SAP ECC 6.00 April 2007 English
Budget Control System Basic Configuration Public Sector (PS1) Building Block Configuration Guide
SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany
SAP Best Practices
Building Block Title: Configuration Guide
Copyright
© Copyright 2007 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. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
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SAP Best Practices
Building Block Title: Configuration Guide
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SAP Best Practices
Building Block Title: Configuration Guide
Contents Budget Control system: Configuration Guide.................................................................................7 1 Purpose........................................................................................................................................7 2 Preparation..................................................................................................................................7 2.1 Prerequisites.........................................................................................................................7 2.1.1 Building Blocks................................................................................................................7 2.2 Uploading the Configuration Role..........................................................................................7 3 Configuration................................................................................................................................8 3.1 Basic Settings........................................................................................................................8 3.1.1 Activate Extension Set IS-PS..........................................................................................8 3.1.2 Activate Global Funds Management Functions (PSM-FM) ............................................8 3.1.3 Activate Global Functions for Budget Control System (BCS)..........................................8 3.1.4 Assign Fiscal Year Variant to FM Area...........................................................................9 3.2 Master Data.........................................................................................................................10 3.2.1 Account Assignment Elements.....................................................................................10 3.2.1.1 Activate Account Assignment Elements.................................................................10 3.2.1.2 Allow BLANK as Value for Account Assignment Elements.....................................10 3.2.1.3 Activate Account Assignment Elements in Budget Control System........................11 3.2.1.4 Deactivate Account Assignment Elements in Controlling.......................................11 3.2.2 Creating a Fund............................................................................................................12 3.2.3 Funds Center................................................................................................................13 3.2.3.1 Create/Change Hierarchy Variant..........................................................................13 3.2.3.2 Assign Hierarchy Variant to FM Area.....................................................................14 3.2.4 Fund .............................................................................................................................14 3.2.4.1 Create FM fund type...............................................................................................14 3.2.4.2 Create fund ............................................................................................................15 3.2.5 Derivation of account assignment elements.................................................................16 3.2.5.1 Define Account Assignment Derivation..................................................................16 3.2.6 Budget Structure...........................................................................................................28 3.2.6.1 Create Budget Structure.........................................................................................28 3.2.6.2 Define Settings for the Budget Structure................................................................28 3.3 Budgeting............................................................................................................................29 3.3.1 Choose Budget Category..............................................................................................29 3.3.2 Define Budget Types....................................................................................................30 3.3.3 Assign Budget Types to Processes..............................................................................31
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SAP Best Practices
Building Block Title: Configuration Guide
3.3.4 Define Budget Type Groups..........................................................................................32 3.3.5 Define Budget Type for Consumption per Fund............................................................32 3.3.6 Edit Versions.................................................................................................................33 3.3.7 Define Document Types...............................................................................................34 3.3.8 Maintain Number Range Interval for Entry Documents.................................................35 3.3.9 Maintain Number Range Interval for Budget Change Documents................................35 3.3.10 Define Number Range Interval for Document Family..................................................36 3.3.11 Define Layout for Budgeting Workbench ...................................................................36 3.3.12 Activate period control................................................................................................37 3.3.13 Edit Status...................................................................................................................39 3.3.14 Define Templates for Budget Texts/Budget Memos....................................................40 3.3.15 Define Key Fields for Budget Texts.............................................................................40 3.3.16 Activate Processing Mode for Budget Texts ..............................................................41 Use.......................................................................................................................................41 3.3.17 Assign Status to a Version..........................................................................................41 3.4 Availability Control...............................................................................................................42 3.4.1 Check standard customizing for availability control (copy from 000).............................42 .............................................................................................................................................42 3.4.2 Edit Derivation Strategy for Activity Groups..................................................................43 3.4.3 Edit Tolerance Profiles..................................................................................................44 3.4.4 Define Derivation Strategy for Control Objects.............................................................45 3.4.5 Assign Tolerance Profiles and Strategy for Control Objects.........................................46 3.4.6 Select Checking Horizon for Availability Control...........................................................47 3.4.7 Define Activation of Availability Control.........................................................................48 3.4.8 Run program FMGL_CHANGE_APPL_IN_LEDGER...................................................48 3.4.9 Run program RGZZGLUX............................................................................................49 3.4.10 Run transaction GLPLINSTALL..................................................................................49 3.5 Funds Management-Specific Postings................................................................................50 3.5.1 Define Document Number Ranges...............................................................................50 3.5.2 Define Field Status Variant...........................................................................................51 3.5.3 Assign Field Status Variant to company code...............................................................52 3.5.4 Define Field Status Groups...........................................................................................53 3.5.5 Define Field selection string..........................................................................................53 3.5.6 Assign Field Selection String........................................................................................54 3.5.7 Define Document Types...............................................................................................54 3.5.8 Define Rules for Account Assignment Transfer............................................................56 3.5.9 Define Rules for Account Assignment Transfer + assign..............................................57
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SAP Best Practices
Building Block Title: Configuration Guide
3.6 Actual and Commitment Update/Integration........................................................................58 3.6.1 Assign Update Profile to FM Area.................................................................................58 3.6.2 Override update profile.................................................................................................58 3.6.3 Make Other Settings.....................................................................................................59 3.6.4 Define Number Ranges for Actual Transactions and Assign to FM Area......................59 3.6.5 Activate/Deactivate Funds Management......................................................................60 3.7 Closing Operations..............................................................................................................60 3.7.1 Enter Default Settings...................................................................................................60 3.7.2 Create number range for fiscal year change document................................................61 3.7.3 Process account assignment derivation........................................................................61 3.7.4 Enter settings for commitment carry forward payment budget......................................61 3.7.5 Activate budget carry forward for commitment..............................................................62 3.7.6 Define budget entry documents for commitment Carryforward.....................................63
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Budget Control system: Configuration Guide 1 Purpose This configuration guide provides the information you need to set up the configuration of this building block manually. If you do not want to configure manually and prefer an automated installation process using BC Sets and other tools, refer to the installation guide of this building block.
2 Preparation 2.1 Prerequisites 2.1.1
Building Blocks
Before you start installing PSA Central budget preparation building block, the installation of the following building blocks must have been completed: Building Block
Description
Building Block #
Description
BASELINE
All Baseline building blocks from layer 0
2.2 Uploading the Configuration Role Use Before you start with the configuration according to the manual procedures described in this configuration guide, upload the configuration role and assign it to your user. This building block provides one or more configuration roles, which enable you to access all the transactions required for the configuration from the relevant system. The following roles are available for this building block: Technical name
Description
File name for upload
Procedure For details on how to upload the configuration roles to the system and how to work with the roles, refer to the document Essential Information.
3 Configuration 3.1 Basic Settings 3.1.1
Activate Extension Set IS-PS
Use The purpose of this activity is to activate parts of the SAP R/3 Enterprise Extension Set.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Activation Switch for SAP R/3 Enterprise Extension Set
2.
On the Change View “Activation Switch for Components of SAP R/3 Enterprise”: screen, set the indicator for IS-PS (IBU Public Sector).
3.
Choose Save to save the data.
4.
Choose “Activate” for activating the changes you made in step 3.
3.1.2
Activate Global Funds Management Functions (PSM-FM)
Use The purpose of this activity is to activate specific functions in the R/3 system for the component Funds Management (PSM-FM).
Procedure 1.
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Basic Settings → Activate Global Funds Management Functions (PSM-FM)
2. 3.
3.1.3
Access the activity using the following navigation options :
On the Change View “Activate Additional Functions”: Details screen, set the indicator. Choose Save to save the data.
Activate Global Functions for Budget Control System (BCS)
Use The purpose of this activity is to activate the Budget Control System (BCS) as an operative budgeting tool of the component Funds Management Government. You define a from-fiscal year for a FM area for this purpose.
Procedure 0.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Basic Settings → Activate Global Functions for Budget Control System(BCS)
2.
On the Change View “Activate BCS – Budget Control System”: Overview screen, make the following entries :
Field name
3.
