BudgetControlSystem

BCSTrainingManual
MansfieldUniversity November,2008

BCS Training

BudgetControlSystem

BCSTrainingManual

TABLEOFCONTENTS
BCSIntroduction..3 SetupfortheNewBCSTransactions....4 CreatingaNewFolderforBCSTransactionsinFavorites......4 CreatingNewFavorites5

BudgetReports....7 ChoosingaLayout...7 ZFM01&ZFM02...9 BUDSTAT_w/CF.12 SOURCES_w/CF..13 ACTCOM_wCF..13 DrilldownCapability...14 HowtoSaveReporttoExcel..15 HelpfulTipsWhileUsingZFM02.16

HowtoCreateaVariant....17 HowtoViewActualExpenses(ZGENLED)....20 HowtoPrePostaBudgetTransfer(FMBB)....22 BudgetingWorkbenchPersonalDocumentsTree...23 HoldingDocuments.28 ToPrintPostedDocument..31 HelpfulTipsWhileUsingFMBB...33

HowtoLocateaBudgetTransferorViewBudgetLineItems(FMEDDW)...35 ChoosingandSavingLayout.37 HelpfulTipsWhileUsingFMEDDW...40 Page2

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BUDGETCONTROLSYSTEM(BCS)TRAININGMANUAL
OnNovember24,2008,theSAPFinancesystemmigratedfromtheformerbudgetingmoduleto theBudgetControlSystem(BCS)module. TransactionsthatyouarecurrentlyusingwithinSAPFI(ZBUDSTAT_NOCFor Y_DV2_04000008)tomonitoryourbudgethavechanged. BudgettransfersarenolongerparkedusingFR69.Instead,youwillprepostyourbudget transfersusingtheBudgetingWorkbench(FMBB).

PleasenotethatyouwillcontinuetouseZBUDSTAT_NOCFtoviewyourbudgetsandtransactions forfiscalyear2008andprior.However,anytransactionsprocessedforfiscalyear2009andafter willneedtobeviewedusingtransactionsZFM01orZFM02.Thistrainingmanualisbeing providedtoassistyouinmonitoringyourbudgetusingtheBCSmodule.Belowisacrosswalkto aidyourunderstanding: Function OnLineReporting Function BudgetTransfer Fiscalyears2008andPrior ZBUDSTAT_NOCF Priorto11/24/08 ParkusingFR69 Fiscalyears2009andafter ZFM01orZFM02 After11/24/08 PrePostusingFMBB

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SETUPFORTHENEWBCSTRANSACTIONS
CREATEANEWFOLDERFORBCSTRANSACTIONSINYOURFAVORITES

Tocreateasubfolder:

RightmouseclickonthefoldercalledFavorites.ChooseInsertfolder.

Namethefolderasshownbelow.Clickthegreencheckmark

ABCSTransactionsfolderwillnowappearintheFavoritesfolder.

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CREATINGNEWFAVORITES
YouwillneedtoaddseveralnewtransactionstoyourBCSTransactionsFavoritesfoldertoaccess theBCStransactions. Toaddafavorite: Onthefollowingscreen,theBCSTransactionsFavoritesfolderhasbeenhighlighted.Toadda transactioncodetothelistoffavorites,completethefollowing:

RightClickontheBCSTransactionsFavoritesfolder

ClickonInsertTransaction

TypeinthetransactioncodeZMF01.Clickthegreencheckmark

ZFM01willappearundertheBCSTransactionsFavoritesfolderasshownbelow:

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Repeattheabovestepstoaddtransactioncodes: o ZFM01(completedinabovestep)Revenue&Expenses o ZFM01_EXPExpensesOnly o ZFM02Revenue&Expenses o ZFM02_EXPExpensesOnly o ZGENLEDActualExpenseReport o FMBBBudgetTransfer o FMEDDReviewASingleBudgetTransferReport o FMEDDWReviewVariousBudgetEntriesorSearchforABudgetTransfer

YourBCSTransactionsFavoritesfoldershouldappearasfollowswhencomplete:

Toputtransactionsintheaboveorder,highlightthetransactionandusetheMoveFavoritesdown orMoveFavoritesuparrowsicon.

