IPS910 SAP Public Sector: Special

Functions for the Public Sector
IPS910










Release 640 04/06/2006

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© SAP AG 2003
IPS910 SAP Public Sector: Special Functions for
the Public Sector
THE BEST-RUN E-BUSI NESSES RUN SAP
© SAP AG 2002
I PS910
SAP Publ i c Sec t or :
Spec i al Func t i ons f or t he Publ i c Sec t or



Þ SAP IS Public Sector
Þ EA-PS 1.10
Þ 2002/Q4
Þ Material number 50058225
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© SAP AG 2004
Copyright 2004 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in
any form or for any purpose without the express permission of
SAP AG. The information contained herein may be changed
without prior notice.
Copyright



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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 AG 2002
© SAP AG2001, Background 34
Course Prerequisites
¤ AC010 Overview of External Accounting
-or-
¤ AC200 General Ledger and Business Partner Configuration



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© SAP AG 2002
Target Group
¤ The course is aimed at:
¤ Users and administrators who are interested in the
functional possibilities of Funds Management
¤ Members of project teams who are involved in introducing
Funds Management
¤ Duration: 5 days



Notes to the user
Þ The training materials are not teach-yourself programs. They complement the course instructor's
explanations. On the sheets, there is space for you to write down additional information.
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(C) SAP AG IPS910 1-1
© SAP AG 2002
¤ General Aim of Course
¤ Course Objectives
¤ Course Content
¤ Course Overview Diagram
¤ Main Business Scenario
Course Overview



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(C) SAP AG IPS910 1-2
© SAP AG 2002
¤ At the conclusion of this course, you will be
able to use the industry solution SAP R/3
Enterprise Public Services and make the
settings required for its implementation.
General Aimof the Course



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(C) SAP AG IPS910 1-3
© SAP AG 2002
¤ Use and configure Funds Management in the
following subject areas:
¤ Master Data
¤ Budget Planning
¤ Budget Execution
¤ Integration
¤ Updating
¤ Cash Desk
¤ Year-End Closing
¤ Reporting
Course Objectives
At the conclusion of this course, you will be
able to:



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(C) SAP AG IPS910 1-4
© SAP AG 2002
¤ Your administration wants to implement the
R/3 solution for the Public Sector for
managing its business processes. You are a
member of the project team that is
responsible for efficiently implementing
Funds Management.
Main Business Scenario



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(C) SAP AG IPS910 1-5
© SAP AG 2002
Course Content
Unit 6 Updating
Unit 7 Cash Desk
Unit 8 Year-End Closing
Unit 9 Reporting
Unit 10 Appendix
Unit 1 Course Overview
Unit 2 Master Data
Unit 3 Budgeting
Unit 4 Budget Execution
Unit 5 Integration
Exercises
Solutions
Preface



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(C) SAP AG IPS910 1-6
© SAP AG 2003
Course Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat i ng
Updat i ng
Cash Desk
Cash Desk
Year -End Cl osi ng
Year -End Cl osi ng
Repor t i ng
Repor t i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 1-7
© SAP AG 2002
Organization
Management
Constituent Relationship
Management
Operational
Management
Tax & Revenue
Management
Records Management
Human Resource
Management
Procurement &
Inventory Management
Resource Management
Registration Tax Calculation Billing
Payments/
Collection
Taxpayer/Debtor
Accounting &
Services
Revenue
Accounting
S
p
e
c
i
f
i
c

O
p
e
r
a
t
i
o
n
a
l

S
y
s
t
e
m
s
Strategic
Organization
Management
Decision Support
& Data
Warehousing
Program
Formulation &
Financing
Budget
Formulation
Program
Evaluation &
Analysis
Performance
Measurement
Public Information Constituent Service
Product & Service
Sales
Constituency
Account
Marketing of Public
Programs & Services
Program/
Project
Management
Financial
Accounting
Managerial
Accounting
Grants
Management
Cash
Management &
Treasury
Travel
Management
Budget
Execution
Record/Case &
Workflow Definition
Workflow
Execution
Workflow
Monitoring
Electronic
Signature
Information
Retrieval
Recruitment
Personnel
Administration
Time & Leave
Management
Personnel
Development &
Training
Compensation
& Benefits
Administration
Payroll
Accounting
Organization &
Position
Management
Procurement Process
Management
Tender
Management
Contract
Management
Inventory
Management
Distribution
Facility & Equipment
Management
Fleet Management
Reimbursable
Services
Property
Management
Real Estate
SAP Public Sector: Solution Map



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(C) SAP AG IPS910 1-8
© SAP AG 2002
SAP R/3 Enterprise - Architecture
SAP R/3
Enterprise
Technical upgrade
to new Basis
Technologies
SAP R/3
Enterprise
Core 4.70
SAP R/3
Enterprise
Extension Set
SAP R/3
Enterprise
Core &
Add-On
SAP R/3
SAP R/3
Enterprise
Public Services
(EA-PS 1.10)






Þ Funds Management (Budget Planning and Execution), the Public Service-specific core function, is part
of the Enterprise Add On SAP R/3 Public Services (EA-PS 1.10).
Þ In SAP R/3 Enterprise, the name of the industry-specific component Public Sector (FI-FM and IS-PS)
was changed to SAP R/3 Enterprise Public Services.
Þ SAP R/3 Enterprise Public Services is an Enterprise Add-On. It is delivered as part of the SAP R/3
extension set.
Þ The technical name is EA-PS 1.10.
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(C) SAP AG IPS910 1-9
© SAP AG 2002
¤ Product:
¤ SAP Funds Management (FM)
¤ Technical Description (Release):
¤ SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10)
¤ Components:
¤ PSM (Public Sector Management) contains Grants
Management, US Federal Government, and Funds
Management
¤ Used in OSS and in the menu hierarchy
What‘s What?



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(C) SAP AG IPS910 1-10
© SAP AG 2002
Funds Accounting: Environment
Funds Management
- Expenditures/ Revenues
BUDGET PLAN
Business
Accounting
- Expenses/
Revenue
(Profit & Loss)
- Balance
(Balance Sheet
Accounts)
Bdgt Est.
2000
TUNI
50.490
362
1.470
23
547
45.145
12
78
. . .
. . .
. . .
. . .
. . .
.....
48.320
370
1.470
25
538
42.873
9
70
. . .
. . .
. . .
. . .
. . .
. . .
Bdgt Est.
1999
TUNI
43.320
270
1.170
21
433
39.673
8
69
. . .
. . .
. . .
. . .
. . .
. . .
Actual
1998
TUNI
Internal Controlling
- Costs / Revenues



Þ Accounting in the public sector consists of:
- Funds Management
- Internal Controlling
- Commercial Accounting
Þ Therefore, it offers three basic views of an organization.
Þ These three views are:
- Budget view (revenues and expenditures)
- Controlling view (costs and revenues)
- Commercial view (revenues, expenses and balance sheet)
Þ The budget is mapped out in Funds Management.
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(C) SAP AG IPS910 1-11
© SAP AG 2002
Organizational Structures
Werk Einkaufs-
organisation
Personal-
Bereich
Verkaufs-
organisation
Werk Einkaufs-
organisation
Personal-
Bereich
Verkaufs-
organisation
Plant
Purchasing
Organization
Personnel
Area
Sales
Organization
FM Area
Controlling Area -
2
Controlling Area
1
Company
Code 1
Company
Code 2
Company
Code 3
Company
Code 4
Client



Þ You can use clients in the R/3 System. The client corresponds to a whole organization.
Þ Each component in the R/3 System has its own organizational units. These are assigned to each other.
Þ The organizational unit in Funds Management is called the "financial management area" (FM area).
Þ You can assign one or more units from cost accounting (controlling areas) and financial accounting
(company codes) to an FM area.
Þ When doing this, ensure that the relationships between the three organizational units are consistent.
Þ All other organizational units, such as those in Logistics (plant, purchasing organization and so on) and
Human Resources (HR area and so on) are linked to Funds Management by the financial accounting
organizational unit, that is, the company code.
Þ The FM area and company code currencies must be identical.
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(C) SAP AG IPS910 1-12
© SAP AG 2002
Course Overview : Summary
¤ SAP R/3 Enterprise Public Services (EA-PS 1.10)
is an Enterprise Add-On and therefore a part of
the SAP R/3 extension sets
¤ Funds Management is the core function of EA-PS
1.10



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(C) SAP AG IPS910 2-1
© SAP AG 2002
Master Data
¤ Organizational Structures
¤ Year-dependent Master Data
¤ Commitment Items
¤ Funds Centers
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivide Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-2
© SAP AG 2002
¤ Upon completion of this unit, you will be able to:
Þ Organize structures in EA-PS
Þ Maintain year-dependent master data
Þ Map the budget structure
Þ Maintain the account assignment elements, funds
center, commitment item, fund, functional area, funded
program and grant
Þ Make changes in the master data maintenance
Þ Subdivide master data
Þ Use the account assignment derivation tool to derive
FM account assignments
Master Data: Unit Objectives



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(C) SAP AG IPS910 2-3
© SAP AG 2002
Course Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat i ng
Updat i ng
Cash Desk
Cash Desk
Year -End Cl osi ng
Year -End Cl osi ng
Repor t i ng
Repor t i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 2-4
© SAP AG 2002
Master Data I
¤ Organizational structures
¤ Year-dependent master data
¤ Funds centers
¤ Commitment items
¤ Activating account assignment elements
¤ Fund
¤ Functional area
¤ General settings
¤ Budget structure
¤ Cover eligibility
¤ Authorization groups
¤ Subdivide master data
¤ Account assignment derivation tool



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(C) SAP AG IPS910 2-5
© SAP AG 2002
Organizational Elements within Accounting
FM area
expenditures /
revenues
Company code
expense / revenue
Controlling area
costs / revenues
BUDGET PLAN
BUDGET PLAN
1996
EXP
1995
50.490
362
1.470
23
547
45.145
12
78
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
FI FI
CO CO
BUDGET PLAN
2000
EXP
50.490
362
1.470
23
547
45.145
12
78
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
48.320
370
1.470
25
538
42.873
9
70
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
2001
EXP
EA EA- -PS PS



Þ Depending on the level from which accounting is viewed, the organization is represented in the R/3
System using the following structures:
º The organizational unit for Funds Management is the financial management area (FM area)
º The organizational unit for Controlling is the controlling area
º The organizational unit for Financial Accounting is the company code
º The FM area and the controlling area take precedence over the company code.

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(C) SAP AG IPS910 2-6
© SAP AG 2002
FM Area Global Settings
01
02
03
04
05
06 07
12
11
10
09
08
Jan.
Feb.
Mar.
Apr.
May
Jun. Jul.
Aug.
Sept.
Oct.
Nov.
Dec.
FM area currency
Fiscal year
variant



Þ The FM area currency and a fiscal year variant must be defined as global parameters.
Þ The FM area and company code currencies must be identical.
Þ The fiscal year variant of company code and FM area must be identical for a payment matching to be
possible (use of payment view).
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(C) SAP AG IPS910 2-7
© SAP AG 2002
Budget Structure Representation
Introduction
¤ The budget structure represents the functional and
organizational structure of an organization from a Funds
Management point of view.
¤ This is the basis of budget planning and budget execution.



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(C) SAP AG IPS910 2-8
© SAP AG 2002
Representation of Budget Structure in SAP System
Budget Structure
o
r
g
a
n
i
z
a
t
i
o
n
a
l
f
u
n
c
t
i
o
n
a
l
Commitment Item
Funds Center
Budget Plan
2000
TDM
50.490
362
1.470
23
547
45.145
12
78
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
48.320
370
1.470
25
538
42.873
9
70
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
. . .
2001
TDM
Structure in SAP System



Þ A breakdown of the whole organizational structure to map the budget structure of an organization in the
SAP system is carried out in an analytical process according to:
º organizational point of view and
º functional point of view.
Þ A funds center hierarchy and several commitment item hierarchies normally result from this.
Þ Organizational units (responsibility areas, departments, projects) are mapped with funds centers and
arranged in a hierarchy.
Þ Functional aspects (expenditures and revenue structures) are represented with commitment items.
Þ Organizational and functional structures (funds center and commitment item hierarchies) are combined
through Funds Management in which each funds center contains the complete commitment item
hierarchy.

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(C) SAP AG IPS910 2-9
© SAP AG 2002
Commitment items
Funds center for the budget
Combinations =
Budget objects
(Budget manage-
ment acct assgnmt)
Scenario 2: German authorities Scenario Scenario 1: 1: Bdg Bdg planning planning and and funds centers funds centers
hierarchy hierarchy
Scenario Scenario 3: Non 3: Non- -hierarchical hierarchical
budgeting budgeting and AVC and AVC
Cmmt items
Funds center hierarchy
Funds centers
Commitment items
Mapping Scenarios - Master Data Hierarchies



Þ Scenario 1 corresponds with the general model explained in more detail in the previous slide.
Þ Scenario 2 is the scenario, which is used by local authorities. In this scenario, only one funds center
which is named “Funds center for the budget” is shown. Both the functional and organizational grouping
is mapped in the commitment items.
Þ Scenario 3 is a model which works without hierarchies. Technically, funds centers and commitment
items are on the same level. The existing hierarchies can be mapped in Reporting. This model is used by
the provinces in Germany.


Note:
Both scenario 2 and 3 can only be used if the local authorities flag has been activated.
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(C) SAP AG IPS910 2-10
© SAP AG 2002
Master Data II Master Data II
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Centers
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-11
© SAP AG 2002
. . .
Year
. . .
Year
X
Year
X
X
Year X
1990 1992 2000 2001 2003 2004 2005 2002
Year Dependency of Master Data



Þ The year-dependency of funds center and commitment item is set by a special Customizing point.
Þ This means you can make changes to suit your needs for any fiscal year in the master data maintenance
without unintentionally effecting previous or future years.
Þ By default, the master data is defined as year-independent (year "0000"), that means it is valid for the
whole Funds Management term.
Þ Using the Customizing program RFFMMDACT, the master data can be converted to “year-
dependent".


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(C) SAP AG IPS910 2-12
© SAP AG 2002
Activating Year-Dependent Master Data
¤ Before you can define commitment items and funds
centers as year-dependent, they must first be converted
to year-dependent in Customizing by using program
RFFMMDACT.
¤ The program executes the following:
Þ Check on whether the budgeting and budget structure are
year-dependent
Þ Check on and activation of funds centers for year-
dependence
Þ Check on and activation of commitment items for year-
dependence
¤ If the conversion is successful, the master data will be
year-dependent from your desired budget year.



Þ Prerequisites in an FM area before master data can be converted to year-dependent:
º Total values are not used in budgeting.
º No overall budget structure exists.
º The budget structure is created year-dependently.
º The budget structure was not created with a year-independent BS template.
Þ When ‘activating’ the year-dependent funds centers, the hierarchy variant is assigned from year 0000
and assigned to the desired years.
Þ When ‘activating’ the year-dependent commitment items, the program first determines all fiscal years in
which commitment items must be created. The commitment items are then copied into the fiscal years
determined by calling programs RFFMMDBI81 and RFFMMDBI85.

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(C) SAP AG IPS910 2-13
© SAP AG 2002
Master Data III
¤ Organizational Structure
¤ Year Dependency of Master Data
¤ Funds Centers
¤ Commitment Items
¤ Activation of Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-14
© SAP AG 2002
Funds Center Hierarchy
Person Responsible
Superior Center
FM Area
Funds Center 1
Funds Center 2 Funds Center 3
Person Responsible
Superior Center
Person Responsible



Þ Funds centers are used to represent organizational units (areas of responsibility, departments, projects)
and are arranged in a hierarchy.
Þ It is possible to create funds centers in several, parallel hierarchies. There may also be several top fund
centers.
Þ Every funds center, that is not a top funds center, has one superior center which is defined in the master
record of the subordinate funds center.
Þ The funds center master record contains important information, such as the name and description of the
funds center, the name of the person responsible for the funds center and so on.
Þ You can maintain both the name of the person responsible (as information) as well as a user name (SAP
user name) in the system. The person defined in the user name as responsible for the funds center is the
recipient of automatically generated system messages (mails) in certain situations.

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(C) SAP AG IPS910 2-15
© SAP AG 2002
J F M A M J J A S O N D
J F M A M J J A S O N D
V
A1.2 A1.1
A3 A2 A1
A1.22 A1.21
2001
V
A3 A1
A1.2
A1.22 A1.21
A1.1
2002
Hierarchy Variant: Time Dependent Funds Center
Assignment



Þ The hierarchy variant corresponds to the hierarchical funds center structure. This hierarchy can be
designated as either year-dependent or year-independent.
Þ If you want to work year-dependently, organizational changes between individual fiscal years are easy to
map out.
- Individual funds centers or complete substructures can be reassigned from one year to another.
- The existence of a funds center can be limited to a specific number of fiscal years
- New funds centers can be defined as valid from a specific fiscal year
Þ You can make changes to existing hierarchy variants, as long as no budget and transaction data has been
posted to the relevant funds center (or funds centers subordinate to it) have been made.
Þ When you create hierarchy variants, at first, they are year-independent (fiscal year “0000”). Once you
assign a variant to a fiscal year, the funds center hierarchy becomes valid for the relevant period.
Þ From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the assignment of hierarchy variant to year and
FM area can be changed. This means that it is possible to delete an assigned hierarchy variant or replace
it with another hierarchy variant. Only one variant is permitted for a fiscal year.


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(C) SAP AG IPS910 2-16
© SAP AG 2002
Create Funds Center
FM Area
Funds Ctr
From Year To Year
2001
2003
Validity
Funds Center: Existence Interval



Þ If you are working with year-dependent funds centers, you can enter a validity period for the funds
centers. This period of validity specifies the "life-span" of the funds center. If you are working year-
independently, the system automatically fills these fields with the period 1900 to 9999 and it is not
possible to change these values.
Þ When working year-dependently, the validity period can be extended at any time. The value for the "to-
year" (and consequently the "life-span") can therefore always be moved back. From SAP Enterprise
Public Services 1.10 (EA-PS 1.10), it is also possible to make the existence interval smaller. The
prerequisites for this are:
-There is no posting data such as actual data or budget in the period affected.
-The funds center has no subordinate funds centers.
Þ If you want to assign a funds center to a year-dependent hierarchy variant, you need to ensure that the
validity period for the funds center covers the financial year, for which the hierarchy variant is assigned.


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(C) SAP AG IPS910 2-17
© SAP AG 2003
Change Funds Center
Funds Ctr
From Year To Year
A1
Analysis Period
Person Responsible: (From ... To)
01.01.2000 Meyer 31.12.2001
01.01.2002 31.12.2005 Schneider
Name of Department (From ...To)
01.01.2000 Administration A1 30.09.2001
01.10.2001 31.12.2005 Main Department A1
Time Variable Time Variable
Details: Details:
2000 2005
Entering Funds Center Details for Subperiods



Þ There is a range of attributes and funds center details for which you can change the time dependency,
regardless of whether their funds center definition is year-dependent or year-independent.
Þ You can therefore define analysis periods at any time, for example to specify that processor X is being
replaced by processor Y on 01.01 in the funds center. Changes can be made for the following fields:
- Name and description of funds center
- Default fund
- System user name and person responsible for funds center
- Address and communication data
Þ The changes are logged clearly.
Þ The individual subperiods should not overlap each other.
Þ There is master data on the funds center for these attributes that cannot be defined differently for
different analysis periods because the definitions should be valid for the whole period:
- The funds center's alphanumeric code
- Long text information (can be changed at any time, but it is always only one document)
- Assignment of authorization group
Þ Again it is irrelevant whether funds centers have been defined year-dependently or year-independently.