3.1.4
Description
User action and values
Notes
FM Area
BP01
Public Sector Template
From Year
2000
Choose Save to save the data.
Assign Fiscal Year Variant to FM Area The fiscal year variant is used to define the fiscal year.
En Belgique, l'année budgétaire et fiscale commence le 1 janvier et se termine le 31 décembre. (Lois coordonnées sur la comptabilité de l'Etat du 17 juillet 1991, art. 2)
Use The purpose of this activity is to assign fiscal year variants to the FM areas.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
OF32
IMG Menu
Public Sector Management → Funds Management Government → Basic Settings → Fiscal Year Variant → Assign Fiscal Year Variant to FM Area
2.
On the Change View “Assign FM Area to Fiscal Year Variant”: Overview screen, make the following entries :
Field name
Description
User action and values
Notes
FM Area
BP01
Public Sector Template
Name of FM area
Public Sector Template
Fiscal Year
K4
Calendar year, 4 spec.
Variant 3.
periods
Choose Save to save the data.
3.2 Master Data In this section, you make the Customizing settings for the master data. Please carry out the steps as described in the following subchapters.
3.2.1
Account Assignment Elements
3.2.1.1
Activate Account Assignment Elements
Use The purpose of this activity is to activate the grant, fund, functional area and funded program for the client.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → General settings for Public sector management →Basic Settings: account assignment Element → Activate Account Assignment Elements
2.
On the Change View “Activate Account Assignment Elements”: Details screen, activate the Fund and functional area field.
3.
3.2.1.2
Choose Save to save the data.
Allow BLANK as Value for Account Assignment Elements
Use The purpose of this activity is to specify that the initial value entry is allowed for account assignment elements functional area.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → General settings for Public sector management →Basic Settings: account assignment Element → Allow BLANK as Value for Account Assignment Elements
2.
On the Change View “Permit BLANK as Value for FM Account Assignment Element” screen, do not allow BLANK as value for the account assignment element fund in the financial management area BP01. BLANK value is allowed for functional area to year 2099.
3.
3.2.1.3
Choose Save to save the data.
Activate Account Assignment Elements in Budget Control System
Use The purpose of this activity is to define which account assignment elements should be used in the budget control system (BCS) for budgetting.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Basic Settings → Use of Master Data → Activate Account Assignment Elements in Budget Control System
→ Edit → New Entries 2.
On the Change View “Definition of status of account assignment elements” screen, set the status of account assignment elements fund, funds center, and commitment item to mandatory and functional area to optional in the financial management area BP01. Set the status of account assignment elements funded program and grant to not used.
3.
3.2.1.4
Choose Save to save the data.
Deactivate Account Assignment Elements in Controlling
Use The purpose of this activity is to deactivate the account assignment elements fund, functional area and grant in Controlling and Asset Accounting.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Basic Settings → Use of Master Data → Deactivate Account Assignment Elements in Controlling
2.
On the Change View “Deactivate Account Assignment Elements in CO” screen, do only deactivate account assignment elements grant in CO.
3.
3.2.2
Choose Save to save the data.
Creating a Fund
Use The purpose of this activity is to create a fund, to be used for further customizing steps.
Procedure 1. Access the activity choosing one of the following navigation options: SAP ECC Menu
Accounting Public sector Management Funds Mgt Master data Account assignment elements fund Create
Transaction code
FM5i
2. On the Create fund Screen, make the following entries: Field name
Description
Fund
R./O./C
User action and values
R
CY
FM area
BP01
Comment
Push the ‘change FM area’ if the default FM area is not BP01.
3. Choose Enter. 4. On the Create fund: basic screen, make the following entries: Field name
Description
R./O./C
User action and values
Name
Current year
Description
Current year
Valid from
R
01.01.2000
Valid to
R
31.12.9999
Fund type
-
Authorisation group
-
Budget profile fund
-
Customer for
-
Comment
In FM, the funds can be grouped according to fund type to use for classification or reporting
fund Funds application
-
The application of funds serves as a grouping criterion of fund master records for evaluation purposes
Balance update
-
You must set this indicator if you want to carry forward the balance on the fund as part of year-end closing. The totals records for the fund are then carried forward to the next fiscal year, but only if this indicator has been set in the master record
5. Choose Save.
Result You have created a fund
3.2.3
Funds Center
3.2.3.1
Create/Change Hierarchy Variant
Use The purpose of this activity is to create new hierarchy variants. These are then used to define a funds center hierarchy in master data maintenance.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
FMSF
IMG Menu
Public Sector Management → Funds Management Government → Master Data → Funds Center → Hierarchy Variant → Create/Change Hierarchy Variant
2.
On the Change View “Funds Centers Hierarchy Variants”: Overview screen, make the following entries for the financial management area BP01:
Field name
Description
User action and values
Notes
Hierarchy Variant
000
The Business Information Warehouse (BW) can only work with 3character hierarchy variant
Name
Hierarchy BP01
3.
Choose Save to save the data.
3.2.3.2
Assign Hierarchy Variant to FM Area
Use The purpose of this activity is to determine which hierarchy variants are to be assigned to the FM area and fiscal year as the current valid funds center hierarchy.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
FMSG
IMG Menu
Public Sector Management → Funds Management Government → Master Data → Funds Center → Hierarchy Variant → Assign Hierarchy Variant to FM Area
2.
On the Change View “Assign Funds Center Hierarchy Variants to FM Area”: Overview screen, make the following entries for the financial management area BP01:
Field name
3.
3.2.4
Description
User action and values
Fiscal Year
0000
Hierarchy Variant
000
Notes
Choose Save to save the data.
Fund
3.2.4.1
Create FM fund type
Use The purpose of this activity is to define the kind of budget which is supposed to be monitored: annual budget or overall budget (budget spread over several years)
Procedure 1. Access the activity using the following navigation options : IMG Menu
Public Sector Management → Funds Management Government → Master Data → Fund → Create FM fund type
2. Access the activity using the following navigation options : On the Change View “Create FM fund types”: Overview screen, make the following entries for the financial management area BP01 Field name
Description
User action and values
Notes
3.2.4.2
FM area
BP01
Fund type
BP01
Fund type text
Annual budget
Budget scope
A (annual budget)
Create fund
Use The purpose of this activity is to create the fund on which budgeting will be done.