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CHOOSINGALAYOUT
BUDGETREPORTLAYOUTDIFFERENCES ZFM01vs.ZFM02 ZFM01
ZFM01layouthastheabilitytoviewarangeoffundcenterseitherrolledtogetherorexpanded allwithinonereport.

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Expand & collapse sections of the report by clicking on these buttons.

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ZFM02
ZFM02layouthastheabilitytoviewarangeoffundcentersoneatatimeusingthenavigation pane.

Note:screenshotsfromtheZFM02layouthavebeenusedto assemblethismanual.

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BUDGETREPORTSUSINGZFM01&ZFM02 USE
Thesetransactionswillbeusedtoprovideyourbasicreportingrequirementsformonitoringyour budgetsuchasdisplayingyourtotalbudget,actualexpenditures,opencommitments,andbudget balanceavailableforyourselectedfundcenter(s).Inaddition,itwillbeusedtodrilldowninto thelineitemdetailsofallpostingstotheselectedfundcenter.Itcanalsoprovideareporttodetail thesourcesofyourbudgetbalance.

TRANSACTIONCODE

ChooseeitherZFM01orZFM02

PROCEDURE
LogontotheSAPsystem.

OpenyourFavoritesBCSTransactionsfolderandclickoneitherZFM01orZFM02 transaction.

1 2 3 4

Note: Defaults to current fiscal year. However, in future fiscal years, users will have the ability to enter a multiple fiscal year range.

SelectionValues TheinformationintheSelectionValuesareawilldefault. 1. 2. 3. 4. FinancialManagementArea:willalwaysbeSSHE BudgetCategory:willalwaysbe9F Version:willalwaysbe0 FiscalYear:enterthefiscalyearonwhichyouarereportingcanrunformultipleyears. Page9

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1 2

SelectionGroups 1. FundsCenterValue:enterthefundcenterorrangeoffundcenters 2. CommitmentItem: a. E&GFundCenters(withoutpersonnel)willalwaysbeSSHE_3B b. GrantFundCenters(withpersonnel)willalwaysbeSSHE_2A

Click . E&GFundCenters

GrantFundCenters

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AReportwillreturnwiththeappropriatedataasshownbelow:

Navigationwithinthereport:
The Navigation Pane can be turned on/off using this icon.

Expand & collapse sections of the report by clicking on these buttons.

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NOTE:Thistransactioncontainssixdifferentreportingoptions:

Navigate to the various reports in ZFM02 by simply clicking on the appropriate report in the navigation pane. BUDSTAT_w/CF = With Carryforward BUDSTAT_w/oCF = Without Carryforward

TheBudgetOfficeisrecommendingthatusersusethew/CFreportsformonitoring budgets. 1. BUDSTAT_w/CF:Budget,Commitments,ActualsandAvailablebalancebyfundcenter.

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2. SOURCES_w/CFTotalofallbudgetentriesbycommitmentitembyfundcenter.

3. ACTCOM_wCFShowsonlycommitmentsandactualsbyfundscenterbycommitment item.

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Todrilldowntothelineitemdetail,doubleclickonthedollaramount.

To find the entries behind dollar amount, double click on that amount.

Toseealltransactionsinaspecificcolumn,doubleclickonthecolumnsheaderorthetotal line.Repeatasshownabove. Bluelinesonthereportrepresentwherepostingstakeplace(budget,commitment,actual). Yellowlinesonthereportrepresenttotals.

ATextboxwillpopup:
If looking at Actuals or Commitment columns amount, make this selection. If looking at Current Budget or Consumable Budget column amount, make this selection. Note: Replaces the SAP Extra & Line Item Feature

Aftermakingaselectionclick .