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(C) SAP AG IPS910 2-18
© SAP AG 2002
V
A3 A2 A1
Hierarchy variant
FuCen. is
assigned:
Valid from - until
V : 1900 - 2010
A1: 2001 - 2005
A2: 2001 - 2004
A3: 2001 - 2002
FuCen. is not
assigned:
Valid from - until
B1: 1900 - 2000
C1: 2000 - 2000
C2: 2005 -2006
. F M A M . . A S O N D
2001
Hierarchy Variant: Selection of Funds Centers



Þ If you assign the hierarchy variant to a financial year, the system checks whether the funds centers are
also valid for the period.
- If the variant contains all valid funds centers (validity period check)
- If the variant does not contain all valid funds centers
Þ The user must pay particular attention to consistency when copying a hierarchy variant from one fiscal
year to the next. Consequently, it is necessary to change the validity period for some funds centers, if it
does not apply for the relevant fiscal year.
Þ The program RFFMMD_REPLACE_HIVARNT is available from SAP Enterprise Public Services 1.10
(EA-PS 1.10) for changing the assignment of a hierarchy variant to a fiscal year. Using this program, you
can separate fiscal years to which the same hierarchy was assigned and maintain the fiscal year of the
funds center.


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(C) SAP AG IPS910 2-19
© SAP AG 2002
Funds Center
Source: FMA 9000
Hi.Va. 0000
RFFMBI91 RFFMBI95
UNIX File/
PC File
EXPORT IMPORT
Funds Center
Target: FMA 9002
Hi.Va. 0010
Copying Funds Centers



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


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(C) SAP AG IPS910 2-20
© SAP AG 2002
Master Data IV
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Centers
¤ Commitment Items
¤ Activation of Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-21
© SAP AG 2002
¤ Attributes
¤ Financial Transaction and Item Category
¤ Hierarchy Maintenance
¤ Masking
¤ Copying Commitment Items
Commitment Items



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(C) SAP AG IPS910 2-22
© SAP AG 2002
Commitment Item
Fiscal Year
FM Area
Basic Data
2100. 4000.000
Change Documents Long Text FM Area
2003
9000
Financial Transaction 30
Basic Data 1 Alternative Hierarchy
Item Category 3
Directly Postable Not Directly Postable
“Create with Template”
Commitment Item : Attributes I
Negative Budget
Stat. Commitment Item



Þ The commitment item's key has 24 digits. In addition to the header data, all other master data parameters
are available in tab pages on a screen.
Þ You can define the control of entry fields (field status) in Customizing using a customer-specific field
string. You should hide function entry fields that you cannot use.
Þ You can define several posting object levels. This means that under one postable commitment item you
can have further postable commitment items.
Þ You can refer to data on commitment items already created by clicking on the "Create with Template"
button.
Þ You create commitment items and commitment item hierarchies in an FM area. If you use year-
dependent master data, create commitment items and commitment item hierarchies in an FM Area for a
fiscal year.
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(C) SAP AG IPS910 2-23
© SAP AG 2002
Finanzposition
Geschäftsjahr
Finanzkreis
Grunddaten
2100.4000.000
Änderungsbelege Langtext Finanzkreis
2003
9000
Finanzvorgang 30
Grunddaten 1 Alternative Hierarchie
Positionstyp 3
Direkt bebuchbar nicht direkt bebuchbar
„Anlegen mit Vorlage“
Commitment Item: Attributes II
Negatives Budget
Stat. Finanzposition
Commitment Item
Fiscal Year
FM Area
Basic Data
2100. 4000.000
Change Documents Long Text FM Area
2003
9000
Financial Transaction 30
Basic Data 1 Alternative Hierarchy
Item Category 3
Directly Postable Not Directly Postable
“Create with Template”
Negative Budget
Stat. Commitment Item



Þ A commitment item can have the indicator "Negative Budget". This means that it is possible to enter
negative budget in the corresponding FM account assignments.
º Example: In the previous year, the budget on this account assignment was exceeded which is treated
as a jump ahead into the new year. Negative budget is then entered on the account assignment in the
new year.
º You cannot checkmark the field if the commitment item is:
- used in a cover pool
- a statistical commitment item
- used for revenues increasing the budget
Þ If a commitment item is flagged as statistical:
º the commitment item cannot be budgeted directly.
º postings that contain this commitment item are updated but do not take part in the active availability
control.
º Postings can be displayed separately in Reporting.
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(C) SAP AG IPS910 2-24
© SAP AG 2002
Item Category
Finan. Trans.
Business Transaction
30 3/2
Expenditure/revenue posting
40 3/2 Goods receipt/ issue
60 3/2 Payable/receivable
Debit posting
80
3/2 Bank clearing
Actual posting
90 1/5
Cash holding
Clarification worklist (IS-PS-CA)
Actual posting
Commitment Item: Financial Transaction and Item
Category



Þ The commitment item category defines the order according to balances, revenues or expenditure: They
are all divided into different categories: revenue items (category 2), expenditure items (category 3),
balance items (category 1), balance commitment items (category 4) and the clarification worklist from
IS-PS-CA (category 5).
Þ You can create one or more hierarchies for each category of commtiment item.
The financial transaction and the commitment item category are identical for all commitment items
within a hierarchy.
Þ The financial transaction represents business transactions from the feeder application components (for
example Materials Management) and plays the central role in passing on data from these components to
Funds Management.
Þ There are also technical commitment items which play an important role in integration that are
outsourced with financial transaction 30 and item category 2 or 3, as well as the expenditure and revenue
commitment items of the budget. For example, commitment items for reconciliation accounts (financial
transaction 60, item category 2/3), commitment items for the payment transaction (financial transaction
90, item category 1), commitment items for the clarification worklist from IS-PS-CA (financial
tranaction 90, item category 5) or commitment items for the goods issue/goods receipt (financial
transaction 40, item category 2/3).
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(C) SAP AG IPS910 2-25
© SAP AG 2003
Commitment Item
Fiscal Year
FM Area
Hierarchy
Assignment
2100. 4000.000
Change Documents Long Text FM Area
2003
9000
Superior Commitment Item 2100.4000.000
Basic Data 1 Alternative Hierarchy
Standard Variant
Hierarchy Assignment



Þ The commitment item is created in the standard hierarchy variant.
Þ The hierarchical assignment of commitment items in the standard variant can be carried out in individual
processing of commitment items and in the maintenance transaction of the standard hierarchy.
Þ In individual processing of commitment items, hierarchy assignment takes place via the field Superior
Commitment Item in the tab page Basic Data 1 in the area Hierarchy Assignment.

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(C) SAP AG IPS910 2-26
© SAP AG 2003
Hierarchy:
Reporting
for private
funds
Hierarchy:
Reporting
to
federation
or state
Commitment Item: Alternative Hierarchies



Þ In Reporting, you can structure and represent the commitment items in almost as many different
hierarchies as you wish.
Þ The variants in Reporting can be used for evaluation purposes. You can then, for example, represent
actual data in different hierarchical relationships. This is often needed for external funds (other structure)
or for management (e.g. other aggregations) in Funds Management.
Þ Commitment item variant “000” is the only one used for postings. This is the only one defined as the
"standard variant" in Customizing.
Þ Alternative hierarchies are created using the appropriate master data entries.
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(C) SAP AG IPS910 2-27
© SAP AG 2003
Commitment Item
Fiscal Year
FM Area
Alternative Hierarchy
2100.4000.000
Change Documents Long Text FM Area
2003
9000
Variant Superior Commitment Item
Basic Data 1 Alternative Hierarchy
001 2100.0000.000
Maintaining Alternative Hierarchies



Þ In individual processing of commitment items, you can assign alternative hierarchies to commitment
items on the tab page Alternative Hierarchy. They can be used for reporting purposes.
Þ You can maintain the alternative hierarchy variants in individual processing of commitment items and in
the maintenance transaction of the alternative hierarchy variants.
Þ You have to create the alternative commitment item hierarchies in Customizing first and then assign
them to the FM area.


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(C) SAP AG IPS910 2-28
© SAP AG 2002
Commitment Item Hierarchy
Financial trans.
Name
Item category
Revenues
30
2
Expend.
30
3
Goods receipt/
Invoice
receipt
clearing
40
3
Customer/
Vendor rcncil.
account
60
2 / 3
Bank
90
1
Commitment item
can be budgeted and
can be posted to



Þ Commitment items classify the budget according to revenues and expenditures.
Þ Financial transaction and item category are control parameters used to define the meaning of a
commitment item.
- The financial transaction represents the business transaction from upstream application
components.
- The item category stipulates whether you are working with:
-a revenue item
-an expenditure item or
-a cash balance item.
Þ All commitment items representing the budget structure as revenues and expenditures types have
financial transaction "30" in the master record.
Þ In addition, there are several "technical" commitment items, such as those for reconciliation accounts,
bank accounts and so on.
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(C) SAP AG IPS910 2-29
© SAP AG 2002
Commitment Item
Geschäftsjahr
Finanzkreis
Grunddaten
2100.3333.000
Change Documents Long Text FM Area
2000
9000
Financial Transaction 30
Grunddaten 1 Grunddata 2 Alternative Hierarchy
Item Category 3
Directly Postable Not Directly Postable
„Anlegen mit Vorlage“
2. Field Check
FMMD0016
(EXIT_SAPLFMCI2_002)
3. Insert Additional
Fields
FMMD0017
(EXIT_SAPLFMCI2_003
EXIT_SAPLFMCI2_004)
1. Create /Change
FMMD0015
(EXIT_SAPLFMCI2_001)
Example of Customer Enhancement: Commitment
Item



Þ Customer enhancements are structured the same for all master data (funds center, commitment item,
fund). Taking the commitment item as an example, you can see that there are three options for
implementing customer enhancements in master data maintenance.
Þ Creating and Changing Commitment Items (EXIT_SAPLFMCI2_001): Fields can be predefined
when you create or change commitment items. You can determine whether these fields have default
values that can be overwritten or fixed values that are displayed and cannot be edited. You can also
preclude certain commitment item keys and commitment item types from being created or changed.
Þ Commitment Item Consistency Check (EXIT_SAPLFMCI2_002): After all data entry, you can have
field contents checked against customer-specific rules and, if necessary, have the system output error
messages (exception).
Þ Add Additional Master Data Fields for Commitment Items (EXIT_SAPLFMCI2_003 and
EXIT_SAPLFMCI2_004): This enhancement makes it possible to include your own additional fields in
the master data master record.
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(C) SAP AG IPS910 2-30
© SAP AG 2002
Customizing
: - .
Special Character
XXXX.XXX.XXXX
Mask
Master Record
XXXX.XXX.XXXX
Commt Item
Fiscal Year
FM Area
9000
2003
Mask for Commitment Item Key



Þ You can define a mask for the commitment item key which controls the output of the commitment item
on the screen using the special character you defined.
Þ Different special characters can be used for the masking.
Þ The special characters are inserted into the commitment item key and displayed in the commitment item
output in the screen. The special characters are not stored in the commitment item key in the database.



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(C) SAP AG IPS910 2-31
© SAP AG 2002
RFFMDBI81 RFFMDBI85
UNIX File/
PC File
EXPORT
IMPORT
Commitment Item
Target: FM A. 9012
Year 2003
Copying Commitment Items
Commitment Item
Source: FM A. 9000
Year 2002



Þ This program allows you to copy existing commitment items. The division of the copying transaction
into an export and an import process makes the application useful for several scenarios:
Þ When transferring data from legacy systems, commitment items are uploaded from a UNIX or PC file to
the R/3 system using import program RFFMDBI85.
Þ If commitment items are to be copied from one fiscal year to the next or to another FM area, both
programs are used. Depending on your preference, program RFFMDBI81 can export the data you want
to copy to a UNIX file or PC file. In the second step, you import the data to your chosen FM area/fiscal
year to the R/3 system using program RFFMDBI85.
Þ As of SAP Enterprise Public Services 1.10 (EA-PS 1.10), the program RFFMMD_COM_ITEM_FYC is
available for year-end operations with year-dependent commitment items. The commitment items of the
standard hierarchy (variant 000) can be copied from a fiscal year to the following year in one step.
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(C) SAP AG IPS910 2-32
© SAP AG 2002
Example: Changing the Master Record
Change Commitment Item Change Commitment Item
Description
Basic Data
Default Value
Financial Trans.
Item Category
Superior Item
Funds Center
Field can be changed
Field cannot be changed
Directly Postable
Not Directly Postable
Statistical Cmmt Item
Negative Budget



Þ It is only possible to make changes to the master records in Funds Management in fields that are ready
for input. For example, if you have not made an entry in the "superior commitment item" field when you
are creating a commitment item, it will not be possible to make a subsequent change to it. The
commitment item must be deleted or created again and reassigned.
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(C) SAP AG IPS910 2-33
© SAP AG 2002
Master Data V
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Centers
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-34
© SAP AG 2002
Activating Account Assignment Elements
Fund
Functional area
Funded program
Grant



Þ If the account assignments fund, functional area, funded program or grant are used in Funds
Management, they must be activated in the Customizing of Public Sector Management.

Note:
Þ If the account assignment elements should also be used in Asset Accounting, the account assignment
elements must also be activated in Asset Accounting.
Þ If the account assignment elements should also be used in Controlling, program RKALPSCR must be
started.
Þ The activation of account assignment elements is not available for German customers (local authorities
flag set).







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(C) SAP AG IPS910 2-35
© SAP AG 2002
Activating the Fund and Functional Area
Defining fund / functional
area in the master data
Additional account assignment
= fund / functional area
AA
AA
CO CO



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

Activating the functional area has the following effect:
Þ In Controlling, in addition to posting to CO objects and the cost element, the functional area can also be
posted to.
Þ In Asset Accounting, the functional area can also be defined in the master data.
Þ In Funds Management, the functional area can be budgeted and assigned to an account.

Note:
If you use HR, you must have assigned the fund and functional area in HR as well.


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(C) SAP AG IPS910 2-36
© SAP AG 2002
Enhanced Fund Accounting
¤ The activation of fund and functional area in Funds
Management is the same as the activation of “Enhanced
Fund Accounting”, an integrated solution developed for the
US market.
¤ Note 518610 contains a description of the prerequisites for
using “Enhanced Fund Accounting” or parts of the available
functions.
Note !!!!!



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(C) SAP AG IPS910 2-37
© SAP AG 2003
Activating the Funded Program
Defining the funded program in
the asset master record
AA
AA
Additional account assignment
= funded program
CO
CO



Activating the funded program has the following effect:
Þ Funded programs can be created and budgeted in Funds Management if the Budget Control System
(BCS) is used.
Þ With a posting, the funded program is always derived from another account assignment object such as
the CO order or WBS element. It is not possible to assign the funded program directly to an account.
Þ This means that you can use the funded program to group expenditures according to functional aspects.

Note:
If you use HR, the funded program must be assigned to an account in HR as well.
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(C) SAP AG IPS910 2-38
© SAP AG 2002
Activating the Grant
Defining the grant in the asset
master record
Additional account assignment
= grant
AA
AA
CO
CO



· With Grants Management, grants are managed that have been provided from governments or other
institutes for commercial or scientific research.

Activating the grant has the following effect:
Þ The grant can be used as an additional account assignment element in the following components:
• Funds Management Government with the exception of “former” budgeting.
• Financial Accounting
• Asset Accounting
• Controlling
• Material Management
• HR

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(C) SAP AG IPS910 2-39
© SAP AG 2003
Account Assignment Element BLANK
Funds Center
Commt Item
Fund
Functional
Area
Funded
Program
Grant
A1
50010
Funds Center
Commt Item
Fund
Functional
Area
Funded
Program
Grant
A1
50010
“NEW”
“NEW”
“NEW”
“NEW”



Þ Account assignment elements must always have a concrete value. SPACE/BLANK is no longer accepted
as a value by the system. This is because of the new account assignment logic, that allows you to define
account assignments for a functional area in CO and Asset Accounting. In CO it is Fund, Functional
Area and Grant and in Asset Accounting, Fund, Functional Area, Grant and Funded Program. A clear
assignment must be possible so as to avoid problems when deriving a functional area. This is only
possible using concrete values.
Þ If you already work with the value "blank", you should convert to a concrete value for the account
assignment in the next fiscal year. This is not necessary during the year.
Þ In the transition period, it is possible to allow the value BLANK/SPACE in Customizing for Public
Sector Management for an account assignment element Fund, Functional Area, Funded Program or
Grant. Note that with this setting, no allocation or distribution for the BLANK/SPACE functional area
can be defined separately in Controlling. This means that you cannot allocate the BLANK fund to
another fund. The BLANK fund is only passed on from the sender to the receiver.
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(C) SAP AG IPS910 2-40
© SAP AG 2002
Master Data VI
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Center
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-41
© SAP AG 2003
Funds and Financing with Funds from Secondary
Sources
¤ Budgets and funds from secondary sources are managed
as funds. Secondary funds can be managed as completely
separate from the operational budget, usually managed
according to strict rules. These secondary funds are often
available for projects.
¤ Technically, there is no difference between funds and
funds from secondary funds.
Introduction



Þ The activation and implementation of account assignment element ‘Fund’ is not released for the
customer group German Government (local authorities flag set).
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(C) SAP AG IPS910 2-42
© SAP AG 2003
Mapping Funds
3
2
Budget
Funds fr Sec. Sources1
Funds fr Sec.
Sources 2
Budget Structure
Budget fund Funds from sec. sources 1
. . .
Customer SAP



Þ Funds from secondary sources are mapped in the SAP system with account assignment element ‚Funds‘.
Þ The organizational grouping and revenues/expenditures grouping of the organization (funds centers and
commitment item hierarchies) is passed on to each fund.
Þ This ‘passing on’ means that the master data structures are automatically linked to the fund master data.
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(C) SAP AG IPS910 2-43
© SAP AG 2003
Customer : Connection to customer master record FI
Balance Update: Fund in year-end operations
Budget Profile: Individual Control of
budgeting and availability control
01.01.2002
Fund Master Record
31.12.2005
Additional Data:
Fund Type: Groupings possible for fund
Valid From: Valid To:
Basic Data:
FM Area:
Fund:
9000
Budget



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

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(C) SAP AG IPS910 2-44
© SAP AG 2002
Master Data VII
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Center
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-45
© SAP AG 2003
Funds Management
Account Assignment
Cmmt
Item
Funds
Center
Functional
Area
Fund
Fund / Functional Area
Functional Area
Functional area
as new
dimension type



Þ Using the functional area, you can divide your organization according to functional aspects. This allows
you, for example, to map expenditure for aims and purposes (such as public safety or city planning) in
your organization.
Þ From SAP Enterprise Public Services 1.10 (EA-PS 1.10), the functional area has 16 characters.
Þ Using a functional area, you can comply with legal requirements for Reporting in accordance with
functional aspects.
Þ You activate the functional area in Customizing under Public Sector Management- Activate Account
Assignment Element. The functional area must be deactivated in FI. Derivation is carried out using the
account assignment derivation tool in Funds Management.
Þ You cannot use the functional area in FI or EA-PS to create a balance according to the cost of sales
accounting at the same time.
Þ The activation and implementation of the account assignment element “Functional Area” is not released
for the customer group German Government (local authorities flag set).
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(C) SAP AG IPS910 2-46
© SAP AG 2002
Master Data VIII M
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Center
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-47
© SAP AG 2003
Hide Optl Reqrd Display
Maintain field status for field selection string
Field name Description
FICTR Funds center
FIVOR Financial transaction
AUGRP Authorization group
Maintain field selection string for cmmt items
Field selection string Name
FIPOS Field selection FK01
FIPOS_2 Field selection FK02
Customizing Customizing
Field Selection Strings for Master Data



Þ You can control whether and how fields are displayed for your FM area in your own field selection
string in order to define the master data, commitment item, funds center and fund.
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(C) SAP AG IPS910 2-48
© SAP AG 2003
Mass
Selection
Area. Cmmt Items Description
FM 9000 Financial Year 2002
X 0001150000 Charge for Use
X 0001400000 Rent/Hire
Value Selection
FM Area: 9000
Financial Year: 2002
Cmmt Item: +++1*
Sequential
Maintenance
Transfer
Values
Mass
Maintenance
Mass Selection Master Data



Þ After you have made a mass selection, the system lists the data you have selected for further processing.
º Copying Values: All values selected are transferred to the transaction chosen and can be processed
further. For example, all combinations of commitment items are displayed in budget maintenance.
º Mass Maintenance: All selected and flagged values are maintained in one transaction. Changes made
in this transaction apply to all values selected.
º Sequential Maintenance: All selected and flagged values are maintained in the transaction one after
another. Changes can be made to each individual value. After a change has been posted, the system
goes to the next selected combination in the list.


