IPS910 SAP Public Sector ES

IPS910 SAP Public Sector: Special
Functions for the Public S

IPS910
Release 640 04/06/2006

IPS910 SAP Public Sector: Special Functions for
the Public Sector
IPS910
SAP Public Sector:
Special Functions for the Public Sector
THE BEST-RUN E-BUSINESSES RUN SAP
 SAP AG©2003
SAP AG 2002
 SAP IS Public Sector

 EA-PS 1.10
 2002/Q4
 Material number 50058225
Copyright
Copyright 2004 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in
any form or for any purpose without the express permission of
SAP AG. The information contained herein may be changed
without prior notice.
 SAP AG 2004
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Course Prerequisites
 AC010 Overview of External Accounting

-or-
 AC200 General Ledger and Business Partner Configuration
 SAP AG 2001, Background 34

 SAP AG 2002
Target Group
 The course is aimed at:

 Users and administrators who are interested in the
functional possibilities of Funds Management
 Members of project teams who are involved in introducing
Funds Management
 Duration: 5 days
 SAP AG 2002
Notes to the user

 The training materials are not teach-yourself programs. They complement the course instructor's
explanations. On the sheets, there is space for you to write down additional information.
Course Overview
 General Aim of Course

 Course Objectives
 Course Content
 Course Overview Diagram
 Main Business Scenario
 SAP AG 2002
(C) SAP AG IPS910 1-1

General Aim of the Course
 At the conclusion of this course, you will be

able to use the industry solution SAP R/3
Enterprise Public Services and make the
settings required for its implementation.
 SAP AG 2002

Course Objectives
At the conclusion of this course, you will be

able to:
 Use and configure Funds Management in the
following subject areas:
 Master Data
 Budget Planning
 Budget Execution
 Integration
 Updating
 Cash Desk
 Year-End Closing
 Reporting
Al término de este curso, usted será capaz de:
Uso y configurar la Administración de Fondos en las

materias Siguiendo:
datos maestros
Planificación del Presupuesto
Ejecución del Presupuesto
Integración
Actualización
recepción de efectivo
de cierre de fin de año
Informes
(C) SAPAG
SAP AG 2002
IPS910 1-3
Main Business Scenario
 Your administration wants to implement the

R/3 solution for the Public Sector for
managing its business processes. You are a
member of the project team that is
responsible for efficiently implementing
Funds Management.
 SAP AG 2002

Course Content
Preface
Unit 1 Course Overview Unit 6 Updating

Unit 2 Master Data Unit 7 Cash Desk
Unit 3 Budgeting Unit 8 Year-End Closing
Unit 4 Budget Execution Unit 9 Reporting
Unit 5 Integration Unit 10 Appendix
Exercises
Solutions
 SAP AG 2002

Course Overview Diagram
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2003

SAP Public Sector: Solution Map
Strategic Decision Support Program Budget Program Performance

Organization
Organization & Data Formulation & Evaluation &
Management Warehousing Formulation Measurement
Management Financing Analysis
Constituent Relationship Product & Service Constituency Marketing of Public

Public Information Constituent Service
Management Sales Account Programs & Services
Program/ Cash
Operational Budget Financial Managerial Grants Travel
Specific Operational Systems

Project Management &
Management Execution Accounting Accounting Management Management
Management Treasury
Tax & Revenue Taxpayer/Debtor Revenue

Payments/ Accounting &
Management Registration Tax Calculation Billing Accounting
Collection Services
Record/Case & W orkflow W orkflow Electronic Information

Records Management W orkflow Definition Execution Monitoring Signature Retrieval
Organization & Personnel Personnel Compensation

Human Resource Time & Leave Payroll
Position Recruitment Development & & Benefits
Management Management Administration Management Training Administration Accounting
Procurement & Procurement Process Tender Contract Inventory

Distribution
Inventory Management Management Management Management Management
Facility & Equipment Reimbursable Property

Resource Management Fleet Management Real Estate
Management Services Management
 SAP AG 2002

SAP R/3 Enterprise - Architecture
SAP R/3
SAP R/3
Enterprise
Enterprise
Extension Set
SAP R/3 SAP R/3
Enterprise
Enterprise
Core &
Core 4.70 Add-On SAP R/3
Enterprise
Public Services
(EA-PS 1.10)
SAP R/3
Technical upgrade
to new Basis
Technologies
 SAP AG 2002
 Funds Management (Budget Planning and Execution), the Public Service-specific core function, is part
of the Enterprise Add On SAP R/3 Public Services (EA-PS 1.10).
 In SAP R/3 Enterprise, the name of the industry-specific component Public Sector (FI-FM and IS-PS)
was changed to SAP R/3 Enterprise Public Services.
 SAP R/3 Enterprise Public Services is an Enterprise Add-On. It is delivered as part of the SAP R/3
extension set.
 The technical name is EA-PS 1.10.
Gestión de Fondos (planificación y ejecución del presupuesto), la función principal de servicio público
específico, es parte de la empresa Add On SAP R / 3 Servicios Públicos (EA-PS 1.10).
En SAP R / 3 Enterprise, el nombre del componente específico de la industria del sector público (FI-FM y
IS-PS)
fue cambiado a / 3 Enterprise Servicios Públicos SAP R.
/ 3 Empresa de Servicios Públicos de SAP R es un Add-On Enterprise. Se suministra como parte de la
extensión de SAP R / 3 en septiembre
El nombre técnico es EA-PS 1.10.

What‘s What?
 Product:
 SAP Funds Management (FM)
 Technical Description (Release):

 SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10)
 Components:
 PSM (Public Sector Management) contains Grants
Management, US Federal Government, and Funds
Management
 Used in OSS and in the menu hierarchy
 SAP AG 2002

Funds Accounting: Environment
Business
Funds Management
Accounting
- Expenditures/ Revenues
- Expenses/
Revenue BUDGET PLAN
(Profit & Loss)
- Balance Bdgt Est.Bdgt Est. Actual
(Balance Sheet 2000 1999 1998
Accounts) TUNI TUNI TUNI
50.490 48.320 43.320
362 370 270
1.470 1.470 1.170
23 25 21
547 538 433
45.145 42.873 39.673
12 9 8
78 70 69
... ... ...
... ... ...
... ... ...
... ... ...
... ... ...
..... ... ...
Internal Controlling
- Costs / Revenues
 SAP AG 2002
 Accounting in the public sector consists of:

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

Gestión de los fondos
Control interno
Contabilidad comercial
Por lo tanto, ofrece tres vistas básicas de una organización.
Estos tres puntos de vista son:
Ver presupuesto (ingresos y gastos)
Vista de control (gastos e ingresos)
Vista comercial (ingresos, gastos y balance)
El presupuesto está trazado en la Gestión presupuestaria
Organizational Structures
Client
FM Area
Controlling Area Controlling Area -
1 2
Company Company Company Company

Code 1 Code 2 Code 3 Code 4
Werk
Werk Einkaufs-
Purchasing Personal-
Personal- Verkaufs-
Verkaufs-
Plant Einkaufs- Personnel Sales
organisation
Organization Bereich
Bereich organisation
organisation
organisation Area Organization
 SAP AG 2002
 You can use clients in the R/3 System. The client corresponds to a whole organization.
 Each component in the R/3 System has its own organizational units. These are assigned to each other.
 The organizational unit in Funds Management is called the "financial management area" (FM area).
 You can assign one or more units from cost accounting (controlling areas) and financial accounting
(company codes) to an FM area.
 When doing this, ensure that the relationships between the three organizational units are consistent.
 All other organizational units, such as those in Logistics (plant, purchasing organization and so on) and
Human Resources (HR area and so on) are linked to Funds Management by the financial accounting
organizational unit, that is, the company code.
 The FM area and company code currencies must be identical.
Puede utilizar los clientes en el sistema R / 3. El cliente Corresponde a toda la organización.

Cada componente en el sistema R / 3 tiene sus propias unidades organizativas. Estos se asignan el uno al
otro.
La unidad organizativa en la Gestión presupuestaria se llama el "área de gestión financiera" (FM).
Puede asignar una o más unidades de contabilidad de costes (el control de áreas) y la contabilidad
financiera
(Códigos de la compañía) a una sociedad FM.
Al hacer esto, Que Asegurar las relaciones entre las tres unidades organizativas son consistentes.
Todas las demás unidades de la organización, tales como los de Logística (planta, organización y así
sucesivamente compra) y Recursos Humanos (área de recursos humanos, etc.) están vinculados a la gestión
de los fondos por la unidad de organización de la contabilidad financiera, es decir, el código de la compañía.
La zona de FM y monedas de la empresa deben ser idénticos.

Course Overview : Summary
SAP R/3 Enterprise Public Services (EA-PS 1.10)

is an Enterprise Add-On and therefore a part of
the SAP R/3 extension sets
 Funds Management is the core function of EA-PS
1.10
 SAP AG 2002

Master Data
 Organizational Structures
 Year-dependent Master Data
 Commitment Items
 Funds Centers
 Activating Account Assignment Elements
 Fund
 Functional Area
 General Settings
 Budget Structure
 Cover Eligibility
 Authorization Groups
 Subdivide Master Data
 Account Assignment Derivation Tool
estructuras de la organización
Año dependientes de datos maestros
posiciones financieras
centros gestores
La activación de elementos de imputación
Fondo
Área Funcional
Configuración general
la estructura del presupuesto
de vinculación
grupos de autorización
subdividir datos maestros
Derivación de imputación de herramientas

 SAP AG 2002

Master Data: Unit Objectives
 Upon completion of this unit, you will be able to:
 Organize structures in EA-PS

 Maintain year-dependent master data
 Map the budget structure
 Maintain the account assignment elements, funds
center, commitment item, fund, functional area, funded
program and grant
 Make changes in the master data maintenance
 Subdivide master data
 Use the account assignment derivation tool to derive
FM account assignments
 SAP AG 2002
Al finalizar esta unidad, usted será capaz de:
Organizar estructuras de EA-PS
Mantener datos maestros dependientes del ejercicio
Mapa de la estructura del presupuesto
Mantener la cuenta de elementos de imputación, centro gestor, posición

presupuestaria, fondos, área funcional, y la subvención programa financiado
Hacer cambios en la actualización de datos maestros

Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2002

Master Data I
 Organizational structures
 Year-dependent master data
 Funds centers
 Commitment items
 Activating account assignment elements
 Fund
 Functional area
 General settings
 Budget structure
 Cover eligibility
 Authorization groups
 Subdivide master data
 Account assignment derivation tool

Las estructuras organizativas
datos maestros dependientes del Año
centros gestores
Las posiciones presupuestarias
La activación de la cuenta elementos de imputación
Fondo
Área funcional
Configuración general
Estructura presupuestaria
la elegibilidad de la cubierta
grupos de autorización
Cuenta herramienta de asignación de derivación

Organizational Elements within Accounting
EA- PS
FM area
expenditures /
revenues
BUDGET PLAN
BUDGET PLAN
BUDGET PLAN
1996
2000 1995
2001
EXP
EXP EXP
50. 490
50.490 . . .320
48.
362 ...
1. 470362 . . .370
1.470
23 . 1.470
. . 25
23
547547 . . . 538
45.145
45. 145 42.873
. ..
12 12 . .. 9
78 78 . . . 70
. . .. . . . .....
. . .. . . . .....
. . .. . . . .....
. . .. . . . .....
. . .. . . . .....
. . . . .. . .. . . .
. . . . .. . .. . . .
. . . . .. . .. . . .
. . .. . . . .....
FI
CO Company code
expense / revenue
Controlling area
costs / revenues
 SAP AG 2002

 Depending on the level from which accounting is viewed, the organization is represented in the R/3
System using the following structures:
 The organizational unit for Funds Management is the financial management area (FM area)
 The organizational unit for Controlling is the controlling area
 The organizational unit for Financial Accounting is the company code
 The FM area and the controlling area take precedence over the company code.
Dependiendo del nivel desde el que se ve la contabilidad ', la organización está representada en el R / 3
Las estructuras del sistema utilizando Siguiendo:
La unidad organizativa para la gestión de los fondos es el área de gestión financiera (FM)
La unidad organizativo de control es la sociedad CO
La unidad organizativa para la Gestión financiera es el código de la compañía
El área de FM y la sociedad CO tienen prioridad sobre el código de la compañía.

FM Area Global Settings
FM area currency
Dec. Jan.
Nov. Feb.
12 01
11 02
Oct. Mar.
10 03
Fiscal year
Sept. 09 04 Apr. variant
08 05
Aug. 07 06
May
Jul. Jun.
 SAP AG 2002
 The FM area currency and a fiscal year variant must be defined as global parameters.
 The FM area and company code currencies must be identical.
 The fiscal year variant of company code and FM area must be identical for a payment matching to be
possible (use of payment view).
La moneda de la sociedad FM y variante de ejercicio se deben definir los parámetros globales.

La zona de FM y monedas de la empresa deben ser idénticos.
La variante de ejercicio de la sociedad y de la sociedad FM debe ser idéntico para la conciliación de
pagos sea posible (el uso de vista de pago).

Budget Structure Representation
Introduction
 The budget structure represents the functional and

organizational structure of an organization from a Funds
Management point of view.
 This is the basis of budget planning and budget execution.
La estructura del presupuesto representa la estructura funcional y organizativa de una

organización desde el punto de Gestión de Fondos de vista.
Esta es la base de la planificación y ejecución del presupuesto presupuesto.
 SAP AG 2002

Representation of Budget Structure in SAP System
Funds Center
Budget Structure Structure in SAP System

Budget Plan
2000 2001
TDM TDM
50. 490 48.320
362 370
1. 470 1.470
23 25
547 538
45. 145 42.873
12 9
78 70
... .. .
... .. .
... .. .
... .. .
... .. .
... ...
... ...
... ...
... .. .
Commitment Item
 SAP AG 2002
 A breakdown of the whole organizational structure to map the budget structure of an organization in the
SAP system is carried out in an analytical process according to:
 organizational point of view and
 functional point of view.
 A funds center hierarchy and several commitment item hierarchies normally result from this.
 Organizational units (responsibility areas, departments, projects) are mapped with funds centers and
arranged in a hierarchy.
 Functional aspects (expenditures and revenue structures) are represented with commitment items.
 Organizational and functional structures (funds center and commitment item hierarchies) are combined
through Funds Management in which each funds center contains the complete commitment item
hierarchy.
El desglose de toda la estructura organizativa para mapear la estructura del presupuesto de una
organización en el
Sistema SAP se lleva a cabo en un proceso analítico acuerdo con:
punto de vista organizativo y
punto de vista funcional.
La jerarquía de centros gestores y compromiso elemento Varias jerarquías Normalmente el
resultado de esto.
Las unidades organizativas (áreas de responsabilidad, departamentos, proyectos) se
correlacionan con los centros gestores y dispuestas en una jerarquía.
funcional aspectos (los gastos y las estructuras de ingresos) se representan con las posiciones
financieras.
estructuras organizativas y funcionales (centro de los fondos y las jerarquías de posiciones
financieras) se combinan mediante la gestión de fondos en los que cada centro gestor contiene
la jerarquía completa de posiciones financieras.

Mapping Scenarios - Master Data Hierarchies
Scen ario 1: Bd g p lanning and fu nds cent ers Scenario 2: German authorities
hierarchy
Funds center for the budget
Cmmt items
Combinations =
Budget objects
(Budget manage-
ment acct assgnmt)
Funds center hierarchy
Scenario 3: Non-h ierarchical

budg eting and AVC
Commitment items
Commitment items
Funds centers
 SAP AG 2002
 Scenario 1 corresponds with the general model explained in more detail in the previous slide.
 Scenario 2 is the scenario, which is used by local authorities. In this scenario, only one funds center
which is named “Funds center for the budget” is shown. Both the functional and organizational grouping
is mapped in the commitment items.
 Scenario 3 is a model which works without hierarchies. Technically, funds centers and commitment
items are on the same level. The existing hierarchies can be mapped in Reporting. This model is used by
the provinces in Germany.
Note:
Both scenario 2 and 3 can only be used if the local authorities flag has been activated.
 Scenario 1 corresponds with the general model explained in more detail in the previous slide.
 Scenario 2 is the scenario, which is used by local authorities. In this scenario, only one funds center
which is named “Funds center for the budget” is shown. Both the functional and organizational grouping
is mapped in the commitment items.
 Scenario 3 is a model which works without hierarchies. Technically, funds centers and commitment
items are on the same level. The existing hierarchies can be mapped in Reporting. This model is used by
the provinces in Germany.

Note:
Both scenario 2 and 3 can only be used if the local authorities flag has been activated.

Master Data II
 Year Dependency of Master Data
 Funds Centers
 Fund
 Functional Area
 Subdivision of Master Data
 SAP AG 2002

Year Dependency of Master Data
X
Year X
Year
1990 1992 2000 2001 2002 2003 2004 2005
... ...
Y ear
X
 SAP AG 2002
 The year-dependency of funds center and commitment item is set by a special Customizing point.
 This means you can make changes to suit your needs for any fiscal year in the master data maintenance
without unintentionally effecting previous or future years.
 By default, the master data is defined as year-independent (year "0000"), that means it is valid for the
whole Funds Management term.
 Using the Customizing program RFFMMDACT, the master data can be converted to “year-
dependent".
El años de dependencia del centro gestor y el compromiso es Set de artículos por el punto de
Personalización especial.
Esto significa que puede hacer cambios para adaptarse a sus necesidades para cualquier año
fiscal en la actualización de datos maestros sin involuntariamente efectúan años anteriores o
futuros.
Por defecto, se define los datos maestros de la independiente del ejercicio (año "0000"), que
significa que es válido para la
toda término Gestión de Fondos.
Uso de la RFFMMDACT programa de personalización, los datos maestros se pueden
convertir en "años de dependiente".

Activating Year-Dependent Master Data
Before you can define commitment items and funds

centers as year-dependent, they must first be converted
to year-dependent in Customizing by using program
RFFMMDACT.
 The program executes the following:
 Check on whether the budgeting and budget structure are
year-dependent
 Check on and activation of funds centers for year-
dependence
 Check on and activation of commitment items for year-
dependence
If the conversion is successful, the master data will be
year-dependent from your desired budget year.
Antes de definir las posiciones financieras y fondos centra el

año dependientes, primero deben ser convertidos en año-
dependiente en el Customizing utilizando RFFMMDACT
programa.
El programa ejecuta lo siguiente:
Compruebe de si el presupuesto y la estructura del

presupuesto son dependientes del ejercicio
controlar y activación de los centros gestores de la

dependencia del año-
Compruebe en y la activación de las posiciones financieras

de la dependencia del año-
Si la conversión se realiza correctamente, los datos

maestros serán dependientes del ejercicio de su ejercicio
presupuestario deseado.
 Prerequisites in an FM area before master data can be converted to year-dependent:
 Total values are not used in budgeting.
 No overall budget structure exists.
 The budget structure is created year-dependently.
 The budget structure was not created with a year-independent BS template.
 When ‘activating’ the year-dependent funds centers, the hierarchy variant is assigned from year 0000
and assigned to the desired years.
 When ‘activating’ the year-dependent commitment items, the program first determines all fiscal years in
which commitment items must be created. The commitment items are then copied into the fiscal years
determined by calling programs RFFMMDBI81 and RFFMMDBI85.
Requisitos previos en una sociedad FM antes de datos maestros se pueden convertir en el año
dependientes:
Los valores totales no se utilizan en el presupuesto.
Ÿ En la estructura del presupuesto global existe.
La estructura presupuestaria se creó el año-dependiente.
La estructura del presupuesto no fue creado con una plantilla BS independiente del ejercicio.
Cuando la «activación» de los centros gestores dependientes del ejercicio, la variante de jerarquía se
asigna desde el año 0000 y se asigna a los años deseados.
Cuando la «activación» de las posiciones presupuestarias dependientes del ejercicio, el primer programa
Determina todos los ejercicios en que se deben crear las posiciones financieras. Las posiciones
financieras A continuación se copian en los años fiscales determinados por llamar a los programas y
RFFMMDBI81 RFFMMDBI85.

Master Data III
 Organizational Structure
 Funds Centers
 Activation of Account Assignment Elements
 Fund
 Functional Area
 SAP AG 2002

Funds Center Hierarchy
FM Area
Funds Center 1
Person Responsible
Funds Center 2 Funds Center 3
Person Responsible Person Responsible
Superior Center Superior Center
 SAP AG 2002
 Funds centers are used to represent organizational units (areas of responsibility, departments, projects)
and are arranged in a hierarchy.
 It is possible to create funds centers in several, parallel hierarchies. There may also be several top fund
centers.
 Every funds center, that is not a top funds center, has one superior center which is defined in the master
record of the subordinate funds center.
 The funds center master record contains important information, such as the name and description of the
funds center, the name of the person responsible for the funds center and so on.
 You can maintain both the name of the person responsible (as information) as well as a user name (SAP
user name) in the system. The person defined in the user name as responsible for the funds center is the
recipient of automatically generated system messages (mails) in certain situations.
centros fondos se utilizan para representar las unidades organizativas (áreas de responsabilidad,
departamentos, proyectos)
y están dispuestas en una jerarquía.
Es posible crear centros gestores en varias jerarquías paralelas. También puede haber varios centros de
fondos superiores.
Cada centro gestor, Que no es el centro gestor superior, tiene una parte central superior que se define en
el registro maestro del centro gestor subordinado.
El registro maestro de centro gestor contiene información importante, tal como el nombre y la
descripción del centro gestor, el nombre de la persona responsable del centro gestor y así
sucesivamente.
Puede mantener tanto el nombre de la persona responsable (la información), así como el nombre de
usuario (SAP nombre de usuario) en el sistema. La persona se define en el nombre de usuario del
responsable del centro gestor es el destinatario de los mensajes generados por el sistema de forma
automática (correos electrónicos) en determinadas situaciones.

Hierarchy Variant: Time Dependent Funds Center
Assignment
J F M A
2 0 02
M J J A S O N D
J F M A
2001
M J J A S O N D
V A1 A3
A1 A2 A3 A1.1 A1.2
A1.1 A1.2 A1.21 A1.22
A1.21 A1.22
 SAP AG 2002



 The hierarchy variant corresponds to the hierarchical funds center structure. This hierarchy can be
designated as either y
- Individual funds centers or complete substructures can be reassigned from one year to another.
- The existence of a funds center can be limited to a specific number of fiscal years
- New funds centers can be defined as valid from a specific fiscal year
 You can make changes to existing hierarchy variants, as long as no budget and transaction data has been
posted to the relevant funds center (or funds centers subordinate to it) have been made.
 When you create hierarchy variants, at first, they are year-independent (fiscal year “0000”). Once you
assign a variant to a fiscal year, the funds center hierarchy becomes valid for the relevant period.
 From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the assignment of hierarchy variant to year and
FM area can be changed. This means that it is possible to delete an assigned hierarchy variant or replace
it with another hierarchy variant. Only one variant is permitted for a fiscal year.
ear-dependent or year-independent.
 If you want to work year-dependently, organizational changes between individual fiscal years are easy to
map out.
La variante de jerarquía corresponde a la estructura jerárquica de los fondos centrales. Esta jerarquía se
puede designar cualquiera de la Y
centros gestores individuales o subestructuras completas pueden ser reasignados de un año a otro.
La existencia de los fondos del centro se puede limitar a un número determinado de años fiscales
centros nuevos fondos se pueden definir a partir del año fiscal específico válida
Puede realizar cambios en las variantes de jerarquía existentes, la larga en la fecha de transacción
presupuesto y se ha publicado en los fondos pertinentes centro (o los centros gestores subordinados a él)
se han hecho.
Al crear variantes de jerarquía, en primer lugar, son independiente del ejercicio (año fiscal "0000"). Una
vez que
asignar la variante para el año fiscal, la jerarquía de centros gestores passe válida para el período
correspondiente.
De SAP Enterprise Servicios Públicos 1,10 (EA-PS 1.10), la asignación de la variante de jerarquía para
el año y el área de FM se puede cambiar. Esto significa que es posible eliminar una variante de jerarquía
asignada o sustituirla por otra variante de jerarquía. Sólo se permite una variante para el año fiscal.
oreja-dependiente o independiente del ejercicio.
Si se quiere trabajar de forma dependiente de año, los cambios organizativos años fiscales entre
individuales son fáciles de mapear en octubre

Funds Center: Existence Interval
Create Funds Center
FM Area
Funds Ctr Validity
From Year 2001 To Year 2003
 SAP AG 2002
 If you are working with year-dependent funds centers, you can enter a validity period for the funds
centers. This period of validity specifies the "life-span" of the funds center. If you are working year-
independently, the system automatically fills these fields with the period 1900 to 9999 and it is not
possible to change these values.
 When working year-dependently, the validity period can be extended at any time. The value for the "to-
year" (and consequently the "life-span") can therefore always be moved back. From SAP Enterprise
Public Services 1.10 (EA-PS 1.10), it is also possible to make the existence interval smaller. The
prerequisites for this are:
-There is no posting data such as actual data or budget in the period affected.
-The funds center has no subordinate funds centers.
 If you want to assign a funds center to a year-dependent hierarchy variant, you need to ensure that the
validity period for the funds center covers the financial year, for which the hierarchy variant is assigned.
Si está trabajando con centros gestores dependientes del ejercicio, se puede introducir el período de
validez de los centros gestores. Este período de validez Especifica la "vida útil" de los fondos centrales.
Si está trabajando de forma independiente año-, el sistema rellena automáticamente estos campos con
entre 1900 y 9999 y se que no es posible cambiar estos valores.
Cuando se trabaja de forma dependiente de año, el período de validez puede ampliarse en cualquier
momento. El valor de la "To-
año "(y por consiguiente la" vida útil ") siempre puede moverse hacia atrás lo tanto de SAP para empresas
de Servicios Públicos 1,10 (EA-PS 1.10), es también posible hacer que el intervalo de existencia más
pequeño es el requisito previo para esto son ..:
Existe la fecha de contabilización como la fecha actual o económico en el periodo afectado.
El centro gestor no tiene centros gestores subordinados.
Si desea asignar el centro gestor a una variante de jerarquía dependientes del ejercicio, es necesario
hacer cola Asegúrese de que el período de validez para el centro gestor cubre el ejercicio, es la variante
que se asigna jerarquía.

Entering Funds Center Details for Subperiods
Change Funds Center
Funds Ctr A1
From Year 2000 To Year 2005
Analysis Period
Name of Department (From ...To)
01.01.2000 30.09.2001 Administration A1
T ime Variable
Details:
01.10.2001 31.12.2005 Main Department A1
Person Responsible: (From ... To)
01.01.2000 31.12.2001 Meyer
01.01.2002 31.12.2005 Schneider
 SAP AG 2003
 There is a range of attributes and funds center details for which you can change the time dependency,
regardless of whether their funds center definition is year-dependent or year-independent.
 You can therefore define analysis periods at any time, for example to specify that processor X is being
replaced by processor Y on 01.01 in the funds center. Changes can be made for the following fields:
- Name and description of funds center
- Default fund
- System user name and person responsible for funds center
- Address and communication data
 The changes are logged clearly.
 The individual subperiods should not overlap each other.
 There is master data on the funds center for these attributes that cannot be defined differently for
different analysis periods because the definitions should be valid for the whole period:
- The funds center's alphanumeric code
- Long text information (can be changed at any time, but it is always only one document)
- Assignment of authorization group
 Again it is irrelevant whether funds centers have been defined year-dependently or year-independently.

Hay una gama de fondos de centros de atributos y detalles de la que puede cambiar el equipo de la
dependencia, con independencia de que el centro gestor Su definición está años dependiente o independiente
del ejercicio.
Se pueden definir tanto los períodos de análisis en cualquier momento, por ejemplo, para especificar el
procesador X Que está siendo reemplazado por el procesador Y en 01:01 en los fondos del centro. Se pueden
hacer cambios para los siguientes campos:
Nombre y descripción del centro gestor
fondo de garantía
Nombre de usuario del sistema y Responsable de centro gestor
datos de la dirección y de la comunicación
Los cambios se registran con claridad.
Los subperíodos individuales no deben superponerse entre sí.
No hay datos maestros en el centro gestor de atributos Estos Que no puede definirse de forma diferente
para diferentes periodos de análisis porque las definiciones no debería ser válida para todo el período:
código alfanumérico del centro gestor
información de texto largo (se puede cambiar en cualquier momento, pero siempre es sólo un documento)
La asignación de grupo de autorización
Una vez más, es indiferente que los centros gestores se han definido año de forma dependiente o
independientemente años.

Hierarchy Variant: Selection of Funds Centers
Hierarchy variant
. F M A
2 00 1
M . . A S O N D
FuCen. is FuCen. is not

assigned: assigned:
Valid from - until
Valid from - until
V: 1900 - 2010 V
B1: 1900 - 2000
A1: 2001 - 2005
C1: 2000 - 2000
A1 A2 A3
A2: 2001 - 2004
C2: 2005 -2006
A3: 2001 - 2002
 SAP AG 2002
 If you assign the hierarchy variant to a financial year, the system checks whether the funds centers are
also valid for the period.
- If the variant contains all valid funds centers (validity period check)
- If the variant does not contain all valid funds centers
 The user must pay particular attention to consistency when copying a hierarchy variant from one fiscal
year to the next. Consequently, it is necessary to change the validity period for some funds centers, if it
does not apply for the relevant fiscal year.
 The program RFFMMD_REPLACE_HIVARNT is available from SAP Enterprise Public Services 1.10
(EA-PS 1.10) for changing the assignment of a hierarchy variant to a fiscal year. Using this program, you
can separate fiscal years to which the same hierarchy was assigned and maintain the fiscal year of the
funds center.
Si asigna la jerarquía variante para el ejercicio, el sistema comprueba si los fondos son centros también
válido para el período.
Si la variante contiene todos los centros gestores válida (período de comprobación de validez)
Si la variante no contiene todos los centros gestores válida
El usuario debe prestar especial atención a la coherencia Al copiar la variante de la jerarquía de un año
fiscal al siguiente. En consecuencia, es necesario cambiar el período de validez para algunos centros
gestores, si no se aplica para el año fiscal correspondiente.
El RFFMMD_REPLACE_HIVARNT programa está disponible de SAP Enterprise Servicios Públicos
1,10 (EA-PS 1.10) está cambiando la asignación de la variante de jerarquía para el año fiscal. Usando
este programa, puede separar los ejercicios a los que se asignó la misma jerarquía y mantener el ejercicio
(C)de losAG
SAP recursos del centro. IPS910 2-26
Copying Funds Centers
Funds Center Funds Center

Source: FMA 9000 Target: FMA 9002
Hi.Va. 0000 Hi.Va. 0010
EXPORT IMPORT
RFFMBI91 UNIX File/ RFFMBI95
PC File
 SAP AG 2002
 Possible uses for the copy function include:

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

la creación de una nueva variante de jerarquía para el nuevo año fiscal dentro de la misma área de FM. En tal
caso, una variante de jerarquía existente se puede utilizar como una plantilla ("fuente"). Es importante
asegurarse de Que el período de validez de los centros gestores en cuestión es también válido hasta el año
fiscal elegido.
centros importadores fondos a otra entidad CP con o sin estructura jerárquica.
La copia se centra fondos a otra entidad CP y, si es necesario, a otra variante de jerarquía.
Los centros gestores de una sociedad FM se pueden copiar con o sin su estructura de jerarquía (variante de
jerarquía).
Programa RFFMBI91 puede exportar centros gestores al fichero UNIX o un archivo de PC.
Programa RFFMBI95 importa los datos necesarios al área de FM como un lote.
El programa de importación también se puede utilizar para copiar los datos heredados si se puede conectar
a un archivo de PC UNIX o.

Master Data IV
 Funds Centers
 Activation of Account Assignment Elements
 Fund
 Functional Area
 SAP AG 2002

Commitment Items
 Attributes
 Financial Transaction and Item Category
 Hierarchy Maintenance
 Masking
 Copying Commitment Items
 SAP AG 2002

Commitment Item : Attributes I
Change Documents Long Text FM Area

Commitment Item 2100. 4000.000
Fiscal Year “Create with Template”
2003
FM Area 9000
Basic Data 1 Alternative Hierarchy
Basic Data
Directly Postable Not Directly Postable
Financial Transaction 30 Negative Budget
Item Category 3 Stat. Commitment Item
 SAP AG 2002
 The commitment item's key has 24 digits. In addition to the header data, all other master data parameters
are available in tab pages on a screen.
 You can define the control of entry fields (field status) in Customizing using a customer-specific field
string. You should hide function entry fields that you cannot use.
 You can define several posting object levels. This means that under one postable commitment item you
can have further postable commitment items.
 You can refer to data on commitment items already created by clicking on the "Create with Template"
button.
 You create commitment items and commitment item hierarchies in an FM area. If you use year-
dependent master data, create commitment items and commitment item hierarchies in an FM Area for a
fiscal year.
clave de la posición presupuestaria tiene 24 dígitos. Además de la fecha de cabeza, todos los demás
parámetros de datos maestros están disponibles en las páginas de la ficha en la pantalla.
Se puede definir el control de los campos de entrada (estado del campo) en el Customizing utilizando la
cadena campo específico del cliente. Usted no debe campos de entrada de la función de ocultar que no
se puede utilizar.
Se pueden definir varios niveles de objetos de contabilización. Esto significa Que en una partida única
compromiso postable puede tener otras posiciones financieras postable.
Se puede hacer referencia a la fecha en posiciones financieras ya creados haciendo clic en el botón
"Crear con la plantilla".

Se crea posiciones financieras y las jerarquías de posiciones financieras en una sociedad FM. Si utiliza
año- datos maestros dependientes, crear elementos de compromiso y las jerarquías de posiciones
financieras en un área de FM para el año fiscal.

Commitment Item: Attributes II
Change
Änderungsbelege
Documents Langtext
Long Text Finanzkreis
FM Area
Finanzposition
Fiscal Year 2100.4000.000
2003 “Create
„Anlegen with
mit Template”
Vorlage“
Geschäftsjahr
FM Area 2003
9000
Finanzkreis 9000
Grunddaten 1 Alternative Hierarchie
Basic Data
Grunddaten
Financial Transaction
Direkt bebuchbar 30 direkt bebuchbar
nicht Negative Budget
Item Category 3 Stat. Commitment Item
Finanzvorgang 30 Negatives Budget
Positionstyp 3 Stat. Finanzposition
 SAP AG 2002
 A commitment item can have the indicator "Negative Budget". This means that it is possible to enter
negative budget in the corresponding FM account assignments.
 Example: In the previous year, the budget on this account assignment was exceeded which is treated
as a jump ahead into the new year. Negative budget is then entered on the account assignment in the
new year.
 You cannot checkmark the field if the commitment item is:
- used in a cover pool
- a statistical commitment item
- used for revenues increasing the budget

 If a commitment item is flagged as statistical:
 the commitment item cannot be budgeted directly.
 postings that contain this commitment item are updated but do not take part in the active availability
control.
 Postings can be displayed separately in Reporting.

La posición presupuestaria puede tener el indicador "Negativo Presupuesto." Esto significa que es
posible entrar en el presupuesto negativo en las imputaciones CP correspondiente.
Ejemplo: En el año anterior, se ha superado el presupuesto en esta imputación que se considere como
un salto en el nuevo año por delante. Presupuesto negativo se Entonces entró en la imputación en el nuevo
año.
No se puede CheckMark el campo si el compromiso es artículo:
utilizado en la piscina cubierta
la posición presupuestaria estadística
utilizado para ingresos que incrementan el presupuesto
Si el elemento se encuentra en posición compromiso de la estadística:

la posición presupuestaria no puede ser presupuestado directamente.
Que publicación contiene esta posición presupuestaria se actualizan pero no tome parte en el control de
disponibilidad activo.
Ÿ Publicaciones se pueden mostrar por separado en Informes.

