maintenance

FM 9000 Fiscal Year 2003 Area Cmmt Item Description

Mass Selection

X 0001150000 X 0001400000

Charges for Use Rent/Lease

0001150000 New New Values Values for for Update: Update: Authorization Authorization Group Group ... ...

Authorization Group

0815

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.

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Master Data IX 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

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Manual Budget Structure Only particular combinations of funds center and commitment item can have budget allocated to them

Definition of Budget Structure

Center S1 S2 S2 S2

Item

Enter Orig. Budget

Budget

A 1.1 A 2.1 A 2.2 A 2.3

Ctr

Item

S1

A 1.1

S2

A 2.2

S2

A 2.3

Budget View

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

© SAP AG 2003

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 yeardependent/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. (C) SAP AG

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Generate Budget Structure

Funds Center IMF

Budget Structure Funds Center

Cmmt Item

IMF

EXP.

IMF . . .

Pers . . .

Budget Object

Automatic generation of a budget structure from the budgeted elements

Administration EXP. ... ...

TDE 200 50 40

TDE 1000 200 100

EXP. ... ...

Dept. 1 ... ...

Dept. 2 ... ...

© 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.

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Mass Maintenance of Budget Structure

Selection FM Account Assignments

Selection of FM Acct Assignments

FM Area

9000

Fiscal Year

2003

Object Types FM Area

9000

Funds Center

A1

Key Date

01.01.03

Budget Object To

Posting Object

D1

Action

and all subordinate

Set Fiscal Year

Delete

2003

Cmmt Item Var. 000 Cmmt Item

To

and all subordinate

© 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.

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Budget Structure:Copy

Budget Structure Fund EU 2002 Funds Cmmt Center Item

FC FC 22

CI CI 11

FC FC 22

CI CI 33

Bdgt Posting Object Object

x

x x

Budget Structure Fund EU 2003 Funds Cmmt Center Item

FC FC 22

CI CI 11

FC FC 22

CI CI 33

Bdgt Posting Object Object

x

x x

© 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.

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Budget Structure

Can be used: If budgeting is to be carried out centrally

Note!

For performance reasons

Note the following: More maintenance required Changing the budget structure can cause errors Budget objects can be deleted There is no change history for the budget structure

© 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 the following if you use the budget structure: Only the budget structure hierarchy is displayed in Reporting. Extra maintenance required: As soon as you create an account assignment it must be inserted into the budget structure. If account assignments are no longer being used, the budget structure must be adjusted. As there is no change history for the budget structure, there is no record of which objects are inserted, deleted or reassigned. Note: It is recommended that you only use a budget structure if it is really necessary, as you should not underestimate the manual effort required for maintenance.

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Master Data IX 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

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Cover Eligibility

Unreal Cover Eligibility Revenues increasing the budget Actual Cover Eligibility Reciprocal cover eligibility (cover pools) Unilateral cover eligibility

© 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.

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Budget Memos

Budget memos define general rules for Revenues increasing the budget Cover Pools Individual cover rules

Budget memos are maintained in Customizing

Budget Memo Text:

Additional revenues give entitlement to additional expenditures

Budget Memo Type:

01

Customizing

© SAP AG 2003

The texts for budget memos are maintained in Customizing. When using unreal or actual cover eligibility, budget memos (budget memo types) are defined in the system. Budget memos are assigned to the individual rules within unreal and actual cover eligibility in rule maintenance.

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Actual Cover Eligibility

Actual Cover Eligibility

Unilateral Cover Eligibility

Cover Pools Cover Pool

Expenditure Commt Item Funds Center Fund Entitled to Cover

Assignment

Expenditure Commt Item Funds Center Fund

Subject to Cover

© 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.

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Creating a Cover Pool Manually (I)

FM Area Fiscal Year Cover Pool

9000 2003 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.

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Creating a Cover Pool Manually (II)

View Change FM Account Assignment : Overview FM Area Fiscal Year Cover Pool

9000 2003 0000000570000000

FM Acct Assignment

Commt Item 2100.5500.000 2100.6600.000 2100.6667.000

Funds Center PB TOTAL TOTAL TOTAL

CB

Grouping characteristic Customizing

© 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.

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Actual Cover Eligibility: Rule Maintenance

Expenditure Cmmt Item Funds Center

FM Area

Year

Assignment Cover Pool Cmmt Item Subject to Cover

Text Entitled to Cover Text Subject to Cover

Expenditure Account Assgmt

Expenditure 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.

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Automatic Generation of Cover Pools

Rule for the Generation of Cover Pools: Rule 01

Cmmt Item 1&+++

Funds Ctr 1++

Fund Budget

Functional Area 0001111

Rule Number

&: Account assignments that have the same character in a particular place +: Placeholder for any character © 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.

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Revenues Increasing the Budget

Revenues

Budget Increase Procedure/ Time

Distribution Rules

Expenditure Budget

© 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.

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Global Settings: Revenues Increasing the Budget

Revenues Increasing the Budget

1

Define Default Values for Rule Maintenance

2

Allow Generic Entries in Rule Maintenance

3

Activate Check for Manual Budget Increase

4

Activate Automated Cover Eligibility Procedure

Customizing

© 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.

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Revenues Increasing the Budget: Default Rules

Customizing

Budget Increase Procedure

Budget increase via call procedure Distribution proced.

Budget increase by Incoming payment Billing document Expected revenues

Budget increase Commitment budget Payment budget

How?

When?

Where?

© 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.

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Revenues Increasing the Budget:Rule Maintenance

Revenuecmmt item Funds center

FM Area

Year

Revenue budget memos Expenditure budget memos Increase area Expenditure commitment item

Expenditurecmmt item funds center

Distribution rules

© SAP AG 2003

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.

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Revenues Increasing the Budget: Distribution Proc.

Distribution Rule R-FM: 10010 Fnds ctr: V E-FM: 50010 Fnds ctr:C11 Budget increase: 100 %

Payment Request Cmmt it: 50010 Fnds ctr C11 Amount: 100 UNI

Acceptance Request Cmmt it: 10010 Fds ctr: V Amount: 100 UNI

RF F

M

UD 11

Budget

RFFMUD01

Original RiB

10 UNI 100 UNI

© SAP AG 2003

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.

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Revenues Increasing the Budget: Call Procedure Accpt. request

Distribution Distribution rule rule R-FM 10010 fnds ctr:C11 E-FM 50060 fnds ctr:A12 Budget Increase 100%

Cmmt item:10010 FC: C11 Amount: 120 UNI

Check for available budget from revenues increasing the budget

Payment request

Budget increase with the required amount, 50 Uni

Cmmt itm: 50060 Fds ctr: A12 Amount: 150 UNI AVC check

Budget Budget Original: 100 Original: 100 Uni Uni

Original: Budget from RiB:

100 Uni 50 Uni

Posting the Payment request

Payment request Cmmt it: 50060 Fnds ctr: A12 Amount: 150 UNI

© 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.

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Overview of Cover Eligibility

Overview of Cover Eligibility

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

Fund

Funds Ctr.

A1

Cmmt Item

Cover Pool

Uni. Sub. Uni. Ent.

Revenue

Expenditure

2100.6666.000

© SAP AG 2003

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

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Master Data XI 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

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Authorization Groups

HR Expenditure Salaries Salaries Wages Wages

Authorization Group “HR”

Social Social Insurance Insurance Contributions Contributions Moving Moving Expenses Expenses

© SAP AG 2002

There are authorization groups for all Funds Management master data (funds center, commitment item, fund, functional area, funded program and grant). If an authorization group has not been defined for an object, it will not be subject to authorization checks! The authorization assigned must not just relate to the given authorization object (for example, a commitment item), but to a whole authorization group. You can jointly manage a group of commitment items, such as all commitment items representing HR expenditures which are grouped together in the "HR" group. In contrast to assigning authorization without using groups, the advantages of making groupings include: - Individual users do not need to be assigned each individual authorization object (such as commitment item, funds center, fund, functional area, grant, funded program, grant), instead they can be assigned a single group. When these groups contain several objects, the effort involved in maintaining them is reduced. - If a new object is created (such, the "Moving Expenses" commitment item above), it is assigned to the "HR" authorization group. No additional maintenance needs to be carried out for user authorizations. If there had not been any groups, you would have had to maintain the new object for all users.

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FM Authorization Objects

Versions Authorization

F_FICB_VER

FM Area Authorization

F_FICB_FKR

FM Account Assignment

F_FICA_TRG

Fund

F_FICA_FOC

Fund Center

F_FICA_FSG

Internal Funds Center

F_FICA_SIG

Cross-Funds Center

F_FICA_SEG

Commitment Item

F_FICA_FPG

Functional Area

F_FMMD_FAR

Funded Program

F_FMMD_MES

Grant

F_FIGM_GNT

© SAP AG 2003

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.

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Authorization Groups for Commitment Items

Authorization Object Commitment Item in FM Area FM Area Fiscal Year Commitment Item

F_FICA_FPG

Values FMA1 2003

Activity

10500 Statistical

Authorization Group FM Area

Crryfwd Item Category Authorization Group

© SAP AG 2003

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.

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Master Data XII 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

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Subdivision of Master Data

Create Commitment Item: Substring 1 (Revenue/Expenditure)

01

Substring 2 (Purpose)

500000

Substring 3 (Region)

66666

Commitment Item

01\500000\66666

© SAP AG 2003

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.

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Master Data Da XIII 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 2003

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Account Assignment Derivation Tool

Predefined account assignment derivation rules Derivation types

© SAP AG 2002

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.

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Predefined Account Assignment Derivation Rules

Customizing

Select Predefined Rules for FMAA Object Assignment

Function from Account Commitment Item from Account Function from Cost Center Funds Center from Commitment Item Master Data Fund from Funds Center Master Data Function from Internal Order WBS Element from Order Master Data Derivation Steps Activated Derivations not Used in Your Organization

© SAP AG 2003

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.

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Derivation Types

Derivation Rule

Table Lookup

Function Call Derivation Types

Enhancement

Move

Clear

© SAP AG 2002

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.

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Move

Customizing Source Field COST_CENTER

Target Field

Total Field Contents Part of Field Contents From Character Item (Starting with 0) No. of Characters Field Length 16

FUND_CENTER

0 6

Total Field Contents Part of Field Contents From Character Item (Starting with 0) 5 Number of Characters Field Length 10 6

© SAP AG 2003

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.

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Define Derivation Rule

Customizing Source Fields

Target Fields

CO_AREA

COMMIT_ITEM

Only carry out rule when the conditions listed have been complied with. COMPANY_CODE = 1000

COST_ELEMENT

Characteristics Rule Error message if no value found Stop processing strategy if value was found

Source Field Characteristics Initial value allowed

Target Field Characteristics

Entries should be maintainable validity date

Copy new value, if value exists Do not copy new value if value exists © SAP AG 2002

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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Table Maintenance

Source Field From-To Values IN/OUT

Controlling Area

Cost Element

Valid from

Commitment Item

9000

500301

01.01.2003

=

50030

9000

500302

01.01.2003

=

50040

© SAP AG 2003

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.

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Example Cost Element to Commitment Item I

Customizing Source Fields

Rule only executed when conditions are fulfilled Target Fields

COST_ELEMENT COMMIT_ITEM

COMPANY_CODE = 1000

Rule Attributes Error message if no value is found End processing of strategy if value was found

Source Field Attributes Initial values allowed

Target Field Attributes

You should be able to enter a validity date.

Use new value if value exists Do not use new value if value exists © SAP AG 2003

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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Example: Cost Element to Commitment Item II

Source Field from-to Values IN/OUT

Cost Element

To Cost Element

Valid From

Commitment Item

500100

500301

01.01.2003

=

50030

500302

500500

01.01.2003

=

50040

You can assign a cost element to a commitment item using this assignment table

It is possible to assign secondary cost elements to commitment items

© SAP AG 2002

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

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HR/FM Object Assignment for Wages and Salaries

1.

Assignment of cost distribution for wages/salaries (infotype 0027/01) to funds center / fund / functional area

2.

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

3.

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

© SAP AG 2003

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

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Master Data: Unit Summary I

The Financial Management Area (FM area) is the organizational element in Funds Management. The Accounting environment is mapped out by assigning company codes and controlling areas to the FM area. Commitment items are used to represent the functional structure of the budget, while funds centers represent the organizational structure. Funds from secondary sources can be represented using special funds. An additional dimension type is available in the functional area for subdividing Funds Management account assignments. © SAP AG 2003

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Master Data: Unit Summary II

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

© SAP AG 2002

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Master Data: Exercises

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Unit: Master Data Topic: Display the Budget Structure At the conclusion of these exercises, you will be able to: • •

Display the master data structure in Funds Management Create and change year-dependent commitment items and funds centers.

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

1-1

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

1-2

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

1-3

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

1-4

Create two commitment items for project expenditures for your FM area 90 ## in fiscal year 200Y. Commitment item: 80040 for “Software” Commitment item: 80050 for “Consulting” The superordinate commitment item is commitment item 80000, “Investments”.

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Unit: Master Data Topic: Fund At the conclusion of these exercises, you will be able to: • Maintain funds master records • You are a member of the Financial Department and responsible for how project funds are spent.

The introduction of the software should be financed from different sources: partly from the budget (fund BUDGET), from general sources (fund GENERAL), and from a reserve that the responsible Ministry of Finance has for search purposes (fund MIFI). You map all three reserves as separate funds so you can do individual accounting. You should also create a fund group so you can evaluate the entire project. 2-1

Create two funds. One for the funds from the Ministry of Finance (MIFI) and the other for the general funds (GENERAL). Annual budget should be entered for the GENERAL fund and for the MIFI fund both annual and overall budget should be entered. Fund: MIFI Validity date 01.01.200Y to 31.12.200Y+2 Fund: GENERAL Validity date 01.01.200Y to 31.12.200Y Assign the funds to the relevant budget profiles using F4 Help.

2-2

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

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

Create a budget structure.

•

Create and delete budget structures.

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

3-1

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

3-2

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

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Unit: Master Data Topic: Cover Eligibility (Optional) At the conclusion of these exercises, you will be able to: • Create a cover pool • Fulfil the requirements for scenario “revenues increasing the expenditures budget” • A certain percentage of additional revenues should be used to increase the expenditure budget.

Create a cover pool for the group “Operating Expenses”. Then you want to create a rule on revenues increasing the budget. You receive an unexpected revenue that you want to use for additional expenditures. 4-1

Create a cover pool for year 200Y for the following account assignments: Fund: MIFI Funds center: C15 Commitment items:

50010 50020 50030 50040 50050

4-2

Determine the global settings for revenues increasing the budget:

Fiscal year:

200Y

Procedure: Budget increase through: Minimum revenue:

Billing

Distribution procedure 1 Amount of 100

Only the payment budget should be considered Budget increase : 100% (C) SAP AG

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Determine the surplus account assignment: Funds center: B1 Commitment item: Fund: 4-3

4999 Budget

Define a rule for revenues increasing the budget. Revenue account assignment: Funds center: Commitment item: Fund:

C12 10022

Funds center: Commitment item: Fund:

C12 50020

Expenditures account assignment:

Budget

The budget increase should only occur in the payment budget.

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Unit: Master Data Topic: Account Assignment Derivation At the conclusion of these exercises, you will be able to: • •

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

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

5-1

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

5-2

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

5-3

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

5-4

Maintain the assignment of cost element to commitment item.

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Master Data: Solutions

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Unit: Master Data Topic: Display the Budget Structure

1-1

1-2

Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Master Data – Year-Dependent Master Data – Display Activation Status for Year-Dependent Master Data Field name or data type

Values

FM area

90##

Year-Dep. Cmmt Item

X

Year-Dep. Funds Center

X

Accounting – Public Sector Management - Funds Management – Master Data – Funds Center – Individual Processing - Create Field name or data type

Values

Funds center

C15

From fiscal year

2002

To fiscal year

2002+2

FM area

90##

Enter – Basic Data Tabstrip on Subsequent Screen

Name

Standard software

Description

(freely definable)

Authorization group

(Leave blank)

Default fund

(Leave blank)

Company Code

90##

Business area

(Leave blank)

User name

GR##

Name:

Mr. Paul

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Hierarchy Tabstrip

Hierarchy variant „0001“

Superior Funds Center “C1”

Save

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

1-3

Accounting – Public Sector Management - Funds Management – Master Data – Funds Center – Individual Processing - Change Field name or data type

Values

Funds center

C15

FM area

90##

Enter – “Period” Button – “Other Analysis Period” Button

Valid from

01.01.YYYY+1

Valid to

31.12.YYYY+2

Enter

Name

Implementation Project:

Name:

Mrs. Rose

Save

Accounting – Public Sector Management - Funds Management – Master Data – Funds Center – Individual Processing - Display Field name or data type

Values

Funds center

C15

FM area

90##

Enter –

Double click on the “Implementation project“ period

–

“Change Documents” button

–

Double click to go to the change documents.

