Funds Management Configuration and Design

Funds Mgmt Configuration and Design Document

Configuration and Design Document Funds ManagementPage 71 of 146

Be careful while activating the funds management. Once activated it will have impact across modules and will expect various FM related parameters in all postings depending upon the configurations in the following steps. So activate FM when considerable configuration is complete and test it in a development/sandbox system.A number of detailed configuration steps are listed in following page. These are possible customization settings that SAP provides for. But the actual configuration required will differ as per requirements of different customers. So only the relevant configuration should be done.

Funds Management has following basic building blocks. Combinations of these parameters form a budget address. But it is not necessary that each implementation will require all parameters. So while configuring the systems only relevant parts should be activated and configured.

Commitment Item Fund Fund centre Funded Program Grant Functional Area Budget Period

Funds management supports use of workflows while creation of budget and while posting earmarked fund documents.

#Design Element nameDesign element categoryDescription

1. Basic settings-account assignment elementsSolution Requirement In this node we can Activating account assignments such as Budget Period, Functional Area, Fund, Funded program, and Grant at client level to allow using these functions. Allow blank values for any of the account assignment objects

2. Rule-Based Account Assignment DistributionSolution Requirement In this node we can Maintain field profiles Maintain action profiles

Maintain authorization groups Maintain rule groups Maintain derivation strategy for rule based account assignment distribution Business Add-Ins

3. Basic Settings in Funds Management GovernmentSolution RequirementFM Basic settings consists of Activation of Funds Management with SAP's Public Sector solution Activation of budget control system-BCS Activation of multi-year budget control functionality

Defining global parameters for FM Area: Fiscal Year, Currency (The details decision around number of FM Area, their FY variants etc. are detailed in BDD-59 for Enterprise Structure)

4. Fiscal year VariantThis configuration node consists of Assignment of fiscal year variant to the FM area

5. Ranking order for selection of generic entriesFunctional Requirements DataThis configuration node consists of Ranking order for generic search of FM objects

6. FundFunctional Data RequirementsThis configuration node for Fund consists of Fund Types definition- to group and classify the fund for processing and reporting requirements

7. Funded ProgramFunctional Data RequirementsFunded program master configuration consists of Creating funded program types-it is relevant for search functionality and in selection criteria for reporting and processing

8. Allocations to account assignments from other components

Solution RequirementThis configuration consists of Select the derivation steps from the standard from the SAP standard derivation steps to derive the values for FM account assignments from other account assignments. Define account assignment derivation / derivation strategy consists of a sequence of derivation steps. Each derivation step consists of target fields and source fields as per the requirement.

9. BaDis: Business Ad-Ins BaDi: Enhanced Function for Account Assignment Derivation BaDi for Automatic Generation of FM Master Data: Cost Center for Funds Center BaDi for Automatic Generation of FM Master Data: Internal Order for Funded Program

BAdI for Automatic Generation of FM Master Data: WBS Element for Funded Program

10. Derivation strategy for reassignment

Solution RequirementThis configuration node consists of Derivation Strategies are sequential rules designed to reassign FM objects for year-end operations or mid-year assignments. Assign strategy for reassignment to FM Area for closing operations

11. Define Status ProfileSolution RequirementThis configuration node consists of Define status profiles for cross application components

12. Use of master data for BCS

Solution RequirementThis configuration node consists of Activation of account assignment elements to enable the input field of account assignment element in BCS budgeting transactions Deactivation of account assignment elements in Controlling is also available if not required. Define Budget version Static Version of Budget

13. Budget typesSolution RequirementThis configuration node will have Defining the budget types Assigning budget types to processes

14. Planner ProfileSolution RequirementThis configuration node will have Planner profiles are used to define which plan tasks are used with which default parameters for each table

15. Document definitionSolution RequirementThis node consists of Defining the document types Maintain number range interval for entry documents Maintain number range Interval for budget change documents Define number range Interval for document family Define layout for budgeting Workbench Define substitution for entry documents

16. Control budget flowSolution RequirementControl budget flow consists of Activate period control for each FM area and version according to the requirements-If period control is not activated (no entry), all periods are open for budgeting by default. Edit status of the budget phases to define which phases the budgeting contains during the course of a fiscal year Define Key Figures Define Distribution Keys

17. Activity GroupSolution RequirementThis configuration node consists of Creation of activity group Define derivation of activity group

18. Settings for availability ledgerSolution RequirementThis configuration consists of Maintaining the customer-specific ledger for availability check-This activity is optional. Create new AVC ledgers apart from 9H and 9I, if the business is required for additional checks Defining the filter settings for budget values-for the total consumable budget against which consumable budget(commitment or actual values) is checked using the AVC filter settings. Defining the filter settings for commitment/actual values that should be excluded from active availability control

Defining derivation strategy for control objects to define the customer specific logic on how the FM account assignments for AVC can be derived if they are different from FM account assignment for posting Define derivation strategy for tolerance profiles and assign a standard tolerance profile to the availability control ledger for each fiscal year and FM area. This defines the tolerance limits for all postings. Activate the availability control and set the status

19. Earmarked Funds and Funds transfers

Solution RequirementThis configuration node consists of controlling the document entry for the business transactions in Funds Management. Below mentioned settings are required for earmarked funds: Maintain global settings-In this step you can activate or deactivate specific functions for earmarked funds Define document number ranges Define number ranges for groupings Define document types. For each document type, you must specify the number range interval & the field status group. Define blocking reasons for the earmarked funds and value adjustment documents. With these blocking reasons you can block a document or document item for manual processing

20. Field control for Earmarked Funds and Funds transfers

This configuration node consists of Defining field status variant and assign a field status variant to each FM area. Assign field status variant to company code-In this work step you assign a field status variant to your company codes. Define field status groups and along with a field status variant to a field selection string and enter them when defining document types Define field selection to specify which fields are ready for entry, required or hidden during Earmarked funds and transfers. Assign a field status variant and field status group to the field selection string

21. Actual and Commitment Update/IntegrationSolution RequirementThis configuration node consists of consistency checks for FM area Activating Funds Management for AVC/commitment/actual update

22. General settings in actual and commitment update/integrationSolution RequirementThis configuration node consists of Assignment of update profile to FM area Override update profile based on the requirement Make other settings as per requirement

23. FM Line Items-Basic settingsSolution RequirementFM line items configuration consists of Defining the number ranges for updating actual data documents in Funds Management Assign/Store the number range key in the FM area

24. IntegrationIntegrationThis configuration node consists of the settings for integrated use of Funds Management with other components of the SAP System Maintain Field Status for Assigning FM Account Assignments

25. Integration with cost and project ControllingIntegrationThis configuration node consists of the settings for the integration of Cost and Project Controlling with Funds Management Define number ranges for posting integration with Controlling Choose business transactions for integration

Activate CO Integration with Funds management- this specifies that the business transactions in Controlling can be integrated into Funds Management. Set checks for CO plan version-it can set the checks for planning functions in Controlling

26. Integration with ProcurementIntegrationThis configuration node consists of Activates functions for Procurement for public sector

1.0 Configuration Elements Requirements1.1 Configuration Element 01: Basic settings for Public Sector management Activate Account Assignment Elements Allow BLANK as Value for Account Assignment Elements1.1.1 Overview of configuration elementThese configuration elements lay out the for the remaining configuration elements within Funds Management as it establishes the frame to which they relate.1.1.2 Document Relationship Entities Note: these relationships might be established in Solution Manager

Related PDDsRelated BPRsRelated FRICEW

N/A General Configuration activity across all PDDs and modulesN/A General Configuration activity across all BPRs N/A General Configuration activity across all FRICEW elements

1.1.3 Configuration Element Design Details i. Define Account Group

Rationale for configuration and configuration changeAs the FM module will be used in the Solution design the FM area has to be defined and FM components and control objects have to be activated. The Solution FM data objects (Fund, Fund Center, Functional Area, Commitment Item, and Budget Period) will be utilized as a replacement for the current Customer IMIS BAC codes.