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(C) SAP AG IPS910 2-49
© SAP AG 2002
Indiv. Value Maintenance
00001++++++
+ 00003++++++
+ ......
¤ Selection of master data for further processing
Þ Maintain commitment items
Þ Revenue increasing the budget
Þ Cover eligibility
Þ Collective expenditure
Þ Select commitment items for budget planning
¤ Generic search for master data
Þ + represents a specific character (length of object name known)
Þ * represents a character chain of unspecified length
¤ Individual value selection (no interval selection for masking)
Mass Selection Master Data



Þ Mass selection for further processing is currently only possible for:
º Rule maintenance of revenues increasing the budget
º Cover eligibility rule maintenance
º Commitment item maintenance
º Collective expenditure maintenance (function for German Government ) and
º Selection of commitment items for budget planning.

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(C) SAP AG IPS910 2-50
© SAP AG 2003
Mass
Selection
New Values for
Update:
New Values for
Update:
Authorization
Group
...
Authorization
Group
...
0001150000
Authorization
Group
0815
0001400000
Authorization
Group
0815
Area Cmmt Item Description
FM 9000 Fiscal Year 2003
X 0001150000 Charges for Use
X 0001400000 Rent/Lease
Example Mass Maintenance



Þ The multiple maintenance of commitment items in an FM area makes it possible to change the attributes
of several commitment items at the same time.
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(C) SAP AG IPS910 2-51
© SAP AG 2002
Master Data IX Master Data IX
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Center
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-52
© SAP AG 2003
Manual Budget Structure
Only particular combinations of funds
center and commitment item can have
budget allocated to them
Enter Orig. Budget
Ctr Item Budget View
S1 A 1.1
S2 A 2.2
S2 A 2.3
Center Item Budget
S1 A 1.1
S2 A 2.1
S2 A 2.2
S2 A 2.3
The unique budget address
comprises Center + Item +
Fund + Functional Area
Only the complete
combination can be
budgeted
Definition of Budget
Structure



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

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(C) SAP AG IPS910 2-53

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(C) SAP AG IPS910 2-54
© SAP AG 2003
Generate Budget Structure
Budget Structure
Funds Cmmt Budget
Center Item Object
IMF EXP.
IMF Pers
. .
. .
. .
Funds Center IMF
TDE
EXP. 1000
. . . 200
. . . 100
Administration
TDE
EXP. 200
. . . 50
. . . 40
Dept. 1
. . .
. . .
Dept. 2
. . .
. . .
Automatic generation of a
budget structure from the
budgeted elements



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


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(C) SAP AG IPS910 2-55
© SAP AG 2002
FM Area
Fiscal Year
9000
2003
Object Types
Budget Object
Posting Object
Action
Set
Delete
Selection FM Account Assignments
Selection of FM Acct Assignments
FM Area
Funds Center To
Key Date
Fiscal Year
Cmmt Item Var.
Cmmt Item To
9000
and all subordinate
and all subordinate
A1 D1
01.01.03
2003
000
Mass Maintenance of Budget Structure



Þ Program BPCARRM01 is available for generating budget objects in addition to manual maintenance of
the budget structure. You can use this program to generate or delete budget objects/posting objects.
Þ Using program RFFMSTRP, you can select the FM account assignment that should be defined as budget
objects/posting objects.
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(C) SAP AG IPS910 2-56
© SAP AG 2003
CI 1
CI 1
Bdgt Posting
Object Object
x
x x FC 2
FC 2
FC 2
FC 2
Funds Cmmt
Center Item
CI 3
CI 3
Budget Structure Fund EU 2002
CI 1
CI 1
Bdgt Posting
Object Object
x
x x FC 2
FC 2
FC 2
FC 2
Funds Cmmt
Center Item
CI 3
CI 3
Budget Structure Fund EU 2003
Budget Structure:Copy



Þ The budget structure for each fund can be copied to any target year, such as the following financial year.
This makes it easier to generate a budget structure if no or only a few changes need to be made in the
next fiscal year.
Þ The last valid budget structure before the target year is copied.
Þ You can determine whether the budget structure should only be copied if budget already exists in the
given fund.
Þ This copy program is used, if
-Year-dependent master data is being used
-Funds and budget structure elements are valid in the target year
-No budget structure has been created in for the given fund in the target year
-Master data maintenance is changed from year-independent to year-dependent
Þ It cannot be used for funds with overall values
Þ Once it has been copied, you can process the budget structure as normal in individual maintenance.


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(C) SAP AG IPS910 2-57
© SAP AG 2003
Budget Structure
Can be used:
¤ If budgeting is to be carried out centrally
¤ For performance reasons
Note the following:
¤ More maintenance required
¤ Changing the budget structure can cause
errors
Budget objects can be deleted
¤ There is no change history for the budget
structure
Note!



Þ If you want to budget centrally, you must work with a budget structure (BS).
Þ You can improve performance for very large hierarchies using the budget structure in batch jobs such as
Reconstruction Distributed and in the Hierarchy Maintenance. However, the BS has no effect on
performance during posting.

Note the following if you use the budget structure:
Þ Only the budget structure hierarchy is displayed in Reporting.
Þ Extra maintenance required:
º As soon as you create an account assignment it must be inserted into the budget structure.
º If account assignments are no longer being used, the budget structure must be adjusted.
º As there is no change history for the budget structure, there is no record of which objects are inserted,
deleted or reassigned.

Note:
It is recommended that you only use a budget structure if it is really necessary, as you should not
underestimate the manual effort required for maintenance.


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(C) SAP AG IPS910 2-58
© SAP AG 2002
Master Data IX
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Center
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation Tool



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(C) SAP AG IPS910 2-59
© SAP AG 2003
¤ Unreal Cover Eligibility
Þ Revenues increasing the budget
¤ Actual Cover Eligibility
Þ Reciprocal cover eligibility (cover pools)
Þ Unilateral cover eligibility
Cover Eligibility



Þ Revenues increasing the budget are used to provide extra expenditures budget that results from
additional revenues.
Þ When working with actual cover eligibility, additional expenditures are made possible through
expenditures shortfalls in other expenditures FM account assignments.
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(C) SAP AG IPS910 2-60
© SAP AG 2003
Budget Memo Text: Additional revenues give
entitlement to additional
expenditures
Budget Memo Type: 01
¤ Budget memos define general rules for
Þ Revenues increasing the budget
º Cover Pools
º Individual cover rules
¤ Budget memos are maintained in Customizing
Budget Memos
Customizing Customizing



Þ The texts for budget memos are maintained in Customizing.
Þ When using unreal or actual cover eligibility, budget memos (budget memo types) are defined in the
system.
Þ Budget memos are assigned to the individual rules within unreal and actual cover eligibility in rule
maintenance.
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(C) SAP AG IPS910 2-61
© SAP AG 2003
Cover Pools
Unilateral
Cover Eligibility
Assignment
Entitled to Cover
Cover Pool
Subject to Cover
Actual
Cover Eligibility
Expenditure
Commt Item
Funds Center
Fund
Expenditure
Commt Item
Funds Center
Fund
Actual Cover Eligibility



Þ Actual cover eligibility represents an expenditure-expenditure relationship. When working with actual
cover eligibility, the available budget is in the individual elements of the cover pool and not in the cover
pool itself.
Þ Reciprocal Cover Eligibility: Expenditure FM account assignments are both entitled to cover and subject
to cover.
Þ Unilateral Cover Eligibility: One or more expenditure FM account assignments are entitled to cover, the
others are subject to cover.
Þ Cover eligibility types are maintained as a budget memo (rule) in Customizing.
Þ Cover eligibility is realized using an own type of assigned fund, the cross assignment. The cross
assignment specifies the amount at which there was no budget available in an account assignment
address, and therefore why budget was consumed from the cover eligibility.
Þ You can use the “Expanding Cross Assignments" program (which allows you to restructure the budget)
to break down cross assignments.
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(C) SAP AG IPS910 2-62
© SAP AG 2003
FM Area
Fiscal Year
Cover Pool
9000
Cover Pool
Budget Memo
PB CB
Budget Cat.
Texts
Description
Long Text
2003
0000000570000000
Cover Pool IPS910
Creating a Cover Pool Manually (I)



Þ A cover pool can be created for the PB and/or CB. This setting is then a default value that can be
changed when you assign individual FM account assignments.
Þ You can create a manual cover pool or an automatic one. In the case of manual cover pools, the budget
transfer postings must be made manually within a cover pool. The type of cover pool is controlled by the
budget memo.
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(C) SAP AG IPS910 2-63
© SAP AG 2002
2100.5500.000 TOTAL
FM Acct Assignment
Commt Item Funds Center PB CB
2100.6600.000 TOTAL
2100.6667.000 TOTAL
View Change FM Account Assignment : Overview
FM Area
Fiscal Year
Cover Pool
9000
2003
0000000570000000
Grouping
characteristic
Creating a Cover Pool Manually (II)
Customizing Customizing



Þ When you create a cover pool, you can also assign expenditure FM account assignments to it in the same
transaction.
Þ You can create grouping characteristics in Customizing.
Þ If you use grouping characteristics, the system checks cover pool objects that were assigned to the same
grouping characteristic first.
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(C) SAP AG IPS910 2-64
© SAP AG 2002
Text Entitled to Cover
Text Subject to Cover
FM Area Year
Expenditure Account Assgmt
Expenditure
Cmmt Item
Funds Center
Expenditure
Cmmt Item
Funds Center
Rule
Maintenance
Assignment Cover Pool
Cmmt Item Subject to Cover
Actual Cover Eligibility: Rule Maintenance



Þ When you are maintaining the rules for actual cover eligibility, you can assign an expenditure FM
account assignment to a cover pool (reciprocal) or to an expenditure FM account assignments subject to
cover (unilateral).
Þ One or more expenditure FM account assignments that are subject to cover can be assigned to an
expenditure FM account assignment that is entitled to cover.
Þ The rules maintained can be deactivated by setting a switch.
Þ Budget memo texts for the printout of the budget are defined for account assignments that are subject to
cover or entitled to cover within rule maintenance.
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(C) SAP AG IPS910 2-65
© SAP AG 2002
Automatic Generation of Cover Pools
Rule for the Generation of Cover Pools:
Rule
Cmmt Item
Funds Ctr Fund
01 1&+++ 1++ Budget 0001111
Rule Number
Functional Area
&: Account assignments that have the same character in a particular
place
+: Placeholder for any character



Þ Cover pools can be automatically generated according to particular rules in SAP Enterprise Public
Services 1.10 (EA-PS 1.10).
Þ A rule must be created in the system for the automatic generation of cover pools.
Þ The special characters “&” and “+” can be used for generic rule maintenance.
Þ The character “&” means that account assignment that have the same character in a particular place are
combined in a cover pool.
Þ The character “+” is a placeholder for any character.
Þ In the example above, the system would create cover pools for the fund "budget" and functional area
"0001111" with the following commitment items and funds centers:
º Commitment item 10000 to 10999 funds centers 100 to 199. Cover pool 1
º Commitment item 11000 to 11999 funds centers 100 to 199. Cover pool 2
º …
Þ You can also use the subdivision of master data in rule maintenance. If you want to preassign the
structure ID in rule maintenance, you have to implement and activate the Business Add-In
FM_CV_BADI_STRID.
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(C) SAP AG IPS910 2-66
© SAP AG 2002
Revenues
Budget
Increase
Procedure/
Time
Distribution
Rules
Expenditure
Budget
Revenues Increasing the Budget



Þ Revenues increasing the expenditure make additional expenditure available which is usually for specific
purposes.
Þ There are two procedures:
- Distribution procedure
- Call procedure
Þ Forecast of revenues, incoming invoices or payment receipts can trigger an increase in the budget.
Þ Distribution rules define general and account assignment-specific relationships between revenue and
expenditure account assignments in Funds Management.

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(C) SAP AG IPS910 2-67
© SAP AG 2003
Revenues Increasing the Budget
1 1
2 2
3 3
4 4
Allow Generic Entries in Rule Maintenance
Define Default Values for Rule Maintenance
Activate Check for Manual Budget Increase
Activate Automated Cover Eligibility Procedure
Global Settings: Revenues Increasing the Budget
Customizing Customizing



Þ The activity Make Settings for Revenues Increasing the Budget was divided into steps under the
superordinate term Revenues Increasing the Budget in Customizing.
Þ A default rule must be defined for rule maintenance. These settings are valid for manual budget transfers
on the basis of revenues increasing the budget without budget memos. In rule maintenance, these
settings appear as default values that can be overwritten.
Þ Generic rule maintenance (*) for each FM area/year can be permitted for individual master data objects.
º Example: If you want to define a rule that applies to all the funds centers in a subject area
(commitment item), you must select funds center.
Þ You can activate the check for additional revenues. The system then checks whether additional revenues
exist in the revenues FM account assignment (according to the default rule) and whether they cover the
amount of the transfer when you make a manual budget transfer.
Þ If you are using the call procedure, it must be activated for both unilateral and reciprocal cover
eligibility.
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(C) SAP AG IPS910 2-68
© SAP AG 2003
Budget
Increase
Procedure
Budget increase via
call procedure
Distribution proced.
Budget increase by
Incoming payment
Billing document
Expected revenues
Budget increase
Commitment budget
Payment budget
When?
Where?
How?
Revenues Increasing the Budget: Default Rules
Customizing Customizing



Þ Different settings are made in Customizing for each FM area and year for revenues increasing the
budget:
º Budget increase for payment and/or commitment budget
º Budget increase by forecast of revenues, incoming invoice or incoming payment.
º Budget increase with call/distribution procedure (call procedure is used, if the expenditure budget of
the assigned expenditures FM account assignment is only to be increased if required when you post a
revenue that increases the budget). In the distribution procedure, revenues that increase the budget are
usually assigned according to defined proportions and irrespective of actual requirements)
º Assignment of a surplus account assignment (only for distribution procedure)
Þ You can choose to implement document-based distribution procedure 1, which produces a document that
links the revenue document and the budget document, or totals-based distribution procedure 2, in which
this relationship does not exist. The selection of distribution procedure depends on the extent to which
this connection between revenues documents (FI documents or forecasts of revenues) and budget
documents is relevant in your organization.
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(C) SAP AG IPS910 2-69
© SAP AG 2003
Revenue budget memos
Expenditure budget memos
FM Area Year
Expenditure commitment item
Revenue-
cmmt item
Funds center
Increase area
Expenditure-
cmmt item
funds center
Distribution Distribution
rules rules
Revenues Increasing the Budget:Rule Maintenance



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

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(C) SAP AG IPS910 2-70
© SAP AG 2003
Acceptance
Request
Distribution Rule
Payment
Request
Cmmt it: 10010
Fds ctr: V
Amount: 100 UNI
R-FM: 10010 Fnds ctr: V
E-FM: 50010 Fnds ctr:C11
Budget increase: 100 %
Cmmt it: 50010
Fnds ctr C11
Amount: 100 UNI
R
F
F
M
U
D
1
1
RFFMUD01
Revenues Increasing the Budget: Distribution Proc.
Budget
Original 10 UNI
RiB 100 UNI



Þ Program RFFMUD11 selects revenues documents and increase rules and generates information about
the budget increase.
Þ Program RFFMUD01 generates and posts the budget documents (budget type KBI1).
º If the type of budget increase is to be carried out "manually", the program generates a list of available
revenues. This list can be used to increase the budget manually by means of supplements.
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(C) SAP AG IPS910 2-71
© SAP AG 2003
Revenues Increasing the Budget: Call Procedure
Accpt.
request
Cmmt item:10010
FC: C11
Amount: 120 UNI
Distribution rule
Distribution rule
R-FM 10010 fnds ctr:C11
E-FM 50060 fnds ctr:A12
Budget Increase 100%
Payment
request
Cmmt itm: 50060
Fds ctr: A12
Amount: 150 UNI
AVC
check
Check for available
budget from revenues
increasing the budget
Budget increase with
the required amount,
50 Uni
Posting the
Payment
request
Payment
request
Cmmt it: 50060
Fnds ctr: A12
Amount: 150 UNI
Budget
Original: 100 Uni
Budget Budget
Original: 100 Uni
Budget from 50 Uni
RiB:
Budget Budget
Original: 100 Uni



Þ The check for available budget and the posting are carried out as part of the active availability control
during the posting of payment requests.
Þ Additional revenues that increase the expenditure budget can be made available by means of a manual or
automated transfer.
Þ The surplus account assignment is not used when you are using the call procedure.
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(C) SAP AG IPS910 2-72
© SAP AG 2003
17. 04..2003 10:10:51 Monitor for Cover Eligibility
Fund Funds Ctr. Cmmt Item Cover Pool Uni. Sub. Uni. Ent. Revenue Expenditure
A1 2100.6666.000
Overview of Cover Eligibility
Overview of Cover Eligibility



Þ If you press the Cover Eligibility Overview button, you can view all the rules that have been maintained
for the given FM account assignment.
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(C) SAP AG IPS910 2-73
© SAP AG 2002
Master Data XI Master Data XI
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Centers
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation



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(C) SAP AG IPS910 2-74
© SAP AG 2002
HR Expenditure
HR Expenditure
Salaries
Salaries
Wages
Wages
Social Insurance
Contributions
Social Insurance
Contributions
Moving Expenses
Moving Expenses
Authorization Group
“HR”
Authorization Groups



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


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(C) SAP AG IPS910 2-75
© SAP AG 2003
FM Authorization Objects
¤ Versions Authorization F_FICB_VER
¤ FM Area Authorization F_FICB_FKR
¤ FM Account Assignment F_FICA_TRG
¤ Fund F_FICA_FOC
¤ Fund Center F_FICA_FSG
¤ Internal Funds Center F_FICA_SIG
¤ Cross-Funds Center F_FICA_SEG
¤ Commitment Item F_FICA_FPG
¤ Functional Area F_FMMD_FAR
¤ Funded Program F_FMMD_MES
¤ Grant F_FIGM_GNT



Þ The following list gives the sequence in which the FM authorization groups are checked by the SAP R/3
system. Of course, it always depends on the given transaction, which authorization groups are relevant in
the particular case and which are not necessary. For example, versions authorization is checked during a
budget posting, but not when master data is created. If all checks are required, the following sequence
applies:
1. Versions Authorization
2. FM Account Assignment Authorization
3. FM Area Authorization
4. Fund Authorization
5. Funds Center Authorization
6. Commitment Item Authorization
Þ If FM account assignment authorization is checked, no other authorizations are checked and processing
is permitted.
Þ If no check is made on FM account assignment authorization, other authorizations are checked in the
following sequence: FM area, fund, funds center. When checking funds center authorization, first the
general-funds-center authorization is checked, then the system checks the cross-funds center
authorization or the internal-funds center authorization.
Þ The last check to be performed is on commitment item authorization.
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(C) SAP AG IPS910 2-76
© SAP AG 2003
Commitment Item in FM Area
FM Area
Fiscal Year
Commitment Item 10500
2003
FMA1
Crryfwd Item Category
Authorization Group
Values
Activity
Authorization Authorization Group Group
FM Area
Statistical
Authorization Groups for Commitment Items
Authorization
Object
F_FICA_FPG



Þ The authorization assigned does not directly relate to the given commitment item, instead it refers to the
authorization group.
Þ To make it possible for an authorization check for commitment items to be carried out, you must define
an authorization group in the FM area in the master record of the commitment item. No authorization
check is carried out for commitment items in which no authorization groups are defined.
Þ To be able to define an authorization group in the master record, commitment item activity "Create" or
"Change" must be permitted.