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Theentriesbehindthenumberwillappearasshownbelow:

TOSAVEREPORTINTOEXCEL:

MainToolbar: System List Save LocalFile o Savetolocalfileondesktoporotherdesiredfolder.

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HELPFULTIPSWHILEINZFM01orZFM02
TIP:Recommendedreportsformonitoringyourbudgets:

TIP:ToturnNavigationPaneon/offclicktogglebuttonbelow:

TIP:Toexpandandcollapsesectionsofthereportclickonthesebuttons:

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HOWTOCREATEAVARIANT
AsinSAP,BCSUserscansavetheirfundcentersbyusingthevariantfeaturecapabilityin ZFM01orZFM02.

EnterfundcentersusingSngleValuestaborbyenteringarangeunder1Rangetab.

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Savevariantoncealltheinformationisentered.

1. IMPORTANT:Variantnamemustbesavedusing55astheprefix. (Suggestion:55UserInitials_ReportName,i.e.,55LR_ReportName) 2. VariantMeaning:Briefdescriptionofthevariant.(i.e.,BudgetReport) 3. ClickontheSavedisktosavevariantnameanddescription.

3

1 2

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Clicktheexecuteicon

torunreport.

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ACTUALS(EXPENSE)REPORTUSINGZGENLED

1 2 3 5 4 6

1. 2. 3. 4. 5. BusinessArea:55 Fund:Fundnumber FundsCenter:Fundscenternumber FiscalYear:2009 PostingPeriods:FiscalYearmonths(i.e.,July=1,August=2,September=3,etc)orleave blanktopulltheentirefiscalyearexpenses 6. AccountNumber(Commitmentitem):600000to799999

Clicktheexecuteicon

NOTE: Reporttakesawhiletorun! Doesnotpullincommitments!

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AReportwillreturnwiththeappropriatedataasshownbelow:

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HOWTOPREPOSTABUDGETTRANSFER
BUSINESSSCENARIO
Scenario Itbecomesapparentthatonefundcenterisrunningshortoffunds.AFundCenterAdministrator wishestotransferbudgetfromadifferentfundcenterandmakeitavailabletotheother.The administrativemanagerneedstoprepostthebudgettransferforapprovalfromtheBudgetOffice.

TRANSACTIONCODE
FMBBBudgetingWorkbench

PROCEDURE
LogontotheSAPsystem.

OpenyourFavoritesBCSTransactionsfolderandclickontheFMBBtransaction.

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EnterFMAreaSSHE

andclickthegreen

Note:Youmaygetasecondpopupboxtoenteralayout enterSSHEandclickthegreen . ThiswillbringuptheBudgetingWorkbenchCreateDocument.Yourscreenwill appearasfollowsincludingabreakdownofeachareaoftheentryform.

Budget Header information. This can be turned on/off using this icon.

Personal documents tree. This will contain any documents you have preposted or put on hold. This can be turned on/off

using the icon

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This is the body of the budget transfer. Transfers can now be made between multiple funds and can include text for each line item.

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Note:YourscreenmaylookslightlydifferentuntilafteryouselectTransferasyourprocess.
CompletetheBudgetingWorkbenchHeaderDatainformation.

1 2 3 6 7 8 4 5

9 10

11

1.Process:willalwaysbeTransfer (whenTransferisselectedthescreenwillchangeappearance) 2.BudgetCategory:willalwaysbePayment 3.Documenttype:willalwaysbeBGT (whenenteredthescreenwillchangeasabove) 4.Version:willalwaysbe0 5.DocumentDate:entertodaysdate 6.SenderFiscalYear:willbethecurrentfiscalyear. Currentfiscalyearwillalwaysbethelasttwonumbersofthefiscalyear,e.g: o 200809=2009;200910=2010 7.SenderBudgetType:willalwaysbeNREC(NonRecurring) 8.SenderPeriod:changeto001. (ThedefaultisALLwhichwillsplitBTbetween12periods) 9.ReceiverFiscalYear:willdefaultfromtheSenderfiscalyear (SenderandReceiverfiscalyearMUSTbethesame). 10.ReceiverBudgetType:willalwaysbeNREC(NonRecurring) 11.ReceiverPeriod:changeto001. (ThedefaultisALLwhichwillsplitBTbetween12periods) November,2008 Page24

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Mergedscreen:

CompletetheBudgetingWorkbenchBodylineitemsusingmergedorsplitscreens.