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1-4

Accounting – Public Sector Management - Funds Management – Master Data – Commitment Item – Individual Processing Field name or data type

Values

Commitment item

80040

Fiscal year

YYYY

FM area

90##

“Create” Button – Basic Data 1

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

Field name or data type

Values

Commitment item

80050

Fiscal year

YYYY

FM area

90##

“Create” Button – Basic Data 1

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

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Unit: Master Data Topic: Fund

2-1

Accounting – Public Sector Management - Funds Management – Master Data – Fund Create Field name or data type

Values

Fund

MIFI

FM area

90##

Name

Ministry of Finance

Description

(freely definable)

Valid from/to

01.01.200Y – 31.12.200Y+2

Fund type

Leave blank

Authorization group

Leave blank

Fund budget profile

F00001

Customer for fund

Leave blank

Application of funds

Leave blank

Record balance

Leave blank

Save

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Field name or data type

Values

Fund

GENERAL

FM area

90##

Name

General

Description

(freely definable)

Valid from/to

01.01.200Y – 31.12.200Y

Fund type

Leave blank

Authorization group

Leave blank

Fund budget profile

F00003

Customer for fund

Leave blank

Application of funds

Leave blank

Record balance

Leave blank

Save

2-2

Accounting – Public Sector Management - Funds Management – Master Data – Fund Fund Group - Create Field name or data type

Values

Fund group

Softimpl

Enter Choose Add Fund and add funds MIFI and GENERAL.

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Unit: Master Data Topic: Budget Structure

3-1

Accounting – Public Sector Management - Funds Management – Master Data – Budget Structure – Former Budgeting - Change Field name or data type

Values

FM area

90##

Fiscal year

YYYY

Funds center

No entry

Commitment item

No entry

Fund

MIFI

Group assignments

Leave blank

-

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

-

3-2

Edit => Complete, then save

Tools - Customizing -IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Master Data – Budget Structure (Former Budgeting) – Generate Budget Structure Field name or data type

Values

FM area

90##

From fiscal year

YYYY

Fund

Budget

Generate budget objects

X

Test run

Leave blank

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

Field name or data type

Values

FM area

90##

Fiscal year

YYYY

Funds center

Leave blank

Commitment item

Leave blank

Fund

Budget

Group assignments

Leave blank

Navigate to funds center C1 (for example) and double click on the “+” sign to open the entry behind it. Tools - Customizing – IMG - Edit Project – Goto – SAP Reference IMG – Public Sector Management - Funds Management Government – Master Data – Delete Master Data – Delete Budget Structure Field name or data type

Values

FM area

90##

Fund

Budget

All funds

Leave blank

Fiscal year

YYYY

Total values

Leave blank

Budget object

X

Assignment object cmmt budget Leave blank Assignment object pymt budget

Leave blank

Group assignments

Leave blank

Test run

Leave blank

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Unit: Master Data Topic: Cover Eligibility (Optional)

4-1

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

Field name or data type

Values

FM area

90##

Fiscal year

200Y

Continue by pressing Enter. Choose New Entries. Field name or data type

Values

Fund

MIFI

Budget memo

Pool

Payment budget

X

Description

Office Supplies

Choose Assign FM Account Assignments. Choose FM Account Assignment Selection. Enter the following data on the selection screen: Field name or data type

Values

Funds center

C15

Commitment item

5*

Functional Area

Double click on the field and then on Single Value

Choose Execute. Select all values and then choose Copy Values. Save the cover pool.

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4-2

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

Values

FM area

90XX

Fiscal year

200Y

Distribution Procedure

X

Revenues budget memo

BUDGETERH

Expenditures budget memo

BUDGETERH

Payment budget

X

Budget increase through

Customer invoice 100

Revenues Portion (%) Minimum revenue, amount

100

Upper limit

None

Save.

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

Values

FM area

90##

Fiscal year

YYYY

Minimum revenue effect

Budget increasing X

Increase rule is in document

Predefined X

Surplus account assignment for the

Payment budget

Commitment item

4999

Funds center

B1

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Fund 4-3

Budget

Accounting – Public Sector Management - Funds Management – Master Data – Control (Former Budgeting) – Revenues Increasing the Budget – Individual Processing Field name or data type

Values

FM area

90##

Fiscal year

YYYY

Commitment item

10022

Funds center

C12

Fund

Budget

Expenditure commitment item

50020

Expenditure funds center

C12

Expenditure fund

Budget

For payment budget: %

100

Save

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Unit: Master Data Topic: Account Assignment Derivation

5-1

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

5-2

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

Field name or data type

Values

G/L account

403000

Company Code

90XX

on “Change G/L account” – Click icon Commitment item 5-3

Entry/Bank/Interest tabstrip

80010

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management- Funds Management Government – Master Data – Assignments to Account Assignments from Other Components – Define Account Assignment Derivation Choose Display/Change and then Create. Choose Move. Name Cost Center to Funds Center. Source fields: Controlling Area and Cost Center. Target fields: Funds Center. Choose the tabpage „Requirement“ and enter the following data: Field name or data type

Values

Name:

Controlling area

Operator

=

Value

90XX

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5-4

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

Cost elemt

Valid from =

Commitm ent item

90XX

500301

01.01.2000

50030

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Budgeting

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Plan Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Budgeting: Objectives

At the conclusion of this unit You will understand the planning process in SAP R/3 Funds Management You will be familiar with budget versions and budget subtypes You will be able to plan yearly/complete/period values in categories commitment/payment budget You will be able to maintain budget releases and budget updates You will understand the budget profile functions You will understand the derivation strategy for budget entry

© SAP AG 2002

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Course Overview Diagram 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

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Budgeting I

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Planning Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Example: Planning Process

01.10.2002

Copy of previous year's values

01.01.2003

01.03.2003

Interim Final budget Interim budget 2003 budget 2003 2003 Version 2

Version 0

Copy in version 0

Version 1

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.

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BCS and Former Budgeting

New from EA-PS 1.10

Budget Control System (BCS)

Former Budgeting

© 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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Budgeting II

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Planning Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Version Management Version 1 Notice of Funds Version 2 Polit. Discussions Version 3 Final Budget

Version 0 Executed Version

Any number of versions possible Versions can be copied Versions can be locked against changes Evaluations for each version; Version comparison © SAP AG 2002

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

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Activating / Locking Versions

Customizing

Versions

Year-Independent Locking of Budget Versions

Year-Dependent Activation of Budget Versions

© SAP AG 2002

Two alternative procedures are available for version management: Year-independent version locks: Locking/releasing a budget version; possible to differentiate between current budget and releases Year-dependent activation procedure for budget versions: year-specific activation/deactivation of the transactions permitted within a version You specify the procedure (either year-dependent or year-independent) that you want to work with for an FM area in Customizing. The standard setting (no entry) is the year-independent procedure. When using the year-independent procedure (version lock), to begin with all versions can be edited as long as they have not been locked explicitly. When using the year-dependent procedure (activation procedure), no versions are active for any FM areas/transactions, unless they have explicitly been activated.

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Activating Budget Versions Customizing

Versions can be activated for individual transactions (budget type groups): Original budget Supplement Releases Budget updates (previously, budget execution) Fiscal year change

Separation into payment and commitment budgets Transaction "original budget" must be activated in both categories for planning functions

© SAP AG 2002

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Budgeting III

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Planning Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Budget Subtypes

Choose Budget Subtypes Choose Budget Subtypes FM Area

Budget Type

Text

9000

*KBU

Transfer posting

9000

KBNO

Supplement

9000

KBRO

Return

9000

KBUD

Original budget

Mandatory

Line Entry

© SAP AG 2003

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.

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Budget Subtypes for Original Budget

Choose Budget Type KBUD

Assign Budget Subtypes

Subtype

Budget Subtype Name

ORI1

Original Subtype 1

ORI2

Original Subtype 2

ORI3

Original Subtype 3

© 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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Budgeting IV

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Planning Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Annual and Overall Budgets Budget 03 Budget 02 Budget 01 1. Budget and funds from secondary sources available for a financial year 2. Funds from secondary sources which are available for the total duration of a "project", without specific funds having to be allocated at any particular time 3. Funds from secondary sources which are available for the total duration of a "project" and stipulate how the funds are to be distributed across the individual years

Annual Overall Periods values values values

X

X Fund xy valid from 05/01/01 to 08/30/04

X X

100.000 20.000 ...

X

X

100.000 15.000 65.000 ... Fund xy valid from . . . to . . . 100.000

01 02 03

30.000 20.000 50.000 ...

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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Periodic Budgeting

1. Periodic budgets can be entered for an annual value. 2. Annual values are distributed to individual periods either manually or using distribution keys.

Annual values

Overall values

Periodic values

X

X X

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

Budget 2003

100.000

X

Budget 2003 Periods 100.000

1 2 3 4 ...

8.000 8.000 10.000 10.000

© SAP AG 2002

You can distribute annual budget values to individual periods. Using distribution keys, you can have the system automatically distribute budget values to individual periods according to different criteria. Overall values cannot be displayed per period. Budgets can be displayed per period for statistical purposes only. In reporting, budget utilization is displayed for each period. Active availability control checks either against the annual budget or against the overall budget. You cannot carry out availability control against periodic values.

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Payment Budget and Commitment Budget (1)

Two independent budget categories Payment budget Commitment budget

Various application scenarios Budget assignment is determined by the update profile

© SAP AG 2003

The commitment budget represents a second budget. The transactions (such as purchase order, invoice, payment) that can be used to assign commitment budget are specified in an update profile. For example, commitment documents (purchase requisitions, purchase orders, earmarked funds) principally assign commitment budget, invoices assign payment and commitment budget, but payments should only assign payment budget. Payment and/or commitment budget is used depending on the update profile assigned to your FM area.

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Payment Budget and Commitment Budget (2)

Releases Original budget

Hierarchy maintenance

Supplements

2000 Payment 500 budget 250 2000 FC/CI250 200 V/5 100 V/50010 100 V/50020

Commitment budget FC/CI V/5 V/50010 V/50020

Entry transaction

Transfer posting

Returns

© SAP AG 2002

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

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Budgeting V

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Plan Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Local Budgeting

Public Administration

Budget Budget structure structure Level Level Funds Funds center center 11 22 22

Cmmt Cmmt item item

Budget Budget Posting Posting object object object object

11 22

Public Public Serv. Serv. Expenditures Expenditures Public Public Serv. Serv. Personnel Personnel Public Public Serv. Serv. Business Business supplies supplies Admin Expenditures Admin Expenditures Admin Human Admin Human Resources Resources

22 11

Admin Admin Dept. Dept. 11

Business Business supplies supplies Expenditures Expenditures

22 22

Dept. Dept. 11 Dept. Dept. 11

Human Human Resources Resources Business Business supplies supplies

22 22

Dept. Dept. 11 Dept. Dept. 22 Dept. Dept. 22

Expenditures Expenditures Human Human Resources Resources Business Business supplies supplies

22

Expend.

xx xx xx

HR

xx xx xx xx

Administration

xx

SUPP.

Department 1

Expend.

HR

SUPP.

Expend.

HR

SUPP.

© 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.

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Central Budgeting

Public Administration

Budget Budget structure structure Level Cmmt Level Funds Funds Cmmt center item center item 11 Public Public Serv. Serv. Expenditures Expenditures 22 Public Public Serv. Serv. Personnel Personnel

Budget Budget Posting Posting object object object object xx xx

22 11

Public Public Serv. Serv. Business Business supplies supplies xx Admin Expenditures Admin Expenditures

22 22

Admin Admin Admin Admin

Human Human Resources Resources Business Business supplies supplies

11 22 22 22

Dept. Dept. 11 Dept. Dept. 11 Dept. Dept. 11 Dept. Dept. 11

Expenditures Expenditures Human Human Resources Resources Business Business supplies supplies Expenditures Expenditures

22 22

Dept. Dept. 22 Dept. Dept. 22

Human Human Resources Resources Business Business supplies supplies

xx xx

Expend.

HR

Administration

SUPP.

Department 1

xx Expend.

HR

SUPP.

Expend.

HR

SUPP.

© 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.

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Top-down Budgeting

Expend. Project expenditures Travel

Original budget

Distributed budget

100.000

70.000

70.000

10.000

10.000

Training Material

Check budget consistency

© 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.

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Bottom-Up Budgeting

Expend. Project expenditures

Original budget

Distributed budget

31.000

31.000

31.000

31.000

Travel

10.000

Training

10.000

Material

11.000

Automatic budget consistency due to totalling up of individual values

© 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.

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Entry Transaction

Enter Original Budget: Entry Screen Screen Check Total Fixed Budget Dimensions

budget

Fund

Set Check Total

Functional area Budget subtype

Currency

UNI

Payment/Commitment Budget

General Parameters Check Total FM area

9000 Item Total

0.00

0.00

Variance

0.00

0.00

Version Fiscal year

2003

Period Overall Values too

© 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.

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Entering Original Budget / Supplements / Returns

Enter Original Budget: Entry Screen Screen FM area

9000

Budget Type

Version

0

Budget Subtype

budget

Fund Fiscal year Payment budget Item

Original budget

FM Area

2003

Functional area

Commitment budget Commitment Item

Amount

1

V

50010

20,000.00

2

V

50020

7,000.00

3

V

50030

13,000.00

Document Header Doc. Date

26.07.2002

Currency

UNI

Person Resp.

4

Text Text Name Created by

SCHUELER

Date of Entry © SAP AG 2002

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.

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Hierarchy Maintenance: Entry Screen

Change Original Budget: Entry Screen

Subhierarchy Funds center Commitment item Functional area Fixed Budget Dimensions Fund

budget

Budget subtype

General Parameters FM area

9000

Version Fiscal year

2003

Period

© SAP AG 2003

A new transaction is available for original budget, supplements and returns. You choose the initial screen depending on fund, functional area, budget subtype and if applicable, version and fiscal year. You can also restrict the section you want to process to subhierarchies according to the combinations of funds center/commitment item entered. You can use level restrictions to determine the number of levels of the hierarchy you want to process. This provides you with a better overview. Note that the system only totals up to the visible hierarchy level. This means that the budget is inconsistent because the system did not total up to the highest hierarchy level. In this case you must start the program "Total Up" BPDIST02 and then"Reconstruction Distributed" BPDIST01.

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Hierarchy Maintenance: Making Changes Timeframe Reference

Change Enter Original Original Budget: Budget: Entry BS Element Screen Overview 9000

FM area

Treasury Department

Version

Fund

budget

Budget subtype

Period

2003

Functional area

Lvl Fd Ctr Cmmt Item

Budget

+1V 2

Current Budget

Distributed

0

Original Plan

Budget views

Distributable

..........

UNI

-1V 3

42,000.00 .......

UNI

42,000.00

42,000.00

40,000.00

UNI

50000 Bus. Supplies

42,000.00

UNI

42,000.00

50010 Office Mat.

20,000.00

UNI

20,000.00

7,000.00

UNI

7,000.00

UNI

13,000.00

50020 Books 50030 Post 50040 Equipment ......

13,000.00

2,000.00 20,000.00 7,000.00 13,000.00

UNI UNI

1V 4111

UNI

1V 4999

UNI

© SAP AG 2003

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.

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Example: Budget Subtypes for Original Budget Entry for each budget subtype

View information for overall budget type

Change Enter Original Original Budget: Budget: Entry BS Elements Screen Overview FM area

9000

Treasury Department

Version

budget

Fund Period

IPS910

Functional area

Budget

+1V 2

Original plan

Budget subtype IPS

2003

Lvl FdCtr CmmtItem

0

Current Budget

Distributed

Distributable ..........

UNI

-1V 3

10,000.00 .......

50000 Bus. supplies

UNI

52,000.00

52,000.00

50,000.00

UNI 10,000.00

UNI

52,000.00

50010 Office Mat.

7,000.00

UNI

27,000.00

27,000.00

2,000.00

50020 Books

3,000.00

UNI

10,000.00

10,000.00

50030 Post

UNI

13,000.00

13,000.00

50040 Equipment

UNI

......

UNI

© SAP AG 2003

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.

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Parked Budget Documents

Parked n ts Docume ) (Budget

Postin Docum g en (Budg ts et)

Preliminary Budget Data

Approved Budget Different Versions

© SAP AG 2002

Parked documents can be entered for - All budget update documents (original budget, transfers, supplements, returns) - Releases These documents make the budget creation process more flexible. They can be approved manually or in Workflow. Parked documents are entered in their own number range interval. Simple procedures exist for posting and undoing parked documents. Only parked documents can be undone during the budgeting process; documents that have actually been posted must only be corrected using actual correction postings Parked budget is subject to consistency checks and is also referred to during availability control. During these checks, a distinction is made between reservations (budget reductions), which are taken into consideration immediately, and earmarked funds (budget increases), which are not taken into consideration until the actual posting of the parked document.

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Reversing Budget Entry Documents

+

Entry Document

Documents Reference Each Other

+500 Budget

Reversal Document - 500.00 Budget

Budget © SAP AG 2002

You can reverse budget entry documents by creating reversal documents. Reversal documents are directly based on the original document whose amount is to be reversed. This prevents errors being made in the amount of the reversal and reversals being made more than once. You cannot use this type of reversal for hierarchy documents. The reversal document is assigned its own document number. In the document view, you can go from the reversal document to the original (and vice versa) at any time. The budget entry documents are given a document status (such as "posted") and a reversal status (such as "reversed") in the header data. This makes it easier to identify and interpret documents.

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Budgeting VI

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Plan Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Updating Budgets

Budget plan 2000

Σ = current budget Supplements Transfers Returns

Results: Supplements Transfers Returns

Budget plan 2001

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.

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Distributing Budget

Enter Original Budget: Entry Screen Distribute Original Budget: Entry Screen FM Area

9000

Version

0

Budget Type Budget Subtype

budget

Fund Sender Year

Functional Area

2003

Receiver Year

Payment Budget

Commitment Budget

Item

Funds Center

S

R

Original budget

Commitment Item

2003

Amount

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.