TypeM - Module Specific

Menu PathIMG > Public Sector Management > General settings for public sector management > Basic settings: Account assignment elements > Activate account assignment elements

TransactionSPRO

ImplementationSteps1. Activate account assignment elements by checking boxes: Fund, Functional area, Grant, Budget period and Funded program to enable the system to use these functions. 2. Make sure you save before exiting the transaction

ii. Allow BLANK as Value for Account Assignment Elements

Rationale for configuration and configuration changeSolution will not permit blank values for Solution Funds Management dimensions.


Menu PathIMG > Public Sector Management > General settings for public sector management > Basic settings: Account assignment elements > Allow BLANK as Value for Account Assignment Elements

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ImplementationSteps1. N/A

1.2 Configuration Element 02: Funds Management Government-Basic Settings

Activate Global Funds Management Functions (PSM-FM) Activate Global Functions for Budgeting Define Global Parameters Activate Multi-Year Budget Execution1.2.1 Overview of configuration elementThe Customer as a public sector organization, which operates based on a Fund Accounting principle. The organization is required to ensure the funds entrusted to it by the General Assembly and Voluntary Contributors are used for the purpose and nature for which the respective fund appropriations or donations were authorized. To meet this objective the SAP Funds Management module will be utilized. Funds Management Government refers to the Customizing settings in other components which are necessary for integrated use with Funds Management.

1.2.2 Configuration Element Design Details

i. Activate Global Funds Management Functions (PSM-FM)

Rationale for configuration and configuration changeThe Customer will activate/deactivate specific functions in the system for the component Management (PSM-FM). Activate Funds Management component for Customer project to enable the functionalities.


Menu PathIMG > Public Sector Management > Funds Management Government > Basic settings > Activate Global Funds Management Functions (PSM-FM)

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ImplementationSteps1. Set the indicator to use the functions in this system.2. Checkmark Funds Management (PSM-FM)3. Make sure you save your entries before you exit the transaction

ii. Activate Global Functions for Budgeting

Rationale for configuration and configuration changeIn this IMG activity, we will activate the Budget Control System (BCS) as an operative budgeting tool of the component Funds Management Government. In this step, Solution will define a from-fiscal year for an FM area for this purpose. The Customer will make a final determination as to the first fiscal year applicable for the Solution implementation during the build phase.


Menu PathIMG > Public Sector Management>Funds Management Government> Basic settings > Activate global functions for budgeting

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ImplementationSteps1. Enter the FM area2. Enter the Fiscal year3. Make sure you save your entries before you exit the transaction

iii. Activate Multi-Year Budget Execution

Rationale for configuration and configuration changeIn this IMG activity, Solution will activate the Multi-Year Budget Execution. IF The Customer operates with two distinct financial periods consisting of a biennium (01 January even year through 31 December of the following odd year) and for Other operations (01 July through 30 June of the subsequent year). To support this requirement as noted by the Solution Steering Committee in the Key Design Decision on the use of a single SAP Company Code it is required therefore use this functionality in conjunction with the SAP FM dimension Budget Period .


Menu PathIMG > Public Sector Management > Funds Management Government > Basic settings > Activate Multi-Year Budget Execution

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ImplementationSteps1. Checkmark: FM Activate Multi-Year Budget Execution (NOTE: you must complete configuration step 19 Actual and Commitment Update/Integration in order to activate Multi-Year Budget)2. Make sure you save your entries before you exit the transaction

iv. Define Global Parameters

Rationale for configuration and configuration changeFor each FM area, the parameters can be maintained differently as per the requirement. FM area text, Budget profile, Fiscal year variant, number range, ranking order (Here you enter the sequence of the objects funds center, commitment item, and fund which are to be valid for an FM area when you select generic entries referring to these objects. If you do not enter a value, the system uses sequence "1" (Funds Center, Commitment Item, Fund).The Customer considers each fund as a separate legal entity, managed through respective organizationalunits (Funds Centers), and responsible for multiple nature of expenses (Commitment Items). Based on this the ranking order for the Solution implementation will be Fund, Funds Center, and Commitment Item.

Menu Path IMG > Public Sector Management > Funds Management Government > Basic settings > Define Global Parameters

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ImplementationSteps1. Select Display/Change icon (eyeglasses/pencil) 2. Position icon at the bottom of the page3. Enter FM Area 1000 or select from drop down menu to the right

4. Make any necessary changes to the FM area text5. Choose Fl. Year Variant K46. No. range no. 017. Ranking order Fund, funds center, commitment item

8. Make sure you save your entries before you exit the transaction

1.3 Configuration Element 03: Fiscal year Variant Assign Fiscal Year Variant to FM Area

1.3.1 Configuration Element Design Detailsi. Assign Fiscal Year Variant to FM Area

Rationale for configuration and configuration changeAssign the fiscal year variant defined above to the Project FM Area 1000 created above.


Menu PathIMG > Public Sector Management > Funds Management Government > Basic settings > Fiscal Year Variant > Assign Fiscal year variant to FM area

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ImplementationSteps1. Select Display/Change icon (eyeglasses/pencil) 2. Select row with FM Area 1000 3. Assign Fiscal year variant K4 4. Make sure you save your entries before you exit the transaction

ii. Define Ranking Order for Selection

Rationale for configuration and configuration changeIn this step, you define the ranking for the objects funds center, commitment item, and fund in the generic search in an FM area.


Menu PathIMG > Public Sector Management > Funds Management Government > Basic settings > Define Ranking Order for Selection of Generic Entries

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ImplementationSteps1. Select Display/Change icon (eyeglasses/pencil) 2. Enter the Ranking Order 5 or select from menu drop down:


iii. Change Message Control

Rationale for configuration and configuration changeThe Funds Management message control settings will be determined during the Solution build phase.

TypeM Module Specific

Menu PathIMG > Public Sector Management>Funds Management Government>Basic settings > Change Message Control

TransactionSPRO

ImplementationSteps1. Click on New Entries icon 2. Select from drop down menu in MsgNo

3. Select from the Online message type:

4. Select the Batch input from the drop down menu:


1.4 Configuration Element 04: Commitment Item, Fund Center, Fund, and Field Status for FM Master Data Elements

Set up Commitment Item Hierarchies Set up Funds Center Hierarchy Set up Fund Types per FM Area and decide the budget scope for each. Field Status for FM Master Data Elements1.4.1 Overview of configuration elementThe funds center hierarchy defines the levels and positioning of funds center master data for reporting and availability control purposes. The fund type is one of the major attributes of Fund Master which allow separating different types of funds based on an organizations definitions. This is a user defined field and the usage can be expanded beyond internal and external funds, if so required.

i. Define Commitment Item Hierarchy Variant

Rationale for configuration and configuration changeIn this step, you create variants for maintaining commitment item hierarchies. Commitment Items hierarchies will be used in availability control (AVC) to control budget differently for different commitment item hierarchies by fund type.


Menu PathIMG > Public Sector Management > Funds Management Government > Master data > Account Assignment elements > Commitment Item > Create Variant in FM Area/Fiscal Year

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ImplementationSteps1. Select Create Variant in FM Area/Fiscal Year node2. Enter or Select FM Area 1000

3. Enter new entries for Commitment Item Hierarchies per screenshot below:

Make sure you save your entries before you exit the transaction

ii. Create and maintain FM fund types

Rationale for configuration and configuration changeWe will create the FM Fund types for theCustomer project. A Fund Type will be used to group funds with similar characteristics such as those received from assessed contributions versus those received from voluntary contributions. Funds types will also be used to distinguish between the operations of regular budget and other mission specific funds. Fund is a master data that will be used to identify the source of Funding. This master data will be used to represent the highest budgetary control point, for the purpose of Fund accounting,Fund master data maintenance includes various master data processes such as creation, change, and deleting or expiring of Fund master records.