Note:
Þ The functional area is checked in Former Budgeting and in evaluations in the logical database. The
functional area is not checked during posting.
Þ The funded program is only checked in evaluations.
Þ The grant is checked in BCS and Grants Management.


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(C) SAP AG IPS910 2-77
© SAP AG 2002
Master Data XII Master Data XII
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Centers
¤ Commitment Items
¤ Activating Account Assignment Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation



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(C) SAP AG IPS910 2-78
© SAP AG 2003
Subdivision of Master Data
Create Commitment Item:
Substring 1 (Revenue/Expenditure)
01
Substring 2 (Purpose)
500000
Substring 3 (Region)
66666
01\500000\66666
Commitment Item



º In SAP Enterprise Public Services 1.10 (EA-PS 1.10), you can subdivide master data into a number of
substrings.
º This function is useful for customers who want to save different types of information in one master
record. For example, region and purpose in commitment item.
º Commitment items can be divided into 5 substrings.
º Funds can be divided into 2 substrings.
º Funds centers can be divided into 3 substrings.
º Functional areas can be divided into 3 substrings.
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(C) SAP AG IPS910 2-79
© SAP AG 2003
Master Data XIII Master Da
¤ Organizational Structures
¤ Year Dependency of Master Data
¤ Funds Centers
¤ Commitment Items
¤ Activating Account Assignment
Elements
¤ Fund
¤ Functional Area
¤ General Settings
¤ Budget Structure
¤ Cover Eligibility
¤ Authorization Groups
¤ Subdivision of Master Data
¤ Account Assignment Derivation



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(C) SAP AG IPS910 2-80
© SAP AG 2002
¤ Predefined account assignment derivation rules
¤ Derivation types
Account Assignment Derivation Tool



Þ A complete FM account assignment must be entered (commitment item, funds center,fund, functional
area, funded program,grant) for each FM-relevant posting. Account assignment derivations reduce the
number of account assignments that have to be entered manually in FM or other components such as FI
or CO when you make manual postings.
Þ If there is a logical dependence between FM account assignments and account assignments from other
components, such as FI or CO, the values in the FM account assignments can be derived automatically
from the other account assignments. The derived values appear as default values which can be
overwritten if necessary. This automatic derivation is called a derivation strategy.
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(C) SAP AG IPS910 2-81
© SAP AG 2003
Select Predefined Rules for FMAA Object Assignment
Function from Account
Commitment Item from Account
Function from Cost Center
Funds Center from Commitment Item Master Data
Fund from Funds Center Master Data
Function from Internal Order
WBS Element from Order Master Data
Derivation Steps Activated
Derivations not Used in Your Organization
Predefined Account Assignment Derivation Rules
Customizing Customizing



Þ SAP delivers predefined account assignment derivation rules. They all correspond to the account
assignment logic up to IS-PS Release 4.61.
Þ Customers who use Funds Management (IS-PS Release below 4.62) and are upgrading to SAP
Enterprise Public Services 1.10 (EA-PS 1.10), must activate the derivation steps relevant for their
organization. After the upgrade, you should revise the existing derivation strategy and replace the
derivation rules predefined by SAP with your own rules.
Þ Example: Until now you have derived the functional area and commitment item from the G/L account
master record. To ensure this derivation works in the future, activate the first two rules.
Þ New customers must define their own derivation strategy, however, they can use one of the derivation
rules provided by SAP as a template.
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(C) SAP AG IPS910 2-82
© SAP AG 2002
Derivation Types
Derivation Rule
Table Lookup
Move
Clear
Enhancement
Function Call
Derivation Types



Þ There are different derivation types which can be used to map different logical dependencies between
source and target fields.
Þ Derivation rule: A rule that defines which account assignment values of the source field or a
combination of source fields leads to account assignment values. The fixed account assignment values of
the source and target fields are maintained in one of the tables assigned in the rules.
Þ Table lookup: The key field of a table is used as the source field in order to fill target fields with the
field content of the key field.
Þ Move: The field content of a source field or a constant can be moved to a target field.
Þ Clear: A rule that clears certain field content of an account assignment.
Þ Enhancement: User-Exit SAPLFMDT001 is available which can be included in the derivation strategy.
Þ Function call: These cannot be defined by you, but you can include the function calls defined by SAP in
your derivation strategy.
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(C) SAP AG IPS910 2-83
© SAP AG 2003
Source Field Target Field
Move
COST_CENTER FUND_CENTER
Total Field Contents
Part of Field Contents
From Character Item (Starting with 0)
Number of Characters Field Length 10
5
6
Total Field Contents
Part of Field Contents
From Character Item
(Starting with 0)
No. of Characters
Field Length 16
0
6
Customizing Customizing



Þ If there are parallel structures between CO and Funds Management, you can use a move to derive, for
example, a funds center from a cost center. If the structures are identical, the complete field content of
the cost center can be written to the field funds center. If the funds center is only from part of the cost
center, a particular part of the cost center can be written to the field cost center.
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(C) SAP AG IPS910 2-84
© SAP AG 2002
Source Fields
CO_AREA
COST_ELEMENT
Target Fields
COMMIT_ITEM
Initial value allowed
Copy new value, if value
exists
Do not copy new value if value
exists
Only carry out rule when the
conditions listed have been
complied with.
COMPANY_CODE = 1000
Characteristics Rule
Error message if no value
found
Stop processing strategy
if value was found
Entries should be
maintainable validity date
Source Field Characteristics
Target Field Characteristics
Define Derivation Rule
Customizing Customizing



Þ On the Definition tab page, the source and target fields are defined with their characteristics.
Þ On the Condition tab page, you can define prerequisites, in other words, you should only run the
derivation step when this prerequisite has been fulfilled.
Þ The attributes of the rule are defined on the Characteristics tab page:
º An error message should be issued if no target value could be found
º The processing of the strategy should be stopped when a value is found
º Entries should be maintainable with the validity date
Þ By using the Test button, you can test the defined derivation rules, in order to make sure that the correct
target fields are derived from the specified source fields.


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(C) SAP AG IPS910 2-85
© SAP AG 2003
Controlling Area Cost Element Valid from Commitment Item
9000 500301 01.01.2003 = 50030
9000 500302 01.01.2003 = 50040
Source Field From-To Values IN/OUT
Table Maintenance



Þ You can go straight to the table maintenance from Customizing by using the Maintain Rule Entries
button. You can also maintain the rules entries under Master Data → Assignment → Edit Account
Assignment Derivation.
Þ Depending on the derivation rule entries in Customizing, date-dependent entries can be maintained.
Þ You can enter value ranges for source fields.
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(C) SAP AG IPS910 2-86
© SAP AG 2003
Source Fields
COST_ELEMENT
Target Fields
COMMIT_ITEM
Initial values allowed
Use new value if value exists
Do not use new value if value
exists
Rule only executed when
conditions are fulfilled
COMPANY_CODE = 1000
Rule Attributes
Error message if no value is
found
End processing of strategy
if value was found
You should be able to enter
a validity date.
Source Field Attributes
Target Field Attributes
Example Cost Element to Commitment Item I
Customizing Customizing



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


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(C) SAP AG IPS910 2-87
© SAP AG 2002
Cost Element To Cost Element Valid From Commitment Item
500100 500301 01.01.2003 = 50030
500302 500500 01.01.2003 = 50040
You can assign a cost element to
a commitment item using this
assignment table
It is possible to assign secondary
cost elements to commitment items
Source Field from-to Values IN/OUT
Example: Cost Element to Commitment Item II



Þ The fixed source and target values are maintained in the table.
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(C) SAP AG IPS910 2-88
© SAP AG 2003
HR/FM Object Assignment for Wages and Salaries
Recurring payments/deductions (infotype 0014) and
additional payments (infotype 0015) to funds center / fund /
functional area
Organizational assignment of an employee (infotype 0001) to
funds center / fund / functional area
Assignment of cost distribution for wages/salaries (infotype
0027/01) to funds center / fund / functional area
1.
2.
3.



Þ You have two options for deriving FM account assignments in HR integration.
º The FM account assignments can be defined in the HR objects.
º FM account assignments are derived from the CO objects. The corresponding rules must be
maintained in the account assignment derivation tool.
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(C) SAP AG IPS910 2-89
© SAP AG 2003
¤ The Financial Management Area (FM area) is the
organizational element in Funds Management. The
Accounting environment is mapped out by
assigning company codes and controlling areas to
the FM area.
¤ Commitment items are used to represent the
functional structure of the budget, while funds
centers represent the organizational structure.
¤ Funds from secondary sources can be represented
using special funds.
¤ An additional dimension type is available in the
functional area for subdividing Funds Management
account assignments.
Master Data: Unit Summary I



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(C) SAP AG IPS910 2-90
© SAP AG 2002
Master Data: Unit Summary II
¤ You can structure expenditures according to
functional aspects using the funded program.
¤ You can manage funds from sponsors for scientific or
commercial purposes using the grant.
¤ Authorization groups reduce the amount of
maintenance by controlling authorizations.
¤ You can divide master data into different substrings
using subdivision.
¤ Integration between other components, for example,
CO/FI and FM is controlled by the account assignment
derivation tool.



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(C) SAP AG IPS910 2-91
Master Data: Exercises
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(C) SAP AG IPS910 2-92

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(C) SAP AG IPS910 2-93



Unit: Master Data
Topic: Display the Budget Structure

At the conclusion of these exercises, you will be able to:
• Display the master data structure in Funds Management
• Create and change year-dependent commitment items and
funds centers.


You have decided to introduce a business standard software into
your Revenue Authorities organization. The budget structure
must be enhanced with master data to be created for this project.
1-1 First check the year-dependence of the master data for your FM area in Customizing.
1-2 Your group will be responsible for the “standard software” project (Project P15) which
is assigned to department C1. Create a new funds center, C15, for “standard software”
in your FM area 90##. It should belong to the responsibility area of department C1.
The department should be valid from 2002 to 200Y+2. Enter your user name, GR##, as
the person responsible and Mr. Paul as the processor. Then check the result in the
hierarchy display.
1-3 You find out later that a few changes need to be made to the master record for funds
center C15. The changes should be valid as of 01.01.200Y+1. The name of the
department must be changed from “Standard Software” to “Introduction Program” and
Mr. Paul is taking early retirement. Mrs. Rose is going to take over his position, which
means that the SAP R/3 system user remains unchanged as GR##. Save your changes
and display them in the change document.
1-4 Create two commitment items for project expenditures for your FM area 90 ## in fiscal
year 200Y.
Commitment item: 80040 for “Software”
Commitment item: 80050 for “Consulting”
The superordinate commitment item is commitment item 80000, “Investments”.
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(C) SAP AG IPS910 2-94



Unit: Master Data
Topic: Fund

At the conclusion of these exercises, you will be able to:
• Maintain funds master records

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




Unit: Master Data
Topic: Budget Structure
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(C) SAP AG IPS910 2-95

At the conclusion of these exercises, you will be able to:
• Create a budget structure.
• Create and delete budget structures.


• Your own project funds should only be used for investments
related to the installation of the software. Therefore you will
need to generate an appropriate budget structure.


3-1 In fund “MIFI” only use funds center C15 with commitment items 50010 to 50050 as
budget and 80010 to 80050 as budget and posting objects. Generate a manual budget
structure for the “MIFI” fund in year 200Y.
3-2 The budget funds for general expenditures are in the fund “Budget” which manages the
actual budget represented. Consequently, it already contains budget values.

Generate a budget structure in Customizing for the “Budget” fund.

Check what is generated in the menu.

Then delete the budget structure in Customizing.

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(C) SAP AG IPS910 2-96



Unit: Master Data
Topic: Cover Eligibility (Optional)

At the conclusion of these exercises, you will be able to:
• Create a cover pool
• Fulfil the requirements for scenario “revenues increasing the
expenditures budget”


• A certain percentage of additional revenues should be used to
increase the expenditure budget.

Create a cover pool for the group “Operating Expenses”.
Then you want to create a rule on revenues increasing the budget. You receive an unexpected
revenue that you want to use for additional expenditures.

4-1 Create a cover pool for year 200Y for the following account assignments:
Fund: MIFI Funds center: C15
Commitment items: 50010
50020
50030
50040
50050


4-2 Determine the global settings for revenues increasing the budget:
Fiscal year: 200Y
Procedure: Distribution procedure 1
Budget increase through: Billing
Minimum revenue: Amount of 100

Only the payment budget should be considered
Budget increase : 100%

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(C) SAP AG IPS910 2-97

Determine the surplus account assignment:
Funds center: B1
Commitment item: 4999
Fund: Budget

4-3 Define a rule for revenues increasing the budget.

Revenue account assignment:
Funds center: C12
Commitment item: 10022
Fund: Expenditures account assignment:
Funds center: C12
Commitment item: 50020
Fund: Budget
The budget increase should only occur in the payment budget.



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(C) SAP AG IPS910 2-98




Unit: Master Data
Topic: Account Assignment Derivation

At the conclusion of these exercises, you will be able to:
• Activate the predefined derivation rules
• Define a move in the account assignment derivation tool
to create the prerequisites for parallel structures in CO and
Funds Management.


• In order to simplify the budget execution process, you are
using default values for FM account assignments.


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







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(C) SAP AG IPS910 2-99
Master Data: Solutions
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(C) SAP AG IPS910 2-100

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(C) SAP AG IPS910 2-101



Unit: Master Data
Topic: Display the Budget Structure


1-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Year-Dependent
Master Data – Display Activation Status for Year-Dependent Master Data

Field name or data type Values
FM area 90##
Year-Dep. Cmmt Item X
Year-Dep. Funds Center X


1-2 Accounting – Public Sector Management - Funds Management – Master Data – Funds
Center – Individual Processing - Create

Field name or data type Values
Funds center C15
From fiscal year 2002
To fiscal year 2002+2
FM area 90##
Enter – Basic Data Tabstrip on Subsequent Screen
Name Standard software
Description (freely definable)
Authorization group (Leave blank)
Default fund (Leave blank)
Company Code 90##
Business area (Leave blank)
User name GR##
Name: Mr. Paul
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(C) SAP AG IPS910 2-102

Hierarchy Tabstrip
Hierarchy variant „0001“ Superior Funds Center “C1”
Save
Accounting – Public Sector Management – Funds Management - Funds Management – Master
Data – Funds Center – Hierarchy – Display – Expand Hierarchy – Double Click on C15


1-3 Accounting – Public Sector Management - Funds Management – Master Data – Funds
Center – Individual Processing - Change

Field name or data type Values
Funds center C15
FM area 90##
Enter – “Period” Button – “Other Analysis Period” Button
Valid from 01.01.YYYY+1
Valid to 31.12.YYYY+2
Enter
Name Implementation Project:
Name: Mrs. Rose
Save
Accounting – Public Sector Management - Funds Management – Master Data – Funds Center –
Individual Processing - Display

Field name or data type Values
Funds center C15
FM area 90##
Enter
– Double click on the “Implementation project“ period
– “Change Documents” button
– Double click to go to the change documents.
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(C) SAP AG IPS910 2-103
1-4 Accounting – Public Sector Management - Funds Management – Master Data –
Commitment Item – Individual Processing

Field name or data type Values
Commitment item 80040
Fiscal year YYYY
FM area 90##
“Create” Button – Basic Data 1
Name Software
Description (freely definable)
Financial transaction 30
Commitment item category 3
Superior commitment item 80000
Make no entry for carryforward item category or “funds center” default value
Save

Field name or data type Values
Commitment item 80050
Fiscal year YYYY
FM area 90##
“Create” Button – Basic Data 1
Name Consulting
Description (freely definable)
Financial transaction 30
Commitment item category 3
Superior commitment item 80000
Make no entry for carryforward item category or “funds center” default value
Save

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(C) SAP AG IPS910 2-104



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

Field name or data type Values
Fund MIFI
FM area 90##
Name Ministry of Finance
Description (freely definable)
Valid from/to 01.01.200Y – 31.12.200Y+2
Fund type Leave blank
Authorization group Leave blank
Fund budget profile F00001
Customer for fund Leave blank
Application of funds Leave blank
Record balance Leave blank
Save
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(C) SAP AG IPS910 2-105

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

Field name or data type Values
Fund group Softimpl
Enter
Choose Add Fund and add funds MIFI and GENERAL.




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(C) SAP AG IPS910 2-106



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

Field name or data type Values
FM area 90##
Fiscal year YYYY
Funds center No entry
Commitment item No entry
Fund MIFI
Group assignments Leave blank

- In funds center C15, expand commitment items 80010 to 80050 and flag as budget and posting
objects.
- Edit => Complete, then save
3-2 Tools - Customizing -IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Budget Structure
(Former Budgeting) – Generate Budget Structure

Field name or data type Values
FM area 90##
From fiscal year YYYY
Fund Budget
Generate budget
objects
X
Test run Leave blank

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(C) SAP AG IPS910 2-107
Accounting – Public Sector Management - Funds Management – Master Data – Budget
Structure - Display


Field name or data type Values
FM area 90##
Fiscal year YYYY
Funds center Leave blank
Commitment item Leave blank
Fund Budget
Group assignments Leave blank
Navigate to funds center C1 (for example) and double click on the “+” sign to open the
entry behind it.

Tools - Customizing – IMG - Edit Project – Goto – SAP Reference IMG – Public Sector
Management - Funds Management Government – Master Data – Delete Master Data –
Delete Budget Structure

Field name or data type Values
FM area 90##
Fund Budget
All funds Leave blank
Fiscal year YYYY
Total values Leave blank
Budget object X
Assignment object cmmt budget Leave blank
Assignment object pymt budget Leave blank
Group assignments Leave blank
Test run Leave blank

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(C) SAP AG IPS910 2-108




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


Field name or data type Values
FM area 90##
Fiscal year 200Y
Continue by pressing Enter.
Choose New Entries.
Field name or data type Values
Fund MIFI
Budget memo Pool
Payment budget X
Description Office Supplies
Choose Assign FM Account Assignments.
Choose FM Account Assignment Selection.
Enter the following data on the selection screen:
Field name or data type Values
Funds center C15
Commitment item 5*
Functional Area Double click on the field and
then on Single Value
Choose Execute.
Select all values and then choose Copy Values.
Save the cover pool.
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(C) SAP AG IPS910 2-109

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

Field name or data type Values
FM area 90XX
Fiscal year 200Y
Distribution Procedure X
Revenues budget memo BUDGETERH
Expenditures budget memo BUDGETERH
Payment budget X
Budget increase through Customer invoice

Revenues Portion (%)
100
Minimum revenue, amount 100
Upper limit None
Save.