Commitment Item: Financial Transaction and Item
Category
Finan. Trans. Item Category Business Transaction
30 3/2 Expenditure/revenue posting
40 3/2 Goods receipt/ issue
60 3/2 Payable/receivable
Debit posting
80 3/2 Bank clearing
Actual posting
90 1/5 Cash holding

Clarification worklist (IS-PS-CA)
Actual posting
 SAP AG 2002
 The commitment item category defines the order according to balances, revenues or expenditure: They
are all divided into different categories: revenue items (category 2), expenditure items (category 3),
balance items (category 1), balance commitment items (category 4) and the clarification worklist from
IS-PS-CA (category 5).
 You can create one or more hierarchies for each category of commtiment item.
The financial transaction and the commitment item category are identical for all commitment items
within a hierarchy.
 The financial transaction represents business transactions from the feeder application components (for
example Materials Management) and plays the central role in passing on data from these components to
Funds Management.
 There are also technical commitment items which play an important role in integration that are
outsourced with financial transaction 30 and item category 2 or 3, as well as the expenditure and revenue
commitment items of the budget. For example, commitment items for reconciliation accounts (financial
transaction 60, item category 2/3), commitment items for the payment transaction (financial transaction
90, item category 1), commitment items for the clarification worklist from IS-PS-CA (financial
tranaction 90, item category 5) or commitment items for the goods issue/goods receipt (financial
transaction 40, item category 2/3).

La categoría de compromiso define elemento de la orden De acuerdo con los saldos, los
ingresos o los gastos: Todos ellos se dividen en diferentes categorías: las partidas de ingresos
(categoría 2), las partidas de gastos (categoría 3), elementos de balance (categoría 1), elementos
de equilibrio de compromiso (categoría 4) la lista de trabajo y la clarificación de IS-PS-CA
(categoría 5).
Se puede crear una o más jerarquías para cada categoría de elemento commtiment.
La transacción financiera y el tipo de posición compromiso son idénticos para todos los
elementos de compromiso dentro de la jerarquía.
La transacción financiera representa las transacciones comerciales de los componentes de la
aplicación de alimentación (por ejemplo, gestión de materiales) y desempeña el papel central en
la transmisión de datos de estos componentes a la Gestión presupuestaria.
Hay también posiciones financieras técnicos que desempeñan un papel importante en la
integración Que son
externalizado con la operación financiera 30 y el elemento de la categoría 2 ó 3, así como las
partidas de gastos e ingresos del compromiso presupuestario. Por ejemplo, las posiciones
financieras para cuentas asociadas (transacción financiera 60, el tipo de posición 2/3), las
posiciones financieras de la operación de pago (las transacciones financieras
90, elemento de la categoría 1), las posiciones presupuestarias de la lista de trabajo aclaraciones
a IS-PS-CA (90 tranaction financiera, el tipo de posición 5) o posiciones financieras para la
recepción de salida de mercancías / productos (40 sobre las transacciones financieras, el tipo de
posición 2/3).

Hierarchy Assignment

Fiscal Year 2003
FM Area 9000
Hierarchy
Assignment
Superior Commitment Item 2100.4000.000
Standard Variant
 SAP AG 2003
 The commitment item is created in the standard hierarchy variant.

 The hierarchical assignment of commitment items in the standard variant can be carried out in individual
processing of commitment items and in the maintenance transaction of the standard hierarchy.
 In individual processing of commitment items, hierarchy assignment takes place via the field Superior
Commitment Item in the tab page Basic Data 1 in the area Hierarchy Assignment.
La posición presupuestaria se crea en la variante de jerarquía estándar.

La asignación jerárquica de elementos de compromiso en la variante estándar puede llevarse a cabo en
el proceso individual de las posiciones financieras y en la operación de mantenimiento de la jerarquía
estándar.
En el proceso individual de posiciones financieras, misiones jerarquía se lleva a cabo a través del campo
Superior
Artículo compromiso en la etiqueta Datos básicos 1 en el área de Asignación de jerarquía.

Commitment Item: Alternative Hierarchies
Hierarchy: Hierarchy:
Reporting Reporting
to for private
federation funds
or state
 SAP AG 2003
 In Reporting, you can structure and represent the commitment items in almost as many different
hierarchies as you wish.
 The variants in Reporting can be used for evaluation purposes. You can then, for example, represent
actual data in different hierarchical relationships. This is often needed for external funds (other structure)
or for management (e.g. other aggregations) in Funds Management.
 Commitment item variant “000” is the only one used for postings. This is the only one defined as the
"standard variant" in Customizing.
 Alternative hierarchies are created using the appropriate master data entries.
En Informes, puede estructurar y representar las posiciones financieras en casi las muchas jerarquías
diferentes como desee.
Las variantes en los informes se pueden utilizar para fines de evaluación. A continuación, puede, por
ejemplo, representar a la fecha actual en diferentes relaciones jerárquicas. A menudo esto es necesario para
que los fondos externos (otra estructura) o para la gestión (por ejemplo, otras agregaciones) en la Gestión
presupuestaria.
variante Posición presupuestaria "000" es el único utilizado para los desplazamientos. Este es el único que
define el la
"Variante estándar" en el Customizing.
jerarquías alternativas se crean utilizando las entradas de datos maestros adecuados.

Maintaining Alternative Hierarchies
Commitment Item 2100.4000.000

Fiscal Year 2003
FM Area 9000
Alternative Hierarchy
Variant Superior Commitment Item
001 2100.0000.000
 SAP AG 2003
 In individual processing of commitment items, you can assign alternative hierarchies to commitment
items on the tab page Alternative Hierarchy. They can be used for reporting purposes.
 You can maintain the alternative hierarchy variants in individual processing of commitment items and in
the maintenance transaction of the alternative hierarchy variants.
 You have to create the alternative commitment item hierarchies in Customizing first and then assign
them to the FM area.
En el proceso individual de posiciones financieras, puede asignar jerarquías alternativas a las

posiciones financieras en la pestaña de la página alternativa Jerarquía. Pueden ser utilizados para
propósitos de información.
Puede mantener la jerarquía alternativa variantes en el proceso individual de las posiciones
financieras y en la operación de mantenimiento de las variantes de jerarquía alternativa.
Hay que crear las jerarquías de posiciones presupuestarias alternativas en Personalización primero y
después les asignará a la entidad CP.

Commitment Item Hierarchy
Financial trans. 30 30 40 60 90
Item category 2 3 3 2/3 1
Name Revenues Expend. Goods receipt/ Customer/ Bank

Invoice Vendor rcncil.
receipt account
clearing
Commitment item
can be budgeted and
can be posted to
 SAP AG 2002
 Commitment items classify the budget according to revenues and expenditures.

 Financial transaction and item category are control parameters used to define the meaning of a
commitment item.
- The financial transaction represents the business transaction from upstream application
components.
- The item category stipulates whether you are working with:
-a revenue item
-an expenditure item or
-a cash balance item.
 All commitment items representing the budget structure as revenues and expenditures types have
financial transaction "30" in the master record.
 In addition, there are several "technical" commitment items, such as those for reconciliation accounts,
bank accounts and so on.
Las posiciones presupuestarias clasifican el presupuesto de acuerdo con los ingresos y los gastos.
de transacciones financieras y de tipos de posición son los parámetros de control que se utilizan para
definir el significado del elemento de compromiso.
La transacción financiera Representa la operación comercial de la aplicación de aguas arriba
componentes.
El tipo de posición estipula Ya sea que esté trabajando:
la posición de ingresos
una partida de gastos o
el elemento saldo de caja.
Todas las posiciones presupuestarias que representan la estructura del presupuesto de ingresos y
gastos tienen tipos de transacciones financieras "30" en el registro maestro.
Además, hay varias posiciones financieras "técnicas", como las que para cuentas asociadas, cuentas
bancarias y así sucesivamente.

Example of Customer Enhancement: Commitment
Item
2. Field Check
FMMD0016
Commitment Item 2100.3333.000 (EXIT_SAPLFMCI2_002)
„Anlegen mit Vorlage“
Geschäftsjahr 2000
1. Create /Change 9000
Finanzkreis
FMMD0015
Grunddaten 1 Grunddata 2 Alternative Hierarchy
(EXIT_SAPLFMCI2_001)
Grunddaten
Financial Transaction 30
3. Insert Additional
Fields FMMD0017
Item Category 3
(EXIT_SAPLFMCI2_003
EXIT_SAPLFMCI2_004)
 SAP AG 2002
 Customer enhancements are structured the same for all master data (funds center, commitment item,
fund). Taking the commitment item as an example, you can see that there are three options for
implementing customer enhancements in master data maintenance.
 Creating and Changing Commitment Items (EXIT_SAPLFMCI2_001): Fields can be predefined
when you create or change commitment items. You can determine whether these fields have default
values that can be overwritten or fixed values that are displayed and cannot be edited. You can also
preclude certain commitment item keys and commitment item types from being created or changed.
 Commitment Item Consistency Check (EXIT_SAPLFMCI2_002): After all data entry, you can have
field contents checked against customer-specific rules and, if necessary, have the system output error
messages (exception).
 Add Additional Master Data Fields for Commitment Items (EXIT_SAPLFMCI2_003 and
EXIT_SAPLFMCI2_004): This enhancement makes it possible to include your own additional fields in
the master data master record.
ampliaciones de cliente están estructurados de la misma para todos los datos maestros (centro gestor,
posición presupuestaria, fondos). Tomando la posición financiera como un ejemplo, se puede ver que
hay tres opciones para la implementación de las ampliaciones de cliente de actualización de datos
maestros.
Creación y modificación de compromiso Artículos (EXIT_SAPLFMCI2_001): Los campos que se puede
predefinir
Cuando se crea o modifica las posiciones financieras. Puede determinar si estos campos tienen valores por
defecto Que se puede sobrescribir o valores fijos Que se muestran y no se pueden editar. Puede impedir
también ciertos tipos de llaves de compromiso y de artículos de posiciones financieras de ser creados o
(C)modificados.
SAP AG IPS910 2-42
La consistencia Compromiso de comprobación de elementos (EXIT_SAPLFMCI2_002): Después de
todo la entrada de datos, puede hacer que los contenidos de campo controladas contra de las reglas
específicas para el cliente y, si es necesario, los mensajes de error de salida del sistema (excepción).
Añadir adicional de datos maestros campos de posiciones financieras (EXIT_SAPLFMCI2_003 y
EXIT_SAPLFMCI2_004): Esta mejora hace que sea posible la inclusión de sus propios campos
adicionales en el maestro registro de datos maestros.

Mask for Commitment Item Key
Special Character
:-.
Mask Customizing
XXXX.XXX.XXXX
Master Record
Commt Item XXXX.XXX.XXXX
Fiscal Year 2003
FM Area 9000
 SAP AG 2002
 You can define a mask for the commitment item key which controls the output of the commitment item
on the screen using the special character you defined.
 Different special characters can be used for the masking.
 The special characters are inserted into the commitment item key and displayed in the commitment item
output in the screen. The special characters are not stored in the commitment item key in the database.
Se puede definir una máscara para la tecla de posición presupuestaria que controla la salida de la
posición presupuestaria en la pantalla utilizando el carácter especial que ha definido.
Los diferentes caracteres especiales se pueden utilizar para el enmascaramiento.
Los caracteres especiales se insertan en el elemento clave de compromiso y se muestran en la posición
presupuestaria en la pantalla de salida. Los caracteres especiales no se almacenan en la clave de
posición presupuestaria en la base de datos.

Copying Commitment Items
Commitment Item Commitment Item

Source: FM A. 9000 Target: FM A. 9012
Year 2002 Year 2003
EXPORT IMPORT
RFFMDBI81 RFFMDBI85
UNIX File/
PC File
 SAP AG 2002
 This program allows you to copy existing commitment items. The division of the copying transaction
into an export and an import process makes the application useful for several scenarios:
 When transferring data from legacy systems, commitment items are uploaded from a UNIX or PC file to
the R/3 system using import program RFFMDBI85.
 If commitment items are to be copied from one fiscal year to the next or to another FM area, both
programs are used. Depending on your preference, program RFFMDBI81 can export the data you want
to copy to a UNIX file or PC file. In the second step, you import the data to your chosen FM area/fiscal
year to the R/3 system using program RFFMDBI85.
 As of SAP Enterprise Public Services 1.10 (EA-PS 1.10), the program RFFMMD_COM_ITEM_FYC is
available for year-end operations with year-dependent commitment items. The commitment items of the
standard hierarchy (variant 000) can be copied from a fiscal year to the following year in one step.
Este programa te permite copiar posiciones presupuestarias existentes. La división de la operación de

copia en un un proceso de importación de las exportaciones y la demanda es útil para varios escenarios:
Al transferir datos de sistemas heredados, las posiciones presupuestarias se cargan desde un archivo de
PC UNIX o en el sistema R / 3 utilizando RFFMDBI85 programa de importación.
Si las posiciones financieras van a ser copiadas de un año fiscal al siguiente oa otra entidad CP, se
utilizan ambos programas. Dependiendo de su preferencia, RFFMDBI81 programa puede exportar los
datos que desea copiar en un archivo UNIX o archivos de PC. En el segundo paso, se importan los datos
a su área elegida FM / año fiscal para el sistema R / 3 utilizando RFFMDBI85 programa.
A partir de SAP Enterprise Servicios Públicos 1,10 (EA-PS 1.10), el RFFMMD_COM_ITEM_FYC
programa está disponible para las operaciones de fin de año con posiciones presupuestarias
dependientes del ejercicio. Las posiciones presupuestarias de la jerarquía estándar (variante 000) se
pueden copiar de un año fiscal para el año siguiente en un solo paso.

Example: Changing the Master Record
Change Commitment Item

Field can be changed
Description
Basic Data
Financial Trans.
Item Category
Superior Item
Field cannot be changed
Directly Postable
Not Directly Postable
Statistical Cmmt Item
Negative Budget
Default Value
Funds Center
 SAP AG 2002
 It is only possible to make changes to the master records in Funds Management in fields that are ready
for input. For example, if you have not made an entry in the "superior commitment item" field when you
are creating a commitment item, it will not be possible to make a subsequent change to it. The
commitment item must be deleted or created again and reassigned.
Sólo es posible realizar cambios en los registros maestros en la Gestión presupuestaria en los campos Que
están listos para la entrada. Por ejemplo, si usted no ha hecho una entrada en el campo "superior
compromiso elemento" cuando se crea un elemento de compromiso, no será posible hacer un cambio
posterior a la misma. El compromiso debe ser el elemento se borre o se crea de nuevo y reasignado.

Master Data V
 Funds Centers
 Fund
 Functional Area
 SAP AG 2002

Activating Account Assignment Elements
Fund Functional
area Funded
program
Grant
 SAP AG 2002
 If the account assignments fund, functional area, funded program or grant are used in Funds
Management, they must be activated in the Customizing of Public Sector Management.
Note:
 If the account assignment elements should also be used in Asset Accounting, the account assignment
elements must also be activated in Asset Accounting.
 If the account assignment elements should also be used in Controlling, program RKALPSCR must be
started.
 The activation of account assignment elements is not available for German customers (local authorities
flag set).
Si la cuenta de las asignaciones de fondos, área funcional, programa o subvención financiados se

utilizan en Fondos
Ellos gestión debe estar activado en el Customizing de la gestión del sector público.
tenga en cuenta:
Si los elementos de imputación también no debería ser usado en la Contabilidad de activos fijos, los
elementos de imputación deben también ser activados en Contabilidad de activos fijos.
Si los elementos de imputación también no debería ser usado para controlar, se debe iniciar el
programa RKALPSCR.
La activación de los elementos de imputación no está disponible para los clientes alemanes
(Autoridades ubicación indicador establecido).

Activating the Fund and Functional Area
AA
A Defining fund / functional
area in the master data
C
COO Additional account assignment
= fund / functional area
 SAP AG 2002
Activating the fund has the following effect:

 In Controlling: in addition to posting to CO objects and cost element, the fund can also be posted to.
 In Asset Accounting, the fund can be defined in the master data.
Activating the functional area has the following effect:

 In Controlling, in addition to posting to CO objects and the cost element, the functional area can also be
posted to.
 In Asset Accounting, the functional area can also be defined in the master data.
 In Funds Management, the functional area can be budgeted and assigned to an account.
Note:
If you use HR, you must have assigned the fund and functional area in HR as well.
Activación del fondo tiene el siguiente efecto:

En Control: además de la publicación de objetos CO y clase de coste, el fondo puede también ser
enviado a.
En Contabilidad de activos fijos, el fondo puede ser definida en los datos maestros.
Activación del área funcional tiene el siguiente efecto:

en el control, además de la publicación de objetos CO y la clase de coste, el área funcional puede
también ser enviado a.
En Contabilidad de activos fijos, el área funcional puede también ser definida en los datos maestros.
En Administración de Fondos, el área funcional puede ser presupuestado y asignado a una cuenta.
tenga en cuenta:
Si utiliza HR, debe haber asignado el fondo y el área funcional de la FC también.

Enhanced Fund Accounting
Note !!!!!
The activation of fund and functional area in Funds
Management is the same as the activation of “Enhanced
Fund Accounting”, an integrated solution developed for the
US market.
 Note 518610 contains a description of the prerequisites for
using “Enhanced Fund Accounting” or parts of the available
functions.


 SAP AG 2002
La activación de los fondos y el área funcional en la Gestión presupuestaria es la

misma que la activación de "contabilidad de fondos mejorado", una solución integrada
desarrollada para el mercado de Estados Unidos.
Nota 518610 contiene la descripción de los requisitos previos para el uso de

"contabilidad de fondos mejorado" o partes de las funciones disponibles.

Activating the Funded Program
Defining the funded program in

the asset master record
AA
A
C
COO Additional account assignment
= funded program
 SAP AG 2003
Activating the funded program has the following effect:

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

Los programas financiados se pueden crear y presupuestados en la gestión de los fondos si el sistema de
control del presupuesto
Se utiliza (BCS).
Con la publicación, el programa financiado siempre se derive de otro objeto de imputación, tales como
el orden CO o elemento PEP. No es posible asignar el programa financiado directamente a una cuenta.
Esto significa que se puede utilizar el programa para los gastos financiados por grupo de acuerdo con
los aspectos funcionales.
tenga en cuenta:
Si utiliza HR, el programa financiado debe ser asignado a una cuenta de recursos humanos también.
Activating the Grant
Defining the grant in the asset

AA master record
CO Additional account assignment

= grant
 SAP AG 2002
 With Grants Management, grants are managed that have been provided from governments or other
institutes for commercial or scientific research.
Activating the grant has the following effect:

 The grant can be used as an additional account assignment element in the following components:
•Funds Management Government with the exception of “former” budgeting.
•Financial Accounting
•Asset Accounting
•Controlling
•Material Management
•HR
Con Gestión de Ayudas, subvenciones se gestionan Que han sido proporcionados por los gobiernos u otros
institutos de investigación comercial o científico.
La activación de la subvención tiene el siguiente efecto:

La subvención se puede utilizar para un elemento de imputación adicional en los siguientes componentes:
• presupuestario de la administración, con la excepción de la "antigua" presupuesto.
• Gestión financiera
• Contabilidad de activos fijos
• Controlar
• Gestión de Materiales
• HR

Account Assignment Element BLANK
Funds Center A1 Funds Center A1
Commt Item 50010 Commt Item 50010
“NEW”
Fund Fund
Functional Functional
“NEW”
Area Area
Funded Funded
Program Program “NEW”
Grant Grant “NEW”
 SAP AG 2003
 Account assignment elements must always have a concrete value. SPACE/BLANK is no longer accepted
as a value by the system. This is because of the new account assignment logic, that allows you to define
account assignments for a functional area in CO and Asset Accounting. In CO it is Fund, Functional
Area and Grant and in Asset Accounting, Fund, Functional Area, Grant and Funded Program. A clear
assignment must be possible so as to avoid problems when deriving a functional area. This is only
possible using concrete values.
 If you already work with the value "blank", you should convert to a concrete value for the account
assignment in the next fiscal year. This is not necessary during the year.
 In the transition period, it is possible to allow the value BLANK/SPACE in Customizing for Public
Sector Management for an account assignment element Fund, Functional Area, Funded Program or
Grant. Note that with this setting, no allocation or distribution for the BLANK/SPACE functional area
can be defined separately in Controlling. This means that you cannot allocate the BLANK fund to
another fund. The BLANK fund is only passed on from the sender to the receiver.
elementos de imputación siempre deben tener un valor concreto. ESPACIO / ESPACIO EN BLANCO ya
no se acepta como un valor por el sistema. Esto es debido a la nueva lógica de asignación de cuenta,
Que Permite definir asignaciones de cuenta para un área funcional en CO y Contabilidad de activos
fijos. En CO es Fondo, Funcional
Área y Grant y en Contabilidad de activos, Fondo, área funcional, Grant y programa financiado. Una clara
asignación debe ser posible a fin de evitar los problemas Al derivar el área funcional. Esto sólo es posible
utilizando valores concretos.
Si ya trabaja con el valor "en blanco", usted no debe convertir a un valor concreto para la imputación
en el próximo año fiscal. Esto no es necesario durante el año.
En el período de transición, es posible permitir que el valor en blanco / ESPACIO en el Customizing
para la Gestión del Sector Público para una cuenta Fondo de asignación de elementos, área funcional, o
programa financiado por la subvención. Nota Que con esta configuración, la asignación o distribución
para el área funcional BLANCO / espacio puede ser definido por separado en el Controlling. Esto
significa que usted no puede asignar el fondo de BLANCO a otro fondo. El fondo blanco sólo se
transmite desde el emisor hasta el receptor.

Master Data VI
 Funds Center
 Fund
 Functional Area
 SAP AG 2002

Funds and Financing with Funds from Secondary
Sources
Introduction
Budgets and funds from secondary sources are managed
as funds. Secondary funds can be managed as completely
separate from the operational budget, usually managed
according to strict rules. These secondary funds are often
available for projects.
Technically, there is no difference between funds and
funds from secondary funds.
 SAP AG 2003
introducción
presupuestos y fondos de fuentes secundarias se gestionan los fondos. Fondos secundarios se pueden
manejar para separar completamente del presupuesto operativo bentónica, usualmente administrado De
acuerdo con reglas estrictas. Estos fondos secundarios están disponibles para los proyectos a menudo.
Técnicamente, no es la diferencia entre los fondos y los fondos de fondos secundarios.
 The activation and implementation of account assignment element ‘Fund’ is not released for the
customer group German Government (local authorities flag set).

Mapping Funds
Customer SAP
Budget Structure
Funds fr Sec. Sources1
Budget
Funds fr Sec.
Sources 2
...
3
2
Budget fund Funds from sec. sources 1
 SAP AG 2003
 Funds from secondary sources are mapped in the SAP system with account assignment element ‚Funds‘.
 The organizational grouping and revenues/expenditures grouping of the organization (funds centers and
commitment item hierarchies) is passed on to each fund.
 This ‘passing on’ means that the master data structures are automatically linked to the fund master data.
Los fondos provenientes de fuentes secundarias se asignan en el sistema SAP con el elemento de
imputación, fondos '.
La agrupación organizativa y los ingresos / gastos de agrupación de la organización (centros gestores y las
jerarquías de posiciones financieras) se transmite a cada fondo.
Este 'transmitir' que significa que las estructuras de datos maestros se vinculan automáticamente a los
datos maestros fondo.

Fund Master Record
FM Area: 9000
Fund: Budget
Basic Data:
Valid From: 01.01.2002 Valid To: 31.12.2005
Fund Type: Groupings possible for fund
Additional Data:
Budget Profile: Individual Control of

budgeting and availability control
Balance Update: Fund in year-end operations
Customer : Connection to customer master record FI
 SAP AG 2003
 An entry must be made in the funds master record in order to specify a validity period for it.
 You can assign more than one fund to the same fund type and use this summarized entry for
classification or Reporting. You maintain funds types in Customizing.
 Entries in the fields "budget profile", "balance update" and "customer for fund" are optional.
 The customer for a fund can be entered for evaluation purposes in Funds Management reporting.
 The budget profile allows budgeting and availability control to be controlled individually.
 The "balance update" indicator controls whether the totals records are carried forward for each fund
when changing to the next fiscal year.
 There are two other date types in addition to the validity date: reversal date and expiration date.
However, you can only use them if you work with an update profile with active budgetary ledger. These
two date types are hidden in the field status string for the fund and must be defined as “ready for entry”
in Customizing.

Master Data VII
 Funds Center
 Fund
 Functional Area
 SAP AG 2002

Functional Area
Fund / Functional Area
Funds Management
Account Assignment
Cmmt
Item
Funds Functional
Center Area
Functional area
as new
dimension type
Fund
 SAP AG 2003
 Using the functional area, you can divide your organization according to functional aspects. This allows
you, for example, to map expenditure for aims and purposes (such as public safety or city planning) in
your organization.
 From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the functional area has 16 characters.
 Using a functional area, you can comply with legal requirements for Reporting in accordance with
functional aspects.
 You activate the functional area in Customizing under Public Sector Management- Activate Account
Assignment Element. The functional area must be deactivated in FI. Derivation is carried out using the
account assignment derivation tool in Funds Management.
 You cannot use the functional area in FI or EA-PS to create a balance according to the cost of sales
accounting at the same time.
 The activation and implementation of the account assignment element “Functional Area” is not released
for the customer group German Government (local authorities flag set).

Master Data VIII
 Funds Center
 Fund
 Functional Area
 SAP AG 2002

Field Selection Strings for Master Data
Maintain field selection string for cmmt items
Field selection string Name
FIPOS Field selection FK01

FIPOS_2 Field selection FK02
Custo miz ing

Maintain field status for field selection string
Field name Description Hide Display Optl Reqrd
FICTR Funds center

FIVOR Financial transaction
AUGRP Authorization group
 SAP AG 2003
 You can control whether and how fields are displayed for your FM area in your own field selection
string in order to define the master data, commitment item, funds center and fund.

Mass Selection Master Data
Value Selection
Mass FM Area: 9000
Selection Financial Year: 2002
Cmmt Item: +++1*
FM 9000 Financial Year 2002

Area. Cmmt Items Description
X 0001150000 Charge for Use
X 0001400000 Rent/Hire
Transfer Mass
Values Sequential Maintenance
Maintenance
 SAP AG 2003
 After you have made a mass selection, the system lists the data you have selected for further processing.
 Copying Values: All values selected are transferred to the transaction chosen and can be processed
further. For example, all combinations of commitment items are displayed in budget maintenance.
 Mass Maintenance: All selected and flagged values are maintained in one transaction. Changes made
in this transaction apply to all values selected.
 Sequential Maintenance: All selected and flagged values are maintained in the transaction one after
another. Changes can be made to each individual value. After a change has been posted, the system
goes to the next selected combination in the list.

Mass Selection Master Data
 Selection of master data for further processing

 Maintain commitment items
 Revenue increasing the budget
 Cover eligibility
 Collective expenditure
 Select commitment items for budget planning
 Generic search for master data
 + represents a specific character (length of object name known)
 * represents a character chain of unspecified length
 Individual value selection (no interval selection for masking)
Indiv. Value Maintenance

00001++++++
+ 00003++++++
 SAP AG 2002 + ......
 Mass selection for further processing is currently only possible for:

 Rule maintenance of revenues increasing the budget
 Cover eligibility rule maintenance
 Commitment item maintenance
 Collective expenditure maintenance (function for German Government ) and
 Selection of commitment items for budget planning.

Example Mass Maintenance
FM 9000 Fiscal Year 2003

Area Cmmt Item Description
Mass X 0001150000 Charges for Use
Selection X 0001400000 Rent/Lease
0001150000
Authorization
New
New Values
Values for
for 0815
Group
Update:
Authorization
Authorization
Group
Group 0001400000
...
...
Authorization
Group 0815
 SAP AG 2003
 The multiple maintenance of commitment items in an FM area makes it possible to change the attributes
of several commitment items at the same time.

Master Data IX
 Funds Center
 Fund
 Functional Area
 SAP AG 2002

Manual Budget Structure
Only particular combinations of funds

center and commitment item can have Enter Orig. Budget
budget allocated to them
Ctr Item Budget View
S1 A 1.1
S2 A 2.2
S2 A 2.3
The unique budget address

comprises Center + Item +
Definition of Budget Fund + Functional Area
Structure Center Item Budget Only the complete
combination can be
S1 A 1.1
budgeted
S2 A 2.1
S2 A 2.2
S2 A 2.3
 SAP AG 2003
 The budget structure is a combination of the structure of the organization (funds centers) and the
functional structure (commitment items).
 In the budget structure, the combinations of fund center and commitment item that are to carry a budget
are flagged. If no combinations of funds centers and commitment items are selected for an FM area/fund
and functional area, all logical combinations are valid budget items. Once a combination is selected, the
budget structure is valid as defined and only the selected combinations can have budgets assigned to
them.
 An individual budget structure can be defined for each fund.
 The budget structure is year-dependent or year-independent regardless of whether you work with year-
dependent/independent master data:
 If you are using budget processing transactions, once you have created a budget structure the system will
only offer you Funds Management account assignments that are flagged as budget objects.
 A unique FM account assignment therefore comprises the funds center, commitment item and depending
on which other account assignment elements are activated, from fund and/or functional area. Grant and
funded program are not available in Former Budgeting.
 You can only use complete combinations of these master data elements for budgeting.
 In the budget structure, you can select Funds Management account assignments as budget objects at any
time.
 You can also define the posting objects in the same transaction. This includes the combinations possible
on commitment and actual postings.

Generate Budget Structure
Funds Center IMF

Budget Structure
TDE
Funds Cmmt Budget Automatic generation of a EXP. 1000

budget structure from the .. . 200
Center Item Object budgeted elements .. . 100
IMF EXP.
IMF Pers
. .
. .
. .
Administration Dept. 1 Dept. 2

TDE
EXP. 200 ... ...
... 50 ... ...
... 40
 SAP AG 2003
 The "Generate Budget Structure from Budget and Actual Data" program generates a budget structure
from the budgeted combination of account assignment elements.
 You can also use this program to create a posting object definition from the combinations posted with
actual data.
 There is a separate program available for German Government for generating the budget structure.

Mass Maintenance of Budget Structure
Selection FM Account Assignments

FM Area 9000
Selection of FM Acct Assignments Fiscal Year

2003
FM Area 9000 Object Types

Budget Object
Posting Object
Key Date 01.01.03
and all subordinate Action

Set
Fiscal Year 2003 Delete
Cmmt Item Var.
000
Cmmt Item To
and all subordinate
 SAP AG 2002
 Program BPCARRM01 is available for generating budget objects in addition to manual maintenance of
the budget structure. You can use this program to generate or delete budget objects/posting objects.
 Using program RFFMSTRP, you can select the FM account assignment that should be defined as budget
objects/posting objects.

Budget Structure:Copy
Budget Structure Fund EU 2002

Funds Cmmt Bdgt Posting
Center Item Object Object
FC
FC 22 CI 1 x x
Budget Structure Fund EU 2003
FC
FC 22 CI 3 x
Funds Cmmt Bdgt Posting
Center Item Object Object
FC 22 CI 1 x x
CI 1
FC
FC 22 CI 33 x
 SAP AG 2003
 The budget structure for each fund can be copied to any target year, such as the following financial year.
This makes it easier to generate a budget structure if no or only a few changes need to be made in the
next fiscal year.
 The last valid budget structure before the target year is copied.
 You can determine whether the budget structure should only be copied if budget already exists in the
given fund.
 This copy program is used, if
-Year-dependent master data is being used
-Funds and budget structure elements are valid in the target year
-No budget structure has been created in for the given fund in the target year
-Master data maintenance is changed from year-independent to year-dependent
 It cannot be used for funds with overall values
 Once it has been copied, you can process the budget structure as normal in individual maintenance.

Budget Structure
Can be used:
 If budgeting is to be carried out centrally Note!
 For performance reasons
Note the following:

 More maintenance required
Changing the budget structure can cause
errors
Budget objects can be deleted
There is no change history for the budget
structure
 SAP AG 2003
 If you want to budget centrally, you must work with a budget structure (BS).
 You can improve performance for very large hierarchies using the budget structure in batch jobs such as
Reconstruction Distributed and in the Hierarchy Maintenance. However, the BS has no effect on
performance during posting.
Note the following if you use the budget structure:

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

Master Data IX
 Funds Center
 Fund
 Functional Area
 SAP AG 2002

Cover Eligibility
 Unreal Cover Eligibility

 Revenues increasing the budget
 Actual Cover Eligibility
 Reciprocal cover eligibility (cover pools)
 Unilateral cover eligibility
 SAP AG 2003
 Revenues increasing the budget are used to provide extra expenditures budget that results from
additional revenues.
 When working with actual cover eligibility, additional expenditures are made possible through
expenditures shortfalls in other expenditures FM account assignments.

Budget Memos
 Budget memos define general rules for

 Revenues increasing the budget
 Cover Pools
 Individual cover rules
 Budget memos are maintained in Customizing
Budget Memo Text: Additional revenues give

entitlement to additional
Customizing expenditures
Budget Memo Type: 01
 SAP AG 2003
 The texts for budget memos are maintained in Customizing.

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

Actual Cover Eligibility
Actual
Cover Eligibility
Unilateral
Cover Pools
Cover Eligibility
Cover Pool
Expenditure Expenditure
Assignment
Commt Item Commt Item
Fund Fund
Entitled to Cover Subject to Cover
 SAP AG 2003
 Actual cover eligibility represents an expenditure-expenditure relationship. When working with actual
cover eligibility, the available budget is in the individual elements of the cover pool and not in the cover
pool itself.
 Reciprocal Cover Eligibility: Expenditure FM account assignments are both entitled to cover and subject
to cover.
 Unilateral Cover Eligibility: One or more expenditure FM account assignments are entitled to cover, the
others are subject to cover.
 Cover eligibility types are maintained as a budget memo (rule) in Customizing.
 Cover eligibility is realized using an own type of assigned fund, the cross assignment. The cross
assignment specifies the amount at which there was no budget available in an account assignment
address, and therefore why budget was consumed from the cover eligibility.
 You can use the “Expanding Cross Assignments" program (which allows you to restructure the budget)
to break down cross assignments.

Creating a Cover Pool Manually (I)
FM Area 9000
Fiscal Year 2003
Cover Pool 0000000570000000
Cover Pool
Budget Memo Cover Pool IPS910
Budget Cat.
PB CB
Texts
Description
Long Text
 SAP AG 2003
 A cover pool can be created for the PB and/or CB. This setting is then a default value that can be
changed when you assign individual FM account assignments.
 You can create a manual cover pool or an automatic one. In the case of manual cover pools, the budget
transfer postings must be made manually within a cover pool. The type of cover pool is controlled by the
budget memo.

Creating a Cover Pool Manually (II)
View Change FM Account Assignment : Overview
FM Area 9000
Fiscal Year 2003
Cover Pool 0000000570000000
FM Acct Assignment
Grouping
Commt Item Funds Center PB CB characteristic
2100.5500.000 TOTAL
2100.6600.000 TOTAL Custo mizing
2100.6667.000 TOTAL
 SAP AG 2002
 When you create a cover pool, you can also assign expenditure FM account assignments to it in the same
transaction.
 You can create grouping characteristics in Customizing.
 If you use grouping characteristics, the system checks cover pool objects that were assigned to the same
grouping characteristic first.

Actual Cover Eligibility: Rule Maintenance
FM Area Year
Expenditure
Assignment Cover Pool
Cmmt Item
Funds Center
Cmmt Item Subject to Cover
Text Entitled to Cover
Text Subject to Cover
Expenditure
Expenditure Account Assgmt Cmmt Item
Funds Center
Rule
Maintenance
 SAP AG 2002
 When you are maintaining the rules for actual cover eligibility, you can assign an expenditure FM
account assignment to a cover pool (reciprocal) or to an expenditure FM account assignments subject to
cover (unilateral).
 One or more expenditure FM account assignments that are subject to cover can be assigned to an
expenditure FM account assignment that is entitled to cover.
 The rules maintained can be deactivated by setting a switch.
 Budget memo texts for the printout of the budget are defined for account assignments that are subject to
cover or entitled to cover within rule maintenance.