Procedure 1. Access the activity using the following navigation options : Public Sector Management → Funds Management Government → Master Data → Account Assignment Elements → Fund → Create
SAP ECC Menu
2. Access the activity using the following navigation options : On the Change View “Create Fund”: Overview screen, make the following entries for the financial management area BP01 Field name
Description
User action and values
Fund
CY (Current year)
Notes
Fund type Valid from
01.01.2000
Valid to
31.12.9999
Bdgt profile fund Customer for fund Funds application Balance update 3. Save you entry 4. Create another fund for previous year : On the Change View “Create Fund”: Overview screen, make the following entries for the financial management area BP01 Field name
Description
User action and values
Fund
PY (Current year)
Notes
Fund type Valid from
01.01.2000
Valid to
31.12.9999
Bdgt profile fund Customer for fund Funds application Balance update 5. Save you entry
3.2.5
Derivation of account assignment elements
3.2.5.1
Define Account Assignment Derivation
Use The purpose of this activity is to define account assignment derivation. Account assignment derivation can be used to automatically determine the values of FM account assignments from other account assignments, as long as there is a logical dependency between them. 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 with values from a number of source fields. The customizing tables that contain the derivation values are dynamically generated and cannot be hardcoded in a BC set, because part of the table name contains the systemname & clientnumber, where the BestPractice installation is done. For these technical restrictions, you need to perform this manual step and put in the values manually. It is very important to do below manual steps very carefully, because they have an important impact on the well functioning of the transactionflows in the different Publ.Sector scenario's. To make the manual inputting of this customizing less timeconsuming, some excel sheets were prepared to perform a copy & paste of the needed values very quickly into the SAP-customizingtables In total there are 5 customizing activities where a system+client dependent table has to be generated, before the values of the derivationrule can be imported via the excel with copy & paste technique. This generation can be done easily : via a BC-set, the definitionsettings for the derivationrule have been imported, but the table-generation itself must started manually: by just double clicking each step in the derivationstrategy, then going into change mode and just saving the table. This generates the derivationtable. ATTENTION : Before this action, going into the derivation table by clicking on the blue 'matrix-icon', would lead to a shortdump because the table has not been generated yet. Do NOT do regenerate the tables first by
accessing the top menu and choose EXTRAS --> REGENERATION, because you would get an errormessage telling that the table ...RS5071... cannot be generated. This is because the derivationstrategy definition has only been transported via a BCset from another system, but the generation of this table must be generated manually, by saving each strategystep individually. CAREFULLY DO BELOW MANUAL STEPS : 1. Procedure for FMDERIVE Go to IMG-transaction FMDERIVE and double click derivation strategy BP01. You find there 7 steps - Default Fund - Company Code / GL Account --> Commitment Item - ESR/SEC code asset master --> User field - GL account + Asset trans.type + User field --> Commitment i - Get cost center from asset-masterdata - Cost center --> Funds center - G/L account --> Funds center (default warehouse funds center Now, generate the derivationtables for each of the above derivationstrategy-steps (with a blue 'matrix'-icon in front) : double click the step in the derivationstrategy, then go into change mode and just save the table. Saving this table definition again, generates a dynamically created table which is unique for this system and client Only when this generation is done successfully, you can access the derivationtable with the blue matrix-icon . Instead of having a dump, you will find a table that is still empty and is ready for data entry. Next step is to fill the table . Therefore, use the provided Excel files on the DVD, to copy values by 'Windows" copy-paste technique. Locate the Excel sheets on your DVD for BP Public Sector which contain the derivation values for the different derivationrules. For each derivation rule created for FM area BP01 we have the following excel sheet: 1_Derivationrule_GLaccount_Commitmentitems.xls // Company Code / GL Account --> Commitment Item 2_Derivationrule_Assets_Commitmentitems.xls // GL account + Asset trans.type + User field --> Commitment i 3_Derivationrule_Costcenter_Fundscenter.xls // Cost center --> Funds center 4_Derivationrule_GLaccount_Fundscenter.xls // G/L account --> Funds center (default warehouse funds center You are now able to copy & paste from the values from the excel into the entry tables for each derivation step. Before doing that, keep in mind following: IMPORTANT REMARKS : A. Before copy & pasting the selected region (marked with a black rectangle) from the Excel into the SAP derivation table, first make sure that the SAP-derivation table contains exactly the same number of columns in the same order as in the rectangle-marked region of the Excel. It might be that in the SAP-table, some column for a range of values for a characteristic (eg. GL-account) is not displayed on the screen. To unhide
this To-range column, toggle additional columns on or off : From - TO - for each Derivationcharacteristic. (click the 'yellow Arrow'-icon) Eg. for " Company Code / GL Account --> Commitment Item" : Add in the derivation-table a column 'To G/Laccount' by clicking the "yellow arrow"-icon, while the cursor is positioned somewhere in the column 'GLaccount'. B. The number of region-lines that you mark for copying from the Excel into the SAP-table depends on your screenresolution. In the SAP-table you cannot 'Windows'-paste more lines from Excel than the number of empty lines that are displayed onto your screen ! If you mark the whole region to copy & paste, only the displayed nr of lines on the screen will be pasted, and not the others. To be safe, copy-paste not more than approx.15 lines from the marked region in Excel at a time.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
FMDERIVE
IMG Menu
Public Sector Management → Funds Management Government → Master Data → Allocations to Account Assignments from Other Components → Define Account Assignment Derivation
2.
On the Change View “Derivation Strategies”: Overview screen, click on the New Entries icon.
3.
Create derivation strategy BP01 and enter “Derivation strategy BP01” as strategy description.
4.
Double-click on derivation strategy BP01.
5.
On the Change Strategy screen, click on the Create Step icon.
6.
Enter derivation rule and press Enter.
7.
Enter “Company Code / GL Account --> Commitment Item” as step description.
8.
Define the derivation step as follows :
Origin
Field Name
Description
FMDERIVE
COMPANY_CODE
Company Code
FMDERIVE
ACCOUNT_NUMBER
G/L Account Number
COMMIT_ITEM
Commitment Item
Source Fields
Target Fields FMDERIVE 9.
Press on “Maintain entries”
Company code
G/L account number
To G/L account number
BP01
100000
179999
Assigned =
Commitment item ZGEN
BP01
200000
=
70-
BP01
200900
=
ZALG
BP01
201000
=
70-
BP01
201900
=
ZGEN
BP01
202000
=
70-
BP01
202900
=
ZGEN
BP01
204000
=
70-
BP01
204900
=
ZGEN
BP01
210000
=
7422
BP01
210800
=
ZGEN
BP01
210900
=
ZGEN
BP01
211000
=
7422
BP01
211800
=
ZGEN
BP01
211900
=
ZGEN
BP01
212000
=
7422
BP01
212900
=
ZALG
BP01
213000
=
7422
BP01
220000
=
70-
BP01
100000
=
ZGEN
BP01
200000
=
70-
BP01
200900
=
ZALG
BP01
201000
=
70-
BP01
201900
=
ZGEN
BP01
202000
=
70-
BP01
202900
=
ZGEN
BP01
204000
=
70-
BP01
204900
=
ZGEN
BP01
210000
=
7422
BP01
210800
=
ZGEN
BP01
210900
=
ZGEN
BP01
211000
=
7422
BP01
211800
=
ZGEN
BP01
211900
=
ZGEN
BP01
212000
=
7422
BP01
212900
=
ZALG
179999
BP01
213000
=
7422
BP01
220000
=
70-
BP01
220090
=
ZGEN
BP01
221000
=
71
BP01
221090
=
ZGEN
BP01
221800
=
ZGEN
BP01
221900
=
ZGEN
BP01
222000
=
70-
BP01
222800
=
ZGEN
BP01
222900
=
ZGEN
BP01
223000
=
70-
BP01
223800
=
ZGEN
BP01
223900
=
ZGEN
BP01
230000
=
74
BP01
230090
=
ZGEN
BP01
230800
=
ZGEN
BP01
230900
=
ZGEN
BP01
240000
=
74
BP01
240090
=
ZGEN
BP01
240100
=
74
BP01
240190
=
ZGEN
BP01
240800
=
ZGEN
BP01
240900
=
ZGEN
BP01
241010
=
741
BP01
241020
=
741
BP01
241030
=
741
BP01
241910
=
ZGEN
BP01
250000
=
7422
BP01
250800
=
ZGEN
BP01
250900
=
ZGEN
BP01
251000
=
7422
BP01
251800
=
ZGEN
BP01
251900
=
ZGEN
BP01
252000
=
7422
BP01
252010
=
7422
241920
BP01
252020
=
7422
BP01
252800
=
ZGEN
BP01
252810
=
ZGEN
BP01
252820
=
ZGEN
BP01
252900
=
ZGEN
BP01
252910
=
ZGEN
BP01
252920
=
ZGEN
BP01
260000
=
7422
BP01
260800
=
ZGEN
BP01
260900
=
ZGEN
BP01
270000
=
ZGEN
BP01
270090
=
ZGEN
BP01
280000
=
8140
BP01
288000
=
8110
BP01
290000
299999
=
ZDEB
BP01
300000
399999
=
1211
BP01
400000
419000
=
ZDEB
BP01
420000
441000
=
ZCRED
BP01
444000
=
ZGRIR
BP01
444001
=
ZCRED
BP01
252800
=
ZGEN
BP01
252810
=
ZGEN
BP01
252820
=
ZGEN
BP01
252900
=
ZGEN
BP01
252910
=
ZGEN
BP01
252920
=
ZGEN
BP01
260000
=
7422
BP01
260800
=
ZGEN
BP01
260900
=
ZGEN
BP01
270000
=
ZGEN
BP01
270090
=
ZGEN
BP01
280000
=
8140
285900
499999
285900
= BP01
288000
BP01
290000
BP01
300000
=
8110
299999
=
ZDEB
399999
=
1211
BP01
400000
419000
=
ZDEB
BP01
420000
441000
=
ZCRED
BP01
444000
=
ZGRIR
BP01
444001
499999
=
ZCRED
BP01
500000
549999
=
ZDEB
BP01
550000
580000
=
ZBANK
BP01
600000
609999
=
1211
BP01
610000
610010
=
1212
BP01
610100
612099
=
123
BP01
612100
=
1221
BP01
612101
619999
=
123
BP01
620000
620400
=
1111
BP01
621000
622000
=
112
BP01
623000
623999
=
114
BP01
624000
624100
=
1133
BP01
625000
629400
=
1112
BP01
630000
639999
=
ZGEN
BP01
640000
640800
=
411
BP01
641000
651100
=
ZGEN
BP01
651200
659060
=
380
BP01
660000
696000
=
ZGEN
BP01
700000
719999
=
161
BP01
720000
724000
=
ZGEN
BP01
740000
=
461
BP01
741000
742000
=
ZGEN
BP01
743000
749950
=
161
BP01
750000
759060
=
380
BP01
760000
863243
=
ZGEN
10.