Tools – Customizing – IMG – Edit Project – Goto – SAP Reference IMG - Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Cover Eligibility (Former Budgeting) – Revenues Increasing the
Budget – Define Settings for Distribution Procedure 1 (Document-Based).

Field name or data type Values
FM area 90##
Fiscal year YYYY
Minimum revenue effect Budget increasing X
Increase rule is in document Predefined X
Surplus account assignment for
the
Payment budget
Commitment item 4999
Funds center B1
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(C) SAP AG IPS910 2-110
Fund Budget

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

Field name or data type Values
FM area 90##
Fiscal year YYYY
Commitment item 10022
Funds center C12
Fund Budget
Expenditure commitment item 50020
Expenditure funds center C12
Expenditure fund Budget
For payment budget: % 100
Save


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(C) SAP AG IPS910 2-111



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


Field name or data type Values
G/L account 403000
Company Code 90XX
on “Change G/L account” – Click icon ¬ Entry/Bank/Interest tabstrip
Commitment item 80010
5-3 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management- Funds Management Government – Master Data – Assignments to
Account Assignments from Other Components – Define Account Assignment Derivation

Choose Display/Change and then Create.
Choose Move. Name Cost Center to Funds Center.
Source fields: Controlling Area and Cost Center.
Target fields: Funds Center.
Choose the tabpage „Requirement“ and enter the following data:
Field name or data type Values
Name: Controlling area
Operator =
Value 90XX

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(C) SAP AG IPS910 2-112

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

Controlling
area
Cost
elemt
Valid from = Commitm
ent item
90XX 500301 01.01.2000 = 50030



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(C) SAP AG IPS910 3-1
© SAP AG 2002
Budgeting
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Plan Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-2
© SAP AG 2002
¤ At the conclusion of this unit
Þ You will understand the planning process in SAP R/3
Funds Management
Þ You will be familiar with budget versions and budget
subtypes
Þ You will be able to plan yearly/complete/period
values in categories commitment/payment budget
Þ You will be able to maintain budget releases and
budget updates
Þ You will understand the budget profile functions
Þ You will understand the derivation strategy for
budget entry
Budgeting: Objectives



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(C) SAP AG IPS910 3-3
© SAP AG 2002
Course Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat i ng
Updat i ng
Cash Desk
Cash Desk
Year -End Cl osi ng
Year -End Cl osi ng
Repor t i ng
Repor t i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 3-4
© SAP AG 2002
Budgeting I
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Planning Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-5
© SAP AG 2002
Example: Planning Process
01.10.2002 01.01.2003 01.03.2003
Interim
budget 2003
Version 2
Copy of
previous
year's
values
Interim
budget 2003
Version 0
Final budget
2003
Version 1
Copy in
version 0
Releases
5% Increase



Þ You can use budget plans from previous years as a template for budget planning.
Þ The procedure for drawing up a budget generally involves the discussion of different estimates by
committees. The results of these discussions can be stored in the system as budget versions.
Þ Version management allows you to copy, change and block versions.
Þ You make the decision whether budget releases should be used for budget execution.
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(C) SAP AG IPS910 3-6
© SAP AG 2002
Budget Control
System (BCS)
Former
Budgeting
BCS and Former Budgeting
New from EA-PS
1.10



Þ The Budget Control System (BCS), a new product for budgeting, is available for pilot customers in SAP
R/3 Enterprise Public Services 1.10 (EA-PS 1.10). There has not been a general release of the product
yet.
Þ "Former Budgeting" is dealt with in this course. This means that the account assignment elements
Funded Program and Grant are not used because they are only available in the "Budget Control
System" (BCS).
Þ The different functions are marked with "BCS" or "Former Budgeting" in the menu and in Customizing.
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(C) SAP AG IPS910 3-7
© SAP AG 2002
Budgeting II
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Planning Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-8
© SAP AG 2002
Version 1
Notice of Funds
Version 2
Polit. Discussions
Version 3
Final
Budget Version 0
Executed
Version
¤ Any number of versions possible
¤ Versions can be copied
¤ Versions can be locked against changes
¤ Evaluations for each version; Version comparison
Version Management



Þ You can define any number of different versions.
Þ Availability control is only performed for the values in version 0 (executed version). Similarly, certain
other transactions (releases, budget updates) can only be executed in version 0.
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(C) SAP AG IPS910 3-9
© SAP AG 2002
Versions
Year-Independent Year-Dependent
Locking of Activation of
Budget Versions Budget Versions
Activating / Locking Versions
Customizing



Þ Two alternative procedures are available for version management:
º Year-independent version locks: Locking/releasing a budget version; possible to differentiate between
current budget and releases
º Year-dependent activation procedure for budget versions: year-specific activation/deactivation of the
transactions permitted within a version
Þ You specify the procedure (either year-dependent or year-independent) that you want to work with for
an FM area in Customizing. The standard setting (no entry) is the year-independent procedure.
Þ When using the year-independent procedure (version lock), to begin with all versions can be edited as
long as they have not been locked explicitly.
Þ When using the year-dependent procedure (activation procedure), no versions are active for any FM
areas/transactions, unless they have explicitly been activated.
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(C) SAP AG IPS910 3-10
© SAP AG 2002
¤ Versions can be activated for individual transactions
(budget type groups):
Þ Original budget
Þ Supplement
Þ Releases
Þ Budget updates (previously, budget execution)
Þ Fiscal year change
¤ Separation into payment and commitment budgets
¤ Transaction "original budget" must be activated in both
categories for planning functions
Activating Budget Versions
Customizing



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(C) SAP AG IPS910 3-11
© SAP AG 2002
Budgeting III
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Planning Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-12
© SAP AG 2003
Choose Budget Subtypes
FM Area Budget Type Text Mandatory Line Entry
9000
9000
9000
9000
*KBU
KBNO
KBRO
KBUD
Transfer posting
Supplement
Return
Original budget
Choose Budget Subtypes
Budget Subtypes



Þ You can create budget subtypes for the budget types Original Budget, Supplement, Transfer Posting,
Carryforward.
Þ You can define whether the field budget subtype is a required entry in budgeting transactions on the
entry screen.
Þ Account assignments can never be made for budget subtypes, they are only made for the combination of
complete-/ yearly budget and releases / actual budget values defined in the budget profile.
Þ Budget subtypes correspond to document types in FI. If you were to resort to using the structure of
business transactions in FI document types, you can differentiate between different parliamentary
supplements by using different budget subtypes. For example, you are using subtype N1 for supplement
1 and subtype N2 for supplement 2.
Þ If you set the line entry indicator for a budget type, you can enter different budget subtypes when
entering budget in the individual document lines. If you do not set this indicator, the budget subtype on
the initial screen of the transaction will be entered.
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(C) SAP AG IPS910 3-13
© SAP AG 2003
Choose Budget
Type KBUD
Choose Budget
Type KBUD
Assign
Budget Subtypes
Assign
Budget Subtypes
Subtype Budget Subtype Name
ORI1
ORI3
ORI2
Original Subtype 1
Original Subtype 3
Original Subtype 2
Budget Subtypes for Original Budget



Þ You create one or a number of budget subtypes for a budget type, such as original budget (KBUD),
which you assign to the budget type in the second step.
Þ In this way, you can subdivide the original budget according to the areas required. The process is
comparable to using document types to structure volumes of documents in FI.
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(C) SAP AG IPS910 3-14
© SAP AG 2002
Budgeting IV
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Planning Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-15
© SAP AG 2002
Annual and Overall Budgets
1. Budget and funds from
secondary sources
available for a financial year
2. Funds from secondary sources
which are available for the total
duration of a "project", without
specific funds having to be
allocated at any particular time
3. Funds from secondary sources
which are available for the total
duration of a "project" and
stipulate how the funds are to be
distributed across the individual
years
Annual
values
Overall
values
X
X
X
X
Budget 01
100.000
20.000
. . .
Fund xy
valid from 05/01/01 to 08/30/04
100.000
15.000
65.000
. . .
Fund xy
valid from . . . to . . .
100.000
01 30.000
02 20.000
03 50.000
. . .
Consistency!!
Budget 02
Budget 03
Periods
values
X
X



Þ When budgeting, you can work with overall values and/or annual values.
Þ In connection with annual values, you can also work with periodic values.
Þ You can only define overall values in connection with a fund.
Þ Annual values are budget values that are available either in the budget or as funds from secondary
sources for an individual financial year.
Þ Overall values are budget values which are available for more than one financial year without the funds
being distributed to the individual financial years, for example, funds from secondary sources used for
the total duration of a project that runs over several financial years.
Þ The combination of annual and overall values contains budget values which are available for several
financial years but which are to be distributed to the individual financial years according to certain
conditions.
Þ You can enter a standard text (document text) for each budgeting document.
Þ You can also enter an explanatory short text with a corresponding long text (budget text) for each
fund/funds center/commitment item/functional area/commitment item/fiscal year/budget transaction
combination.
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(C) SAP AG IPS910 3-16
© SAP AG 2002
Periodic Budgeting
1. Periodic budgets can be
entered for an annual value.
2. Annual values are distributed to
individual periods either
manually or using distribution
keys.
3. The periodic budgets are only
for statistical purposes. For
reporting purposes, budget
utilization is represented for
each period. The active
availability control always
carries out checks against the
annual budget.
Annual
values
Overall
values
Periodic
values
X
X X
X
Budget 2003
100.000
Budget 2003
Periods
100.000
1 8.000
2 8.000
3 10.000
4 10.000
...



Þ You can distribute annual budget values to individual periods.
Þ Using distribution keys, you can have the system automatically distribute budget values to individual
periods according to different criteria.
Þ Overall values cannot be displayed per period.
Þ Budgets can be displayed per period for statistical purposes only. In reporting, budget utilization is
displayed for each period. Active availability control checks either against the annual budget or against
the overall budget. You cannot carry out availability control against periodic values.
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(C) SAP AG IPS910 3-17
© SAP AG 2003
Payment Budget and Commitment Budget (1)
¤ Two independent budget categories
Þ Payment budget
Þ Commitment budget
¤ Various application scenarios
¤ Budget assignment is determined by the update profile



Þ The commitment budget represents a second budget.
Þ The transactions (such as purchase order, invoice, payment) that can be used to assign commitment
budget are specified in an update profile.
Þ For example, commitment documents (purchase requisitions, purchase orders, earmarked funds)
principally assign commitment budget, invoices assign payment and commitment budget, but payments
should only assign payment budget.
Þ Payment and/or commitment budget is used depending on the update profile assigned to your FM area.
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(C) SAP AG IPS910 3-18
© SAP AG 2002
Payment Budget and Commitment Budget (2)
2000
500
250
250
Payment
budget
FC/CI
V/5
V/50010
V/50020
2000
200
100
100
Commitment
budget
FC/CI
V/5
V/50010
V/50020
Original
budget
Transfer
posting
Supplements
Releases
Returns
Hierarchy
maintenance
Entry
transaction



Þ All budget transactions are available for each budget category.
Þ The budget values in the payment budget and the commitment budget can be different. There is no check
to see if the values in both categories match.
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(C) SAP AG IPS910 3-19
© SAP AG 2002
Budgeting V
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Plan Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-20
© SAP AG 2002
Local Budgeting
Budget structure
Level Funds Cmmt Budget Posting
center item object object
1 Public Serv. Expenditures x
2 Public Serv. Personnel x
2 Public Serv. Business supplies x
1 Admin Expenditures x
2 Admin Human Resources x
2 Admin Business supplies x
1 Dept. 1 Expenditures x
2 Dept. 1 Human Resources x
2 Dept. 1 Business supplies
2 Dept. 1 Expenditures
2 Dept. 2 Human Resources
2 Dept. 2 Business supplies
Budget structure
Level Funds Cmmt Budget Posting
center item object object
1 Public Serv. Expenditures x
2 Public Serv. Personnel x
2 Public Serv. Business supplies x
1 Admin Expenditures x
2 Admin Human Resources x
2 Admin Business supplies x
1 Dept. 1 Expenditures x
2 Dept. 1 Human Resources x
2 Dept. 1 Business supplies
2 Dept. 1 Expenditures
2 Dept. 2 Human Resources
2 Dept. 2 Business supplies
Public
Administration
HR HR SUPP. SUPP.
Expend.
HR HR SUPP. SUPP.
Expend.
HR HR SUPP.
Expend.
Administration Department 1



Þ Local budget allocation involves dividing the budget between lower-level items using top commitment
items.

Þ The available budget is always distributed to lower-level commitment items within a funds center.

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(C) SAP AG IPS910 3-21
© SAP AG 2002
HR HR SUPP. SUPP.
Expend.
HR HR SUPP. SUPP.
Expend.
HR HR SUPP.
Expend.
Administration Department 1
Budget structure
Level Funds Cmmt Budget Posting
center item object object
1 Public Serv. Expenditures x
2 Public Serv. Personnel x
2 Public Serv. Business supplies x
1 Admin Expenditures
2 Admin Human Resources x
2 Admin Business supplies x
1 Dept. 1 Expenditures
2 Dept. 1 Human Resources x
2 Dept. 1 Business supplies
2 Dept. 1 Expenditures
2 Dept. 2 Human Resources
2 Dept. 2 Business supplies
Budget structure
Level Funds Cmmt Budget Posting
center item object object
1 Public Serv. Expenditures x
2 Public Serv. Personnel x
2 Public Serv. Business supplies x
1 Admin Expenditures
2 Admin Human Resources x
2 Admin Business supplies x
1 Dept. 1 Expenditures
2 Dept. 1 Human Resources x
2 Dept. 1 Business supplies
2 Dept. 1 Expenditures
2 Dept. 2 Human Resources
2 Dept. 2 Business supplies
Central Budgeting
Public
Administration



Þ In central budgeting, the first step is to distribute the budget in hierarchically arranged funds centers
from the top commitment item to the subordinate commitment items. In the next step, the lower-level
funds centers receive their budget at the level of lower-level commitment items. You cannot enter budget
for the top commitment items in the lower-level funds centers.
Þ Corresponding budget object definitions in the budget structure enable you to carry out central
budgeting.

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(C) SAP AG IPS910 3-22
© SAP AG 2002
Top-down Budgeting
Expend.
Project expenditures
Travel
Training
Material
100.000
70.000
10.000
70.000
10.000
Distributed budget
Original budget
Check budget consistency



Þ Budgeting can be carried out in the R/3 System according to the top-down or the bottom-up principle.
Þ With top-down budgeting, you assign the budget from superior funds centers and commitment items to
subordinate ones. Top-down budgeting is an analytical, evolutionary procedure which works out the
budget estimate for the organizational and functional subareas of your organization in the R/3 System.
Example: You have the total funds available for a financial year in your organization and you would like
to use the system to distribute the budget to subordinate funds centers and commitment items.
The R/3 System carries out the consistency check for the budget distribution.
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(C) SAP AG IPS910 3-23
© SAP AG 2002
Bottom-Up Budgeting
Expend.
Project expenditures
Travel
Training
Material
31.000
31.000
10.000
31.000
31.000
Distributed budget
Original budget
Automatic budget consistency due to
totalling up of individual values
11.000
10.000



Þ With bottom-up budgeting, you enter budget values to subordinate funds centers and commitment items
which are then totaled up and displayed by the R/3 System at each higher level.
Bottom-up budgeting is therefore a synthetic, operational procedure which supports the entry of budget
values in the R/3 System.
Example: You have the budget values for your organization's individual subareas which are to be entered
in the R/3 System.
Þ If you are only working with bottom-up budgeting, we recommend that you use the entry transaction.
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(C) SAP AG IPS910 3-24
© SAP AG 2003
Enter Original Budget: Entry
Screen
Check Total
Fixed Budget Dimensions
Fund budget
Budget subtype
General Parameters
FM area
Version
Fiscal year
Period
Overall Values too
Enter Original Budget: Entry Screen
Set Check Total
Currency UNI
Payment/Commitment Budget
Check Total
Item Total
Variance
0.00 0.00
0.00 0.00
9000
2003
Entry Transaction
Functional area



Þ The entry transaction is used for entering original budget, supplements and returns. It corresponds to the
"roll up" transaction in FI-FM.
Þ You choose the entry screen depending on fund, budget subtype, and if applicable, version and fiscal
year.
Þ You can work with check totals to ensure the accuracy of the totals of your entries.
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(C) SAP AG IPS910 3-25
© SAP AG 2002
Commitment budget
Enter Original Budget: Entry
Screen
Fund
Budget Subtype
Payment budget
FM area
Version
Fiscal year
Item FM Area Commitment Item Amount
budget
Enter Original Budget: Entry Screen
Budget Type Original budget
9000
0
2003
1 V 50010 20,000.00
2 V 50020 7,000.00
3 V 50030 13,000.00
4
Document Header
Doc. Date
Currency
Person Resp.
Text
Created by
Text Name
Date of Entry
SCHUELER
UNI
26.07.2002
Entering Original Budget / Supplements / Returns
Functional area



Þ You can then make your entries in the list screen. When you save, you generate an entry document and a
hierarchy document.
Þ Document header data gives information about the person who made the entry and the person
responsible.
Þ An entry document and a hierarchy document are generated during posting.


