SAP Funds Management Configuration BP
Short Description
Fund Management...
Description
EHP3 for SAP ERP 6.0 June 2009 English
Funds Management-Basic Settings (951) Building Block Configuration Guide
SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany
SAP Best Practices
Funds Management-Basic Settings (951): Configuration Guide
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Funds Management-Basic Settings (951): Configuration Guide
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Funds Management-Basic Settings (951): Configuration Guide
Contents Funds Management-Basic Settings (951) ....................................................................................... 7 1
Purpose .................................................................................................................................... 7
2
Preparation ............................................................................................................................... 7 2.1
3
Prerequisites .................................................................................................................. 7
Configuration ............................................................................................................................ 7 3.1
Public Sector Management Configuration ..................................................................... 7
3.1.1
Maintain FM Area....................................................................................................... 7
3.1.2
Assign Company code to FM Area ............................................................................ 8
3.1.3
Assign Fiscal Year variant to FM Area ...................................................................... 8
3.1.4
Activate Account Assignment Elements .................................................................... 9
3.1.5
Activate Global Funds.............................................................................................. 10
3.1.6
Define Business Area .............................................................................................. 10
3.2
Financial Accounting Configuration ............................................................................. 11
3.2.1
Define Ledgers for General Ledger Accounting ...................................................... 11
3.2.2
Define Currencies of Leading Ledger ...................................................................... 12
3.2.3
Include Fields in Totals Table .................................................................................. 12
3.2.4
Include Fields-Master Data Check........................................................................... 13
3.2.5
Assign Scenarios and Customer Fields to Ledger .................................................. 14
3.2.6
Define Variants for Real time Integration CO → FI ................................................. 15
3.2.7
Enter Global Parameters ......................................................................................... 16
3.2.8
Define Document Number Ranges for Entry View .................................................. 17
3.2.9
Define Document Types for Entry View................................................................... 18
3.2.10
Define Posting Keys................................................................................................. 18
3.2.11
Define Retained Earnings Account.......................................................................... 19
3.3
Financials Documents.................................................................................................. 20
3.3.1
Classify G/L Accounts for Document Splitting ......................................................... 20
3.3.2
Define Zero-Balance Clearing Account ................................................................... 21
3.3.3
Define Business Transaction Variant....................................................................... 22
3.3.4
Classify Document Types for Document Splitting ................................................... 24
3.3.5
Define Document Splitting Characteristics for General Ledger ............................... 25
3.3.6
Define Document Splitting Characteristics for Controlling....................................... 26
3.3.7
Define Field Status Variants – Field Status Groups ................................................ 26
3.3.8
Define Extended Document Splitting Method .......................................................... 28
3.3.9
Activate Document Splitting ..................................................................................... 28
3.3.10
Assign Document Splitting Method.......................................................................... 29
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3.3.11 3.4 3.4.1 3.5 3.5.1 3.6 3.6.1 3.7
Funds Management-Basic Settings (951): Configuration Guide
Define Document Splitting Rule............................................................................... 29 New GL for Treasury and Payroll Constants ............................................................... 30 Edit Constant for Nonassigned Processes .............................................................. 30 Grants Management .................................................................................................... 32 Define NON_RELEVANT Grant .............................................................................. 32 Funds Management Basic Settings ............................................................................. 32 Activate Global Functions of BCS............................................................................ 32 Funds Management Master Data ................................................................................ 33
3.7.1
Create / Change Hierarchy Variant – Fund Center ................................................. 33
3.7.2
Assign Hierarchy Variant to FM Area ...................................................................... 34
3.7.3
Create FM Fund Type.............................................................................................. 34
3.7.4
Create and Maintain Funded Program Type ........................................................... 35
3.8
BCS Setup - Budgeting ................................................................................................ 36
3.8.1
Activate Account Assignment Elements in BCS...................................................... 36
3.8.2
Define Budget Category .......................................................................................... 36
3.8.3
Define Budget Type ................................................................................................. 37
3.8.4
Define Budget Type Groups .................................................................................... 38
3.8.5
Edit Versions ............................................................................................................ 39
3.8.6
Define Document Types .......................................................................................... 40
3.8.7
Maintain Number Range Intervals for Entry Documents ......................................... 41
3.8.8
Maintain Number Range Intervals for Budget Change Documents ........................ 41
3.8.9
Maintain Number Range Intervals for Document Family......................................... 42
3.8.10
Define Layout for Budget Workbench...................................................................... 43
3.8.11
Define Editing Options for Budget Amounts ............................................................ 44
3.8.12
Activate Period Control in Budgeting ....................................................................... 44
3.8.13
Control Budgeting Flow - Edit Status....................................................................... 45
3.8.14
Assign Status to a Version....................................................................................... 47
3.8.15
Define Planner Profile .............................................................................................. 47
3.8.16
Define Planning Layout............................................................................................ 49
3.9
BCS - AVC ................................................................................................................... 51
3.9.1
Edit Tolerance Profile............................................................................................... 51
3.9.2
Filter Settings for Budget Values ............................................................................. 53
3.9.3
Filter Settings for Commitment / Actual Values ....................................................... 54
3.9.4
Define Derivation Strategy for Control Objects........................................................ 54
3.9.5
Define Derivation Strategy for Tolerance Profiles ................................................... 58
3.9.6
Assign Tolerance Profiles and Strategy for Control Objects ................................... 59
3.9.7
Select Checking Horizon for Availability Control ..................................................... 60
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3.9.8 3.10
Funds Management-Basic Settings (951): Configuration Guide
Define Activation of Availability Control ................................................................... 61 Earmarked Funds......................................................................................................... 61
3.10.1
Assign Field Status variant to Company Code ........................................................ 61
3.10.2
Define Field Status Groups...................................................................................... 62
3.10.3
Define Field Selection String ................................................................................... 63
3.10.4
Define Document Types .......................................................................................... 63
3.10.5
Define Rules for Account Assignment Transfer....................................................... 64
3.10.6
Assign Rules ............................................................................................................ 65
3.11
Commitment Updates and Integration ......................................................................... 66
3.11.1
Assign Update Profile to FM Area ........................................................................... 66
3.11.2
Override Update Profile ........................................................................................... 66
3.11.3
Make Other Settings ................................................................................................ 67
3.11.4
Assign Number Range to FM Area.......................................................................... 68
3.11.5
Activate / Deactivate Funds Management ............................................................... 68
3.12
Closing Operations....................................................................................................... 69
3.12.1
Open Periods for FM Postings................................................................................. 69
3.12.2
Enter Default Settings .............................................................................................. 70
3.12.3
Enter Settings for Commitment Item Carry Forward Payment Budget.................... 71
3.12.4
BCS - Activate Budget Carry Forward for Commitment .......................................... 71
3.12.5
BCS – Define Budget Entry Documents for Commitment carry forward ................. 72
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Funds Management-Basic Settings (951): Configuration Guide
Funds Management-Basic Settings (951) 1 Purpose This configuration guide provides the information you need to set up the configuration of this building block manually. If you do not want to configure manually and prefer an automated installation process using BC Sets and other tools, refer to the Quick Guide of your SAP Best Practices version, which you can find on this solution's SAP Note.
2 Preparation 2.1 Prerequisites Building Blocks Before you start installing this building block, review the Prerequisite Matrix for this solution, which is available on the Documentation DVD via the Site map page.
3 Configuration 3.1 Public Sector Management Configuration 3.1.1
Maintain FM Area
Use The Funds Management Area (FM Area) is the primary structural component that is required to be maintained to implant Public Sector Funds management solution.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Enterprise Structure → Definition → Financial Accounting → Maintain FM Area.
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
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Description
User Action and Values
Comment
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Field Name
Description
User Action and Values
FIKRS
FM Area
1000
FITXT
FM Areas text
FM Area 1000
FM_WAERS
FM area currency
USD
Comment
4. Save your entries.
Result The required FM Area is created and is now available for assignments.
3.1.2
Assign Company code to FM Area
Use The Funds Management area must be assigned in the enterprise structure.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Enterprise Structure → Assignment → Financial Accounting → Assign Company code to Financial Management area
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
BUKRS
Company code
1000
FIKRS
FM Area
FM Area 1000
FITXT
FM area Text
FM Area 1000
Comment
4. Save your entries.
Result The FM Area 1000 is now assigned to Company code 1000.
3.1.3
Assign Fiscal Year variant to FM Area
Use A Fiscal Year variant is needed to define the accounting year and posting periods for the company.
Prerequisites The Fiscal Year Variant is defined.
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Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector management → Funds Management Government → Basic Settings→ Fiscal Year variant → Assign Fiscal Year variant to FM Area
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
FIKRS
FM Area
FM Area 1000
CA_PERIV
Fiscal Year Variant
K4
Comment
4. Save your entries.
Result The Company code and the FM Area now has a Fiscal year Variant available to control posting periods as needed.