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Transferring Budget

Enter Original Budget: Entry Screen Transfer Budget: Entry Screen FM Area

9000

Budget Type

Version

0

Budget Subtype budget

Fund Sender Year

2003

Receiver Year

Commitment Budget

Item

Funds Center

R

Commt Item

!

budget

Fund Receiver

Payment Budget S

Transfer posting

2003

Amount

1

V

50000

2,000.00

2

V

50020

800.00

3

V

50030

1,200.00

4 5 ...

Transfer Budget to Any Account Assignment

© 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.

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Example: Updating Budgets

Original budget

Expend.

Current budget

31.000

36.000

Project expenditures Travel

31.000

36.000

10.000

15.000

Training

10.000

11.000

Material

11.000

10.000

• Supplement

Travel 5000

• Transfer Posting Sender: Material 1000 - - - Receiver: Training Course 1000

© SAP AG 2003

There are three different types of budget update in Funds Management: Supplements: You assign additional budget for particular FM account assignments; this way the distributable value for these FM account assignments is increased by the amount of the supplement. Returns: You use a return to return surplus funds from one FM account assignment within your hierarchy to superior funds centers and commitment items. The distributable value is then increased by the amount returned. Transfer Postings: If there are funds shortages in one funds center and the available funds in another one have not yet been fully utilized, Funds Management will allow you to transfer funds from one FM account assignment to another. In the above example, the current budget is made up of the total of the original budget, plus supplements and transfers.

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Budgeting VII

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Plan Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Releases

Release 1: January

Release 2: June Current Budget Release 3: September

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

© 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.

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Approval Workflow

EAEA- PS

Parked budget docs

Parked documents Customizing

Level 1

Approved

Level 2

Level 3

© SAP AG 2002

Approval Workflow is triggered by parked budget documents. If a value date is entered in the document header, the posting is made to the budget on this date (if the document has been approved in Workflow). The person who must approve a document is determined by: - Document type - Funds Management account assignment (commitment item, funds center, fund, functional area). - Budget amount It is possible to have multiple approvals within a single approval level; ultimately one of the "approvers" must release the document. It is possible to assign any number of "approvers" and approval levels. The approval/rejection reason must be specified. If a document is rejected, the approval process is restarted automatically.

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Transferring CO/PS Planning Data

Planning data

Account assignment derivation tool 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.

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Budgeting VIII

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Plan Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Integration for Operative Environment & Planning Environment

SAP Strategic Enterprise Management SAP SEM Business Planning & Simulation

SAP BW Returning the data from SAP BW to the source system

Extracting data from the source system to a SAP BW InfoCube

R/3 Enterprise Others

HR

CO, PS, AA, ...

EA-PS

© 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.

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Data Extraction from R/3 Enterprise in SAP BW

SAP BW Data is loaded from R/3: Master data Budget Commitment Actual values Further planning is based on this data

SAP R/3 HR

CO, PS, AA, ...

EA-PS

© 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.

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Data Retraction from SAP BW to EA-PS

1 SEM planning

Write in BW Infocube. Assemble 2 data in Query 3 Data retraction and post in EA-PS EAEA-PS © 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.

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Budgeting VIII

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Plan Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Budget Profile Functions General definition in Customizing

Optional definition in individual fund master record

Assignment of budget profile to FM area FM area 9000 . . . .

without fund

with fund

FM0001

Permitted budgeting timeframe

FM area Fund

FM0002

Profile Text Format Decimal places Scaling

9000 SOURCE 1

Name . . .. . Budget profile FM0003 ... ... FM0001

Format defaults for the budgeting transactions

Profile

Key for automatically distributing annual values to individual periods

2 0 Distribution key

You can choose overall values and/or annual values and period values; overall values can only be selected for funds

1

Time horizon Past Future Start

X

1 5 0

Overall value Annual value Period values

Against releases or current budget and against overall or annual values

Availability control Releases Total values

Adjusting releases for the budget update

Automatic release Automatic release

© SAP AG 2003

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.

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Budget Consistency / Availability Control

1

Deactivate Budget Consistency for Annual Values

2

Deactivate Budget Consistency for Overall Values

3

Deactivate Availability Control 1

2

Deactivate Budget Consistency FM Area Year Version Budget Consistency Not active 9000 9000

2002 2003

Customizing

0 1 3

Availability control is only possible if budget consistency is active.

Activate Availability Control Availability control FM Area Year Not active 9000 9000

2002 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.

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Budgeting IX

Budget Planning Scenario Budget Versions Budget Subtypes Budget Values - Budget Categories Budgeting Techniques Budget Update Releases Plan Data Transfer from SAP BW Controlling Budget Planning Derivation Strategy for Budget Entry

© SAP AG 2002

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Derivation Strategy for Budget Entry

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

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Derivation Strategy for Budget Entry

Derivation strategy

Completion of lines entered with budget entry

Generating extra lines when entering budget

© 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.

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Derivation Types

Derivation Derivation rules rules

Table Table lookup lookup

Function Function call call Derivation types

Enhancement Enhancement

Move Move

Clear Clear © SAP AG 2003

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

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Define Derivation Rule

Customizing Target fields fields Target Src.Source Fields Fields

Table entry maintenance

CMMT_ITEM

Cmmt Item 10050 10060 10070 10080...

FUNC_AREA

Functional Area 0001 0002 0003 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.

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Budgeting: Unit Summary (1)

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

© SAP AG 2002

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Budgeting: Unit Summary (2)

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

© SAP AG 2002

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Budgeting Exercises

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Unit: Budgeting Topic: Using Entry Transaction and Hierarchy Maintenance for Budgeting At the conclusion of these exercises, you will be able to: • Activate activity-related budget versions • Work with entry and hierarchy maintenance budgeting activities • Handle budget subtypes • Work with parked documents Your administration wants to use both budgeting activities for budget planning. Only the relevant activities should be active and estimates should be made for software implementation by means of a budget subtype in the original budget. Budget planning should be made flexible using parked documents, such as original budget that has not yet been approved. 1-1

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

1-2

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

80010

500,000.00 UNI

Commt item

80020

100,000.00 UNI

Commt item

80030

250,000.00 UNI

Commt item

80040

150,000.00 UNI

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

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Commt item

80030

100,000.00 UNI

Commt item

50060

200,000.00 UNI

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Document Number: ................................................. 1-3

1-4

Create the budget subtype “SAP” in Customizing and assign it to budget type KBUD for original budget. Use the hierarchy maintenance for the original budget to enter estimates for the following budget values in the payment budget for budget subtype “SAP”, fund “GENERAL” and funds center C15 in version 1. Commt item

80040

850,000.00 UNI

Commt item

80050

4.000,000.00 UNI

Document Number: ................................................. 1-5

Enter parked original budget (payment budget) of UNI 50,000.00 for year 200Y for commitment item 80010, fund General, funds center C15 in version 1. Document Number: ................................................. View the effects in Reporting.

1-6

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

80010

100,000.00 UNI

Commt item

80040

200,000.00 UNI

Commt item

80050

300,000.00 UNI

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

1-7

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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).

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Unit: Budgeting Topic: Releases and Budget Updates At the conclusion of these exercises, you will be able to: • Enter releases • Carry out budget updates • The budget for your tax authority has already been adopted. You have decided to use releases. As a result, you have the task of entering the resulting agreed budget changes into the R/3 System.

2-1

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

2-2

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

2-3

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

2-4

It has transpired that the funds budgeted for office material exceed expenditures by 25 000 UNI, this budget can however be used for books and magazines. Post the budget with budget subtype “TRXX”. Define budget subtype “TRXX” first so that you can make transfer postings between expenditures. Transfer the payment budget: Sender funds center Sender fund: Budget subtype: Receiver funds center: Receiver commitment item: Receiver fund:

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Sender commitment item: Budget

50010

TRXX A1 50020 Budget

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Unit: Budgeting Topic: Budgeting Control At the conclusion of these exercises, you will be able to: • Define budget profiles • Use budgeting tools • You should control the funds for the fund GENERAL using releases.

3-1

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

3-2

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

3-3

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

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Budgeting Solutions

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

1-1

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

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1-2

Accounting – Public Sector Management – Funds Management - Budgeting – Former Budgeting – Original Budget – Enter Field name or data type

Values

Fund

General

Budget subtype

(Leave blank)

FM area

90##

Version

1

Fiscal year

YYYY

Enter

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1-3

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories–Enter Budget Subtypes Field name or data type

Values

FM area

90##

Subtype

SAP

Name (short)

SAP

Name (medium)

SAP

Name (long)

SAP

Check subtype

Leave blank

Save

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

1-4

Accounting – Public Sector Management – Funds Management - Budgeting – Former Budgeting – Original Budget – Change in Hierarchy - Payments Field name or data type

Values

Funds center

(Leave blank)

Commitment item

(Leave blank)

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Fund

GENERAL

Functional Area

Leave blank

Budget subtype

SAP

FM area

90##

Version

1

Fiscal year

YYYY

Period

(Leave blank)

Enter and navigate to funds center C15

Commt item

80040

850,000.00 UNI

Commt item

80050

4.000,000.00 UNI

Enter Process – Total Up – Add Changed Values Press Enter and save

1-5

Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Original Budget – Park Document – Enter Field name or data type

Values

Fund

General

Budget subtype

(Leave blank)

FM area

90##

Version

1

Fiscal year

YYYY

With overall values

Leave blank

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Funds center

C15

Commitment item

80010

Amount

50,000.00 UNI

Save Accounting – Financial Accounting – Public Sector Management - Funds Management – Information System – Line Items – Budget (Former Budgeting) – Budget Entry Documents – Budget Entry Documents Take note of the “Document Status” list field.

1-6

Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Original Budget –- Change in Hierarchy - Payments Field name or data type

Values

Funds center

(Leave blank)

Commitment item

(Leave blank)

Fund

MIFI

Functional Area

Leave blank

Budget subtype

Leave blank

FM area

90##

Version

1

Fiscal year

YYYY

Period

(Leave blank)

Enter and navigate to funds center C15

Commt item

80010

100,000.00 UNI

Commt item

80040

200,000.00 UNI

Commt item

80050

300,000.00 UNI

Enter Process – Total Up – Add Changed Values Press Enter and save

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1-7

Accounting – Public Sector Management – Funds Management – Budgeting – Former Budgeting – Versions – Copy Field name or data type

Values

FM area

90##

Fund

GENERAL

Source version

1

Annual values

X

Year

YYYY

Overall values

Leave blank

Commitment budget

Leave blank

Payment budget

X

Budget

X

Only original budget

X

Parked values budget texts

Leave blank

Budget texts

Leave blank

Target version

0

Target year

YYYY

Group budget subtypes

Leave blank

Percentage of revaluation

100,00

Reset and overwrite data

X

Detailed log

X

Always generate line items

X

Header text

Group ##

Execute

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Field name or data type

Values

FM area

90##

Fund

MIFI

Source version

1

Annual values

X

Year

YYYY

Overall values

Leave blank

Commitment budget

Leave blank

Payment budget

X

Budget

X

Only original budget

X

Parked values budget texts

Leave blank

Budget texts

Leave blank

Target version

0

Target year

YYYY

Group budget subtypes

Leave blank

Percentage of revaluation

100,00

Reset and overwrite data

X

Detailed log

X

Always generate line items

X

Header text

Group ##

Execute

Unit: Budgeting Topic: Releases and Budget Updates

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2-1

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

90##

Fiscal year

YYYY

Enter Fund

MIFI / GENERAL

Version

0

PB Supplement

X

PB Release

X

PB Update

X

Save

2-2

Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Release – Change in Hierarchy – Payments Field name or data type

Values

Funds center

Leave blank

Commitment item

Leave blank

Fund

BUDGET

FM area

90##

Version

0

Fiscal year

200Y

Period

Leave blank

Edit – Expand all Edit – Select – Select all Flag the “Current Budget” column Edit – Copy View Enter 30%.

2-3

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

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Field name or data type

Values

Funds center

Leave blank

Commitment item

Leave blank

Fund

GENERAL

FM area

90##

Version

0

Fiscal year

200Y

Period

Leave blank

Edit – Expand all Edit – Select – Select all Flag the “Current Budget” column Edit – Copy View Enter 100%.

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2-4

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Create Budget Subtypes Field name or data type

Values

FM area

90XX

Subtype

TRXX

Name (S)

Trans

Name (M)

Transfer

Name (L)

Transfer

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

Values

FM area

90XX

Budget type

*KBU

Enter. Select entered line and choose Assign Budget Subtypes. New entries. Field name or data type

Values

Budget subtype

TR00

Expenditures A

X

Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Transfer – Transfer Post Field name or data type

Values

Fund sender

Budget

Fund receiver

Budget

Budget subtype

TRXX

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FM area

90##

Version

0

Sender year

YYYY

Receiver year

YYYY

With overall values

Leave blank

Enter

Sender funds center:

C12

Sender commitment item:

50010

Amount

25.000

Receiver funds center

A1

Receiver commitment item

50020

Amount

25.000

Save

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Unit: Budgeting Topic: Budgeting Control

3-1

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds Management Government – Budgeting and Availability Control (Former Budgeting) – Budget Profiles (Former Budgeting) – Set Up Budget Profile – New Entries Button 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 3-2

Accounting – Financial Accounting – Public Sector Management - Funds Management - Master Data – Fund – Change

3-3

Accounting – Financial Accounting – Public Sector Management - Funds Management - Master Data – Fund – Display

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

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– Budgeting and Availability Control (Former Budgeting– Set Budget Profile Annual and overall values are budgeted. Active availability control checks for annual values.

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Budget Execution EA-PS

Basics of Budget Execution Definition (Earmarked Funds) Debit Position (Requests) Requests: Special Features

© SAP AG 2002

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Budget Execution EA-PS: Objectives

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

© SAP AG 2002

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Budget Execution: Overview Diagram 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

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Budget Execution EA-PS I

Basics of Budget Execution Definition (Earmarked Funds) Debit Position (Requests) Requests: Special Features

© SAP AG 2002

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Active Availability Control

Overview Search for Budget-Bearing Element Control of Availability Control Tolerance Limits Reconstruction of Availability Control

© SAP AG 2003

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Overview: Active Availability Control One of the important functions of Funds Management is the monitoring of available funds. The active availability control determines: the budget-bearing elements the corresponding assigned funds If the tolerance limits are exceeded, the system reacts in one of the following ways depending on the setting you have made:

Warning Warning to the user

Warning + Mail Warning to the user + automatic mail to the manager of the funds center

Error Message

Transaction is rejected

© 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.

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Overview: Budget-Bearing Element

Determining the budget-bearing element depends on how the budget structure is set up: “Without” a special budget structure With a particular budget structure, but without using dynamic budget objects With a particular budget structure, but using dynamic budget objects

© SAP AG 2003

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Determining the Budget-Bearing Element (1) Without specific budget structure

V 4712 4711

A1 4712 4711

P12 4712 Budget Values

Funds Commitment

4711

© 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 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.

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Determining the Budget-Bearing Element (2) With a specific budget structure, without use of dynamic budget objects

V

x

x 4712 x 4711

x

A1 x 4712 x 4711

P12 x

4712

Budget Object

Funds 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 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.

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Determining the Budget-Bearing Element (3) With a specific budget structure, with use of dynamic budget objects

V

x

x 4712 x 4711

x

A1 x 4712 x 4711

P12 x

4712

Budget Object

Funds 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.

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Tolerance Limits of Availability Control

FM area

Profile

9000

FM0001

PB CB

Proced. ++

Action 1

% Usage

Abs. diff. Inactive

90%

1000 UNI

Deactivation indicator Definition of relative or absolute deviation from budget value System reaction: 1 Warning 2 Warning and mail 3 Error message Restrictioni of defined tolerance limits to particular transactions, for example funds reservations, purchase orders, actual postings and so on Separate control of payment budget and commitment budget

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.

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Availability Control: Commitment Types

Posting possible?

Value Types

Tolerance limits are defined

AVC reaction

50 51 52

Purch. req. Purch. order Bus. trip cmt

soft hard soft

65 81 82

Fnds cmt Fnds reserv. Fnds precmt

hard soft soft

Tolerance limits are exceeded

© 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.

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Reconstructing Availability Control You must reconstruct availability control: After changes to the funds center/commitment item master data hierarchies (after reconstructing the distributed values) After changes to the budget structure definition Each time you activate/deactivate - the company code/FM area assignment - the availability control - the cover eligibility After changes to the budget profile assignment After changes to the following in the budget profile definition: - Releases/current budget - Overall values/annual values - Tolerances (to see messages) After changes to the sequence in the generic search After reconstructing actual data in FM

© 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.

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Posting Periods/Open Fiscal Year

Define Open Intervals FK02

FM Area Budget Category PB CB

Year

Value Type

Account Assignment Value Element

2002 2002

* *

all AA all AA

* *

AuthGr from to 16 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.

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Budget Execution EA-PS II

Basics of Budget Execution Definition (Earmarked Funds) Debit Position (Requests) Requests: Special Features

© SAP AG 2002

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Process Flow: Budget Execution

Definition

Debit 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.

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Earmarked Funds and Funds Transfers Vendor Invoice/ Payment Request

Customer Invoice/ Acceptance Request Funds Transfer

Funds Precommitment

Forecast of Revenue

Funds Blocking

Revenue Budget

Funds Commitment

Funds Reservation

Expenditure Budget

© 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 .