1. EnterPlusorMinussigns(/+):

Splitscreen:

toindicatethefundscenterthefundsarebeingtransferredFROM(sender). +toindicatethefundscenterthefundsarebeingtransferredTO(receiver).

2.FundsCenter:enterthefundscenternumberforeachlineitem. 3.CommitmentItem:entertheappropriatecommitmentitemforeachlineitem. CommitmentItemTransferfrom/to 510585TransferfromCommitmentItemtoDepartmentFundedStudentWages 4.Amount:enterdollaramountyouwanttotransfer.Enteronlyaspositiveamounts. 5.Text:enteradescriptionforeachlineitem.Seebelowforexample:

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Younolongerneedtoenterthefundorfunctionalareaonthebudgettransferentry.These fieldswilldefaultbasedonthefundscenterentered. Youmayprocesstransfersbetweendifferentfundscentersonthesamebudgettransfer entry. Youmayenteradifferentdescriptiononeachlineitemofthebudgettransferentry.

ICONS:

Insertrow(s) Deleterow(s) Duplicatearow Sortrowsinascendingorderdependingoncolumnselected Sortrowsindescendingorderdependingoncolumnselected Addsatotalfortheamountcolumn

Manuallyverifythesenderandreceivertotalsmatch.

Click

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BudgetingWorkbenchPersonalDocumentsTree

ToturnthePersonalDocumentstreeonoroff,click

Thisareaallowsyoutoseeanydocumentsyouhavepending.

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o Youcanverifythestatusofapreposteddocument.Ifthedocumentisnolongerin yourPrepostedfolder,ithasbeenreviewedandpostedbytheBudgetOffice. o ThedocumentwillappearinyourPostedfolderassoonasBudgetapproves. o Youcanholddocumentstofinalizeatalatertime.ThesewillappearinyourHeld folder.

TheBudgetOfficewillthenpostdocument.ItwillmoveintoyourPostedFolderatthat time.

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HOLDINGDOCUMENTS
Ifyouhavenotcompletedatransactionbutneedtoexitthetransactiontoreturnlater,

BCSofferstheusertheabilitytoholdadocument.Click

EnteranameforthedocumentandclickHOLD.Youcannamethedocumentanything youwantasyouwillbetheonlyuserabletoseethisdocument.

thegreen toaccept.

Youmaygetanerrormessagedependingonhowfaryouareinyourentry.Justclick

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ThehelddocumentwillappearinyourpersonaldocumentstreeinyourHeldfolder.

Toopenthedocument,finditinyourhelddocumentsfolderanddoubleclickonthe document.Revise/completethedocument.
Oncethebudgetingworkbenchheaderandbodyhavebeencompleted,click

tocheck

thedocument.
Onceyouhaveverifiedthatyouhavenoerrors,click

fromyourheldfolderintothePrepostedfolder.

.Thedocumentwillmove

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TheBudgetOfficewillthenpostdocument.ItwillmoveintoyourPostedFolderat

thattime.

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TOPRINTTHEPOSTEDDOCUMENTFORBACKUP
SelectDocumentDisplay<>Change

SelectPrintPreview

Note: The printer name that appears when you choose local will be your own network printer.

