Funds Mgmt Configuration and Design Document
Configuration and Design Document Funds ManagementPage 71 of
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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.
TypeM - Module Specific
Menu PathIMG > Public Sector Management > General settings
for public sector management > Basic settings: Account
assignment elements > Allow BLANK as Value for Account
Assignment Elements
TransactionSPRO
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.
TypeM - Module Specific
Menu PathIMG > Public Sector Management > Funds Management
Government > Basic settings > Activate Global Funds
Management Functions (PSM-FM)
TransactionSPRO
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.
TypeM - Module Specific
Menu PathIMG > Public Sector Management>Funds Management
Government> Basic settings > Activate global functions for
budgeting
TransactionSPRO
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 .
TypeM - Module Specific
Menu PathIMG > Public Sector Management > Funds Management
Government > Basic settings > Activate Multi-Year Budget
Execution
TransactionSPRO
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
TransactionSPRO
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.
TypeM - Module Specific
Menu PathIMG > Public Sector Management > Funds Management
Government > Basic settings > Fiscal Year Variant > Assign
Fiscal year variant to FM area
TransactionSPRO
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.
TypeM - Module Specific
Menu PathIMG > Public Sector Management > Funds Management
Government > Basic settings > Define Ranking Order for
Selection of Generic Entries
TransactionSPRO
ImplementationSteps1. Select Display/Change icon
(eyeglasses/pencil) 2. Enter the Ranking Order 5 or select from
menu drop down:
3. Make sure you save your entries before you exit the
transaction
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:
5. Make sure you save your entries before you exit the
transaction
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.
TypeM - Module Specific
Menu PathIMG > Public Sector Management > Funds Management
Government > Master data > Account Assignment elements >
Commitment Item > Create Variant in FM Area/Fiscal Year
TransactionSPRO
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.
TypeM - Module Specific
Menu PathIMG > Public Sector Management > Funds Management
Government > Master data > Account Assignment elements >
Fund > Create FM fund types
TransactionSPRO
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
TypeM - Module Specific
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.
1.5.2 Configuration Element Design Details
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.
TypeM - Module Specific
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
5. Make sure you save your entries before you exit the
transaction
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.
TypeM - Module Specific
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.
TypeM - Module Specific
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
TransactionSPRO
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.
TypeM - Module Specific
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.
TypeM - Module Specific
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.
TypeM Module Specific
Menu PathIMG > Public Sector Management > Funds Management
Government > Master Data > Status Management > Define
Status Profile
TransactionSPRO
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.
TypeM - Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
4.14.2 Configuration Element Design Details
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
4.15.2 Configuration Element Design Details
i. Activate Period Control
Rationale for configuration and configuration changeThe Customer
requires the ability to control posting of budget documents only to
open periods.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM - Module Specific
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.
TypeM - Module Specific
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
TypeM Module Specific
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.
TypeM Module Specific
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.
4.23.2 Configuration Element Design Details
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
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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
ImplementationSteps1. Select allows the user to create 2
derivation strategies per below:
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.
TypeM Module Specific
Menu PathIMG > Public Sector Management>Funds Management
Government> Budget Control System (BCS) > Availability
Control> Specify Checking Horizon > Select Checking Horizon
for Availability Control
TransactionSPRO
ImplementationSteps1. Select allows the user to create 2
derivation strategies per below:
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.
TypeM Module Specific
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.
TypeM Module Specific
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
TypeM Module Specific
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.
TypeM Module Specific
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
TypeM Module Specific
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)
TypeM Module Specific
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.
TypeM Module Specific
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
TypeM Module Specific
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
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM Module Specific
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.
TypeM - Module Specific
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.
TypeM - Module Specific
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
4.25.2 Configuration Element Design Details
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
TypeM Module Specific
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.
TypeM - Module Specific
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
TypeM Module Specific
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.
TypeM Module Specific
Menu PathIMG>Public Sector Management>Funds Management
Government>Actual and Commitment Update/Integration>
Integration > Financial Accounting Integration (new) > Down
Payment for Ear