Automatic Generation of Cover Pools
Rule for the Generation of Cover Pools:
Rule Cmmt Item Funds Ctr Fund Functional Area
01 1&+++ 1++ Budget 0001111
Rule Number
&: Account assignments that have the same character in a particular

place
+: Placeholder for any character
 SAP AG 2002
 Cover pools can be automatically generated according to particular rules in SAP Enterprise Public
Services 1.10 (EA-PS 1.10).
 A rule must be created in the system for the automatic generation of cover pools.
 The special characters “&” and “+” can be used for generic rule maintenance.
 The character “&” means that account assignment that have the same character in a particular place are
combined in a cover pool.
 The character “+” is a placeholder for any character.
 In the example above, the system would create cover pools for the fund "budget" and functional area
"0001111" with the following commitment items and funds centers:
 Commitment item 10000 to 10999 funds centers 100 to 199. Cover pool 1
 Commitment item 11000 to 11999 funds centers 100 to 199. Cover pool 2
 …
 You can also use the subdivision of master data in rule maintenance. If you want to preassign the
structure ID in rule maintenance, you have to implement and activate the Business Add-In
FM_CV_BADI_STRID.

Revenues Increasing the Budget
Budget
Increase
Distribution Expenditure
Revenues Procedure/
Rules Budget
Time
 SAP AG 2002
 Revenues increasing the expenditure make additional expenditure available which is usually for specific
purposes.
 There are two procedures:
- Distribution procedure
- Call procedure
 Forecast of revenues, incoming invoices or payment receipts can trigger an increase in the budget.
 Distribution rules define general and account assignment-specific relationships between revenue and
expenditure account assignments in Funds Management.

Global Settings: Revenues Increasing the Budget
Revenues Increasing the Budget
1 Define Default Values for Rule Maintenance

2 Allow Generic Entries in Rule Maintenance
3 Activate Check for Manual Budget Increase
4 Activate Automated Cover Eligibility Procedure
Customiz i ng
 SAP AG 2003
 The activity Make Settings for Revenues Increasing the Budget was divided into steps under the
superordinate term Revenues Increasing the Budget in Customizing.
 A default rule must be defined for rule maintenance. These settings are valid for manual budget transfers
on the basis of revenues increasing the budget without budget memos. In rule maintenance, these
settings appear as default values that can be overwritten.
 Generic rule maintenance (*) for each FM area/year can be permitted for individual master data objects.
 Example: If you want to define a rule that applies to all the funds centers in a subject area
(commitment item), you must select funds center.
 You can activate the check for additional revenues. The system then checks whether additional revenues
exist in the revenues FM account assignment (according to the default rule) and whether they cover the
amount of the transfer when you make a manual budget transfer.
 If you are using the call procedure, it must be activated for both unilateral and reciprocal cover
eligibility.

Revenues Increasing the Budget: Default Rules
Custo mizing
Budget increase via call

How?
procedure
Budget Distribution proced.
Increase
Procedure
Budget increase by
Incoming payment
When?
Billing document
Expected revenues
Budget increase
Commitment budget Where?
Payment budget
 SAP AG 2003
 Different settings are made in Customizing for each FM area and year for revenues increasing the
budget:
 Budget increase for payment and/or commitment budget
 Budget increase by forecast of revenues, incoming invoice or incoming payment.
 Budget increase with call/distribution procedure (call procedure is used, if the expenditure budget of
the assigned expenditures FM account assignment is only to be increased if required when you post a
revenue that increases the budget). In the distribution procedure, revenues that increase the budget are
usually assigned according to defined proportions and irrespective of actual requirements)
 Assignment of a surplus account assignment (only for distribution procedure)
 You can choose to implement document-based distribution procedure 1, which produces a document that
links the revenue document and the budget document, or totals-based distribution procedure 2, in which
this relationship does not exist. The selection of distribution procedure depends on the extent to which
this connection between revenues documents (FI documents or forecasts of revenues) and budget
documents is relevant in your organization.

Revenues Increasing the Budget:Rule Maintenance
Revenue-
cmmt item
FM Area Year
Funds center
Revenue budget memos

Expenditure budget memos
Increase area Expenditure-

cmmt item
Expenditure commitment item funds center
Distributio n
rules
 SAP AG 2003
 In the framework of revenues increasing the budget, a revenues FM account assignment can increase the
budget of more than one expenditures FM account assignment.
 You can define a cover interval by entering a minimum revenue or an upper limit. Both the minimum
revenue and the upper limit can be defined as a percentage of the current revenue budget.
 A cover interval or the amount increasing the budget can also be defined in accordance with a
percentage of the current budget. You enter the minimum revenue as a percentage of the current budget
and specify an absolute amount in order to define the difference between the minimum revenue and the
upper limit. The upper limit is determined in this way.
 In the rule maintenance, you can enter budget memos: a revenues budget memo refers to the revenues
commitment item and the expenditures budget memo to the expenditures commitment item.

Revenues Increasing the Budget: Distribution Proc.
Distribution Rule
R-FM: 10010 Fnds ctr: V
E-FM: 50010 Fnds ctr:C11
Budget increase: 100 %
Payment
Request
Cmmt it: 50010
Acceptance Fnds ctr C11
Request Amount: 100 UNI
Cmmt it: 10010

Fds ctr: V
Amount: 100 UNI
Budget
Original 10 UNI
RFFMUD01 RiB 100 UNI
 SAP AG 2003
 Program RFFMUD11 selects revenues documents and increase rules and generates information about
the budget increase.
 Program RFFMUD01 generates and posts the budget documents (budget type KBI1).
 If the type of budget increase is to be carried out "manually", the program generates a list of available
revenues. This list can be used to increase the budget manually by means of supplements.

Revenues Increasing the Budget: Call Procedure
Accpt. D
Diissttrrib
ibuuttio
ionn rruullee
request
Cmmt item:10010 R-FM 10010 fnds ctr:C11
FC: C11 E-FM 50060 fnds ctr:A12
Amount: 120 UNI Budget Increase 100%
Check for available

budget from revenues
Payment increasing the budget Budget increase with
request the required amount,
50 Uni
Cmmt itm: 50060
Fds ctr: A12
Amount: 150 UNI
AVC
check
Bu dget Posting the
Payment Payment
Bu dge t Budget from 50 Uni Cmmt it: 50060
OO riignianla:l: 110000 Unii

rig RiB:
Amount: 150 UNI
 SAP AG 2003
 The check for available budget and the posting are carried out as part of the active availability control
during the posting of payment requests.
 Additional revenues that increase the expenditure budget can be made available by means of a manual or
automated transfer.
 The surplus account assignment is not used when you are using the call procedure.

Overview of Cover Eligibility
Overview of Cover Eligibility
17. 04..2003 10:10:51 Monitor for Cover Eligibility
Fund Funds Ctr. Cmmt Item Cover Pool Uni. Sub. Uni. Ent. Revenue Expenditure
A1 2100.6666.000
 SAP AG 2003
 If you press the Cover Eligibility Overview button, you can view all the rules that have been maintained
for the given FM account assignment.

Master Data XI
 Funds Centers
 Fund
 Functional Area
 Account Assignment Derivation
 SAP AG 2002

Authorization Groups
HR
HR Expenditure
Expenditure
Salaries
Salaries
Authorization Group
Wages
Wages “HR”
Social
Social Insurance
Insurance
Contributions
Contributions
Moving
Moving Expenses
Expenses
 SAP AG 2002
 There are authorization groups for all Funds Management master data (funds center, commitment item,
fund, functional area, funded program and grant).
 If an authorization group has not been defined for an object, it will not be subject to authorization
checks!
 The authorization assigned must not just relate to the given authorization object (for example, a
commitment item), but to a whole authorization group.
You can jointly manage a group of commitment items, such as all commitment items representing HR
expenditures which are grouped together in the "HR" group.
 In contrast to assigning authorization without using groups, the advantages of making groupings include:
- Individual users do not need to be assigned each individual authorization object (such as
commitment item, funds center, fund, functional area, grant, funded program, grant), instead they
can be assigned a single group. When these groups contain several objects, the effort involved in
maintaining them is reduced.
- If a new object is created (such, the "Moving Expenses" commitment item above), it is assigned to
the "HR" authorization group. No additional maintenance needs to be carried out for user
authorizations. If there had not been any groups, you would have had to maintain the new object for
all users.

FM Authorization Objects
Versions Authorization F_FICB_VER

FM Area Authorization F_FICB_FKR
FM Account Assignment F_FICA_TRG
Fund F_FICA_FOC
Fund Center F_FICA_FSG
 Internal Funds Center F_FICA_SIG
 Cross-Funds Center F_FICA_SEG
Commitment Item F_FICA_FPG
Functional Area F_FMMD_FAR
Funded Program F_FMMD_MES
Grant F_FIGM_GNT
 SAP AG 2003
 The following list gives the sequence in which the FM authorization groups are checked by the SAP R/3
system. Of course, it always depends on the given transaction, which authorization groups are relevant in
the particular case and which are not necessary. For example, versions authorization is checked during a
budget posting, but not when master data is created. If all checks are required, the following sequence
applies:
1. Versions Authorization
2. FM Account Assignment Authorization
3. FM Area Authorization
4. Fund Authorization
5. Funds Center Authorization
6. Commitment Item Authorization
 If FM account assignment authorization is checked, no other authorizations are checked and processing
is permitted.
 If no check is made on FM account assignment authorization, other authorizations are checked in the
following sequence: FM area, fund, funds center. When checking funds center authorization, first the
general-funds-center authorization is checked, then the system checks the cross-funds center
authorization or the internal-funds center authorization.
 The last check to be performed is on commitment item authorization.

Authorization Groups for Commitment Items
Authorization F_FICA_FPG
Object
Commitment Item in FM Area

Values
FM Area FMA1
Fiscal Year
2003 Activity
Commitment Item 10500
Authorization Group
Statistical
FM Area
Crryfwd Item Category
Authorization Group
 SAP AG 2003
 The authorization assigned does not directly relate to the given commitment item, instead it refers to the
authorization group.
 To make it possible for an authorization check for commitment items to be carried out, you must define
an authorization group in the FM area in the master record of the commitment item. No authorization
check is carried out for commitment items in which no authorization groups are defined.
 To be able to define an authorization group in the master record, commitment item activity "Create" or
"Change" must be permitted.
Note:
 The functional area is checked in Former Budgeting and in evaluations in the logical database. The
functional area is not checked during posting.
 The funded program is only checked in evaluations.
 The grant is checked in BCS and Grants Management.

Master Data XII
 Funds Centers
 Fund
 Functional Area
 Account Assignment Derivation
 SAP AG 2002

Subdivision of Master Data
Create Commitment Item:
Substring 1 (Revenue/Expenditure) 01
Substring 2 (Purpose) 500000
Substring 3 (Region) 66666
Commitment Item
01\500000\66666
 SAP AG 2003
 In SAP Enterprise Public Services 1.10 (EA-PS 1.10), you can subdivide master data into a number of
substrings.
 This function is useful for customers who want to save different types of information in one master
record. For example, region and purpose in commitment item.
 Commitment items can be divided into 5 substrings.
 Funds can be divided into 2 substrings.
 Funds centers can be divided into 3 substrings.
 Functional areas can be divided into 3 substrings.

Master Data XIII
 Funds Centers
 Activating Account Assignment
Elements
 Fund
 Functional Area
 Ac count Assignment Derivation
 SAP AG 2003

Account Assignment Derivation Tool
 Predefined account assignment derivation rules

 Derivation types
 SAP AG 2002
 A complete FM account assignment must be entered (commitment item, funds center,fund, functional
area, funded program,grant) for each FM-relevant posting. Account assignment derivations reduce the
number of account assignments that have to be entered manually in FM or other components such as FI
or CO when you make manual postings.
 If there is a logical dependence between FM account assignments and account assignments from other
components, such as FI or CO, the values in the FM account assignments can be derived automatically
from the other account assignments. The derived values appear as default values which can be
overwritten if necessary. This automatic derivation is called a derivation strategy.

Predefined Account Assignment Derivation Rules
Custo mizing
Select Predefined Rules for FMAA Object Assignment
Function from Account

Commitment Item from Account
Function from Cost Center
Funds Center from Commitment Item Master Data
Fund from Funds Center Master Data
Function from Internal Order
WBS Element from Order Master Data
Derivation Steps Activated

Derivations not Used in Your Organization
 SAP AG 2003
 SAP delivers predefined account assignment derivation rules. They all correspond to the account
assignment logic up to IS-PS Release 4.61.
 Customers who use Funds Management (IS-PS Release below 4.62) and are upgrading to SAP
Enterprise Public Services 1.10 (EA-PS 1.10), must activate the derivation steps relevant for their
organization. After the upgrade, you should revise the existing derivation strategy and replace the
derivation rules predefined by SAP with your own rules.
 Example: Until now you have derived the functional area and commitment item from the G/L account
master record. To ensure this derivation works in the future, activate the first two rules.
 New customers must define their own derivation strategy, however, they can use one of the derivation
rules provided by SAP as a template.

Derivation Types
Derivation Rule
Function Call Table Lookup
Derivation Types
Enhancement Move
Clear
 SAP AG 2002
 There are different derivation types which can be used to map different logical dependencies between
source and target fields.
 Derivation rule: A rule that defines which account assignment values of the source field or a
combination of source fields leads to account assignment values. The fixed account assignment values of
the source and target fields are maintained in one of the tables assigned in the rules.
 Table lookup: The key field of a table is used as the source field in order to fill target fields with the
field content of the key field.
 Move: The field content of a source field or a constant can be moved to a target field.
 Clear: A rule that clears certain field content of an account assignment.
 Enhancement: User-Exit SAPLFMDT001 is available which can be included in the derivation strategy.
 Function call: These cannot be defined by you, but you can include the function calls defined by SAP in
your derivation strategy.

Move
Custo mizing
Source Field Target Field

Total Field Contents
COST_CENTER FUND_CENTER Part of Field Contents
From Character Item
(Starting with 0) 0
No. of Characters 6
Field Length 16
Total Field Contents

Part of Field Contents
From Character Item (Starting with 0) 5
Number of Characters Field Length 10 6
 SAP AG 2003
 If there are parallel structures between CO and Funds Management, you can use a move to derive, for
example, a funds center from a cost center. If the structures are identical, the complete field content of
the cost center can be written to the field funds center. If the funds center is only from part of the cost
center, a particular part of the cost center can be written to the field cost center.

Define Derivation Rule
Custo mizing
Only carry out rule when the
conditions listed have been
Source Fields Target Fields complied with.
CO_AREA COMMIT_ITEM
COMPANY_CODE = 1000
COST_ELEMENT
Characteristics Rule
Error message if no value
Source Field Characteristics found
Initial value allowed Stop processing strategy
if value was found
Entries should be
Target Field Characteristics maintainable validity date
Copy new value, if value
exists
Do not copy new value if value
exists
 SAP AG 2002
 On the Definition tab page, the source and target fields are defined with their characteristics.
 On the Condition tab page, you can define prerequisites, in other words, you should only run the
derivation step when this prerequisite has been fulfilled.
 The attributes of the rule are defined on the Characteristics tab page:
 An error message should be issued if no target value could be found
 The processing of the strategy should be stopped when a value is found
 Entries should be maintainable with the validity date
 By using the Test button, you can test the defined derivation rules, in order to make sure that the correct
target fields are derived from the specified source fields.

Table Maintenance
Source Field From-To Values IN/OUT
Controlling Area Cost Element Valid from Commitment Item
9000 500301 01.01.2003 = 50030
9000 500302 01.01.2003 = 50040
 SAP AG 2003
 You can go straight to the table maintenance from Customizing by using the Maintain Rule Entries
button. You can also maintain the rules entries under Master Data  Assignment  Edit Account
Assignment Derivation.
 Depending on the derivation rule entries in Customizing, date-dependent entries can be maintained.
 You can enter value ranges for source fields.

Example Cost Element to Commitment Item I
Custo mizing
Rule only executed when
conditions are fulfilled
Source Fields Target Fields
COST_ELEMENT COMMIT_ITEM
COMPANY_CODE = 1000
Rule Attributes
Error message if no value is
Source Field Attributes found
Initial values allowed End processing of strategy
if value was found
You should be able to enter

Target Field Attributes a validity date.
Use new value if value exists
Do not use new value if value

exists
 SAP AG 2003
 Before you can enter assignments between CO and FM, you must assign the controlling area to the FM
area. You can only do this if you have activated the company code.
 Example: assigning cost element to commitment item.
 Creating a derivation rule with the source fields controlling area, cost element and the target field
commitment item.
 In general, postings are made to the objects that you enter manually. If you want to prevent the user
overwriting the derived value, then you set the corresponding flag in the Target Field Attributes. If you
make reference to a funds reservation when you are posting an invoice, the FM account assignment is
transferred from this funds reservation and cannot subsequently be overwritten with a manual entry.
 The rule only applies to the company code = 1000
 If a target value was found, the processing of the strategy should be stopped.

Example: Cost Element to Commitment Item II
Source Field from-to Values IN/OUT
Cost Element To Cost Element Valid From Commitment Item
500100 500301 01.01.2003 = 50030
500302 500500 01.01.2003 = 50040
You can assign a cost element to

a commitment item using this
assignment table
It is possible to assign secondary

cost elements to commitment items
 SAP AG 2002
 The fixed source and target values are maintained in the table.

HR/FM Object Assignment for Wages and Salaries
1. Assignment of cost distribution for wages/salaries (infotype

0027/01) to funds center / fund / functional area
Recurring payments/deductions (infotype 0014) and

2.
additional payments (infotype 0015) to funds center / fund /
functional area
Organizational assignment of an employee (infotype 0001) to

3. funds center / fund / functional area
 SAP AG 2003
 You have two options for deriving FM account assignments in HR integration.

 The FM account assignments can be defined in the HR objects.
 FM account assignments are derived from the CO objects. The corresponding rules must be
maintained in the account assignment derivation tool.

Master Data: Unit Summary I
 The Financial Management Area (FM area) is the

organizational element in Funds Management. The
Accounting environment is mapped out by
assigning company codes and controlling areas to
the FM area.
 Commitment items are used to represent the

functional structure of the budget, while funds
centers represent the organizational structure.
 Funds from secondary sources can be represented

using special funds.
 An additional dimension type is available in the

functional area for subdividing Funds Management
account assignments.
 SAP AG 2003

Master Data: Unit Summary II
 You can structure expenditures according to

functional aspects using the funded program.
 You can manage funds from sponsors for scientific or
commercial purposes using the grant.
 Authorization groups reduce the amount of
maintenance by controlling authorizations.
 You can divide master data into different substrings
using subdivision.
 Integration between other components, for example,
CO/FI and FM is controlled by the account assignment
derivation tool.
 SAP AG 2002

Master Data: Exercises

Unit: Master Data
Topic: Display the Budget Structure
At the conclusion of these exercises, you will be able to:
 Display the master data structure in Funds Management
 Create and change year-dependent commitment items and
funds centers.
You have decided to introduce a business standard software into

your Revenue Authorities organization. The budget structure
must be enhanced with master data to be created for this project.
1-1 First check the year-dependence of the master data for your FM area in Customizing.
1-2 Your group will be responsible for the “standard software” project (Project P15) which
is assigned to department C1. Create a new funds center, C15, for “standard software”
in your FM area 90##. It should belong to the responsibility area of department C1.
The department should be valid from 2002 to 200Y+2. Enter your user name, GR##, as
the person responsible and Mr. Paul as the processor. Then check the result in the
hierarchy display.
1-3 You find out later that a few changes need to be made to the master record for funds
center C15. The changes should be valid as of 01.01.200Y+1. The name of the
department must be changed from “Standard Software” to “Introduction Program” and
Mr. Paul is taking early retirement. Mrs. Rose is going to take over his position, which
means that the SAP R/3 system user remains unchanged as GR##. Save your changes
and display them in the change document.
1-4 Create two commitment items for project expenditures for your FM area 90 ## in fiscal
year 200Y.
Commitment item: 80040 for “Software”

Commitment item: 80050 for “Consulting”
The superordinate commitment item is commitment item 80000, “Investments”.

Unit: Master Data
Topic: Fund
 Maintain funds master records
 You are a member of the Financial Department and
responsible for how project funds are spent.
The introduction of the software should be financed from different sources: partly from the budget
(fund BUDGET), from general sources (fund GENERAL), and from a reserve that the responsible
Ministry of Finance has for search purposes (fund MIFI). You map all three reserves as separate
funds so you can do individual accounting. You should also create a fund group so you can
evaluate the entire project.
2-1 Create two funds. One for the funds from the Ministry of Finance (MIFI) and the other for
the general funds (GENERAL). Annual budget should be entered for the GENERAL fund
and for the MIFI fund both annual and overall budget should be entered.
Fund: MIFI
Validity date 01.01.200Y to 31.12.200Y+2
Fund: GENERAL
Validity date 01.01.200Y to 31.12.200Y
Assign the funds to the relevant budget profiles using F4 Help.
2-2 Create a fund group to monitor the whole “Software Implementation” project. The fund
group consists of the MIFI and GENERAL funds you created.
Unit: Master Data

Topic: Budget Structure

 Create a budget structure.
 Create and delete budget structures.
 Your own project funds should only be used for investments

related to the installation of the software. Therefore you will
need to generate an appropriate budget structure.
3-1 In fund “MIFI” only use funds center C15 with commitment items 50010 to 50050 as
budget and 80010 to 80050 as budget and posting objects. Generate a manual budget
structure for the “MIFI” fund in year 200Y.
3-2 The budget funds for general expenditures are in the fund “Budget” which manages the
actual budget represented. Consequently, it already contains budget values.
Generate a budget structure in Customizing for the “Budget” fund.
Check what is generated in the menu.
Then delete the budget structure in Customizing.

Unit: Master Data
Topic: Cover Eligibility (Optional)
 Create a cover pool
 Fulfil the requirements for scenario “revenues increasing the
expenditures budget”
 A certain percentage of additional revenues should be used to

increase the expenditure budget.
Create a cover pool for the group “Operating Expenses”.

Then you want to create a rule on revenues increasing the budget. You receive an unexpected
revenue that you want to use for additional expenditures.
4-1 Create a cover pool for year 200Y for the following account assignments:
Fund: MIFI Funds center: C15
Commitment items: 50010
50020
50030
50040
50050
4-2 Determine the global settings for revenues increasing the budget:
Fiscal year: 200Y
Procedure: Distribution procedure 1
Budget increase through: Billing
Minimum revenue: Amount of 100
Only the payment budget should be considered

Budget increase : 100%

Determine the surplus account assignment:
Funds center: B1
Commitment item: 4999
Fund: Budget
4-3 Define a rule for revenues increasing the budget.
Revenue account assignment:
Funds center: C12

Fund: Expenditures account assignment:
Funds center: C12

Fund: Budget
The budget increase should only occur in the payment budget.

Unit: Master Data
Topic: Account Assignment Derivation
 Activate the predefined derivation rules
 Define a move in the account assignment derivation tool
to create the prerequisites for parallel structures in CO and
Funds Management.
 In order to simplify the budget execution process, you are

using default values for FM account assignments.
5-1 In Customizing check whether the rule for deriving commitment items from the G/L
account is active and find out what type of rule it is. Activate the rule if it is not active.
5-2 Define commitment item 80010 in G/L account 403000 if it is not already defined.
5-3 To create parallel structures, define a “move” from cost center to funds center for your FM
area and Controlling area.
5-4 Maintain the assignment of cost element to commitment item.

Master Data: Solutions

(C) SAP AG IPS910 2-100
Unit: Master Data
Topic: Display the Budget Structure
1-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Year-Dependent
Master Data – Display Activation Status for Year-Dependent Master Data
Field name or data type Values

FM area 90##
Year-Dep. Cmmt Item X
Year-Dep. Funds Center X
1-2 Accounting – Public Sector Management - Funds Management – Master Data – Funds
Center – Individual Processing - Create

Funds center C15
From fiscal year 2002
To fiscal year 2002+2
FM area 90##
Enter – Basic Data Tabstrip on Subsequent Screen
Name Standard software

Description (freely definable)
Authorization group (Leave blank)
Default fund (Leave blank)
Company Code 90##
Business area (Leave blank)
User name GR##
Name: Mr. Paul
(C) SAP AG IPS910 2-101

Hierarchy Tabstrip
Hierarchy variant „0001“ Superior Funds Center “C1”

Save
Accounting – Public Sector Management – Funds Management - Funds Management – Master

Data – Funds Center – Hierarchy – Display – Expand Hierarchy – Double Click on C15
Center – Individual Processing - Change

Funds center C15
FM area 90##
Enter – “Period” Button – “Other Analysis Period” Button
Valid from 01.01.YYYY+1

Valid to 31.12.YYYY+2
Enter
Name Implementation Project:

Name: Mrs. Rose
Save
Accounting – Public Sector Management - Funds Management – Master Data – Funds Center –
Individual Processing - Display

Funds center C15
FM area 90##
Enter
– Double click on the “Implementation project“ period
– “Change Documents” button

– Double click to go to the change documents.
(C) SAP AG IPS910 2-102

1-4 Accounting – Public Sector Management - Funds Management – Master Data –
Commitment Item – Individual Processing

Commitment item 80040
Fiscal year YYYY
FM area 90##
“Create” Button – Basic Data 1
Name Software
Financial transaction 30
Commitment item category 3
Superior commitment item 80000
Make no entry for carryforward item category or “funds center” default value
Save

Fiscal year YYYY
FM area 90##
“Create” Button – Basic Data 1
Name Consulting
Financial transaction 30
Commitment item category 3
Superior commitment item 80000
Make no entry for carryforward item category or “funds center” default value
Save
(C) SAP AG IPS910 2-103

Unit: Master Data
Topic: Fund
2-1 Accounting – Public Sector Management - Funds Management – Master Data – Fund -
Create

Fund MIFI
FM area 90##
Name Ministry of Finance
Valid from/to 01.01.200Y – 31.12.200Y+2
Fund type Leave blank
Authorization group Leave blank
Fund budget profile F00001
Customer for fund Leave blank
Application of funds Leave blank
Record balance Leave blank
Save
(C) SAP AG IPS910 2-104

Fund GENERAL
FM area 90##
Name General
Valid from/to 01.01.200Y – 31.12.200Y
Fund type Leave blank
Authorization group Leave blank
Fund budget profile F00003
Customer for fund Leave blank
Application of funds Leave blank
Record balance Leave blank
Save
2-2 Accounting – Public Sector Management - Funds Management – Master Data – Fund -
Fund Group - Create

Fund group Softimpl
Enter
Choose Add Fund and add funds MIFI and GENERAL.
(C) SAP AG IPS910 2-105

Unit: Master Data
Topic: Budget Structure
3-1 Accounting – Public Sector Management - Funds Management – Master Data – Budget
Structure – Former Budgeting - Change

FM area 90##
Fiscal year YYYY
Funds center No entry
Commitment item No entry
Fund MIFI
Group assignments Leave blank
- In funds center C15, expand commitment items 80010 to 80050 and flag as budget and posting
objects.
- Edit => Complete, then save
3-2 Tools - Customizing -IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Budget Structure
(Former Budgeting) – Generate Budget Structure

FM area 90##
From fiscal year YYYY
Fund Budget
Generate budget X
objects
Test run Leave blank
(C) SAP AG IPS910 2-106

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

FM area 90##
Fiscal year YYYY
Funds center Leave blank
Commitment item Leave blank
Fund Budget
Navigate to funds center C1 (for example) and double click on the “+” sign to open the
entry behind it.
Tools - Customizing – IMG - Edit Project – Goto – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Delete Master Data –
Delete Budget Structure

FM area 90##
Fund Budget
All funds Leave blank
Fiscal year YYYY
Total values Leave blank
Budget object X
Assignment object cmmt budget Leave blank
Assignment object pymt budget Leave blank
(C) SAP AG IPS910 2-107

Unit: Master Data
Topic: Cover Eligibility (Optional)
4-1 Accounting – Public Sector Management - Funds Management – Master Data – Control
(Former Budgeting) – Cover Eligibility – Edit Cover Pool

FM area 90##
Fiscal year 200Y
Continue by pressing Enter.
Choose New Entries.
Fund MIFI
Budget memo Pool
Payment budget X
Description Office Supplies
Choose Assign FM Account Assignments.
Choose FM Account Assignment Selection.
Enter the following data on the selection screen:
Funds center C15
Commitment item 5*
Functional Area Double click on the field and
then on Single Value
Choose Execute.
Select all values and then choose Copy Values.
Save the cover pool.
(C) SAP AG IPS910 2-108

4-2 Tools – Customizing – IMG – Edit Project – Goto – SAP Reference IMG - Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Cover Eligibility (Former Budgeting) – Revenues Increasing the
Budget – Define Default Values for Rule Maintenance.
Choose New Entries.

FM area 90XX
Fiscal year 200Y
Distribution Procedure X
Revenues budget memo BUDGETERH
Expenditures budget memo BUDGETERH
Payment budget X
Budget increase through Customer invoice
100
Revenues Portion (%)
Minimum revenue, amount 100
Upper limit None
Save.
Tools – Customizing – IMG – Edit Project – Goto – SAP Reference IMG - Public Sector
(Former Budgeting) – Cover Eligibility (Former Budgeting) – Revenues Increasing the
Budget – Define Settings for Distribution Procedure 1 (Document-Based).

FM area 90##
Fiscal year YYYY
Minimum revenue effect Budget increasing X
Increase rule is in document Predefined X
Surplus account assignment for Payment budget
the
Funds center B1
(C) SAP AG IPS910 2-109

Fund Budget
4-3 Accounting – Public Sector Management - Funds Management – Master Data – Control
(Former Budgeting) – Revenues Increasing the Budget – Individual Processing

FM area 90##
Fiscal year YYYY
Funds center C12
Fund Budget
Expenditure commitment item 50020
Expenditure funds center C12
Expenditure fund Budget
For payment budget: % 100
Save
(C) SAP AG IPS910 2-110

Unit: Master Data
Topic: Account Assignment Derivation
5-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management- Funds Management Government – Master Data – Allocations to Account
Assignments from Other Components – Choose Derivation Rules
5-2 Accounting – Financial Accounting – General Ledger – Master Data – Individual

Processing – In Company Code

G/L account 403000
Company Code 90XX
on “Change G/L account” – Click icon  Entry/Bank/Interest tabstrip
Management- Funds Management Government – Master Data – Assignments to
Account Assignments from Other Components – Define Account Assignment Derivation
Choose Display/Change and then Create.

Choose Move. Name Cost Center to Funds Center.
Source fields: Controlling Area and Cost Center.
Target fields: Funds Center.
Choose the tabpage „Requirement“ and enter the following data:
Name: Controlling area
Operator =
Value 90XX
(C) SAP AG IPS910 2-111

5-4 Accounting – Public Sector Management - Funds Management – Master Data –
Assignments – Maintain Account Assignment Derivation.
Select rule “Cost Element to Commitment Item” and choose Change Rule.
Controlling Cost Valid from = Commitm

area elemt ent item
90XX 500301 01.01.2000 = 50030
(C) SAP AG IPS910 2-112

Budgeting
 Budget Planning Scenario

 Budget Versions
 Budget Subtypes
 Budget Values - Budget Categories
 Budgeting Techniques
 Budget Update
 Releases
 Plan Data Transfer from SAP BW
 Controlling Budget Planning
 Derivation Strategy for Budget Entry
 SAP AG 2002

Budgeting: Objectives
 At the conclusion of this unit

 You will understand the planning process in SAP R/3
Funds Management
 You will be familiar with budget versions and budget
subtypes
 You will be able to plan yearly/complete/period
values in categories commitment/payment budget
 You will be able to maintain budget releases and
budget updates
 You will understand the budget profile functions
 You will understand the derivation strategy for
budget entry
 SAP AG 2002

Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2002

Budgeting I

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 Planning Data Transfer from SAP BW
 SAP AG 2002

Example: Planning Process
01.10.2002 01.01.2003 01.03.2003
Interim Interim Final budget Copy in

Copy of
budget 2003 budget 2003 2003 version 0
previous
year's Version 2 Version 0 Version 1
values
Releases
5% Increase
 SAP AG 2002
 You can use budget plans from previous years as a template for budget planning.
 The procedure for drawing up a budget generally involves the discussion of different estimates by
committees. The results of these discussions can be stored in the system as budget versions.
 Version management allows you to copy, change and block versions.
 You make the decision whether budget releases should be used for budget execution.

BCS and Former Budgeting
New from EA-PS

1.10
Budget Control Former

System (BCS) Budgeting
 SAP AG 2002
 The Budget Control System (BCS), a new product for budgeting, is available for pilot customers in SAP
R/3 Enterprise Public Services 1.10 (EA-PS 1.10). There has not been a general release of the product
yet.
 "Former Budgeting" is dealt with in this course. This means that the account assignment elements
Funded Program and Grant are not used because they are only available in the "Budget Control
System" (BCS).
 The different functions are marked with "BCS" or "Former Budgeting" in the menu and in Customizing.

Budgeting II

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Version Management
Version 1
Notice of Funds
Version 2
Polit. Discussions
Version 3
Final
Budget Version 0
Executed
Version
 Any number of versions possible

 Versions can be copied
 Versions can be locked against changes
 Evaluations for each version; Version comparison
 SAP AG 2002
 You can define any number of different versions.

 Availability control is only performed for the values in version 0 (executed version). Similarly, certain
other transactions (releases, budget updates) can only be executed in version 0.

Activating / Locking Versions
Customizing
Versions
Year-Independent Year-Dependent
Locking of Activation of
Budget Versions Budget Versions
 SAP AG 2002
 Two alternative procedures are available for version management:

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

Activating Budget Versions
Customizing
 Versions can be activated for individual transactions

(budget type groups):
 Original budget
 Supplement
 Releases
 Budget updates (previously, budget execution)
 Fiscal year change
 Separation into payment and commitment budgets
Transaction "original budget" must be activated in both
categories for planning functions
 SAP AG 2002

Budgeting III

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Budget Subtypes
Choose Budget Subtypes

Choose Budget Subtypes
FM Area Budget Type Text Mandatory Line Entry
9000 *KBU Transfer posting
9000 KBNO Supplement
9000 KBRO Return
9000 KBUD Original budget
 SAP AG 2003
 You can create budget subtypes for the budget types Original Budget, Supplement, Transfer Posting,
Carryforward.
 You can define whether the field budget subtype is a required entry in budgeting transactions on the
entry screen.
 Account assignments can never be made for budget subtypes, they are only made for the combination of
complete-/ yearly budget and releases / actual budget values defined in the budget profile.
 Budget subtypes correspond to document types in FI. If you were to resort to using the structure of
business transactions in FI document types, you can differentiate between different parliamentary
supplements by using different budget subtypes. For example, you are using subtype N1 for supplement
1 and subtype N2 for supplement 2.
 If you set the line entry indicator for a budget type, you can enter different budget subtypes when
entering budget in the individual document lines. If you do not set this indicator, the budget subtype on
the initial screen of the transaction will be entered.

Budget Subtypes for Original Budget
Choose Budget As sig n

T ype KBUD Budget Subtyp es
Subtype Budget Subtype Name

ORI1 Original Subtype 1
 SAP AG 2003
 You create one or a number of budget subtypes for a budget type, such as original budget (KBUD),
which you assign to the budget type in the second step.
 In this way, you can subdivide the original budget according to the areas required. The process is
comparable to using document types to structure volumes of documents in FI.