Choose Save to save the data.
11.
On the Change Strategy screen, click on the Create Step icon.
12.
Enter derivation rule and press Enter.
13.
Enter “GL account + Asset trans.type + User field --> Commitment i” as step description.
14.
Define the derivation step as follows
Origin
Field Name
Description
FMDERIVE
COMPANY_CODE
Company Code
FMDERIVE
ACCOUNT_NUMBER
G/L Account Number
FMDERIVE
ASSETTRTYP
Asset Transaction Type
FMDERIVE
USERTEMP1
Temporary field 1 (user-defined)
COMMIT_ITEM
Commitment Item
Source Fields
Target Fields FMDERIVE 15.
Press on “Maintain entries”
Company code
G/L account number
Asset transaction type
To asset transaction type
To G/L account number
Assigned
Commitment item
BP01
220000
100
199
7111
=
7111
BP01
220000
100
199
7112
=
7112
BP01
220000
200
299
7111
=
7611
BP01
220000
200
299
7112
=
7612
BP01
221000
100
199
7131
=
7131
BP01
221000
100
199
7132
=
7132
BP01
221000
100
199
721
=
721
BP01
221000
100
199
722
=
722
BP01
221000
100
199
723
=
723
BP01
221000
200
299
7131
=
7631
BP01
221000
200
299
7132
=
7632
BP01
221000
200
299
721
=
7632
BP01
221000
200
299
722
=
7631
BP01
221000
200
299
7132
=
7632
BP01
221000
200
299
721
=
7632
BP01
221000
200
299
722
=
7631
BP01
221000
200
299
723
=
7631
BP01
230000
100
199
7421
=
7421
BP01
230000
100
199
BP01
230000
200
299
BP01
240000
100
199
BP01
240000
100
199
BP01
240100
200
BP01
241010
BP01
7422
=
7422
=
772
7421
=
7421
7422
=
7422
299
=
772
100
199
=
741
241010
200
299
=
771
BP01
241020
100
199
=
741
BP01
241020
200
299
=
771
BP01
241030
100
199
=
741
BP01
241030
200
299
=
771
= 16.
Choose Save to save the data.
17.
On the Change Strategy screen, click on the Create Step icon.
18.
Enter derivation rule and press Enter.
19.
Enter “Cost center --> Funds center” as step description.
20.
Define the derivation step as follows
Origin
Field Name
Description
FMDERIVE
CO_AREA
Controlling Area
FMDERIVE
COST_CENTE
Cost Canter
Source Fields
Target Fields FMDERIVE FUND_CENTER 21. Press on “Maintain entries” Co ntr olli ng are a
Cost Center
Assigned
BP 01
1101
=
1101
BP 01
1102
=
1102
BP 01
1103
=
1103
BP 01
1104
=
1104
BP
1201
=
1201
Funds Center
Funds Center
01 BP 01
1202
=
1220
BP 01
1203
=
1220
BP 01
1204
=
8888
BP 01
1205
=
8889
BP 01
1301
=
8888
BP 01
1302
=
8888
BP 01
1401
=
8888
BP 01
1402
=
8888
BP 01
1501
=
8888
BP 01
1601
=
8888
BP 01
1602
=
8888
BP 01
1602
=
8888
BP 01
1603
=
8888
BP 01
1701
=
1701
BP 01
1702
=
1702
BP 01
1704
=
8888
BP 01
1705
=
8888
BP 01
1706
=
8888
BP 01
1801
=
8888
22.
Choose Save to save the data.
23.
On the Change Strategy screen, click on the Create Step icon.
24.
Enter derivation rule and press Enter.
25.
Enter “G/L account --> Funds center (default warehouse funds center” as step description.
26.
Define the derivation step as follows
Origin
Field Name
Description
FMDERIVE
COMPANY_CO
Company Code
FMDERIVE
ACCOUNT_NU
G/L Account Number
Source Fields
Target Fields FMDERIVE FUND_CENTER 27. Press on “Maintain entries”
Funds Center
Co ntr olli ng are a
G/L account Number
To G/L account number
Funds Center
BP 01
300000
399999
Assigned
1220
28.
Choose Save to save the data.
29.
On the Change Strategy screen, click on the Create Step icon.
30.
Enter Assignment and press Enter.
31.
Enter “Default Fund” as step description.
32.
Define the derivation step as follows
Origin
Field Name
Description
CY
Current year
FUND_CENTER
Funds Center
Source Fields Constant Target Fields FMDERIVE 33. 34.
On the Change Strategy screen, click on the Create Step icon.
35.
Enter Function Module and press Enter.
36.
Enter “ESR/SEC code asset master --> User field” as step description.
37.
Define the derivation step as follows
Field Name
Description
Fld
PSTNG_DATE
Posting Date in the Document
POSTING_DATE
COMP_CODE Field Name ASSET_NO Source Fields SUB_NUMBER PSTNG_DATE Target Fields
Company Code Description Main Asset Number
COMPANY_CODE Fld ASSET
Asset Subnumber Posting Date in the Document
SUB_ASSET POSTING_DATE
FISTL COMP_CODE
Funds Center Company Code
FUND_CENTER COMPANY_CODE
ORD41 ASSET_NO
ESR/SEC Main Assetcodes Number
USERTEMP1 ASSET
SUB_NUMBER
Asset Subnumber
SUB_ASSET
Cost Center
COST_CENTER
Source Fields
Target Fields KOSTL 38. 39.
On the Change Strategy screen, click on the Create Step icon.
40.
Enter Function Module and press Enter.
41.
Enter “Get cost center from asset-masterdata” as step description.
42.
Define the derivation step as follows
43.
3.2.6
Budget Structure
3.2.6.1
Create Budget Structure
Use The purpose of this activity is to create the key of a budget structure (BS). The key of a BS can be used for more several fiscal years. If you work with several versions, SAP recommends that you work with different BS keys.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Master Data → Use of account Assignment Elements) → Budget Structure (BCS) Create Budget Structure
2.
On the Change View “Budget Structures”: Overview screen, make the following entries :
Field name
3.
3.2.6.2 Use
Description
User action and values
Notes
FM Area
BP01
Financial management area
Budget Structure
BP01
Name
Budget structure BP01
Choose Save to save the data.
Define Settings for the Budget Structure
The purpose of this activity is to assign a budget structure as well as derive account assignment budget addresses for an FM area/fiscal year.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Master Data → Use of account Assignment Elements) → Budget Structure (BCS) → Define Settings for the Budget Structure
2.
On the Change View “General Settings”: Overview screen, make the following entries :
Field name
3.
Description
User action and values
Notes
FM Area
BP01
Financial management area
Fiscal Year
2006 - 2007
Check Posting Address
Set
If you set this indicator, only the FM account assignments that were explicitly defined as posting addresses can be used for posting. You define posting addresses in the FM menu under Master Data -> Budget Structure -> Budget Control System -> Posting Address -> Change and Mass Processing.