Menu PathIMG > Public Sector Management > Funds Management Government > Master data > Account Assignment elements > Fund > Create FM fund types

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ImplementationSteps Select New Entries icon Enter or Select FM Area 1000 Enter FM Fund Type Number, Fund type text, and select the Budget Scope Overall Budget per table below:

FM AreaFund TypeFund Type Text Budget Scope

100010Fund Type Aid

Overall Budget

100020Other Funds Overall Budget

100030Contribution for EducationOverall Budget

100040Overall Budget

100050Overall Budget

Make sure you save your entries before you exit the transaction

iii. Field Status for FM Master Data Elements


Menu PathIMG > Public Sector Management > Funds Management Government > Master data > Account Assignment elements > Edit Field Selection > Edit Field Selection Strings

TransactionSPRO

ImplementationSteps1. Select Edit Field Selection String for Commitment Items and enter field selection screen entry 1000 with selection string per screenshot:

2. Select Edit Field Selection String for Funds Centers and enter field selection screen entry 1000 with selection string per screenshot:

3. Select Edit Field Selection String for Funds and enter field selection screen entry 1000 with selection string per screenshot:

4. Select Edit Field Selection String for Budget Period and use existing FMBY with selection string per screenshot:

5. Select Edit Field Selection String for Funded Programs and enter field selection screen entry 1000 with selection string per screenshot:

6. Select Maintain Field Selection String for Functional Area and use existing FMFA with selection string per screenshot:

7. Select Assign Field Selection Screen and enter new entries 1000 for each column

1.5 Element 05: Funded Program Types Create and maintain funded program types 1.5.1 Overview of configuration elementThe Funded Program dimension usually is used to control and report on cost objects of definitive time-frame (CO Internal Orders or Project System Project activities) within SAP Funds Management. Please note that; Funded program is relevant for search functionality and in selection criteria for reporting and processing.

The funded program type is used to categorize funded programs by common characteristics such as common business processes. When we are using the Funded Program in integrated postings, it is not possible to enter the funded program directly. It must be derived, using rules specified in the FM derivation tool. After activation of funded program, it will be displayed in Sales and Distribution (SD) orders, Plant Maintenance (PM) orders, and in networks or network activities. It is not displayed in purchase requisitions, purchase orders, goods receipts, or any other documents.


iv. Create and maintain funded program types

Rationale for configuration and configuration changeThe Customer intends to use Funded Programs in support of Controlling and Project Systems activities including, inter-alia, Assets under Construction, other Other or IT Projects, and Trust Fund related substantive activities funded by Voluntary Contributions. The Funded Program dimension maybe used to control the overall funding of a Project in SAP Project Systems.


Menu PathIMG > Public Sector Management > Funds Management Government > Master data > Account Assignment elements > Funded program > Create and maintain funded program types

TransactionSPRO

ImplementationSteps1. Select New Entries icon2. Enter Funded program type-4 digit alpha numeric as shown below:3. Enter text-description (the FPType Text) as show below4. Repeat for each line

FPTFPT Text

AENSAssociate Experts (Non-Settlement)

ASWSAssociate Experts (Settlement)

COEVConference & Events

FCTSFacilities Projects

ICTPICT-Projects


1.6 Configuration Element 06: Allocation to account assignments from other components Define account assignment derivation1.6.1 Overview of configuration element This configuration defines the account assignment derivation steps.We use account assignment derivation to automatically determine the values of FM account assignments from other account assignments.The account assignment derivation consists of a sequence of derivation steps - known as the derivation strategy. It is used to sequentially derive the values for FM account assignments from other account assignments.Each derivation step describes how a number of target fields can be filled from a number of source fields.Assign a company code to each strategy and each company code can only be assigned to one strategy.If we do not specify a strategy on the selection screen, the standard SAP strategy is proposed by the system.For each business transaction relevant to Funds Management, account assignment derivation determines values for the FM account assignment elements from other account assignment objects in the related SAP modules. This includes for example FI (Financial Accounting) General Ledger Accounts to FM (Funds Management) Commitment Items.Define account assignment derivation/derivation strategy consists of a sequence of derivation steps. Each derivation step consists of target fields and source fields as per the requirement. 1.6.2 Configuration Element Design Details

i. Define account assignment derivation

Rationale for configuration and configuration changeThe Customer Solution design is to permit transactions processed in SAP Funds Management directly and the SAP modules listed below to post to SAP Funds Management Appropriations, Allotments from assessments and voluntary funding, and all budgetary consumption or statistical uses of budget. This configuration will determine all Fund Management account assignments consisting of Fund, Fund Center, Functional Area, Commitment Item, Grant, and Budget Period.


Menu PathIMG > Public Sector Management > Funds Management Government > Master data > Allocations to Account Assignments from Other Components > Define account assignment derivation

TransactionSPRO

Assign Derivation Strategy Z001 to Customer Company Code 1000

Please create the derivation strategy per the documentation below:

FM Derive Note: Derivation Rule Values are NOT absolute (only illustration/ examples)

This is a very powerful functionality and can be used with a number of permutations and combinations of Source fields / Target Fields and sets of conditions.

The examples given below are only for demonstrating the wide variety of ways this functionality can be used.

Step XX:

Step XX:

Step XX:

Step XX:

Step XX:

Step XX:

1.7 Configuration Element 07: Business Add-Ins (BAdis)1.7.1 Overview of configuration elementThe Customer Solution implementation will activate BAdis to provide access to data elements in other modules not delivered through standard configuration and to reduce user inputs / data errors to data elements in other modules that can be auto created. 1.7.2 Configuration Element Design Details

ii. BAdI for Automatic Generation of FM Master Data: WBS Element for Funded Program

Rationale for configuration and configuration changeTo ensure the proper relationship between the Project System and Funds Management modules of the SAP Solution implementation this BAdi is being implemented to auto create a Funded Program upon the creation of a Project System Work-Breakdown Structure Element (WBSE).

It has been determined that this BADi has been replaced by SAP with T-Code FMDDAUTO, therefore the BADi will not need to be activated.


Menu PathIMG > Public Sector Management>Funds Management Government> Master data> Allocations to Account Assignments from Other Components>Business Add-Ins (BAdIs)>BAdI for Automatic Generation of FM Master Data: WBS Element for Funded Program

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ImplementationSteps1. Technical Team will activate the BAdI.

1.8 Configuration Element 08: Derivation Strategy for Reassignment

Define Derivation Strategy for Reassignment Assign Strategy for Reassignment to FM Area Overview of configuration elementWith the account assignment derivation, the values of the new FM account assignment are determined automatically from previous account assignments. Several target account assignments can be determined for some closing operations that allow amounts to be split over several target account assignments and partial amounts to be included. The account assignment derivation consists of a sequence of derivation steps - the reassignment derivation strategy through the values from FM account assignments are derived from other account assignments. Each derivation step describes how a number of target fields can be filled by a number of source fields. Assign strategy for reassignment to FM Area for closing operations.1.8.1 Configuration Element Design Details i. Define Derivation Strategy for Reassignment

Rationale for configuration and configuration changeThe Solution implementation given its reliance on the Budget Period to ensure proper control of resources apppropriated or donated to a particular fund for a specific Customer financial period will need to ensure that during reassignment the spender and receiver Commitment Item retain the original budget period.


Menu PathIMG > Public Sector Management > Funds Management Government > Master data > Derivation strategy for Reassignment > Define derivation strategy for reassignment

TransactionSPRO

ImplementationSteps1.Enter Derivation strategy Z0012.Enter the description of the derivation strategy per screenshot below:

3.Make sure you save your entries before exiting 4. Highlight line5. Select Maintain Strategy icon 6. Select the Create Step icon 7. Toggle on the derivation rule and click

8. Enter the step description, source fields and target fields per screen shot below:

9. Click Save and then the back button 10. Click the maintain entries icon 11. Click Save and exit button Until back to SPRO

i. Assign Strategy for Reassignment to FM Area

Rationale for configuration and configuration changeThis is a continuation of the configuration per above.


Menu PathIMG > Public Sector Management > Funds Management Government > Master data > Derivation strategy for Reassignment > Assign Strategy for Reassignment to FM Area

TransactionSPRO

ImplementationSteps1. Complete the fields per screen shot below:|

2.Make sure you save before exiting

1.9 Configuration Element 09: Use of master data for Status Management Define Status Profiles1.9.1 Overview of configuration elementA status profile is created by the user in general status management. In a status profile the user can define the sequence in which user statuses can be activated, define initial statuses and allow or prohibit certain business transactions.

i. Define Status Profile

Rationale for configuration and configuration changeThis step tells you how to adapt SAP status management to your specific requirements by creating Status Profiles.SAP status management gives you the option of adding your own user statuses to the system statuses supplied by SAP. You can then assign particular business transactions to the user statuses. The Solution,Project configuration is currently developed to support the other SAP modules. The configuration to support the SAP Grants Management Grantee module is performed as part of the SAP Funds Management configuration. Status profiles will be used in Grants Management to control access based on the status of a donor agreement.