Note:
The advantage of the entry transaction is that the budget is automatically totaled up to the highest hierarchy
level when you save.
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(C) SAP AG IPS910 3-26
© SAP AG 2003
Fixed Budget Dimensions
Fund budget
Budget subtype
General Parameters
FM area
Version
Fiscal year
Period
Change Original Budget: Entry Screen
9000
2003
Subhierarchy
Funds center
Commitment item
Hierarchy Maintenance: Entry Screen
Functional area



Þ A new transaction is available for original budget, supplements and returns.
Þ You choose the initial screen depending on fund, functional area, budget subtype and if applicable,
version and fiscal year. You can also restrict the section you want to process to subhierarchies according
to the combinations of funds center/commitment item entered.
Þ You can use level restrictions to determine the number of levels of the hierarchy you want to process.
This provides you with a better overview. Note that the system only totals up to the visible hierarchy
level. This means that the budget is inconsistent because the system did not total up to the highest
hierarchy level. In this case you must start the program "Total Up" BPDIST02 and then"Reconstruction
Distributed" BPDIST01.
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(C) SAP AG IPS910 3-27
© SAP AG 2003
Enter Original Budget: Entry Screen
Fund Budget subtype
FM area Treasury Department
Period
Change Original Budget: BS Element Overview
Version 0 9000
2003
Original Plan
Lvl Fd Ctr Cmmt Item Budget Current Budget Distributed
+1V 2 UNI
-1V 3 42,000.00 UNI 42,000.00 42,000.00
....... UNI
50000 Bus. Supplies 42,000.00 UNI 42,000.00 40,000.00 2,000.00
50010 Office Mat. 20,000.00 UNI 20,000.00 20,000.00
50020 Books 7,000.00 UNI 7,000.00 7,000.00
50030 Post 13,000.00 UNI 13,000.00 13,000.00
50040 Equipment UNI
...... UNI
1V 4111 UNI
1V 4999 UNI
Distributable ..........
Timeframe
Reference
Budget views
Hierarchy Maintenance: Making Changes
Functional area
budget



Þ In hierarchy maintenance, you have a complete overview of all the views available (current Budget,
distributed, distributable and so on). You make your settings in the column "Budget" in the normal way
as regards additive/non-additive.
Þ You can add a budget text as documentation for each entry or enter a document text for the entire entry
transaction.
Þ Only a hierarchy document is generated when you post entries. Unlike an entry document, a hierarchy
document cannot be reversed. You carry out reversals directly in hierarchy maintenance, by making the
relevant changes to your entries.
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(C) SAP AG IPS910 3-28
© SAP AG 2003
Enter Original Budget: Entry Screen
Fund
FM area Treasury Department
Period
budget
Version 0 9000
2003
Original plan
Lvl FdCtr CmmtItem Budget Current Budget Distributed
+1V 2 UNI
-1V 3 10,000.00 UNI 52,000.00 52,000.00
....... UNI
50000 Bus. supplies 10,000.00 UNI 52,000.00 50,000.00 2,000.00
50010 Office Mat. 7,000.00 UNI 27,000.00 27,000.00
50020 Books 3,000.00 UNI 10,000.00 10,000.00
50030 Post UNI 13,000.00 13,000.00
50040 Equipment UNI
...... UNI
Distributable ..........
IPS IPS910
Entry for each
budget subtype
View information for
overall budget type
Budget subtype
Change Original Budget: BS Elements Overview
Example: Budget Subtypes for Original Budget
Functional area



Þ You choose the entry screen for hierarchy maintenance with a budget subtype. You make all entries for
this budget subtype in the entry column. In this column, you only ever have access to the entries for the
budget subtype you chose in the entry screen.
Þ The view columns on the right of the screen (that cannot be edited) provide you with an overview of the
overall values for the given budget type at all times. In this example, you can see the cumulative totals of
the entries for all budget subtypes defined for the budget type original budget.
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(C) SAP AG IPS910 3-29
© SAP AG 2002
P
a
rk
e
d
D
o
c
u
m
e
n
ts
(B
u
d
g
e
t)
P
a
rk
e
d
D
o
c
u
m
e
n
ts
(B
u
d
g
e
t)
P
o
s
tin
g

D
o
c
u
m
e
n
ts
(B
u
d
g
e
t)
P
o
s
tin
g

D
o
c
u
m
e
n
ts
(B
u
d
g
e
t)
Different
Versions
Different
Versions
Preliminary
Budget Data
Approved
Budget
Parked Budget Documents



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

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(C) SAP AG IPS910 3-30
© SAP AG 2002
+
+500 Budget
Entry
Document
Documents Reference
Each Other
- 500.00
Budget
Reversal
Document
Reversing Budget Entry Documents
Budget



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


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(C) SAP AG IPS910 3-31
© SAP AG 2002
Budgeting VI
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Plan Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-32
© SAP AG 2003
Updating Budgets
Agenda
• blocking budget
• cutting budget
• supplementary budget
Supplements
Transfers
Returns
Budget
plan 2001
Σ = current budget Budget plan
2000
Supplements
Transfers
Returns
Results:



Þ During a financial year, it may be necessary to adjust the budget values. These corrective actions are
known as budget updates.
Þ Based on the current year's budget plan, consultations take place concerning any necessary budget
updates; the results of these discussions are maintained in Funds Management as supplements, returns,
or transfers.
Þ The result is the current budget, which is made up of the total from the financial year's original budget,
plus the supplements, returns, and transfers.
Þ Releases refer to a financial year's current budget.

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(C) SAP AG IPS910 3-33
© SAP AG 2003
Enter Original Budget: Entry Screen
Version Budget Subtype
FM Area
Sender Year
Distribute Original Budget: Entry Screen
Budget Type 9000
2003
Original budget
Item S Funds Center Amount
Receiver Year 2003
Fund
0
budget
Commitment Budget Payment Budget
R Commitment Item
1 V 50000 2,000.00
2 V 50020 800.00
3 V 50030 1,200.00
4
5
... Pass on distributable
budget to subordinate
account assignments
Distributing Budget
Functional Area



Þ Distributable budget can be passed on to subordinate commitment items within the same area of the
hierarchy. This is documented in an entry document and a hierarchy document.
Þ Using the distribution transaction is particularly useful if you want to assign budget to individual areas of
the hierarchy first, before passing it and the actual application of funds on to subordinate commitment
items in a second step or at some point later in time. Unlike manual hierarchy maintenance, your
individual steps are also recorded in an entry document in this case.
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(C) SAP AG IPS910 3-34
© SAP AG 2002
Enter Original Budget: Entry Screen
Version Budget Subtype
FM Area
Sender Year
Transfer Budget: Entry Screen
Budget Type 9000
2003
Transfer posting
Item S Funds Center Amount
Receiver Year 2003
Fund
0
budget
Commitment Budget Payment Budget
R Commt Item
1 V 50000 2,000.00
2 V 50020 800.00
3 V 50030 1,200.00
4
5
...
Fund Receiver
budget
Transfer Budget to
Any Account
Assignment
!
Transferring Budget



Þ Using this transaction, you can transfer budget that is surplus or not used for some reason to any other
account assignment. You can transfer budget across year/fund boundaries. This transaction generates an
entry document and a hierarchy document.
Þ As is the case when using the distribution transaction for hierarchy maintenance, the advantage of the
transfer function is that it provides an overview of all FM account assignments and documentation
involved in an additional entry document.
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(C) SAP AG IPS910 3-35
© SAP AG 2003
Example: Updating Budgets
• Supplement
• Transfer Posting
Expend.
Project
expenditures
Travel
Training
Material
31.000
31.000
10.000
36.000
36.000
Current budget
Original budget
11.000
10.000
Travel 5000
Sender: Material 1000 - - - Receiver: Training
Course 1000
15.000
11.000
10.000



Þ There are three different types of budget update in Funds Management:
º Supplements: You assign additional budget for particular FM account assignments; this way the
distributable value for these FM account assignments is increased by the amount of the supplement.
º Returns: You use a return to return surplus funds from one FM account assignment within your
hierarchy to superior funds centers and commitment items. The distributable value is then increased
by the amount returned.
º Transfer Postings: If there are funds shortages in one funds center and the available funds in another
one have not yet been fully utilized, Funds Management will allow you to transfer funds from one
FM account assignment to another.
Þ In the above example, the current budget is made up of the total of the original budget, plus supplements
and transfers.
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(C) SAP AG IPS910 3-36
© SAP AG 2002
Budgeting VII
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Plan Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-37
© SAP AG 2003
Releases
E You can have greater flexibility within a budget period by:
Þ Using percentage releases
Þ Releasing fixed amounts
Current Budget
Release 1: January
Release 2: June
Release 3: September



Þ In some organizations, the assignment of a budget amount does not necessarily mean that the funds have
been released. As a result, the R/3 system allows you to release budget values so that they are available
gradually.
Þ You can release budget values as a percentage or as whole amounts.
Þ Releases can refer to overall values or to annual values. However, you cannot release period budget
values.
Þ You can make as many releases as you want, but they cannot exceed the existing budget.
Þ You can carry out individual releases at any time.
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(C) SAP AG IPS910 3-38
© SAP AG 2002
Parked Parked
budget docs budget docs
Parked documents Customizing
Parked documents Customizing
Level 1
Level 3
Level 2
Approval Workflow
EA EA- -PS PS
Approved



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

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(C) SAP AG IPS910 3-39
© SAP AG 2003
CO/PS FM
CO planning
data:
- Primary costs
- secondary costs
- Revenue
elements
Account assignment
derivation tool
Planning
data
Transferring CO/PS Planning Data
RFFMCOPI
Planning data FM budget



Þ Program RFFMCOPI copies plan version data from Controlling (CO) into a budget version in Funds
Management (FM). You use this program to create the same budgets in FM by transferring CO
planning data.
Þ Data can be transferred as often as you require. Only differences between individual transfers are
posted and logged in line items. Budget changes, carryforwards and transfers that have been made
manually in Funds Management are not overwritten by the transferred planning data. In this respect,
the budget in Funds Management is therefore independent of the CO planning data.
Þ The program determines the recipient in Funds Management based on the assignments from FM
account assignments to CO account assignments using the account assignment derivation tool. If you
make changes to the assignment, the planning data transferred into Funds Management until now will
be transferred automatically to the new recipient with the next planning data transfer.
Þ The program considers the primary CO planning data in table COSP and the secondary CO planning
data in table COSS.
Þ As you can assign fund and functional area directly in CO planning starting from Release 4.62A, you
can use program RFFMCOPI and execute the entire budget planning process in Controlling.

Note:
The FM account assignments “funded program” and “grant” are not known in former budgeting. You must
use BCS (Budget Control System) if you want to work with these account assignments.
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(C) SAP AG IPS910 3-40
© SAP AG 2002
Budgeting VIII
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Plan Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-41
© SAP AG 2002
Integration for Operative Environment & Planning
Environment
SAP Strategic Enterprise Management
SAP BW
SAP SEM Business
Planning & Simulation
R/3 Enterprise
Extracting data from the
source system to a SAP BW
InfoCube
Returning the data from SAP
BW to the source system
Others
HR
CO,
PS,
AA,
...
EA-PS



Þ Budget preparation with SAP Strategic Enterprise Management (SAP SEM) is useful if planning is
based on historical values (master data, transaction data) so that you can access master and integration
data already available.
Þ SAP provides extractors for R/3 applications which load the data in SAP Business Information
Warehouse. An extractor is a program that loads the dataset of the SAP source system in BW.
Þ Based on the historical data you begin your planning activities in the separate planning environment of
SEM Business Planning and Simulation (SAP SEM BPS) which is kept separate from your operative
environment. You can plan both "bottom up" and "top down". Then run the iterative approval process
over it and you will have an approved budget at the end of it which you can then post in your operative
environment.
Þ The Retractor (program that returns the data of SAP Business Information Warehouse to the source
system) makes sure that the relevant results of your planning are posted in R/3 Enterprise and are
available as budget for the next budget execution period.
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(C) SAP AG IPS910 3-42
© SAP AG 2003
Data Extraction from R/3 Enterprise in SAP BW
SAP R/3
SAP BW
Data is loaded from R/3:
¤ Master data
¤ Budget
¤ Commitment
¤ Actual values
Further planning
is based on this data
HR
CO,
PS,
AA,
...
EA-PS



Þ You extract data from your operative R/3 environment if you want to build your planning on historical
values and existing master data structures. As SAP guarantees the integration between R/3 and BW, the
extractors are a part of the business contents that are already available in BW.
Þ A prerequisite of the extraction of data is that your R/3 Enterprise and your BW system are connected to
each other.
Þ The extraction is triggered from the Administrator Workbench in your SAP BW which is linked to your
SAP SEM (BW can be installed either locally or via RFC).
Þ Choose Infosources in order to choose the data that you want to load in SAP BW (e.g. Funds
Management).
Þ The data to be extracted is structured according to SAP applications in BW. You will find extractors for
CO, FI, HR, FM and so on.
Þ The EA-PS-related data (BW 3.0) (budget, actual values, commitment, master data) can be found in SAP
BW InfoSource:
º SAP R/3 Application components -> Public Sector Management -> Funds Management (master data,
budgeting in FM, CO line items, commitment and actual line items, FI line items)
Þ Create an info package for each line item and extract the data. Start with master data (e.g. FM area, fund,
budget,...) and then update the transaction data.
Þ This updates the standard InfoCubes.
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(C) SAP AG IPS910 3-43
© SAP AG 2003
Data Retraction from SAP BW to EA-PS
1 SEM planning
2
Write in BWInfocube.
Assemble
data in
Query
3
Data retraction and post in
EA-PS
EA EA- -PS PS



Þ You use the retractor in order to post the results of your planning activities back to SEM BPS in the
operational environment. Starting from R/3 Enterprise 4.7, the retractor program for EA-PS will form
part of Customizing (can be found under Public Sector Management > Funds Management
Government).
Þ You create your planning in SEM-BPS.
Þ You create a BW query in BW which collects planning data ( the ODBO flag must be activated in the
query).
Þ You define a number range for postings in the Customizing for the retractor.
Þ You also maintain field assignments (mapping) of BW and R/3 data by using the CO-PA derivation tool.
Þ Example: you can define that BW budget values from planning version 150 are regarded as approved
"budget" and are posted in budget version 000 in R/3 as original budget.
Þ Start the data transfer from R/3. You can use a variant of a query in order to select the data in the query
created in BW.
Þ The data transfer usually results in an error message if master data should be imported from BW that
does not exist in R/3. The reason: you needed additional master data in the budget preparation phase
which is why you created this in BW. In this case, you must create the missing master data in R/3 and
start the retraction again.
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(C) SAP AG IPS910 3-44
© SAP AG 2002
Budgeting VIII
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Plan Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-45
© SAP AG 2003
Budget Profile Functions
Assignment of budget profile to FM area
FM area without fund with fund
9000 FM0001 FM0002
.
.
.
.
General definition in Customizing Optional definition in individual fund master record
Profile FM0001
Text Profile
Format
Decimal places 2
Scaling 0
Time horizon
Past 1
Future 5
Start 0
Overall value
X Annual value
Period values
Availability control
Releases
Total values
FM area 9000
Fund SOURCE 1
Name . .
.
.
.
Budget profile FM0003
. . . . . .
Format defaults for the
budgeting transactions
Against releases or
current budget and
against overall or
annual values
Permitted
budgeting
timeframe
You can choose overall
values and/or annual
values and period values;
overall values can only
be selected for funds
Distribution key
1
Key for automatically distributing
annual values to individual periods
Automatic release
Automatic release
Adjusting releases for
the budget update



Þ To be able to use budgeting in an FM area, you must first create at least one budget profile and assign it
to the FM area. You can then assign further budget profiles to the FM area centrally and to the individual
fund master records. You can then use them for the relevant funds. The most specific assignment is the
one which applies.
Þ You can define a range of control parameters in a budget profile:
º Time horizon:Time frame which can be budgeted for as of a specified start date in the future or the
past.
º The start year for budgeting is the current fiscal year
º Parameters for value display:In addition, you can stipulate the scaling and the number of decimal
places you require when displaying budget values.
Þ Only annual values can be distributed to individual periods. You can use the distribution key to specify
that annual values are to be distributed to periods automatically.
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(C) SAP AG IPS910 3-46
© SAP AG 2003
1 1
2 2
3 3
Deactivate Budget Consistency for Overall Values
Deactivate Budget Consistency for Annual Values
Deactivate Availability Control
Deactivate Budget Consistency
FM Area
9000
9000
Year
2002
2003
Budget Consistency
Not active
Version
0
1
1 1 2 2
Activate Availability Control
FM Area
9000
9000
Year
2002
2003
3 3
Availability control
Not active
Budget Consistency / Availability Control
Availability control
is only possible if budget
consistency is active.
Customizing



Þ The deactivation of budget consistency for annual values and overall values and the deactivation of
availability control consists of three separate steps.
Þ The consistency check is designed to ensure that the budget distribution to individual hierarchy levels is
consistent in the individual budgeting transactions. The system logs any errors found. When the
consistency check is active, you can only store budget versions which are consistent.
Þ The active availability control only checks in managed budget version 0.
Þ In the standard system, the consistency check is active for all fiscal years and budget versions.
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(C) SAP AG IPS910 3-47
© SAP AG 2002
Budgeting IX
¤ Budget Planning Scenario
¤ Budget Versions
¤ Budget Subtypes
¤ Budget Values - Budget Categories
¤ Budgeting Techniques
¤ Budget Update
¤ Releases
¤ Plan Data Transfer from SAP BW
¤ Controlling Budget Planning
¤ Derivation Strategy for Budget Entry



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(C) SAP AG IPS910 3-48
© SAP AG 2002
Derivation Strategy for Budget Entry
A derivation strategy consists of a
sequence of derivation steps through
which the values for the account
assignment to be derived or posted
automatically to the general ledger are
derived one after the other from values
that already exist.



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(C) SAP AG IPS910 3-49
© SAP AG 2002
Derivation Strategy for Budget Entry
Derivation strategy
Completion
of lines entered with
budget entry
Generating extra lines
when entering budget



Þ A derivation strategy can be defined in such a way that FM account assignment elements or budget
subtypes can be derived from other account assignments or the document type automatically when
entering budget and postings.
Þ A derivation strategy can be defined in such a way that additional lines from data already entered are
derived in the background automatically and posted when budget is entered.
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(C) SAP AG IPS910 3-50
© SAP AG 2003
Derivation types
Derivation rules
Derivation rules
Table lookup
Table lookup
Move
Move
Clear
Clear
Enhancement
Enhancement
Function call
Function call
Derivation Types



Þ The same derivation types used for account assignment derivation for postings are available.
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(C) SAP AG IPS910 3-51
© SAP AG 2002
Source fields
CMMT_ITEM
Target fields
FUNC_AREA
Define Derivation Rule
Cmmt Item Functional Area
Src. Fields Target Fields
10050
10060
10070
10080...
0001
0002
0003
0003...
Table entry
maintenance
Customizing Customizing



Þ To reduce the entry of account assignments in budgeting, a derivation rule is created in Customizing
with which the functional area is derived from the commitment item. The values are then maintained in
the table created.
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(C) SAP AG IPS910 3-52
© SAP AG 2002
Budgeting: Unit Summary (1)
¤ Budget versions can be activated for specific years
and specific transactions. Budget subtypes allow you
to make subdivisions and make it possible to make
checks for individual transactions.
¤ Planning can be in as many versions as you like. The
number of versions can be increased through copies
and transfers. Only version 0 is relevant for budget
execution.
¤ Budget values can be entered by means of hierarchy
maintenance and/or the entry transaction. An entry
and/or hierarchy document is created depending on
which transaction is being used.



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(C) SAP AG IPS910 3-53
© SAP AG 2002
Budgeting: Unit Summary (2)
¤ You can make changes to the current budget using
supplements, transfers and returns.
¤ Releases offer a further control on budget execution.
¤ The budget profile controls the time horizon and
values for budgeting. It also controls the availability
control.
¤ With a derivation strategy for budget entry, account
assignment elements can be derived from existing
account assignments. This can be used in order to
complete lines or create new lines in the background.



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(C) SAP AG IPS910 3-54
Budgeting Exercises
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(C) SAP AG IPS910 3-55

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(C) SAP AG IPS910 3-56



Unit: Budgeting
Topic: Using Entry Transaction and Hierarchy
Maintenance for Budgeting

At the conclusion of these exercises, you will be able to:
• Activate activity-related budget versions
• Work with entry and hierarchy maintenance budgeting
activities
• Handle budget subtypes
• Work with parked documents


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


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(C) SAP AG IPS910 3-57
Document Number: .................................................
1-3 Create the budget subtype “SAP” in Customizing and assign it to budget type KBUD
for original budget.
1-4 Use the hierarchy maintenance for the original budget to enter estimates for the
following budget values in the payment budget for budget subtype “SAP”, fund
“GENERAL” and funds center C15 in version 1.
Commt item 80040 850,000.00 UNI
Commt item 80050 4.000,000.00 UNI

Document Number: .................................................
1-5 Enter parked original budget (payment budget) of UNI 50,000.00 for year 200Y for
commitment item 80010, fund General, funds center C15 in version 1.

Document Number: .................................................
View the effects in Reporting.

1-6 Use the hierarchy maintenance for the original budget, to plan budget in the payment
budget for your fund “MIFI”, funds center C15 in version 1.
Commt item 80010 100,000.00 UNI
Commt item 80040 200,000.00 UNI
Commt item 80050 300,000.00 UNI

Document Number: .................................................

1-7 Before you start budget execution, you have to copy the budget from plan version 1 to budget execution
version 0. Do this for both funds (GENERAL and MIFI).
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(C) SAP AG IPS910 3-58



Unit: Budgeting
Topic: Releases and Budget Updates

At the conclusion of these exercises, you will be able to:
• Enter releases
• Carry out budget updates


• The budget for your tax authority has already been adopted.
You have decided to use releases. As a result, you have the
task of entering the resulting agreed budget changes into the
R/3 System.