Budget Structure
BP01
Budget structure BP01
Drv. Strgy f. BA
Leave blank
BA = budget address
Choose Save to save the data.
3.3 Budgeting 3.3.1
Choose Budget Category
Use The purpose of this activity is to determine the budget category to be used for an FM area.
Procedure
1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Basic Settings → Definition of Budget Data → Define Budget Category
2.
On the Change View “Budget category activation”: Overview screen, activate both the only payment budget for the financial management area BP01.
3.
3.3.2
Choose Save to save the data.
Define Budget Types The budget type is a customer-defined budget specification in the Budget Control System (BCS). The combination of budget type and budgeting process represents a customerspecific definition of budget values.
Use The purpose of this activity is to define the budget types to be used for an FM area.
Procedure 2.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Basic Settings → Definition of Budget Data → Budget Types → Define Budget Types
2.
On the Change View “Budget type definition”: Overview screen, make the following entries :
F M A r e a
Budget Type
Description(S)
Description(M)
Description(L)
B P 0 1
A1
A1
Adjustement
Budget Adjustement
B P 0 1
A2
A2
Adjustement
Budget Adjustement
B P 0
A3
A3
Adjustement
Budget Adjustement
1 B P 0 1
BI
BI
Initial
Initial Budget
B P 0 1
CF
CF
Carried forward
Budget Carried forward
B P 0 1
PR
PR
Preparation
Budget Preparation
3.
3.3.3
Choose Save to save the data.
Assign Budget Types to Processes
Use The purpose of this activity is to determine which budget types are valid for each process in an FM area.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code IMG Menu
2.
SPRO Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Basic Settings → Definition of Budget Data → Budget Types → Assign Budget Types to Processes
On the Change View “Assign budget type to process”: Overview screen, make the following entries :
FM Area
Process
Budget Type
BP01
Carry For. Recv
CF
BP01
Carry For. Send
CF
BP01
Enter
BI
BP01
Prepare
PR
BP01
Receive
A1
BP01
Receive
A2
BP01
Receive
A3
BP01
Return
A1
BP01
Return
A2
BP01
Return
A3
BP01
Send
A1
BP01
Send
A2
BP01
Send
A3
BP01
Supplement
A1
BP01
Supplement
A2
BP01
Supplement
A3
3.
3.3.4
Choose Save to save the data.
Define Budget Type Groups
Use The purpose of this activity is to bundle together different budget types in a budget type group. Budget type groups enable to define multiple budget types to be used for consumption.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Budgeting → Basic Settings → Definition of Budget Data → Budget Types → Define Budget Type for Consumable Budget → Define Budget Type Groups
2.
On the Change View “Define Budget Type Group”: Overview screen, make the following entries :
FM Area
Budget Type Group
Description
BP01
CY
Current year
BP01
PY
Previous year
3.
On the Change View “Edit Budget Type Group”: Overview screen, make the following specifications : Assign budget types A1, A2, A3, BI and CF to budget type group CY; Assign budget type CF to budget type group PY
4.
3.3.5
Choose Save to save the data.
Define Budget Type for Consumption per Fund
Prerequisite Funds CY and PY have to be created.
Use
The purpose of this activity is to define whether the budget values entered for budget types represent consumable budget or not.
Procedure 0.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Basic Settings → Definition of Budget Data → Budget Types → Define Budget Type for Consumable Budget → Define Budget Type for Consumption per Fund
→ Edit → New Entries 2.
On the Change View “Define Budget Type for Consumption per Fund”: Overview screen, make the following entries :
FM Area
Fund
From Fiscal Year
BP01
CY
2005
CY
BP01
PY
2005
PY
3.
Choose Save to save the data.
3.3.6
Budget Type
Budget Type Group
Edit Versions
Use The purpose of this activity is to stipulate the versions to be used for budgeting in your FM area. Versions you want to use for budgeting must have the following attributes: •
Plan indicator is set
•
Value 0 is entered in the Exclusive Use field (the version is not used for any special applications)
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Basic Settings → Definition of Budget Data → Edit Versions
2. Ve
On the General Version Definition screen, do not change the standard definition of version 0 : Name
Plan
Act.
WIP/RA
Variance
Exclusive
rsi on
Use
0
Plan/actual version
Set
Set
Set
Set
0
BP 1
BP1
Set
Set
Set
Set
0
BP 2
BP2
Set
Set
Set
Set
0
BP 3
BP3
Set
Set
Set
Set
0
BP 4
BP4
Set
Set
Set
Set
0
3.3.7
Define Document Types The document type is a customer-specific feature of budget entry documents in the Budget Control System (BCS).
Use The purpose of this activity is to define the document types to be used for budget postings in Funds Management.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Budget Entry → Budget Entry Documents → Document Definition → Define Document Types
2.
On the Change View “Document type definition”: Overview screen, make the following entries :
Doc um ent typ e
Description
Number Range
Workflow
Scenario for Value Type
BP0 1
Budget correspondent
01
Set
Choose Budget
BP CF
Budget carry forward
01
Choose Budget
3.
Choose Save to save the data.
Note that “Workflow” has been set. This means that if you ever need some approval procedure in your organization as far as budget creation/change is concerned, you need to activate the corresponding workflow. If you don’t activate it, this setting will have no effect.
3.3.8
Maintain Number Range Interval for Entry Documents
Use The purpose of this activity is to define the number range interval for budget entry documents of an FM area for each fiscal year in Funds Management. When budget values are posted directly or temporarily in the budgeting workbench, the system generates automatically numbered entry documents according to the number range interval defined here.
Procedure 1.
Transaction Code
FMEDNR
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Budget Entry → Budget Entry Documents → Document Definition → Maintain Number Range Interval for Entry Documents
2.
3.3.9
Access the activity using the following navigation options :
Assign number ranges to the document types as follows for the financial management area BP01 and fiscal year 2006 :
Document type
Number Range
Interval
External
BP01
01
100000000 - 199999999
Do not set
Maintain Number Range Interval for Budget Change Documents
Use The purpose of this activity is to define the number range interval of budget change documents in an FM area for each fiscal year in 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.
Use number range 01 for Funds Management budget change documents.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
FMLINR
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Budget Entry → Budget Entry Documents → Document Definition → Maintain Number Range Interval for Budget Change Documents
1.
Define number ranges as follows for the financial management area BP01 and fiscal year 2006 :
Number Range
Interval
External
01
2005
0100000000
01
2006
0100000000
01
2007
0100000000
3.3.10
Define Number Range Interval for Document Family
Use The purpose of this activity is to define the number range interval to assign document family numbers. Several budget entry documents which were created at the same time in a mass activity are grouped together under one document family.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
FMEDFAMNR
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Budget Entry → Budget Entry Documents → Document Definition → Define Number Range Interval for Document Family
2.
3.3.11
Define number ranges as follows for the financial management area BP01 and fiscal year 2006 :
Number Range
Interval
External
01
100000000 - 199999999
Do not set
Define Layout for Budgeting Workbench
Use In the budgeting workbench, you can define whether a specific input field appears in the header area of the budgeting workbench or in the BWB table area of the screen. The table area contains
the document lines of a budget entry document. Whether an input field is placed in the header area or as a column of the table affects how the user makes entries
Procedure 2.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Budget Entry → Budget Entry Documents → Document Definition → Define Layout for Budgeting Workbench
3.
Define the layout as follows :
L Descripti on
Year of cash effectiv ity
Budget type
Fund
Fund Cente r
Com mit men t item
Func tiona l area
Distr ibuti on key
S SAP BWB minimum standard
Header
Header
Header
Colum n positio n1
Colu mn posit ion 2
Colu mn posit ion 3
1
3.3.12
Activate period control
Use In this IMG activity, you activate period control for budgeting per FM area and budget version. You can also specify all versions by entering an asterisk (*) in the corresponding column.
Note If period control is not activated (no entry), all periods are open for budgeting by default.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Control Budgeting Flow → Activate period control
2.