Menu PathIMG > Public Sector Management > Funds Management Government > Master Data > Status Management > Define Status Profile

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ImplementationSteps1. Choose Edit -> New entry.2. Enter GMCUSTOMER to set-up the status profile for Grants Management.3. Enter an explanatory text GM Status for Grant.4. Specify a maintenance language for the status profile. Changes and additions to the status profile can only be made in the maintenance language and must then be translated into the other languages you use. This guarantees that the entries in the profile are complete and consistent.

5. Press Enter to include the status profile in the list.6. Save your entries.

1.10 Configuration Element 10: Use of master data for BCS 1. Activate Account Assignment Elements in Budgeting1.10.1 Overview of configuration element

This configuration will allow activating relevant FM master data for SAP Budget Control System (BCS). As BCS is the standard delivered tool for Public Sector budgeting, FM account assignment elements needs to be specifically activated before being used in BCS transactions.

4.10.3Configuration Element Design Details

i. Activate Account Assignment Elements in Budgeting

Rationale for configuration and configuration changeAll the FM master data elements are to be enabled for using BCS Budgeting transactions in Budgeting Workbench. This screen allows selecting the status for each of the fields separately. Statuses available are: Mandatory, Optional & Not used.These selections need to be consistent with the higher level activation for overall Funds Management under section 4.1. This means that if a master data element is selected not to be used in 4.1 above; it cannot be set as either mandatory or optional here.The Solution design is to have all Fund Management data objects as mandatory, however due to a SAP HCM system requirement the Budget Period will be set to optional and derived for all transactions.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Basic Settings > Use of Master Data > Activate Account Assignment Elements in Budgeting

TransactionSPRO

ImplementationSteps1.Enter FM area 1000For each of the master data (Fund, Budget Period, Fund Center, Commitment Item, Functional Area, Grant, Funded Program) one of the following field status to be selected for during BCS Budgeting: Mandatory Optional Not used (Hide)2.Complete the selections for FM Area 1000 per the screenshot below, please note will need to use the right arrow to make all selections.

3.Make sure you save your entries

4.12 Configuration Element 12: Definition of budget data Define Budget Category Edit Versions4.12.1 Overview of configuration elementThe characteristics of Budget category differentiates between Commitment budget and Payment budget.

4.12.2 Configuration Element Design Deta4.12.2 Configuration Element Design Details

i. Define Budget Categories

Rationale for configuration and configuration changeIn this IMG activity, you determine the budget categories you want to use for an FM area in your organization. The following are budget categories: Commitment budget, Payment budget and Financial budget.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting> Basic Settings > Definition of Budget Data> Define Budget Categories

TransactionSPRO

ImplementationSteps1.Enter FM Area 10002.Select Payment Budget3.Leave the Time Horizon field blank4.Leave Start Next Year unchecked5.Make sure you save your entries

ii. Edit Version

Rationale for configuration and configuration changeIn this IMG activity, you stipulate the versions you want to use for budgeting in your FM area. When managing different budget data, you can work with several operational versions at the same time when using the budget control system in Funds Management.


Menu PathIMG > Public Sector Management>Funds Management Government > Budget Control System (BCS) > Budgeting > Basic Settings > Definition of Budget Data > Edit Versions

TransactionSPRO

ImplementationSteps1.Enter the information per the screen shot below:

2.Make sure you save your entries 3. Once versions defined, there is a transaction FMBOSTAT to run on application side in order to assign Budget Status ALL to version 0 by fiscal year. Per screenshot below: make an additional entry for Fiscal Year XXXX.

4.13 Configuration Element 13: Budget types

Define budget types

4.13.2 Overview of configuration elementBudget Types are customer-defined budget specification in the Budget Control System (BCS). The combination of budget type and budgeting process represents a customer-specific definition of budget values. 4.13.3 i. Define budget types

ationale for configuration and configuration changeThe budget types to differentiate between types of budget postings for documents and reporting. Will be defined as per customer requirement.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Basic Settings > Definition of Budget Data > Budget Types > Define Budget Types

TransactionSPRO

ImplementationSteps1.Enter FM Area 1000 and click 2.Select new entries icon 3.Please complete the table per ,matrix below and Assign Processes

Budget TypeLong DescriptionProcesses

APROAppropriation ReceivedEnter, Return, Send, Supplement

APRIAppropriation Ready for IssueEnter, Return, Send, Supplement

ALLTAllotmentReceive, Send

SALTSub AllotmentReceive, Send

MSBLMember State BalanceReturn

AALT Advance AllotmentEnter, Return

CATHCommitment AuthorityEnter, Return, Send

CARICommitment Authority Ready for Issue

CAWACommitment Authority with AppropriationEnter, Return, Send

CARICommitment Authority Ready for IssueEnter, Return, Send

AREVAllocation Revenue ReceivedEnter, Return, Send

ARRIAppropriation Ready for IssueEnter, Return, Send

GMENOther Revenue ReceivedEnter, Return, Send

GMSPSupplementSupplement

GMTRTransferReceive, Send

GMRTReturnReturn

4. Select the first line and double click Assign Processes.5. Complete per the screen below:

12.Save and exit.

4.14 Configuration Element 14: Document Definition for Budget Entry Define Document Types Maintain Number Range Intervals for Entry Documents Maintain Number Range Intervals for Budget Change Documents Define Number Range Intervals for Document Family Define Budgeting Layout Field Status for Budget Entry Documents Define and Assign Changeable Fields in Budget Documents Define Derivation Strategy for Additional Budget Line ItemsDefine Substitution for Budget Documents4.14.1 Overview of configuration elementBCS Budget Control System includes functions for budget planning, budget monitoring, budget reporting and availability control. The Customer Solution implementation will utilize all functionalities except budget planning. The full Solution Enterprise implementation plans for its budget planning requirements to be provided by a SAP new dimension application.


i. Define Document Types

Rationale for configuration and configuration changeIn this IMG activity, you define the document types you want to use for budget postings in Funds Management. . By using different document types, you can classify budget entry documents according to your user-specific criteria, by assigning meaningful names to the individual document types used within your organization. To facilitate integration with Grants Management the design includes detailed GM document types that roll up to GM01 to be in sync with Grants Management.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Budget Entry > Document Definition > Define Document Types

TransactionSPRO

ImplementationSteps1. Enter Document Type, Text Type, and Number Ranges and select the remaining fields per the embredded file below:

2.Save your entries

ii. Maintain Number Range Intervals for Entry Documents

Rationale for configuration and configuration changeThis step defines the number range interval for budget entry documents of an FM area for each fiscal year for the industry-specific component Funds Management. Additionally, we have included the detailed GM number range intervals as well to be in the 4 series.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Document Definition > Maintain Number Range Intervals for Entry Documents

TransactionFMEDNR

ImplementationSteps1. Enter FM Area 1000 2. Select one of the following: Intervals (eyeglasses icon-Display) , Status (pencil icon-Change) or Intervals (pencil icon-Change) 3. Select Intervals (pencil icon-Change) 4. Click on Insert Interval icon

5. Insert the following to create number ranges: Number, Year, From number (10 digit number), To number (10 digit number), Number Range Status (10 digit number) per embedded file in previous step;

6. Checkmark should be left checked as the Customer will utilize internal number ranges. 7. Make sure to save your entries

iii. Maintain Number Range Intervals for Budget Change Documents

Rationale for configuration and configuration changeIn this IMG activity, you define the number range interval of budget change documents in an FM area for each fiscal year in the component Funds Management.Change documents are always generated, when changes are made to the totals records for existing budget values. Change documents provide a complete history of the changes made to budget values.