3.1.4
Activate Account Assignment Elements
Use This task activates the accounts assignment elements (Fund, Functional Area, Grant, and Funded Program) for use in Fund Management.
Prerequisites Field Statuses available for data entry through different application paths must be reviewed carefully to insure that the FM account assignments requirements are met correctly. In addition, the integration start date with HR will need to be coordinated with the HR implementation team.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector management → General settings for Public Sector Management → Basic settings: Account assignment Elements → Activate Account Assignment Elements
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries:
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Funds Management-Basic Settings (951): Configuration Guide
Field Name
Description
User Action and Values
Comment
FUND_ACTIVE
Fund
Selected
Enter date for assignment of integration with HR
FUNCTION_ACTIVE
Functional Area
Selected
Enter date for assignment of integration with HR
GRANT Active
Grant
Selected
Enter date for assignment of integration with HR
MEASURE Active
Funded Program
Selected
4. Save your entries.
Result The selected FM account assignment objects are now active in Funds Management.
3.1.5
Activate Global Funds
Use This task activates Public Sector Management functions in the system. This activation will be required in order to utilize the FMGLFLEXT/A tables in FI.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector management → Funds Management Government → Basic Settings → Activate Global Funds Management Functions (PSMFM)
Transaction Code
SPRO
2. Select the checkbox. 3. Save your entries
Result Public Sector Management functions are now active in the system.
3.1.6
Define Business Area
Use
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Funds Management-Basic Settings (951): Configuration Guide
This task creates Business Areas in the system. Business Areas are used as on organizational unit that represents a separate area of operational responsibility. A general guideline is to create a business area for each organization unit that will require P&L and Balance sheet reporting.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Enterprise Structure → Definition → Financial Accounting → Define Business Area
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries. Business Area
Description
9998
Payroll Constant
9999
Treasurer’s Constant
4. Save your entries.
Result The following business areas have now been created for your system.
3.2 Financial Accounting Configuration After activating Global Funds Management functions, log out and log back in.
3.2.1
Define Ledgers for General Ledger Accounting
Use This activity defines the leading ledger that is updated for all the activities and company codes.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings → (New) → Ledgers → Ledger → Define Ledgers for General Ledger Accounting
Transaction Code
SPRO
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2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
RLDNR
Ledger
FA
TAB
Totals table
FMGLFLEXT
XLEADING
Leading Ledger
Selected
Comment
At least one ledger to be defined as the Leading Ledger that is updated for all the activities / company codes.
4. Save your entries.
Result The Leading ledger now defined for further assignments.
3.2.2
Define Currencies of Leading Ledger
Use The leading ledger must be defined as the Leading ledger that is updated for all the activities and company codes.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Define Currencies of Leading Ledger
Transaction Code
SPRO
2. Double-click the entry for the company code (1000). 3. The system populates the Company Code with default values from the global settings for Company Code. Make any changes (for example, to the second and third currencies) as needed.
Result The Leading ledger is now defined for further assignments.
3.2.3
Include Fields in Totals Table
Use This activity adds additional fields to the Totals Table FMGLFLEXT. Adding additional fields to the totals tables facilitates reporting and derivation of account assignment elements.
Prerequisites The fields must be available. Create them if necessary.
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Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields → Customer Fields → Include Fields in Totals Table
Transaction Code
SPRO
2. In the Totals Table field, enter FMGLFLEXT and choose the Change button 3. Make the following entries: Field Name
Description
User Action and Values
Cost Center
ZZKOSTL
Order Number
ZZAUFNR
WBS Breakdown Structure
ZZPS_PSP_PNR
Comment
4. Save your entries.
Result The Totals Table now has additional fields available for assignment and processing.
3.2.4
Include Fields-Master Data Check
Use This activity adds additional fields for master data checking to the Totals Table FMGLFLEXT and FMGLFLEXR.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Fields → Customer Fields → Define Master Data Check
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Totals table
FMGLFLEXT
Field Name
ZZAUFNR
Exit/Table
=13
Additional Info
1
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Field Name
Funds Management-Basic Settings (951): Configuration Guide
Description
User Action and Values
Superior Fields
Comment
RBUKRS
4. Save your entries. 5. Choose Back. 6. Repeat steps 2 to 5 for the following information: Indicator: May field be used in planning set?
Necessary field for master data calculation
Field Name
Totals Table
Master data table (validation)
ZZKOSTL
FMGLFLEXT
=06
X
RBUKRS
ZZPS_PSP_PNR
FMGLFLEXT
=27
X
RBUKRS
Ind.: Exit for additional values or additional information
#1
7. Save your entries.
Result The added fields to the totals table have now been defined for master data checks during planning and allocations.
3.2.5
Assign Scenarios and Customer Fields to Ledger
Use The system is delivered with eight scenarios, each of which include a set of fields and tables that are updated to meet a given business requirement. .
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings (New) → Ledgers → Ledger → Assign Scenarios and Customer Fields to Ledgers
Transaction Code
SPRO
2. From the Ledger field, select FA. 3. From the left pane, double-click Scenarios. 4. Choose the New Entries button. 5. Make the following entries: Scenario for General Ledger Accounting
Long Text
PSM_FAC
Fund Accounting
PSM_GM
Grants management
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6. Click Enter 7. From the Scenarios table, select the scenario PSM_FAC 8. From the left pane, double-click Customer Fields 9. Choose the New Entries button 10. Add the custom fields: ZZAUFNR, ZZKOSTL, ZZPS_PSP_PNR 11. Press Enter 12. From the left pane, double-click Scenarios 13. From the Scenarios table, select the scenario PSM_GM 14. From the left pane, double-click Customer Fields 15. Choose the New Entries button 16. Add the custom fields: ZZAUFNR, ZZKOSTL, ZZPS_PSP_PNR 17. Save your entries.
Result The Funds management and Grants management Scenarios are now assigned to the Leading Ledger.
3.2.6
Define Variants for Real time Integration CO → FI
Use This activity defines variants for the real-time integration of Controlling with Financial Accounting.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings → (New) → Ledger → Real-time Integration of Controlling with Financial Accounting → Define variants for Real-time Integration
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
XACTIVE
R-Time Integration Active
Select
XACCDET
Acct. Determination Active
Select
BLART
Document Type
SA
TEXT
Description
Standard variant for realtime Int.
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Field Name
Description
User Action and Values
XUSE_FLAGS
Cross company code
Select
(Select check marks for fields)
Cross Business Area
Comment
Cross Functional Area Cross Fund Cross Grant
4. Save your entries.
Result The real-time integration between CO and FI is now activated.
3.2.7
Enter Global Parameters
Use In this activity, you can make various global specifications for the company code. .
Prerequisites The organizational unit Company Code, should have been created in the “Enterprise Structure” section of the IMG.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings (New) → Global Parameters for Company Code → Enter Global Parameters
Transaction Code
SPRO
2. Double-click the entry for Company Code 1000. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
Chart of Accounts
0010
Credit Control Area
1000
FM Area
1000
Fiscal Year Variant
K4
Document entry Screen variant
2
Field Status variant
0010
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Field Name
Description
User Action and Values
Posting Period Variant
0010
Max Exch. Rate Variance
10%
Workflow variant
1000
Define default value date
Selected
Propose Fiscal Year
Selected
Tax Base is Net value
Selected
Activate CM
Selected
Comment
5. Save your entries.
Result The Global parameters for the Company Code are set.
3.2.8
Define Document Number Ranges for Entry View
Use Number Ranges must be set up for Entry View of the New General Ledger.
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings → (New) → Document → Document Number Ranges → Documents in Entry View → Define Document Number Ranges for Entry View
Transaction Code
SPRO
2. Make the following entries: Field Name
Description
Company Code
User Action and Values
Comment
1000
3. Choose the Change Intervals button. 4. Choose the + button to add a number range. 5. Create Number ranges for 01, 02, 03, 04, 05, 06, 07, 08, 09, and so on. 6. Enter a number range value for each number range object created [e.g. 01 = 100000000 to 199999999]. 7. Save your entries.
Result The Number ranges are created for Entry View documents.
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3.2.9
Funds Management-Basic Settings (951): Configuration Guide
Define Document Types for Entry View
Use Number Ranges must be set up for Entry View of the New General Ledger.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings → (New) → Document → Document Types → Define Document Types for Entry View
Transaction Code
SPRO
You may wish to view the existing document types. To do so, select the Document type dropdown. 2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Comment
Document type
ZV
Choose a two character code for a new document type
Number range
20
Reverse Document Type
ZV
Select Account Types Asset
Selected
Customer
Selected
Vendor
Selected
Material
Selected
GL Account
Selected
4. Save your entries.
Result The Document ZV is created as shown. Create additional document types as needed.