On the Activate period control: Overview screen, make the following entries :
FM Area
Version
Period control
BP01
0
x
BP01
BP1
x
BP01
BP2
x
BP01
BP3
x
BP01
BP4
x
3.3.13
Edit Status
Use The purpose of this activity is to define the phases of a budgeting process during a fiscal year.
Procedure 2.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Control Budgeting Flow → Edit Status
3.
On the Change View “Status definition”: Overview screen, make the following entries :
FM Area
Status
Description(S)
Description(L)
BP01
STAT01
All
All possibilities
4.
On the Change View “Status control settings (budget)”: Overview screen, make the following entries:
Budget Category
Process
Budget Type
Payment
Carry For. Recv
CF
Payment
Carry For. Send
CF
Payment
Enter
BI
Payment
Prepare
PR
Payment
Receive
A1
Payment
Receive
A2
Payment
Receive
A3
Payment
Return
A1
Payment
Return
A2
Payment
Return
A3
Payment
Send
A1
Payment
Send
A2
Payment
Send
A3
Payment
Supplement
A1
Payment
Supplement
A2
Payment
Supplement
A3
Authorization Group
5.
3.3.14
Choose Save to save the data.
Define Templates for Budget Texts/Budget Memos
Use In this IMG activity, you create templates for budget memos to be used in the Budget Control System for the following: •
Cover groups in BCS cover eligibility
•
Revenues Increasing the Budget (RIB)
These budget memos provide details to better describe the planned budget, or to explain the reasons for specific decisions relating to cover eligibility or RIB. You can use variables containing, for example, account assignment elements, in order to create the budget memo long texts.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Control Budgeting Flow → Budget Texts → Define Templates for Budget Texts/Budget Memos
2.
Make the following entry:
Budget Text category
Text Template
Template short text
Budget Texts
BP01
BP01
3.3.15
Define Key Fields for Budget Texts
Use In this IMG activity, you define the key fields to be used when you create budget texts in your FM area. In this way you can define the structure of texts to be displayed in the budgeting workbench or in your budget structure.
Procedure 2.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Control Budgeting Flow → Budget Texts → Define Key Fields for Budget Texts
3.
3.3.16
Mark for FM area BP01 : Fund, Funds Center, Commitment item, Version, Fisc. Year, Bud. Type
Activate Processing Mode for Budget Texts
Use In this IMG activity, you define the key fields to be used when you create budget texts in your FM area. In this way you can define the structure of texts to be displayed in the budgeting workbench or in your budget structure.
Procedure 3.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Budgeting → Control Budgeting Flow → Budget Texts → Activate Processing Mode for Budget Texts
4.
3.3.17
Select for FM area BP01: “Budget texts edited in other transactions”
Assign Status to a Version
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
FMBOSTAT
SAP Menu
Accounting → Public Sector Management → Funds Management → Budgeting → Budget Control System (BCS) → Version → Assign Status to a Version
→ Edit → New Entries
5.
On the Change View “Status / budget address check”: Overview screen, make the following entries for the financial management area BP01:
Fiscal Year
Version
Status
Budget address check
2005 – 2006 – 2007
0
Choose STAT01
Set
6.
Choose Save to save the data.
3.4 Availability Control 3.4.1
Check standard customizing for availability control (copy from 000)
Use For the availability control we need to check some settings in customizing. When you first perform this step some settings are copied from client 000. Afterwards this transaction is only used to check if all settings are there.
Procedure Access the activity using the following navigation options: Transaction Code
FMAVCCUSTDEF
IMG Menu
Public Sector Management --> Funds Management Government --> Budget Control System (BCS) --> Availability Control --> Check Standard Customizing of Availability Control
The report will give a list of what was checked (or copied when executing the first time).
(below an example of an installation in a client 100 : Availability Control Ledgers Ledger
Status
9H
Already defined in client 100
9I
Already defined in client 100
Activity Groups Act. Group
Status
++
Already defined in client 100
10
Already defined in client 100
15
Already defined in client 100
20
Already defined in client 100
30
Already defined in client 100
40
Already defined in client 100
60
Already defined in client 100
70
Already defined in client 100
80
Already defined in client 100
90
Already defined in client 100
95
Already defined in client 100
Availability Control Events Event
Status
IMLE
Already defined in client 100
IMLO
Already defined in client 100
Tolerance Profiles (Templates) Profile
Status
1000
Already defined in client 100
Standard Derivation Strategies Strategy
Status
ATGR/FMUPDATE
Already defined in client 100
AFMA/9HSAP000
Copied to client 100
AFMT/9HSAP000
Copied to client 100
3.4.2
Edit Derivation Strategy for Activity Groups
Use In this IMG activity you can adjust the strategy for the activity groups derivation delivered by SAP. 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Edit activity group
- Derivation for activity group
Now, generate the derivationtable for the above derivationstrategy-step (with a blue 'matrix'-icon in front) : double click the step in the derivationstrategy, then go into change mode and just save the table.
Saving this table definition again, generates a dynamically created table which is unique for this system and client Only when this generation is done successfully, you can access the derivationtable with the blue matrix-icon . Instead of having a dump, you will find a table that is still empty and is ready for data entry. Next step is to fill the table . Therefore, use the provided Excel files on the DVD, to copy values by 'Windows" copy-paste technique. Attached the excel sheet on your DVD for BP Public Sector which contain the derivation values for activity groups. :
5_Derivationrule_Val ueType_ActivityGroup.xls
You are now able to copy & paste from the values from the excel into the entry table for the derivation step.
3.4.3
Edit Tolerance Profiles
Use The purpose of this activity is to define the tolerance profile for the availability control (AVC). In a tolerance profile the tolerance limits for the different activity groups are grouped together. One or more tolerance limits can be defined for each activity group by specifying different usage rates. The check sequence of the different tolerance limits is also defined. A message type must be assigned to each of these defined check events. As message type, an error message, a warning or an information can be issued.
Procedure 1
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Edit Tolerance Profiles
2
On the Change View “Tolerance profiles”: Overview screen, make the following entries :
Tolerance Profile
Text
Currency
Category of Tolerance Profile
Z001
Profile for expenditures
Leave blank
Choose Only usage rates are allowed
3.
On the Change View “Maintain tolerance limits”: Overview screen, make the following entries for tolerance profile Z001 :
Field name
Description
User action and values
Notes
4.
Choose Expenditures (outgoing amounts)
Activity Group
++
All groups
Order
0
= sequence
Inactive
Do not set
Message Type of Availability Control
Choose Warning
Usage Rate in %
90.00
Availability Control Event
Leave blank
On the Change View “Maintain tolerance limits”: Overview screen, make the following entries for tolerance profile Z001 :
Field name
5.
3.4.4
Ceiling Type
Description
User action and values
Notes
Ceiling Type
Choose Expenditures (outgoing amounts)
Activity Group
++
All groups
Order
1
= sequence
Inactive
Do not set
Message Type of Availability Control
Choose Error message
Usage Rate in %
100.00
Availability Control Event
Leave blank
Choose Save to save the data.
Define Derivation Strategy for Control Objects
Use The purpose of this activity is to define strategies for deriving Funds Management account assignments (FM account assignments) for availability control. Each FM account assignment in which budget is created or to which a budget consumption is posted is assigned an account assignment in the availability control ledger. In this IMG activity, the logic on how the account assignments of the availability control ledger (availability control object) should derive the budget and posting addresses of Funds Management can be defined.
Procedure
1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Availability Control → Settings for Availability Control Ledger → Define Derivation Strategy for Control Objects
→ Edit → New Entries 2.
Define a derivation strategy 9H01 (How to check available budget) with a derivation rule that keeps the initial value ‘fund = fund’, ci = ci’, fc = fc’ and ‘fa = fa’.
Now, generate the derivation-table for the above 3 derivation-strategy-steps (with a blue 'matrix'-icon in front) : double click the step in the derivation-strategy, then go into change mode and just save the table. Saving this table definition again, generates a dynamically created table which is unique for this system and client Only when this generation is done successfully, you can access the derivation-table with the blue matrix-icon . Instead of having a dump, you will find a table that is still empty and is ready for data entry. For the Derivation Strategy for Control Objects, the 3 above mentioned tables should remain empty. 3.