2-1 First you have to permit releases and budget updates. Activate the activities “PB Supplement”, “PB
Release” and, “PB Update” in Customizing for funds “GENERAL” and “MIFI” in Version 0.
2-2 Release 30% of the payment budget for the fund “Budget” in year 200Y in version 0.
2-3 Enter releases of 100% from the payment budget for the fund “GENERAL” in version 0.
2-4 It has transpired that the funds budgeted for office material exceed expenditures by 25 000 UNI, this budget
can however be used for books and magazines. Post the budget with budget subtype “TRXX”.
Define budget subtype “TRXX” first so that you can make transfer postings between expenditures.

Transfer the payment budget:
Sender funds center Sender commitment item: 50010
Sender fund: Budget
Budget subtype: TRXX
Receiver funds center: A1
Receiver commitment item: 50020
Receiver fund: Budget



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(C) SAP AG IPS910 3-59



Unit: Budgeting
Topic: Budgeting Control

At the conclusion of these exercises, you will be able to:
• Define budget profiles
• Use budgeting tools


• You should control the funds for the fund GENERAL using
releases.

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





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(C) SAP AG IPS910 3-60
Budgeting Solutions
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(C) SAP AG IPS910 3-61

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(C) SAP AG IPS910 3-62



Unit: Budgeting
Topic: Using Entry Transaction and Hierarchy
Maintenance for Budgeting

1-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Versions - Set
Activation Procedures for Budget Versions
Field name or data type Values
FM Area 90## Activation Procedure 1
(year-dependent)

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector Management – Funds
Management Government – Budgeting and Availability Control (Former Budgeting) – Budgeting
(Former Budgeting) – Budget Versions –Activate Activity-Related Budget Versions
In dialog box:

FM area 90##
Fiscal year YYYY
Enter

Fund General
Version 1
Original PB X
Fund MIFI
Version 1
Original PB X

Save


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(C) SAP AG IPS910 3-63
1-2 Accounting – Public Sector Management – Funds Management - Budgeting – Former
Budgeting – Original Budget – Enter

Field name or data type Values
Fund General
Budget subtype (Leave blank)
FM area 90##
Version 1
Fiscal year YYYY
Enter

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(C) SAP AG IPS910 3-64

1-3 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories–Enter
Budget Subtypes
Field name or data type Values
FM area 90##
Subtype SAP
Name (short) SAP
Name (medium) SAP
Name (long) SAP
Check subtype Leave blank
Save
Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Enter
Settings for Budget Subtypes
Button “New entries”
Field name or data type Values
FM area 90##
Budget type KBUD
Text Original budget
Mandatory (Leave blank)
Line entry (Leave blank)
Enter, select entry and double click on “Assign Budget Subtypes”

Subtype SAP
Press enter and save
1-4 Accounting – Public Sector Management – Funds Management - Budgeting – Former
Budgeting – Original Budget – Change in Hierarchy - Payments

Field name or data type Values
Funds center (Leave blank)
Commitment item (Leave blank)
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(C) SAP AG IPS910 3-65
Fund GENERAL
Functional Area Leave blank
Budget subtype SAP
FM area 90##
Version 1
Fiscal year YYYY
Period (Leave blank)
Enter and navigate to funds center C15

Commt item 80040 850,000.00 UNI
Commt item 80050 4.000,000.00 UNI
Enter
Process – Total Up – Add Changed Values
Press Enter and save

1-5 Accounting – Financial Accounting - Public Sector Management – Funds Management
- Budgeting – Former Budgeting – Original Budget – Park Document – Enter

Field name or data type Values
Fund General
Budget subtype (Leave blank)
FM area 90##
Version 1
Fiscal year YYYY
With overall values Leave blank
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(C) SAP AG IPS910 3-66

Funds center C15
Commitment item 80010
Amount 50,000.00 UNI
Save
Accounting – Financial Accounting – Public Sector Management - Funds Management – Information
System – Line Items – Budget (Former Budgeting) – Budget Entry Documents – Budget Entry
Documents

Take note of the “Document Status” list field.

1-6 Accounting – Financial Accounting - Public Sector Management – Funds Management
- Budgeting – Former Budgeting – Original Budget –- Change in Hierarchy - Payments

Field name or data type Values
Funds center (Leave blank)
Commitment item (Leave blank)
Fund MIFI
Functional Area Leave blank
Budget subtype Leave blank
FM area 90##
Version 1
Fiscal year YYYY
Period (Leave blank)
Enter and navigate to funds center C15

Commt item 80010 100,000.00 UNI
Commt item 80040 200,000.00 UNI
Commt item 80050 300,000.00 UNI
Enter
Process – Total Up – Add Changed Values
Press Enter and save
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(C) SAP AG IPS910 3-67

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

Field name or data type Values
FM area 90##
Fund GENERAL
Source version 1
Annual values X
Year YYYY
Overall values Leave blank
Commitment budget Leave blank
Payment budget X
Budget X
Only original budget X
Parked values budget texts Leave blank
Budget texts Leave blank
Target version 0
Target year YYYY
Group budget subtypes Leave blank
Percentage of revaluation 100,00
Reset and overwrite data X
Detailed log X
Always generate line items X
Header text Group ##
Execute
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(C) SAP AG IPS910 3-68


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




Unit: Budgeting
Topic: Releases and Budget Updates




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(C) SAP AG IPS910 3-69
2-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting(Former Budgeting) – Budget Versions –Activate
Activity-Related Budget Versions
In dialog box:

FM area 90##
Fiscal year YYYY
Enter

Fund MIFI / GENERAL
Version 0
PB Supplement X
PB Release X
PB Update X

Save
2-2 Accounting – Financial Accounting - Public Sector Management – Funds Management
- Budgeting – Former Budgeting – Release – Change in Hierarchy – Payments

Field name or data type Values
Funds center Leave blank
Commitment item Leave blank
Fund BUDGET
FM area 90##
Version 0
Fiscal year 200Y
Period Leave blank
Edit – Expand all
Edit – Select – Select all
Flag the “Current Budget” column
Edit – Copy View
Enter 30%.
2-3 Accounting – Financial Accounting - Public Sector Management – Funds Management
- Budgeting – Former Budgeting – Release – Change in Hierarchy – Payments

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(C) SAP AG IPS910 3-70
Field name or data type Values
Funds center Leave blank
Commitment item Leave blank
Fund GENERAL
FM area 90##
Version 0
Fiscal year 200Y
Period Leave blank
Edit – Expand all
Edit – Select – Select all
Flag the “Current Budget” column
Edit – Copy View
Enter 100%.
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(C) SAP AG IPS910 3-71

2-4 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Create
Budget Subtypes
Field name or data type Values
FM area 90XX
Subtype TRXX
Name (S) Trans
Name (M) Transfer
Name (L) Transfer

Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budgeting (Former Budgeting) – Budget Categories – Enter
Settings for Budget Subtypes

Field name or data type Values
FM area 90XX
Budget type *KBU
Enter.
Select entered line and choose Assign Budget Subtypes.
New entries.

Field name or data type Values
Budget subtype TR00
Expenditures A X

Accounting – Financial Accounting - Public Sector Management – Funds Management
- Budgeting – Former Budgeting – Transfer – Transfer Post

Field name or data type Values
Fund sender Budget
Fund receiver Budget
Budget subtype TRXX
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(C) SAP AG IPS910 3-72
FM area 90##
Version 0
Sender year YYYY
Receiver year YYYY
With overall values Leave blank
Enter
Sender funds center: C12
Sender commitment item: 50010
Amount 25.000
Receiver funds center A1
Receiver commitment item 50020
Amount 25.000
Save
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(C) SAP AG IPS910 3-73



Unit: Budgeting
Topic: Budgeting Control



3-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability Control
(Former Budgeting) – Budget Profiles (Former Budgeting) – Set Up Budget Profile –
New Entries Button
Field name or data type Values
Budget profile GR##
Text Budget Profile Group ##
Decimal places 2
Scaling factor Leave blank
Past 1
Future 3
Start Leave blank
Overall values Leave blank
Annual values X
Period values Leave blank
Distribution key Leave blank
Releases X
Total values Leave blank
Automatic release Leave blank
Save

3-2 Accounting – Financial Accounting – Public Sector Management - Funds Management
- Master Data – Fund – Change


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


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(C) SAP AG IPS910 3-74
Tools - Customizing – IMG – Project Processing – SAP Reference IMG – Public Sector
Management – Funds Management Government.
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(C) SAP AG IPS910 3-75
– Budgeting and Availability Control (Former Budgeting– Set Budget Profile

Annual and overall values are budgeted.
Active availability control checks for annual values.


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(C) SAP AG IPS910 4-1
© SAP AG 2002
¤ Basics of Budget Execution
¤ Definition (Earmarked Funds)
¤ Debit Position (Requests)
¤ Requests: Special Features
Budget Execution EA-PS



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(C) SAP AG IPS910 4-2
© SAP AG 2002
¤ At the conclusion of this unit
Þ you will know which core processes are differentiated
in the definition (earmarked funds)
Þ you will know which core processes are differentiated
in the debit position (requests)
Þ you will know the features of requests
Budget Execution EA-PS: Objectives



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(C) SAP AG IPS910 4-3
© SAP AG 2002
Budget Execution: Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat e
Updat e
Cash Desk
Cash Desk
Year -End Cl osi ng
Year -End Cl osi ng
Repor t i ng
Repor t i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 4-4
© SAP AG 2002
Budget Execution EA-PS I
¤ Basics of Budget Execution
¤ Definition (Earmarked Funds)
¤ Debit Position (Requests)
¤ Requests: Special Features



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(C) SAP AG IPS910 4-5
© SAP AG 2003
Active Availability Control
¤ Overview
¤ Search for Budget-Bearing Element
¤ Control of Availability Control
¤ Tolerance Limits
¤ Reconstruction of Availability Control



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(C) SAP AG IPS910 4-6
© SAP AG 2002
Overview: Active Availability Control
One of the important functions of Funds Management is the monitoring of available
funds.
The active availability control determines:
¬ the budget-bearing elements
¬the corresponding assigned funds
If the tolerance limits are exceeded, the system reacts in one of the following ways
depending on the setting you have made:
Warning Warning Warning Warning + Mail + Mail Error Error Message Message
Warning
to the user
Warning to the
user + automatic
mail to the
manager of the
funds center
Transaction is
rejected



Þ As of SAP R/3 Enterprise Public Services (EA-PS 1.10), availability control is also called up in the batch
input. If you wish to suppress error messages in batch input or if you do not want an update of the
assigned values, you can use enhancement SAPLFMFA (component EXIT_SAPLFMA_005). Note that
the assigned values need to be reconstructed after each batch run if availability control is not called.
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(C) SAP AG IPS910 4-7
© SAP AG 2003
Overview: Budget-Bearing Element
Determining the budget-bearing element depends on how the
budget structure is set up:
¤ “Without” a special budget structure
¤ With a particular budget structure, but without using dynamic
budget objects
¤ With a particular budget structure, but using dynamic
budget objects



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(C) SAP AG IPS910 4-8
© SAP AG 2003
Determining the Budget-Bearing Element (1)
Without specific budget structure
Funds
Commitment
V
A1
P12
4711
4712
4711
4712
4711
4712
Budget Values



Þ For the document account assignment determine the following:

- 1. Within the funds center: The superior commitment item up to the top commitment item
- 2. In the commitment item hierarchy: The superior funds center in combination with the top
commitment item
- 3. The first FM account assignment in the budget database for which a budget record exists according
to the determined hierarchy sequence. This is the corresponding budget-bearing element.
Þ
If the sum of a determined budget record is zero for each budget transaction, this record is not valid and
the system starts searching for the next budget record. This is necessary if budgeting was executed by
mistake.

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(C) SAP AG IPS910 4-9
© SAP AG 2003
Determining the Budget-Bearing Element (2)
With a specific budget structure, without use of dynamic budget objects
Funds
Commitment
V
A1
P12
4711
4712
4711
4712
4711
4712
Budget Values
x Budget Object
x
x
x
x
x
x



Þ For the document account assignment determine the following:

º 1. Within the funds center: The superior commitment item up to the top commitment item
º 2. In the commitment item hierarchy: The superior funds center starting with the assigned
commitment item

Þ The first FM account assignment that is defined as a budget object is the corresponding budget-bearing
element. After this FM account assignment has been found, the search is terminated.
Þ Only the definition in the budget structure is taken into account during the search. It is irrelevant
whether budget was entered on the determined FM account assignment or not.


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(C) SAP AG IPS910 4-10
© SAP AG 2003
Determining the Budget-Bearing Element (3)
With a specific budget structure, with use of dynamic budget objects
Funds
Commitment
V
A1
P12
4711
4712
4711
4712
4711
4712
Budget Values
x Budget Object
x
x
x
x
x
x



Þ
For the document account assignment determine the following:
º 1. Within the funds center: The superior commitment item up to the top commitment item
º 2. In the commitment item hierarchy: The superior funds center starting with the assigned
commitment item
Þ The first FM account assignment that is defined as a budget object in the budget structure and that
contains budget is the corresponding budget-bearing element. After this FM account assignment has
been found, the search is terminated.
Þ In contrast to the budget structure without dynamic budget objects, the first budget structure element that
contains budget is determined. This way the assigned funds can “move” with the budget.
Þ In order to work with dynamic budget objects, you have to set the corresponding parameters among the
year-dependent parameters for availability control.

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(C) SAP AG IPS910 4-11
© SAP AG 2003
Tolerance Limits of Availability Control
FM area Profile PB CB Proced. Action % Usage Abs. diff. Inactive
9000 FM0001 ++ 1 90% 1000 UNI
Control according to FM area and budget profile. You can also differentiate between
funds center, commitment item, fund and fiscal year, depending on the budget profile.
Restrictioni of defined tolerance limits to particular
transactions, for example funds reservations,
purchase orders, actual postings and so on
System reaction:
1 Warning
2 Warning and mail
3 Error message
Definition of relative or
absolute deviation from
budget value
Deactivation
indicator
Separate control of payment budget and commitment budget



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

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(C) SAP AG IPS910 4-12
© SAP AG 2003
Value Types
50 Purch. req.
51 Purch. order
52 Bus. trip cmt
65 Fnds cmt
81 Fnds reserv.
82 Fnds precmt
soft
hard hard
soft
hard hard
soft
soft
Posting possible?
Tolerance
limits are
exceeded
Tolerance
limits are
defined
Availability Control: Commitment Types
AVC reaction



Þ In Customizing of Funds Management (FM) you can determine whether availability control should be
overridden for existing tolerance limits and set system reactions (of type “error message“) according to
the value type.
Þ This allows you, for example, to determine that in your organization the budget may not be exceeded by
certain postings (for example purchase orders), whereas, with other postings (for example purchase
requisitions) any amount may be posted.
Þ You can use commitment types the “hard” and “soft“ reaction of availability control.
- If you want to assign “hard” for a value type, availability control will issue an error message when
the tolerance limits are exceeded. The posting is rejected.
- If you want to assign “soft”, availability control will only issue a warning when the tolerance limits
are exceeded. The posting can be carried out.
Þ Commitment types are a feature of Reporting. They are grouped in a commitment type profile. One of
these profiles can be assigned to one FM area for each year (or year-independent for all years).
Þ The functions cover eligibility and commitment types cannot be used together. If you want to assign a
commitment type profile to your FM area, no cover eligibility profile may be assigned to this FM area
for the corresponding fiscal year.


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(C) SAP AG IPS910 4-13
© SAP AG 2003
Reconstructing Availability Control
You must reconstruct availability control:
¬ After changes to the funds center/commitment item master
data hierarchies (after reconstructing the distributed values)
¬ After changes to the budget structure definition
¬ Each time you activate/deactivate
- the company code/FM area assignment
- the availability control
- the cover eligibility
¬ After changes to the budget profile assignment
¬ After changes to the following in the budget profile definition:
- Releases/current budget
- Overall values/annual values
- Tolerances (to see messages)
¬ After changes to the sequence in the generic search
¬ After reconstructing actual data in FM



Þ You must carry out suitable organizational measures to ensure that no other activities are carried out in
the system while availability control reconstruction is in progress. Budgeting and document entry in
particular must not be carried out.

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(C) SAP AG IPS910 4-14
© SAP AG 2002
FM Area
Define Open Intervals
Value
Type
Year Value AuthGr to from
Budget
Category
Account
Assignment
Element
PB 2002 * all AA * 16
CB 2002 * all AA * 16
FK02
Posting Periods/Open Fiscal Year



Þ Besides opening posting periods and fiscal years in FI, posting periods and fiscal years must explicitly
be opened for postings in EA-PS.
Þ You open posting periods per budget category / year / value type / account assignment element.
Þ Value types are for example invoices, payments, forecasts of revenue.
Þ Account assignment elements are funds center, commitment item and fund.
Þ If you do not use PBET (period-based encumbrance tracking), you can only open or close full fiscal
years.

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(C) SAP AG IPS910 4-15
© SAP AG 2002
Budget Execution EA-PS II
¤ Basics of Budget Execution
¤ Definition (Earmarked Funds)
¤ Debit Position (Requests)
¤ Requests: Special Features



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(C) SAP AG IPS910 4-16
© SAP AG 2002
Definition Definition
Debit
Position
Process Flow: Budget Execution



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

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(C) SAP AG IPS910 4-17
© SAP AG 2003
Funds
Reservation
Funds
Precommitment
Funds Funds
Commitment Commitment
Vendor
Invoice/
Payment
Request
Expenditure Expenditure Budget Budget
Funds
Blocking
Funds
Transfer
Revenue Revenue Budget Budget
Forecast
of
Revenue
Customer
Invoice/
Acceptance
Request
Earmarked Funds and Funds Transfers



Þ Forecast of revenue, funds blocking, funds reservation, funds precommitment and funds commitment are
grouped under “earmarked funds documents“.
Þ With these documents, an earmarked funds process can be displayed with the references shown above.
The process can start with each of the document types and you can select the number of levels.
Þ Earmarked funds can be parked. An incorrect or incomplete earmarked fund can be saved without
checking with the function Park.
Þ Forecasts of revenue, funds reservations and funds commitments can be referenced by requests and
financial accounting documents. The referencing leads to a reduction on the earmarked funds document.
Þ Funds blocking is a special kind of commitment, with which individual budget values can be blocked for
further budget execution. Funds blocking cannot be referenced by follow-on documents.
Þ You can also take into account expected revenues and the funds linked to them using forecasts of
revenue .

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(C) SAP AG IPS910 4-18
© SAP AG 2003
Earmarked Funds
Documents
Earmarked Funds
Documents
Documents: Cat.
Funds blocking 20
Funds reservation 30
Funds precommitment 40
Funds commitment 50
Forecast of revenue 60
Documents: Cat.
Funds blocking 20
Funds reservation 30
Funds precommitment 40
Funds commitment 50
Forecast of revenue 60
Document Type
(user-defined)
Document Type
(user-defined)
Characteristics:
• Number range
• Field status
• Reference type
• Workflow relevance
Characteristics:
• Number range
• Field status
• Reference type
• Workflow relevance
Document no.
Document type
Company code
Document Header
Document date
Posting date
Curr./Exch. rate
Earmarked Funds: Document Types



Þ You can define different document types for each document category. These document types control the
earmarked funds document as regards number range, field status, reference type, workflow relevance,
G/L account derivation and so on.