3.2.10
Define Posting Keys
Use
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Posting keys are used to define how a line item is to be entered and processed during a transaction. For each posting key, you define whether it is a debit or credit posting, which accounts can be posted to, and which fields are displayed or are required for entry. As a guideline, the posting keys delivered with the system are generally sufficient to address all transactional scenarios for most organizations. Creating new posting keys is usually not required. A more standard activity is to review the field status settings of a given posting key to ensure that it does not conflict with the field status settings for a given general ledger account.
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Financial Accounting (New) → Financial Accounting Global Settings → (New) → Document → Document Number ranges → Define Posting Keys
Transaction Code
SPRO
2. To create new postings keys, make the following entries: Field Name
Description
User Action and Values
Comment
Posting Key
Two character posting key
Debit / Credit Indicator
Account Types
Number range
20
Select Account Types: Asset
Selected
Customer
Selected
Vendor
Selected
Material
Selected
GL Account
Selected
3. Save your entries.
Result The Posting Keys are created or modified as applicable.
3.2.11
Define Retained Earnings Account
Use You assign a fund balance account to each P&L account by specifying a P&L statement account type in the chart of accounts area of each P&L account. In this activity, you create those P&L statement account types and map them to their fund balance account.
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Prerequisites The accounts to be mapped to a P&L Statement Type as fund balance accounts are already created.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Master Data → GL Accounts → Preparations → Define Retained Earnings Account
Transaction Code
SPRO
2. In the Chart of Accounts field, enter 0010 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: P&L Stmt Type
Account Number
A1
330005
A2
330005
5. Create additional P&L Statement Types and map them to your fund balance accounts as required. 6. Save your entries.
Result The P&L Statement Types are now defined to your fund balance accounts.
3.3 Financials Documents 3.3.1
Classify G/L Accounts for Document Splitting
Use Each business transaction that is entered is analyzed during the document splitting procedure. In this analysis, the system determines for each line item whether it is an item that remains unchanged or an item that should be split. So that document splitting recognizes how the individual document items are to be handled, you must classify them.
Prerequisites The Chart of Accounts is defined and all the required accounts are created.
Procedure 1. Access the activity using one of the following navigation options:
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IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify G/L Accounts for Document Splitting
Transaction Code
SPRO
2. In the Chart of Accounts field, enter 0010 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
Account from
100000
Account to
100000
Item Category
0400
Account from
111000
Account to
114999
Item Category
0400
Account from
410000
Account to
459999
Item Category
30000
Account from
670000
Account to
670000
Item Category
20000
Comment
All the accounts in the Chart of Accounts must be assigned to an Item Category. The Item Categories cannot be changed. Every newly created account must be maintained in this table on an ongoing basis. 5. Save your entries.
Result The classification of accounts based on Item Categories is completed for further definition of Document Splitting.
3.3.2
Define Zero-Balance Clearing Account
Use For account assignment objects for which you want to have a zero balance setting, the system checks whether the balance of account assignment object is zero after document splitting. If this is not the case, the system generates additional clearing items. In this activity, you must create a clearing account for these additional clearing items.
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Prerequisites The account to be assigned as Zero-balance Clearing Account, must have created before its assignment.
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Define Zero-Balance Clearing Account
Transaction Code
SPRO
2. Select the row for Item Category 01001 – Account Key and Posting Keys used for zerobalancing, then in the Dialog Structure pane, double-click Accounts. 3. In the Chart of Accounts field, enter 0010 and choose Continue. 4. Choose the New Entries button. 5. Make the following entries: Field Name
Description
Account for zero balancing
User Action and Values
Comment
100000
6. Save your entries.
Result A zero-balancing account is created for use in the document splitting.
3.3.3
Define Business Transaction Variant
Use Business transaction variants help define document splitting rules and narrowly define the process of document splitting to meet specific requirements.
Prerequisites A custom Splitting method is defined.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
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Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Define Business Transaction Variants
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Transaction Code
Funds Management-Basic Settings (951): Configuration Guide
SPRO
2. Select Transaction 0000 and in the Dialog Structure pane, double-click Accounting Transaction Variant. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
BT Variant
User Action and Values
Comment
YPAY
Payroll Constant
5. Save your entries. 6. Select the newly-created entry YPAY and in the Dialog Structure pane, double-click Assigned Item categories. 7. Choose the New Entries button. 8. Make the following entries: Field Name
Description
User Action and Values
Item Category
01000
Item Category
01100
Item Category
01300
Item Category
02000
Item Category
02100
Item Category
03000
Item Category
03100
Item Category
04000
Item Category
05100
Item Category
05200
Item Category
06000
Item Category
07000
Item Category
20000
Item Category
30000
Item Category
40100
Item Category
40200
Item Category
80000
Comment
9. Save your entries. 10. The BTV YPAY is now defined. 11. To define another Business transaction variant (YTRS) with respect to Business Transaction 1000 (Payments), repeat steps 2 to 9 with the following information: Transaction 1000 BT Variant YTRS
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Field Name
Funds Management-Basic Settings (951): Configuration Guide
Description
User Action and Values
Item Category
01000
Item Category
01100
Item Category
01300
Item Category
02000
Item Category
02100
Item Category
03000
Item Category
03100
Item Category
04000
Item Category
05100
Item Category
05200
Item Category
20000
Item Category
30000
Item Category
40100
Item Category
40200
Item Category
80000
Comment
Result Business Transaction variants YPAY and YTRS are now defined.
3.3.4
Classify Document Types for Document Splitting
Use Every business transaction that is entered is analyzed during the document splitting process. In this process, the system determines which splitting rule is applied to the document. In order that the system can determine the splitting rule, you must assign a business transaction variant to each document type.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Classify Document Types for Document Splitting
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Type
Transactn
Variant
AP
#0000
#0001
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4.
Funds Management-Basic Settings (951): Configuration Guide
DV
#0200
#0001
DZ
#1000
#YTRS
KZ
#1000
#YTRS
RK
#0300
#0001
SK
#1000
#YTRS
Y1
#0300
#0001
Y2
#0000
#YPAY
Y3
#0000
#YPAY
Y4
#0000
#YPAY
ZP
#1000
#YTRS
ZR
#1000
#YTRS
Save your entries.
Result The document types are classified for splitting.
3.3.5
Define Document Splitting Characteristics for General Ledger
Use In this IMG activity, you specify for which characteristics you want to perform document splitting in General Ledger Accounting.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Define Document Splitting Characteristics for General Ledger Accounting
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field
Create zero balance for account assignment object
Partner field of account assignment object for doc. splittng
Mandatory Field
GEBER/Fund
X
PGEBER
X
GRANT_NBR/Grant
X
PGRANT_NBR
X
GSBER/Business Area
X
PARGB
X
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4. Save your entries.
Result The characteristics are specified.
3.3.6
Define Document Splitting Characteristics for Controlling
Use In this IMG activity, you specify on which additional characteristics you intend to apply document splitting. The additional characteristics are not relevant for General Ledger Accounting. Instead, they are relevant for other application components (such as subcomponents in Controlling) that use documents transferred from General Ledger Accounting.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Define Document Splitting Characteristics for Controlling
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field AUFNR/Order KOSTL/Cost Center PS_PSP_PNR/WBS Element 4. Save your entries.
Result The characteristics are specified.
3.3.7
Define Field Status Variants – Field Status Groups
Use In this activity you can define and edit field status variants and groups. You group several field status groups together in one field status variant. You assign the field status variants to a company code in the activity Assign Company Code to Field Status Variants. This allows you to work with the same field status groups in any number of company codes.
Procedure 1. Access the activity using one of the following navigation options:
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IMG Menu
Financial Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Outgoing Invoices / Credit Memos → Make and Check Document Settings → Define Field Status Variants
Transaction Code
SPRO
2. Choose the Create icon. 3. Make the following entries: FStV
Field Status Name
0010
Field Status BP
4. Save your entries. 5. Select the newly-created row, then in the Dialog Structure pane, double-click Field Status Groups. 6. Choose the New Entries button. 7. Make the following entries: Field status group
Name of the field status definition group
Y001
General Accounts
Y002
Reconciliation Accounts (AR, AP)
Y003
Expense Acct with Cost Center & Order
Y005
Travel P&L Accts (with Personnel No.)
Y006
Travel BS Accounts (with Personal No.)
Y007
Fixed Assets (Reconciliation Accounts)
Y008
Accounts for Fixed Asset Retirement
Y009
Fixed Assets Procurement Accounts
Y010
Material Accounts
Y011
WIP Valuation
Y012
Inventory Adjustment Accounts
Y013
Revenue Accounts
Y014
GR/IR Reconciliation Account
Y015
General Cash Accounts (Value Date Opt.)
Y016
Inventory - Project make to order
Y031
Accounts for Down Payments Received
8. Save your entries. 9. Select the first row Y001, then choose the Edit Field Status button. 10. For more information, see the external variant file SMBA0_V_T004F_B11P_J0A_951.txt to determine how to configure the field statuses.