3.4.5
Assign Tolerance Profiles and Strategy for Control Objects
Use The purpose of this activity is to define the derivation of availability control objects and the assignment of the tolerance profile for each availability control ledger.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Availability Control → Settings for Availability Control Ledger → Assign Tolerance Profiles and Strategy for Control Objects
→ Edit → New Entries
2.
On the Change View “Assign Tolerance Profiles and Strategy for Control Objects”: Overview screen, make the following entries for the financial management area :
Availa bility Contr ol Ledge r
From Fiscal Year
Tolerance Profile, Availability Control
Strategy for Deriving Tolerance Profiles
Strategy for Deriving Control Objects
Determination of Grant in Control Objects
9H (FM PB Availa bility Control )
2005
Z001
-
9H01
Choose Grant Not Used in Control Objects (Full Aggregation)
3.
Choose Save to save the data. See also note 898944:
Only the derivation strategy FMUPDATE from the IMG activity Edit Derivation Strategy for Activity Groups is mandatory. The other derivation strategies are only templates (examples), which illustrate their use, but are not required for the implementation of BCS. If the derivation strategy FMUPDATE is missing in your system/client, but you cannot apply the required support package or you cannot import the strategy FMUPDATE into your work client, inform SAP support.
3.4.6
Select Checking Horizon for Availability Control
Use The purpose of this activity is to define how the availability check will happen. The base for availability checks can annual values or overall values or fund specific settings.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → Availability Control → Settings for Availability Control Ledger → Specify checking horizon → Select checking horizon for availability control
2.
Availabi
On the Change View “Select the checking horizon for availability control”: Overview screen, make the following entries for the financial management area :BP01 Ledger name
Selection of checking horizon
lity Control Ledger 9H (FM PB Availabil ity Control)
3.4.7
-
Choose Annual checks (default) – can be overwritten by strategy
Define Activation of Availability Control
Use The purpose of this activity is to activate availability control by assigning an activity status for each ledger and fiscal year (from year).
Procedure 1.
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Budget Control System (BCS) → BCS Availability Control → Define Activation of Availability Control
2.
On the Change View “Maintain activation status for availability ledger, FM” screen, make the following entries for the financial management area BP01:
Availability Control Ledger
From Fiscal Year
Activation status of availability ledger
9H (FM PB Availability Control)
2005
Choose Active with usual check logic
3.
3.4.8
Access the activity using the following navigation options :
Choose Save to save the data.
Run program FMGL_CHANGE_APPL_IN_LEDGER
Use The purpose of this activity is technical. After activation of public sector functionalities, some field in table of FI need to be converted. If this program does not run, the ledger 0L is not visible (see OSS note 906397). Executing this report returns following message : Change Application from FI-GLF to FI-PSM (for client:
0 100 X )
3.4.9
Run program RGZZGLUX Use The purpose of this activity is technical. After implementation of point 4.7, tables for totals need to be set to active (see OSS note 906397). This program does not need any parameter. It updates directly some table This report gives a results-page as follows:
3.4.10
Run transaction GLPLINSTALL
Use The purpose of this activity is technical. After implementation of point 4.8, tables for reporting dimension need to be reconstructed (see OSS note 757269) This transaction calls a program that does not need any parameter. It updates directly some tables that remains empty if this transaction is not executed.
The result of the transaction is following messagepage : Programm RG_PP_INSTALL_ALL Installation of summary tables for planning COFIT
were installed
ECMCT
were installed
FAGLFLEXT
were installed
FBICRC001T
were installed
FBICRC002T
were installed
FILCT
were installed
FMAVCT
were installed
FMBDT
were installed
FMGLFLEXT
were installed
FMIT
were installed
FMRBT
were installed
FMUSFGFACTS1T
were installed
FMUSFGFACTS2T
were installed
FMUSFGT
were installed
GLFUNCT
were installed
GLPCT
were installed
GLT0
were installed
GLT1
were installed
GLT2
were installed
GLT3
were installed
GLTPC
were installed
GMAVCT
were installed
GMIT
were installed
JVPSC01T
were installed
JVTO1
were installed
JVTO2
were installed
TRACTSLT
were installed
YRP001T
were installed
3.5 Funds Management-Specific Postings 3.5.1
Define Document Number Ranges
Use The purpose of this activity is to create number ranges for the documents.
Procedure
1.
Access the activity using the following navigation options :
Transaction Code
OK60
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Define Document Number Ranges
2.
3.5.2
Define number ranges as follows for earmarked funds :
N u m be r Ra ng e
Interval
External
01
0000000001 – 0099999999
Do not set
02
0100000000 – 0199999999
Do not set
03
0300000001 – 0399999999
Do not set
30
3000000000 – 3099999999
Do not set
31
3100000000 – 3199999999
Do not set
32
3200000000 – 3299999999
Do not set
33
3300000000 – 3299999999
Do not set
34
3400000000 – 3499999999
Do not set
35
3500000000 – 3599999999
Do not set
Define Field Status Variant.
Use The purpose of this activity is to create an id that will be assigned later to company code in order to control the field available when creating a commitment. By default, a field can optional, displayed only or mandatory. No new variant is defined, default FME variant is used.
Procedure
1.
Access the activity using the following navigation options :
Transaction Code
Spro
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Field Control for Earmarked Funds and Funds Transfers → Define Field Status Variant
→ Edit → New Entries 2.
On the Change View “field status variant for fund reservation”: Details screen, make the following entries.
Field status variant
Fld stat. description
FMRE
General field status variant
3.5.3
Assign Field Status Variant to company code
Use The purpose of this activity is to assign the field status variant defined in the previous step to the company code
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
spro
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Field Control for Earmarked Funds and Funds Transfers → Assign Field Status Variant to Company Code
→ Edit → New Entries 2. Co mp an y co de
On the Change View “Assign field status variant to company code”: Details screen, make the following entries Company name
Status var
Fld stat. description
BP 01
3.5.4
FMRE
General field status variant
Define Field Status Groups
Use The purpose of this activity is to create subgroup of field status variant. It is at the level of these groups that the field control is actually done. These groups will be then assigned to a field status variant (which has already been assigned to a company code).
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
spro
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Field Control for Earmarked Funds and Funds Transfers → Define Field Status Groups
→ Edit → New Entries 2.
3.5.5
On the Change View “Field status group for fund reservations”: Details screen, make the following entries
Field status group
Name
BP01
BP01
Define Field selection string
Use The purpose of this activity is to create the actual field status control. SAP is already delivering some field status control. The standard “MITTELRESER” is used for the purpose of this configuration
Procedure
1.
Access the activity using the following navigation options :
Transaction Code
spro
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Field Control for Earmarked Funds and Funds Transfers → Define Field Selection String
3.5.6
Assign Field Selection String
Use The purpose of this activity is to link the field status variant, the field status group and the field selection string together.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
spro
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Field Control for Earmarked Funds and Funds Transfers → Assign Field Selection String
2.
On the Change View “View: assignment of field status string to variant/group”: screen, make the following entries
Field name
3.5.7
Description
User action and values
Field status variant
FMRE
Field status group
BP01
Field selctn string
MITTELRESER
Notes
Define Document Types.
Use The purpose of this activity is to 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.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
FMU1
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Define Document Types
→ Edit → New Entries 2.
On the Change View “Document Types for Earmarked Funds”: Details screen, make the following entries for document type 01 :
Field name
Description
User action and values
Doc cat.
Choose Funds commitment
Document type
01
Notes
Document Types for Earmarked Funds Doc.type desc.
Funds commitment
Number range
01
Residence time
Leave blank
Field status gp
BP01
Template type
Leave blank
Form name
-
Tolerance key
Leave blank
Start workflow
Do not set
Negative values
Do not set
Derive G/L account
Do not set
Control Data
3.
Choose Save to save the data.
4.
On the Change View “Document Types for Earmarked Funds”: Details screen, make the following entries for document type 11 :
Field name
Description
User action and values
Doc cat.