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Earmarked Funds: Document Types Documents: Documents: Earmarked Earmarked Funds Funds Documents Documents

Cat. Cat.

Funds Funds blocking blocking Funds reservation Funds reservation Funds Funds precommitment precommitment Funds Funds commitment commitment Forecast Forecast of of revenue revenue

20 20 30 30 40 40 50 50 60 60

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

Document Document Type Type (user-defined) (user-defined)

Document Header Document no. Document type Company code

Document date Posting date 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.

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Earmarked Funds: Specific Settings

Completed Completed Indicator Indicator

Overrun Overrun Tolerance Tolerance

Item Item blocked blocked

CO CO Integration Integration (Only Funds (Only Funds Commt) Commt)

Funds Funds Reservation/ Reservation/ Funds Precommitment/ Funds Precommitment/ Funds Funds Commitment Commitment Forecast Forecast of of Revenue Revenue

Value Value Adjustment Adjustment required required

No No Carryforward Carryforward at at Fiscal Year Change Fiscal Year Change

Account Account Assignment Assignment can be can be changed changed

Statistical Statistical Indicator Indicator

© 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.

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Earmarked Funds: Adjusting Values X

Value adjustment required

Document Items Item. 1 2 3

Overall Amount 5000

Amount Changed

Manual Manual changes changes can can no no longer longer be be made made

Commt Item

Value Adjustment 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.

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Earmarked Funds: Approval Workflow

FM

Customizing

Earmarked Funds

Level 1

Approved

Level 2

Level 3

© SAP AG 2002

The approval workflow is triggered by the earmarked funds document. The responsible persons are determined via the following parameters: - Document type - FM account assignment (commitment item, funds center, fund, functional area) - Amount Several responsible persons can be named for each approval level. At least one responsible person has to approve the document. You can assign an unlimited number of levels and responsible persons. Reasons for an approval or a rejection must be added. In case of rejection, the approval workflow is automatically started again.

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Earmarked Funds Process EAEAPS Institute Funds Funds for Medical Current Research Budget Reservation Precommt Requirements 50010

EAEAPS

FI Funds Commt

Invoice

Payment

Available Budget

1000 1000

100

900 100

1000 50020

...

50030

...

900 100 90

-

900

-

910 90

-

-

-

910

Personnel 40010

... Reservation Online

Precommt Online

Commt

Invoice

Online

Payment 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.

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Revaluating Earmarked Funds Documents Local Currency is Different to Transaction Currency ! Funds Commt ... ... ...

Document Date Posting Date Currency/Rate Item 1

Item 1

Available Budget UNI

01.02.2002 02.01.2002 USD/1.75

Amount USD 100.00

Reval. Date Currency/Rate

EAEAPS

1000

UNI 175.00

825

03.01.2002 USD/1.85

Amount USD 100.00

UNI 175.00

Overall Reval. 185.00

815

© 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.

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Budget Execution EA-PS III

Basics of Budget Execution Definition (Earmarked Funds) Debit Position (Requests) Requests: Special Features

© SAP AG 2002

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Debit Position: Invoice Documents

Definition (Commitment Documents)

Debit Position (Invoice Documents)

Actual (Payment Documents)

© SAP AG 2002

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Main Request Categories

EA-PS Request

FI Documents

Payment Request

Vendor Invoice (AP)

Acceptance Request

Customer Invoice (AR)

Clearing Request

G/L Account Posting

© 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 .

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Request Categories

Acceptance Request

Deferral Request

Deduction Request

Clearing Request

Debit Position -

Payment Request

Posting

Standing Request Temporary Waiver

Remission

© 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.

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Request Process Create

Release

Post

Subledger Accts Vendor

Approve

Acct Assgmt Document

Commt Item Funds Center Fund Payment Data Amount Payment Condition Baseline Date

Reject

Debit Position

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.

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Posting Logic EA-PS/ FI EAEAPS

Request Doc. No. Doc. Type FM Area

Date

Account Determination EA-PS FI

Items Item 1 2 3

Amount

Funds Ctr Cmmt Item Fund

Customizing

FI

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.

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Entering Requests Differentiate Differentiate between between vendor/customer vendor/customer documents documents and and so so on on

Doc. Header Doc. Number Doc. Type Company Code Reference Header Text

Document Date Posting Date Currency/Rate

Subledger Accounts

Individual Request Fast Entry

FM Acct Assgmt

Collective Request

Payment Data

© 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.

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Requests: Account Determination

IPSX

IPSY

Generic masking possible

IPSZ

Fiscal Year Company Charact. Commt Item ID Code Variant ISPS

2000 2001

ISPX

Request Cat.

100+++++

Priority G/L Acct

400000

Proposal List G/L Accounts

2002 © SAP AG 2002

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.

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Example: Account Determination

EAEAPS Commt Item 4713 4000,77

FI

Payment Request Commt Item: Vendor: Cost Center: Amount:

4713 1234 7000 4000,77

Subledger Account Vendor 1234 4000,77

CO

Cost Center 7000 Acct Determination (simplified) Cost Element

400.000 4000,77

Cmmt Item

FI Account

4713

400000

Profit and Loss Statement Expense Acct 400000 4000,77

© SAP AG 2002

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

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Detail Customizing: Requests

Global Settings Settings are valid for the whole client

Company Code Variant Settings are valid for the corresponding company code variant

© SAP AG 2003

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Requests: Global Settings

Financial Accounting

Request

Customer Enhancements Vendor Enhancements

Subsequent Bundling Use Revenue Type

© SAP AG 2003

The global settings apply to the whole client. The following settings can be made for requests: Subsequent Bundling: No request number is assigned when a request is posted. However, the requests can be grouped under a request number at a later stage. Use Revenue Type: Makes it is possible to use revenue types Use Object: (Only valid for the activation of the global functions for German Government). Use Posting Day: (Only valid for the activation of the global functions for German Government). The following settings can be made for Financial Accounting: Use Name Enhancement: Alternative name fields for the entry of customer and vendor master data. Use Additional Master Data Fields: Additional fields for the entry of customer and vendor master data. Use Time-Dependent Bank Details: Use of a validity period for bank details. Activate Additional Subledger Preprocedure Table: Assignment of subledger preprocedure to revenue type. Use Execution: (Only valid for the activation of the global functions for German Government).

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Requests: Company Code Variant

Revenue Type Account Group Customer

Vendor Master Record

Customer Master Record

Revenue Type Object Class Complete

Co. Code Variant

Without Request Number

Do Not Group

Additional Receivable Interest Block

© SAP AG 2003

The following settings can be made in the company code variant: Vendor/Customer Master Record: Address and bank details data are copied to the request. Customer/Object Class Account Group Revenue Type: Customer account group and object class assignments can be found in the settings for revenue types. If you want these relationships to be checked, you must set the relevant flags. Complete: If the indicator "Complete" is set, requests can only be saved if all relevant data was entered for document entry. Without Request Number: Requests to be posted using the direct input procedure are not given a request number. Subsequent bundling is performed via transaction F899. Additional Receivables Interest Block: The system sets an interest block for additional receivables. You must have flagged the corresponding revenue type as an additional receivable. No further interest is calculated on these additional receivables during the dunning run. Do Not Group: This suppresses the grouping in an FM account assignment which is carried out by default when a request is printed.

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Requests: Reversal Postings

Deduction instead of reversal No automatic clearing

Deduction transactions Deduction requests have their own request category Deduction requests are processed in the same way as original requests

Deduction also possible using +/- indicator Post with the original request transactions/categories +/- sign indicator selected

FI reversal postings also possible

© SAP AG 2003

When working with request documents, you can make deduction postings instead of posting reverse documents. Deductions are credit memos and are processed according to original requests. This means that they are posted as FI documents that include collective request processing. Instead of making a deduction posting, it also possible to post a second request for the original request type, but with the opposite +/- sign. Standard FI reverse postings can be also used for requests (that have been posted in FI).

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Budget Execution EA-PS IV

Basics of Budget Execution Definition (Earmarked Funds) Debit Position (Requests) Requests: Special Features

© SAP AG 2002

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Different Due Dates Installment Scheme Distribution Number

Due Date Plan 1. Due Date

Fast Entry Commt Item x 50050

Monthly Intervals Funds Cntr

Fund

Vendor/Customer

a11

Maier

Baseline Date 130199

Amount 120

...

© SAP AG 2002

In the fast entry screen you can divide a FI document into several FI documents. With the installment scheme, you can define the number and the amount of the documents. In addition, you can determine the monthly intervals between the installments and the first due date. Possible roundings can be defined using rounding units in Customizing.

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Approval Workflow FI EA-PS-PP Document FI-PP Document MM-PP Document

Bundling for each document category using F899

Parked Parked Requests Requests

Approval Levels

One

Two

Three

Amount

1,000

10,000

≥ 100,000

Responsible Person(s)

Rejected Approved

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.

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Acceptance Request and Revenue Type

Customer Master Data

FI

Bank

Acceptance Request

Account number

Customer Dunning Area

Bank number 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.

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Assign Revenue Types

Account Group

Commitment Item Revenue Type Dog Dog Tax Tax

Dog

Dunning Dunning Procedure Procedure Dunning Dunning Recipient Recipient Dunning Dunning Block Block Last Last Dunning Dunning Dunning Dunning Level Level Dunning Processor Dunning Processor

Customizing

Dunning Dunning Areas Areas

© SAP AG 2002

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

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Enter Standing Request

Document Header Document Date

Document Type

Posting Date

Period

Company Code

Crncy/Exch. Rate

Subledger Account

Recurring Entry Data: First execution Last execution Execution day Execution plan

FM Acct Assignment Amount

© 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.

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Create Funds Commitment from Standing Request

Document Header Company Code

Doc. Type

Subledger Account Vendor

Account Assignment Earmarked Fund

Commt Item

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.

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Create Funds Commitment from Standing Request Create Funds Commitment for Standing Request for Several Fiscal Years

Document Header Company Code Fiscal Year Request Number

to

Test Run

Type DB Doc.

CoCd

Message Text Funds commt succesfully created

© 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.

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Deferral Request

2001

2002

2003

Time

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.

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Deferral Request - Document Header 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 and ifif necessary necessary for for Controlling Controlling © SAP AG 2003

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

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Installment Distribution

Installment Distribution Proportional Procedure

Installment Scheme Distribution Number

Due Date Plan 1. Due Date Monthly Intervals Commt Item x 50050

Funds Center Fund

Invoice Reference

a11

1800000000

Baseline Date 011002

Amount 120

...

© 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.

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Deferral Request – Account Determination

Fiscal Year ID ISPS

1 2

Company Code Variant ISPX

Customer 100 100 100

2

G/L Account 801000

800000 100

1

Posting Acceptance Request

2

Posting Deferral Request

1

2

801000 100 100

2

© 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.

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Deferral Interest

How? Interest Calculation Interest Formula

0001

Interest Calculation Date 07.01.02

From? © SAP AG 2002

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.

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Post Mass Deferral

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

15. 05. 00

1

Customer 100 100

2

31.05.00

1

200

2

01.07.00

2

100

01.08.00

2

100

01.09.00

2

100

200

Sales Revenues 100 1 200

1

2

Deferral Acct 100 100

2

2

200

100

2

100

2

© SAP AG 2003

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

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Deferral Request: Single Reversal

Document to be reversed Request Number Company Code

Entries for Follow-on Posting

Due Date of Reversal Document • Date from original document • Posting date as net due date • Date from oldest document • Net due date

© 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.

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Temporary Waiver/Remission

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.

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Temporary Waiver / Remission - Document Header

Company Code Fiscal Year Single Temporary Waiver/Remission Document Number Mass Temporary Waiver/Remission Customer Vendor Entries for Follow-on Posting Posting Date Period

Data Data for for Financial Financial Accounting Accounting and and ifif necessary necessary for 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.

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Temporary Waiver / Remission: Posting in FI

1. Posting the Receivable

Customer 1) 600.00

2. Temporary Waiver / Remission

Customer 1) 600.00

2) 600.00

3. Reversal Temporary Waiver / Remission

Customer 1) 600.00

1) 600.00

3) 600.00

© SAP AG 2003

1) Receivable in the amount of 600.00 €. 2) Temporary Waiver/remission of the receivable. The clearing of the two items is not automatically carried out. 3) Reversal of the temporary waiver/the remission.

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Clearing Request (1)

Sender

Receiver

Expenditure Commt Item Funds Center

Expenditure Commt Item Funds Center

Revenue Commt Item Funds Center

Revenue Commt Item Funds Center

Expenditure Commt Item Funds Center

Revenue Commt Item Funds Center

Revenue Commt Item Funds Center

Expenditure Cmmt Item 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.

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Clearing Request (2)

Receiver Data Amount Commt Item Funds Center

Reference Application Region

Text

Sender Data

New CoCode

Commitment Item

Funds Center

Amount

Application

© 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.

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Budget Execution: Unit Summary

FM commitment documents in the expenditure process map funds reservation, funds precommitment and funds commitment By posting a forecast of revenue, expected revenues can be entered whose amount and arrival is uncertain Debit postings are triggered by requests and the postings connected to them in FI The budget execution process can be represented in an approval workflow

© SAP AG 2002

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Budget Execution: Unit Summary (2)

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

© SAP AG 2003

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Budget Execution : Exercises

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Unit: Budget Execution Topic: Active Availability Control, Earmarked Funds and Posting Periods At the conclusion of these exercises, you will be able to:

• Work with the active availability control

You are a project manager and must therefore use the active availability control. 1-1

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

1-2

Finally, reconstruct the availability control.

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Unit: Budget Execution Topic: Earmarked Funds and Posting Periods At the conclusion of these exercises, you will be able to:

• Open and close posting periods • Represent a procurement process without Materials Management • Use earmarked funds documents to represent your procurement processes in Funds Management.

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

1-3

Check whether the periods for the current and the following fiscal year for your company code 90## are open for the payment budget.

1-4

Enter the funds reservation. Company code:

90XX

Currency:

UNI

Amount:

10.000,-

Commitment item: Funds center:

80010 (Data processing) C15

Fund:

GENERAL

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

1-5

In the report selection, under Line items -> Commitments and Funds Transfers, look at the funds reservation. Note: You are working with company code 90##. 1-6

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

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1-7

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

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Unit: Budget Execution Topic: Requests and Account Determination At the conclusion of these exercises, you will be able to:

• Create company code variants • Create account determinations Commitment item 80010 needs to be assigned to G/L account 403000.

2-1

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

2-2

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

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Unit: Budget Execution Topic: Creating a Payment Request

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

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

Enter a payment request with reference to the funds commitment from exercise 1-5. The invoice amount is 8000 UNI. Use tax code VN and cost center L-100. 3-1

Save the request in full.

3-2

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

3-3

Post the request.

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

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Unit: Budget Execution Topic: Creating an Acceptance Request In this exercise you learn how to create acceptance requests in the R/3 System.

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

Enter revenues from publications of 1,000.00 UNI for commitment item 10022 and funds center A12 in the fund “GENERAL”. Use tax code AN. 4-1

Save the acceptance request in full.

4-2

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

4-3

Post the request.

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

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Unit: Budget Execution Topic: Deferring an Acceptance Request

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

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

Enter the relevant deferral for the acceptance request you have already created and enter the agreed installment payment. First, assign G/L account 800100 for deferrals in account determination. 5-1

Save the deferral request in full.

5-2

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

5-3

Post the deferral request.

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

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Unit: Budget Execution Topic: Revenues Increasing the Budget (optional) 6-1

Post another acceptance request with the amount 5,000 UNI Customer: Maier Amount: 5,000 Commitment item: 10022 Tax code: A0 (Output tax 0 %) Funds center: C12 Fund: Budget

6-2

Start programs to increase the expenditure budget.

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Unit: Budget Execution Topic: Creating a Standing Request

You learn how to create standing requests in this exercise

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

7-1

Create a standing request which should run for a year. The payments of 50 UNI should start on the first of the following month and then continue on the first of each subsequent month. Assign to account: Vendor: Miller Commitment item: 80020 Funds center: C15 Cost center: C15 Fund: GENERAL Tax code: V0 Document number:..........................

7-2

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

7-3

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

7-4

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

7-5

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

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Budget Execution: Solutions

Unit: Budget Execution Topic: Active Availability Control 1-1

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

Values

FM area

90##

Profile

GR##

PB

X

CB

Leave blank

Transactions

++

Action

1

% Consumption

80

Absolute deviation

Leave blank

Not active

Leave blank

FM area

90##

Profile

GR##

PB

X

CB

Leave blank

Transactions

++

Action

2

% Consumption

90

Absolute deviation

Leave blank

Not active

Leave blank

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FM area

90##

Profile

GR##

PB

X

CB

Leave blank

Transactions

++

Action

3

% Consumption

100

Absolute deviation

Leave blank

Not active Save 1-2

Leave blank

Accounting – Financial Accounting - Public Sector Management – Funds Management - Budgeting – Former Budgeting – Tools – Reconstruct Assigned Values Field name or data type

Values

FM area

90##

Fiscal year

YYYY

With log Execute.