Result The field status grouping is configured. © SAP AG
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3.3.8
Funds Management-Basic Settings (951): Configuration Guide
Define Extended Document Splitting Method
Use In this activity, you can define your own method for document splitting. A splitting method contains the rules governing how the individual item categories are dealt with.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Define Document Splitting Method
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Method
Text
Z000000111
Splitting for US Fund Accounting (Follow-Up Costs Online)
4. Save your entries.
Result The extended method is defined.
3.3.9
Activate Document Splitting
Use In this IMG activity, you activate document splitting. The splitting method used is that delivered by SAP as standard, which contains the splitting rules for the different business transactions. If this splitting method does not meet your requirements, you can first define and then select your own method in Customizing for document splitting.
Prerequisites The custom Splitting Method is defined.
Procedure 5. Access the activity using one of the following navigation options: IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Activate Document Splitting
Transaction Code
SPRO
6. Select the Document Splitting checkbox. 7. Select the line below Inheritance – Level of Detail.
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8. Save your entries.
Result Business Transaction variants YPAY and YTRS are now defined.
3.3.10
Assign Document Splitting Method
Use In this activity, you can replace the splitting method provided in the SAP standard delivery (containing the splitting rules for the different business transactions) with a user-defined splitting method.
Prerequisites You have defined your own splitting method.
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Assign Document Splitting Method
Transaction Code
SPRO
2. Select the Document Splitting checkbox 3. Select the checkbox in the line below Inheritance – Level of Detail. 4. In the Box Method field, enter Z000000111. 5. Save your entries.
Result The custom Document Splitting Method is now assigned.
3.3.11
Define Document Splitting Rule
Use In this activity, you can define the rules for document splitting based on your own Splitting method, Business transaction Variants.
Prerequisites You have defined your own splitting method.
Procedure 1. Access the activity using one of the following navigation options:
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IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Extended Document Splitting → Define Document Splitting Rule
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Splitting method
Z000000111
Business Transaction
1000
BT Variant
YTRS
Account key
000
Item Cat
04000
Further Divide Document
Select No
Comment
4. Save your entries. 5. Select the newly-created entry, then double-click Item Categories to be edited. 6. Choose the New Entries button. 7. Make the following entries: Item category
Dependence on Leading Item
Processing Category
01100
1
1
01100
2
1
04000
BLANK
0
05100
BLANK
1
8. Save your entries. 9. Repeat steps 2 to 8 for transaction variant YPAY, using Business transaction 0000 and splitting method Z000000111.
Result The custom splitting rules are now created for document splitting and activated.
3.4 New GL for Treasury and Payroll Constants 3.4.1
Edit Constant for Nonassigned Processes
Use In this IMG activity, you define default account assignments (for example, a default Fund, or a Business Area) for specific line items in processes.
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Prerequisites You have defined your own splitting method.
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Financial Accounting (New) → General Ledger Accounting (New) → Business Transactions → Document Splitting → Edit Constants for nonassigned Processes
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Constant
Name
YTRS
Treasurers Constant
4. Choose Enter. 5. Save your entries. 6. Select the new entry and in the Dialog structure pane, double-click Assigned Values. 7. Choose the New Entries button. 8. Make the following entries: Field Name
Description
User Action and Values
Fund
99999999
Grant
NON_RELEVANT
Business Area
9999
Comment
9. Choose Enter. 10. Save your entries. 11. Repeat steps 2 to 10 for the following information: Constant
Name
YPAY
Payroll Constant
Field Name
Description
User Action and Values
Fund
99999998
Grant
NON_RELEVANT
Business Area
9998
Comment
12. Save your entries.
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Result The custom Constants are now ready for Split Processor.
3.5 Grants Management 3.5.1
Define NON_RELEVANT Grant
Use The leading ledger must be defined as the Leading ledger that is updated for all the activities and company codes.
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Public sector Management → Grants Management → Grantee Management → Global Settings → Set Grant as Not Relevant for Grants Management
Transaction Code
SPRO
2. Make the following entries in the Setup: Field Name
Values
Not-Relevant Grant
NOT-RELEVANT
Name
NOT-RELEVANT
Description
Not-Relevant Grant
3. Click Execute. 4. Save your entries
3.6 Funds Management Basic Settings 3.6.1
Activate Global Functions of BCS
Use In this IMG activity, you activate the Budget Control System (BCS) as an operative budgeting tool of the component Funds Management Government.
Prerequisites The Global Funds management (PSM – FM) should be active before BCS may be activated.
Procedure 1. Access the activity using one of the following navigation options:
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IMG Menu
Public Sector Management → Funds Management Government → Basic settings → > Activate Global Functions for Budget Control System (BCS)
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
User Action and Values
FM Area
1000
Year Active from
2000
Comment
4. Save your entries.
Result Global functions of BCS are now activated.
3.7 Funds Management Master Data 3.7.1
Create / Change Hierarchy Variant – Fund Center
Use You create new hierarchy variants in this section. These are then used to define a funds center hierarchy in master data.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public sector management → Funds Management Government → Master Data → Account Assignment Elements → Fund center → Hierarchy Variant → Create / Change Hierarchy variant
Transaction Code
SPRO
2. In the FM Area field, enter 1000. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
Hierarchy. Variant
000
Name
Public Sector 1000
Comment
5. Choose Enter. 6. Save your entries.
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Result A custom Hierarchy Variant is now created.
3.7.2
Assign Hierarchy Variant to FM Area
Use In this section, you determine which hierarchy variants are to be assigned to the FM area and fiscal year as the current valid funds center hierarchy.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Master Data → Account Assignment Elements → Funds center → Hierarchy Variant → Assign Hierarchy Variant to FM Area
Transaction Code
SPRO
2. In the FM Area field, enter 1000. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
Fiscal year
Hierarchy Variant
000
Comment
5. Choose Enter. 6. Save your entries.
Result The hierarchy variant is assigned.
3.7.3
Create FM Fund Type
Use You create fund types in this step. You can classify and group a fund by defining fund types in the funds master records.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
© SAP AG
Public Sector Management → Funds Management Government → Master Data → Account Assignment Elements → Fund → Create FM Fund Types
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Transaction Code 2. Choose the New Entries button. 3. Make the following entries: FM Area
Fund Type
Fund Type Text
Budget Scope
1000
CP
Capital Project Fund
Annual Budget
1000
DS
Debt Service Fund
Annual Budget
1000
FS
Fiduciary Funds
Annual Budget
1000
GF
General Fund
Annual Budget
1000
IS
Internal Service Funds
Annual Budget
1000
SR
Special Revenue Funds
Annual Budget
1000
SRG
Special Revenue Fund (Grant)
Annual Budget
1000
TA
Trust & Agency Funds
Annual Budget
1000
TF
Technical Funds
Annual Budget
1000
WE
Water Enterprise
Annual Budget
4. Choose Enter. 5. Save your entries.
Result The FM Fund Types have now been created.
3.7.4
Create and Maintain Funded Program Type
Use In this IMG activity, you create the funded program types you require and maintain them.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public sector management → Funds Management Government → Master Data → Account Assignment Elements → Funded Program → Create and Maintain Funded Program Type
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Funded Program Type
Name
CAP
Capital Funded Program
OTH
Other Funded Program
4. Choose Enter.
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5. Save your entries.
Result The Funded Program Types are now created as shown.
3.8 BCS Setup - Budgeting 3.8.1
Activate Account Assignment Elements in BCS
Use In this IMG activity, you select and activate the FM Account Assignment Categories you want to work with to control the budgeting in BCS.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System → Budgeting → Basic settings → Use of Master Data → Activate Account Assignment Elements in Budget Control System (BCS)
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
FM Area
1000
Fund
Mandatory
Fund Center
Mandatory
Commitment Item
Mandatory
Functional Area
Mandatory
Grant
Mandatory
Funded Program
Optional
Comment
4. Choose Enter. 5. Save your entries.
Result The Account Assignment Elements in BCS are now activated.
3.8.2
Define Budget Category
Use
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In this IMG activity, you determine the budget categories you want to use for an FM area in your organization.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Basic Settings → Definition of Budget Data → Define Budget Category
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: FM Area
Budget Category
Time Horizon
Start Next Year
1000
Payment
unchecked
4. Choose Enter. 5. Save your entries.
Result The Budget Category is activated.