Choose Funds reservation
Document type
11
Document Types for Earmarked Funds Doc.type desc.
Funds reservation
Number range
03
Residence time
Leave blank
Notes
Field status gp
BP01
Template type
FMRE
Form name
-
Tolerance key
Leave blank
Start workflow
Do not set
Negative values
Do not set
Derive G/L account
Do not set
Control Data
5.
3.5.8
Choose Save to save the data.
Define Rules for Account Assignment Transfer
Use The purpose of this activity is to define which account assignments are to be transferred from the earmarked fund to the follow-on document when posting a document with reference to an earmarked fund.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Account Assignment Transfer → Define Rules for Account Assignment Transfer
→ Edit → New Entries 2.
On the Change View “Maintain Fields to be Transferred”: Overview screen, make the following entries for rule BP01 (Rule for Account Assignment Transfer BP01) :
Description
Group
Active
Order Number
Leave blank
Do not set
Commitment Item
1
Set
Funds Center
1
Set
Functional Area
1
Set
Fund
1
Set
Grant
Leave blank
Do not set
Cost Center
Leave blank
Do not set
Customer Number 1
Leave blank
Do not set
Account Number of Vendor or Creditor
Leave blank
Do not set
Account Number of the Alternative Payee
Leave blank
Do not set
Network Number for Account Assignment
Leave blank
Do not set
Work Breakdown Structure Element (WBS Element)
Leave blank
Do not set
G/L Account Number
Leave blank
Do not set
Operation Number
Leave blank
Do not set
Reference Document Number
Leave blank
Do not set
3.
3.5.9
Choose Save to save the data.
Define Rules for Account Assignment Transfer + assign
Use The purpose of this activity is to link processes with rules for account assignments transfers that have been created in the previous step.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Funds Management-Specific Postings → Earmarked Funds and Funds Transfers → Account Assignment Transfer → Assign Rules
→ Edit → New Entries 2.
On the Change View “Assignment of account assignment transf rule to activity”: Overview screen, make the following entries
Description
User action and values
note
Activ
*
Rule
BP01
All activities are selected
3.6 Actual and Commitment Update/Integration 3.6.1
Assign Update Profile to FM Area The update profile is a summary of parameters that control the update of commitment data and actual data in Funds Management.
Use The purpose of this activity is to define your update profile per FM area.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update/integration → General Settings → Assign Update Profile to FM Area
1.
Assign the update profile 000101 (Only Payment budget lines) to the financial management area BP01. With update profile 000101 the payment budget ONLY is updated as follows:
3.6.2
•
Invoices are updated in the payment budget and the commitment budget with the posting date.
•
Payments are updated in the payment budget with the posting date.
Override update profile
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update/integration → General Settings → Override Update Profile
In the “By value type” view, make the following entries. Update profile
Value Type
Business transaction
000101
50
000101
51
For purchase requisitions (50), purchase orders (51) and the FM date can be copied from the expected delivery date.
3.6.3
Make Other Settings
Use The purpose of this activity is to 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 for statistical Controlling objects
Which documents should be used for determining the Carryforward Level
Which Currency Type is used for currency integration (see "Define Currency Type for Currency Integration") Whether sales orders should be updated in FM
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update/integration → General Settings → Make Other Settings
→ Edit → New Entries 2.
Add an entry for the financial management area BP01 and keep the default settings.
3.
3.6.4
Choose Save to save the data.
Define Number Ranges for Actual Transactions and Assign to FM Area
Use The purpose of this activity is to define number ranges in each FM area for the actual data documents in Funds Management.
Procedure
1.
Access the activity using the following navigation options :
Transaction Code
OF19 OF33
IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update/integration → Basic Settings → FM Line Items → Define Number Ranges for Actual Transactions Public Sector Management → Actual and Commitment Update/integration → Basic Settings → FM Line Items → Assign Number Range to FM Area
2.
Assign number ranges to the financial management area as follows :
FM Area
Number Range
Interval
External
BP01
01
100000000 - 199999999
Do not set
3.6.5
Activate/Deactivate Funds Management
Use The purpose of this activity is to activate Funds Management (FM) account assignment derivation and the update of documents from the feeder components for FM to FM for particular company codes.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Actual and Commitment Update/integration → Activate/Deactivate Funds Management
2.
On the Change View “Activate Funds Management”: Overview screen, activate the AA Derivation and Update indicators for BP01.
3.
Choose Save to save the data.
3.7 Closing Operations 3.7.1
Enter Default Settings The update profile is a summary of parameters that control the update of commitment data and actual data in Funds Management.
Use The purpose of this activity is to you define, for an FM area, which closing operations can be carried out at the fiscal year change.
Procedure
1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Enter Default Settings
2.
3.7.2
Activate the Commt cfwd allwd, Bdgt CF cmt allow and Res.bgt cf alld indicators for the financial management area BP01.
Create number range for fiscal year change document In this step, you create a number range interval for fiscal year change documents for each FM area. The carry forward functionality creates FM-postings in the old and new year.
Use Fiscal year change documents are created for Funds Management documents that are carried forward to a new fiscal year using program Closing Operations: Carryforward of Open Items.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Commitment Closing Operations → Create number range
2.
3.7.3
Create a number range 01 (from 0010000000 to 0019999999) for the financial management area BP01.
Process account assignment derivation In this step, you define the account assignment derivation steps. One can define the new posting adres used for the carry forward (eg. All open commitments on fund ‘current year’ in 2006 will be carried forward to the fund ‘previous year in 2007’. This is done via the end user menu.
3.7.4
Enter settings for commitment carry forward payment budget In this step, you specify per FM area, fiscal year and value type (such as purchase orders or invoices), whether carrying forward commitments for the payment budget to the new fiscal year is basically allowed or not. The settings made here override any default settings which already exist
.Use
This is needed when you use want to carry forward the related budget in BCS.
Procedure 1. Access the activity using the following navigation options : Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Commitment Closing Operations → Enter settings for commitment carryforward payment budget
2. Enter the following settings . Field name
Description
User action and values
FM area
BP01
Fiscal year
2005, 2006, 2007
Val. Type
51
Carry forward allowed
x
Notes
Purchase order
Remark: an entry for all value types can avoid problems.
3.7.5
Activate budget carry forward for commitment The settings affected here are exclusively reserved for the use of the Budget Control System (BCS)..
Use In this IMG activity, you define for which value type and budget category the carryforward of budget for commitment should be activated or deactivated for each FM area/fiscal year. You can define the settings for individual value types or for all value types that are used in the field value type..
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Closing Operations for BCS → Activate budget carry forward for commitment
2.
Activate the Status indicator for the financial management area BP01.
Field name
Description
User action and values
FM area
BP01
Fiscal year
2005,2006,2007
Val. Type
All that can be carried forward
Notes
Budget category Activation status
3.7.6
Active
Define budget entry documents for commitment Carryforward By default, the budget carryforward for commitment is logged in a budget entry document with both a sender and receiver line. For the sender line of the transaction..
Use In this IMG activity, you define the standard settings for the budget entry documents to be created for each FM area/fiscal year. You can define the following settings in for the document header and for the sender and receiver line:
•
In the document header, you can define which Document type the entry documents should have. Likewise, you can define a document header text.
•
In the settings for sender and receiver line, you make your selection of the respective Budget type. For both the sender and receiver line, you can define a document line text.
•
For the receiver document line, you can define a particular posting period or a Distribution key.
Procedure 1.
Access the activity using the following navigation options :
Transaction Code
SPRO
IMG Menu
Public Sector Management → Funds Management Government → Closing Operations → Closing Operations for BCS → Define budget entry documents for commitment carryforward
2.
Field name
On the New entries screen, specify the required document info for financial area BP01. Description
User action and values
FM area
BP01
Fiscal year
2005, 2006, 2007
Notes
Doc. type
BPCF
Header text
-
Receiver budget type
CF
Receiver posting period
01
Receiver distribution key
0
Receiver Text
-
Sender budget type
CF
Sender posting period
12
Sender text
-
0 = manual distribution, 1 = equal distribution, … Sender = reciever