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Unit: Budget Execution Topic: Earmarked Funds and Posting Periods 1-3

Accounting – Financial Accounting – Public Sector Management - Funds Management – Additional Functions – Closing Operations – Open and Close Posting Periods / Fiscal Years – Individual Processing Field name or data type

Values

FM area

90##

Budget category

PB

Year

YYYY

Value type

* (= all value types)

Account assignment element

All Account Assignments

Value

* (= all dimensions)

Authorization group

(Leave blank)

From period

0

To Period

16

Save 1-4

Accounting - Financial Accounting – Public Sector Management - Funds Management – Posting – Earmarked Funds - Funds Reservation - Create Field name or data type

Values

Doc. type

FdsReservn

Document date

DD.MM.YYYY

Posting date

DD.MM.YYYY

Company Code

90##

Currency

UNI

Leave remaining fields blank and enter

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Amount

10.000

Commitment item

80010

Funds center

C15

Fund

GENERAL

Goto – Line items details – Button Multiple Selection => Overrun tolerance 20% Save 1-5 Accounting - Financial Accounting – Public Sector Management - Funds Management – Information System – Line Items - Commitments/Actuals – Commitments and Funds Transfers 1-6 Accounting - Financial Accounting – Public Sector Management - Funds Management – Posting – Funds Precommitment - Create Field name or data type

Values

Doc. type

Earmarked funds

Document date

DD.MM.YYYY

Posting date

DD.MM.YYYY

Company Code

90##

Currency

UNI

Leave remaining fields blank and press enter Goto – Detail Document Line Field name or data type

Values

Funds reservation

Funds reservation number

Set to complete

X

Amount

11.000

Save

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1-7 Accounting - Financial Accounting – Public Sector Management - Funds Management – Posting – Funds Commitment - Create Field name or data type

Values

Amount

10.000

Doc. type

Funds commitment

Funds precommitment

Funds precommitment number

Vendor

Miller

Goto – Detail Document Line Field name or data type

Values

Funds precommitment

Funds precommitment number

Set to complete

X

Save

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Unit: Budget Execution Topic: Requests and Account Determination

2-1

Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Funds Management-Specific Postings - Requests – Variants – Define Company Code Variant Field name or data type

Values

Company code variant

GR##

Name

Variant GR##

Complete

X

Save Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Funds Management-Specific Postings - Requests – Variants – Assign Company Code Variant to Company Code Field name or data type

Values

Company Code

90##

Company code variant

GR##

Save

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2-2

Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Funds Management-Specific Postings - Requests – Account Determination – Define G/L Account Determination Field name or data type

Values

Fiscal year ID

ISPS

Company code variant

GR##

Commitment item

8++++

Fund

Leave blank

Funds center

Leave blank

Request type

Leave blank

G/L account

403000

Field name or data type

Values

Fiscal year ID

ISPS

Company code variant

GR##

Commitment item

1++++

Fund

Leave blank

Funds center

Leave blank

Request type

Leave blank

G/L account

800000

Save

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Unit: Budget Execution Topic: Creating a Payment Request

3-1

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Payment Request – Enter Field name or data type

Values

Document date

dd.mm.yy

Doc. type

KR

FM area

90##

Company Code

90##

Vendor

Miller

Earmarked funds

Document Number of Funds Commitment

Cost center

L-100

Amount

8,000 UNI

Tax code

VN

Calculate tax Save all 3-2

X

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Payment Request – Release Field name or data type

Values

Request Number

See 2-1

Company Code

90##

Enter and release document.

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3-3

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Payment Request – Post Field name or data type

Values

Request Number

See 2-1

Company Code

90##

Enter and post document.

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Unit: Budget Execution Topic: Creating an Acceptance Request

4-1

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Acceptancet Request – Enter Field name or data type

Values

Document date

dd.mm.yy

Doc. type

DR

FM area

90##

Company Code

90##

Customer

Maier

Commitment item

10022

Funds center

A12

Fund

Budget

Amount

1,000 UNI

Tax code

AN

Calculate tax Save all 4-2

X

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Acceptance Request – Release Field name or data type

Values

Request Number

See 3-1

Company Code

90##

Enter and release document.

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4-3

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Acceptance Request – Post Field name or data type

Values

Request Number

See 3-1

Company Code

90##

Enter and post document.

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Unit: Budget Execution Topic: Deferring an Acceptance Request

5-1

Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector Management - Funds Management Government – Funds Management-Specific Postings - Requests – Account Determination – Define Account Determination for Deferrals Field name or data type

Values

Fiscal year ID

ISPS

Company code variant

GR##

G/L account

800100

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Enter Field name or data type

Values

Company Code

90##

Fiscal year

YYYY

Document number for FI Document !!!

See 3-1

Doc. type

ST

Execute. ”Generate Due Dates” Button Field name or data type

Values

Installment Allocation

Sequential Procedure

Divide into installments of

500 UNI

1. Due Date

01.MM+3.YYYY

Months between installments

1

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5-2

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Release Field name or data type

Values

Request Number

See 4-1

Company Code

90##

Enter and release document.

5-3

Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting – Request – Deferral Request – Post Field name or data type

Values

Request Number

See 4-1

Company Code

90##

Enter and post document.

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Unit: Budget Execution Topic: Revenues Increasing the Budget

6-1

See 4-1 to 4-3

6-2

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

Field name or data type

Values

FM area

90XX

Fiscal year

200Y

Update run

X

FM acct assignment increasing the budget

X

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

Field name or data type

Values

FM area

90XX

Fiscal year

200Y

Fund

BUDGET

Sort according to revenues

X

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Unit: Budget Execution Topic: Creating a Standing Request

7-1

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

Field name or data type

Values

Document date

dd.mm.yy

Doc. type

KR

Company Code

90##

Enter.

Field name or data type

Values

First execution date

01.YY +1.200Y

Last execution date

01.YY+12.200Y

Interval in months

1

Enter.

Vendor

Miller

Commitment item

80020

Funds center

C15

Cost center

C15

Fund

Budget

Amount

50 UNI

Tax code

V0

Calculate tax Save all 7-2

X

See 4-2 to 4-3

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7-3

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

7-4

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

7-5

Field name or data type

Values

Company Code

90XX

Request Number

See 7-1

Next execution

01.YY +1.200Y

Last execution date

01.YY+12.200Y

Interval in months

1

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

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Integration

Purchasing Financial and Asset Accounting Integration Trip Costs Accounting Funds Management and CO Funds Management and HR Integrating Project System Integrating Plant Maintenance Integrating Sales and Distribution Integration IS-PS-CA

© SAP AG 2002

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Integration: Objectives

At the conclusion of this unit, you will be able to describe: the business processes that are integrated in Funds Management Different core processes that take place within purchasing, and within payroll and trip cost accounting Individual steps to be followed and a detailed explanation of how they are inter-linked and how assessed value is adjusted. Ways in which the Controlling, Project System, Asset Accounting, Plant Maintenance and Sales and Distribution application components can be integrated with Funds Management.

© SAP AG 2002

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Course Overview Diagram 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

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Integration I

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

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MM Integration: Commitment Documents

MM

EAEAPS

Funds commt

Purchase order

Purchase requisition

Funds precommt

Funds reservation

Funds 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!

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Scenario: "Procurement Without MM"

MM not used

Commitment Precmmt

Reqmt

Cmmt

Actual cash

GR to final target

Reservation

Pur. Req.

Actual accrual

Order

Invoice

Payment

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).

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Scenario: "Procurement With MM Without Warehouse Management" Commitment Precmmt

Reqmt .

Cmmt

Actual cash

GR to final target

Reservation

Pur. Req

Actual accrual

Order

Invoice

Payment

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.

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Purchasing Without Warehouse Management MM

EAEA- PS Institute for Medical Research

Current budget

Pur Req.

Business requirement 50010

1000

100

1000

-

1000

-

1000 50020

...

40010

...

F

Purchase order

Invoice

EAEA-PS

Payment

Available budget

-

-

900 900

100

-

900

-

100

900

Invoice

Payment

100

HR

PurReq. POrd. online

batch

© 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.

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"Purchasing with Warehousing"

Commitment Precmmt

Reqmt

Cmmt

Reservation

Pur. Req.

Actual accrual

Actual cash

GR to final target

Invoice

Order

Payment

GR to Warehouse Using MM

GI to target

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.

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Warehouse Processing Scenario

Subprocesses Functions in operative modules

Purchase order Pur.req./ Purchase order

Commitment values

Goods receipt

Goods issued to consumer

GR (or IR)

Goods issue

Actual values

Scenario I II III

Consumptn fnds ctr

Customizing update control

Debit consuming funds center

No value update

No value update

Wrhouse funds ctr

Wrhouse funds ctr

Credit whse+debit consump. FC whse

Wrhouse funds ctr

Wrhouse funds ctr

Consuming funds center

Consuming funds center

IV

Switch 1 Unassigned purc.ord./ purch.req.

Switch 2 Goods issue

Man.acct assgt default Not budget relevant Warehouse funds center Warehouse funds center

Not budget relevant default Cash balance item statistical Credit to warehouse funds ctr Cash balance item statistical

+ 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.

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GR/IR Update

Commitment

Actual accrual

MM not used

Actual cash

Reservation Reqmt Using MM

GR to final target PurReq.

Order

Invoice Goods issue to stock

Goods receipt

Payment

GI to target

Invoice receipt

The update can take place at the time of goods receipt or invoice receipt.

© SAP AG 2003

The following options are available: Evaluated goods receipt: the system saves the line items relevant for FM at the time of goods receipt Non-evaluated goods receipt: the system saves the line items at the time of invoice receipt The update is always made under value type "invoice" (54). In addition you can also update the goods receipt (GR) and the invoice receipt (IR). The reduction between goods receipt and invoice receipt depends on the quantity also with price differences. The reduction of the purchase order depends on whether the commitment is updated by value or by quantity. For value-based commitments, the reduction takes place from goods receipt / invoice receipt value. For quantity-based commitments, the reduction takes place from the maximum goods receipt / invoice receipt quantity Note: In Customizing, you define whether the update is value- or quantity-based under General Settings -> Check Unit of Measure.

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MM Integration: Actuals Documents MM

Purchase Order

FI Doc.

MM Logistics Invoice Verification

EAEAPS Funds Commitment Funds Reservation

Collective Payment Request for each document category

FM Payment Request

FI Customer Invoice

Approval

FI Doc.

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.

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Multiple Account Assignment for a Purchase Order

Purchase Order Pos. 010 020 030 040 050 ... ...

.. .. .. .. ..

......... ......... ......... ......... .........

. . . . .

FM Account Assignment Funds Cmmt Center Item ... ... ... ... ... ...

Fund

Funct. Funded Grant Share Area Program ... ... ... . . . 40 % ... ... ... . . . 30 % ... ... ... . . . 30 %

Funds Cmmt Center Item ... ... ... ...

Fund

Funct. Funded Grant Share 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).

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Integration II

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

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Financial and Asset Accounting Integration

Transactions and postings in Financial Accounting and Asset Accounting that can be broadly classified as income or expenditure are updated in Funds Management. The request function supplements FI postings by one-line fiscal postings in Public Sector. FI postings can still be used. This is especially relevant for Asset Accounting integration, as with the current Release EA-PS 1.10, only asset acquisitions (transaction type 100) can be processed in requests. You must use FI functions for all other postings.

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Integration FI - Funds Management Commitment item Expend.

Other

Material HR ... GR/IR Invoice Bank

G/L account commitment item Reconciliation Acct Invoice Vendor 160.000 Off.Supp. 475.000

G/L account

Off.Supp.

475.000 476.000 430.000

Office supplies EDP cons.material Personnel costs

191.100 160.000 113.100

GR/IR clearing Vendor reconc. acct Bank

FI document PK

Account

Commitment item

31

Vendor 1

Invoice

40

475.000

Office supplies

© 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.

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Integration FI - AA - Funds Management

Asset Accounting

FIFI- AA

EAEA-PS Budget 2003 Department XY Capital expenditure Budget Actual

Asset acquisition

Asset retirement

120

80

Avail. 40

Operative expenditure ...

Is the transaction relevant to the budget? © 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.

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Transaction Types Relevant to the Budget

FI

Business transact.

FIFI- AA

Accounts

Transaction type

Ext. acq. with vendor Vendor reconcil. acct

Transfer

EAEA-PS

Financial transact. of cmmt item 60

Asset G/L account

100

30

To assets

330

30

From assets

320

30

© SAP AG 2003

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Integration III

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

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Travel Management Process

HR

HR

Payment by HR Approval Travel request before trip before trip

Entry of document after trip

Travel expenses

Actual update in FM Payment by FI

• Statistical update in FM • No availability control

• Update in FM • Availability control

• Availability control, if trip costs > approved costs

© 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.

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Account Assignment Options for Trips

OPTION 1 FM acct assignment

Trip from

to

to

30 %

Destination 1

70 %

Destination 2 Entire trip

OR OPTION 2

Documents 001

HOTEL _ ________

002

TAXI _ ________

003

_________

...

30 %

Destination 1

70 %

Destination 2 Per document

30 %

Destination 1

30 %

Destination 2

40 %

Destination 3

© SAP AG 2002

Trip costs can be assigned to accounts in one of two ways: Assigning the entire trip to an account: If you assign the entire trip to an account, you can break down the amounts on a percentage basis and distribute these to a number of FM account assignments. The account assignment can be made at the time of the travel request. A default value can be defined for this in the HR master record. When you enter the trip, the system automatically adopts any account assignment entered in the travel request. Assigning each document to an account individually: If you choose this option, you can still break down the amount of each document on a percentage basis. Since documents are not generated until the trip itself takes place, you cannot enter documents at the same time you enter the travel request. The account assignment defined in the HR master record is not used because the account assignment per document is only required if the trip cannot be assigned generically.

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Integration IV

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

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Funds Management and Controlling

Funds Management and Controlling can have the same structures in personnel subareas of an organization or in the whole organization as well. Depending on the degree of similarity, it may be useful to integrate the transactions and functions of these areas. You can decide whether to display CO internal transactions, as only statistical or as "real" assigned values in Funds Management. SAP emphasizes that the update of actual and commitment data in Controlling and Funds Management can differ greatly, depending on the different demands on internal controlling on the one hand and budget control on the other.

© SAP AG 2002

Examples of different updates in EA-PS and CO: Different master data structure Budget consumption (actual) principally for due date in Funds Management versus costs in Controlling for posting date. Budget consumption (commitment) principally for the posting date in Funds Management versus costs in Controlling for delivery date. Non-input tax deductible administrations must use gross budgeting (gross tax in FM versus net tax in Controlling). Normally, asset acquisitions are updated in Funds Management but not in Controlling. In contrast, depreciation is updated in Controlling but not in Funds Management. Different goods receipt updates: The goods receipt is updated in Controlling. In Funds Management, you can decide whether the goods receipt is updated or not.

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CO - EA-PS Integration Options

Without CO

Parallel Parallel struc- contents ture in in CO and CO and EA-PS EA-PS

Input help + acct assgmnt derivation

Input help + account assignment derived automatically for postings from integrated modules CO- internal postings are recorded in EA-PS: - Order settlement - Assessment + distribution - Internal activity allocation - Overhead costing - Actual transfer postings - Actual accrual calculation

Posting integration

© 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.

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Possible Entries and Automatic Account Assignment Derivation MM

FI

CO Collective cost center

Account 400000 Amount 1000 UNI

MM - CO Integration

CstCtr 4711 FndsCtr

Account assignment derivation tool CstCtr Cost Funds Commt Order element center item WBS elem. Profit Ctr 4711

A1

Mat.

4711

400000 A1

Mat.

1000 A1

Mat.

A1

Mat.

Work

EAEA-PS Fund Funds center: A1 Item: MAT Fund: Work -

1000.-

Work

© 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.

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CO - EA-PS Posting Integration

Collective Cost Ctr 1000.-

1000.-

Administration I

Administration II

400.-

300.-

Department ABC 300.-

Example: Assessment cycle

Derivation CO Obj. FM Obj.

EAEA- PS

Funds center A1 MAT 1000.-

1000.-

Funds center ADM I

Funds center ADM II

400.-

300.-

Funds center ResFld ABC 300.-

© 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)

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CO - EA-PS Posting Integration MM FI

Expenditure item

1 Updating

1 Updating

CO EAEA-PS A1

P11

A1

P12

P11

P12

2

Posting integration

Funds Center Hierarchy

Cost Center Hierarchy © 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.

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Integration V

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

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Funds Management and HR

In most cases, human resources expenditures constitute the largest block of expenditures in a budget. Different integration scenarios are possible depending on the structural similarities between EA-PS and CO. There will be a new solution for the integration of the personnel commitment in FM in the next release, "Position Budgeting and Control".

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HR - EA-PS Integration Options

Integration scenario

Parallel Without strucusing HR ture in CO and EA-PS

Personnel cmmt in EA-PS

Acct assignments in HR derived from CO acct assignmts

EA-PS acct assgnmts are derived in the Accounting interface, but are not visible in HR

EA-PS master data entered in HR

EA-PS master data is entered in Organizational Management and HR master data

© 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".

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Scenario: Integrating Human Resources Without Commitments

Payment by HR No actual data in Funds Management Payroll accounting

Org. unit / Position / Transfer of account Employee assignments to • Defining an account payroll data assignment • Validation of the master data objects

Transfer FI/EA-PS/CO FI: EA-PS CO:

No commitments

G/L Account Postings Posting of expenditures and availability control Posting of Costs

No commitments

© 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.

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Time-Dependent EA-PS Assignment

Organizational unit / Position / Employee - Assignment: Date from 01/01/ 02

07/01/02 ...