3.8.3
Define Budget Type
Use In this IMG activity, you define the BCS budget types that you want to use in your organization. When setting up your budgeting procedures, you can define several budget types for your organization. The combination of budget type and budgeting process represents a customerspecific definition of budget values.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Basic Settings → Definition of Budget Data → Budget Types → Define Budget Types
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Budget Type
Description
Description (M)
Description (L)
A1
A1
Budget Adjustment
Budget Adjustment
A2
A2
Budget Adjustment
Budget Adjustment
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Budget Type
Description
Description (M)
Description (L)
A3
A3
Budget Adjustment
Budget Adjustment
BI
BI
Budget Initial
Budget Initial
CF
CF
Carried Forward
Carried Forward
PR
PR
Preparation
Preparation
5. Choose Enter. 6. Save your entries. 7. Select the A1 row, then in the Dialog Structure pane, double-click Assign Processes. 8. In the Assign Processes pane, for the first four rows, select Receive, Return, Send, and Supplement respectively. 9. Choose Enter. 10. Save your entries. 11. Choose Back. 12. Repeat steps 7 to 11 for the remaining budget types (A2, A3, BI, CF, PR). For A2 and A3, use the same values as A1. For BI, select only the Enter value. For PR, select only the Prepare value.
Result The Budget Types are now created and processes defined.
3.8.4
Define Budget Type Groups
Use In this IMG activity you can bundle different budget types in a budget type group. Budget type groups enable you to define multiple budget types to be used for consumption.
Prerequisites Budget Types to be grouped should already be created.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Basic Settings → Definition of Budget Data → Budget Types → Define Budget Type for Consumable Budget → Define Budget Type Groups
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries:
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FM Area
Budget Type Group
Description
1000
CY
Current Year Budget
1000
PY
Prior Year Budget
4. Choose Enter. 5. Save your entries. 6. Select the newly-created entry CY and in the Dialog Structure pane, double-click Edit Budget Type Group. 7. Choose the New Entries button. 8. In the next five rows, select budget types A1, A2, A3, BI, and CF. 9. Save your entries. 10. Choose Back. 11. Select the newly-created entry PY and in the Dialog Structure pane, double-click Edit Budget Type Group. 12. Choose the New Entries button. 13. Select budget type CF. 14. Save your entries.
Result The Budget Type Groups are created.
3.8.5
Edit Versions
Use In this IMG activity you can bundle different budget types in a budget type group. Budget type groups enable you to define multiple budget types to be used for consumption.
Prerequisites Budget Types needed should have created.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Basic Settings → Definition of Budget Data → Edit Versions
Transaction Code 2. Choose the New Entries button. 3. Make the following entries: Field Name Version
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Description
User Action and Values
Comment
BP1
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Field Name
Funds Management-Basic Settings (951): Configuration Guide
Description
Plan
User Action and Values
Comment
Selected
4. Choose Enter. 5. Save your entries.
Result The Version BP1 for Budget Plan is now created.
3.8.6
Define Document Types
Use In this IMG activity, you define the document types you want to use for budget postings in Funds Management. You can use different document types to classify your budget entry documents. By using different document types, you can classify budget entry documents according to your userspecific criteria, by assigning meaningful names to the individual document types used within your organization.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Budget entry → Budget entry Documents → Document definition → Define Document Types
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Doc Type
Text
N Range Selected
Workflow
Scenario for Value Type
Carry Over Scenario
0001
Document Type 0001
01
Blank
Statistical
Balancing per CI Category
002
Document Type 0002
02
Blank
Statistical
Balancing per CI Category
BADJ
Budget Adjustment
02
Blank
Budget
Balancing per CI Category
BPCF
Budget C/Fwd
06
Blank
Budget
Balancing per CI Category
BUDG
Budget Entry
01
Blank
Budget
Balancing per CI Category
WF01
Workflow01
01
Selected
Statistical
Balancing per CI Category
4. Choose Enter. 5. Save your entries.
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Result The Budget Document Types are created.
3.8.7
Maintain Number Range Intervals for Entry Documents
Use In this IMG activity, you define the number range interval for budget entry documents of an FM area for each fiscal year for the industry-specific component Funds Management.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Budget entry → Budget entry Documents → Document definition → Maintain Number range Interval for Entry Documents
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose the Create button. 3. Choose the Change Intervals button. 4. Choose the Insert Interval button 5. Make the following entries: Number Range
Year valid to
Range starting from
Range ending with
01
9999
0100000000
199999999
6. Choose Enter. 7. Choose the Insert Interval button Number Range
Year valid to
Range starting from
Range ending with
02
9999
0200000000
299999999
8. Choose Enter. 9. Save your entries.
Result The Number ranges are now created.
3.8.8
Maintain Number Range Intervals for Budget Change Documents
Use In this IMG activity, you define the number range interval of budget change documents in an FM area for each fiscal year in the component Funds Management.
Procedure
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1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Budget entry → Budget entry Documents → Document definition → Maintain Number range Interval for Budget Change Documents
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose the Create button. 3. Choose the Change Intervals button. 4. Choose the Insert Interval button 5. Make the following entries: Number Range
Year valid to
Range starting from
Range ending with
01
9999
0300000000
399999999
6. Choose Enter. 7. Save your entries.
Result The Number Ranges for Change Documents are now created.
3.8.9
Maintain Number Range Intervals for Document Family
Use In this IMG activity, you define the number range interval to assign document family numbers. Several budget entry documents are grouped together under one document family that is created at the same time in a mass activity. .
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Budget entry → Budget entry Documents → Document definition → Maintain Number range Interval for Document family
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose the Create button. 3. Choose the Change Intervals button. 4. Choose the Insert Intervals button 5. Make the following entries: Number Range
Year valid to
Range starting from
Range ending with
01
9999
0400000000
499999999
6. Choose Enter.
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7. Save your entries.
Result The Number Ranges Interval for Document family is created.
3.8.10
Define Layout for Budget Workbench
Use In the budgeting workbench, you can define whether a specific input field appears in the header area of the budgeting workbench or in the BWB table area of the screen. The table area contains the document lines of a budget entry document. Whether an input field is placed in the header area or as a column of the table affects how the user makes entries:
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Budget entry → Budget entry Documents → Document definition → Define Layout for Budget Workbench
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Column Position
Layout Variant
YP0001
Description / Text
Public Sector 1000 Budget Layout
Year of Cash Effectivity
Header
Budget Type
Header
Grant
No Display
Fund
Column
1
Fund Center
Column
2
Commitment Item
Column
3
Functional Area
Column
4
Funded Program
Column
5
Period
Header
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Field Name
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Description
Distribution Key
User Action and Values
Column Position
Comment
1
4. Choose Enter. 5. Save your entries.
Result The Layout YP0001 is now created.
3.8.11
Define Editing Options for Budget Amounts
Use In the budgeting workbench, you can define whether a specific input field appears in the header area of the budgeting workbench or in the BWB table area of the screen. The table area contains the document lines of a budget entry document. Whether an input field is placed in the header area or as a column of the table affects how the user makes entries:
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Budget entry → Budget entry Documents → Define Editing Options for Budget Amounts
Transaction Code 2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
Decimal places for Budgeting
2
Sign for Revenue
Positive
Sign for Expenditures
Positive
Comment
5. Choose Enter. 6. Save your entries.
Result The Editing Options for Budget Amounts are now selected.
3.8.12
Activate Period Control in Budgeting
Use © SAP AG
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In this IMG activity, you activate period control for budgeting per FM area and budget version. You can also specify all versions by entering an asterisk (*) in the corresponding column. If period control is not activated (no entry), all periods are open for budgeting by default. entries:
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Control Budget Flow → Activate Period Control
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
FM Area
1000
Version
0
Period Control Activation
Selected
Comment
5. Choose Enter. 6. Save your entries.
Result The Period Control for Version 0 is now activated.
3.8.13
Control Budgeting Flow - Edit Status
Use In this IMG activity, you define which phases the budgeting contains during the course of a fiscal year. You define a budget status here for each phase.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Control Budget Flow → Edit Status
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
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Description
User Action and Values
Comment
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Field Name
Funds Management-Basic Settings (951): Configuration Guide
Description
User Action and Values
Comment
FM Area
1000
Status
STAT01
Description(S)
All
Description(L)
All Combinations (Payment Budget)
4. Choose Enter. 5. Save your entries. 6. Select the newly-created row, then in the Dialog structure pane, double-click Status control settings (budget). 7. Choose the New Entries button. 8. Make the following entries: Budget Category
Internal Budgeting Process
Budget Type
Payment
Carry For. Recv.
CF
Payment
Carry For. Send
CF
Payment
Enter
BI
Payment
Prepare
PR
Payment
Receive
A1
Payment
Receive
A2
Payment
Receive
A3
Payment
Return
A1
Payment
Return
A2
Payment
Return
A3
Payment
Send
A1
Payment
Send
A2
Payment
Send
A3
Payment
Supplement
A1
Payment
Supplement
A2
Payment
Supplement
A3
9. Save your entries. 10. Choose Back.
Result The status definition is configured.