Budgeting IV

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Annual and Overall Budgets
Budget 03
Budget 02
Budget 01
1. Budget and funds from Annual Overall Periods 100.000
secondary sources values values values 20.000
...
available for a financial year
2. Funds from secondary sources
which are available for the total
X X
duration of a "project", without Fund xy
specific funds having to be valid from 05/01/01 to 08/30/04
allocated at any particular time X 100.000
15.000
3. Funds from secondary sources 65.000
which are available for the total ...
duration of a "project" and X X X
stipulate how the funds are to be Fund xy
distributed across the individual valid from . . . to . . .
years
100.000 01 30.000
02 20.000
03 50.000
...
Consistency!!
 SAP AG 2002
 When budgeting, you can work with overall values and/or annual values.
 In connection with annual values, you can also work with periodic values.
 You can only define overall values in connection with a fund.
 Annual values are budget values that are available either in the budget or as funds from secondary
sources for an individual financial year.
 Overall values are budget values which are available for more than one financial year without the funds
being distributed to the individual financial years, for example, funds from secondary sources used for
the total duration of a project that runs over several financial years.
 The combination of annual and overall values contains budget values which are available for several
financial years but which are to be distributed to the individual financial years according to certain
conditions.
 You can enter a standard text (document text) for each budgeting document.
 You can also enter an explanatory short text with a corresponding long text (budget text) for each
fund/funds center/commitment item/functional area/commitment item/fiscal year/budget transaction
combination.

Periodic Budgeting
1. Periodic budgets can be Annual Overall Periodic

values values values Budget 2003
entered for an annual value.
2. Annual values are distributed to X X
individual periods either 100.000
manually or using distribution X X
keys.
3. The periodic budgets are only
for statistical purposes. For
reporting purposes, budget
utilization is represented for
each period. The active
availability control always Budget 2003
carries out checks against the
Periods
annual budget.
1 8.000
100.000 2 8.000
3 10.000
4 10.000
...
 SAP AG 2002
 You can distribute annual budget values to individual periods.

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

Payment Budget and Commitment Budget (1)
 Two independent budget categories

 Payment budget
 Commitment budget
 Various application scenarios
 Budget assignment is determined by the update profile
 SAP AG 2003
 The commitment budget represents a second budget.

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

Payment Budget and Commitment Budget (2)
Releases
Original
Supplements
budget
2000
Payment Commitment
500
budget budget
250
Hierarchy Transfer
FC/CI250 2000 FC/CI
maintenance V/5 200 V/5 posting
V/50010 100 V/50010
V/50020 100 V/50020
Entry Returns
transaction
 SAP AG 2002
 All budget transactions are available for each budget category.

 The budget values in the payment budget and the commitment budget can be different. There is no check
to see if the values in both categories match.

Budgeting V

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Local Budgeting
Public
Budget
Budget structure
structure Administration
Leve
Levell Funds
Funds Cmmt
Cmmt Budget
Budget Posting
Posting Exp end.
center
center item
item object
object object
object
11 Public
Public Serv.
Serv. Expenditures
Expenditures xx
22 Public
Public Serv.
Serv. Personnel
Personnel xx HR SUPP.
22 Public
Public Serv.
Serv. Business
Business supplies
supplies xx
11 Admin
Admin Expenditures
Expenditures xx
22 Admin
Admin Human
HumanResources
Resources xx
epartment 1
22 Admin
Admin Business
Business supplies
supplies xx
11 Dept.
Dept. 11 Expenditures
Expenditures xx
22 Dept.
Dept. 11 Human
HumanResources
Resources xx
Expend.
22 Dept.
Dept. 11 Business
Businesssupplies
supplies
22 Dept.
Expenditures
22 Dept.
Dept. 22 Human
HumanResources
Resources SUPP.
22 Dept.
Dept. 22 Business
Businesssupplies
supplies
 SAP AG 2002
 Local budget allocation involves dividing the budget between lower-level items using top commitment
items.
 The available budget is always distributed to lower-level commitment items within a funds center.

Central Budgeting
Public
Budget structure Administration
Budget structure
Level Funds Cmmt Budget Posting
Expend.
Level center
Funds Cmmt
item Budget object
object Posting
1 center Serv. Expenditures
Public item object
x object
21 Public
Public Serv.
Serv. Personnel
Expenditures xx HR SUPP .
22 Public
Public Serv.
Serv. Business
Personnelsupplies xx
12 Admin
Public Serv.Expenditures
Business supplies x
21 Admin
Admin Expenditures
Human Resources
Business supplies x Administration Department 1
12 Dept.
Admin 1 Human Resources x
Expenditures
22 Dept.
Admin 1 Business
Human supplies xx
Resources
21 Dept.
Business supplies Expend. Expend.
22 Dept.
Dept. 11 Human Resources x
Expenditures
22 Dept.
Dept. 21 Business
Human supplies
Resources
HR SUPP. HR SUPP.
22 Dept.
Business supplies
2 Dept. 2 Human Resources
2 Dept. 2 Business supplies
 SAP AG 2002
 In central budgeting, the first step is to distribute the budget in hierarchically arranged funds centers from
the top commitment item to the subordinate commitment items. In the next step, the lower-level funds
centers receive their budget at the level of lower-level commitment items. You cannot enter budget for
the top commitment items in the lower-level funds centers.
 Corresponding budget object definitions in the budget structure enable you to carry out central
budgeting.

Top-down Budgeting
Original budget Distributed budget
Expend. 100.000 70.000

Project expenditures 70.000 10.000
10.000
Travel
Training
Material
Check budget consistency
 SAP AG 2002
 Budgeting can be carried out in the R/3 System according to the top-down or the bottom-up principle.
 With top-down budgeting, you assign the budget from superior funds centers and commitment items to
subordinate ones. Top-down budgeting is an analytical, evolutionary procedure which works out the
budget estimate for the organizational and functional subareas of your organization in the R/3 System.
 Example: You have the total funds available for a financial year in your organization and you would like
to use the system to distribute the budget to subordinate funds centers and commitment items.
The R/3 System carries out the consistency check for the budget distribution.

Bottom-Up Budgeting
Original budget Distributed budget
Expend. 31.000 31.000

Project expenditures 31.000 31.000
Travel 10.000
Training 10.000
Material 11.000
Automatic budget consistency due to

totalling up of individual values
 SAP AG 2002
 With bottom-up budgeting, you enter budget values to subordinate funds centers and commitment items
which are then totaled up and displayed by the R/3 System at each higher level.
Bottom-up budgeting is therefore a synthetic, operational procedure which supports the entry of budget
values in the R/3 System.
 Example: You have the budget values for your organization's individual subareas which are to be entered
in the R/3 System.
 If you are only working with bottom-up budgeting, we recommend that you use the entry transaction.

Entry Transaction
Enter Original Budget: Entry Screen

S creen
Check Total
Fixed Budget Dimensions

Fund budget
Set Check Total
Functional area Currency UNI
Budget subtype
Payment/Commitment Budget
General Parameters Check Total
FM area 9000 Item Total 0.00 0.00
Version Variance 0.00 0.00
Fiscal year 2003

Period
Overall Values too
 SAP AG 2003
 The entry transaction is used for entering original budget, supplements and returns. It corresponds to the
"roll up" transaction in FI-FM.
 You choose the entry screen depending on fund, budget subtype, and if applicable, version and fiscal
year.
 You can work with check totals to ensure the accuracy of the totals of your entries.

Entering Original Budget / Supplements / Returns

Screen
FM area 9000 Budget Type Original budget

Version 0 Budget Subtype
Fund budget
Functional area
Fiscal year 2003
Payment budget Commitment budget
Item FM Area Commitment Item Amount

Document Header
1 V 50010 20,000.00
Doc. Date 26.07.2002
2 V 50020 7,000.00
Currency UNI
3 V 50030 13,000.00
4 Person Resp.
Text
Text Name
Created by SCHUELER
Date of Entry
 SAP AG 2002
 You can then make your entries in the list screen. When you save, you generate an entry document and a
hierarchy document.
 Document header data gives information about the person who made the entry and the person
responsible.
 An entry document and a hierarchy document are generated during posting.
Note:
The advantage of the entry transaction is that the budget is automatically totaled up to the highest hierarchy
level when you save.

Hierarchy Maintenance: Entry Screen
Change Original Budget: Entry Screen
Subhierarchy
Funds center
Commitment item
Functional area
Fixed Budget Dimensions
Fund budget
Budget subtype
General Parameters
FM area 9000
Version
Fiscal year 2003
Period
 SAP AG 2003
 A new transaction is available for original budget, supplements and returns.

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

Hierarchy Maintenance: Making Changes
Timeframe
Reference
Enter Original
Change OriginalBudget:
Budget:Entry Screen Overview
BS Element
FM area 9000 Treasury Department Version 0 Original Plan

Fund budget Budget subtype
Functional area Budget views
Period 2003
Lvl Fd Ctr Cmmt Item Budget Current Budget Distributed Distributable ..........
+1V 2 UNI
-1V 3 42,000.00 UNI 42,000.00 42,000.00
....... UNI
50000 Bus. Supplies 42,000.00 UNI 42,000.00 40,000.00 2,000.00
50010 Office Mat. 20,000.00 UNI 20,000.00 20,000.00
50020 Books 7,000.00 UNI 7,000.00 7,000.00
50030 Post 13,000.00 UNI 13,000.00 13,000.00
50040 Equipment UNI
...... UNI
1V 4111 UNI
1V 4999 UNI
 SAP AG 2003
 In hierarchy maintenance, you have a complete overview of all the views available (current Budget,
distributed, distributable and so on). You make your settings in the column "Budget" in the normal way
as regards additive/non-additive.
 You can add a budget text as documentation for each entry or enter a document text for the entire entry
transaction.
 Only a hierarchy document is generated when you post entries. Unlike an entry document, a hierarchy
document cannot be reversed. You carry out reversals directly in hierarchy maintenance, by making the
relevant changes to your entries.

Example: Budget Subtypes for Original Budget
Entry for each

budget subtype View information for
overall budget type
Change Original
Enter Original Budget:
Budget: BS Elements
Entry Screen Overview
FM area 9000 Treasury Department Version 0 Original plan

Fund budget Budget subtype IPS IPS910
Period 2003 Functional area
Lvl FdCtr CmmtItem Budget Current Budget Distributed Distributable ..........

+1V 2 UNI
-1V 3 10,000.00 UNI 52,000.00 52,000.00
....... UNI
50000 Bus. supplies 10,000.00 UNI 52,000.00 50,000.00 2,000.00
50010 Office Mat. 7,000.00 UNI 27,000.00 27,000.00
50020 Books 3,000.00 UNI 10,000.00 10,000.00
50030 Post UNI 13,000.00 13,000.00
50040 Equipment UNI
...... UNI
 SAP AG 2003
 You choose the entry screen for hierarchy maintenance with a budget subtype. You make all entries for
this budget subtype in the entry column. In this column, you only ever have access to the entries for the
budget subtype you chose in the entry screen.
 The view columns on the right of the screen (that cannot be edited) provide you with an overview of the
overall values for the given budget type at all times. In this example, you can see the cumulative totals of
the entries for all budget subtypes defined for the budget type original budget.

Parked Budget Documents
Preliminary Approved
Budget Data Budget
Different
Versio ns
 SAP AG 2002
 Parked documents can be entered for

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

Reversing Budget Entry Documents
Documents Reference
Entry Reversal
Document + Each Other
Document
+500 Budget - 500.00
Budget
Budget
 SAP AG 2002
 You can reverse budget entry documents by creating reversal documents.

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

Budgeting VI

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Updating Budgets
Budget plan  = current budget

2000 Results:
Supplements
Supplements
Transfers
Transfers
Returns
Returns
Budget
plan 2001
Agenda
• blocking budget
• cutting budget
• supplementary budget
 SAP AG 2003
 During a financial year, it may be necessary to adjust the budget values. These corrective actions are
known as budget updates.
 Based on the current year's budget plan, consultations take place concerning any necessary budget
updates; the results of these discussions are maintained in Funds Management as supplements, returns,
or transfers.
 The result is the current budget, which is made up of the total from the financial year's original budget,
plus the supplements, returns, and transfers.
 Releases refer to a financial year's current budget.

Distributing Budget

Distribute Original Budget: Entry Screen
FM Area 9000 Budget Type Original budget
Version 0 Budget Subtype

Fund budget Functional Area
Sender Year 2003 Receiver Year 2003
Payment Budget Commitment Budget
Item S R Funds Center Commitment Item Amount
1 V 50000 2,000.00
2 V 50020 800.00
3 V 50030 1,200.00
4
5
... Pass on distributable
budget to subordinate
account assignments
 SAP AG 2003
 Distributable budget can be passed on to subordinate commitment items within the same area of the
hierarchy. This is documented in an entry document and a hierarchy document.
 Using the distribution transaction is particularly useful if you want to assign budget to individual areas of
the hierarchy first, before passing it and the actual application of funds on to subordinate commitment
items in a second step or at some point later in time. Unlike manual hierarchy maintenance, your
individual steps are also recorded in an entry document in this case.

Transferring Budget

Transfer Budget: Entry Screen
FM Area 9000 Budget Type Transfer posting
Fund budget Fund Receiver budget !

Sender Year 2003 Receiver Year 2003
Payment Budget Commitment Budget

Item S R Funds Center Commt Item Amount
1 V 50000 2,000.00
2 V 50020 800.00
3 V 50030 1,200.00
4
5
Transfer Budget to
...
Any Account
Assignment
 SAP AG 2002
 Using this transaction, you can transfer budget that is surplus or not used for some reason to any other
account assignment. You can transfer budget across year/fund boundaries. This transaction generates an
entry document and a hierarchy document.
 As is the case when using the distribution transaction for hierarchy maintenance, the advantage of the
transfer function is that it provides an overview of all FM account assignments and documentation
involved in an additional entry document.

Example: Updating Budgets
Original budget Current budget
Expend. 31.000 36.000

Project 31.000 36.000
expenditures
Travel 10.000 15.000
Training 10.000 11.000
Material 11.000 10.000
• Supplement Travel 5000
• Transfer Posting Sender: Material 1000 - - - Receiver: Training

Course 1000
 SAP AG 2003
 There are three different types of budget update in Funds Management:

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

Budgeting VII

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Releases
Release 1: January
Release 2: June
Current Budget
Release 3: September
 You can have greater flexibility within a budget period by:

 Using percentage releases
 Releasing fixed amounts
 SAP AG 2003
 In some organizations, the assignment of a budget amount does not necessarily mean that the funds have
been released. As a result, the R/3 system allows you to release budget values so that they are available
gradually.
 You can release budget values as a percentage or as whole amounts.
 Releases can refer to overall values or to annual values. However, you cannot release period budget
values.
 You can make as many releases as you want, but they cannot exceed the existing budget.
 You can carry out individual releases at any time.

Approval Workflow
EA- PS
Parked Parked
Parked documents
documents Customizing
Customizing
budget docs
Level 1
Approved Level 2
Level 3
 SAP AG 2002
 Approval Workflow is triggered by parked budget documents.

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

Transferring CO/PS Planning Data
Planning Account assignment

data derivation tool
RFFMCOPI
CO/PS FM
CO planning
data:
- Primary costs
- secondary costs
- Revenue
elements
Planning data FM budget
 SAP AG 2003
 Program RFFMCOPI copies plan version data from Controlling (CO) into a budget version in Funds
Management (FM). You use this program to create the same budgets in FM by transferring CO
planning data.
 Data can be transferred as often as you require. Only differences between individual transfers are
posted and logged in line items. Budget changes, carryforwards and transfers that have been made
manually in Funds Management are not overwritten by the transferred planning data. In this respect,
the budget in Funds Management is therefore independent of the CO planning data.
 The program determines the recipient in Funds Management based on the assignments from FM
account assignments to CO account assignments using the account assignment derivation tool. If you
make changes to the assignment, the planning data transferred into Funds Management until now will
be transferred automatically to the new recipient with the next planning data transfer.
 The program considers the primary CO planning data in table COSP and the secondary CO planning
data in table COSS.
 As you can assign fund and functional area directly in CO planning starting from Release 4.62A, you
can use program RFFMCOPI and execute the entire budget planning process in Controlling.
Note:
The FM account assignments “funded program” and “grant” are not known in former budgeting. You must
use BCS (Budget Control System) if you want to work with these account assignments.

Budgeting VIII

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Integration for Operative Environment & Planning
Environment
SAP Strategic Enterprise Management

SAP SEM Business
Planning & Simulation
SAP BW
Extracting data from the Returning the data from SAP
source system to a SAP BW BW to the source system
InfoCube
R/3 Enterprise
CO,
HR PS, EA-PS
Others AA,
...
 SAP AG 2002
 Budget preparation with SAP Strategic Enterprise Management (SAP SEM) is useful if planning is
based on historical values (master data, transaction data) so that you can access master and integration
data already available.
 SAP provides extractors for R/3 applications which load the data in SAP Business Information
Warehouse. An extractor is a program that loads the dataset of the SAP source system in BW.
 Based on the historical data you begin your planning activities in the separate planning environment of
SEM Business Planning and Simulation (SAP SEM BPS) which is kept separate from your operative
environment. You can plan both "bottom up" and "top down". Then run the iterative approval process
over it and you will have an approved budget at the end of it which you can then post in your operative
environment.
 The Retractor (program that returns the data of SAP Business Information Warehouse to the source
system) makes sure that the relevant results of your planning are posted in R/3 Enterprise and are
available as budget for the next budget execution period.

Data Extraction from R/3 Enterprise in SAP BW
SAP BW
Data is loaded from R/3:
 Master data
 Budget
 Commitment
 Actual values
Further planning
SAP R/3 is based on this data
CO,
HR PS, EA-PS
AA,
...
 SAP AG 2003
 You extract data from your operative R/3 environment if you want to build your planning on historical
values and existing master data structures. As SAP guarantees the integration between R/3 and BW, the
extractors are a part of the business contents that are already available in BW.
 A prerequisite of the extraction of data is that your R/3 Enterprise and your BW system are connected to
each other.
 The extraction is triggered from the Administrator Workbench in your SAP BW which is linked to your
SAP SEM (BW can be installed either locally or via RFC).
 Choose Infosources in order to choose the data that you want to load in SAP BW (e.g. Funds
Management).
 The data to be extracted is structured according to SAP applications in BW. You will find extractors for
CO, FI, HR, FM and so on.
 The EA-PS-related data (BW 3.0) (budget, actual values, commitment, master data) can be found in SAP
BW InfoSource:
 SAP R/3 Application components -> Public Sector Management -> Funds Management (master data,
budgeting in FM, CO line items, commitment and actual line items, FI line items)
 Create an info package for each line item and extract the data. Start with master data (e.g. FM area, fund,
budget,...) and then update the transaction data.
 This updates the standard InfoCubes.

Data Retraction from SAP BW to EA-PS
1 SEM planning
Write in BW Infocube.
Assemble
2
data in
Query
3 Data retraction and post in

EA-PS
EA- PS
 SAP AG 2003
 You use the retractor in order to post the results of your planning activities back to SEM BPS in the
operational environment. Starting from R/3 Enterprise 4.7, the retractor program for EA-PS will form
part of Customizing (can be found under Public Sector Management > Funds Management
Government).
 You create your planning in SEM-BPS.
 You create a BW query in BW which collects planning data ( the ODBO flag must be activated in the
query).
 You define a number range for postings in the Customizing for the retractor.
 You also maintain field assignments (mapping) of BW and R/3 data by using the CO-PA derivation tool.
 Example: you can define that BW budget values from planning version 150 are regarded as approved
"budget" and are posted in budget version 000 in R/3 as original budget.
 Start the data transfer from R/3. You can use a variant of a query in order to select the data in the query
created in BW.
 The data transfer usually results in an error message if master data should be imported from BW that
does not exist in R/3. The reason: you needed additional master data in the budget preparation phase
which is why you created this in BW. In this case, you must create the missing master data in R/3 and
start the retraction again.

Budgeting VIII

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Budget Profile Functions
General definition in Customizing Optional definition in individual fund master record
Assignment of budget profile to FM area

FM area 9000
FM area without fund with fund Fund SOURCE 1
9000 FM0001 FM0002
.
.
Name
. ..
.
. .
Budget profile FM0003
... ...
Format defaults for the
Profile FM0001 budgeting transactions
Permitted
budgeting Text Profile
Key for automatically distributing
timeframe Format annual values to individual periods
Decimal places 2
Scaling 0 Against releases or
Distribution key current budget and
Time horizon 1
You can choose overall annual values
Past 1
values and/or annual Availability control
values and period values; Future 5
Releases
overall values can only Start 0 Adjusting releases for
Total values
be selected for funds Overall value the budget update
X Annual value Automatic release
Period values Automatic release
 SAP AG 2003
 To be able to use budgeting in an FM area, you must first create at least one budget profile and assign it
to the FM area. You can then assign further budget profiles to the FM area centrally and to the individual
fund master records. You can then use them for the relevant funds. The most specific assignment is the
one which applies.
 You can define a range of control parameters in a budget profile:
 Time horizon:Time frame which can be budgeted for as of a specified start date in the future or the
past.
 The start year for budgeting is the current fiscal year
 Parameters for value display:In addition, you can stipulate the scaling and the number of decimal
places you require when displaying budget values.
 Only annual values can be distributed to individual periods. You can use the distribution key to specify
that annual values are to be distributed to periods automatically.

Budget Consistency / Availability Control
1 Deactivate Budget Consistency for Annual Values

2 Deactivate Budget Consistency for Overall Values
3 Deactivate Availability Control
1 2
Deactivate Budget Consistency
FM Area Year Version Budget Consistency
Not active Customizing
9000 2002 0
9000 2003 1
3
Activate Availability Control
Availability control
FM Area Year
Not active
Availability control
is only possible if budget
9000 2002
consistency is active.
9000 2003
 SAP AG 2003
 The deactivation of budget consistency for annual values and overall values and the deactivation of
availability control consists of three separate steps.
 The consistency check is designed to ensure that the budget distribution to individual hierarchy levels is
consistent in the individual budgeting transactions. The system logs any errors found. When the
consistency check is active, you can only store budget versions which are consistent.
 The active availability control only checks in managed budget version 0.
 In the standard system, the consistency check is active for all fiscal years and budget versions.

Budgeting IX

 Budget Versions
 Budget Subtypes
 Budget Update
 Releases
 SAP AG 2002

Derivation Strategy for Budget Entry
A derivation strategy consists of a

sequence of derivation steps through
which the values for the account
assignment to be derived or posted
automatically to the general ledger are
derived one after the other from values
that already exist.
 SAP AG 2002

Derivation Strategy for Budget Entry
Derivation strategy
Completion Generating extra lines

of lines entered with when entering budget
budget entry
 SAP AG 2002
 A derivation strategy can be defined in such a way that FM account assignment elements or budget
subtypes can be derived from other account assignments or the document type automatically when
entering budget and postings.
 A derivation strategy can be defined in such a way that additional lines from data already entered are
derived in the background automatically and posted when budget is entered.

Derivation Types
D
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FFuunnccttiioonn ccaalll TTaabbllee llooookkuupp
Derivation types
E
Ennhhaanncceem
meenntt M
Moovvee
C
Clleeaar
 SAP AG 2003
 The same derivation types used for account assignment derivation for postings are available.

Define Derivation Rule
Custo mizing
Table entry Src. Fields Target Fields

Source fields Target fields
maintenance
CMMT_ITEM FUNC_AREA
Cmmt Item Functional Area
10050 0001
10060 0002
10070 0003
10080... 0003...
 SAP AG 2002
 To reduce the entry of account assignments in budgeting, a derivation rule is created in Customizing
with which the functional area is derived from the commitment item. The values are then maintained in
the table created.

Budgeting: Unit Summary (1)
 Budget versions can be activated for specific years

and specific transactions. Budget subtypes allow you
to make subdivisions and make it possible to make
checks for individual transactions.
 Planning can be in as many versions as you like. The
number of versions can be increased through copies
and transfers. Only version 0 is relevant for budget
execution.
 Budget values can be entered by means of hierarchy
maintenance and/or the entry transaction. An entry
and/or hierarchy document is created depending on
which transaction is being used.
 SAP AG 2002

Budgeting: Unit Summary (2)
 You can make changes to the current budget using

supplements, transfers and returns.
 Releases offer a further control on budget execution.
 The budget profile controls the time horizon and
values for budgeting. It also controls the availability
control.
 With a derivation strategy for budget entry, account
assignment elements can be derived from existing
account assignments. This can be used in order to
complete lines or create new lines in the background.
 SAP AG 2002

Exercises

Unit: Budgeting
Topic: Using Entry Transaction and Hierarchy
Maintenance for Budgeting
 Activate activity-related budget versions
 Work with entry and hierarchy maintenance budgeting
activities
 Handle budget subtypes
 Work with parked documents
Your administration wants to use both budgeting activities for

budget planning. Only the relevant activities should be active and
estimates should be made for software implementation by means
of a budget subtype in the original budget. Budget planning
should be made flexible using parked documents, such as original
budget that has not yet been approved.
1-1 You only want to allow original budget to be used for budgeting. Check in Customizing
if the year-dependent activation procedure for budget versions for your financial area
90XX was activated. Then, enter the funds “GENERAL” and “MIFI” (each with
version 1) in the activity-related activation of budget versions for the current fiscal year.
Select the activity “Original Payment Budget” for the payment budget. This blocks all
other activities.
1-2 Use the entry transaction for the original budget to enter estimates for the following
budget values in the payment budget for your fund “GENERAL”, funds center C15 in
version 1.
Commt item 80010 500,000.00 UNI
Commt item 80020 100,000.00 UNI
Commt item 80030 250,000.00 UNI
Commt item 80040 150,000.00 UNI
Enter the following estimates for funds center D1 in version 1:
Commt item 80030 100,000.00 UNI
Commt item 50060 200,000.00 UNI

Document Number: .................................................
1-3 Create the budget subtype “SAP” in Customizing and assign it to budget type KBUD
for original budget.
1-4 Use the hierarchy maintenance for the original budget to enter estimates for the
following budget values in the payment budget for budget subtype “SAP”, fund
“GENERAL” and funds center C15 in version 1.
Commt item 80040 850,000.00 UNI
Commt item 80050 4.000,000.00 UNI
Document Number: .................................................
1-5 Enter parked original budget (payment budget) of UNI 50,000.00 for year 200Y for
commitment item 80010, fund General, funds center C15 in version 1.
Document Number: .................................................
View the effects in Reporting.
1-6 Use the hierarchy maintenance for the original budget, to plan budget in the payment
budget for your fund “MIFI”, funds center C15 in version 1.
Commt item 80010 100,000.00 UNI
Commt item 80040 200,000.00 UNI
Commt item 80050 300,000.00 UNI
Document Number: .................................................
1-7 Before you start budget execution, you have to copy the budget from plan version 1 to budget execution
version 0. Do this for both funds (GENERAL and MIFI).

Unit: Budgeting
Topic: Releases and Budget Updates
 Enter releases
 Carry out budget updates
 The budget for your tax authority has already been adopted.
You have decided to use releases. As a result, you have the
task of entering the resulting agreed budget changes into the
R/3 System.
2-1 First you have to permit releases and budget updates. Activate the activities “PB Supplement”, “PB
Release” and, “PB Update” in Customizing for funds “GENERAL” and “MIFI” in Version 0.
2-2 Release 30% of the payment budget for the fund “Budget” in year 200Y in version 0.
2-3 Enter releases of 100% from the payment budget for the fund “GENERAL” in version 0.
2-4 It has transpired that the funds budgeted for office material exceed expenditures by 25 000 UNI, this budget
can however be used for books and magazines. Post the budget with budget subtype “TRXX”.
Define budget subtype “TRXX” first so that you can make transfer postings between expenditures.
Transfer the payment budget:

Sender funds center Sender commitment item: 50010
Sender fund: Budget
Budget subtype: TRXX
Receiver funds center: A1
Receiver commitment item: 50020
Receiver fund: Budget

Unit: Budgeting
Topic: Budgeting Control
 Define budget profiles
 Use budgeting tools
 You should control the funds for the fund GENERAL using
releases.
3-1 Define a budget profile GR##, that allows you to maintain annual values and to set an active availability
control against released annual values. Look at the other entries for annual values in budget profile F00001.
3-2 Change the assignment of the budget profile in the master record for the “GENERAL” fund. The GENERAL
fund should now use your budget profile GR##.
3-3 Check which budget profile is used for the “Budget” fund: Which values are budgeted? What does the active
availability control check against?

Solutions

Unit: Budgeting
Topic: Using Entry Transaction and Hierarchy
Maintenance for Budgeting
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Versions - Set
Activation Procedures for Budget Versions
FM Area 90## Activation Procedure 1
(year-dependent)
Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds
Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting
(Former Budgeting) – Budget Versions –Activate Activity-Related Budget Versions
In dialog box:
FM area 90##
Fiscal year YYYY
Enter
Fund General
Version 1
Original PB X
Fund MIFI
Version 1
Original PB X
Save

1-2 Accounting – Public Sector Management – Funds Management - Budgeting – Former
Budgeting – Original Budget – Enter

Fund General
Budget subtype (Leave blank)
FM area 90##
Version 1
Fiscal year YYYY
Enter

(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories–Enter
Budget Subtypes
FM area 90##
Subtype SAP
Name (short) SAP
Name (medium) SAP
Name (long) SAP
Check subtype Leave blank
Save
Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Enter
Settings for Budget Subtypes
Button “New entries”
FM area 90##
Budget type KBUD
Text Original budget
Mandatory (Leave blank)
Line entry (Leave blank)
Enter, select entry and double click on “Assign Budget Subtypes”
Subtype SAP
Press enter and save
1-4 Accounting – Public Sector Management – Funds Management - Budgeting – Former

Budgeting – Original Budget – Change in Hierarchy - Payments

Funds center (Leave blank)
Commitment item (Leave blank)

Fund GENERAL
Functional Area Leave blank
Budget subtype SAP
FM area 90##
Version 1
Fiscal year YYYY
Period (Leave blank)
Enter and navigate to funds center C15
Commt item 80040 850,000.00 UNI

Commt item 80050 4.000,000.00 UNI
Enter
Process – Total Up – Add Changed Values

Press Enter and save
1-5 Accounting – Financial Accounting - Public Sector Management – Funds Management

- Budgeting – Former Budgeting – Original Budget – Park Document – Enter

Fund General
Budget subtype (Leave blank)
FM area 90##
Version 1
Fiscal year YYYY
With overall values Leave blank

Funds center C15
Amount 50,000.00 UNI
Save
Accounting – Financial Accounting – Public Sector Management - Funds Management – Information

System – Line Items – Budget (Former Budgeting) – Budget Entry Documents – Budget Entry
Documents
Take note of the “Document Status” list field.

- Budgeting – Former Budgeting – Original Budget –- Change in Hierarchy - Payments

Funds center (Leave blank)
Commitment item (Leave blank)
Fund MIFI
Functional Area Leave blank
Budget subtype Leave blank
FM area 90##
Version 1
Fiscal year YYYY
Period (Leave blank)
Enter and navigate to funds center C15
Commt item 80010 100,000.00 UNI

Commt item 80040 200,000.00 UNI
Commt item 80050 300,000.00 UNI
Enter
Process – Total Up – Add Changed Values

Press Enter and save

1-7 Accounting – Public Sector Management – Funds Management – Budgeting – Former
Budgeting – Versions – Copy

FM area 90##
Fund GENERAL
Source version 1
Annual values X
Year YYYY
Overall values Leave blank
Commitment budget Leave blank
Payment budget X
Budget X
Only original budget X
Parked values budget texts Leave blank
Budget texts Leave blank
Target version 0
Target year YYYY
Group budget subtypes Leave blank
Percentage of revaluation 100,00
Reset and overwrite data X
Detailed log X
Always generate line items X
Header text Group ##
Execute

FM area 90##
Fund MIFI
Source version 1
Annual values X
Year YYYY
Commitment budget Leave blank
Payment budget X
Budget X
Only original budget X
Parked values budget texts Leave blank
Budget texts Leave blank
Target version 0
Target year YYYY
Group budget subtypes Leave blank
Percentage of revaluation 100,00
Reset and overwrite data X
Detailed log X
Always generate line items X
Header text Group ##
Execute
Unit: Budgeting
Topic: Releases and Budget Updates

(Former Budgeting) – Budgeting(Former Budgeting) – Budget Versions –Activate
Activity-Related Budget Versions
In dialog box:
FM area 90##
Fiscal year YYYY
Enter
Fund MIFI / GENERAL

Version 0
PB Supplement X
PB Release X
PB Update X
Save

- Budgeting – Former Budgeting – Release – Change in Hierarchy – Payments

Fund BUDGET
FM area 90##
Version 0
Fiscal year 200Y
Period Leave blank
Edit – Expand all
Edit – Select – Select all
Flag the “Current Budget” column
Edit – Copy View
Enter 30%.

- Budgeting – Former Budgeting – Release – Change in Hierarchy – Payments

Fund GENERAL
FM area 90##
Version 0
Fiscal year 200Y
Period Leave blank
Edit – Expand all
Edit – Select – Select all
Flag the “Current Budget” column
Edit – Copy View
Enter 100%.

(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Create
Budget Subtypes
FM area 90XX
Subtype TRXX
Name (S) Trans
Name (M) Transfer
Name (L) Transfer
Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Enter
Settings for Budget Subtypes

FM area 90XX
Budget type *KBU
Enter.
Select entered line and choose Assign Budget Subtypes.
New entries.

Budget subtype TR00
Expenditures A X
Accounting – Financial Accounting - Public Sector Management – Funds Management

- Budgeting – Former Budgeting – Transfer – Transfer Post

Fund sender Budget
Fund receiver Budget
Budget subtype TRXX

FM area 90##
Version 0
Sender year YYYY
Receiver year YYYY
With overall values Leave blank
Enter
Sender funds center: C12

Sender commitment item: 50010
Amount 25.000
Receiver funds center A1
Receiver commitment item 50020
Amount 25.000
Save

Unit: Budgeting
Topic: Budgeting Control
(Former Budgeting) – Budget Profiles (Former Budgeting) – Set Up Budget Profile –
New Entries Button
Budget profile GR##
Text Budget Profile Group ##
Decimal places 2
Scaling factor Leave blank
Past 1
Future 3
Start Leave blank
Annual values X
Period values Leave blank
Distribution key Leave blank
Releases X
Total values Leave blank
Automatic release Leave blank
Save
3-2 Accounting – Financial Accounting – Public Sector Management - Funds Management

- Master Data – Fund – Change
3-3 Accounting – Financial Accounting – Public Sector Management - Funds Management

- Master Data – Fund – Display

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

– Budgeting and Availability Control (Former Budgeting– Set Budget Profile
Annual and overall values are budgeted.

Active availability control checks for annual values.

Budget Execution EA-PS
 Basics of Budget Execution

 Definition (Earmarked Funds)
 Debit Position (Requests)
 Requests: Special Features
 SAP AG 2002

Budget Execution EA-PS: Objectives
 At the conclusion of this unit

 you will know which core processes are differentiated
in the definition (earmarked funds)
 you will know which core processes are differentiated
in the debit position (requests)
 you will know the features of requests
 SAP AG 2002

Budget Execution: Overview Diagram
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Update
Update
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2002

Budget Execution EA-PS I

 SAP AG 2002

Active Availability Control
 Overview
 Search for Budget-Bearing Element
 Control of Availability Control
 Tolerance Limits
 Reconstruction of Availability Control
 SAP AG 2003

Overview: Active Availability Control
One of the important functions of Funds Management is the monitoring of available

funds.
The active availability control determines:
 the budget-bearing elements
 the corresponding assigned funds
If the tolerance limits are exceeded, the system reacts in one of the following ways
depending on the setting you have made:
Warning Warning + Mail Error Message

Warning Warning to the
to the user user + automatic
mail to the Transaction is
manager of the rejected
funds center
 SAP AG 2002
 As of SAP R/3 Enterprise Public Services (EA-PS 1.10), availability control is also called up in the batch
input. If you wish to suppress error messages in batch input or if you do not want an update of the
assigned values, you can use enhancement SAPLFMFA (component EXIT_SAPLFMA_005). Note that
the assigned values need to be reconstructed after each batch run if availability control is not called.