Date CO Object to 06/30/04 Cost center 1001

Funds Center

Fund

Funds center A1

% 40

Internal order 1007

Funds center A2

Fund 2

60

12/31/04 WBS Element 1001

Funds center C3

Fund 4

100

...

...

© 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.

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Integration VI

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

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Project System and Funds Management

The project system is suitable for certain areas, such as the representation of capital investment measures and planned research. Depending on the degree of similarity, it may be useful to integrate the transactions and functions of these areas.

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Project System and EA-PS: Structures and Functions Can be used in parallel

PS

No automatic budget integration

Project

Phase 1

Phase 2

App.

EAEA-PS

...

EDP

Availability control takes place twice, in the project system and in EA-PS

... Field of research XY

...

Project 1 Project 2

Commitment items have same structure, if using CO cash budget management

Update of costs Availability control Optional update of payments (CO cash budget management)

Update to invoice (accrual) or payment basis (cash) Availabiliity Control

© 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.

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PS and EA-PS: Updating Commitment and Actuals

PS

EAEA- PS

Commitment Reservation EA-PS

Project

...

PS manual cmmt

Field of research XY Purch.req / purch.ord. Phase 1

Phase 2

App.

...

Actuals

...

Project 1 Project 2

EDP Posting document

Field status

Account UNI WBS FCtr CmtItem Fund

400000 2000 EDP // // //

WBS CstEl. Ctr Item Fund EDP 400.000 Project 2 ... ...

© 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 timerelated measures.

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Integration VII

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

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Integrating Plant Maintenance

The integration of the R/3 component Plant Maintenance (PM) with Funds Management allows the monitoring of budgetrelevant plant maintenance processes in Funds Management. Above all, this affects the external procurement procedures (MM Purchasing) and material withdrawals from an internal warehouse triggered by plant maintenance orders as well as internal processing operations.

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PM Transactions Relevant to Funds Management

Purchase requisition Material reservation Technical object Technical place Equipment

Goods issue

Plant Maintenance order

Order settlement

Time Confirmation (Internal)

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

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EA-PS Account Assignment in the Maintenance Order

FM account assignment

Maintenance order 4711 Fds Ctr

A1

Operation 10

Cmmt It.

...

Operation 20

Fund

...

Operation 30

Func. Area

...

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.

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Integration VIII

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

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Integrating Sales and Distribution

Sales revenue which must be shown as income in Funds Management can be posted using invoices in the Sales and Distribution component. The following section shows how the integration of the Sales and Distribution component with Funds Management is carried out.

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Transactions in SD: Sales Order / Credit and Debit Memos Funds center A2 Commitment item E221 Fund Functional area Grant

Sales order 4711 Itm 10 -> EA-PS- Acct assgmt Itm 20 -> EA-PS- Acct assgmt

SD Billing

FI Invoice

Itm 30 -> EA-PS- Acct assgmt

SD Delivery FM acct assigmt: transfer from SD order

FM acct assigmt: automatic proposal manual entry

MM Goods issue

Funds center A1 Commt item A321 Fund Y + F Functional area Grant

FM acct assigmt: transfer from SD order automatic recalculation © SAP AG 2003

The following SD transactions are currently integrated in FM: - "Pure billing" of credit/debit memos - Sales orders with delivery of goods and billing These transactions can be relevant for Funds Management, whereby the sales order / billing document is to be regarded as income, the delivery / goods issue as expenditure, in accordance with the FM warehousing concept. The assignment of the FM account assignment is only carried out on an item level using the sales order and is saved in the FM assignment tables (see next slide). Follow-on documents refer to the FM account assignments (of the order) assigned there, but do not save them in the corresponding document tables. The maintenance of the FM account assignment is carried out using an account assignment panel. You can set the field control of the FM account assignment fields, Funds Center, Commitment Item, Fund, Functional Area and Grant in Customizing. For the processing of the standard flow, it is recommended that you derive the respective value of the commitment item in the different postings from the commitment item assignment to the G/L account/cost element affected, that is, not enter them manually in the sales order. You can thereby guarantee that with different cost/revenue postings, the corresponding expenditure/income items will be used by the system. The processing of the FM account assignment can only take place via the sales order item. In follow-on documents to the sales order (delivery, billing), the account assignment is not accessible. A forecast of revenue is generated in FM when a sales order is created. (C) SAP AG

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FM Account Assignment in the SD Sales Order Item

Fds Ctr

a12

ItemCmmt 10 It.

Sales order 4711

Fund Functional area Grant

Item 10 Item 20

?

Fds Ctr Functional area Grant

Item 30 ?

Fds Ctr Functional area Grant

© 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.

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Integration of SD and PM Orders SD order

Hide

Optional Required

Funds center Cmmt item Fund

Fund

Functional area

Functional area

Grant PM order

Order item 30 Order item 20 Order item 10 Funds ? center Cmmt item

Grant Hide

Funds center Cmmt item Fund Functional area

Optional Required Order item 10 Funds ? center Cmmt item

Fund

Fund Functional area

Grant

Grant © SAP AG 2002

You can define FM account assignments in customer orders and maintenance orders. You make the field status settings for these fields in FM Customizing.

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Revenue Scenarios

An organization can have many different revenue scenarios. Further processing options for revenue are also important because of their possible link to the budget.

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Revenue Scenarios

Commitment Sales order

SD -> FI transfer

Actual data

SD Billing

FI receivable

Operational Systems

Revenues

(Bank, Cash desk)

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.

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Integration IX

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

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IIntegration IS-PS-CA

You can use the industry-specific component Contract Accounting for Public Sector (IS-PS-CA) to manage taxes, charges and applications from/for business partners, citizens, students and tax payers. The following slides describe how the industry-specific component ISPS-CA is integrated with SAP R/3 Enterprise Public Services 1.10 (EAPS 1.10).

© 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.

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Technical Integration Between EA-PS and IS-PS-CA IS-PS/FI-CA

EA-PS/IS-PS

2001

4.63/ FM-Integration

4.62

2002

4.64

ALE

2003

IS-PS-CA 4.71 EA-PS 1.10

2004

IS-PS-CA 4.71 EA-PS 1.10

EA-PS 1.10

Pilot-Status

Pilot-Status

Generally Available

© 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.

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Posting Integration Between IS-PS-CA and EA-PS Operational Systems revenues, manual revenue postings

IS-PS-CA 4.71

Expenditure Postings

Business Partner Vendor

EA-PS

Vendor Documents

GL

FM Electronic bank statement, Payment program, Cash desk

As of 2003

© SAP AG 2003

The central master data administration of business partner (create, change) takes place in IS-PS-CA. Availability control for expenditures makes it necessary to use a vendor. The business partner is therefore created in the roles contract partner and vendor. The vendor can then be posted to a payment request/vendor invoice. A contract account is created in IS-PS-CA for this vendor in addition to the business partner so that it is possible to reconstruct the postings in IS-PS-CA as well. The contract account is the master record in ISPS-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.

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Transferring Vendor Documents

IS-PS-CA IS-PS-CA 4.71 4.71 Contract Contract Account Account

Payment Program

Vendor Vendor

(3) 100,(2a) 100,- 100,100,-(2b) (1)

(2a) 100,-

Reconcil. Reconcil. Acct Acct IS-PS-CA IS-PS-CA (3) 100,-

Bank Bank 100,- (3)

Budgeting

100,- (1)

Reconcil. Reconcil. Acct Acct

100,- (2b)

(2a) 100,- 100,- (1)

Clearing Clearing (2b) 100,- 100,- (2a)

Cmmt Item: Expenditure

Expense Expense (1)100,(1)100,(1) 100,-

Availability Control

Budget: 1000.Budget: 1000.- UNI UNI Assigned: Assigned: 100.100.- UNI UNI Payment: Payment: 100.100.- UNI UNI

EA-PS 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-PSCA) 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.

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IIntegration: Unit Summary

This unit explained the expenditure and revenue processes that are integrated in Funds Management. The core processes in Purchasing, Payroll, Travel Accounting, and Asset Accounting were examined. The integration of Controlling and the project system with Funds Management was explained. The final topic was the integration of Plant Maintenance and Sales and Distribution with Funds Management.

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Integration Exercises

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Unit: Integration Topic: Procurement in MM Without Warehousing At the conclusion of these exercises, you will be able to:

• Map a procurement process when using the Materials Management component, but without including Warehousing • Use the functions of Materials Management to represent your procurement processes. • Post purchase requisitions and purchase orders.

In addition to the EDV equipment already purchased, your project group XX must also order 1000 discs. New discs are continually ordered by your government agency and they are used straightaway.

1-1

To notify the Procurement department of this requirement, enter a purchase requisition for 100 discs. The consuming account assignment is already known. So make your posting using the account assignment category for the cost center. You use the fund “GENERAL”. Document type: Purchase requisitions Acct assignment cat:

K

Material number: D-100 Requested quantity:

100 units

Delivery date:

15.MM+1.200Y

Plant:

90##

Storage location: 0001 Purchasing group:

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In the line item detail display, enter the following additional account assignment: G/L account:

400000

Cost center:

C15

Funds center:

C15

Fund:

GENERAL

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

1-2

Create a purchase order from your purchase requisition. Document number:.....................................

1-3

Use the Reporting function in Funds Management to view the line items belonging to your funds center, and search for your purchase order document.

Unit: Integration Topic: Procurement in MM with Warehousing At the conclusion of these exercises, you will be able to:

• Post purchase orders to a warehouse funds center. • Post goods movements with budget relevance. • To represent your warehouse procurement, you are using a warehouse funds center, which should be credited when goods are issued.

Computer mouse devices are constantly needed for the work process, regardless of what your project is. These are therefore stored and financed in advance from the government agency’s budget. 2-1

Check whether the “Budget” fund was defined as the default value in warehouse funds center D1, if not, set it as the default value.

2-2

To restock the warehouse, order 100 computer mouse devices from your vendor Miller. Vendor:

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Purch. organization:

90XX

Purchasing group:

001

Delivery date:

15.MM+1.200Y

Plant:

90XX

Storage location: 0001 Material number: M-100 Quantity:

100 units

Net price:

10 UNI

Fund:

GENERAL

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

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2-3

Post the goods receipt: Document number:..........................

2-4

Issue 100 items for project C15. Movement type:

201

Plant:

9000

Storage location: 0001

2-5

Funds center:

C15

Commitment item:

80030 (fixtures and fittings)

Cost center:

C15

Fund:

GENERAL

Material:

M-100

Quantity:

100 units

Check whether the warehouse funds center was credited, and whether your funds center C15 was debited. Warehouse funds center: D1 in the “BUDGET” fund

Funds center: C15 in the “GENERAL” fund

Unit: Integration Topic: Asset Accounting Integration At the conclusion of these exercises, you will be familiar with:

• Using component Asset Accounting together with Funds Management • You are a member of the Assets Management division of the financial accounting department. It is your job to enter asset acquisitions and retirements, together with depreciation and valuation adjustments. In so doing, you must monitor the availability of funds for the relevant transactions.

A new PC needs to be purchased for department A1. Budget exists and the asset master record has already been created. (C) SAP AG

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3-1

Post the asset acquisition to the vendor account Vendor: Miller Amount: 3.800 UNI Posting key debit:

70

Fixed asset account: 400,000 Transaction type: 400,000 Transaction type: 100

3-2

Check whether a budget relevant activity exists in the Customizing settings for Asset Accounting.

3-3

Which Funds Management account assignment is debited?

3-4

View the effect of posting in the Funds Management information system. Call up program “Line Items – Commitments/Actuals Overview”.

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Unit: Integration Topic: CO Integration At the conclusion of these exercises, you will be able to:

• Explain the differences between the costs and benefits view in Controlling and the revenues and expenditures view in Funds Management. • As a member of the Controlling section in the Finance Department, it is your job to assign costs based on usage using various allocation methods. When doing so, you also have to monitor funds.

Telephone costs of 5,000 UNI were incurred in the "Administration" department. They were collected in cost center CI. At the end of the period, these costs will be distributed to cost centers C11, C12, C13, and C14 based on the number of "employees" in each center.

4-1

In order to reconstruct the data from the assessment of telephone costs in Funds Management, the assessment cost element 500301 (“Telephone costs”) must have been assigned to commitment item 50030 (“Postage and communications expenses”). Check whether you have made this assignment during the master data exercises.

4-2

Carry out the assessment in Controlling. (Accounting - Controlling – Cost Center Accounting – Period-End Closing – Single Functions – Allocations – Assessment) Period: 1 to 12 Fiscal year: 200Y No test run cycle: Assessment of telephone costs => execute

4-3

Check the activity in the Funds Management information system. Call up line item program “Commitments/Actuals – CO Postings”.

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Integration Solutions

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Unit: Integration Topic: Procurement in MM Without Warehousing

1-1

Logistics – Materials Management – Purchasing – Purchase Requisition - Create Field name or data type

Values

Doc. type

Purchase requisitions

Open the line item overview

Account assignment category

Cost center

Material

D-100

Requested quantity

100

Delivery date

15.MM+1.YYYY

Plant

90##

Storage location

0001

Purchasing group

003

Open the line item detail window

Cost center

C15

Funds center

C15

Fund

GENERAL Save

1-2

Logistics – Materials Management – Purchasing – Purchase Order– Create – Vendor/Supplying Plant Known

Document overview. Selection variant -> My purchase requisitions. Select the purchase requisition number and choose Transfer. Field name or data type

Values

Purchasing organization

90XX

Purchasing group

009

Vendor

Miller

Tab page (header): Delivery/invoice:

UNI

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Currency Item overview:

30

Net price - Order - Save 1-3

Accounting - Public Sector Management - Funds Management – Information System – Line Items - Commitments/Actuals – All Postings

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Unit: Integration Topic: Procurement in MM with warehousing

2-1

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

2-2

Logistics – Materials Management – Purchasing – Purchase Order– Create – Vendor/Supplying Plant Known Field name or data type

Values

Transaction

Standard purchase order

Vendor

Miller

Open the header and enter the following values in the tab page Org Data. Purchasing organization

90##

Purchasing group

003

Company Code

90##

Then, in the item overview Material

M-100

Quantity

1000

Delivery date

15.MM+1.200Y

Net price

10 UNI

Plant

90##

Storage location

0001

Save Document number.........................

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2-3

Logistics – Material Management - Inventory Management - Goods Movement – Goods Receipt – For Purchase Order – PO Number Known - Enter your purchase order number and choose Enter. - Flag item with “OK”

2-4

Logistics – Materials Management – Inventory Management – Goods Movement – Goods Issue Field name or data type

Values

Transaction type

201

Plant

90##

Storage location

0001

Cost center

C15

Funds center

C15

Commitment item

80030

Fund

GENERAL

Material

M-100

Quantity

100

Save

2-5

Accounting – Public Sector Management - Funds Management – Information System Line Items – Commitment /Actual - All Postings You can call up line items and summary reports. Note that during this check warehouse funds center D1 is credited in the “BUDGET” fund.

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Unit: Integration Topic: Asset Accounting Integration

3-1

Accounting – Financial Accounting – Fixed Assets – Posting – Acquisition – External Acquisition – With Vendor Field name or data type

Values

Document date

DD.MM.YYYY

Vendor

Miller

Amount

3.800

Tax code

V0

Debit posting key

70

Asset account

400000

Transaction type

100

Amount

3.800

Save

3-2

Tools - Customizing – IMG – Project Processing – SAP Reference IMG – Public Sector Management – Actuals and Commitment Update/Integration – Integration –Integration with Asset Accounting – Flag Transaction Types as Budget Relevant Check transaction process 100 for budget relevance

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3-3

Accounting – Financial Accounting – Fixed Assets – Asset – Display – Asset Field name or data type

Values

Assets

400000

Subnumber

0

Company Code

90##

For general data: Double click on the account determination => Company code segment of the G/L accounts on the tab page "Entry/Bank/Interest" => Commitment item defined For time-data: Cost center. The cost center is linked with a funds center by the assignment table. 3-4

Accounting – Public Sector Management – Funds Management – Information System – Line Items - Commitments/Actuals – All Postings

Unit: Integration Topic: CO Integration

4-1

4-2

See exercise 5 of the unit on master data: Account Assignment Derivation Field name or data type

Values

Cost elemt

500301

Commitment item

50030

Accounting - Controlling – Cost Center Accounting – Period-End Closing – Single Functions – Allocations – Assessment Field name or data type

Values

Period

1 to 12

Fiscal year

YYYY

Test run

Leave blank

Cycle

Assessment of telephone costs

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4-3

Accounting - Public Sector Management - Funds Management – Information System – Line Items - Commitments/Actuals – CO Postings

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Updating

Dialog functions Basics of updating Update profiles Technical update control

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Updating: Objectives

At the conclusion of this unit, you will be able to: List Funds Management's dialog functions with other application components Determine the way VAT is handled and how the carryforward level for carried forward commitment documents is used. Specify the control options when using the update profile. Explain technical updates on the basis of financial transactions and value types

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Update: Overview Diagram 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

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Update I

Dialog functions Basics of updating Update profiles Technical update control

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Dialog Functions

EAEA-PS

HR

FI

Travel expenses field status Payroll field status

How do you enter account assignments? Are the postings relevant to Funds Management?

AA

Budget relevance of transaction types

MM

Field selection string Request postings

G/L account field status Posting field status

Acct asst block

Purchase order field status Budget relevance of movement types

© 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.