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3.8.14
Funds Management-Basic Settings (951): Configuration Guide
Assign Status to a Version
Use Status management in the budget control system (BCS) allows you to subdivide the budgeting in Funds Management into successive budgeting phases. The individual budgeting phases differ in that only certain budget processes can be executed (Budgeting Process in combination with a Budget Type). Each phase is mapped in the system as a status. Whereas you define all required statuses and the executable budgeting activities for each status in Customizing, you select the current valid statuses in the current fiscal year in the menu of Funds Management:
Procedure 1. Access the activity using one of the following navigation options: Application Menu
Accounting → Public Sector Management → Funds Management → Budgeting → Budget Control System (BCS) → Version → Assign Status to a Version
Transaction Code
FMBOSTAT
2. Enter 1000 in the Determine Work Area: Entry screen. 3. Make the following entries: Field Name
Description
User Action and Values
Fiscal Year
Version
0
Period Control Activation
STAT01
Budget address check
Comment
Leave blank
4. Make the same entries for the current year and the subsequent fiscal year. 5. Make the same entries for version BP1. 6. Choose Enter. 7. Save your entries.
Result The Version 0 and BP1 are assigned status STAT01.
3.8.15
Define Planner Profile
Use In this IMG activity, you define planner profiles with which you can control planning. In a planner profile, you define which plan tasks are used with which default parameters for each table. You can define any number of plan tasks for each table. Using the profile item that defines the sequence of the plan tasks for a table, you can assign the same plan task to a planner profile several times, but with different default parameters.
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1. Access the activity using one of the following navigation options:
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Budget Entry → Planning → Define Planner Profile
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Planner Profile
Comment
BP01C
4. Choose Enter. 5. Save your entries. 6. Select the newly-created entry and in the Dialog Structure pane, double-click Tables which can be Planned. 7. Choose the New Entries button. 8. Make the following entries: Field Name
Description
User Action and Values
Summary Table
FMBDT
Distribution Key
Leave Blank
Comment
9. Choose Enter. 10. Save your entries. 11. Select the new created entry and in the Dialog Structure pane, double-click the Planning tasks for the table 12. Choose the New Entries button 13. Make the following entries: Field Name
Description
User Action and Values
Comment
Item
0
Layout
BP01
Overwrite
X
Activate checkbox
Integrated excel
X
Activate checkbox
14. Choose Enter.
Step 11 to 14 is only required if you are creating a layout that is integrated with excel, otherwise the process ends with the assignment of the table for planning. If you are creating a layout with excel integration, then complete the remaining steps.
15. Save your entries.
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16. Select the new created entry and in the Dialog Structure pane, double-click the Default Parameters 17. Enter a value for each of the parameter fields 18. Choose the Form-based radio button 19. Click the Overview Screen button. 20. Choose Enable Macros 21. Save your entries 22. Click the Back button 23. Choose Save All 24. Remove all entries in the parameter entry screen 25. Click the Back button 26. Save your data 27. Save your entries
Result The Planner Profile is now created.
3.8.16
Define Planning Layout
Use In this IMG activity, you create Layouts to build Planning data by Version.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Budget Entry → Planning → Define Planning Layout
Transaction Code
SPRO
2. Double-click Create Planning Layout. 3. Make the following entries: Field Name
Description
User Action and Values
Planning Layout Name
BP01
Name / description
Planning Layout – All Dimensions
Comment
4. Choose the Create button. 5. On the Report Painter: Create FI-SL planning layout FMBDT screen, choose Edit → Gen Data Selection → Gen Data Selection. 6. On the Element definition: General data selection dialog box, select the following ten Characteristics fields, then choose the arrow button in the middle to move them to the Selected Characteristics pane.
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Budget Type Posting Period Budget Process FM Area Ledger Record Type Version Fiscal Year BCS Value Type Workflow Status. Grant 7. Make the following entries: Characteristic
Variable
Budget Type Posting Period
From
Variable
To
X
2
PR X
1
Budget Process
PREP
FM Area
1000
Ledger
9F
Record Type
1
Version
X
1
Fiscal Year
X
1
BCS Value Type
B1
Workflow Status
P
8. Choose the Check button. 9. Choose Confirm. 10. To hide the Workflow status field, choose 10 Workflow Status, and then choose the Hide button. 11. Choose Continue. 12. The new Planning layout template is displayed, showing two columns: Lead Column (in red), and Column 1 (in blue). Double-click Column1. 13. On the dialog box, choose Key figure with characteristics. 14. Change the Key Figure selection from Transaction Currency to Local Currency. 15. Choose the Check button. 16. Choose Confirm. 17. Create columns for the five chosen Characteristics – Fund, Fund Center, Commitment Item, Functional area & Funded program.
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18. To create the first column, double-click Lead Column (in red). 19. In the dialog box, select the Funded Program characteristic. and move it to the left using the arrow button. 20. Add option of local variable with a range of 1 to 2. 21. Complete the selection by choosing Check and then choosing Confirm. 22. On the Lead column structure: Funded Program dialog box, choose the Characteristic value radio button, then choose Confirm. 23. Repeat steps 18 to 22 for Functional Area, Commitment Item, Fund Center, and Fund (in that order).
To add columns for the other four Characteristics, choose the New Lead Column button. 24. Once all the columns are defined, choose the Check button to validate your work. Correct errors, if any. 25. Choose Enter. 26. Save your entries.
Result The Planning Layout BP01 is now created.
3.9 BCS - AVC 3.9.1
Edit Tolerance Profile
Use A tolerance profile pools different tolerance limits for availability control when processing actual transactions.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Availability Control → Edit Tolerance Profiles
Transaction Code 2. Choose the New Entries button. 3. Make the following entries: Tolerance Profile
Name Description
Currency
Category of Tolerance Profile
Z001
User Warnings Only
USD
Only Usage rates are allowed
Z002
User Warnings Only
USD
Only Usage rates are allowed
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4. Choose Enter. 5. Save your entries. 6. Select Tolerance Profile Z001, then from the Dialog Structure double-click Maintain Tolerance Limits. 7. Choose the New Entries button. 8. Make the following entries: Field Name
Description
User Action and Values
Ceiling Type
Expenditure - Outgoings
Activity group
++
Category of Tolerance Profile
Only Usage rates are allowed
Order for checking
0
Message Type
Warning
Usage / Limit
90%
AVC Event
Leave Blank
Ceiling Type
Expenditure - Outgoings
Activity group
++
Category of Tolerance Profile
Only Usage rates are allowed
Order for checking
1
Message Type
Error
Usage / Limit
100%
Ceiling Type
Expenditure - Outgoings
Activity group
80
Category of Tolerance Profile
Only Usage rates are allowed
Order for checking
2
Message Type
Warning
Usage / Limit
100%
AVC Event
Leave Blank
Comment
9. Choose Enter. 10. Save your entries. 11. Choose Back. 12. Repeat steps 6 to 11 for Tolerance Profile Z002 with the following information: Field Name
Description
User Action and Values
Ceiling Type
Expenditure - Outgoings
Activity group
++
Category of Tolerance Profile
Only Usage rates are allowed
Order for checking
0
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Field Name
Description
User Action and Values
Message Type
Warning
Usage / Limit
100%
AVC Event
Leave Blank
Comment
Result The Tolerance Profiles Z001 and Z002 are now created.
3.9.2
Filter Settings for Budget Values
Use In this IMG activity, you define which budget values should be included in active availability control.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Settings for Availability Control Ledger → Define Filter Settings for Budget Values
Transaction Code
SPRO
2. Double-click Define the Consumable Budget. 3. In the FM Area field, enter 1000 and choose Continue. 4. Choose the New Entries button. 5. Make the following entries: Field Name
Description
User Action and Values
Version
0
Value Type Selection
B
Comment
6. Choose Enter. 7. Save your entries. 8. In the Dialog Structure pane, double-click Select Budget Types. 9. Choose the New Entries button. 10. Make the following entries: Budget Type
Long Description of Budget Type
A1
Budget Adjustment
A2
Budget Adjustment
A3
Budget Adjustment
BI
Budget Initial
CF
Carried Forward
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11. Choose Enter. 12. Save your entries.
Result The Filter settings for Budget Values are created.
3.9.3
Filter Settings for Commitment / Actual Values
Use In this IMG activity, you define which budget values should be included in active availability control.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Settings for Availability Control Ledger → Define Filter Settings for Commitment / Actual Values
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
AVC Ledger
9H
Fiscal Year starting From Value Type Selection
2000
Comment
5. Choose Enter. 6. Save your entries.
Result The Filter settings for Commitment / Actual are complete.
3.9.4
Define Derivation Strategy for Control Objects
Use In this IMG activity, you can define your own strategies for deriving Funds Management account assignments (FM account assignments) for availability control.