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Click the Print icon

SetthePrintpropertiesasfollows:

Click the green check mark to print

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HELPFULTIPSWHILEINFMBB

TIP:Youcanturnoff/ontheBudgetHeaderinformationbyusing TIP:Toeasilyenterordeleteanextrarowusethefollowingicons:

Highlight row by clicking the grey square to left of row. Click to insert row and

to delete row.

TIP:YounolongerneedtoenteraFundorFunctionalAreaonthebudgetdocuments; thesewillbothdefaultfromtheFundsCenteryouenter.YoumustenterFundsCenter, CommitmentItem,Amount,andText. TIP:Lineitemtextisnowavailable:

TIP:ToPrepost(Park)thedocument

TIP:ToturnDocumentOverviewonoroff todisplayornot displayyourpersonaldocumentstree(Posted,Preposted,Undone,andHeldfolders) TIP:Hitgreenarrowbacktoenteranewtransactionnolongerneedtoexittomain menu.

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TIP:ToHoldthedocument

TIP:Whencompletingabudgettransfer,youcanchoosesplitscreenfeatureasshown:

The following screen will appear on which you can separately enter your Sender amounts on the top and the Receiver amounts on the bottom. Click Merge to return to normal

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HOWTOVIEWBUDGETDOCUMENTSORBUDGETTRANSACTIONS
BUSINESSSCENARIO
Scenario AFundCenterAdministratorwouldliketoquicklyseethebudgetlineitemspostedtotheirfunds centerorlocateabudgettransfer.

TRANSACTIONCODE
FMEDDWDrilldownforBudgetEntryDocuments

PROCEDURE
LogontotheSAPsystem.

OpenyourFavoritesBCSTransactionsfolderandclickontheFMEDDWtransaction.

entriesforaspecificfundscenter.

Thistransactioncanbeusedtoviewasinglebudgetentryorviewallofthebudget

Theusermaybespecificinthesearchcriteriatoviewaspecifictransactionorenterthe fundscenternumbertoviewallbudgetentriesforthatfundscenter.

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Note: Not all fields identified need to be completed.

1 2 3 4 5

At a minimum enter: #2 Budget Category: 9F #6 Fiscal Year #8 Fund Center

7 8 9

1. 2. 3. 4. 5. 6. 7. FMArea:willdefaulttoSSHE BudgetCategory:willalwaysbe9F EntryDocumentNumber:enterthedocumentnumberifsearchingforaBT Createdby:enterSAPuserIDofthepersonwhoinputtheentry Createdon:enterthedateonwhichthedocumentwasfirstentered FiscalYear:enterthefiscalyearinwhichdocumentwasposted Fund:enterthefundnumberorrangeoffundstoviewallofthebudgetentriesassociated withthefund(s)entered 8. FundsCenter:enterthefundscenternumberorrangeoffundscenternumberstoviewall budgetentriesassociatedwiththefundscenter(s)entered 9. Commitmentitem:shouldbeusedinconjunctionwiththefundorfundscentertolimit thebudgetentriesselected
Clicktheexecuteicon

Thiswillreturnalistofallofthedocumentsthatmeetthesearchcriteria. Page37

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Inordertochoosethecorrectlayoutclickontheselectlayouticonbelow:

Choosepreferredlayoutbydoubleclickingonthelayoutnameorclicking

NOTE:Chooseoneofthelayoutsavailable.

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orPASSHELayoutversion

Note: Double click to drill down see page 40 for instructions.

Tosavelayoutasdefault,clickonSaveLayouticon

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Note: This will be a one-time setup.

orEnter.

Click

DrillDown

Ifyouwanttoseeonespecificdocument,selecttheappropriatedocumentbydouble clickingonit. Thedocumentwillappearasfollows:

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HELPFULTIPSWHILEINFMEDDW
TIP:ToExportinformationintoExcel,chooseSpreadsheeticon.

TIP:Toabortatransaction,clickontheblueiconintheupperlefthandcornerofthe screenandchooseStopTransactionasshown:

Theend!
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