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Update II

Dialog functions Basics of updating Update profiles Technical update control

© SAP AG 2002

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Basics of updating

Update control Customizing transaction (OFUP) is used for Warehouse concepts Dealing with tax Account assignment Defining the carryforward level

Additional update control is defined in profiles: Budget category, budget year and period Date of update

© SAP AG 2002

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Handling Tax

FI

Posting in Financial Accounting

EAEA-PS

I

Update in Funds Management VAT gross (Default)

Expense Expenditures Expense

100

VAT

II

VAT net Expenditures Expense

16

Payables

116

100

III VAT separate Expenditures Expense 100 Tax 16

116

© 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. (C) SAP AG

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Carryforward Level

2000

Reservation 4711

2001

2002

Reservation 4711 Carryfwd

Invoice 2011 for res. 4711 Carryfwd

- 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".

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Update III

Dialog functions Basics of updating Update profiles Technical update control

© SAP AG 2002

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Controlling Update Profiles

Parameters / Control • Budget category (PB, CB) • Year / Period

Value type control

Annual Annual control Control

Date control

Document type

Budget control

Profile

Date

© SAP AG 2003

For each document (value type), update profiles determine: - The relevant date for the update in Funds Management (due date or posting date) - The budget category that is updated (payment budget and/or commitment budget) - Whether the update is only statistical (without availability control) - The budget year that is updated. The date of the update and the stipulation whether the update is statistical can be set independently of the profiles. This also means that it is possible to override the settings in the profile.

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Update Profiles

Generally Available

Only for Special Customer Groups

Profile 000100 Profile 000200

Profile 000101 Profile 000400

Profile 000102

Profile 000500

Profile 000350

© SAP AG 2003

Profiles in the EA-PS system: Profile 000100 Update Payment Budget with Due Date, Payment View (RFFMS200) Profile 000101 Update Payment Budget with Posting Date, Payment View (RFFMS200) Profile 000102 Update Payment Budget with Posting Date, Without Payment View Profile 000350 Separate Budget Lines for Payment/Commitment Budget Profiles 000200 (Netherlands), 000400 (German Local Authorities) and 000500 (Canada) are provided to meet the requirements of specific customers and therefore only released for them.

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Update Profile 000100

Update profile 000100

If no differentiation is made between business transactions, only one budget category is updated. Commt / Actual

Commitment budget

Payment budget

Purchase requisition

X(2)

Purchase order

X(2)

Funds reservation

X(2)

Invoice

X(2)

Payment

X(2)

X(2) : Updating with due date © SAP AG 2003

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.

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Update Profile 000350

Update profile 000350

Commitment Budget: Separate for each Fiscal Year

Commt / actuals

Commitment budget

Purchase requisition

X(1)

Purchase order

X(1)

Funds reservation

X(1)

Invoice

X(1)

Payment Budget: Separate for each Fiscal Year

Payment budget

X(1) X(2)

Payment

X (1) : Update with posting date X(2) : Update with due date © SAP AG 2003

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.

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Update Profile 000200 Commitment Budget: One for all Fiscal Years

Update profile 000200 Commt / actuals

Commitment budget

Payment Budget: Separate for each Fiscal Year

Payment budget

Purchase requisition

X(1)

X(2)

Purchase order

X(1)

X(2)

Funds reservation

X(1)

X(2)

Invoice

X(2)

Payment

X(2)

X (1) : Update with posting date X(2) : Update with due date © SAP AG 2003

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.

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Update Profile 000400 Payment Budget: Separate for each Fiscal Year

Update profile 000400

Payment budget 2002

Commt / Actual

Budget Year

Purchase requisition

2002 2003

X(2)

Purchase order

2002 2003

X(2)

Funds reservation

2004

Invoice

2002

X(1)

Payment

2002

X(1)

Commitment Budget: Separate for each Combination Commitment Budget of Year /for the Year Commitment Budget 2002 ->2003

Commitment Budget 2002 ->2004

X(2) X(2) X(2)

X (1) : Update with posting date X(2) : Update with due date © SAP AG 2003

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".

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Update Profile 000400: Example of Earmarked Funds

Budget 1999

Pymt Cmmt Budget budget 1999 1000

Posting Date 12/15/1999

2000 2001 500 500

Budget 2000

2002 500

Due Date 12/31/1999

Pymt Cmmt Budget budget 2000 1000

Posting Date 01/15/2000

2001 500

2002 500

2003 500

Due Date 05/01/2002

© SAP AG 2003

The posting period is controlled by the posting date (fiscal year). The assignment to the corresponding budget category is carried out with the due date.

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Update Profile 000500

Update profile 000500

The budget category chosen depends on the progress made in the business process

Payment budget

Commt / Actual

Commitment budget

Purchase requisition Purchase order Funds reservation Invoice Payment

© SAP AG 2002

All commitments and invoice documents consume only commitment budget. Only payments (including down payments) use payment budget. Active availability control takes place during the payment run. - The check takes place while the payment proposal is being created. - Any changes made to the payment proposal are updated accordingly in EA-PS. Manual payments are displayed online as payments in the budget. This profile is used primarily by the Canadian Government. For other customers to use this profile, it must be released by the IBU Public Sector Product Management team.

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Statistical Update

Commitment item flagged as statistical in the master record Commitment item cannot be budgeted

Document item flagged as statistical in the earmarked funds document Funds block, funds reservation, funds precommitment, funds commitment

Transaction type flagged as not relevant to the budget in Materials Management Transaction type defined as not budget relevant in Asset Accounting Posting in CO, when posting integration is active and budget assignment indicator is deactivated The value type is defined as “statistical” in the update profile

© 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.

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Period-Based Encumbrance Tracking

Purchase Order 02/01/2002

UNI 500

Funds Management Line Items

Value Type Text Change to 600 03/05/2002

Period

Amount

Purchase Order

01

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).

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Updating IV

Dialog functions Basics of updating Update profiles Technical update control

© SAP AG 2002

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6-21

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Financial Transactions and Value Types

Updating Financial 30 AZBU transacts 90 Value

61

types

Down payment

30

Only:

30

60

90

30

60

90

54

57

Invoice

Payment

66 54 Invoice Transfer +57 Payment posting

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.

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Updating: Unit Summary

Update control is carried out in accordance with the settings in Customizing for warehouse concepts, tax handling and so on, and the settings in the update profile. The carryforward level selects carried forward documents. They pass on this flag to follow-on documents. Update profiles specify the relevant update date, budget category and budget year, and determine whether update is only statistical. Technical updating is controlled by means of financial transactions and value types. If no posting lines exist containing a commitment item with financial transaction 30, no update is carried out.

© SAP AG 2003

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Updating: Exercises

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Unit: Updating Topic: Update Profile and Technical Updates At the conclusion of these exercises, you will be able to:

• Explain the functions of the update profile and financial transactions • Decide whether the proposed update profile meets the requirements of your organization.

1-1

Which update profile are you using in your FM area in the training system?

1-2

Which budget category are you using?

1-3

On which date will the invoice be updated in Funds Management?

1-4

Will the payment also be updated in Funds Management?

1-5

Can your update profile be overridden?

1-6

What controls the financial transaction of the commitment item?

1-7

Which financial transactions must you use when posting an invoice so that the posting is updated as an invoice in Funds Management?

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Updating: Solutions

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Unit: Updating Topic: Update Profile

1-1

Update profile 000101 is used

1-2

Payment budget

1-3

Go to transaction SE38 and call program RFFMMONI. Find your FM area and click on your update profile. Value type 54 (invoice) is updated with posting date (B) in Funds Management.

1-4

Value type 57 (payment) is updated with posting date (B) in Funds Management.

1-5 Funds Management Government - Actual and Commitment Update/Integration - General Settings - Override Update Profile There is no entry for update profile 000101, in other words, the update corresponds with RFFMMONI. 1-6

The financial transactions included in a posting control whether a posting is updated in Funds Management and if it is updated, how it is updated (as an invoice, payment…).

1-7

Financial transaction 30 and 60 must be used. A commitment item must be assigned to the reconciliation account of the subledger account with financial transaction 60. A commitment item must be assigned to the expense/revenue account with financial transaction 30.

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Cash Desk

Public Law Dunning Procedure Payment Selection Cash Desk

© SAP AG 2002

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7-1

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Cash Desk: Objectives

At the conclusion of this unit, you will be able to: To describe the conversion of most cash desk processes in the R/3 system. Execute all cash desk process steps in the R/3 system. Make the necessary settings for the cash desk area.

© SAP AG 2002

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Cash Desk: Overview Diagram 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

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Cash Desk I

Public Law Dunning Procedure Payment Selection Cash Desk

© SAP AG 2002

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7-4

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Cash Desk Processes (I)

Incoming Document Cash Desk

Payment

Cash Desk

Debit Entry

Dunning

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7-5

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Public Law Dunning Procedure

Revenue Types and Dunning Areas Dunning Charges Dunning Interest

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Revenue Types and Dunning Areas

Customer Master Record Dunning procedure Dunning recipient Dunning block Last dunning notice Dunning level Dunning processor

Revenue Type Dog

Dunning Areas

Dog License

Customizing

© 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.

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Dunning Charges: Public Law

General Additional Data (FM) for Dunning Procedure Dunning Procedure Public Law Dunn. Proced.

Post. RT D. Chrg. Dunn. Chrg. X

X

0001 Doc. Type D. Chrg. Due

Dunning Charge

DR

1

Additional Data for Public Law Dunning Procedure Dunning Procedure 0001 Currency EUR Basic Amnt Max. Dunn . 10,00

D. Chrg %

1.000,00

1,00

Rdg DAmnt Rdg DChrg Dwn Up 100

100

X

© 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. (C) SAP AG

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Dunning Interest: Public Law

General Additional Data (FM) for Dunning Procedure Dunning Procedure Public Law Dunn. Proced. X

0001

Post D. Interest X

RT D. Int.

Doc. Type

Dunning Intr.

Dunn. Int. Due 1

DR

Additional Data for Public Law Dunning Procedure Dunning Procedure 0001 Currency EUR Basic Amount 10,00

Max. Dunning

Dunn. Chrg %

1.000,00

1,00

Rdg D.Int. Down Up 10000

X

© 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). (C) SAP AG

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Cash Desk II

Public Law Dunning Procedure Payment Selection Cash Desk

© SAP AG 2002

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7-11

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Cash Desk Processes (II)

Incoming Document Cash Desk

Payme Payment nt

Cash Desk

Debit Entry

Dunning Dunning

© SAP AG 2002

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7-12

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Payment Selection

EAEAPS

FI

Invoice

Invoice

Payment

RFFMS200

Payment

Payment

RFFMS201

Payment

© SAP AG 2003

Payment selection must be activated before use in Customizing. Only those clearing payments containing a commitment item with a financial transaction >= 80 are updated. Payments without an invoice reference can be transferred into Funds Management using program RFFMS201.

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Payments with Invoice Reference Customizing

Original Function

Enhanced Function Possibility to Balance payments in FM with payments in FI

Shorter runtime No known posting restrictions

Enhanced function

- No enhanced function

- Longer runtime - Posting restrictions

© 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.

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Enhanced Function - Additional Functions

Customizing Controlling parallel processing ...... ...... Check for identical fiscal years ...... Processing mode Activate splitting procedure Update check / bank clearing

© 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).

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Enhanced Function - Posting Restrictions

EAEAPS

FI

Invoice

Invoice

Payment

RFFMS200

Payment

© 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)

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Example Posting with Invoice Reference

Fiscal year

Transaction

Amount type

Value type

Amount

2002

Funds commitment

0100

51

250+

2002

Reduction record

0200

51

150-

2002

Invoice

0100

54

150+

Payment in FI and payment selection

RFFMS200

Payment Payment view view EA-PS EA-PS 2002

Reduction record

0200

54

-150

2002

Payment

0250

57

+150

© SAP AG 2002

In the first step, a funds commitment of 250 euros is created. Then an invoice of 150 euros is posted with reference to this funds commitment. The payment in FI is posted and program RFFMS200 is started. This creates the payment view in EA-PS.

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Example Check / Bank clearing

1

Financial 60 transactions 80

Payment through bank clearing

RFFMS200

FM: Statistical update payment, value type 57 2

Financial transactions

60

Bank posting

RFFMS200

90

FM: real update of payment, value type 57 © 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.

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Payments without Invoice Reference

Customizing Reversal or delete

Payments without Invoice Reference Delete documents when resetting

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.

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Cash Desk III

Public Law Dunning Procedure Payment Conversion Cash Desk

© SAP AG 2002

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7-20

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Cash Desk Processes (III)

Incoming Document Cash Desk

Payme Payment nt

Cash Desk

Debit Entry

Dunning Dunning

© SAP AG 2002

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7-21

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Cash Desk Processing: Overview

EAEAPS

Cash Desk Subledger

1

Payments: Payments:

Cash Cash desk desk doc. doc. entered entered

-- Incoming Incoming payments payments -- Outgoing Outgoing payments payments

2 Cash desk closing

FI

Read FI document data/generate payment block

Financial Accounting Vendor Vendor acct. acct.

Cash Cash desk desk doc. doc. released released

Customer Customer acct. acct. Cash CashDesk Desk

3

G/L G/L account account

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.

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Cash Desk Processing: Documents

Entering and saving cash desk documents Company code

Posting date

Payment Payment transactn Amount/currency Applic. of funds

Acct assgmt Customer/rev.type Vendor Commitment item Funds center Fund G/L account Earmarked funds Invoice ref. © 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..

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Cash Desk Processing: Closing Operations Cash Desk Closing and Release CoCd

Fis. Year

Transact.

Transact. Name Revenues

9000

2000

AUSZ

9000 9000

2000 2000

EINZ Incoming pyt BEST MIND Balance reduct

Outgoing pyt

Revenues Expenditures

26.00-

26.00-

50.00-

1,025.00 50.00-

76.00-

949.00

1,025.00 1,025.00

*

Expend. Curr. Bal

1,025.00 76.00949.00

Calculated cash desk amount of previous day New calculated cash desk amount

100.00 1.049.00 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.

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Cash Desk Processing: Transferring to FI Authorized

Prerequisite: Documents are released

Subsequently post incorr. docs Company Code 0100 Fiscal year 2002 Document number Created by

to to

Clearing Clearing open open items items Cash Cash doc. doc. with with FI FI document document no. no.

F8

Customer account 100.00 UNI

100.00 UNI

Transferring to Accounting Transfer 10 document(s)? Cash Cash doc. doc. without without FI FI document document no. no.

Customer account 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).

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Cash Desk Processing: Customizing

Most Important Settings and Entries for Each Business Transaction

Transaction Incom. Incom. P. Act Deb Outg P. Act Deb Incom. Incom. P. Inv. Inv. Ref. Ref. Outg P. Inv. Inv. Ref. Ref. Balance Increase Balance Decrease Down Paymnt ON

D/C Ind. Ind. Debit Credit Debit Credit Debit Credit Debit

Revl. D/C FI Doc Doc. Revl. Statist. Doc. Type DocType Ind. Trans. Ind. Ind. Ind. DZ KZ DZ KZ SK SK DZ

DA KA DA KA SA SA DA

X X A

X X -

AcctSt Pymnt Ind. Ind.

Block

X X -

X X -

© 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

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Cash Desk: Example of Incoming Payment with Invoice Reference 1 Acceptance Request

Cash Desk

Customer 1

46.000

Becker AG 46.000

4

Payment Transaction 3 Release

Revenue Account 46.000

Monitor

1

2 CoCd Doc. no. Amount ...

Cashier Account 1 2 3 4

4

Acceptance request posted Save cash payment Release Transfer to FI

46.000

© 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.

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Cash Desk: Summary

The public law dunning procedure is derived from the dunning area of the processed documents. For dunning interest and dunning charges, settings can be made for calculating and posting in public law dunning. The payment view in Funds Management is created using program RFFMS200/RFFMS201. Cash desk business processes are carried out in the form of subledger accounting. Documents are entered and released in cash desk subledger accounting. After cash desk closing, documents are transferred to posting in Financial Accounting.

© SAP AG 2002

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Cash Desk: Exercises

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Topic: Cash Accounting Topic: Manual Payment Posting At the conclusion of these exercise, you will be able to:

•

Post a manual payment with clearing and transfer the status ‘payment’ to Funds Management.

•

1-1

Post a payment receipt on bank account 113100 for vendor Miller in your company code. 8,000 UNI was paid. Assign the payment receipt to the corresponding open item of the vendor and post the payment with clearing.

1-2

View the effects in the line item report of Funds Management.

1-3

Start the payment conversion for your company code.

1-4

View the effects in the line item report of Funds Management.

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Cash Desk: Solutions

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Topic: Cash Accounting Topic: Manual Payment Posting and Transfer of Payment to Funds Management 1-1

Accounting – Financial Accounting – Accounts Payable – Document Entry – Outgoing Payment – Post

Field name or data type

Values

Document date

Current Date

Company Code

90XX

Currency

UNI

Bank data Account

113100

Amount:

8000

Value date

No entry

Open Items Selected Account

Miller

Confirm your entries with Enter.

Activate the open item of 8000 UNI and deactivate all other open items. If the message “Correct flagged items” appears, double click on the document line and enter the current date in the field “due on”. Post the payment receipt.