Procedure 1. Access the activity using one of the following navigation options:
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IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Settings for Availability Control Ledger → Define Derivation Strategy for Control Objects
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Derivation Strategy Name
9H01
Description
Best Practices Strategy: Control Objects
Comment
4. Choose Enter. 5. Save your entries. 6. Double-click the newly-created entry. 7. Choose the Display Change button. 8. Choose the Create Step button. 9. On the Create Step dialog box, select Derivation Rule, then choose Continue. 10. Make the following entries: Field Name
Description
User Action and Values
Step Description
Best Practices Fund to Fund
Source Fields
FUND
Target Fields
RFUND
Comment
11. Choose Enter. 12. Save your entries. 13. Choose the Condition tab. 14. Make the following entries: Field Name
Description
User Action and Values
Source field for Condition
FM_AREA
Operant for Condition
=
Source field for Condition
1000
Comment
15. Choose Enter. 16. Save your entries. 17. Choose Back twice. 18. Double-click the 9H01 entry. 19. Choose the Create Step button. 20. On the Create Step dialog box, select Derivation Rule, then choose Continue.
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Field Name
Description
User Action and Values
Step Description
Best Practices CI to CI
Source Field
CMMTITEM
Target Field
RCMMTITEM
Comment
21. Choose Enter. 22. Save your entries. 23. Choose the Condition tab. 24. Make the following entries: Field Name
Description
User Action and Values
Source field for Condition
FM_AREA
Operant for Condition
=
Source field for Condition
1000
Comment
25. Choose Enter. 26. Save your entries. 27. Choose Back. 28. Choose Back twice. 29. Double-click the 9H01 entry. 30. Choose the Create Step button. 31. On the Create Step dialog box, select Derivation Rule, then choose Continue. 32. Make the following entries: Field Name
Description
User Action and Values
Step Description
Best Practices Fund Ctr to Fund Ctr
Source Field
FUNDSCTR
Target Field
RFUNDSCTR
Comment
33. Choose Enter. 34. Save your entries. 35. Choose the Condition tab. 36. Make the following entries: Field Name
Description
User Action and Values
Source field for Condition
FM_AREA
Operant for Condition
=
Source field for Condition
1000
Comment
37. Choose Enter. 38. Save your entries. 39. Choose Back. 40. Choose Back twice.
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41. Double-click the 9H01 entry. 42. Choose the Create Step button. 43. On the Create Step dialog box, select Initialization, then choose Continue. 44. Make the following entries: Field Name
Description
User Action and Values
Step Description
Best Practices Initialize Functional Area
Field
RFUNCAREA
Comment
45. Choose Enter. 46. Save your entries. 47. Choose the Condition tab. 48. Make the following entries: Field Name
Description
User Action and Values
Name
ALDNR
Operant for Condition
=
Value
9H
Comment
49. Choose Enter. 50. Save your entries. 51. On the Create Step dialog box, select Initialization, then choose Continue. 52. Make the following entries: Field Name
Description
User Action and Values
Step Description
Best Practices Initialize Funded Program
Field
RMEASURE
Comment
53. Choose Enter. 54. Save your entries. 55. Choose the Condition tab. 56. Make the following entries: Field Name
Description
User Action and Values
Name
ALDNR
Operant for Condition
=
Value
9H
Comment
57. Choose Enter. 58. Save your entries.
Result The Derivation Strategy for Control Objects is now defined.
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3.9.5
Funds Management-Basic Settings (951): Configuration Guide
Define Derivation Strategy for Tolerance Profiles
Use In this IMG activity you define the derivation rules with which you can replace the standard tolerance profile by an alternative tolerance profile.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Settings for Availability Control Ledger → Define Derivation Strategy for Tolerance Profiles
Transaction Code 2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Name
9H02
Strategy Description
BP Strategy for Tolerance Profiles
Comment
4. Choose Enter. 5. Save your entries. 6. Double-click the 9H02 entry. 7. Choose the Display Change button. 8. Choose the Create Step button. 9. On the Create Step dialog box, select Derivation Rule, then choose Continue. 10. Make the following entries: Field Name
Description
User Action and Values
Step Description
Profile for Payroll
Source Field
FM_AREA
Target Field
TOLPROF
Comment
11. Choose Enter. 12. Choose the Rule values icon. 13. Make the following entries: Field Name
Description
User Action and Values
Financial Management Area
1000
Tolerance Profile for Availability Control
Z003
Comment
14. Choose Continue.
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15. Save your entries. 16. Choose Back twice. 17. Double-click the 9H02 entry. 18. Choose the Display Change button. 19. Choose the Create Step button. 20. On the Create Step dialog box, select Derivation Rule, then choose Continue. 21. Make the following entries: Field Name
Description
User Action and Values
Step Description
Assign Users to Override Profile Z002
Source Field
UNAME
Target Field
TOLPROF
Comment
22. Choose Enter. 23. Choose the Details icon under Target Fields. 24. In the dialog box, select the radio button Overwrite With New Value If New Value is Not Empty 25. Choose Enter. 26. Save your entries.
Result The Derivation Strategy for Tolerance Profiles is now defined.
3.9.6
Assign Tolerance Profiles and Strategy for Control Objects
Use In this IMG activity you define the derivation of availability control objects and the assignment of the tolerance profile for each availability control ledger.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Settings for Availability Control Ledger → Assign Tolerance Profiles and Strategy for Control Objects
Transaction Code 2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries:
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Field Name
Description
User Action and Values
Ledger Name
9H
From Year
2000
Tolerance Profile
Z001
Der. Strategy for Tolerance Profile
9H01
Comment
5. Choose Enter. 6. Save your entries.
Result The Tolerance Profiles and Derivation Strategy are now assigned to Control Objects in 9H01.
3.9.7
Select Checking Horizon for Availability Control
Use In this IMG activity you define the derivation of availability control objects and the assignment of the tolerance profile for each availability control ledger.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Settings for Availability Control Ledger → Specify Checking Horizon → Select Checking Horizon for Availability Control
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
Ledger Name
9H
Checking Horizon
Annual checks (default) can be overwritten by strategy
Comment
5. Choose Enter. 6. Save your entries.
Result The Checking Horizon is now set for AVC Ledger 9H.
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3.9.8
Funds Management-Basic Settings (951): Configuration Guide
Define Activation of Availability Control
Use In this IMG activity, you activate availability control by assigning an activity status for each ledger and fiscal year (from year). You can choose between five activation statuses for each availability control ledger:
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Define Activation of Availability Control
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
User Action and Values
Ledger Name
9H
From Year
2000
Ledger Status assignment
Active with strict check logic
Comment
5. Choose Enter. 6. Save your entries.
Result The Activation of 9H with Strict Logic is now set.
Result The program generates a report showing the results of reconstruct taking into the two data sources as defined.
3.10 Earmarked Funds 3.10.1
Assign Field Status variant to Company Code
Use In this work step you assign a field status variant to your company codes. You can assign a field status variant to as many company codes as you want.
Procedure 1. Access the activity using one of the following navigation options:
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IMG Menu
Funds Management-Basic Settings (951): Configuration Guide
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Filed Control for Earmarked Funds & Funds Transfers → Assign Field Status Variant to Company Code
Transaction Code 2. Double-click Company Code 1000. 3. Choose the New Entries button. 4. Make the following entries: Field Name
Description
Field Status Variant
User Action and Values
Comment
FMRE
5. Choose Enter. 6. Save your entries.
Result The Field Status variant FMRE is now assigned to Company Code 1000.
3.10.2
Define Field Status Groups
Use In this step, you define field status groups. You must assign the field status groups, along with a field status variant, to a field selection string, and enter them when defining document types.
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Filed Control for Earmarked Funds & Funds Transfers → Define Field Status Groups
Transaction Code 2. Choose the New Entries button. 3. Make the following entries: Field Name Field Status Group Name Description
Description
User Action and Values
Comment
1000 Public Sector
4. Choose Enter. 5. Save your entries.
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The Field Status Group 1000 is created.
3.10.3
Define Field Selection String
Use In this step, you can define the field selection strings - that is, you can specify which fields are ready for entry, required or hidden during Earmarked funds and transfers. In another step, you must assign a field status variant and field status group to the field selection string.
Procedure 1. Access the activity using one of the following navigation options:
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds & Funds Transfers → Field Control for Earmarked Funds & Funds Transfers → Define Field Selection String
Transaction Code
SPRO
2. Select the Field Selection String MITTELRESER, and choose Copy As. 3. Name the newly-copied object as ZFR_BP. 4. Select the ZFR_BP entry, and in the Dialog Structure pane, double-click Maintain Field Status for Field Selection String. 5. Make the following Fields settings: Description
Hide
Display
Opt.entry
Fund Center
Req.entry Selected
Fund
Selected
Functional Area
Selected
Grant
Selected
Business Area
Selected
Review all other Field statuses for your business process needs. 6. Choose Enter. 7. Save your entries.
Result The Field Status String ZFR_BP is now created / maintained.