The Customer Office of Programm Planning, Budgeting and Accounts (OPPBA) agreed to one continuous number range. There is an outstanding consideration to have an external range for Customer Budget Informaiton System (BIS) appropriations and allotment advices to be transferred to Solution via an interface and possibly a second external range to support conversion.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Document Definition > Maintain Number Range Intervals for Budget Change Documents

TransactionSPRO

iv. Define Number Range Interval for Document Family

Rationale for configuration and configuration changeIn this IMG activity, you define the number range interval to assign document family numbers. Several budget entry documents are grouped togetherder one document family which is created at the same time in a mass activity. This will be used in the Customer implementation to support mass upload of allotments at the beginning of a budget period.The document family number references all the budget entry documents generated at the same time in a mass rCustomerand makes drilldown reporting and further processing easier (such as a mass reversal with the program Reverse documents). In this way, an entry document also gets a document family number as well as the individual budget entry-document number. The respective document family is displayed in the budgeting workbench in the header data of a budget entry document. For entry documents without a family document, the Document Family field in the budgeting workbench is hidden.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Document Definition > Define Number Range Interval for Document Family

TransactionSPRO

ImplementationSteps1. Enter FM Area 10002. Select one of the following: Intervals (eyeglasses icon-Display) , Status (pencil icon-Change) or Intervals (pencil icon-Change) 3. Select Intervals (pencil icon-Change) 4. Click on Insert Interval icon 5. Insert the following to create number ranges: Number, Year, From number (10 digit number), To number (10 digit number), Current Number (10 digit number)

6. Checkmark if the number range interval is external. 7. Make sure you save your entries.

v. Define Layout for Budgeting Workbench

Rationale for configuration and configuration changeIn the budgeting workbench, you can define whether a specific input field appears in the header area of the budgeting workbench.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Document Definition > Define Layout for Budgeting Workbench

TransactionSPRO

ImplementationSteps1. You will see the following screen with standard SAP budget workbench layouts:

2. Select the icon New Entries 3. The following screen will appear:

4. Enter the following Layout Variant Z0001 and Description Customer All Account Assignment Elements in Line Item.5. Select from the drop-down menu the fields and enter the respective column position number as shown in the screenshot below:

6. Make sure you save your entries

vi. Field Status for Budget Entry Documents

Rationale for configuration and configuration changeIn this IMG activity, you can create and delete field status variants for Budget Control System (BCS). A field status variant enables you to control whether the fields your users see when they create budget entry documents are hidden, displayed, optional, or mandatory.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Field Control for Budget Entry Documents > Field Status

TransactionSPRO

ImplementationSteps1. Select Define Field Status Variant node2. Define Field Status Variant ZZ01

3. Select Assign Field Status Variant node4. Assign ZZ01 to FM Area 1000per screenshot below

5. Select Define Field Status Group node6. Define Field Status Group ZZ01

7. Select Assign Field Status Group node8. Enter values per embedded spreadsheet below:

9. Select Maintain Field Status Definition node10. Edit Field Status Definition ZZ01 per screenshots below:

11. Select Assign Field Status definition node:

vii. Changeable Fields in Budget Documents

Rationale for configuration and configuration changeIn this IMG activity, you define a profile of changeable fields for your pre-posted and posted budget documents.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Field Control for Budget Entry Documents > Changeable Fields in Budget Docs

TransactionSPRO

ImplementationSteps12. Select Define Profile of Changeable Fields in Budget Docs node13. Define Profile 1000 for Changeable Fields per screenshot below

14. Select Edit Profile for Preposted documents and define changeable fields per screenshot below

4. Select Edit Profile for Posted documents and define changeable fields per screenshot below

15. Select Assign Profile of Chngble Flds to Doc. Types node16. Assign Profile 1000 to all document types * per screenshot below

17. Select Activate Change Log for Preposted Budget Documents node18. Activate change history per screenshot below

viii. Define Derivation Strategy for Additional Lines

Rationale for configuration and configuration changeIn the budgeting workbench, you can create additional budget lines to post automatically via the derivation strategies in this configuration node.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Additional Budget Line Items > Define Derivation Strategy for Additional Budget Line Items

TransactionSPRO

ImplementationStepsCreate derivation strategy per below screenshots

Only master data that needs overwrite

1.

4.15 Configuration Element 15: Control Budgeting Flow Activate Period Control Edit Status Define Key Figures - A key figure is made up of aggregated posting data from user-defined data sources. Define Distribution Keys Define and Assign Check Libraries4.15.1 Overview of configuration element

In the Solution environment, the Customer seeks to restrict access to post budgetary documents to open periods within the FM Area fiscal year (January December). To achieve this control the system requires the activation of period control for budgeting. The Customer intends todertake Budget Formulation outside of the SAP Funds Management (FM) module, therefore only one status definition all is required. Additionally, based on the system configuration of Multi-Year Budget Execution (MYBE) and Budget Period and the Customer definition of a Fund Balance at the end of a period, it is required to establish a Key Figure to calculate the Fund Balance.


i. Activate Period Control

Rationale for configuration and configuration changeThe Customer requires the ability to control posting of budget documents only to open periods.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Control Budgeting Flow > Activate Period Control

TransactionSPRO

ImplementationSteps1. Select New Entries icon 2. Select FM area 1000 from drop-down menu3. Select Budget Version 0 (zero) from drop down menu4. Checkmark Period Control. The complete screen is shown below:

5. Make sure you save your entries 6. Click the back icon twice to finish this step.

ii. Edit Status

Rationale for configuration and configuration changeThe Customer will apply budget period control to all phases: budget entry, budget consumption, changes to the approved budget, including transfers, reductions / supplements, and to budget blocks, of the budgetary process that are in scope.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Control Budgeting Flow > Edit Status

TransactionSPRO

ImplementationSteps1. Select New Entries icon 2. Select FM area 1000 from drop down menu 3. Enter Status all 4. Enter description (S) 6 character length short description5. Enter description (L) 35 character length long description6. The result is shown in the screen shot below, please note FM Area 0001 is a standard SAP delivered FM Area and is not applicable to the Solution implementation. 7. Make sure you save your entries 8. Highlight FM Area 1000 line and select folder. The following blank screen will appear:

9. Add New Entries by Budget Type & Process per embedded spreadsheet. Note: Budget Category = Payment and Authorization Group = blank for all values

iii. Define Key Figures

Rationale for configuration and configuration change The Solution implementation requires a specific calculation of the Fund Balance for use in end of a budget period cycle.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting> Control Budgeting Flow > Define Key Figures

TransactionFMKF_DEF

1.

ImplementationSteps2. Click the create icon (blank paper) 3. Define the key figure with an alphanumeric name beginning with 2 of the same letters, for example: YY or 4. Enter _Customer Residual as the Key Figure in the pop-up window as shown below:

5. Click the checkmark

6. Complete the fields on the screen as shown below:

7. Click the Select data source icon

8. Click on create icon

9. Populate tab Budget Data per sreenshot below:

10. Select Posting Data tab

11. Click on create icon

12. Populate tab Posting Data per screenshot below:

13. Make sure you save your entries 14. Select Category Tab and checkmark the boxes per the screenshot below:

15. Make sure you save your entries

16. Repeat for BUDGET_TRAN.17.

iv. Define Distribution Keys

Rationale for configuration and configuration changeBy defining a distribution key, you can distribute plan totals over individual plan periods. The Project implementation will require the ability to post an Allotment Advice (Spending Authority) to the specific month the document is approved without distribution.


Menu PathIMG > Public Sector Management > Funds Management Government > Budget Control System (BCS) > Budgeting > Control Budgeting Flow > Define Distribution Key

TransactionGP30

ImplementationSteps1. Expand the user-defined folder.

2. Click the folder Independent and Using the right mouse button, choose Create.

3. Enter Z001 as the distribution and complete the description of the distribution key as shown in screenshot below:

4. Click checkmark

5. Under the Distribution factors tab complete per screenshot below:

6. Click save and complete the pop-up window shown below according to Project Transport Request standards:

7. Repeat the above to create distribution keys for periods 2 12. Please note the format of distribution factors per the screenshot below for period Z010. Each of the subsequent distribution keys will be added to the same Transport Request.

4.15.3 Overview of configuration elementIn this step you define budget availability control settings for the budget control system.