1-2

Accounting – Public Sector Management – Funds Management – Information System – Line Items Commitments/Actuals – All Postings

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1-3

Accounting – Public Sector Management – Funds Management – Posting – Payment Transfer – Payment Selection

Field name or data type

Values

Company Code

90XX

FI Fiscal Year

200Y

Execute the payment selection. 1-4

Accounting – Public Sector Management – Funds Management – Information System – Line Items Commitments/Actuals – All Postings

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Year-End Closing

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

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Year-End Closing: Objectives

At the conclusion of this unit, you will be able to: Understand the Schedule Manager Describe the functionality of carryforward parameters and carryforward type Copy carryforward rules Understand the process flow of commitments carryforward and budget carryforward in the R/3 system Outline the procedure for a reversal of a commitment carryforward Use the monitor to oversee fiscal year change / carryforwards

© SAP AG 2002

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Course Overview Diagram 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

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Year-End Closing

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

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Year-End Closing: Overview Although carrying out closing operations is not a technical requirement from the perspective of the R/3 System, your decision will affect: - The budgets - Budget usage - The way in which commitments, actuals and budget are dislayed in reporting

If you do not carry out closing operations: - Actual values are not carried forward for funds with annual values - Open commitments documents remain in the old year - Residual budget in the old year is not available for activities in the new year. It is simply forfeited

Result (example): A funds reservation from 2002 is reduced in 2003 by a purchase order. The purchase order only consumes budget for 2003. © SAP AG 2002

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Year-End Closing: Overview

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".

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Year-End Closing

Old Fiscal Year

New Fiscal Year

Residual budget

31.12.

Open commitments

Carry forward residual budget from old fiscal year

Carryforward open commitment

Maintaining carryforward rules Treatment of special cases Technical process © SAP AG 2002

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.

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Year-End Closing

Report: Funds center Institute for Med. Research as of 31.12.02 Period 01 Period 12

Item

Curr. bdgt

Commt

Actual Resid. bdgt

MAT HR EDP

5000 7000 3000

1000

3000 6500 2000

1000

1000 500 0

Open commitments (+ associated budget)

Actual residual 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.

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Year-End Closing

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

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Schedule Manager

Creating the carryforward rules

August 20

Mail to responsible person

Closing open commitments

August 25

December 18

Mail to responsible person

December 19

Carryforward of open items

December 30

© 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 - ...

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Year-End Closing

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

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Monitor

Information: For which objects are year-end closing operations allowed?

Default Settings Commitment Budget for Commitment

Display and maintain: • Parameters • Customizing settings for each FM area, year, value type • Rules

Residual Budget

© SAP AG 2002

The closing operations monitor - offers a quick overview of all relevant system settings - allows the settings to be displayed in detail and you can also branch directly from the monitor to the relevant Customizing or area menu settings You can display and maintain entries. Information is provided regarding: Whether the default settings allow the carryforward for commitments and budgets Carryforwards of commitments and budget for commitments (for payment and commitment budget, depending on the update profile) that are permitted for each value type and those that are not permitted as well as any carryforward parameters that apply Carryforwards of residual budget permitted / not permitted and the underlying parameters - Displaying and maintaining assignments of parameters to rules (Customizing)

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Year-End Closing

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

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Transfer Posting of Residual Budget from Cover Pools

FM Account Assignment

Cover Pool

Commitment Item Funds Center Transfer Posting Resid. Bdgt 5000 EUR

Resid. Bdgt 5000 EUR

Fund Functional Area Budget Subtype

© SAP AG 2002

Residual budget on FM account assignments of a cover pool, can be grouped in an FM account assignment. The residual budgets can then be carried forward by the "group assignment". The functionality "Transfer Posting of residual Budgets from Cover Pools" is only available in former budgeting. Therefore the account assignments funded program and Grant are not available. Note: For technical reasons the report " Write-Off Cross Assignment" must be executed before "Transfer Posting of Residual Budgets from Cover Pools".

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Year-End Closing

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

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Carryforward Type

Carryforward Type

Acct assignment change?

Number of receivers ?

• yes • no

• one • several

How much budget? • 100% • distribution as required

© 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. • There are four carryforward types: Types 10 and 20 can be used for commitment carryforwards and budget carryforwards. - Type10 (no account assignment change / one receiver / 100%) - Type 20 (account assignment change / one receiver / 100 %) Types 30 and 40 can only be selected for budget carryforwards Therefore, only when you are handling budget carryforwards, is it possible to: - Type 30 (account assignment change / one receiver / distribute as required) - Type 40 (account assignment change / N receiver / distribute as required)

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Carryforward Parameter and Carryforward Type

Carryforward Budget Change

Sender / Receiver

% Carryfwd

10

No

1 Receiver

100 or 0%

20

Permitted

1 Receiver

100 or 0%

30

Permitted

1 Receiver

Arbitrary

40

Permitted

n Receiver

Arbitrary

Type acct asst? Residual Payment Budget

Parameter 2: Residual

Commt Budget

Commitments Carryforward

Parameter n: Funds

Reservation

Art

Change acct asst?

Sender / Receiver

% Carryfwd

10

No

1 Receiver

100 or 0%

20

Permitted

1 Receiver

100 or 0%

© 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)

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Year-End Closing

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

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Carryforward Rule

Carryforward Budget A carryforward parameter must exist Define the final percentage of the carryforward of budget for commitments and residual budget Define sender/receiver relationship

Commitment Carryforward A carryforward parameter must exist Define carryforward as 100% or 0% Define sender/receiver relationship

© 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)

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Maintaining Carryforward Rules

All funds centers and commitment items

You are in level 1

This level is subdivided

*.* - Entry only appears if you have not restricted the selection in any way

Sub Lvl

Funds center / Commt item

+

*

*

100%

+

S

*

100%

+

*

1

40000

Percentage

...

.. .

All commitment items in center S

All funds centers in commitment item 40000

© SAP AG 2002

Carryforward rules are valid for: ● each fund ● each functional area ● each fiscal year Depending on the carryforward parameter (carryforward type), percentages of between zero (meaning nothing is carried forward) and 100 (meaning everything is carried forward) are permitted. The last two lines indicate the need for you to regulate priorities for the fiscal-year change. You can do this for each FM area in Customizing in Basic Settings.

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Copying Carryforward Rules

Copy Rules

Copy Rules • for each parameter • to a subsequent year

FM Area

9000

Reference Parameter

1:1_2002

Year Objective Parameter Year

2002 1:1_2003 2003

© SAP AG 2003

Carryforward rules can be copied from one year to another. This makes year-end closing operations easier if you have made basic changes to your structures. The carryforward rules for each parameter and FM area are copied. The set of rules defined is copied from the parameter of a previous year to a parameter of a subsequent year. The parameter for the following year must have already been created and assigned to a carryforward type. Copied values can be overwritten. A test run can be executed.

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Year-End Closing

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

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Carrying Forward Open Commitments

Purchase requisitions

Purchase orders

Earmarked funds

December

Purchase requisitions Purchase orders

31

Earmarked 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.

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Carryforward Procedure for Commitments Purchase order

2003

Number 4511 Date 10/10/2002 Amount 100 UNI

Per Default: Carryforward allowed

© SAP AG 2002

Cmmt

Define: Carryforward allowed for each FM area fiscal year value type

Assign: Carryfwd parameter define and assign carryforward type

Maintain: Carryforward rules for all FM account assignments

Carryforward: Select documents and carryforward

Reversal

If the carryforward is allowed according to the settings in Customizing, the commitment can be carried forward to the following year. If no carryforward rule with a special carryforward parameter is defined, the commitment carryforward is carried forward to the same account assignment in the next year. In Customizing, the carryforward can be restricted on the basis of FM area, year and value type (for example, in your organization, only commitments can be carried forward in Materials Management and not funds reservations). In this case, a carryforward parameter must be defined and then a carryforward rule must be created with the carryforward parameter defined. The carryforward can be executed using program (RFFMCCF1) after the rules have been maintained. Data is carried forward to period 001 of the following year. It is possible to reverse a carryforward (RFFMC040), provided that the document carried forward has not been involved in any further processes.

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Carrying Forward Open Items

Assigned Values Automatically Adjusted during Carryforward

Select and Carry Forward in One Step

Parallel Processing

Carrying Forward Open Items Lock Documents

Process with Dialog

Automatic Carryforward of Documents with Amount Zero

© SAP AG 2003

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) - The selection of the commitment documents and the commitment carryforward is carried out in one step. - The assigned values are automatically adjusted during the commitment carryforward. - The total run time of the commitment carryforward can be reduced by dividing the commitment carryforward into a number of dialog processes. - If you can select the process with dialog, the documents to be carried forward are checked and listed in a proposal list. The user can select the documents to be carried forward individually or in blocks and carry them forward. - It is not necessary to carryforward commitment documents with amount zero manually. If a document with amount zero is used for a posting in the next year, the commitment carryforward is executed automatically during posting. - The processed commitment documents can be locked for processing and the use of payment selection is prevented by the document lock. The commitment carryforward can therefore be executed when the system is operating.

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The Process for Carrying Over Budget

Budget 2002

By Default: Carryover allowed

Budget 2003

Define: Carryover allowed for each FM area fiscal year

Assign: Define carryover parameters and assign carryover type

Maintain: Carryover rules for all FM account assignments.

Carryover: • Prepare • Determine • Execute

© 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.

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Year-End Closing

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

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Carrying Forward Fund Values

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

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Carrying Forward Fund Values

Life of the fund Actual 2001 C/fw 01 Expenditure Mat Mat1 Mat2 Mat3 Invest Inv1

Actual 2002 02

. . . C/fw 01

Actual 2003 02

. . . C/fw 01

Actual 2004 02

. . . C/fw 01 02

...

640 100 200

0

70

80

50 150

0

20

40

60

0

10

90

80

Inv2

... ...

... Funds item: Mat3 Carryfwd: Mat

© 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.

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Closing Operations Process: Fund Balance Carryforward

1. 1.

Define Define carryforward carryforward item item category category and and assign assign to to carryforward carryforward commitment commitment items items (Customizing) (Customizing)

2. 2. Write Write carryforward carryforward item item categories categories to to commitment item master record commitment item master record (master (master data data maintenance) maintenance) 3. 3. Flag Flag funds funds as as relevant relevant for for carryforward carryforward (master (master data data maintenance) maintenance)

4. 4. Post Post balance balance carryforward carryforward (SAPFMVTR) (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.

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Year-End Closing: Summary (1)

Actual residual budgets, budget for commitments and open commitments can be taken into consideration when carrying forward data from one year to another Carryforward parameters are substantiated by carryforward types. There are four carryforward types for commitments and budget Carryforward rules must be defined for budget carryforwards and commitment carryforwards

© SAP AG 2002

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Year-End Closing: Summary (2)

Carryforward rules can be copied from one year to another The Schedule Manager is available for planning and execution of year-end activities The closing operations monitor enables you to obtain a quick overview of all relevant system settings and allows you to branch directly to the settings in Customizing and in the area menu Carrying forward funds allows you to generate a view of the actual revenues/expenditures for several years

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Reporting

SAP Business Information Warehouse (SAP BW) Master Data Reporting Line Item Reporting Drilldown Reports

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Reporting: Objectives

At the conclusion of this unit, you will be able to: Navigate through the line item reports in Funds Management Prepare user-specific line item reports Explain the principle of drilldown reporting Create drilldown reports

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Course Overview Diagram 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

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Reporting (I)

SAP Business Information Warehouse (SAP BW) Master Data Reporting Line Item Reporting Drilldown Reports

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What is the SAP Business Information Warehouse (SAP BW)?

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The SAP Business Warehouse (SAP BW) is a tool for evaluating data From SAP applications Any applications and data sources Multi-dimensional Operative and historic data. with access to the information in SAP BW using The Enterprise Portal Intranet (Web Application Design) Mobile end terminals SAP delivers Reporting and analysis tools Business Content Basis for planning: SEM BCS and BPS Basis for analytical applications: CRM-, HR-, FI-, SCM-, E-Analytics.....

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Advantages of SAP BW Overall view of organization using summarization Integration of different applications Detailed information available Logistics Controlling

Budget Funds center

Operational Systems

Commt item

20

Commt item

80

Funds center

BW

100

120

Commt item

60

Commt item

20

Commt item

40

Total expenditures 220

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)

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Reporting (II)

SAP Business Information Warehouse (SAP BW) Master Data Reporting Line Item Reporting Drilldown Reports

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Master Data Reporting

?

What does my current funds center structure look like?

Which funds are supplied by the VW source of financing ?

What does my budget structure in the area of personnel costs look like ?

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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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Master Data Reporting: Example

Question: What does account determination for requests look like?

FY-Ident.

CC-Variant

FM Area

Cmmt Item

G/L Account

Short Text

Account Determination for Requests 2000

CC03

2100.6600.001

415000

2000

CC03

2100.6600.002

415000

2000

CC03

2100.6600.003

415000

2000

CC03

0000.2100.001

800000

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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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Reporting (III)

SAP Business Information Warehouse (SAP BW) Master Data Reporting Line Item Reporting Drilldown Reports

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Basics of Line Item Reporting

Selection

Presentation

Summarizing using the logical database

Using a presentation tool

- To have access to a clear view of the various sources of data

- To enable uniform presentations

- To be able to offer a centrally optimized read-only access

- To enable user-specific layouts within the tool

ABAP List Viewer (ALV)

Logical Database: (LDB)

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Database delivered with standard system

As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), the logical database F1F is no longer maintained and the reports based on this database are no longer delivered. All reports in the standard system are based on LDB FMF. The advantages of the new LDB FMF are better response times and access to more information, especially in cover eligibility. Structures

The structure of the LDB (master and transaction dates) indicates the sequence in which the individual segments of the LDB are imported and made available for further processing FMF: Master data is first imported, followed by transaction data The set-up of segments does not correspond to the table set-up Used in line item reporting Can be used for totals records reports Note:The LDB F1F will not be delivered in the next release. If you have created your own reports which are based on the LDB F1F, you must convert them to LDB FMF by the next release.

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Selection Functions

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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Functions in the Executed Report

Filter

Doc.no.

Pstg date Val. type text Amount

5000000968 01/02/97 5000001038 02/05/97 5000000969 02/18/97 5000001970 02/24/97 5000001980 02/24/97

Funds reserv. 1.000,00 Funds reserv. 500,00 ∑ 1.600,00 Invoices 150,00 ∑ 150,00 Invoices 250,00 Invoices 100,00 ∑ 350,00 ∑

...

Display variants

Subtotals

1.100,00 -

Individual document display Detail view

Totals

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The selected data is displayed using the ABAP List Viewer (ALV).

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Working with Display Variants

Display fields Column content

Available fields

Item Length Total

Column content

Length

Document number

1

10

Application of funds

10

Posting lines

2

10

Fund name

20

Fiscal year

3

4

Version

7

Value type text

4

10

Value type

2

Transaction text

6

10

Date of entry

10

Customer fund

5

2

Created by

12

Text

50

Save Doc. No. Posting lines

Year

Value type text

.........

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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.

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Line Item Reporting Example : Commitment/Actual Line Item Report

FI Doc No.

FM Posting

Amount

Date

Amount Type

Value Type Value Type Text

Commitment Item 2100.5500.000 Invoice 1900009

1500,01/01/2000

Payment

1500,-

Reduction

54

Invoice

3000,-

4500008

03/02/2000

1000,-

Paid

57

Payment

4500009

03/02/2000

2000,-

Paid

57

Payment

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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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Reporting (IV)

SAP Business Information Warehouse (SAP BW) Master Data Reporting Line Item Reporting Drilldown Reports

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Drilldown Reports

Principle of Drilldown Reporting Architecture Creating reports Working with drilldown reports Further processing

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Principle of Drilldown Reporting Characteristics: Funds center Fund Customer for fund Value type

Commitment item Trans. currency Applic. of funds ... YF P12 All

A1

P12

Commitment Actual Budget EU

YF

ue

C12

ty pe

Budget

Va l

Funds center

Fund: Funds center: Value type:

Fund © SAP AG 2003

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.

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Architecture of Drilldown Reporting Forms

Kennzahlen Key figures

Characteristics

Drilldown report Start in online

• Commitment/Actual • Commt/Actual and budget

Start in 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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Creating a Drilldown Report

Realizes a drilldown report on the basis of a form Restricting selection Determining list of characteristics for drilldown list Defining default sorting of characteristic list for navigation

Activates hierarchy display for funds center, commitment item or budget structure elements Determines print layout Defines sender-receiver reports Configures basic list (how detailed/drilldown list is displayed when calling up a report)

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Drilldown Report Functions Header lines Switch dimensions

Text Funds ctr. Fund

Hide columns

Act. Avail.

Budget Cmmt

Insert texts

Expenditures 10000 Invest . . I1 Current expend.

Print

2000 . .

7000 1000 . . . .

Pers

22000

5000

17000

P1 P2

18000 .

1000 .

14000 3000 . .

Supplies

Footer

Currency conversion

.

0

Utilization

Line items

90% . .

100%

Thousand UNI

85% .

.

Text

Mail

Graphic MS-Word

XXL List Viewer Excel

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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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Further Processing Options

Print

Graphics

Mail

MS WORD

XXL List Viewer Excel

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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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Reporting: Unit Summary

The SAP Business Information Warehouse (SAP BW) provides an overview of different data Information on master data assignments can be displayed using master data reports User-specific display variants can be created for line item reports You can create your own reports as drilldown reports

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