3.10.4
Define Document Types
Use
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In this IMG activity, you create the document types for the documents in Funds Management. Document types are used to classify the documents. You can define characteristics for each document type that controls how the document is entered or they may be recorded in the document itself. For each document type, you must specify:
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds & Funds Transfers → Define Document Types
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Document Type Category
30 – Fund Reservation
Document Type
11
Number Range
03
Field Status Group
1000
Group Key for Earmarked Funds Copying Template
FMRE
Comment
4. Choose Enter. 5. Save your entries.
Result The Document Type Fund Reservation is maintained with above selections.
3.10.5
Define Rules for Account Assignment Transfer
Use In this step you define which account assignments are to be transferred from the earmarked fund to the follow-on document when posting a document with reference to an Earmarked fund.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Account Assignment Transfer → Define Rules for Account Assignment transfer
Transaction Code
SPRO
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3. Make the following entries: Field Name
Description
User Action and Values
Rule
1000
Description
BP Rule 1000
Comment
4. Choose Enter. 5. Save your entries. 6. Select the newly created entry, and in the Dialog Structure pane, double-click Maintain Field to be Transferred. 7. Group the fields as follows: Group 1
Group 2
Group 3
Order Number, Fund, Fund Center, Functional Area, Grant
Cost Center, Network Number, WBS
GL Account
8. Save your entries.
Result The account assignment Rule 1000 is now defined.
3.10.6
Assign Rules
Use In this IMG activity, you assign the rules for the account assignment transfer from the earmarked funds to individual activities (such as purchase order, G/L account posting).
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Account Assignment Transfer → Assign Rules
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Activity
*
Rule
1000
Comment
4. Choose Enter. 5. Save your entries.
Result The newly created Rule is now assigned to ALL activities.
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3.11 Commitment Updates and Integration 3.11.1
Assign Update Profile to FM Area
Use In this step you define your update profile per FM area. Update profiles support system configuration as a result of the business and executable features they contain for the controlling if updates. Via the update profile, for example, you can define whether a purchase requisition consumes budget or not (statistical postings).
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update / Integration → General Settings → Assign Update Profile to FM Area
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
FM Area
1000
Update Profile
000102
Comment
4. Choose Enter. 5. Save your entries.
Result The Update Profile 00102 is now assigned to FM Area 1000.
3.11.2
Override Update Profile
Use this IMG activity, you can override the valid settings of an update profile in the standard system. Override for a value type. You can individually specify for each update profile and value type, which document date should be called for the period assignment of commitment and actual data in Funds Management. This refers to the period in which the actual data in the Information system should be displayed for the payment budget and/or the commitment budget. The update periods are determined by one of the following: (a) Posting/Document date (b) Due date (c) Delivery date In addition, you can specify for each value type that the update in Funds Management should only be statistical. This means that the posting is not subject to availability control and does not use any budget.
Procedure 1. Access the activity using one of the following navigation options:
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IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update / Integration → General Settings → Override Update Profile
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
Update Profile
000102
Value Type
Period-based Encumbrance Tracking for Payment Budget
Selected
Comment
Leave blank or enter Value as applicable (such as 60)
4. Choose Enter. 5. Save your entries.
Result The Update Profile 00102 is now overridden as shown.
3.11.3
Make Other Settings
Use In this IMG activity, you can define: •
When the goods receipt should be included in Funds Management
•
The process by which tax should be displayed
•
Whether the derivation of FM Account Assignments only occurs for real Controlling Objects or also for statistical Controlling objects
•
Which documents should be used for determining the Carry forward Level
•
Which Currency Type is used for currency integration (see section "Define Currency Type for Currency Integration")
•
Whether sales orders should be updated in FM.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update / Integration → General Settings → Make other Settings
Transaction Code
SPRO
2. Choose the New Entries button.
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3. Make the following entries: Field Name
Description
User Action and Values
FM Area
1000
Sales Order Integration: Deactivate Update
Select or deselect, as applicable
Comment
Review the other setting on this screen, and make any applicable adjustment. 4. Choose Enter. 5. Save your entries.
Result The other settings are completed as needed.
3.11.4
Assign Number Range to FM Area
Use In this IMG activity, In this step, you store a number range interval for actual data documents for each FM area.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update / Integration → Basic Settings → FM Line Items → Assign Number Range to FM Area
Transaction Code
SPRO
2. In the 1000 row, enter the following value: Field Name Number Range
Description
User Action and Values
Comment
01
3. Choose Enter. 4. Save your entries.
Result The Number 01 is now assigned to FM Area 1000 actuals data.
3.11.5
Activate / Deactivate Funds Management
Use In this step, you activate the Funds Management (FM) account assignment derivation and update of documents from the feeder components for FM to FM for specific company codes. If you have combined a number of company codes under an FM area, you have the option of activating specific company codes only or of leaving other company codes deactivated.
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Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update / Integration → Activate / Deactivate Funds management
Transaction Code
SPRO
2. In the row for Company Code 1000, FM Area 1000, make the following entries: Field Name
Description
User Action and Values
Account Assignment Derivation
Selected
Activation FM Update
Selected
Comment
3. Choose Enter. 4. Save your entries.
Result The Account Assignment Derivation and FM Update is now activated for Company Code 1000, FM Area 1000.
3.12 Closing Operations 3.12.1
Open Periods for FM Postings
Use In this step, you create a number range interval for fiscal year change documents for each FM area. Fiscal year change documents are created for Funds Management documents that are carried forward to a new fiscal year using program Closing Operations: Carry forward of Open Items, or whose carry forward was reset again using program Closing Operations: Reset Carry forward of Open Items (RFFMCCFR).
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Additional Functions → Closing Operations → Open and Close Periods / Fiscal Year Years → Posting → Individual Processing
Transaction Code
FMIR
2. In the FM Area field, enter 1000 and choose Continue. 3. Choose the New Entries button. 4. Make the following entries: Field Name Budget category
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Description
User Action and Values
Comment
9H
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Field Name
Description
User Action and Values
Fiscal Year
2009
Accounts Assignment Element/s
All Acct Assgmt.
From Period
01
To Period
12
Comment
5. Choose Enter. 6. Save your entries.
Result Posting periods 01 through 12 are assigned for Fiscal year 2009 for FM Area 1000.
3.12.2
Enter Default Settings
Use In this IMG activity, you define per FM area, which closing operations can be carried out at the fiscal year change: (1) Carrying forward commitments; (2) Carrying forward budget for commitments; (3) Carrying forward residual budget;
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Enter Default Settings
Transaction Code
SPRO
2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
FM Area
1000
Commt cfwd allwd
Selected
Bdgt CF cmt allow
Selected
Res.bgt cf alld
Selected
Comment
4. Choose Enter. 5. Save your entries.
Result The Basic settings for Carry Forwards are now set for the FM area 1000.
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3.12.3 Enter Settings for Commitment Item Carry Forward Payment Budget Use In this step, you specify per FM area, fiscal year, and value type (such as purchase orders or invoices), whether carrying forward commitments for the payment budget to the new fiscal year is allowed or not. The settings made here override any default settings that already exist.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Commitment Closing Operations → Enter Settings for Commitment Item carry Forward Payment Budget
Transaction Code 2. Choose the New Entries button. 3. Make the following entries: FM Area
Fiscal Year
Value Type
If C/Fed. Is allowed
1000
2009
51
Selected
1000
2009
81
Selected
4. Choose Enter. 5. Save your entries.
Result The carry forward settings for payment budget by value type are set as shown.
3.12.4
BCS - Activate Budget Carry Forward for Commitment
Use In this IMG activity, you define for which value type and budget category the carry forward of budget for commitment should be activated or deactivated for each FM area/fiscal year. You can define the settings for individual value types or for all value types that are used in the field value type.
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Closing Operations for BCS → Activate Budget carry Forward for Commitment
Transaction Code
SPRO
2. Choose the New Entries button.
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3. Make the following entries: FM Area
Fiscal year
Value Type
Budget Category
If Active
1000
2009
51
9F
Active
1000
2009
81
9F
Active
4. Choose Enter. 5. Save your entries.
Result The carry Forward settings for BCS for Ledger 9F (AVC ledger 9F) are now activated.
3.12.5 BCS – Define Budget Entry Documents for Commitment carry forward Use By default, the budget carry forward for commitment is logged in a budget entry document with both a sender and receiver line and for the sender line of the transaction,
Procedure 1. Access the activity using one of the following navigation options: IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Closing Operations for BCS → Define Budget Entry Document for Commitment carry Forward
Transaction Code 2. Choose the New Entries button. 3. Make the following entries: Field Name
Description
User Action and Values
FM Area
BPCF
Header text / Name
BP – C/Fwd. Doc type
Settings for Receiver – Budget Type
CF
Settings for receiver - Period
01
Settings for receiver – Distribution Key
00
Settings for Sender – Budget Type
CF
Settings for Sender – Period
12
Comment
4. Choose Enter. 5. Save your entries.
Result © SAP AG
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The Document settings with Budget Type and period settings are set for Carry Forward for BCS.
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