4.15.4 Configuration Element Design Detailsi. Edit Derivation Strategies for Activity Groups

Rationale for configuration and configuration changeAll posting procedures relevant for availability control are divided into activity groups. You can enter various availability control tolerance limits for each activity group.In addition to the activity groups delivered by SAP, you can create your own activity groups and define the combination of the posting procedures contained in them.In this IMG activity, you can subdivide postings according to their posting procedures.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control> Activity Groups>Edit Derivation Strategy for Activity Groups

TransactionFMAVCDERIVACTG

ImplementationSteps1. Select the Change/Display icon (eyeglasses & pencil) These are standard delivered by SAP

2. Select Create Step by double-clicking on the Create Step icon 3. User can create a Derivation Rule or an Assignment. The pop-up window will default to Derivation rule as shown below, please choose Assignment and click the checkmark.

4. Complete the Derivation Strategy step as shown below:

5. Save your entry and click back icon .6. Create the next step per the screenshot below:

7. Create the next step per the screenshot below:

8. Save your entry and click back icon .9. Complete the next step per the screenshot below:

ii. Edit Tolerance Profiles

Rationale for configuration and configuration changeIn this IMG activity, you define the tolerance profile for the active availability control in the budgeting of Funds Management (FM).For each tolerance profile, you define whether you only want to work with percentage usage rates or also with maximum permissible absolute differences. If you allow absolute variances as tolerance limits, you must assign a currency to the tolerance profile - this currency must match your FM area currency.In a tolerance profile you group together the tolerance limits for the different activity groups. You can define one or more tolerance limits for each activity group by specifying different usage rates or also absolute variances. You also define the check sequence of the different tolerance limits. Assign a message type to each of these defined check events. As message type, an error message, a warning, or information can be issued.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control>Edit Tolerance Profiles

TransactionSPRO

ImplementationSteps1. Select icon, this allows the user to create new tolerance profiles per below screenshot:

2. Select Maintain Tolerance Limits and configure each profile per screenshots below:1. Tolerance Profile Customer (Maintain Tolerance Limits):

2. Tolerance Profile EX (Maintain Tolerance Limits):

3. Tolerance ProfileOV (Maintain Tolerance Limits):

4. Tolerance ProfilePR (Maintain Tolerance Limits):

i. Define Blocking Reasons

Rationale for configuration and configuration changeIn this step you define the blocking reasons for the earmarked funds and value adjustment documents. With these blocking reasons you can block a document or document item for manual processing.


Menu PathIMG > Public Sector Management > Funds Management Government > Funds Management-Specific Postings > Earmarked Funds and Funds Transfer > Define Blocking Reasons

TransactionSPRO

ImplementationSteps1. Select New Entries 2. Enter Block Number, two digit alphanumeric characters3. Enter Block Description and Reason, fifty digit alphanumeric characters4. Save your work

ii. Change Message Control

Rationale for configuration and configuration changeIn this step you define the messages the users will see when tolerance limits are invoked.


Menu PathIMG > Public Sector Management > Funds Management Government > Funds Management-Specific Postings > Earmarked Funds and Funds Transfer > Change Message Control

TransactionSPRO

ImplementationSteps1. Select New Entries 2. Add messages as shown below

4.16 Configuration Element 19: Actual and Commitment Update/Integration Assign Update Profile to FM Area Override Update Profile to FM Area Make Other Settings Down Payment for Earmarked Funds Activate/Deactivate Funds Management

iii. Activate/Deactivate Funds Management

Rationale for configuration and configuration changeIn this IMG activity, you activate the Funds Management (FM) account assignment derivation and update of documents from the feeder components for FM


Menu PathIMG>Public Sector Management>Funds Management Government>Actual and Commitment Update/Integration>Activate/Deactivate Funds Management

TransactionSPRO

ImplementationSteps1. Ensure both checkboxes selected for company code 1000 per screenshot:

2. Save your work

4.20 Configuration Element 20: FM Line Items for Basic Settings Define Number Ranges for Actual Transactions Assign Number Range to FM Area

4.20.1 Overview of configuration elementi. For a given FM Area, number ranges need to be defined for FM ledger documents (actual postings), per FM areaii. For a given FM Area, number ranges need to be assigned to an FM Area

4.20.2 Document Relationship Entities Note: these relationships might be established in Solution Manager

____________________________________________________________________________________1.22 Configuration Element 22: Integration with Cost and Project Controlling and Materials Management Define number ranges for posting integration with Controlling Choose Business Transactions for Integration Activate Integration and Project Cost Controlling Set Checks for CO Planned Version Set Tolerances for MM documents

4.22.1 Overview of configuration element

i. In this step, you create, per FM, the number ranges for the actual data documents in Funds Management which are created due to Controlling business transactions.ii. In this step, assign those CO transactions that should post into the FM ledger (and whether the transaction(s) is/are budget-relevant) per FM Areaiii. In this step, the user activates CO/FM integrationiv. In this IMG activity, you can set the checks for planning functions in Controlling.

=

i. Activate Integration Costs and Project Controlling

Rationale for configuration and configuration changeIn this IMG activity, you select the Controlling business transactions for an FM area which are to be reflected in Funds Management.


Menu PathIMG > Public Sector Management > Funds Management Government > Actual and Commitment Update/Integration > Integration>Integration with Cost and Project Controlling > Activate Integration Costs and Project Controlling

TransactionSPRO

ImplementationSteps1. Select Display/Change 2. Changes can be made to CO Integr., Active HR from and No Checks:

3. Save your work

4.23 Configuration Element 17: Settings for availability control ledger Maintain Customer-Specific Check for Availability Check (Assign Tolerance Profile & Strategy for Control Objects) Define Filter Settings for Budget Values Define Filter Settings for Commitment/Actual Values Define Derivation Strategy for Control Object Define Derivation Strategy for Tolerance Profile Assign Tolerance Profiles and Strategy for Control Object Select Checking Horizon for Availability Control Define Activation of Availability Control4.17 4.18 4.19 4.20 4.21 4.22 4.23 4.23.1 Overview of configuration elementUser maintains the list of availability control ledgers (AVC ledgers). You can define new (customer-defined) availability control ledgers, modify some of their attributes, or delete ledgers, providing some conditions are fulfilled.


i. Maintain Customer-Specific Ledger for Availability Check

Rationale for configuration and configuration changeIn this IMG activity, you maintain the list of availability control ledgers (AVC ledgers). You can define new (customer-defined) availability control ledgers, modify some of their attributes, or delete ledgers, providing some conditions are fulfilled. SAP provides standard AVC ledgers, 9H FM PB (Payment Budget) and 9I FM CB (Commitment Budget) Availability Control.The Customer requires three AVC control ledgers within FM, which will be supplemented by the SAP Grants Management Grantee Module for Sponsored Program and Sponsored Class AVC based on Donor Agreements. The three ledgers will provide the following control:Ledger 9H will provide availability control based on all SAP FM dimensions, however payroll transactions will be exempt from AVC;

Ledger Z1 will provide a hard-stop based on the SAP FM Fund dimension for all transactions, except payroll once 100% of the budget has been consumed;

Ledger Z2 will provide a warning when payroll transactions exceed the Fund Center released budget amount.When creating a new AVC ledger, you can have most of its attributes copied from a reference ledger taken as template. The following settings and assignments are copied from the reference ledger: Filter settings for budget values Assignment of tolerance profiles and derivation strategy for control objects Assignment of checking horizon for availability control


Menu PathIMG > Public Sector Management>Funds Management Government > Budget Control System (BCS) > Availability Control> Settings for Availability Control Ledger > Maintain Customer-Specific Ledger for Availability Check

TransactionSPRO

ImplementationSteps1. Select the Change/Display icon (eyeglasses & pencil) 2. New Entries allows the user to create new Ledgers3. Enter a two digit alphanumeric character for Ledger4. Enter a Ledger Name, 26 digit alphanumeric character length5. Select from the menu drop down for Data Source for Consumed Amount the following are the selections available: FM (Commitment budget (CB), FM Financial Budget, FM Payment Budget (PB), FM CB Commitment/Actual Data and FM PB Commitment/Actual Data6. Select from the menu drop down for Data Source for Consumable Budget the following are the selections: FM Commitment Budget (CB), FM Financial Budget and FM Payment budget (PB)7. Make sure you save your entries

ii. Define Filter Settings for Budget Valuesi.