Overview: Budget-Bearing Element
Determining the budget-bearing element depends on how the

budget structure is set up:
 “Without” a special budget structure

 With a particular budget structure, but without using dynamic
budget objects
 With a particular budget structure, but using dynamic
budget objects
 SAP AG 2003

Determining the Budget-Bearing Element (1)
Without specific budget structure
V
4712
4711
A1
4712
4711
P12 Funds
4712 Commitment
Budget Values 4711
 SAP AG 2003
 For the document account assignment determine the following:
- 1. Within the funds center: The superior commitment item up to the top commitment item
- 2. In the commitment item hierarchy: The superior funds center in combination with the top
commitment item
- 3. The first FM account assignment in the budget database for which a budget record exists according
to the determined hierarchy sequence. This is the corresponding budget-bearing element.

If the sum of a determined budget record is zero for each budget transaction, this record is not valid and
the system starts searching for the next budget record. This is necessary if budgeting was executed by
mistake.

With a specific budget structure, without use of dynamic budget objects
x V
x 4712
x 4711
x A1
x 4712
x 4711
P12 Funds
4712 Commitment
x Budget Object
4711
Budget Values
 SAP AG 2003
 For the document account assignment determine the following:
 1. Within the funds center: The superior commitment item up to the top commitment item
 2. In the commitment item hierarchy: The superior funds center starting with the assigned
commitment item
 The first FM account assignment that is defined as a budget object is the corresponding budget-bearing
element. After this FM account assignment has been found, the search is terminated.
 Only the definition in the budget structure is taken into account during the search. It is irrelevant
whether budget was entered on the determined FM account assignment or not.

With a specific budget structure, with use of dynamic budget objects
x V
x 4712
x 4711
x A1
x 4712
x 4711
P12 Funds
4712 Commitment
4711
Budget Values
 SAP AG 2003

For the document account assignment determine the following:
 1. Within the funds center: The superior commitment item up to the top commitment item
 2. In the commitment item hierarchy: The superior funds center starting with the assigned
commitment item
 The first FM account assignment that is defined as a budget object in the budget structure and that
contains budget is the corresponding budget-bearing element. After this FM account assignment has
been found, the search is terminated.
 In contrast to the budget structure without dynamic budget objects, the first budget structure element that
contains budget is determined. This way the assigned funds can “move” with the budget.
 In order to work with dynamic budget objects, you have to set the corresponding parameters among the
year-dependent parameters for availability control.

Tolerance Limits of Availability Control
FM area Profile PB CB Proced. Action % Usage Abs. diff. Inactive

9000 FM0001 ++ 1 90 % 1000 UNI
Deactivation
indicator
Definition of relative or
absolute deviation from
budget value
System reaction:
1 Warning
2 Warning and mail
3 Error message
Restrictioni of defined tolerance limits to particular

transactions, for example funds reservations,
purchase orders, actual postings and so on
Separate control of payment budget and commitment budget
Control according to FM area and budget profile. You can also differentiate between
funds center, commitment item, fund and fiscal year, depending on the budget profile.
 SAP AG 2003
 The general tolerances can control the reactions of the availability control for each funds center and
budget profile separately for the payment and commitment budget.
 Tolerance limits cannot be defined for account assignments that are in a cover pool. However, it is
possible to determine that the availability control reacts with a warning instead of an error message when
funds eligible for cover are exceeded.
 Different transactions (purchase requisition, purchase order, actual postings and so on) are available for
specific control.
 Furthermore, you can specify that active availability control checks each transaction separately within
the transaction chain. By setting tighter tolerance limits for the purchase order than for the purchase
requisition, you can determine that the budget may be exceeded by purchase requisitions, but not by
purchase orders.
 It is also possible to define exception tolerances for specific account assignments of an FM area and for
each budget profile for availability control. These exception tolerances overwrite the general tolerance
limits.

Availability Control: Commitment Types
Posting possible?
Value Types AVC reaction
Tolerance
Tolerance limits are
limits are 51 Purch. order har d exceeded
defined 52 Bus. trip cmt soft
65 Fnds cmt har d
81 Fnds reserv. soft
82 Fnds precmt soft
 SAP AG 2003
 In Customizing of Funds Management (FM) you can determine whether availability control should be
overridden for existing tolerance limits and set system reactions (of type “error message“) according to
the value type.
 This allows you, for example, to determine that in your organization the budget may not be exceeded by
certain postings (for example purchase orders), whereas, with other postings (for example purchase
requisitions) any amount may be posted.
 You can use commitment types the “hard” and “soft“ reaction of availability control.
- If you want to assign “hard” for a value type, availability control will issue an error message when
the tolerance limits are exceeded. The posting is rejected.
- If you want to assign “soft”, availability control will only issue a warning when the tolerance limits
are exceeded. The posting can be carried out.
 Commitment types are a feature of Reporting. They are grouped in a commitment type profile. One of
these profiles can be assigned to one FM area for each year (or year-independent for all years).
 The functions cover eligibility and commitment types cannot be used together. If you want to assign a
commitment type profile to your FM area, no cover eligibility profile may be assigned to this FM area
for the corresponding fiscal year.

Reconstructing Availability Control
You must reconstruct availability control:
 After changes to the funds center/commitment item master

data hierarchies (after reconstructing the distributed values)
 After changes to the budget structure definition
 Each time you activate/deactivate
- the company code/FM area assignment
- the availability control
- the cover eligibility
 After changes to the budget profile assignment
 After changes to the following in the budget profile definition:
- Releases/current budget
- Overall values/annual values
- Tolerances (to see messages)
 After changes to the sequence in the generic search
 After reconstructing actual data in FM
 SAP AG 2003
 You must carry out suitable organizational measures to ensure that no other activities are carried out in
the system while availability control reconstruction is in progress. Budgeting and document entry in
particular must not be carried out.

Posting Periods/Open Fiscal Year
Define Open Intervals

FM Area FK02
Budget Account
Year Value Assignment Value AuthGr from to
Category Type Element
PB 2002 * all AA * 16
CB 2002 * all AA * 16
 SAP AG 2002
 Besides opening posting periods and fiscal years in FI, posting periods and fiscal years must explicitly
be opened for postings in EA-PS.
 You open posting periods per budget category / year / value type / account assignment element.
 Value types are for example invoices, payments, forecasts of revenue.
 Account assignment elements are funds center, commitment item and fund.
 If you do not use PBET (period-based encumbrance tracking), you can only open or close full fiscal
years.

Budget Execution EA-PS II

 SAP AG 2002

Process Flow: Budget Execution
Debit
Definition Position
 SAP AG 2002
 The process steps for the budget execution are divided into earmarked funds and/or commitment
documents from MM and the debit position via requests or invoices in the definition process.
 Funds can be defined with or without using the component Materials Management. In both cases the
controlled availability of a an existing budget record is important.
 The definition is displayed in Funds Management using the chain of earmarked funds documents without
Materials Management.
 Using MM, definitions are made by purchase requisition and purchase order from MM to Funds
Management. The earmarked funds documents can however also be used, for example, for definitions
not made using purchase orders for materials.
 This allocation is valid for the revenue and expenditure side of budget execution.
The actual position is processed at the cash desk.

Earmarked Funds and Funds Transfers
Vendor
Customer Invoice/
Invoice/ Payment
Acceptance Request
Request
Funds
Transfer F unds
Commitment
Forecast Funds
of Precommitment
Revenue
Funds Funds
Blocking Reservation
Revenue Budget Expenditure Budget
 SAP AG 2003
 Forecast of revenue, funds blocking, funds reservation, funds precommitment and funds commitment are
grouped under “earmarked funds documents“.
 With these documents, an earmarked funds process can be displayed with the references shown above.
The process can start with each of the document types and you can select the number of levels.
 Earmarked funds can be parked. An incorrect or incomplete earmarked fund can be saved without
checking with the function Park.
 Forecasts of revenue, funds reservations and funds commitments can be referenced by requests and
financial accounting documents. The referencing leads to a reduction on the earmarked funds document.
 Funds blocking is a special kind of commitment, with which individual budget values can be blocked for
further budget execution. Funds blocking cannot be referenced by follow-on documents.
 You can also take into account expected revenues and the funds linked to them using forecasts of
revenue .

Earmarked Funds: Document Types
Documents: Cat.
Earmarked Documents: Cat.
EarmarkedFunds
Funds
Documents
Documents Funds
Funds blocking
blocking 20
20
Funds
Funds reservation
reservation 30
30
Funds precommitment
Funds precommitment 40
40
Funds
Funds commitment
commitment 50
50
Characteristics: Forecast
Forecast of
of revenue
revenue 60
60
Characteristics:
•• Number
Number range
range Document
•• Field
Field status
status
Document Type
Type
(user-defined)
(user-defined)
•• Reference
Reference type
type
•• Workflow
Workflow relevance
relevance
Document Header
Document no. Document date
Document type Posting date
Company code Curr./Exch. rate
 SAP AG 2003
 You can define different document types for each document category. These document types control the
earmarked funds document as regards number range, field status, reference type, workflow relevance,
G/L account derivation and so on.

Earmarked Funds: Specific Settings
C
COO IInnteeggraatio
ionn
C
Coommpple
letteedd ((Onl y Funds Com
O n y F u n d s Co mmmt) NNoo C Caarrrryyffoorrw
waardd aatt
Indiccattoor
n d a FFiissccaal YYeeaarr C Chhaannggee
Funds
Funds Reservation/
Reservation/
OOvveerrruunn Funds
Funds Precommitment/
Precommitment/ A
Accccoouunnt AAssssig
ignnm
meenntt
TToolleerraannccee Funds
Funds Commitment
Commitment ccan be changedd
a n b e c h a n g e
Forecast
Forecast of
of Revenue
Revenue
S
Staatiissticcaal
IItteem
m
bbloocckkeedd Innddiccaattoor
V
Vaalluuee A Addjjuussttm
meennt
rreeqquuireedd
 SAP AG 2003
 CO integration: If a CO account assignment is entered, the funds commitment also posts a commitment amount in
CO.
 Completed indicator: You can set the completed indicator at document header level (for the whole document) or at
item level. After the document has been flagged as completed, you cannot make any more changes. The funds that
were not consumed are re-entered in the budget and can be used again.
 Overrun tolerance: This indicator can only be set for documents that can be reduced by other documents.
Depending on the percentage, the follow-on document can exceed the amount of the earmarked funds of the
previous document.
 Block document (item): If you block a document (item) it cannot be posted to.
 Statistical indicator: Items that are flagged as statistical are only entered statistically. No budget is consumed.
 Account assignment can be changed: With this indicator you can allow changes to the account assignment in the
follow-on documents, which reduce the flagged document item.
 No carryforward at fiscal year change: With this indicator you disable the carryforward of earmarked funds
documents to the following year.
 Value adjustment required: With this indicator you determine that a document can only be changed by value
adjustment documents after a certain time or event in the original document. The indicator can be set manually or
via workflow.

Earmarked Funds: Adjusting Values
X Value adjustment required
Document Items
Item. Overall Amount Amount Changed Commt Item
1 5000
2
3
Manual
Manual changes
changes Value Adjustment
can
can no
no longer
longer
be
be made
made Value Increase
Reduction in Value
Referenced Earmarked Fund
Document Type
Doc. Number
Doc. Items
 SAP AG 2002
 To prevent corrections being made to the approved original amount, you should ensure that the “Value
adjustments required” flag is set. You can set the “Value adjustment required” flag manually in the
document itself or via workflow. When the flag is set, changes can only be made to the document using
value adjustments and manual corrections are no longer be possible.

Earmarked Funds: Approval Workflow
FM
Earmarked Funds Customizing
Level 1
Approved Level 2
Level 3
 SAP AG 2002
 The approval workflow is triggered by the earmarked funds document.

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

Earmarked Funds Process
EA- EA-
PS FI PS
Institute
for Medical Current Funds Funds Funds
Invoice Payment Available
Research Budget Reservation Precommt Commt Budget
Require-
ments
50010 1000
100 900
1000
1000 100
900
50020 ... 100 - 900
50030 ... - 90 - 910
- - 90 910
Personnel
40010 ...
Reservation Precommt Commt Invoice Payment
Online Online Online Batch
 SAP AG 2003
 This schematic report shows the steps of a simple procurement process without using component
Materials Management and shows how the available budget changes in this process.
 In order to reduce an earmarked fund systematically, the follow-on document must refer to the
earmarked fund. There you can also set the completed indicator, which leads to the complete reduction
of the commitment from the earmarked funds, even if the invoice amount is smaller than the amount in
the funds reservation.
 In each step of the process you can see the change of the value display in Funds Management.
 The current budget does not change when commitment/actual postings are carried out (changes are only
made if postings are made in the budget values).
 The available budget is constantly recalculated and adjusted online.
 Until the invoice is posted an online update of each process step is carried out in Funds Management.
 The payment is transferred to Funds Management by a batch run.

Revaluating Earmarked Funds Documents
Local Currency is Different EA-

to Transaction Currency ! PS
Funds Document Date 01.02.2002 Budget

Commt Posting Date 02.01.2002 UNI
... Currency/Rate USD/1.75
...
... Item Amount USD UNI 1000
1 100.00 175.00 825
Reval. Date 03.01.2002

Currency/Rate USD/1.85
Item Amount USD UNI Overall Reval.
1 100.00 175.00 185.00 815
 SAP AG 2003
 Program RFFMBW00 revaluates open amounts in commitment documents (funds reservations, funds
precommitments, funds commitments and forecasts of revenues) by recalculating the local currency
amount (even if the document is in the workflow). Amounts that have already been consumed are not
revaluated.
 Items in commitment documents that have been used are updated and the budget usage is adjusted. If the
amount of a commitment document is zero in the transaction currency, the corresponding amount in the
local currency is reduced and the budget is released.
 The exchange rate for the revaluation is automatically derived for the given date from table TCURR.
 A user exit can also be used to choose the documents to be revaluated (indicate external document
number list). Exit EXIT_RFFMBW00_001 selects all documents in table FMDOC and revaluates them.
If you use this exit, the program's other selection parameters are ignored.
 In the update run, the system responds with a list of revaluated documents and a list of availability
control messages.

Budget Execution EA-PS III

 SAP AG 2002

Debit Position: Invoice Documents
Definition Debit Position Actual

(Commitment (Invoice (Payment
Documents) Documents) Documents)
 SAP AG 2002

Main Request Categories
EA-PS Request FI Documents
Payment Request Vendor Invoice (AP)

Acceptance Request Customer Invoice (AR)
Clearing Request G/L Account Posting
 SAP AG 2003
 The three main request categories are payment request, acceptance request and clearing request.
 The request is an EA-PS-related interface which you can use to create FI invoice documents .

Request Categories
Acceptance Request
Clearing Request
Deferral Request
Debit
Position - Payment Request
Posting
Deduction Request
Standing Request
Temporary Remission
Waiver
 SAP AG 2003
 The entry and approval process is the same for all request categories. The requests generated by the
responsible employees are posted after approval from the cash desk. This takes the distinction between
management and execution into account.
 General requests are mapped out in the R/3 System using specific funds commitments and forecasts of
revenues.

Request Process
Create Release Post

Subledger Accts
Vendor Approve
Acct Assgmt
Commt Item Document
Funds Center
Fund
Payment Data
Amount
Payment Condition Reject Debit Position
Baseline Date
Save Complete
 SAP AG 2002
 Procedure for a request: First, the request must be created. When creating a request, you must maintain
personal data, account assignment data and payment data. Before releasing a request, you must save it
completely. The next step is release, where request is approved or rejected. Only approved requests can
be posted in the last stage.
 You can use Customizing entries in conjunction with company code variant, user and request category to
control the number of steps in the request process:
 4 Steps: "Save incomplete", Save Complete, Release, Post (no entries in Customizing)
 3 Steps: Create, Release, Post ("Complete" flag in the company code variant)
 2 Steps: Create/Release and Post ("Req. Apprvd" flag in request type control)
 2 Steps: Create and Release/Post ("Post Req." flag in request type control)
 1 Step: Create/Release/Post (all flags set)
 You can use this function, for example, to control that complete acceptance requests are automatically
saved with "approved" status, while payment requests require approval from the relevant person
responsible.

Posting Logic EA-PS/ FI
EA-
PS
Request
Doc. No. Date
Doc. Type
FM Area
Account Determination
Items
Ite m
1
Amount Funds Ctr Cmmt Item Fund EA-PS  FI
2
3
FI Customizing
FI-PP
R/3
 SAP AG 2002
 EA-PS delivers transactions with a special EA-PS related interface. You can use this interface to
generate FI invoice documents.
 The user only has to maintain EA-PS related data in these input templates.
 The system generates parked FI documents (FI-PP) in the background.
 To obtain the necessary G/L accounts for the FI document, the assignment between commitment items
and G/L accounts is maintained in the EA-PS  FI account determination table.
 Required FI information that cannot be copied automatically must be entered manually.

Entering Requests
Differentiate
Differentiatebetween
betweenvendor/customer
vendor/customer
Doc. Header documents
documents andso
and so on
on
Doc. Number Document Date
Doc. Type Posting Date
Company Code Currency/Rate
Reference
Header Text
Individual
Subledger Request
Accounts
Fast Entry
FM Acct
Assgmt
Collective
Payment Data Request
 SAP AG 2003
 The request category controls which FI document types are permitted for this type. The document types
that are valid for a request type are determined in Customizing. The default value can be predefined for
request postings from the document types assigned. You can maintain individual and collective requests:
- Individual requests are maintained in the detail screen.
- Collective requests can also be entered starting from this detail screen. The advantage of this
procedure is that selections already made in the detail screen, such as customer, are copied to the
collective request list display.
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) , it is possible to use a document type that
is flagged as a net document type.
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), a long text can be entered for each line
item (=FI document) in the request.
 You can enter an individual tax code for each G/L account line within a line item (FI document) of a
request.

Requests: Account Determination
IPSX IPSY IPSZ Generic

masking possible
Fiscal Year Company Charact. Commt Item Request Cat. Priority G/L Acct
ID Code Variant
ISPS ISPX 100+++++ 400000
2000
Proposal List
G/L Accounts
2001
2002
 SAP AG 2002
 The G/L accounts to which postings are to be made in Financial Accounting are derived using the
account determination table. For each company code variant and fiscal year ID, derivations are defined
for the commitment items created, which lead to one or more G/L accounts. When you make a posting,
if a commitment item has more than one possible G/L account, a window appears with the selection of
possible accounts. The user can then choose the G/L account to which the posting is to be made. In the
case of batch processing, the first G/L account found is used.
 Company code variants group together several company codes, while a fiscal year ID is used to group
financial years.
 Derivation rules can be maintained generically. In which case, the "+" character represents any single
character. The “*” character cannot be used for the commitment item.
 The account determination characteristic is used to allow different G/L accounts to be defined for
identical commitment items.
 Request types are a further criteria for account determination. They make it possible to define a specific
G/L account for a combination of fiscal year, company code variant, account determination
characteristic and FM account assignment.

Example: Account Determination
EA- FI
PS
Commt Item 4713 Payment Request Subledger Account
4000,77
Commt Item: 4713
Vendor: 1234 Vendor 1234
Cost Center: 7000 4000,77
Amount: 4000,77
CO
Cost Center 7000 Profit and Loss

Acct Determination (simplified) Statement
Cmmt Item FI Account Expense Acct 400000
400.000 4000,77
4713 400000
 SAP AG 2002
 The graphic shows the integration of Funds Management with Financial Accounting and Controlling.

Detail Customizing: Requests
Global Settings
Settings are valid for the whole client
Company Code Variant
Settings are valid for the

corresponding company code variant
 SAP AG 2003

Requests: Global Settings
Financial Accounting
Request Customer Enhancements

Vendor Enhancements
Subsequent Bundling
Use Revenue Type
 SAP AG 2003
 The global settings apply to the whole client.

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

Requests: Company Code Variant
Revenue Type
Revenue Type Object Class
Account Group Complete
Customer
Vendor Master Co. Code Do Not

Record Group
Variant
Customer Additional
Master Record Receivable
Without Interest Block
Request
Number
 SAP AG 2003
 The following settings can be made in the company code variant:

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

Requests: Reversal Postings
 Deduction instead of reversal

 No automatic clearing
 Deduction transactions
 Deduction requests have their own request category
 Deduction requests are processed in the same way as
original requests
 Deduction also possible using +/- indicator
 Post with the original request transactions/categories
 +/- sign indicator selected
 FI reversal postings also possible
 SAP AG 2003
 When working with request documents, you can make deduction postings instead of posting reverse
documents. Deductions are credit memos and are processed according to original requests. This means
that they are posted as FI documents that include collective request processing.
 Instead of making a deduction posting, it also possible to post a second request for the original request
type, but with the opposite +/- sign.
 Standard FI reverse postings can be also used for requests (that have been posted in FI).

Budget Execution EA-PS IV

 SAP AG 2002

Different Due Dates
Installment Scheme
Distribution
Number
Due Date Plan

1. Due Date
Fast Entry Monthly Intervals
Commt Item Funds Cntr Fund Vendor/Customer Baseline Date Amount
x 50050 a11 Maier 130199 120
...
 SAP AG 2002
 In the fast entry screen you can divide a FI document into several FI documents. With the installment
scheme, you can define the number and the amount of the documents. In addition, you can determine
the monthly intervals between the installments and the first due date.
 Possible roundings can be defined using rounding units in Customizing.

Approval Workflow
FI
EA-PS-PP Document
Bundling for
FI-PP Document each document Parked
Parked Requests
Requests
category using
MM-PP Document F899
Approval Levels One Two Three

Amount 1,000 10,000  100,000
Responsible Person(s)
Rejected
Ap proved
Background
FI Posting
 SAP AG 2002
 The workflow can be triggered by the request transaction and by the bundling transaction F899. In this
case, parked documents that were created in MM and bundled in a request, can also be integrated in the
approval workflow.
 The approval process of standing requests can also be displayed using the SAP business workflow.
 For each request type the request workflow can be controlled in different ways.
 The responsible persons are determined using the following parameters:
 Document type
 FM account assignment (commitment item, funds center, fund)
 Amount
 You can define several persons responsible for each approval level. At least one responsible person
must approve the document.
 You can assign an unlimited number of levels and responsible persons.
 Reasons for approval or rejection must be added. In case of a rejection the approval workflow is
automatically started again.

Acceptance Request and Revenue Type
FI
Customer
Master Data
Bank Acceptance Request
Account number
Customer
Bank number Dunning Area
Revenue Type
Commt Item
Funds Center
 SAP AG 2003
 The revenue type can be used as an additional entry for acceptance requests.
 Revenue types can be used to derive account assignments, to control dunning procedures and for the
flexible assignment of bank details to customers. Assignments can be made in the customer master
record for revenues types and the corresponding bank details for each company code.
 The revenue types are maintained and activated in Customizing.
 You can flag a revenue type as an additional revenue type. If you set this flag no further interest can be
calculated on these additional receivables. This is linked to the indicator interest block additional
receivables in the company code variant.
 You can also select the field No Calculation of Dunning Charges for revenue types. The dunning
program ignores items that were assigned using this revenue type during the calculation of public law
dunning charges. This means that the amount of a document like this is not included in the dunning
amount.

Assign Revenue Types
Account Group
Commitment Item
Revenue Type
Dog Dog
Dog Tax
Tax
Dunning
Dunning Procedure
Procedure
Dunning
Dunning Recipient
Recipient
Custo mizing Dunning
Dunning Block
Block
Last
Last Dunning
Dunning
Dunning
Dunning Level
Level
Dunning
Dunning Processor
Processor
D
Duunnnniinngg A
Arreeaass
 SAP AG 2002
 The revenue types defined can be assigned to an account group, a commitment item and a dunning area.

Enter Standing Request
Document Header
Document Date Document Type
Posting Date Period
Company Code Crncy/Exch. Rate
Subledger Account Recurring Entry

FM Acct Assignment Data:
Amount First execution
Last execution
Execution day
Execution plan
 SAP AG 2003
 Standing requests can be created as posting templates (original document of the standing request) for
recurring requests.
 These standing request templates are approved during the approval procedure.
 The requests are generated from the standing request using a report. These requests are immediately
completely posted, but it is also possible to start a test run.
 Even posted standing requests can still be changed. When changes are made, the status “document
posted“, “released“ and “document complete“ are reset. The changed document has to go through the
approval procedure again before a posting document can be created.
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the rhythm in which a standing request is
executed can be interrupted. You do this by overwriting the date on which the standing request would
next be executed.

Create Funds Commitment from Standing Request
Document Header
Company Code Doc. Type
Subledger Account
Vendor
Account Assignment
Commt Item Earmarked
Fund
Payment Data
Amount
Funds
Commt
 SAP AG 2003
 When you save the standing request document, a funds commitment is automatically created. The
amount of this funds commitment is the total debited in the current financial year.
 The number of the funds commitment document is entered in the “Earmarked Fund” field.
 Settings in Customizing: In the “Maintain Funds Commitment Information for Standing Requests”, you
must assign each company code and FI document type to a funds commitment document type.

Create Funds Commitment from Standing Request
Create Funds Commitment for Standing Request for Several Fiscal Years
Document Header
Company Code
Fiscal Year
Request Number to
Test Run
Type DB Doc. CoCd Message Text

Funds commt succesfully created
 SAP AG 2002
 If a standing request applies for more than one year, you must use program “RFFMKG07” to create
funds commitments for the subsequent years.
 The program checks whether the existing funds commitments are still valid for the specified fiscal year.
If a funds commitment is missing, the program creates a new one and then updates the funds
commitment number in the appropriate standing request original document. A funds commitment history
is also updated.

Deferral Request
2001 2002 2003 Time
Administration
 SAP AG 2003
 Deferral makes it possible to change the due date of an open receivable to one or more installments in
the future.
 The "mass deferral" function makes it possible to process more than one due date of a subledger in a
single transaction.

Deferral Request - Document Header
Company Code
Fiscal Year
Individual Deferral
Document Number
Mass Deferral
Customer
Vendor
Entries for Follow-On Posting
Posting Date
Period
Data
Data for
for Financial
Accounting
and if necessary for
and if necessary for
Controlling
Controlling
 SAP AG 2003
 Deferrals can only relate to an FI document posted in an acceptance request that has not been paid.

Installment Distribution
Installment Distribution
Proportional Procedure
Installment Scheme
Distribution
Number
Due Date Plan

1. Due Date
Monthly Intervals
Commt Item Funds Center Fund Invoice Reference Baseline Date Amount
x 50050 a11 1800000000 011002 120

...
 SAP AG 2002
 One or several FI documents (mass deferral) can be distributed between several installments using
function "Generate Due Dates".
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), installment rates can be created using the
proportional procedure or the sequential procedure. The sequential procedure processes all documents
with the same due date one after another, whereas the proportional procedure processes the documents
proportionally.
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the reference to the original receivable
(invoice reference) remains when installments are distributed. This is also the case for mass deferrals.
This allows an interest calculation from the due date of the original receivable.

Deferral Request – Account Determination
Fiscal Company G/L Account

Year ID Code Variant
ISPS ISPX 801000
Customer 800000 801000

1 100 100 2 1 2
100 100 100 2
2 100
1 Posting Acceptance Request

2 Posting Deferral Request
 SAP AG 2002
 If the document is deferred, an offsetting posting is made on the customer side. As of SAP R/3
Enterprise Public Services 1.10 (EA-PS 1.10), automatic clearing will be carried out. The relevant G/L
account is determined for the offsetting entry and the new receivable by means of a separate account
determination table in the Customizing settings for the deferral request.

Deferral Interest
How?
Interest Calculation
Interest Formula 0001
Interest Calculation Date 07.01.02
From?
 SAP AG 2002
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you can create an interest formula in
Customizing. In this interest formula you determine the number of interest items to be generated (one or
more), what the interest rate is, and on which basis the interest will be calculated.
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) you can enter the date on which interest
calculation should start. If this date is before the due date of the original receivable, the interest
calculation for this item starts with the due date of the original receivable.
If you do not enter a date, the program calculates the interest items from the due date of the original
receivable.
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the interest formula will be stored in the
document header. You can therefore reconstruct the amount of the calculated interest at any time.
 Interest formula and interest calculation date can be printed out in user-defined forms.

Post Mass Deferral
1 Customer invoices: 100.-- UNI and 200.-- UNI on 15.05. and 31.05.2002
2 Deferral: inverse posting for original receivable
Posting deferred receivables: 100.-- UNI on 01.07., 01.08. and 01.09.2002
FI
Customer Sales Revenues Deferral Acct

15. 05. 00 1 100 100 2 100 1 2 100 100 2
31.05.00 1 200 200 2 200 1 2 200 100 2
01.07.00 2 100 100 2
01.08.00 2 100
01.09.00 2 100
 SAP AG 2003
 The FI documents resulting from a mass deferral are grouped together under a request number.

Deferral Request: Single Reversal
Document to be reversed
Request Number
Company Code
Entries for Follow-on Posting
Due Date of Reversal Document

• Date from original document
• Posting date as net due date
• Date from oldest document
• Net due date
 SAP AG 2002
 If the customer does not comply with the conditions of the deferral request, it can be reversed.
 The reversal references the deferral request - not the FI document.
 When reversing deferral requests, the original FI documents are not restored. As of SAP R/3 Enterprise
Public Services 1.10 (EA-PS 1.10), a new parked open item is generated instead. In this way, it is now
possible to display the reversal of the deferral by means of an approval procedure.
 The due date of the new open item (reversal document) can be freely selected. It is possible to use the
due date of the original receivable.
 The offsetting posting item is only generated when the new open item is posted.

Temporary Waiver/Remission
X
Administration
 SAP AG 2003
 Temporary waivers and remissions are measures that can be used for waiving the collection of a
receivable. A temporary waiver represents a waiver for a receivable that can be cancelled, while a
remission is a waiver that cannot be cancelled. A temporary waiver is used for internal processes within
an administration, a remission has external legal implications.
 Temporary waivers and remissions can be reversed.

Temporary Waiver / Remission - Document Header
Company Code
Fiscal Year
Single Temporary Waiver/Remission
Document Number
Mass Temporary Waiver/Remission
Customer
Vendor
Entries for Follow-on Posting
Posting Date
Period
Data
Data for
for Financial
Accounting
and
and ifif necessary
necessaryfor
for Controlling
Controlling
 SAP AG 2002
 Temporary waivers and remissions can only relate to FI documents (original documents) in an
acceptance request that have not been paid. A temporary waiver/remission has the opposite +/- sign to
the original item.
 Mass processing is possible for temporary waiver and remission.

Temporary Waiver / Remission: Posting in FI
1. Posting the 2. Temporary Waiver 3. Reversal Temporary

Receivable / Remission Waiver / Remission
Customer Customer Customer

1) 600.00 1) 600.00 2) 600.00 1) 600.00 1) 600.00
3) 600.00
 SAP AG 2003
1) Receivable in the amount of 600.00 €.

2) Temporary Waiver/remission of the receivable. The clearing of the two items is not automatically
carried out.
3) Reversal of the temporary waiver/the remission.

Clearing Request (1)
Sender Receiver
Expenditure Expenditure
Revenue Revenue
Expenditure Revenue
Revenue Expenditure
Commt Item Cmmt Item
 SAP AG 2003
 Clearing requests can be set up for clearings between revenues and expenditure account assignments or
for transfers between account assignments of the same category.
 When you are making entries, you enter a sender and receiver commitment item. This makes it possible
to map out transfers (sender and receiver commitment item of the same category) and internal clearings
(sender and receiver commitment items of different categories).
 An authorization check is performed for the sender object. If a check should only be carried out on the
sender, the user EXIT-SAPLFMWR-003 can be used.

Clearing Request (2)
Receiver Data
Amount Reference
Commt Item Application
Funds Center Region
Text
Sender Data New CoCode
Commitment Item Funds Center Amount Application
 SAP AG 2003
 Since clearing requests does not usually result in a payment, they do not contain any lines for the
subledger account.
 There is only one receiver commitment item, but any number of sender commitment items.
 The sender/receiver relationship can be reversed by changing the +/- sign.
 The field "New Company Code" can be used for clearing requests that apply across more than one
company code. When you park a clearing request that applies across several company codes, a request is
generated in both the current company code and the new company code. The two requests are linked to
each other by a general number.

Budget Execution: Unit Summary
 FM commitment documents in the expenditure

process map funds reservation, funds
precommitment and funds commitment
 By posting a forecast of revenue, expected
revenues can be entered whose amount and arrival
is uncertain
 Debit postings are triggered by requests and the
postings connected to them in FI
 The budget execution process can be represented
in an approval workflow
 SAP AG 2002

Budget Execution: Unit Summary (2)
 Instead of reversing documents or credit memos,

deduction can be used for request documents
 A standing request can be used for recurring revenues
and expenditures
 Deferral, temporary waiver and remission can also be
entered with an approval procedure and workflow
 SAP AG 2003

Budget Execution : Exercises

Unit: Budget Execution
Topic: Active Availability Control, Earmarked
Funds and Posting Periods
 Work with the active availability control
You are a project manager and must therefore use the active availability control.
1-1 Define availability control tolerance limits for your FM area 90## and budget profile GR## .
These limits should trigger a warning for all activities with utilizations greater than 80%, a
warning and a mail to the person responsible for the funds center for those in excess of 90%
and an error message for all those over 100%.
1-2 Finally, reconstruct the availability control.

Topic: Earmarked Funds and Posting Periods

 Open and close posting periods
 Represent a procurement process without Materials
Management
 Use earmarked funds documents to represent your

procurement processes in Funds Management.
You know that an amount of around 10,000 UNI will be due next month for project C15. This money
relates to expenditure on physical supplies for additional PCs. As you do not yet have any detailed entries
for the project, you cannot yet order the necessary apparatus. However, you should reserve sufficient
funds. Use the funds in the “GENERAL” fund for this.
1-3 Check whether the periods for the current and the following fiscal year for your company code 90## are
open for the payment budget.
1-4 Enter the funds reservation.
Company code: 90XX

Currency: UNI
Amount: 10.000,-
Commitment item: 80010 (Data processing)
Funds center: C15
Fund: GENERAL
Because of price fluctuations, it is not certain whether the required apparatus can be obtained with the
10,000 UNI set aside. Enter an overrun tolerance of 20% in detailed control.
Document number:..........................
1-5 In the report selection, under Line items -> Commitments and Funds Transfers, look at the funds
reservation. Note: You are working with company code 90##.
1-6 Create a funds precommitment of 11,000 UNI with reference to the funds reservation.

1-7 You have chosen supplier (vendor) Miller, who is offering you the PCs for 10,000 UNI.
Post a funds commitment of 10,000 UNI with reference to the funds precommitment. The excess
budget values assigned (1,000 UNI) should be returned to the FM account assignment.

Topic: Requests and Account Determination

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

403000.
2-1 Define a company code variant GR## and assign it to company code 90##. Ensure that
requests can be saved in full only.
2-2 Maintain the account determination in Customizing for the expenditure commitment
item 80000-80050. The same G/L account 03000 should be used for all account
assignments Assign existing revenues commitment item 10020 – 10023 to G/L account
800000 in the same way. To do this, use the company code variant which you have just
created GR##.

Topic: Creating a Payment Request
In this exercise, you will learn about the link between

commitments documents and invoice documents.
Vendor Miller delivers the PC’s ordered and encloses an invoice

for 8,000 UNI.
Enter a payment request with reference to the funds commitment from exercise 1-5. The invoice amount is 8000
UNI. Use tax code VN and cost center L-100.
3-1 Save the request in full.
3-2 Check that the content and total of the vendor invoice is correct and then release the payment request.
3-3 Post the request.
View the effects of each part of the process in FI. (Accounting - Financial Accounting –
Accounts Payable - Account – Display/Change Line Items – Open and Parked Items Selected)
Document Numbers: ........................................................
........................................................