Rationale for configuration and configuration changeIn this IMG activity, you define which budget values should be included in active availability control.You generally define the total consumable budget against which consumable budget (commitment or actual values) is checked using the AVC filter settings. You define this in the activity Define the Consumable Budget.You also have the option of creating your own availability control ledger in which you check budget values against the consumable budget instead of consumed amounts.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control> Settings for Availability Control Ledger>Define Filter Settings for Budget Values

TransactionSPRO

ImplementationSteps1. Choose an activity by double-clicking on the activity line:

2. Enter FM Area 10003. Enter control ledgers Z1 and Z2 per screenshot below:

1. Make sure you save your entries 2. Highlight Z1 ledger row and select 3. Enter Budget types per screenshot below:

Z1 - Ledger

14. Repeat steps 12 and 13 per screenshot below:Z2 - Ledger

iii. Define Filter Settings for Commitment/Actual Valuesii.

Rationale for configuration and configuration changeIn this IMG activity, you define the actual and commitment values that should be excluded from active availability control.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control> Settings for Availability Control Ledger>Define Derivation Strategy for Commitment/Actual Values

TransactionSPRO

ImplementationSteps1. Select allows the user to create new ledgers:

2. Select Exclude Value Types and exclude value types for each ledger per screenshots below:

3. Save your entries

iv. Define Derivation Strategy for Control Objectsiii.

Rationale for configuration and configuration changeEach FM account assignment in which you create budget or to which you post budget consumption is assigned an account assignment in the availability control ledger. In this IMG activity, you define the logic on how the account assignments of the availability control ledger ( availability control object) should derive the budget addresses and posting addresses.The derivation strategy that you define in this IMG activity controls the assignment of the control object to one or more budget addresses. For a budget posting, the corresponding control object is determined on the basis of this derivation strategy. Budget postings are updated in the AVC in a single step. In comparison, actual/commitment postings are updated in two steps in the AVC, using two consecutive derivation strategies. First the corresponding budget address is determined from the posting address - this occurs with the derivation strategy of the budget structure (IMG activity Define Derivation Strategy for Budget Addresses). The control object is then derived from the respective budget address in the same way as the budget posting.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control> Settings for Availability Control Ledger>Define Derivation Strategy for Control Objects

TransactionABADO

ImplementationSteps1. Select allows the user to create 2 derivation strategies per below:

2. Double click on Z1 strategy and create derivations per requirement :

3. Save your entries

v. Define Derivation Strategy for Tolerance Profiles

Rationale for configuration and configuration changeIn this IMG activity you define the derivation rules with which you can replace the standard tolerance profile by an alternative tolerance profile.You normally assign a standard tolerance profile to the availability control ledger for each fiscal year and FM area. This defines the tolerance limits for all postings.If you want to make the tolerance limits valid for postings to certain FM account assignments or users, you can define a derivation rule which derives an overriding tolerance profile with different tolerance limits for the relevant FM account assignments.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control> Settings for Availability Control Ledger > Define Derivation Strategy for Tolerance Profiles

TransactionSPRO

ImplementationSteps1. Select allows the user to create new derivation strategy per below:

2. Double click on Z1 strategy and create derivations per below:

ZZ

3. Double click on Z2 strategy and create derivations in the similer manner as per requirement:4. Save your work

vi. Assign Tolerance Profiles and Strategy for Control Objects

Rationale for configuration and configuration changeIn this IMG activity you define the derivation of availability control objects and the assignment of the tolerance profile for each availability control ledger.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control> Settings for Availability Control Ledger > Assign Tolerance Profiles and Strategy for Control Objects

TransactionSPRO


2. Save your work

vii. Select Checking Horizon for Availability Control

Rationale for configuration and configuration changeIn this IMG activity you define how the checking horizon is selected for availability checks in a specified control ledger.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control> Specify Checking Horizon > Select Checking Horizon for Availability Control

TransactionSPRO


2. Save your work

viii. Define Activation of Availability Control

Rationale for configuration and configuration changeIn this IMG activity, you activate availability control by assigning an activity status for each ledger and fiscal year (from year). There are currently five activation statuses available for each availability control ledger: Ledger not active, Active without availability checks, Active with usual check logic, Active with soft check logic, Active with strict check logic for document chains and Active with strict check logic.


Menu PathIMG > Public Sector Management>Funds Management Government> Budget Control System (BCS) > Availability Control> >Define Activation of Availability Control

TransactionSPRO

ImplementationSteps1. Select to add Z1 and Z2 control ledger. Leave Revenue box checked

4.24 Configuration Element 18: Earmarked Funds and Funds transfers Maintain Global Settings Assign Field Status Variant to Company Code Define Field Status Groups Define Field Selection String Assign Field Selection StringTolerance Keys Define Document TypesAccount Assignment Transfer

Define Blocking Reasons

4.24.1 Overview of configuration element

iii. Maintain Global Settings

Rationale for configuration and configuration changeIn this step you can activate or deactivate specific functions for Earmarked funds.Check in Local CurrencyIf this function is active, a check in Local currency takes place when reducing earmarked funds with other documents.Value adjustment requiredIf this function is active, no amount changes may be performed on an earmarked funds document. An additional document, a value adjustment document, must be entered in order to change the amount of earmarked funds.


Menu PathSPRO

TransactionIMG > Public Sector Management>Funds Management Government> Funds Management-Specific Postings>Earmarked Funds and Funds Transfer > Maintain Global Settings

ImplementationSteps1. Checkmark: Check in local Curr. or Value adjustment docs required2. Save your work

4.24.2 Configuration Element Design Detailsiv. Define Field Status Variant

Rationale for configuration and configuration changeIn this step you assign a define a field status variant for earmarked funds documents


Menu PathIMG > Public Sector Management > Funds Management Government > Funds Management-Specific Postings > Earmarked Funds and Funds Transfer > Field Control for Earmarked Funds and Funds Transfers > Define Field Status Variant

TransactionSPRO

ImplementationSteps1. Select the New Entries icon: 2. Enter FMRE per screenshot below:

3. Save your work

v. Assign Field Status Variant to Company Code

Rationale for configuration and configuration changeIn this step you assign a field status variant to your company codes. You can assign a field status variant to as many company codes as you want.


Menu PathIMG > Public Sector Management > Funds Management Government > Funds Management-Specific Postings > Earmarked Funds and Funds Transfer > Field Control for Earmarked Funds and Funds Transfers > Assign Field Status Variant to Company Code

TransactionSPRO

ImplementationSteps4. Select the Change/Display icon (eyeglasses & pencil) 5. Click on Status Variant Field for CoCd 1000 Customer6. Enter StatusVar: FMRE per screenshot below.7. Fld. Stat.descrptn this field will automatically populate by SAP8. Save your work

vi. Define Field Status Group

Rationale for configuration and configuration changeIn this step, you define field status groups. You must assign the field status groups, along with a field status variant, to a field selection string, and enter them when defining document types.By defining the field selection string, you determine which fields are optional, required or hidden when you enter documents. The document types classify the business transactions (such as funds blocking and funds commitments) in Funds Management.You can define separate field status groups for the various business transactions and control document entry by defining the field selection and document type accordingly


Menu PathIMG > Public Sector Management>Funds Management Government> Funds Management-Specific Postings>Earmarked Funds and Funds Transfer > Field Control for Earmarked Funds and Funds Transfers>Define Field Status Groups

TransactionFMU5

ImplementationSteps1. Select the New Entries icon: 2. Enter Field Status Group, a four digit alphanumeric character

Enter Name, a twenty-six digit alphanumeric character field3. When you have more than one line entered, you can change the sequence in which the Field Status Groups appear by clicking on the Position icon in the bottom of the screen:

4. Next select from the menu drop down the Field Status Group that you wish to go to, once selected the cursor will position on that field 5. Save your work

vii. Define Field Selection String

Rationale for configuration and configuration changeIn this step, you can define the field selection strings - that is, you can specify which fields are ready for entry, required or hidden during Earmarked funds and transfers. In another step, you must assign a field status variant and field status group to the field selection string.Temporary Note: Customer to date has decided to define the field selection string configuration by FM Area (1000)


Menu PathIMG > Public Sector Management>Funds Management Government> Funds Management-Specific Postings>Earmarked Funds and Funds Transfer > Field Control for Earmarked Funds and Funds Transfers>Define Field Selection String

Transaction SPRO

ImplementationSteps1. Select the New Entries icon: 2. Enter Field Selection string, eleven digit alphanumeric characters3. Enter Name, nineteen digit alphanumeric characters

4. Save your work Field Selection String 1000 (60 entries)Maintain as per requirement

Field Selection String 1001 (60 entries)

viii. Assign Field Selection String

Rationale for configuration and configuration changeIn this step, you can define the field selection strings - that is, you can specify which fields are ready for entry, required or hidden during Earmarked funds and transfers. In another step, you must assign a field status variant and field status group to the field selection string.


Menu PathIMG > Public Sector Management>Funds Management Government> Funds Management-Specific Postings>Earmarked Funds and Funds Transfer > Field Control for Earmarked Funds and Funds Transfers>Assign Field Selection String

TransactionFMUN

ImplementationSteps1. Select the New Entries icon: 2. Enter Field Status Variant, four digit alphanumeric characters3. Enter Field Status Group, four digit alphanumeric characters 4. Enter Field Selctn string, eleven digit alphanumeric characters (1000, 1001, 1002 only)

5. Save your work

ix. Define Tolerance Keys

Rationale for configuration and configuration changeIn this step, you define the tolerance levels for earmarked funds documents


Menu PathIMG > Public Sector Management>Funds Management Government> Funds Management-Specific Postings>Earmarked Funds and Funds Transfer > Define Tolerance Keys

TransactionSPRO

ImplementationSteps1. Select the New Entries icon: 2. Enter Z01 tolerance limit

3. Save your work

x. Define Tolerance Limits for Differing Amounts

Rationale for configuration and configuration changeIn this step, you define the tolerance levels for earmarked funds documents


Menu PathIMG > Public Sector Management>Funds Management Government> Funds Management-Specific Postings>Earmarked Funds and Funds Transfer > Define Tolerance Limits for Differing Amounts

TransactionSPRO

ImplementationSteps1. Select the New Entries icon: 2. Enter Z01 tolerance limit with $4000.00 and Percentage

2. Save your work

xi. Define Document Types

Rationale for configuration and configuration changeIn this IMG activity, you create the document types for the documents in Funds Management. Document types are used to classify the documents. You can define characteristics for each document type which control how the document is entered or they may be recorded in the document itself. For each document type, you must specify:A number range intervalA field status group.The field status group, together with the field status variant, determines, by way of its assignment to a field selection string, which fields are optional, required or hidden when you post documents in your FM area.


Menu PathIMG > Public Sector Management>Funds Management Government>Funds Management-Specific Postings>Earmarked Funds and Funds Transfer > Define Document Types

TransactionFMU1

ImplementationSteps1. Select New Entries: Enter values per embedded spreadsheet

2. Select a Document Category by using the drop down selection: Funds transfer Funds block Funds reservation Funds precommitment Funds commitment 3. Forecast of Revenue4. DT (Document Type): this defaults according to selection of Category just entered.5. Enter Document Type Description, twenty-one alphanumeric characters6. Enter Number for Number Range, two digits7. Enter Residence, three digits8. Enter Field Status Group, four digit alphanumeric9. Enter Template Type, four digit alphanumeric10. Enter Tolerance Key, four digit alphanumeric 11. Checkmark Control Data: Start Workflow Negative Values Derive G/Lacc. Add. Redctn Logic of Earmarked Funds12. Select a Form Type from the drop down menu: Smart Forms PDF-Based Forms13. Select a Name from the drop down menu of the SAP Smart Forms14. Save your work

xii. Account Assignment Transfer

Rationale for configuration and configuration changeIn this IMG activity, these settings are used to ensure that each follow-on document in earmarked funds documents gets the account assignment from the previous document.


Menu PathIMG > Public Sector Management>Funds Management Government>Funds Management-Specific Postings>Earmarked Funds and Funds Transfer > Account Assignment Transfer > Define Account Assignment Transfer

TransactionFMU1

ImplementationSteps1. Select New Entries: and enter UN001 rule

2. Select Maintain Fields to be Transferred and select active items as per below

3. Assign Rules as active

4. Save your work

xiii. Define Blocking Reasons

Rationale for configuration and configuration changeIn this step you define the blocking reasons for the earmarked funds and value adjustment documents. With these blocking reasons you can block a document or document item for manual processing.


Menu PathIMG > Public Sector Management > Funds Management Government > Funds Management-Specific Postings > Earmarked Funds and Funds Transfer > Define Blocking Reasons

TransactionSPRO

ImplementationSteps5. Select New Entries 6. Enter Block Number, two digit alphanumeric characters7. Enter Block Description and Reason, fifty digit alphanumeric characters8. Save your work

xiv. Change Message Control

Rationale for configuration and configuration changeIn this step you define the messages the users will see when tolerance limits are invoked.


Menu PathIMG > Public Sector Management > Funds Management Government > Funds Management-Specific Postings > Earmarked Funds and Funds Transfer > Change Message Control

TransactionSPRO

ImplementationSteps3. Select New Entries 4. Add messages as shown below

4.25 Configuration Element 19: Actual and Commitment Update/Integration Assign Update Profile to FM Area Override Update Profile to FM Area Make Other Settings Down Payment for Earmarked Funds Activate/Deactivate Funds Management

4.25.1 Overview of configuration elementi. For a given FM Area, set the Update profile, which discerns which budget categories to use, which document date to use to assign the period in FM, and whether commitments/budgets are to be carried over at year-endii. For a given FM Area, override the update profile to track PBETiii. For a given FM Area, update the controls


ii. Assign update profile to FM Area

Rationale for configuration and configuration changeIn this step you define your update profile per FM area.You make the following specifications in the existing update profiles: With which budget categories you want to work Payment budget Payment budget and commitment budget Which document date (such as purchase order, invoice, payment) is to be used when assigning commitment/actual data to a period in Funds Management, that is in which period the actual data is displayed in the information system for the payment budget and/or the commitment budget Update period from posting date/document date. Update period from due date Whether the commitments and budget are allowed to be carried forward at the fiscal year change and for which value typesCustomer


Menu PathIMG > Public Sector Management > Funds Management Government > Actual and Commitment Update / Integration > General Settings > Assign Update Profile to FM Area

TransactionOF37

ImplementationSteps1. Select Display/Change 2. Enter FM Area3. Enter Name of FM Area4. Enter the Update Profile, 0001015. Save your work

ii. Override Update Profile to FM Area

Rationale for configuration and configuration changeIn this IMG activity, you can override the valid settings of an update profile in the standard system.The Customer requires historical information related to encumbrance postings in SAP Funds Management to support deliverables in subsequent financial periods and historical reporting.


Menu PathIMG > Public Sector Management > Funds Management Government > Actual and Commitment Update/Integration > General Settings > Override Update Profile

TransactionSPRO

ImplementationSteps1. Select line with Update Profile 0001012. Select the folder -> By Update Profile3. Encumbrance Tracking radio buttons should be set as follows:

4. Save your work

iv. Make Other Settings

Rationale for configuration and configuration changeIn this IMG activity, you can define: When the goods receipt should be included in Funds Management The process by which tax should be displayed Whether the derivation of FM Account Assignments only occurs for real Controlling Objects or also for statistical Controlling objects. Which documents should be used for determining the Carryforward Level Which Currency Type is used for currency integration (see section "Define Currency Type for Currency Integration") Whether sales orders should be updated in FM


Menu PathIMG>Public Sector Management>Funds Management Government>Actual and Commitment Update/Integration>General Settings>Make Other Settings

TransactionOFUP

ImplementationSteps1. Select New Entries

2. Enter FM Area, 10003. Next select from the options below: Ensure Only Use Real CO Objects selected

4. Save your work

v. Down Payment for Earmarked Funds

Rationale for configuration and configuration changeIn this IMG activity, you can define which fields are available for input and/or display on down payments and down payment requests. It also defines the automatic down payment clearing by document type.


Menu PathIMG>Public Sector Management>Funds Management Government>Actual and Commitment Update/Integration> Integration > Financial Accounting Integration (new) > Down Payment for Ear

Funds Management Configuration and Design

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Transcript of Funds Management Configuration and Design