Topic: Creating an Acceptance Request
In this exercise you learn how to create acceptance requests in the

R/3 System.
On 01.MM+1.YYYY, Mr. Maier has to pay charges of 1,000 UNI to

department A12 for related publications.
Enter revenues from publications of 1,000.00 UNI for commitment item 10022 and funds center A12 in the fund
“GENERAL”. Use tax code AN.
4-1 Save the acceptance request in full.
4-2 Check that the content and total of the acceptance request are correct and then release the request.
4-3 Post the request.
View the effects of each part of the process in FI. (Accounting -> Financial Accounting –>
Accounts Receivable -> Account -> Display/Change Line Items –> Select Open and Parked
Items)
..................................................

Topic: Deferring an Acceptance Request
In this exercise you learn how to execute the deferral of

acceptance requests.
Due to a shortage of cash, Mr. Maier asks for the receivable to be deferred. He
agrees with the administration that he will pay the first installment of 500 UNI
on 01.MM+3.200Y and the second installment of 500 UNI on
01.MM+4.200Y.
Enter the relevant deferral for the acceptance request you have already created and enter the agreed installment
payment.
First, assign G/L account 800100 for deferrals in account determination.
5-1 Save the deferral request in full.
5-2 Check that the content and total of the deferral are correct and then release it.
5-3 Post the deferral request.
View the effects of each part of the process in FI. (Accounting - Financial Accounting - Accounts Receivable –
Account - Items Display – Open and Parked Items Selected)
.....................................

Topic: Revenues Increasing the Budget (optional)
6-1 Post another acceptance request with the amount 5,000 UNI
Customer: Maier
Amount: 5,000
Tax code: A0 (Output tax 0 %)
Funds center: C12
Fund: Budget
6-2 Start programs to increase the expenditure budget.

Topic: Creating a Standing Request
You learn how to create standing requests in this exercise
Create a standing request for an expenditure that occurs every month.
7-1 Create a standing request which should run for a year. The payments of 50 UNI should
start on the first of the following month and then continue on the first of each
subsequent month.
Assign to account:
Vendor: Miller
Funds center: C15
Cost center:C15
Fund: GENERAL
Tax code: V0
Document number:..........................
7-2 Execute the approval of this standing order until it gets the status “posted”.
7-3 Display the standing payment request and then go to the automatically generated funds
commitment by double clicking.
7-4 Generate the first request for the coming month by executing the step “Create Posting
Document” in the menu. Note the document number and then display the posting
document generated. Under the document header data, look for the reference to the
standing posting document it is based on.
7-5 Go into the funds commitment and display how much has been consumed.

Budget Execution: Solutions

Topic: Active Availability Control
Management – Funds Management Government – Budgeting and Availability
Control (Former Budgeting) – Availability Control – Define Tolerances for the
Availability Control

FM area 90##
Profile GR##
PB X
CB Leave blank
Transactions ++
Action 1
% Consumption 80
Absolute deviation Leave blank
Not active Leave blank
FM area 90##
Profile GR##
PB X
CB Leave blank
Transactions ++
Action 2
% Consumption 90

FM area 90##
Profile GR##
PB X
CB Leave blank
Transactions ++
Action 3
% Consumption 100
Save
1-2 Accounting – Financial Accounting - Public Sector Management – Funds

Management - Budgeting – Former Budgeting – Tools – Reconstruct Assigned
Values

FM area 90##
Fiscal year YYYY
With log X
Execute.

Topic: Earmarked Funds and Posting Periods
1-3 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Additional Functions – Closing Operations – Open and Close
Posting Periods / Fiscal Years – Individual Processing

FM area 90##
Budget category PB
Year YYYY
Value type * (= all value types)
Account assignment element All Account Assignments
Value * (= all dimensions)
Authorization group (Leave blank)
From period 0
To Period 16
Save
1-4 Accounting - Financial Accounting – Public Sector Management - Funds

Management – Posting – Earmarked Funds - Funds Reservation - Create

Doc. type FdsReservn
Document date DD.MM.YYYY
Posting date DD.MM.YYYY
Company Code 90##
Currency UNI
Leave remaining fields blank and enter

Amount 10.000
Funds center C15
Fund GENERAL
Goto – Line items details – Button Multiple Selection => Overrun tolerance 20%
Save

Management – Information System – Line Items - Commitments/Actuals –
Commitments and Funds Transfers

Management – Posting – Funds Precommitment - Create

Doc. type Earmarked funds
Posting date DD.MM.YYYY
Company Code 90##
Currency UNI
Leave remaining fields blank and press enter
Goto – Detail Document Line

Funds reservation Funds reservation number
Set to complete X
Amount 11.000
Save

Management – Posting – Funds Commitment - Create

Amount 10.000
Doc. type Funds commitment
Funds precommitment Funds precommitment number
Vendor Miller
Goto – Detail Document Line

Funds precommitment Funds precommitment number
Set to complete X
Save

Topic: Requests and Account Determination
Management - Funds Management Government – Funds Management-Specific
Postings - Requests – Variants – Define Company Code Variant

Company code variant GR##
Name Variant GR##
Complete X
Save
Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Postings - Requests – Variants – Assign Company Code Variant to Company Code

Company Code 90##
Save

Postings - Requests – Account Determination – Define G/L Account Determination

Fiscal year ID ISPS
Commitment item 8++++
Fund Leave blank
Request type Leave blank
G/L account 403000

Fiscal year ID ISPS
Commitment item 1++++
Fund Leave blank
Request type Leave blank
G/L account 800000
Save

Topic: Creating a Payment Request

Management – Posting – Request – Payment Request – Enter

Document date dd.mm.yy
Doc. type KR
FM area 90##
Company Code 90##
Vendor Miller
Earmarked funds Document Number of Funds
Commitment
Cost center L-100
Amount 8,000 UNI
Tax code VN
Calculate tax X
Save all

Management – Posting – Request – Payment Request – Release

Request Number See 2-1
Company Code 90##
Enter and release document.

Management – Posting – Request – Payment Request – Post

Company Code 90##
Enter and post document.

Topic: Creating an Acceptance Request

Management – Posting – Request – Acceptancet Request – Enter

Doc. type DR
FM area 90##
Company Code 90##
Customer Maier
Funds center A12
Fund Budget
Amount 1,000 UNI
Tax code AN
Calculate tax X
Save all

Management – Posting – Request – Acceptance Request – Release

Company Code 90##

Management – Posting – Request – Acceptance Request – Post

Company Code 90##

Topic: Deferring an Acceptance Request
Postings - Requests – Account Determination – Define Account Determination for
Deferrals

Fiscal year ID ISPS
G/L account 800100
Accounting – Financial Accounting – Public Sector Management - Funds Management

– Posting – Request – Deferral Request – Enter

Company Code 90##
Fiscal year YYYY
Document number for FI See 3-1
Document !!!
Doc. type ST
Execute.
”Generate Due Dates” Button

Installment Allocation Sequential Procedure
Divide into installments of 500 UNI
1. Due Date 01.MM+3.YYYY
Months between installments 1
Back and Save

Management – Posting – Request – Deferral Request – Release

Company Code 90##

Management – Posting – Request – Deferral Request – Post

Company Code 90##

Topic: Revenues Increasing the Budget
6-1 See 4-1 to 4-3

6-2 Accounting – Financial Accounting – Public Sector Management – Funds Management – Additional
Functions – Revenues Increasing the Budget (Former Budgeting) – Document-Based Distribution
Procedure – Generate Documents

FM area 90XX
Fiscal year 200Y
Update run X
FM acct assignment increasing X
the budget
Accounting – Financial Accounting – Public Sector Management – Funds Management – Additional

Functions – Revenues Increasing the Budget (Former Budgeting) – Document-Based Distribution
Procedure – Increase Budget

FM area 90XX
Fiscal year 200Y
Fund BUDGET
Sort according to revenues X

Topic: Creating a Standing Request
7-1 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting –
Request – Standing Request – Enter Payment Request

Doc. type KR
Company Code 90##
Enter.

First execution date 01.YY +1.200Y
Last execution date 01.YY+12.200Y
Interval in months 1
Enter.
Vendor Miller
Funds center C15
Cost center C15
Fund Budget
Amount 50 UNI
Tax code V0
Calculate tax X
Save all
7-2 See 4-2 to 4-3

Request – Deferral Request – Display
7-4 Accounting – Financial Accounting – Public Sector Management - Funds Management –

Posting – Request – Deferral Request – Create Posting Document

Company Code 90XX
Next execution 01.YY +1.200Y
Last execution date 01.YY+12.200Y
Interval in months 1
Request – Deferral Request – Display

Integration
 Purchasing
 Financial and Asset Accounting Integration
 Trip Costs Accounting
 Funds Management and CO
 Funds Management and HR
 Integrating Project System
 Integrating Plant Maintenance
 Integrating Sales and Distribution
 Integration IS-PS-CA
 SAP AG 2002

Integration: Objectives
 At the conclusion of this unit, you will be able to

describe:
 the business processes that are integrated in Funds
Management
 Different core processes that take place within
purchasing, and within payroll and trip cost accounting
 Individual steps to be followed and a detailed
explanation of how they are inter-linked and how
assessed value is adjusted.
 Ways in which the Controlling, Project System, Asset
Accounting, Plant Maintenance and Sales and
Distribution application components can be integrated
with Funds Management.
 SAP AG 2002

Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2002

Integration I
 Purchasing
 SAP AG 2002

MM Integration: Commitment Documents
MM EA-
Purchase Funds PS
order commt
Purchase Funds
requisition precommt
Funds Funds
reservation block
Budget
 SAP AG 2003
 MM integration allows you to reference a funds reservation from a purchase order/purchase requisition
and break down the available amount. A message is issued if this amount is exceeded.
 Warning: This reference (purchase requisition/purchase order) to a funds reservation is only possible for
purchase requisitions/purchase orders with CO account assignments! It is not possible to reference a
warehouse from a purchase requisition/purchase order!

Scenario: "Procurement Without MM"
MM not used
Commitment Actual Actual

Pre-
Cmmt accrual cash
cmmt
GR to final
Reqmt Reservation target
Pur. Req. Order Invoice Payment
GR in
Warehouse
GI to target
Procurement Process
 SAP AG 2003
• Using the different SAP modules allows various scenarios when you execute procurement transactions.
 This slide shows possible procedures for the procurement process from a Funds Management point of
view. The version highlighted is the one for which the Materials Management component is not used.
 Funds reservation can be used in MM and FM.
 Irrespective of which substeps of a process are carried out, from a Funds Management perspective, the
data is seen as being a commitment value up to the point when the invoice is posted, and an actual value
after that.
 Depending on the scenario, the procurement process is carried out either with or without using the
Materials Management component.
 You can decide whether you want to display your data on an invoice basis (accrual basis) or on a
payment basis (cash basis).

Scenario: "Procurement With MM Without
Warehouse Management"
Pre- Cmmt
cmmt accrual cash
Reservation GR to final
Reqmt
target
Pur. Req Order Invoice Payment
GR in
Warehouse
Using MM
GI to target
Procurement Process
 SAP AG 2003
 The second variant of the procurement process from a Funds Management viewpoint is purchasing using
an integrated purchase order but without warehouse management.
 The funds reservation (FM) and/or purchase requisition (MM) can be used as a preliminary step for
processing purchase orders. In this case, the component MM can be used alone or in combination with
FM for the ordering process.
 If only the component Materials Management is used, the account assignments relevant for Funds
Management can be entered at the time of the purchase requisition or purchase order. The commitment
amount resulting from this can be then displayed in Funds Management. When doing so, the final FM
account assignment should already be known at the time of the purchase order/purchase requisition since
this FM account assignment is debited with the commitment.

Purchasing Without Warehouse Management
EA- PS MM F EA- PS
Institute
for Medical Current Pur Purchase Available
Research budget Req. order Invoice Payment budget
Business
requirement
50010 1000 100 - - 900
1000 - 100 900
100 0 - 100 - 900
100 0 - - 100 900
50020 ...
HR
40010 ...
PurReq. POrd. Invoice Payment

online batch
 SAP AG 2003
 The above slide shows the purchasing process using a purchase requisition and purchase order (MM).
 The current budget does not change with commitment/actual postings (changes only take place in the
current budget if postings are made in the budgeted values themselves).
 The available budget is recalculated and displayed for each individual step until the time of payment. No
AVC takes place at time of payment.
 Each step in the process is recorded online in Funds Management right up until the point when the
invoice is posted.
 The payment is updated in Funds Management using the program RFFMS200.
 The commitment originating from Materials Management can be displayed separately according to
whether it relates to a purchase order or purchase requisition so as to take the different degree of
commitment into account.
 The process for a scheduling agreement is the same as for a purchase order. For a contract, on the other
hand, no commitment data is set up since the reference in terms of time is missing. Only once a purchase
order has a reference to a contract are the corresponding funds committed and displayed in Funds
Management.

"Purchasing with Warehousing"

Pre- Cmmt
cmmt accrual cash
Reservation GR to final
Reqmt
target
Pur. Req. Order Invoice Payment

GR to
Warehouse
Using MM
GI to target
Procurement Process
 SAP AG 2003
 From a Funds Management perspective, the third variant of the procurement process is purchasing using
an integrated purchase order with warehouse management.
 You use the Materials Management (MM) component for representing purchase orders and warehouse
management from the point of view of the system.
 The funds reservation can also be used in combination with purchase requisition and purchase order.
 In addition, a funds reservation can be created on the final account assignment which is reduced at target
in goods issue.
 There are four scenarios within Warehouse Management which will be explained in more detail.

Warehouse Processing Scenario
Sub- Purchase Customizing

processes
Goods receipt Goods issued to consumer
order
update control
Functions in Pur.req./ GR (or IR) Goods issue
operative Purchase
modules order Switch 1 Switch 2
Unassigned Goods issue
Commitment values Actual values purc.ord./
purch.req.
Scenario
Consumptn Man.acct assgt Not budget

I fnds ctr Debit consuming funds center
default relevant default
II Not budget Cash balance
No value update No value update Consuming funds center relevant item statistical
III
Warehouse Credit to ware-
Wrhouse funds ctr Wrhouse funds ctr Credit whse+debit consump. FC
funds center house funds ctr
IV Warehouse Cash balance
Wrhouse funds ctr Wrhouse funds ctr Consuming funds center funds center item statistical
+ Define warehouse
funds center in system
 SAP AG 2003
 You can choose one of the following four scenarios for warehouse processing in each FM area.
 Consuming funds center known at time of purchase requisition/purchase order
You enter the consuming funds center when you create the purchase order or purchase requisition. The
funds center is debited immediately, setting up a commitment for the purchase order. When you post
the invoice, the commitment value is converted into an actual value. Warehouse postings are not
made.
 Warehouse not subject to budget
When you post the purchase order and goods receipt, no Funds Management-relevant account
assignment is entered and no commitment data created. No account assignment or debit to the
consuming funds center is entered until the goods are issued.
 Debits and credits automatically posted to warehouse funds center
You create a warehouse funds center in Customizing. The system automatically posts purchase orders
and goods receipts to it. The goods issue itself is debited to the consuming funds center and credited to
the warehouse funds center.
 No credit to warehouse funds center
Purchase order and warehouse processing is as described in scenario 3. When the goods are issued, the
debit is posted to the chosen funds center, but no credit posting is made to the warehouse funds center.

GR/IR Update

MM not used accrual cash
Reservation
Reqmt GR to final target
Using PurReq. Order Invoice Payment

MM
Goods issue to stock GI to target
Invoice
Goods receipt receipt
The update can take place at the time of goods receipt or invoice receipt.
 SAP AG 2003
The following options are available:

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

MM Integration: Actuals Documents
MM
FI
Purchase MM Logistics
Doc.
Order Invoice Verification
EA- Collective
PS FM Payment Approval FI
Payment Request Doc.
Funds Request for each
Commitment document
category
Funds
Reservation
FI
Customer Invoice
FI
Doc.
FI
 SAP AG 2003
 It is not possible to use IS-PS requests transactions with reference to purchase orders.
 The document parking function in the MM invoice verification transaction can be used to achieve
integration in the request process.
 Once document parking has been generated, the request process can also be carried out for MM invoice
documents.
 Restrictions:
 Parked MM invoices do not have a request type (category "Blank").
 Collective requests for parked MM invoices can only be generated using separate bundling transaction
F899.
 A special number range for collective requests must be set up for the "Blank" request type.
 An MM-PP document can only be posted to FI using MM/FI transactions or by workflow.

Multiple Account Assignment for a Purchase Order
FM Account Assignment
Purchase Order
Funds Cmmt Fund Funct. Funded Grant Share
Pos. Center Item Area Program
010 ... ......... ... ... ... ... ... . . . 40 %
020 ... ......... ... ... ... ... ... . . . 30 %
030 ... ......... ... ... ... ... ... . . . 30 %
040 ... .........
050 ... ......... Funds Cmmt Fund Funct. Funded Grant Share
... Center Item Area Program
... ... .. . ... ... ... . . . 70 %
... .. . ... ... ... . . . 30 %
 SAP AG 2003
 The multiple account assignment for a purchase order item enables the order value for each purchase
order item to be divided out as a percentage to FM account assignments (funds center, commitment item,
fund, functional area, funded program, grant).

Integration II
 Purchasing
 SAP AG 2002

Financial and Asset Accounting Integration
 Transactions and postings in Financial Accounting and Asset

Accounting that can be broadly classified as income or
expenditure are updated in Funds Management.
 The request function supplements FI postings by one-line fiscal

postings in Public Sector. FI postings can still be used.
 This is especially relevant for Asset Accounting integration, as with

the current Release EA-PS 1.10, only asset acquisitions
(transaction type 100) can be processed in requests. You must use
FI functions for all other postings.
 SAP AG 2003

Integration FI - Funds Management
Commitment item G/L account

Expend. Material 475.000 Office supplies
HR 476.000 EDP cons.material
.. . 430.000 Personnel costs
Other GR/IR 191.100 GR/IR clearing

Invoice 160.000 Vendor reconc. acct
Bank 113.100 Bank
G/L account commitment item FI document

Reconciliation Acct
Vendor Invoice Account
PK Commitment item
160.000
Vendor
31 1 Invoice
Off.Supp. 475.000
40 Office supplies
475.000 Off.Supp.
 SAP AG 2003
 A commitment item must be defined in each line item of an FI document for integration with FI. You
can enter the commitment item manually during posting or derive the commitment item when posting.
 Derivation rules which derive commitment items from other account assignments can be defined using
the derivation tool:
 Commitment items can be defined in the G/L account master record.
 Definition of derivation rules which derive commitment items from other account assignments.
• The derived account assignment can also be overwritten depending on the system settings.
• When you post requests, the G/L account is derived from the commitment item. This assignment
between commitment item and G/L account is maintained in an account determination table.
• Other FM account assignments can be entered manually, or derived using derivation rules.
• Whether they are updated in FM depends on the financial transaction of the commitment item used
during posting.

Integration FI - AA - Funds Management
FI- AA EA- PS
Asset Accounting
Budget 2003
Department XY Capital
expenditure Budget
Actual Avail.
Asset Asset 120 80 40
acquisition retirement
Operative expenditure
...
Is the transaction relevant to the

budget?
 SAP AG 2003
 The following transaction types in Asset Accounting are updated in Funds Management:
- Asset acquisition
- Asset transfer
- Asset retirement with revenue
- Down payments for assets under construction
 The transaction types that are relevant to depreciation are not updated because these do not affect
expenditure.
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you define whether a transaction type is
relevant to the budget or not in the Customizing of FM and no longer in the Customizing of Asset
Accounting.
 You can define FM account assignments in the Asset master record. You have to make settings in
Customizing of Asset Accounting for this (Financial Accounting -> Asset Accounting -> Integration
with G/L Account).
 The FM account assignments can also be derived from the CO objects cost center, CO order or WBS
element assigned in the Asset master record. In this case, the appropriate rules must be created in the
account assignment derivation tool.
 To prevent data inconsistency, you should not overwrite the derived Funds Management account
assignment in the document.

Transaction Types Relevant to the Budget
FI FI- AA EA- PS
Business Accounts Transaction type Financial transact.

transact. of cmmt item
Ext. acq. with vendor Vendor reconcil. acct 60

Asset G/L account 100 30
Transfer To assets 330 30
From assets 320 30
 SAP AG 2003

Integration III
 Purchasing
 SAP AG 2002

Travel Management Process
HR HR
Payment by HR
Entry of
Approval
Travel request document Travel Actual update in
before trip after trip expenses
before trip FM
Payment by FI
• Statistical • Update in • Availability

update in FM FM control, if trip
• No availability • Availability costs > approved
control control costs
 SAP AG 2002
 Business trip commitments are updated in Funds Management with value type 52. In this way, business
trip commitments can be displayed separately in the information system.
 An individual tolerance group (tolerance group 70) for the active availability control can be assigned for
business trip commitments.
 Business trip advances are not updated in Funds Management.

Account Assignment Options for Trips
OPTION 1
Trip FM acct assignment
from to 30 %Destination 1
to 70 %Destination 2 Entire trip
OR
OPTION 2
Documents
30 %Destination 1
001 HO
_ _ T_E_L_ _ _ _ _ 70 %Destination 2
002 TA
_ _X_I _ _ _ _ _ _ Per document
003 _________
30 % Destination 1
... 30 % Destination 2
40 % Destination 3
 SAP AG 2002
 Trip costs can be assigned to accounts in one of two ways:

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

Integration IV
 Purchasing
 SAP AG 2002

Funds Management and Controlling
 Funds Management and Controlling can have the same structures

in personnel subareas of an organization or in the whole
organization as well.
 Depending on the degree of similarity, it may be useful to integrate

the transactions and functions of these areas.
 You can decide whether to display CO internal transactions, as

only statistical or as "real" assigned values in Funds Management.
 SAP emphasizes that the update of actual and commitment data in

Controlling and Funds Management can differ greatly, depending
on the different demands on internal controlling on the one hand
and budget control on the other.
 SAP AG 2002
Examples of different updates in EA-PS and CO:

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

CO - EA-PS Integration Options
With- Parallel Parallel

out struc- contents
CO ture in in CO and
CO and EA-PS
EA-PS
Input help
+
Input help + account assignment derived automatically
acct assgmnt for postings from integrated modules
derivation
CO- internal postings are recorded in EA-PS:

- Order settlement
Posting - Assessment + distribution
integration - Internal activity allocation
- Overhead costing
- Actual transfer postings
- Actual accrual calculation
 SAP AG 2003
 Controlling and Funds Management comprise different views of the same business processes. If the
structures required in both modules have similarities, then integration is possible between the modules
for certain functions.
If the structures are completely parallel, the FM account assignment elements can be derived from the
CO objects using derivation rules. This means that manual entry is not required. Nevertheless, Funds
Management remains unaffected by activities within internal cost accounting, such as general cost
surcharges or cost assessments.
If you also require parallel contents, then the cost accounting activities must be reflected in Funds
Management.
 When using parallel structures, note that reconciliation between Controlling and Funds Management will
always vary for internal cost accounting activities. On the other hand, cost-based figures appear in
Funds Management because of the parallel contents and are placed next to expenditure-based figures.
This is to be taken into consideration when comparing them.
 For Controlling, the integration described here includes cost elements, cost centers, orders, and projects.

Possible Entries and Automatic Account
Assignment Derivation
MM FI CO
Account 400000 Collective cost center

Amount 1000 UNI MM - CO
1000
CstCtr 4711 Integration
FndsCtr
A1 Mat. -
A1 Mat. Work
Account assignment derivation tool EA- PS
CstCtr Cost Funds Commt Fund

Order element center item
WBS elem. Funds center: A1
Profit Ctr Item: MAT
Fund: Work
4711 A1 Mat. - 1000.-
4711 400000 A1 Mat. Work
 SAP AG 2002
 The account assignment derivation tool is used for deriving FM account assignments from CO objects.
 You should therefore set the derivation rules so that funds center and commitment item must be derived
from a CO object and cost center. This ensures that a funds center or commitment item other than one
from the derivation logic is not assigned to an account by manual entry. For this reason, the funds center
and commitment item should not be ready for input on the posting screen. You can do this by hiding the
fields in the field status control in the Customizing of Financial Accounting.
 Fund, functional area and grant can be activated as additional account assignment elements in
Controlling at client level. In this case, the account assignment elements can be directly assigned to an
account and are transferred to Funds Management unchanged. A derivation from other account
assignments is not necessary in this case.

CO - EA-PS Posting Integration
Collective Cost Ctr Administration I Administration II Department ABC

1000.- 1000.- 400.- 300.- 300.-
Example: Assessment cycle
Derivation
CO Obj. FM Obj.
EA- PS
Funds center A1 Funds center

MAT Funds center ADM I Funds center ADM II ResFld ABC
1000.- 1000.- 400.- 300.- 300.-
 SAP AG 2002
 You can control whether “real” or statistical integration is carried out per CO internal transaction. Real
integration means that assigned values are written in Funds Management. You make this setting in
Customizing of FM.
 Availability control checks are carried out on manual postings and on periodic postings such as
assessment and settlement which are executed using programs. The tolerance limits defined in
Customizing of Funds Management apply.
 For statistical updates, no assigned values are generated and there is no check by the active availability
control.
 You activate CO integration in a separate FM Customizing step as of SAP R/3 Enterprise Public
Services 1.10 (EA-PS 1.10)

CO - EA-PS Posting Integration
MM
Expenditure
FI
item
1 Updating 1 Updating
CO
EA- PS
A1 A1
P11 P12 P11 P12

2
Posting
integration Funds Center Hierarchy
Cost Center Hierarchy
 SAP AG 2003
 You use Funds Management Customizing to choose which business transactions from Controlling are to
be recorded for an FM area.
 Update Customizing for the posting integration should be entered as shown. The settings will then match
the process by which business transactions are updated in Controlling.
- Purchase order period: Delivery date
- Invoice period: Posting date
- GR/IR update: MM goods receipt
- Goods receipt: Update is necessary
- VAT display: VAT net
- Payment display: Do not activate payment conversion
 Note 195122 contains a more detailed description of how to make settings for posting integration if you
want to be able to compare all data.
 You can make different Funds Management settings, but this will mean that data is recorded differently
to how it is recorded in CO, making direct comparison difficult. When you enter the CO business
transactions to be recorded, the system warns you that the settings are different.
 In Funds Management, you must create number ranges for each FM area for the documents generated by
the business transactions in Controlling.

Integration V
 Purchasing
 SAP AG 2002

Funds Management and HR
 In most cases, human resources expenditures constitute the

largest block of expenditures in a budget. Different integration
scenarios are possible depending on the structural similarities
between EA-PS and CO.
 There will be a new solution for the integration of the personnel

commitment in FM in the next release, "Position Budgeting and
Control".
 SAP AG 2002

HR - EA-PS Integration Options
Parallel
Without struc- Personnel
Integration using HR ture in cmmt in
CO and EA-PS
scenario EA-PS
Acct assignments EA-PS acct assgnmts are derived

in HR derived from in the Accounting interface, but
CO acct assignmts are not visible in HR
EA-PS master data EA-PS master data is entered in

entered in HR
Organizational Management and
HR master data
 SAP AG 2002
 It is not yet possible to represent the personnel commitment in SAP R/3 Enterprise Public Services 1.10
(EA-PS 1.10). However, it will be available in the next release in "Position Budgeting and Control".

Scenario: Integrating Human Resources Without
Commitments
Payment by HR
No actual data in
Funds Management
Payroll
accounting
Org. unit / Position / Transfer of account Transfer

Employee assignments to FI/EA-PS/CO
• Defining an account payroll data
assignment FI: G/L Account Postings
• Validation of the master data EA-PS Posting of expenditures
objects and availability control
CO: Posting of Costs
 No commitments  No commitments
 SAP AG 2002
 The procedure depicted above applies to a) the derivation of FM account assignments in the derivation
tool and b) the entry of EA-PS master data in organizational management and HR master data. In the
case of b) FM account assignments are contained in the HR posting document.
 Although the scenario above does not contain any HR commitments, the separation of the payment and
update of expenditures ensures that HR payments are not delayed or prevented by problems resulting
from availability control.

Time-Dependent EA-PS Assignment
Organizational unit / Position / Employee - Assignment:
Date Date CO Object Funds Center Fund %

from to
01/01/ 02 06/30/04 Cost center 1001 Funds center A1 40
Internal order 1007 Funds center A2 Fund 2 60
07/01/02 12/31/04 WBS Element 1001 Funds center C3 Fund 4 100
... ... ...
 SAP AG 2003
 The funds center and fund can be defined for the organizational unit / position / person. If a funds center
and a fund are entered for the organizational unit, then these entries are passed onto the positions within
an organizational unit. If no further funds centers/funds are defined for the positions, they are passed on
to the people who occupy the positions.
If a funds center and fund are entered for the position, these entries are valid for the person who is
assigned to a position, if a funds center and fund are not directly maintained for that person.
 Personnel expenses are structurally divided in the HR integration scenarios by linking HR wage types to
FI G/L accounts and assigning G/L accounts to commitment items.
 In addition to defining a funds center and fund, you can define a commitment item for the infotypes that
have account assignment blocks (infotypes 0014, 0015, 2001-2005, 2010). A commitment item entered
manually overrides a commitment item defined in a G/L account or a cost element.

Integration VI
 Purchasing
 SAP AG 2002

Project System and Funds Management
The project system is suitable for certain areas, such as the

representation of capital investment measures and planned research.
Depending on the degree of similarity, it may be useful to integrate the

transactions and functions of these areas.
 SAP AG 2002

Project System and EA-PS: Structures and
Functions
 Can be used in
PS parallel EA- PS
 No automatic budget
integration
Project ...
 Availability control
takes place twice, Field of research XY
in the project
Phase 1 Phase 2 ... system and in
EA-PS Project 1 Project 2
...
 Commitment items
App. EDP have same structure,
if using CO cash
budget management
Updat e of costs Update to invoice ( accrual) or
Av ailab ility control payment basis ( cash)
Op tio nal updat e of paym ents (C O Availab iliity Contro l
cash b udg et m anagement)
 SAP AG 2003
 In theory, it is possible to have parallel availability control in PS and EA-PS, however it is not
recommended as it causes performance problems.

PS and EA-PS: Updating Commitment and Actuals
PS Commitment EA- PS
Reservation EA-PS
Project ...
PS manual cmmt
Field of research XY
Purch.req / purch.ord.
Phase 1 Phase 2 ... Project 1 Project 2
Actuals ...
App. EDP
Posting document
Account 400000 WBS CstEl. Ctr Item Fund
UNI 200 0 EDP 400.000 Project 2 ... ...
WBS EDP
Field FCtr //
status CmtIt em //
Fund //
 SAP AG 2003
 A 1:1 representation of project and funds center is technically possible but not recommended, since the
funds center structure should represent the company structure and is not created for representing time-
related measures.

Integration VII
 Purchasing
 SAP AG 2002

Integrating Plant Maintenance
The integration of the R/3 component Plant Maintenance (PM)

with Funds Management allows the monitoring of budget-
relevant plant maintenance processes in Funds Management.
Above all, this affects the external procurement procedures

(MM Purchasing) and material withdrawals from an internal
warehouse triggered by plant maintenance orders as well as
internal processing operations.
 SAP AG 2003

PM Transactions Relevant to Funds Management
Purchase
requisition
Material Goods
reservation issue
Technical Plant Maintenance
object order
Time
 Technical place
 Equipment
Confirmation
Order (Internal)
settlement
Cost center
WBS element
...
 SAP AG 2002
 The connection of plant maintenance processes to funds management is made with the related account
assignment of the plant maintenance order to the FM account assignments funds center, commitment
items, fund, functional area, and grant.
 It is not necessary to manually assign all account assignments funds center, commitment item, fund,
functional area and grant to the order. You can create derivation rules in the derivation tool. FM account
assignments are derived from these rules so it is usually enough to assign a funds center or a fund to the
order and the other account assignments are derived by the derivation tool

EA-PS Account Assignment in the Maintenance
Order
FM account assignment
Maintenance order 4711
Fds Ctr A1
Operation 10 Cmmt It. ...
Operation 20 Fund ...
Operation 30 Func. Area ...
Grant ...
 SAP AG 2002
 You can maintain an assignment between a maintenance order and EA-PS objects. Follow-on documents
of the maintenance order (reservation, purchase requisition, CO settlement) are then provided
automatically with the EA-PS account assignment. Follow-on documents refer to the FM account
assignments (of the order) allocated there, but do not save them in the corresponding document tables
yourself.
 If the field status is maintained, you can enter the assignment in the menu: Goto -> Assignment ->
Funds Management. You do not have to enter all of the FM account assignments, you can also derive
them from other account assignments using the derivation tool.
 Once the FM account assignment is not complete according to the field control, the order has the
following status:
 HMKU (Funds Management Account Assignment) is incomplete.
 This status prevents the automatic generation of purchase requisitions for components and services
procured externally and also the release of the order.
 Once a follow-on document has been generated you cannot make any changes to the FM account
assignment.

Integration VIII
 Purchasing
 SAP AG 2002

Integrating Sales and Distribution
Sales revenue which must be shown as income in Funds

Management can be posted using invoices in the Sales and
Distribution component.
The following section shows how the integration of the Sales

and Distribution component with Funds Management is carried
out.
 SAP AG 2002

Transactions in SD: Sales Order / Credit and Debit
Memos
Funds center A2
Commitment item E221
Sales order 4711
Fund
Functional area
Itm 10 -> EA-PS- Acct assgmt Grant
Itm 20 -> EA-PS- Acct assgmt
SD Billing FI Invoice
Itm 30 -> EA-PS- Acct assgmt
SD Delivery
FM acct assigmt:
FM acct assigmt:  transfer from SD order
 automatic proposal
 manual entry Funds center A1
Commt item A321
MM Goods Fund Y + F
issue Functional area
Grant
FM acct assigmt:
 transfer from SD order
 automatic recalculation
 SAP AG 2003
 The following SD transactions are currently integrated in FM:

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

FM Account Assignment in the SD Sales Order
Item
Fds Ctr a12

ItemCmmt
10 It.
Sales order 4711 Fund
Functional area
Grant
Item 10
Fds Ctr ?
Item 20 Functional area
Grant
Item 30
Fds Ctr ?
Functional area
Grant
 SAP AG 2002
 You maintain the assignment between the FM account assignment objects and the SD sales order in the
sales document line item. The account assignment information is then transferred to the SD sales order
follow-on documents.
 If you have maintained a field status, you can maintain the assignments in the sales document under,
Item data - Account assignment - FM account assignment. All the functions provided by the
incompleteness check can be used for the FM account assignment.

Integration of SD and PM Orders
Order item 30
SD order Hide Optional Required Order item 20
Funds Order item 10
center Funds
center ?
Cmmt Cmmt
item item
Fund
Fund
Functional
Functional
area
area
Grant
Grant
PM order Hide Optional Required
Funds
Order item 10
center Funds
Cmmt Fund center ?
item Cmmt
Fund item Fund
Functional Functional
area area
Grant Grant
 SAP AG 2002
 You can define FM account assignments in customer orders and maintenance orders.
 You make the field status settings for these fields in FM Customizing.

Revenue Scenarios
An organization can have many different revenue scenarios. Further

processing options for revenue are also important because of their
possible link to the budget.
 SAP AG 2002

Revenue Scenarios
Commitment SD -> FI transfer

Actual
Sales SD Billing data
order
Operational FI Revenues (Bank,

Systems rec eivable
Cash
desk)
Manual
FI invoice
or acceptance request
 SAP AG 2003
 As of SAP R/3 Enterprise Public Services, a revenue commitment occurs in Funds Management as a
result of the sales order.
 You can define whether the active availability control (AVC) should also check postings to revenue
items. If it should, the total of revenues cannot be smaller than zero, through transfers for example. If
you have defined absolute tolerance limits when defining tolerance limits in the step “Tolerances for the
Availability Control", the revenues total cannot be smaller than these.
 If negative budget values were entered for a revenue commitment item, the AVC checks the debit on the
revenue position against this budget. This debit cannot be bigger than the negative budget. The check
logic for revenue items therefore is the same as that for expenditure items with the opposite +/- sign.
 The check for revenue items is only active when the AVC is active. If you deactivate the AVC, by not
setting the flag actively, no check for revenue items takes place.

Integration IX
 Purchasing
 SAP AG 2002

Integration IS-PS-CA
You can use the industry-specific component Contract Accounting for

Public Sector (IS-PS-CA) to manage taxes, charges and applications
from/for business partners, citizens, students and tax payers.
The following slides describe how the industry-specific component IS-

PS-CA is integrated with SAP R/3 Enterprise Public Services 1.10 (EA-
PS 1.10).
 SAP AG 2002
 You can use the industry-specific component Contract Accounting for Public Sector
(IS-PS-CA) to manage taxes, charges and applications from/for business partners,
citizens, students and tax payers.
 IS-PS-CA is suitable for supporting mass processing due to its system architecture.
 IS-PS-CA is integrated with IS-PS-CA Release 4.63 in Funds Management.
 If you want to use the special EA-PS functions for budgeting, availability control and so
on, you can integrate both solutions.

Technical Integration Between EA-PS and IS-PS-CA
IS-PS/FI-CA EA-PS/IS-PS
4.63/
2001 FM-Integration
4.62
2002 4.64 ALE EA-PS 1.10 Pilot-Status
IS-PS-CA 4.71
2003 Pilot-Status
EA-PS 1.10
IS-PS-CA 4.71
Generally Available
EA-PS 1.10
2004
 SAP AG 2003
 This slide shows how the technical integration between IS-PS/EA-PS and IS-PS-CA develops.
 In EA-PS 1.10 and/or IS-PS-CA 4.64, the systems can be linked using an ALE (Application Link
Enabling) connection.
 IS-PS-CA and EA-PS are available in one system in Release IS-PS-CA 4.71.

Posting Integration Between IS-PS-CA and EA-PS
Operational Systems
revenues, manual revenue Expenditure
postings Postings
Business Partner
IS-PS-CA 4.71 Vendor EA-PS
Vendor
Documents
GL
FM
Electronic bank As of 2003

statement, Payment
program, Cash desk
 SAP AG 2003
 The central master data administration of business partner (create, change) takes place in IS-PS-CA.
Availability control for expenditures makes it necessary to use a vendor. The business partner is
therefore created in the roles contract partner and vendor. The vendor can then be posted to a payment
request/vendor invoice.
 A contract account is created in IS-PS-CA for this vendor in addition to the business partner so that it is
possible to reconstruct the postings in IS-PS-CA as well. The contract account is the master record in IS-
PS-CA in which postings are made.
 The vendor documents posted in FI-SP or EA-PS are transferred to IS-PS-CA using the program
RFFMSDCA.
 Handling of payments (electronic bank statement, payment program, cash desk) can then be completely
carried out in IS-PS-CA .
 Alternatively, as of IS-PS-CA Release 4.64, you can integrate both solutions in different systems. In
addition to the vendor master data and document, the FM, FI and CO master data and the FI documents
posted must be synchronized in the two systems.

Transferring Vendor Documents
IS-PS-CA
IS-PS-CA 4.71
4.71
Payment Vendor
Vendor
Contract Account
Program (2a) 100,- 100,- (1)
Reconcil.
(2a) Acct
100,- 100,- (1)
IS-PS-CA
Reconcil. Acct
IS-PS-CA Reconcil.
Reconcil. Acct
Acct
(3) 100,- 100,- (2b) (2a) 100,- 100,- (1)
Bank
Bank Clearing Expense
100,- (3) (2b) 100,- 100,- (2a) (1)100,-
Clearing Expense
((1
1))10
10
0,0-,-
Availability
Budgeting
Budget:
Budget: 1000.-
1000.- UNI
UNI
Assigned:
Assigned: 100.-
100.- UNI
UNI
Payment:
Payment: 100.-
100.- UNI
UNI
EA-PS 1.10
1.10
 SAP AG 2003
 The aim of the vendor document interface is to transfer all open payment requests (vendor
documents) from EA-PS to IS-PS-CA so that payment can be made using the payment run or cash
counter.
 Program RFFMSDCA (transaction RDCA) selects all open payment requests and deductions of
additional payment requests in EA-PS from the component Funds Management Government and
transfers the data to the component Contract Accounting for Public Sector.
 The payment requests are posted as credit memos and create an open item with a negative plus/minus
sign. In the case of deductions, the referenced payment request is also cleared. The successful
transfer of the document to IS-PS-CA is logged in the document reference (table FMOPBL in IS-PS-
CA)
 When the posting has been made successfully in IS-PS-CA, the document in EA-PS is cleared and
the pay flag is set.
 Posting in IS-PS-CA and clearing in EA-PS is carried out in G/L account set up for this interface
"clearing IS-PS-CA". It is cleared again in the transfer of the totals records in EA-PS.

Integration: Unit Summary
 This unit explained the expenditure and revenue

processes that are integrated in Funds Management.
 The core processes in Purchasing, Payroll, Travel
Accounting, and Asset Accounting were examined.
 The integration of Controlling and the project system
with Funds Management was explained.
 The final topic was the integration of Plant
Maintenance and Sales and Distribution with Funds
Management.
 SAP AG 2002

Integration Exercises

Unit: Integration
Topic: Procurement in MM Without Warehousing

 Map a procurement process when using the Materials
Management component, but without including Warehousing
 Use the functions of Materials Management to represent your

procurement processes.
 Post purchase requisitions and purchase orders.
In addition to the EDV equipment already purchased, your project group XX must also order 1000 discs. New discs
are continually ordered by your government agency and they are used straightaway.
1-1 To notify the Procurement department of this requirement, enter a purchase requisition for 100 discs. The
consuming account assignment is already known. So make your posting using the account assignment
category for the cost center. You use the fund “GENERAL”.
Document type: Purchase requisitions

Acct assignment cat: K
Material number: D-100
Requested quantity: 100 units
Delivery date: 15.MM+1.200Y
Plant: 90##
Storage location: 0001
Purchasing group: 003

In the line item detail display, enter the following additional account assignment:
G/L account: 400000

Cost center: C15
Funds center: C15
Fund: GENERAL
Document number:.....................................
1-2 Create a purchase order from your purchase requisition.
Document number:.....................................
1-3 Use the Reporting function in Funds Management to view the line items belonging to your funds
center, and search for your purchase order document.
Unit: Integration
Topic: Procurement in MM with Warehousing

 Post purchase orders to a warehouse funds center.
 Post goods movements with budget relevance.
 To represent your warehouse procurement, you are using a

warehouse funds center, which should be credited when goods
are issued.
Computer mouse devices are constantly needed for the work process, regardless of what your project is. These are
therefore stored and financed in advance from the government agency’s budget.
2-1 Check whether the “Budget” fund was defined as the default value in warehouse funds center D1, if not, set it
as the default value.
2-2 To restock the warehouse, order 100 computer mouse devices from your vendor Miller.
Vendor: Miller

Purch. organization: 90XX
Purchasing group: 001
Delivery date: 15.MM+1.200Y
Plant: 90XX
Material number: M-100
Quantity: 100 units
Net price: 10 UNI
Fund: GENERAL
Document number:..........................

2-3 Post the goods receipt:
Document number:..........................
2-4 Issue 100 items for project C15.
Movement type: 201

Plant: 9000
Funds center: C15
Commitment item: 80030 (fixtures and fittings)
Cost center: C15
Fund: GENERAL
Material: M-100
Quantity: 100 units
2-5 Check whether the warehouse funds center was credited, and whether your funds center
C15 was debited.
Warehouse funds center: D1 in the “BUDGET” fund

Funds center: C15 in the “GENERAL” fund
Unit: Integration
Topic: Asset Accounting Integration
At the conclusion of these exercises, you will be familiar with:

 Using component Asset Accounting together with Funds
Management
 You are a member of the Assets Management division of the

financial accounting department. It is your job to enter asset
acquisitions and retirements, together with depreciation and
valuation adjustments. In so doing, you must monitor the
availability of funds for the relevant transactions.
A new PC needs to be purchased for department A1. Budget exists and the asset master record has already been
created.

3-1 Post the asset acquisition to the vendor account
Vendor: Miller
Amount:3.800 UNI
Posting key debit: 70
Fixed asset account: 400,000

Transaction type: 400,000
Transaction type: 100
3-2 Check whether a budget relevant activity exists in the Customizing settings for Asset Accounting.
3-3 Which Funds Management account assignment is debited?
3-4 View the effect of posting in the Funds Management information system. Call up program “Line Items –
Commitments/Actuals Overview”.

Unit: Integration
Topic: CO Integration

 Explain the differences between the costs and benefits view in
Controlling and the revenues and expenditures view in Funds
Management.
 As a member of the Controlling section in the Finance

Department, it is your job to assign costs based on usage using
various allocation methods. When doing so, you also have to
monitor funds.
Telephone costs of 5,000 UNI were incurred in the "Administration" department. They were collected in cost center
CI. At the end of the period, these costs will be distributed to cost centers C11, C12, C13, and C14 based on the
number of "employees" in each center.
4-1 In order to reconstruct the data from the assessment of telephone costs in Funds Management, the
assessment cost element 500301 (“Telephone costs”) must have been assigned to commitment
item 50030 (“Postage and communications expenses”). Check whether you have made this
assignment during the master data exercises.
4-2 Carry out the assessment in Controlling. (Accounting - Controlling – Cost Center Accounting –
Period-End Closing – Single Functions – Allocations – Assessment)
Period: 1 to 12
Fiscal year: 200Y
No test run
cycle: Assessment of telephone costs
=> execute
4-3 Check the activity in the Funds Management information system. Call up line item program
“Commitments/Actuals – CO Postings”.

Integration Solutions

Unit: Integration
Topic: Procurement in MM Without Warehousing
1-1 Logistics – Materials Management – Purchasing – Purchase Requisition - Create

Doc. type Purchase requisitions
Open the line item overview
Account assignment category Cost center

Material D-100
Requested quantity 100
Delivery date 15.MM+1.YYYY
Plant 90##
Storage location 0001
Purchasing group 003
Open the line item detail window
Cost center C15

Funds center C15
Fund GENERAL
Save
1-2 Logistics – Materials Management – Purchasing – Purchase Order– Create –

Vendor/Supplying Plant Known
Document overview. Selection variant -> My purchase requisitions. Select the

purchase requisition number and choose Transfer.
Purchasing organization 90XX
Vendor Miller
Tab page (header): UNI
Delivery/invoice:

Currency
Item overview: 30
Net price
- Order - Save
1-3 Accounting - Public Sector Management - Funds Management – Information System

– Line Items - Commitments/Actuals – All Postings

Unit: Integration
Topic: Procurement in MM with warehousing
Center – Individual Processing - Change
2-2 Logistics – Materials Management – Purchasing – Purchase Order– Create –

Vendor/Supplying Plant Known

Transaction Standard purchase order
Vendor Miller
Open the header and enter the following values in the tab page Org Data.
Purchasing organization 90##

Company Code 90##
Then, in the item overview
Material M-100
Quantity 1000
Delivery date 15.MM+1.200Y
Net price 10 UNI
Plant 90##
Save
Document number.........................

2-3 Logistics – Material Management - Inventory Management - Goods Movement – Goods
Receipt – For Purchase Order – PO Number Known
- Enter your purchase order number and choose Enter.

- Flag item with “OK”
2-4 Logistics – Materials Management – Inventory Management – Goods Movement –

Goods Issue

Transaction type 201
Plant 90##
Cost center C15
Funds center C15
Fund GENERAL
Material M-100
Quantity 100
Save
2-5 Accounting – Public Sector Management - Funds Management – Information System -

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

Unit: Integration
Topic: Asset Accounting Integration
3-1 Accounting – Financial Accounting – Fixed Assets – Posting – Acquisition – External

Acquisition – With Vendor

Vendor Miller
Amount 3.800
Tax code V0
Debit posting key 70
Asset account 400000
Transaction type 100
Amount 3.800
Save
3-2 Tools - Customizing – IMG – Project Processing – SAP Reference IMG – Public Sector
Management – Actuals and Commitment Update/Integration – Integration –Integration
with Asset Accounting – Flag Transaction Types as Budget Relevant
Check transaction process 100 for budget relevance

3-3 Accounting – Financial Accounting – Fixed Assets – Asset – Display – Asset
Assets 400000
Subnumber 0
Company Code 90##
For general data: Double click on the account determination => Company code segment
of the G/L accounts on the tab page "Entry/Bank/Interest" => Commitment item defined
For time-data: Cost center. The cost center is linked with a funds center by the assignment
table.
3-4 Accounting – Public Sector Management – Funds Management – Information System –

Line Items - Commitments/Actuals – All Postings
Unit: Integration
Topic: CO Integration
4-1 See exercise 5 of the unit on master data: Account Assignment Derivation

Cost elemt 500301
4-2 Accounting - Controlling – Cost Center Accounting – Period-End Closing – Single

Functions – Allocations – Assessment

Period 1 to 12
Fiscal year YYYY
Cycle Assessment of telephone costs

4-3 Accounting - Public Sector Management - Funds Management – Information System –
Line Items - Commitments/Actuals – CO Postings

Updating
 Dialog functions
 Basics of updating
 Update profiles
 Technical update control
 SAP AG 2002

Updating: Objectives
 At the conclusion of this unit, you will be able to:

 List Funds Management's dialog functions with other
application components
 Determine the way VAT is handled and how the
carryforward level for carried forward commitment
documents is used.
 Specify the control options when using the update
profile.
 Explain technical updates on the basis of financial
transactions and value types
 SAP AG 2003

Update: Overview Diagram
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2002

Update I
 Update profiles
 SAP AG 2002

Dialog Functions
EA-PS
Field selection string
Request postings
HR Travel expenses field status FI G/L account field status

Payroll field status Posting field status
How do you enter

account assignments?
Are the postings relevant Acct asst block
to Funds Management?
Purchase order field status

AA Budget relevance of MM Budget relevance of
transaction types movement types
 SAP AG 2003
 The field status setting determines whether the input fields are required, optional, or for display only.
You maintain the field statuses for FM, FI, MM and HR in the respective applications.
 The Funds Management update determines what account assignment information, if any, is necessary,
based on the transaction used and the commitment item control. It does this regardless of the field status
definitions.
 By defining your own account assignment block, you can bring together all the necessary account
assignment information in the sequence best suited to your needs.
 Asset and Materials Management use transaction types. As in this module, budget-relevant and not
budget-relevant postings can be triggered for the same G/L account, you use a transaction type to define
whether a posting is relevant to the budget or not.
 You can change the field status, account assignment block or budget relevance at any time in a
productive system. Make sure those using the system are kept informed of any changes in order to avoid
any incorrect postings.

Update II
 Update profiles
 SAP AG 2002

Basics of updating
 Update control Customizing transaction

(OFUP) is used for
 Warehouse concepts
 Dealing with tax
 Account assignment
 Defining the carryforward level
 Additional update control is defined in profiles:

 Budget category, budget year and period
 Date of update
 SAP AG 2002

Handling Tax
FI Posting in Financial EA- PS Update in Funds Management

Accounting
I VAT gross (Default)

Expense
Expenditures
100 Expense 116
II VAT net
VAT
Expenditures
16 Expense 100
III VAT separate

Payables
Expenditures
116 E xpense 100
Tax 16
 SAP AG 2003
 There is a connection between the form of tax update you choose, the budgeting in your organization,
and its fiscal situation:
 If your budget figures include both the expenditures and the corresponding tax, and you are not
required to record the tax portion of your expenditures separately, you can use gross update. The tax
amount is then included in the expenditure commitment item. Availability control then makes checks
against the gross budget amount for the expenditure item. Note that you cannot define a funds center
in the master record of the tax commitment item which is also required in the gross update for
technical reasons.
 If you can receive goods and services without tax, choose the net update. The availability control then
checks against the net amount of the expenditure.
 If you need to display the taxes separately, select the separate update. The tax amount in Funds
Management is then posted to the commitment item defined in the G/L account and an availability
control for the tax amount is carried out.
If you do not want the tax checked by availability control, you must define exception tolerances so
that no check takes place.
 The settings apply to the whole FM area.
 Note: The setting "Separate VAT" is recommended for the customer group German Government. The
expenditure postings can be made without a tax code because the tax portion does not have to be
displayed. It is then possible to compare it with the CO data (in the case of postings with tax, the tax
amount would not be updated in CO and could not be compared with FM and CO.

Carryforward Level
2000 2001 2002
Reservation Reservation Invoice 2011 for

4711 4711 res. 4711
Carryfwd Carryfwd
- Carryforward level
(CFLEV) selection
 SAP AG 2002
 The carryforward level field allows you to flag follow-on documents (such as invoices) whose preceding
documents (earmarked funds, for example) have been carried forward to the following year as a result of
fiscal year change. The carryforward level is passed on to all follow-on documents. This makes it
possible to display business transactions relating to transactions carried forward from the previous year
separately in Reporting.
 You must select the field "Use Invoices for Determination" when you activate the solution "German
Government". This ensures that the transactions carried forward from the previous year are displayed
correctly in Reporting. You should not select the field "Use Commitment for Determination".

Update III
 Update profiles
 SAP AG 2002

Controlling Update Profiles
Parameters / Control
• Budget category (PB, CB)

• Year / Period
Value type Annual

Annual Date Budget Profile
control Control
control control control
Document type Date
 SAP AG 2003
 For each document (value type), update profiles determine:

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

Update Profiles
Only for Special Generally

Customer Groups Available
Profile
000100
Profile Profile
000200 000101
Profile
Profile
000400
000102
Profile
000500 Profile
000350
 SAP AG 2003
 Profiles in the EA-PS system:

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

Update Profile 000100
Update
If no differentiation is made between business
profile transactions, only one budget category is
000100 updated.
Commt / Commitment Payment
Actual budget budget
Purchase X(2)
requisition
Purchase
X(2)
order
Funds
X(2)
reservation
Invoice X(2)
Payment X(2)
X(2) : Updating with due date

 SAP AG 2003
 The update takes place in Funds Management for the year and period in which the business transaction is
relevant to the budget.
 The year and period of the update in Funds Management are derived from the document date.
 For example, a purchase order posted in 2002 with a due date in 2003 will consume budget in budget
year 2003.

Update Commitment Budget: Payment Budget:

profile Separate for each Fiscal Separate for each
Year Fiscal Year
000350

actuals budget budget
Purchase
requisition X(1)
Purchase
order
X(1)
Funds
reservation
X(1)
Invoice X(1) X(1)
Payment X(2)
X (1) : Update with posting date

X(2) : Update with due date
 SAP AG 2003
 The funds assigned to a purchase order are checked against the commitment budget for the year given in
the posting date.
 The funds assigned for an invoice are checked against the payment budget and the commitment budget
for the year given in the posting date.
 The payment is checked in the payment budget for the year specified in the due date.

Update Commitment Budget: Payment Budget:

profile One for all Fiscal Separate for each
Years Fiscal Year
000200

actuals budget budget
Purchase X(1) X(2)

requisition
Purchase X(1) X(2)

order
Funds X(1) X(2)
reservation
Invoice X(2)
Payment X(2)

 SAP AG 2003
 In Funds Management, payment budget updating takes place in the year and period in which the
business transaction is relevant to the payment budget.
 Funds Management updating takes place in the year and period in which the business transaction is
relevant to the budget.
- Therefore, earmarked funds posted in 2002 with a due date in 2003 will use:
Payment budget in 2003 and
Commitment budget from 2002
 This profile is used primarily by administrations in the Netherlands.

Commitment Budget:
Separate for each
Payment Budget:
Update Combination
Separate for Commitment Budget of Year
profile each Fiscal Year
000400 /for the Year
Payment Commitment Commitment

Commt / Budget Year
budget Budget Budget
Actual
2002 2002 ->2003 2002 ->2004
Purchase 2002 X(2)

requisition 2003 X(2)
Purchase 2002 X(2)

order 2003 X(2)
Funds
2004 X(2)
reservation
Invoice 2002 X(1)
Payment 2002 X(1)

 SAP AG 2003
 The budget category is updated depending on the year of budget relevance. If the business transaction is
relevant for the budget in the current year, only payment budget will be used in the current year. If the
business transaction is relevant for the budget in future years, the commitment budget in the current year
which is relevant for the given future year will be used.
- Therefore, if earmarked funds that have been posted in 2002 with a due date in 2004, only the 2002
commitment budget for 2004 will be used.
 This profile is only released for the customer group "German Government".

Update Profile 000400: Example of Earmarked
Funds
Budget Pymt Cmmt Budget Budget Pymt Cmmt Budget

1999 budget 2000 budget
1999 2000 2001 2002 2000 2001 2002 2003
1000 500 500 500 1000 500 500 500
Posting Date Due Date Posting Date Due Date

12/15/1999 12/31/1999 01/15/2000 05/01/2002
 SAP AG 2003
 The posting period is controlled by the posting date (fiscal year).

 The assignment to the corresponding budget category is carried out with the due date.

The budget category chosen depends on the

Update progress made in the business process
profile
000500
Commt / Payment Commitment
Actual budget budget
Purchase
requisition
Purchase
order
Funds
reservation
Invoice
Payment
 SAP AG 2002
 All commitments and invoice documents consume only commitment budget.

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

Statistical Update
 Commitment item flagged as statistical in the master record

 Commitment item cannot be budgeted
Document item flagged as statistical in the earmarked funds
document
 Funds block, funds reservation, funds precommitment,
funds commitment
 Transaction type flagged as not relevant to the budget in
Materials Management
 Transaction type defined as not budget relevant in Asset
Accounting
Posting in CO, when posting integration is active and budget
assignment indicator is deactivated
 The value type is defined as “statistical” in the update profile
 SAP AG 2003
 Statistical postings are updated in Funds Management without active availability control.
 You can display statistical postings separately in the information system.
 Statistical updating can also be performed using user exit EXIT_SAPLFMFA_001, package FMFS.

Period-Based Encumbrance Tracking
Purchase Order
02/01/2002 UNI 500
Funds Management Line Items
Value
Period
Type Text
Amount
Change to 600
03/05/2002 Purchase
01 Order
500
Purchase Order 03 100
 SAP AG 2003
 In principle, you assign the relevant update profile to your FM areas. You can override certain settings
for the assigned update profile in another Customizing transaction.
 For each update profile, you can determine the document date that should be entered for specific value
types when assigning the period for commitment data and actuals data in Funds Management. You can
choose to make period assignments on the basis of the posting/document date, due date or delivery date.
 In another step, you can choose between year-based or period-based encumbrance tracking. Fiscal-year
based encumbrance tracking has the effect that document changes are not logged by relevant data
records, instead the original is simply overwritten. The advantage of this is that it minimizes the volume
of documents generated.
 Period-based encumbrance tracking allows you to record all document and account assignment
changes. Each change leads to a complete entry in table FMI0I under the Change amount type. Logging
document changes for each period leads to approximately three times the volume of data produced by
fiscal year-based encumbrance tracking. To be able to use period-based encumbrance tracking, you must
be using an update profile that updates the commitment value types for a posting date. As of SAP R/3
Enterprise Public Services 1.10 (EA-PS 1.10), you can derive the FM posting date for the period-based
encumbrance tracking (PBET) using the version posting date of the purchasing document (purchase
requisition and purchase order).

Updating IV
 Update profiles
 SAP AG 2002

Financial Transactions
and Value Types
Updating
Financial 30 AZBU 30 Only: 30 60

transacts 90 90 30 60 90
66
Value 61 54 57
54 Invoice Transfer
types Down +57 Payment posting Invoice Payment
payment
RFFMS200
Have invoices been
cleared?
57
Payment
 SAP AG 2002
 The value type determines how a posting is displayed in Reporting. A posting with a value type 54 for
example will be displayed as an invoice.
 The financial transactions of the commitment items involved in a posting determine with which value
type a posting is updated.

Updating: Unit Summary
Update control is carried out in accordance with the

settings in Customizing for warehouse concepts, tax
handling and so on, and the settings in the update profile.
 The carryforward level selects carried forward documents.
They pass on this flag to follow-on documents.
 Update profiles specify the relevant update date,
budget category and budget year, and determine whether
update is only statistical.
 Technical updating is controlled by means of financial
transactions and value types.
If no posting lines exist containing a commitment item
with financial transaction 30, no update is carried out.
 SAP AG 2003

Updating: Exercises

Unit: Updating
Topic: Update Profile and Technical Updates

 Explain the functions of the update profile and financial
transactions
 Decide whether the proposed update profile meets the

requirements of your organization.
1-1 Which update profile are you using in your FM area in the training system?
1-2 Which budget category are you using?
1-3 On which date will the invoice be updated in Funds Management?
1-4 Will the payment also be updated in Funds Management?
1-5 Can your update profile be overridden?
1-6 What controls the financial transaction of the commitment item?
1-7 Which financial transactions must you use when posting an invoice so that the posting is updated as an
invoice in Funds Management?

Updating: Solutions

Unit: Updating
Topic: Update Profile
1-1 Update profile 000101 is used
1-2 Payment budget
1-3 Go to transaction SE38 and call program RFFMMONI. Find your FM area and click on your update profile.
Value type 54 (invoice) is updated with posting date (B) in Funds Management.
1-4 Value type 57 (payment) is updated with posting date (B) in Funds Management.
1-5 Funds Management Government - Actual and Commitment Update/Integration - General

Settings - Override Update Profile
There is no entry for update profile 000101, in other words, the update corresponds with RFFMMONI.
1-6 The financial transactions included in a posting control whether a posting is updated in Funds Management
and if it is updated, how it is updated (as an invoice, payment…).
1-7 Financial transaction 30 and 60 must be used.

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

Cash Desk
 Public Law Dunning Procedure

 Payment Selection
 Cash Desk
 SAP AG 2002

Cash Desk: Objectives

 To describe the conversion of most cash desk
processes in the R/3 system.
 Execute all cash desk process steps in the R/3 system.
 Make the necessary settings for the cash
desk area.
 SAP AG 2002

Cash Desk: Overview Diagram
Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2002

Cash Desk I

 Cash Desk
 SAP AG 2002

Cash Desk Processes (I)
Incoming
Document
Cash Desk
Payment Cash
Desk
Debit Entry
Dunning
 SAP AG 2002

Public Law Dunning Procedure
 Revenue Types and Dunning Areas

 Dunning Charges
 Dunning Interest
 SAP AG 2002

Revenue Types and Dunning Areas
Customer
Master
Record
Dunning procedure
Dunning recipient
Dunning block
Last dunning notice
Dunning level
Revenue Type Dunning processor
Dog Dog License Dunning Areas
Custo mizi ng
 SAP AG 2003
 The defined revenue types can be assigned to an account group, a commitment item, an object class and
a dunning area.
 Assigning a revenue type to a commitment item makes it possible to derive the necessary commitment
item from the revenue type during the fast entry of incoming payments.
 When defining revenue types, you can determine whether these dunning charges should be calculated. In
this way, the revenue type "dunning charges" for example can be excluded from the calculation of a
dunning charge.
 The dunning area is not derived from the revenue type defined in Customizing when posting dunning
interest or dunning charges. The dunning area of processed documents is transferred instead. This
ensures that dunning charges are dunned with the next dunning runs, together with the documents from
which they came.
 If you want the dunning area derivation from the revenue type used with the posting, you can use
business transaction events.

Dunning Charges: Public Law
General Additional Data (FM) for Dunning Procedure
Dunning Procedure 0001
Public Law Post. RT D. Chrg. Doc. Type D. Chrg. Due

Dunn. Proced. Dunn. Chrg.
X X Dunning Charge DR 1
Additional Data for Public Law Dunning Procedure

Currency EUR
Basic Amnt Max. Dunn . D. Chrg % Rdg DAmnt Rdg DChrg Dwn Up
10,00 1.000,00 1,00 100 100 X
 SAP AG 2003
 The calculation of charges can be activated for each dunning procedure in Funds Management
Customizing. The revenue type for deriving the commitment item and the FI document type for the
posting are also defined here. Dunning charges are then calculated according to the specific logic of
public sector accounting.
 If you enter a base amount, it is possible to control dunning charges differently depending on the size of
the overdue items:
 If the due dunning amount is less than the base amount defined, then only the dunning charge is
collected.
 For larger receivables, percentage-based dunning charges are also incurred.
 The maximum dunning charge is restricted to the dunning charge for a given amount.
 If you enter rounding units, dunning charges are calculated on the basis of a rounded base amount. If
you want the dunning charge to be rounded up to the nearest US Dollar, you should enter rounding
unit "100", since US Dollars are calculated to two decimal places.
 For the due date of the dunning charges you can choose between the following data:
 Issue date of the dunning notice
 Due date of the original document
 next working day after due date of the original document
 Issue date of dunning notice plus payment deadline
 You can define whether the dunning charges are rounded up or down.
 Dunning charges are posted during the dunning printout.

Dunning Interest: Public Law
General Additional Data (FM) for Dunning Procedure
Public Law Post D. RT D. Int. Doc. Type Dunn. Int. Due

Dunn. Proced. Interest
X X Dunning Intr. DR 1
Additional Data for Public Law Dunning Procedure

Currency EUR
Basic Amount Max. Dunning Dunn. Chrg % Rdg D.Int. Down Up
10,00 1.000,00 1,00 10000 X
 SAP AG 2003
 The calculation and posting of dunning interest can be activated for each dunning procedure in Funds
Management Customizing. The revenue type for deriving the commitment item and the FI document
type for the posting are also defined here. Dunning interest is then calculated according to the specific
logic of public sector accounting.
 Dunning interest for public law dunning procedures is always calculated on the basis of started months.
Irrespective of the dunning procedure, dunning interest is always calculated relative to the last dunning
run in order to prevent dunning interest from being calculated more than once.
 For the due date of the dunning charges you can choose between the following data:
 Issue date of the dunning notice
 Due date of the original document
 next working day after due date of the original document
 Issue date of dunning notice plus payment deadline
 If you enter rounding units, dunning interest is calculated on the basis of a rounded base amount. If you
want the dunning interest to be rounded up to the nearest 10 US Dollars, you should enter rounding unit
"1000", since US Dollars are calculated to two decimal places.
 You can define whether the dunning charges are rounded up or down.
 Dunning interest is posted during the dunning printout.
 You can define a grace period in days or months (depending on the document type) when calculating
dunning interest as of SAP R/3 Enterprise Public Services (EA-PS 1.10). Therefore it is possible to
define a grace period for each payment type (for example cash payment, bank transfer).

Cash Desk II

 Cash Desk
 SAP AG 2002

Cash Desk Processes (II)
Incoming
Document
Cash Desk
PPaayymm
eent Cash
nt Desk
Debit Entry
Dunning
Dunning
 SAP AG 2002

Payment Selection
EA-
FI PS
Invoice
Invoice
Payment RFFMS200 Payment
 SAP AG 2003
 Payment selection must be activated before use in Customizing.

 Only those clearing payments containing a commitment item with a financial transaction >= 80 are
updated.
 Payments without an invoice reference can be transferred into Funds Management using program
RFFMS201.

Payments with Invoice Reference
Customizing
Enhanced Function Original Function

 Possibility to Balance  Shorter runtime
payments in FM
 No known posting
with payments in FI
restrictions
 Enhanced function
- No enhanced function
- Longer runtime
- Posting restrictions
 SAP AG 2003
 When activating the payment selection, you can choose whether you want to work with the original or
the enhanced function. If you have been using the payment selection in FI-FM or IS-PS until now, your
customer area determines your choice. For more information, see note 360667.
 If you use the enhanced function you can see in Funds Management with which payment the invoice was
cleared, whereas the original function only showed that the invoice was paid. If you use this function
the runtime is longer and the posting options are more restricted in the enhanced function.

Enhanced Function - Additional Functions
Customizing
Controlling parallel processing
......
......
Check for identical fiscal years
......
Processing mode
Activate splitting procedure

Update check / bank clearing
 SAP AG 2002
 If you are using the enhanced function, you can activate the following additional functions:
 The splitting procedure splits the partial payment amounts in an invoice, that are distributed over
several account assignments in proportion to the expenditure or revenue amounts in FM, into the
corresponding FM account assignments.
 If you activate check /bank clearing, payments that occur through a bank or check clearing are
updated as statistical payment records. This payment record is reversed when clearing the posting
lines in the bank clearing account and is updated as a real payment record.
 The payment selection processing can be distributed over several dialogue processes, by using
Controlling parallel processing, in order to reduce the total running time of the program.
 As of SAP R/3 Enterprise Public Services (EA-PS 1.10) the check for identical FM fiscal years can
be deactivated by the invoice and the corresponding payment. If this check is deactivated, payments
for invoices that are in a previous FM fiscal year are updated in the current FM fiscal year during
payment selection.
 As of SAP R/3 Enterprise Public Services (EA-PS 1.10) payment selection no longer reads all open items
and only the items that were entered on the entry date (day selection).

Enhanced Function - Posting Restrictions
EA-
FI PS
Invoice
Invoice
 SAP AG 2002
 If the enhanced function is active, some posting restrictions are necessary to ensure that payments are
correctly transferred into Funds Management.
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) posting restrictions are checked online
during posting and a corresponding error message is issued.
The following critical business transactions are prevented by definable error messages (message
control).
- Missing payment reference (FICUSTOM 100)
- Residual item / partial payment on payment (FICUSTOM 101)
- Invoice and payment in different fiscal years (FICUSTOM 103)
- Down payment clearing and transfer posting in one document (FICUSTOM 104)
- Branched posting (FICUSTOM 105)
- Special G/L indicator in invoices (FICUSTOM 106)
- Cross-company code transactions between company codes with active and inactive Funds
Management (FICUSTOM 107)
- Clearing reset of transfer postings (FICUSTOM 108)
- Clearing reset in the completed FM fiscal year (FICUSTOM 109)

Example Posting with Invoice Reference
Fiscal year Transaction Amount type Value type Amount

2002 Funds commitment 0100 51 250+
2002 Reduction record 0200 51 150-
2002 Invoice 0100 54 150+
Payment in FI and payment selection RFFMS200
PPaayym
meenntt vviieew
w EEA
A--PPSS
2002 Reduction record 0200 54 -150
2002 Payment 0250 57 +150
 SAP AG 2002
 In the first step, a funds commitment of 250 euros is created.

 Then an invoice of 150 euros is posted with reference to this funds commitment.
 The payment in FI is posted and program RFFMS200 is started.
 This creates the payment view in EA-PS.

Example Check / Bank clearing
1
Financial 60 Payment through bank clearing
transactions RFFMS200
80
FM: Statistical update

payment, value type 57
2
Financial 60 Bank posting
RFFMS200
transactions
90
FM: real update of

payment, value type 57
 SAP AG 2002
 In the first step, an invoice payment is made through a bank clearing account. The subledger account has
financial transaction 60 and bank clearing account 80. This payment is updated statistically in FM with
RFFMS200 of the payment selection.
 In step two, the posting line of the bank clearing account, financial transaction 80 is cleared through a
bank posting line - bank account has financial transaction 90. With RFFMS200, the statistical payment
record is reversed and the invoice is updated in FM as a real payment record.

Payments without Invoice Reference
Customizing
Reversal or delete
Payments without Invoice Reference
Delete documents when resetting
Funds center D1
 SAP AG 2002
 Program RFFMS201 posts posted payments in Financial Accounting without invoice reference in Funds
Management.
 Using this program means that these postings can be considered for example when comparing FM data
with payments in other components. However, these postings are only updated statistically - no budget is
assigned.
 For statistical updates you must define a dummy funds center and a dummy commitment item.
 If an invoice reference is created when posting in other components, this program undoes the statistical
postings, by:
 Reversing the documents or
 deleting the documents
 Program RFFMS200 updates these payments in FM if they have an invoice reference.

Cash Desk III

 Payment Conversion
 Cash Desk
 SAP AG 2002

Cash Desk Processes (III)
Incoming
Document
Cash Desk
PPaa
yymm
eent Cash
nt Desk
Debit Entry
DD
uunnn
inin
gg
 SAP AG 2002

Cash Desk Processing: Overview
EA-
PS Cash Desk Subledger
1
Cash
Cash desk
desk Payments:
Payments:
doc. -- Incoming
Incomingpayments
payments
doc. entered
entered -- Outgoing
Outgoingpayments
payments
2
Cash desk closing
FI Financial
Read FI
document Accounting
data/generate Vendor acct.
Vendor acct.
payment Cash
Cash desk
desk
block doc. Customer
Customeracct.
doc. released
released acct.
Cash
CashDesk
Desk G/L
G/Laccount
account
3 Transfer to Fin.
Accounting
 SAP AG 2002
 The cash desk represents a Funds Management cash desk subledger that is independent from Financial
Accounting. In the cash desk, cash payments are first represented as entered cash documents. Separating
the cash desk from Financial Accounting facilitates the immediate entry of documents while at the same
time improving system performance.
 The documents are set with status "released" with cash desk closing.
 Cash desk documents that have "Released" status can be transferred to Financial Accounting. In FI, cash
payments entered in the cash desk subledger are posted to the given G/L accounts.

Cash Desk Processing: Documents
Entering and saving cash desk documents
Company code Posting date

Payment
Payment transactn
Amount/currency
Applic. of funds
Acct assgmt
Customer/rev.type
Vendor
Commitment item
Funds center
Fund
G/L account
Earmarked funds
Invoice ref.
 SAP AG 2002
 If you want to refer to a payment directly in an Accounting document when entering a payment, you can
use a search help to find, for example, reference document number or request number.
 Every cash payment is entered as a cash desk document in the cash desk subledger. When you save a
cash desk document, it is recorded in the database. Saved cash desk documents cannot be changed,
instead they must be reversed.
 Cash desk documents can be released manually to allow them to be transferred to Financial Accounting.
 If a G/L ledger account is assigned to when you enter cash desk documents, e.g. with a balance
reduction, the authorization for this account is checked. With this authorization check you can make sure
that such payment transactions can only be carried out by certain cashiers..

Cash Desk Processing: Closing Operations
Cash Desk Closing and Release
CoCd Fis. Year Transact. Transact. Name Revenues Expend. Curr. Bal
9000 2000 AUSZ Outgoing pyt 26.00- 26.00-

9000 2000 EINZ Incoming pyt 1,025.00 1,025.00
9000 2000 BEST MIND Balance reduct 50.00- 50.00-
* 1,025.00 76.00- 949.00
Revenues 1,025.00
Expenditures 76.00-
949.00
Calculated cash desk amount of 100.00
previous day
1.049.00
New calculated cash desk amount
1.049.00
Actual cash desk amount entered
The cash desk is cleared
 SAP AG 2002
 You can use the cash desk closing function each day to compare the entered calculated amount with the
actual amount in the cash desk.
 Cash desk closing automatically releases all cash desk documents.
 Once cash desk closing operations have been executed, they cannot be cancelled.

Cash Desk Processing: Transferring to FI
Prerequisite: Documents are released Authorized
Subsequently post incorr. docs

Company Code 0100
Fiscal year 2002
Document number to
Created by to
Clearing
Clearing open
open items
items
Customer account
Cash
Cash doc.
doc. with
with
F8 100.00 UNI 100.00 UNI
FI
FI document no.
document no.
Transferring to Accounting
Transfer 10 document(s)?
Cash
Cash doc.
doc. without
without Customer account
FI
FI document
document no.
no. 100.00 UNI
Batch-input folder
New
New open
open item
item
Incorrect
cash desk

documents
SAP AG 2003
 Cash desk documents that have "Released" status can be transferred to Financial Accounting. In FI, cash
payments entered in the cash desk subledger are posted to the given G/L accounts.
 Incorrect payment transactions are written to a batch input folder. Corrections must be made in the batch
input folder (carried out with the "Only Display Errors" setting).

Cash Desk Processing: Customizing
Most Important Settings and Entries for Each Business Transaction

Statist. Do c. Revl. D/C FI Do c AcctSt Pym nt
Transaction D/C In d. T ype DocT ype Ind. Ind.
Trans. Ind. Bl ock
Incom . P. Act Deb Debit DZ DA X - X -
Outg P. Act Deb Credit KZ KA X - - -
Incom . P. Inv. Ref . Debit DZ DA - X X X
Outg P. Inv. R ef. Credit KZ KA - X - X
Balance Incr ease Debit SK SA - - - -
Balance Decrease Credit SK SA - - - -
Down Paymnt ON Debit DZ DA A - - -
 SAP AG 2002
 Business transactions mapped with the cash desk must be defined in Customizing. Using the cash desk
as a cash desk subledger, you can represent the following business transactions:
 Ingoing payment actual before debit/outgoing payment actual before debit
 Ingoing payment with invoice reference / outgoing payment with invoice reference.
 Balance increase/decrease
 Down payments

Cash Desk: Example of Incoming Payment with
Invoice Reference
1 Acceptance
Request Customer Becker AG
Cash Desk 1 46.000 46.000 4
Payment
Transaction
3 Release
Revenue Account
46.000 1
Monitor
2 CoCd Doc. no. Amount ...
Cashier Account
1 Acceptance request posted

4 46.000
2 Save cash payment
3 Release
4 Transfer to FI
 SAP AG 2002
 For an incoming payment with invoice reference, account assignment objects (commitment item, funds
center, fund) are transferred from the request/ FI document. There is no functional area in the cash desk.
 An FI document is posted in Accounting for the payment transaction in the cash desk subledger. Unlike
the cash desk document, the FI document has two posting lines - the first is assigned to the cashier
account, the second to the account assignment object in the cash desk document.
 You define a cashier account for the cash desk user in Customizing.

Cash Desk: Summary
The public law dunning procedure is derived from

the dunning area of the processed documents.
For dunning interest and dunning charges, settings
can be made for calculating and posting in public
law dunning.
The payment view in Funds Management is created
using program RFFMS200/RFFMS201.
Cash desk business processes are carried out in the
form of subledger accounting.
Documents are entered and released in cash desk
subledger accounting. After cash desk closing,
documents are transferred to posting in Financial
Accounting.
 SAP AG 2002

Cash Desk: Exercises

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

 Post a manual payment with clearing and transfer the status
‘payment’ to Funds Management.

1-1 Post a payment receipt on bank account 113100 for vendor Miller in your company code. 8,000
UNI was paid. Assign the payment receipt to the corresponding open item of the vendor and post
the payment with clearing.
1-2 View the effects in the line item report of Funds Management.
1-3 Start the payment conversion for your company code.
1-4 View the effects in the line item report of Funds Management.

Cash Desk: Solutions

Topic: Cash Accounting
Topic: Manual Payment Posting and Transfer of
Payment to Funds Management
1-1 Accounting – Financial Accounting – Accounts Payable – Document Entry – Outgoing Payment – Post

Document date Current Date
Company Code 90XX
Currency UNI
Bank data
Account 113100
Amount: 8000
Value date No entry
Open Items Selected
Account Miller
Confirm your entries with Enter.
Activate the open item of 8000 UNI and deactivate all other open items.
If the message “Correct flagged items” appears, double click on the document line and enter the current date
in the field “due on”.
Post the payment receipt.
1-2 Accounting – Public Sector Management – Funds Management – Information System – Line Items -
Commitments/Actuals – All Postings

1-3 Accounting – Public Sector Management – Funds Management – Posting – Payment Transfer – Payment
Selection

Company Code 90XX
FI Fiscal Year 200Y
Execute the payment selection.
1-4 Accounting – Public Sector Management – Funds Management – Information System – Line Items -
Commitments/Actuals – All Postings

Year-End Closing
 Overview
 Schedule Manager
 Monitor for Year-End Closing Operations
 Transfer Posting of Residual Budget from Cover Pools
 Carryforward Parameter and Carryforward Type
 Carryforward Rule
 Year-End Closing: Process Flow
 Carrying Forward Fund Values
 SAP AG 2002

Year-End Closing: Objectives

 Understand the Schedule Manager
 Describe the functionality of carryforward
parameters
and carryforward type
 Copy carryforward rules
 Understand the process flow of commitments
carryforward and budget carryforward in the R/3
system
 Outline the procedure for a reversal of a
commitment
carryforward
 Use the monitor to oversee fiscal year change /
carryforwards
 SAP AG 2002

Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2002

Year-End Closing
 Overview
 SAP AG 2002

Year-End Closing: Overview
Although carrying out closing operations is not a technical

requirement from the perspective of the R/3 System, your
decision will affect:
- The budgets
- Budget usage
- The way in which commitments, actuals and budget are
dislayed in reporting
 If you do not carry out closing operations:
- Actual values are not carried forward for funds with annual
values
- Open commitments documents remain in the old year
- Residual budget in the old year is not available for
activities in the new year. It is simply forfeited
Result (example): A funds reservation from 2002 is reduced
in 2003 by a purchase order. The purchase order only
consumes budget for 2003.
 SAP AG 2002

Year-End Closing: Overview
 Flexibility of regulations
 Decentralized budget management
 Incentive for thrift
 Economic efficiency
 No December rush
 ...
 SAP AG 2003
 The scope of year-end closing is largely determined by the legal framework of the organization.
 Specific legal rules and/or internal organizational regulations can be represented in the SAP system.
 If residual budgets can be carried forward to the following year, this can be an incentive to plan budget
more economically. A regulation could be put in place where the department itself decides how to used
"saved" funds.
 If it is possible to carry forward funds this can easily reduce "December rush".

Year-End Closing
Old Fiscal Year New Fiscal Year
Carry forward
Residual residual budget
budget from old fiscal year
31.12.
Open commitments Carryforward
open commitment
 Maintaining carryforward rules

 Treatment of special cases
 Technical process
 SAP AG 2002
 The activities for the fiscal year change in Funds Management must be started at an early stage.
 For budget carryforward:
- The carryforward rules to be applied must be defined
 For carryforward of open commitments:
- The carryforward rules to be applied must be defined
- Open items that are no longer going to be cleared in the current year not are they to be carried over to the next
year, should be closed or deleted (such as deleting purchase requisitions, canceling reservations, resetting
purchase orders and notifying the vendors).
 Technically year-end closing activities are not necessary. But they are used in order that the budget and
commitments are correctly displayed in reporting. If you do not carry out the activities, then:
- Any unused budget remains in the old year and cannot be used in the new year
- Open items are reduced correctly in the old year as soon as they are processed in the new year
 Since Funds Management is integrated with other modules, you should consider the year-end activities of these
other modules and the effects they have on Funds Management when you are planning the fiscal year change in
Funds Management. There is no link to the activities of the other modules from a technical system point of view.

Year-End Closing
Report: Funds center Institute for Med. Research as of 31.12.02

Period 01 - Period 12
Item Curr. bdgt Commt Actual Resid. bdgt
MAT 5000 1000 3000 1000

HR 7000 6500 500
EDP 3000 1000 2000 0
Actual residual
Open commitments
budget
(+ associated budget)
 SAP AG 2003
 When carrying out fiscal year change, you must process both open commitments with the associated
budget and actual residual budgets.
 Open commitments include:
- Purchase requisitions from Materials Management
- Purchase orders from Materials Management
- Earmarked funds from Funds Management
- Invoices (only when updating on a payment basis)
 A budget is linked to these commitments in each case. It is known as an associated budget.
 As opposed to the associated budget, an actual residual budget is not linked to any kind of commitment.
Actual residual budget = current budget - assigned budget (by actuals) - budget associated with the
current commitments.
 Fiscal year change only processes the effects Funds Management has on commitments belonging to the
other modules. The original documents are not changed nor do they provide an explanation as to the
fiscal year change activities which have taken place in Funds Management.

Year-End Closing
 Overview
 SAP AG 2002

Schedule Manager
Creating Mail to Closing Mail to Carry-

the carry- responsible open responsible forward of
forward person commit- person open items
rules ments
August 20 August 25 December 18 December 19 December 30
 SAP AG 2002
 The Schedule Manager is a tool to monitor, plan, and coordinate year-end closing activities
 You can set up a task plan for carrying out all year-end activities. You can plan the tasks on a daily
basis.
 A task plan can consist of:
- Transactions
- Manual starting of reports
- Planning of jobs
- Sending e-mails
- ...

Year-End Closing
 Overview
 SAP AG 2002

Monitor
Information:
For which objects are
year-end closing operations
Default Settings allowed?
Commitment
Budget for Display and maintain:

Commitment • Parameters
• Customizing settings for each
Residual Budget FM area, year, value type
• Rules
 SAP AG 2002
 The closing operations monitor

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

Year-End Closing
 Overview
 SAP AG 2002

Transfer Posting of Residual Budget from Cover
Pools
Cover Pool FM Account Assignment
Commitment Item
Funds Center
Transfer Posting Resid. Bdgt
Resid. Bdgt Fund
5000 EUR 5000 EUR
Functional Area
Budget Subtype
 SAP AG 2002
 Residual budget on FM account assignments of a cover pool, can be grouped in an FM account

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

Year-End Closing
 Overview
 SAP AG 2002

Carryforward Type
Carryforward Type
Acct assignment Number of How much

change? receivers ? budget?
• yes • one • 100%

• no • several • distribution
as required
 SAP AG 2002
• You can use the carryforward type to determine if account assignment changes can be made at fiscal
year change, how many receivers will be allowed and how much budget may be carried forward.
• There are four carryforward types:
 Types 10 and 20 can be used for commitment carryforwards and budget carryforwards.
- Type10 (no account assignment change / one receiver / 100%)
- Type 20 (account assignment change / one receiver / 100 %)
 Types 30 and 40 can only be selected for budget carryforwards Therefore, only when you are handling
budget carryforwards, is it possible to:
- Type 30 (account assignment change / one receiver / distribute as required)
- Type 40 (account assignment change / N receiver / distribute as required)

Carryforward Parameter and Carryforward Type
Carryforward Budget
Change Sender / % Carryfwd
Type acct asst?
Receiver
Residual 10 No 100 or 0%
1 Receiver
Payment Budget
20 Permitted 1 Receiver 100 or 0%
30 Permitted 1 Receiver Arbitrary
Parameter 2: Residual 40 Permitted n Receiver Arbitrary
Commt Budget
Commitments Carryforward
Change Sender / % Carryfwd
Art
acct asst? Receiver
10 No 1 Receiver 100 or 0%
Parameter n: Funds
20 Permitted 1 Receiver 100 or 0%
Reservation
 SAP AG 2002
 If you want to work with carryforward types, you have to create a carryforward parameter in
Customizing.to which you have to assign a carryforward type.
 The following scenario would be possible. One parameter is created for each value type. As a result, a
carryforward type can be individually assigned to each value type and therefore carried forward
individually. (For example it is possible to change the account assignment of funds reservations,
however you cannot do so for purchase orders)

Year-End Closing
 Overview
 SAP AG 2002

Carryforward Rule
Carryforward Budget
 A carryforward parameter must exist

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

 Define carryforward as 100% or 0%
 Define sender/receiver relationship
 SAP AG 2002
 To create carryforward rules for the commitment carryforward / budget carryforward, a carryforward
parameter must exist.
 In the carryforward rule you determine for which account assignments the carryforward parameter is
valid. Depending on the carryforward parameter, you can determine the account assignment changes
and the amount of the budget that can be carried forward.
 Sender and recipient addresses must be valid in their respective years (sender in the old year, recipient in
the subsequent year)

Maintaining Carryforward Rules
*.* - Entry only

appears if you
You are in All funds centers have not
level 1 and commitment restricted
items the selection in
any way
This level Sub Lvl Funds center / Commt item Percentage

is sub-
+ 1 * * 100%
divided
+ S * 100%
+ * 40000 ...
All commitment
items in center S All funds centers in
commitment item 40000
 SAP AG 2002
 Carryforward rules are valid for:

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

Copying Carryforward Rules
Copy Rules
Copy Rules
• for each FM Area 9000
parameter
• to a sub- Reference
sequent year Parameter 1:1_2002
Year 2002
Objective
Parameter 1:1_2003
Year 2003
 SAP AG 2003
 Carryforward rules can be copied from one

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

Year-End Closing
 Overview
 SAP AG 2002

Carrying Forward
Open Commitments
Purchase Purchase
requisitions requisitions
December
Purchase
Purchase
orders
orders
Earmarked
31 Earmarked
funds
funds
Invoices
Invoices*
* When updating on a payment basis
 SAP AG 2002
 Since the budget linked to commitments is included when calculating the actual residual budget, you
should carry forward the commitments before carrying forward the budget.
Otherwise you have to repeat the calculation and carrying forward of the budget so the budget carried
forward can be displayed correctly.

Carryforward Procedure for Commitments
Purchase
order 2003
Number 4511
Date 10/10/2002
Amount 100 UNI
Cmmt
Assign:
Per Default: Define: Maintain: Carryforward:
Carryfwd
Carryforward Carryforward Carryforward Select
parameter
allowed allowed for rules for all documents
define
each FM area FM account and
and assign
fiscal year assignments carryforward
carryforward
value type type
Reversal
 SAP AG 2002
 If the carryforward is allowed according to the settings in Customizing, the commitment can be carried
forward to the following year.
 If no carryforward rule with a special carryforward parameter is defined, the commitment carryforward
is carried forward to the same account assignment in the next year.
 In Customizing, the carryforward can be restricted on the basis of FM area, year and value type (for
example, in your organization, only commitments can be carried forward in Materials Management and
not funds reservations).
In this case, a carryforward parameter must be defined and then a carryforward rule must be created with
the carryforward parameter defined. The carryforward can be executed using program (RFFMCCF1)
after the rules have been maintained. Data is carried forward to period 001 of the following year.
 It is possible to reverse a carryforward (RFFMC040), provided that the document carried forward has
not been involved in any further processes.

Carrying Forward Open Items
Assigned Values
Automatically Adjusted
during Carryforward
Select and Carry Forward Parallel Processing

in One Step
Carrying Forward
Open Items
Lock Documents Process with Dialog
Automatic Carryforward
of Documents with
Amount Zero
 SAP AG 2003
 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10)

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

The Process for Carrying Over Budget
Budget 2002 Budget 2003
By Default: Define: Assign: Maintain: Carryover:

Carryover Carryover Define Carryover • Prepare
allowed allowed for carryover rules for all • Determine
each FM area parameters FM account • Execute
fiscal year and assign assignments.
carryover
type
 SAP AG 2003
 If the budget carryover of commitment and the budget carryover of residual budget is allowed by
default, the budget can be carried over to the following year.
 Budget carryover:
- If no carryover rule is maintained, 100% of the budget is carried forward to the same account
assignment in the following year.
- Carryover parameters are maintained in the Customizing of Funds Management.
- If you use carryover parameters, they must of course be valid and assigned to the FM area and
financial year in Customizing.
- For the budget for commitment, you can specify the carryover separately according to value type.
- Each special system setting overwrites any general rules that may exist.
 It is not possible to reverse a budget carryover from a follow-on year to the previous year. However, you
can make adjustments by maintaining new rules and executing the carryover again.

Year-End Closing
 Overview
 SAP AG 2002

Carrying Forward Fund Values
Overview
The life of funds from secondary sources generally covers several fiscal
years. It is thus of interest to have the total values of several budget years
available.
Unlike the year-end activities for commitments and budget values, the
carrying forward of funds values processes actual revenues and actual
expenditures and updates such total values.
 SAP AG 2002

Carrying Forward Fund Values
Life of the fund

Actual 2001 Actual 2002 Actual 2003 Actual 2004
C/fw 01 02 . . . C/fw 01 02 . . . C/fw 01 02 . . . C/fw 01 02 ...
Expenditure
Mat 640
Mat1 100 200 0 70 80
Mat2 50 150 0 20 40
Mat3 80 60 0 10 90
Invest
Inv1
Inv2
... ...
Funds ...
item: Mat3
Carryfwd: Mat
 SAP AG 2002
 In contrast to the fiscal year change activities which affect commitments and budgeted values, the
balance carried forward for fund values processes actual revenues and actual expenditures.
 By carrying forward the actual data, even in the case of long-term funds, it is only necessary to access
data from the current fiscal year so as to be able to make an accumulated report of the total life of the
fund.
 By totaling at carry-forward commitment item level, it is possible to summarize at the level of detail
required. It also means that the dataset required for a full report is further reduced without causing the
data from previous years to be mixed up with data from the current year.
 For funds with a validity period of one year (for example the fund "budget") a balance carryforward does
not make sense.

Closing Operations Process:
Fund Balance Carryforward
1.
1. Define
Define carryforward
carryforward item
item category
category and
and
assign
assign to
to carryforward
carryforward commitment
commitment items
items
(Customizing)
2.
2. Write
Write carryforward item
item categories
categories to
to
commitment
commitment item
item master
master record
record
(master
(master data
data maintenance)
maintenance)
3.
3. Flag
Flag funds
funds as
as relevant
relevant for
for carryforward
(master data maintenance)
(master data maintenance)
4.
4. Post
Post balance
balance carryforward
carryforward (SAPFMVTR)
 SAP AG 2002
 In contrast to the commitment carryforward, this procedure involves summarizing and carrying forward
actual data.
 If you make any postings in the old fiscal year after you have run SAPFMVTR, you must run it again.
The system does not automatically adjust the data.
 In the standard system one carryforward item category can be assigned to the commitment item. It is
necessary to assign more than one carryforward item category
 since there are different sender and receiver relationships for different annual intervals
 or balance carryforwards with different contents (actual, commitment ... ) must be displayed
The program can be enhanced with SAPFMVTR. In a user-defined table/logic you can define your own set
of rules to determine the carryforward item category.

Year-End Closing: Summary (1)
Actual residual budgets, budget for

commitments and open commitments can
be taken into consideration when carrying
forward data from one year to another
Carryforward parameters are substantiated by
carryforward types. There are four carryforward
types for commitments and budget
Carryforward rules must be defined for budget
carryforwards and commitment carryforwards
 SAP AG 2002

Year-End Closing: Summary (2)
Carryforward rules can be copied from one

year to another
The Schedule Manager is available for planning
and execution of year-end activities
The closing operations monitor enables you
to obtain a quick overview of all relevant
system settings and allows you to branch
directly to the settings in Customizing and
in the area menu
Carrying forward funds allows you to generate
a view of the actual revenues/expenditures
for several years
 SAP AG 2002

Reporting
 SAP Business Information Warehouse (SAP BW)

 Master Data Reporting
 Line Item Reporting
 Drilldown Reports
 SAP AG 2002

Reporting: Objectives

 Navigate through the line item reports in Funds
Management
 Prepare user-specific line item reports
 Explain the principle of drilldown reporting
 Create drilldown reports
 SAP AG 2002

Course
CourseOverview
Overview
Master
MasterData
Data
Budgeting
Budgeting
Budget
BudgetExecution
Execution
Integration
Integration
Updating
Updating
Cash
CashDesk
Desk
Year-End
Year-EndClosing
Closing
Reporting
Reporting
Appendix
Appendix
 SAP AG 2002

Reporting (I)

 SAP AG 2002

What is the SAP Business Information Warehouse
(SAP BW)?
 SAP AG 2002
 The SAP Business Warehouse (SAP BW) is a tool for evaluating data
 From SAP applications
 Any applications and data sources
 Multi-dimensional
 Operative and historic data.
 with access to the information in SAP BW using

 The Enterprise Portal
 Intranet (Web Application Design)
 Mobile end terminals
 SAP delivers
 Reporting and analysis tools
 Business Content
 Basis for planning: SEM BCS and BPS
 Basis for analytical applications: CRM-, HR-, FI-, SCM-, E-Analytics.....

Advantages of SAP BW
 Overall view of organization using summarization

 Integration of different applications
 Detailed information available
Logistics Controlling Budget
Funds center 100
Operational Commt item 20
Systems Commt item 80
Funds center 120
Commt item 60
Commt item 20
Commt item 40
BW Total expenditures 220
Overall View
 SAP AG 2002
 Additional DataSources are available for the SAP Business Information Warehouse (SAP BW) in SAP
R/3 Enterprise Public Services 1.10 (EA-PS 1.10):
 Budget Totals Records for the Budget Control System (BCS)(OPU_IS_PS_41)
 Budget Line Items for BCS (OPU_IS_PS_42)
 Budget Entry Documents for BCS (OPU_IS_PS_43)
 Consumed Amounts (Total Records) BCS (OPU_IS_PS_44)

Reporting (II)

 SAP AG 2002

Master Data Reporting
What does my
? current funds
center structure
look like?
Which funds are What does my budget

supplied by the VW structure in the area of
source of financing ? personnel costs look like ?
 SAP AG 2002
 Master data reports enable you to always have an overview of all basic structures and their link to
Funds Management.
This means that in addition to a list of funds centers sorted alphabetically, you can also generate a
hierarchical display. The same applies for commitment items.
 Where there are links to other master data such as application of funds, as is the case in the fund area,
you can also view the funds from secondary sources area by limiting selection to your needs.

Master Data Reporting: Example
Question: What does account determination for requests look like?
FY-Ident. CC-Variant Cmmt Item FM Area G/L Short Text

Account
Account Determination for Requests

2000 CC03 2100.6600.001 415000
2000 CC03 2100.6600.002 415000
2000 CC03 2100.6600.003 415000
2000 CC03 0000.2100.001 800000
 SAP AG 2002
 This program generates a list of assignments from G/L account to commitment item for a request
category.
 The report evaluates the assignments that were defined in Customizing for G/L account determination.

Reporting (III)

 SAP AG 2002

Basics of Line Item Reporting
Selection Presentation
Summarizing using the logical database Using a presentation tool
- To have access to a clear view of the

various sources of data - To enable uniform presentations
- To be able to offer a centrally optimized - To enable user-specific layouts

read-only access within the tool
Logical Database: (LDB) ABAP List Viewer (ALV)
 SAP AG 2002
 Database delivered with standard system

 As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), the logical database F1F is no longer
maintained and the reports based on this database are no longer delivered. All reports in the standard
system are based on LDB FMF.
 The advantages of the new LDB FMF are better response times and access to more information,
especially in cover eligibility.
 Structures
 The structure of the LDB (master and transaction dates) indicates the sequence in which the individual
segments of the LDB are imported and made available for further processing
 FMF: Master data is first imported, followed by transaction data
 The set-up of segments does not correspond to the table set-up
 Used in line item reporting
 Can be used for totals records reports
 Note:The LDB F1F will not be delivered in the next release. If you have created your own reports which are based
on the LDB F1F, you must convert them to LDB FMF by the next release.

Selection Functions
Dynamic selection
Standard selection
FM area
Fund
Funds centers
Cmmt items
+ Financial trans.
Item category
List
...
 SAP AG 2002
 Dynamic selection
Enhanced selection options for all fields that are available in the database
Advantage:
The selection is passed on to the database

Functions in the Executed Report
Doc.no. Pstg date Val. type text Amount ...

Filter
5000000968 01/02/97 Funds reserv. 1.000,00 - Display variants
5000001038 02/05/97 Funds reserv. 500,00 -
  1.600,00 -
5000000969 02/18/97 Invoices 150,00
 150,00
5000001970 02/24/97 Invoices 250,00 Subtotals
5000001980 02/24/97 Invoices 100,00
 350,00
 1.100,00 -
Individual document display
Detail view
Totals
 SAP AG 2002
 The selected data is displayed using the ABAP List Viewer (ALV).

Working with Display Variants
Display fields Available fields
C Item Length Total Column content Length

ol Document number 1 10 Application of funds
u 10
m Posting lines 2 10 Fund name 20
n Fiscal year 3 4 Version 7
c
o Value type text 4 10 Value type 2
nt Transaction text 6 10 Date of entry 10
e
Customer fund 5 2 Created by
nt 12
Text 50
Save
Doc. No. Posting lines Year Value type text .........
 SAP AG 2002
 You can use display variants to prepare report lists according to your own specific requirements.
 Additional fields can be displayed and fields that are already shown can be hidden. You can select the item and
length for each field.
 Display variants can be saved and set as default variants.

Line Item Reporting Example :
Commitment/Actual Line Item Report
FI Doc No. FM Posting Amount Amount Value Type Value Type Text
Type
Date
Commitment Item 2100.5500.000
Invoice 1500,-
1900009 01/01/2000 1500,- Reduction 54 Invoice
Payment 3000,-
4500008 03/02/2000 1000,- Paid 57 Payment

4500009 03/02/2000 2000,- Paid 57 Payment
 SAP AG 2002
 The line items posted are issued in a list in the line item reports.
 Line item reports can be created for budget and commitment/actual.
 It is possible to list line items according to value type (invoices, payments and so on) in the
commitment/actual line item report.

Reporting (IV)

 SAP AG 2002

Drilldown Reports
 Principle of Drilldown Reporting

 Architecture
 Creating reports
 Working with drilldown reports
 Further processing
 SAP AG 2002

Principle of Drilldown Reporting
Characteristics:
Funds center Commitment item
Fund Trans. currency
Customer for fund Applic. of funds
Value type ...
Fund: YF
Funds center: P12
Funds center
Value type: All

A1
P12
Budget
C12 Commitment
Actual
Budget EU YF
Fund
 SAP AG 2003
 Only FM specific data can be evaluated in Funds Management. When using drilldown reports, you can
define your own specific "views" of FM data.
 By choosing characteristics and key figures for the FM data, you can have the system generate a
multidimensional data cube. The user can then freely navigate through the dataset for this data cube
when executing reports. By swapping characteristics interactively, you can specify any sequence you
require.
 Only one of the many possible dimensions is ever displayed for the report that is being executed. A
combination of several dimensions is only possible through navigation.
 Drilldown reporting is a reporting tool in which the different characteristics of the application have
"equal status" and can be combined (together with the appropriate data) according to your needs.
 For drilldown reporting, you must define:
 - how many "characteristics" are to be viewed
 - the sequence in which the report output should be totaled.

Architecture of Drilldown Reporting
Forms
Kennzahlen
Key figures Characteristics
Drilldown report
• Commitment/Actual
Start in • Commt/Actual and budget Start in
online background
Save
Lists
Graphics
Navigation/
Drilldown
 SAP AG 2002
 Characteristics, key figures and forms are passed on to the definitions of form reports. The result of a
report is a large number of lists that can be selected interactively and displayed on screen. Reports can be
printed out, transferred to Excel or saved for future processing.
 The form describes the contents and structure of reports. You can consider it as a partly completed
report, which is finished off later during report definition.
 Characteristics predetermine the options for classifying the dataset. For example: FM area, funds center,
period, value type.
 You can select characteristics in the form and in the report itself.
 Key figures indicate amount fields from the database in the form of values and amounts. Calculated
values can also be represented according to user defined formulas, such as budget utilization.
 Key figures can be selected in either the form or the report.
 A drilldown report always consists of a combination of a form and a report. Forms cannot be executed
themselves, that is why a report is always required.

Creating a Drilldown Report
 Realizes a drilldown report on the basis of

a form
 Restricting selection
 Determining list of characteristics for drilldown list
 Defining default sorting of characteristic list
for navigation
 Activates hierarchy display for funds center,
commitment item or budget structure elements
 Determines print layout
 Defines sender-receiver reports
 Configures basic list (how detailed/drilldown
list is displayed when calling up a report)
 SAP AG 2003

Drilldown Report Functions
Header lines Text
Switch Hide columns conversion

Funds ctr.
dimensions Fund
Avail. Utilization
Budget Cmmt Act. Line items
Insert texts 1000 90%
Expenditures
Invest 10000
. 2000
. 7000
. . .
I1 . . . . .
Current expend.
Thousand
UNI
Pers 22000 5000 17000 0 100%
P1 18000 1000 14000 3000 85%
P2 . . . . .
Footer Supplies
Text . .
Print Mail Graphic MS-Word XXL List Viewer Excel

 SAP AG 2002
 Drilldown reporting functions are subdivided into three groups so that different users can use one of the
function levels defined depending on their information requirements and their tasks.
 Level 1 contains the basic functions of drilldown reporting (printing, sorting, restricted navigation, detail
list) and the connection to SAP mail. This level is for users who do not need the full function of
drilldown reporting.
 Level 2 contains the remaining drilldown reporting functions (connection to Microsoft Excel, graphics
functions and downloading to PC).
 All functions also contain the functions for print formatting, saving reports and defining exceptions. This
level is intended for users who also want to maintain reports or set up print formatting in addition to
having the full drilldown reporting functions.
 The individual function levels are subject to an authorization check. The authorization object is
K_KA_RPT.
 In order to be able to use the currency conversion function, you must first define a conversion rule.

Further Processing Options
Print Mail Graphics
MS WORD XXL List Viewer Excel
 SAP AG 2002
 The executed drilldown report can be processed further using the following interfaces:
 Print: SAP, MS Word 6.0 or Excel
 Mail: SAP Office
 Graphics: Using menu option "Graphics", you can call up SAP Business Graphics (2D or 3D) and statistical
graphics (line charts). It is possible to save graphics settings (excluding window size and position).
 MS Word: Print, further processing
 XXL List Viewer Excel: Print
 MS-EXCEL: Further processing

Reporting: Unit Summary
The SAP Business Information Warehouse (SAP

BW) provides an overview of different data
Information on master data assignments can be
displayed using master data reports
User-specific display variants can be created for
line item reports
You can create your own reports as drilldown
reports
 SAP AG 2002

IPS910 SAP Public Sector ES

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IPS910 SAP Public Sector ES

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IPS910 SAP Public Sector: Special

Functions for the Public S

Release 640 04/06/2006

THE BEST-RUN E-BUSINESSES RUN SAP

 SAP IS Public Sector

Copyright 2004 SAP AG. All rights reserved.

 AC010 Overview of External Accounting

 SAP AG 2001, Background 34

 The course is aimed at:

Notes to the user

 General Aim of Course

(C) SAP AG IPS910 1-1

 At the conclusion of this course, you will be

(C) SAP AG IPS910 1-2

At the conclusion of this course, you will be

Al término de este curso, usted será capaz de:

Uso y configurar la Administración de Fondos en las

Planificación del Presupuesto

Ejecución del Presupuesto

de cierre de fin de año

 Your administration wants to implement the

(C) SAP AG IPS910 1-4

Unit 1 Course Overview Unit 6 Updating

(C) SAP AG IPS910 1-5

(C) SAP AG IPS910 1-6

Strategic Decision Support Program Budget Program Performance

Constituent Relationship Product & Service Constituency Marketing of Public

Specific Operational Systems

Tax & Revenue Taxpayer/Debtor Revenue

Record/Case & W orkflow W orkflow Electronic Information

Organization & Personnel Personnel Compensation

Procurement & Procurement Process Tender Contract Inventory

Facility & Equipment Reimbursable Property

(C) SAP AG IPS910 1-7

(C) SAP AG IPS910 1-8

 Technical Description (Release):

(C) SAP AG IPS910 1-9

 Accounting in the public sector consists of:

Contabilidad en el sector público consiste en:

Company Company Company Company

Puede utilizar los clientes en el sistema R / 3. El cliente Corresponde a toda la organización.

(C) SAP AG IPS910 1-11

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

(C) SAP AG IPS910 1-12

Año dependientes de datos maestros

La activación de elementos de imputación

la estructura del presupuesto

Derivación de imputación de herramientas

(C) SAP AG IPS910 2-1

 Upon completion of this unit, you will be able to:

 Organize structures in EA-PS

Al finalizar esta unidad, usted será capaz de:

Organizar estructuras de EA-PS

Mantener datos maestros dependientes del ejercicio

Mapa de la estructura del presupuesto

Mantener la cuenta de elementos de imputación, centro gestor, posición

Hacer cambios en la actualización de datos maestros

subdividir datos maestros

(C) SAP AG IPS910 2-2

(C) SAP AG IPS910 2-3

Las estructuras organizativas

datos maestros dependientes del Año

Las posiciones presupuestarias

La activación de la cuenta elementos de imputación