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(C) SAP AG IPS910 4-19
© SAP AG 2003
Funds Reservation/
Funds Precommitment/
Funds Commitment
Forecast of Revenue
Funds Reservation/
Funds Precommitment/
Funds Commitment
Forecast of Revenue
Overrun
Tolerance
Overrun
Tolerance
Completed
Indicator
Completed
Indicator
CO Integration
(Only Funds Commt)
CO Integration
(Only Funds Commt)
Account Assignment
can be changed
Account Assignment
can be changed
Statistical
Indicator
Statistical
Indicator
No Carryforward at
Fiscal Year Change
No Carryforward at
Fiscal Year Change
Item
blocked
Item
blocked
Value Adjustment
required
Value Adjustment
required
Earmarked Funds: Specific Settings



Þ CO integration: If a CO account assignment is entered, the funds commitment also posts a commitment amount in
CO.
Þ Completed indicator: You can set the completed indicator at document header level (for the whole document) or at
item level. After the document has been flagged as completed, you cannot make any more changes. The funds that
were not consumed are re-entered in the budget and can be used again.
Þ Overrun tolerance: This indicator can only be set for documents that can be reduced by other documents.
Depending on the percentage, the follow-on document can exceed the amount of the earmarked funds of the
previous document.
Þ Block document (item): If you block a document (item) it cannot be posted to.
Þ Statistical indicator: Items that are flagged as statistical are only entered statistically. No budget is consumed.
Þ Account assignment can be changed: With this indicator you can allow changes to the account assignment in the
follow-on documents, which reduce the flagged document item.
Þ No carryforward at fiscal year change: With this indicator you disable the carryforward of earmarked funds
documents to the following year.
Þ Value adjustment required: With this indicator you determine that a document can only be changed by value
adjustment documents after a certain time or event in the original document. The indicator can be set manually or
via workflow.

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(C) SAP AG IPS910 4-20
© SAP AG 2002
Item. Overall Amount Amount Changed Commt Item
1
2
3
Document Items
5000
Value Adjustment
Value adjustment required X
Value Increase
Reduction in Value
Referenced Earmarked Fund
Document Type
Doc. Number
Doc. Items
Earmarked Funds: Adjusting Values
Manual changes
can no longer
be made
Manual changes
can no longer
be made



Þ To prevent corrections being made to the approved original amount, you should ensure that the “Value
adjustments required” flag is set. You can set the “Value adjustment required” flag manually in the
document itself or via workflow. When the flag is set, changes can only be made to the document using
value adjustments and manual corrections are no longer be possible.
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(C) SAP AG IPS910 4-21
© SAP AG 2002
Earmarked Funds: Approval Workflow
Customizing Customizing
Level 1
Level 3
Level 2
Earmarked Earmarked Funds Funds
Approved
FM FM



Þ The approval workflow is triggered by the earmarked funds document.
Þ The responsible persons are determined via the following parameters:
- Document type
- FM account assignment (commitment item, funds center, fund, functional area)
- Amount
Þ Several responsible persons can be named for each approval level. At least one responsible person has
to approve the document.
Þ You can assign an unlimited number of levels and responsible persons.
Þ Reasons for an approval or a rejection must be added. In case of rejection, the approval workflow is
automatically started again.
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(C) SAP AG IPS910 4-22
© SAP AG 2003
Institute
for Medical
Research
Current
Budget
Funds
Reservation
Invoice Payment
Available
Budget
Personnel
50010
50020
50030
Require-
ments
40010
1000
100
-
-
90 90
-
-
-
90 90
900
910 910
910 910
. . .
. . .
. . .
Commt Invoice Invoice Payment
Online Batch
1000
1000
Online
Funds
Precommt
Funds
Commt
Precommt
Online
Reservation
900
900
100
100
Earmarked Funds Process
FI FI
EA EA- -
PS PS
EA EA- -
PS PS



Þ This schematic report shows the steps of a simple procurement process without using component
Materials Management and shows how the available budget changes in this process.
Þ In order to reduce an earmarked fund systematically, the follow-on document must refer to the
earmarked fund. There you can also set the completed indicator, which leads to the complete reduction
of the commitment from the earmarked funds, even if the invoice amount is smaller than the amount in
the funds reservation.
Þ In each step of the process you can see the change of the value display in Funds Management.
Þ The current budget does not change when commitment/actual postings are carried out (changes are only
made if postings are made in the budget values).
Þ The available budget is constantly recalculated and adjusted online.
Þ Until the invoice is posted an online update of each process step is carried out in Funds Management.
Þ The payment is transferred to Funds Management by a batch run.


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(C) SAP AG IPS910 4-23
© SAP AG 2003
Local Currency is Different
to Transaction Currency !
Document Date 01.02.2002
Posting Date 02.01.2002
Currency/Rate USD/1.75
Item Amount USD UNI
1 100.00 175.00
Available
Budget
UNI
815
825
Reval. Date 03.01.2002
Currency/Rate USD/1.85
Item Amount USD UNI Overall Reval.
1 100.00 175.00 185.00
Revaluating Earmarked Funds Documents
EA EA- -
PS PS
1000
Funds
Commt
...
...
...



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


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(C) SAP AG IPS910 4-24
© SAP AG 2002
Budget Execution EA-PS III
¤ Basics of Budget Execution
¤ Definition (Earmarked Funds)
¤ Debit Position (Requests)
¤ Requests: Special Features



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(C) SAP AG IPS910 4-25
© SAP AG 2002
Actual
(Payment
Documents)
Definition
(Commitment
Documents)
Debit Position
(Invoice
Documents)
Debit Position: Invoice Documents



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(C) SAP AG IPS910 4-26
© SAP AG 2003
EA-PS Request FI FI Documents Documents
Payment Request
Acceptance Request
Clearing Request
Vendor Invoice (AP)
Customer Invoice (AR)
G/L Account Posting
Main Request Categories



Þ The three main request categories are payment request, acceptance request and clearing request.
Þ The request is an EA-PS-related interface which you can use to create FI invoice documents .

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(C) SAP AG IPS910 4-27
© SAP AG 2003
Debit
Position -
Posting
Payment Request
Acceptance Request
Deferral Request
Temporary
Waiver
Remission
Clearing Request
Standing Request
Deduction Request
Request Categories



Þ The entry and approval process is the same for all request categories. The requests generated by the
responsible employees are posted after approval from the cash desk. This takes the distinction between
management and execution into account.
Þ General requests are mapped out in the R/3 System using specific funds commitments and forecasts of
revenues.
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(C) SAP AG IPS910 4-28
© SAP AG 2002
Create Release Post
Approve
Reject
Document
Vendor
Payment Data
Subledger Accts
Acct Assgmt
Save Complete
Debit Position
Commt Item
Funds Center
Fund
Amount
Payment Condition
Baseline Date
Request Process



Þ Procedure for a request: First, the request must be created. When creating a request, you must maintain
personal data, account assignment data and payment data. Before releasing a request, you must save it
completely. The next step is release, where request is approved or rejected. Only approved requests can
be posted in the last stage.
Þ You can use Customizing entries in conjunction with company code variant, user and request category to
control the number of steps in the request process:
º 4 Steps: "Save incomplete", Save Complete, Release, Post (no entries in Customizing)
º 3 Steps: Create, Release, Post ("Complete" flag in the company code variant)
º 2 Steps: Create/Release and Post ("Req. Apprvd" flag in request type control)
º 2 Steps: Create and Release/Post ("Post Req." flag in request type control)
º 1 Step: Create/Release/Post (all flags set)
Þ You can use this function, for example, to control that complete acceptance requests are automatically
saved with "approved" status, while payment requests require approval from the relevant person
responsible.
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(C) SAP AG IPS910 4-29
© SAP AG 2002
Doc. No.
Doc. Type
FM Area
Request
Date
Item
1
2
3
Items
Account Determination
EA-PS ¬FI
FI-PP
Amount Funds Ctr Cmmt Item Fund
Posting Logic EA-PS/ FI
FI FI
EA EA- -
PS PS
R/3 R/3
Customizing



Þ EA-PS delivers transactions with a special EA-PS related interface. You can use this interface to
generate FI invoice documents.
Þ The user only has to maintain EA-PS related data in these input templates.
Þ The system generates parked FI documents (FI-PP) in the background.
Þ To obtain the necessary G/L accounts for the FI document, the assignment between commitment items
and G/L accounts is maintained in the EA-PS ¬ FI account determination table.
Þ Required FI information that cannot be copied automatically must be entered manually.

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(C) SAP AG IPS910 4-30
© SAP AG 2003
Subledger
Accounts
Payment Data
FM Acct
Assgmt
Individual
Request
Fast Entry
Collective
Request
Doc. Number
Doc. Type
Company Code
Reference
Header Text
Doc. Header
Document Date
Posting Date
Currency/Rate
Differentiate between vendor/customer
documents and so on
Differentiate between vendor/customer
documents and so on
Entering Requests



Þ The request category controls which FI document types are permitted for this type. The document types
that are valid for a request type are determined in Customizing. The default value can be predefined for
request postings from the document types assigned. You can maintain individual and collective requests:
- Individual requests are maintained in the detail screen.
- Collective requests can also be entered starting from this detail screen. The advantage of this
procedure is that selections already made in the detail screen, such as customer, are copied to the
collective request list display.
Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) , it is possible to use a document type that
is flagged as a net document type.
Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), a long text can be entered for each line
item (=FI document) in the request.
Þ You can enter an individual tax code for each G/L account line within a line item (FI document) of a
request.
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(C) SAP AG IPS910 4-31
© SAP AG 2002
IPSX IPSY IPSZ
2000
2001
2002
100+++++ 400000 ISPS ISPX
Charact. Commt Item Request Cat. Priority G/L Acct Company
Code Variant
Fiscal Year
ID
Requests: Account Determination
Generic
masking possible
Proposal List
G/L Accounts



Þ The G/L accounts to which postings are to be made in Financial Accounting are derived using the
account determination table. For each company code variant and fiscal year ID, derivations are defined
for the commitment items created, which lead to one or more G/L accounts. When you make a posting,
if a commitment item has more than one possible G/L account, a window appears with the selection of
possible accounts. The user can then choose the G/L account to which the posting is to be made. In the
case of batch processing, the first G/L account found is used.
Þ Company code variants group together several company codes, while a fiscal year ID is used to group
financial years.
Þ Derivation rules can be maintained generically. In which case, the "+" character represents any single
character. The “*” character cannot be used for the commitment item.
Þ The account determination characteristic is used to allow different G/L accounts to be defined for
identical commitment items.
Þ Request types are a further criteria for account determination. They make it possible to define a specific
G/L account for a combination of fiscal year, company code variant, account determination
characteristic and FM account assignment.
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(C) SAP AG IPS910 4-32
© SAP AG 2002
Commt Item: 4713
Vendor: 1234
Cost Center: 7000
Amount: 4000,77
Payment Request
Cmmt Item FI Account
4713 400000
Expense Acct 400000
Acct Determination (simplified)
Cost Center 7000
Cost Element
400.000 4000,77
Vendor 1234
4000,77
4000,77
4000,77
Subledger Account
Profit and Loss
Statement
Commt Item 4713
Example: Account Determination
FI FI
CO CO
EA EA- -
PS PS



Þ The graphic shows the integration of Funds Management with Financial Accounting and Controlling.
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(C) SAP AG IPS910 4-33
© SAP AG 2003
Detail Customizing: Requests
Global Settings
Settings are valid for the whole client
Company Code Variant
Settings are valid for the
corresponding company code variant



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(C) SAP AG IPS910 4-34
© SAP AG 2003
Requests: Global Settings
Request
Subsequent Bundling
Use Revenue Type
Financial Accounting
Customer Enhancements
Vendor Enhancements



Þ The global settings apply to the whole client.
Þ The following settings can be made for requests:
º Subsequent Bundling: No request number is assigned when a request is posted. However, the
requests can be grouped under a request number at a later stage.
º Use Revenue Type: Makes it is possible to use revenue types
º Use Object: (Only valid for the activation of the global functions for German Government).
º Use Posting Day: (Only valid for the activation of the global functions for German Government).
Þ The following settings can be made for Financial Accounting:
º Use Name Enhancement: Alternative name fields for the entry of customer and vendor master data.
º Use Additional Master Data Fields: Additional fields for the entry of customer and vendor master
data.
º Use Time-Dependent Bank Details: Use of a validity period for bank details.
º Activate Additional Subledger Preprocedure Table: Assignment of subledger preprocedure to
revenue type.
º Use Execution: (Only valid for the activation of the global functions for German Government).
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(C) SAP AG IPS910 4-35
© SAP AG 2003
Co. Code
Variant
Without
Request
Number
Additional
Receivable
Interest Block
Customer
Master Record
Revenue Type
Object Class
Complete
Revenue Type
Account Group
Customer
Do Not
Group
Vendor Master
Record
Requests: Company Code Variant



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

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(C) SAP AG IPS910 4-36
© SAP AG 2003
¤ Deduction instead of reversal
Þ No automatic clearing
¤ Deduction transactions
Þ Deduction requests have their own request category
Þ Deduction requests are processed in the same way as
original requests
¤ Deduction also possible using +/- indicator
Þ Post with the original request transactions/categories
Þ +/- sign indicator selected
¤ FI reversal postings also possible
Requests: Reversal Postings



Þ When working with request documents, you can make deduction postings instead of posting reverse
documents. Deductions are credit memos and are processed according to original requests. This means
that they are posted as FI documents that include collective request processing.
Þ Instead of making a deduction posting, it also possible to post a second request for the original request
type, but with the opposite +/- sign.
Þ Standard FI reverse postings can be also used for requests (that have been posted in FI).
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(C) SAP AG IPS910 4-37
© SAP AG 2002
Budget Execution EA-PS IV
¤ Basics of Budget Execution
¤ Definition (Earmarked Funds)
¤ Debit Position (Requests)
¤ Requests: Special Features



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(C) SAP AG IPS910 4-38
© SAP AG 2002
Fast Entry
Installment Scheme
Distribution
Number
Due Date Plan
1. Due Date
Monthly Intervals
x
.
.
.
a11 Maier 130199 120 50050
Funds Cntr Fund Vendor/Customer Commt Item Baseline Date Amount
Different Due Dates



Þ In the fast entry screen you can divide a FI document into several FI documents. With the installment
scheme, you can define the number and the amount of the documents. In addition, you can determine
the monthly intervals between the installments and the first due date.
Þ Possible roundings can be defined using rounding units in Customizing.
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(C) SAP AG IPS910 4-39
© SAP AG 2002
One Two Three Approval Levels
Amount 1,000 10,000 ≥ 100,000
Responsible Person(s)
Background
Rejected
Approved Approved
Bundling for
each document
category using
F899
Parked Requests
Parked Requests
EA-PS-PP Document
FI-PP Document
MM-PP Document
Approval Workflow
FI FI
FI Posting



Þ The workflow can be triggered by the request transaction and by the bundling transaction F899. In this
case, parked documents that were created in MM and bundled in a request, can also be integrated in the
approval workflow.
Þ The approval process of standing requests can also be displayed using the SAP business workflow.
Þ For each request type the request workflow can be controlled in different ways.
Þ The responsible persons are determined using the following parameters:
º Document type
º FM account assignment (commitment item, funds center, fund)
º Amount
Þ You can define several persons responsible for each approval level. At least one responsible person
must approve the document.
Þ You can assign an unlimited number of levels and responsible persons.
Þ Reasons for approval or rejection must be added. In case of a rejection the approval workflow is
automatically started again.
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(C) SAP AG IPS910 4-40
© SAP AG 2003
Customer
Revenue Type
Commt Item
Funds Center
Dunning Area
Acceptance Request Bank
Account number
Bank number
Customer
Master Data
Acceptance Request and Revenue Type
FI FI



Þ The revenue type can be used as an additional entry for acceptance requests.
Þ Revenue types can be used to derive account assignments, to control dunning procedures and for the
flexible assignment of bank details to customers. Assignments can be made in the customer master
record for revenues types and the corresponding bank details for each company code.
Þ The revenue types are maintained and activated in Customizing.
Þ You can flag a revenue type as an additional revenue type. If you set this flag no further interest can be
calculated on these additional receivables. This is linked to the indicator interest block additional
receivables in the company code variant.
Þ You can also select the field No Calculation of Dunning Charges for revenue types. The dunning
program ignores items that were assigned using this revenue type during the calculation of public law
dunning charges. This means that the amount of a document like this is not included in the dunning
amount.
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(C) SAP AG IPS910 4-41
© SAP AG 2002
Dog Tax
Dog Tax Dog
Revenue Type
Account Group
Dunning Procedure
Dunning Recipient
Dunning Block
Last Dunning
Dunning Level
Dunning Processor
Dunning Procedure
Dunning Recipient
Dunning Block
Last Dunning
Dunning Level
Dunning Processor
Dunning Areas
Dunning Areas
Commitment Item
Commitment Item
Assign Revenue Types
Customizing Customizing



Þ The revenue types defined can be assigned to an account group, a commitment item and a dunning area.



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(C) SAP AG IPS910 4-42
© SAP AG 2003
Document Date
Posting Date
Company Code
Subledger Account
FM Acct Assignment
Amount
Document Header
Document Type
Period
Crncy/Exch. Rate
Recurring Entry
Data:
First execution
Last execution
Execution day
Execution plan
Enter Standing Request



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

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(C) SAP AG IPS910 4-43
© SAP AG 2003
Company Code
Vendor
Commt Item
Amount
Document Header
Doc. Type
Subledger Account
Account Assignment
Payment Data
Earmarked
Fund
Funds
Commt
Create Funds Commitment from Standing Request



Þ When you save the standing request document, a funds commitment is automatically created. The
amount of this funds commitment is the total debited in the current financial year.
Þ The number of the funds commitment document is entered in the “Earmarked Fund” field.
Þ Settings in Customizing: In the “Maintain Funds Commitment Information for Standing Requests”, you
must assign each company code and FI document type to a funds commitment document type.
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(C) SAP AG IPS910 4-44
© SAP AG 2002
Company Code
Fiscal Year
Request Number to
Document Header
Test Run
TypeDB Doc. CoCd
Message Text
Funds commt succesfully created
Create Funds Commitment for Standing Request for Several Fiscal Years
Create Funds Commitment from Standing Request



Þ If a standing request applies for more than one year, you must use program “RFFMKG07” to create
funds commitments for the subsequent years.
Þ The program checks whether the existing funds commitments are still valid for the specified fiscal year.
If a funds commitment is missing, the program creates a new one and then updates the funds
commitment number in the appropriate standing request original document. A funds commitment history
is also updated.
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(C) SAP AG IPS910 4-45
© SAP AG 2003
2001 2002 2003 Time
Deferral Request
Administration



Þ Deferral makes it possible to change the due date of an open receivable to one or more installments in
the future.
Þ The "mass deferral" function makes it possible to process more than one due date of a subledger in a
single transaction.
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(C) SAP AG IPS910 4-46
© SAP AG 2003
Deferral Request - Document Header
Company Code
Fiscal Year
Entries for Follow-On Posting
Posting Date
Period
Individual Deferral
Document Number
Mass Deferral
Customer
Vendor
Data for Financial Accounting
and if necessary for
Controlling
Data for Financial Accounting
and if necessary for
Controlling



Þ Deferrals can only relate to an FI document posted in an acceptance request that has not been paid.
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(C) SAP AG IPS910 4-47
© SAP AG 2002
Installment Distribution
Proportional Procedure
Installment Scheme
Distribution
Number
Due Date Plan
1. Due Date
Monthly Intervals
x
.
.
.
a11 1800000000 011002 120 50050
Funds Center Fund Invoice Reference Commt Item Baseline Date Amount
Installment Distribution



Þ One or several FI documents (mass deferral) can be distributed between several installments using
function "Generate Due Dates".
Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), installment rates can be created using the
proportional procedure or the sequential procedure. The sequential procedure processes all documents
with the same due date one after another, whereas the proportional procedure processes the documents
proportionally.
Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the reference to the original receivable
(invoice reference) remains when installments are distributed. This is also the case for mass deferrals.
This allows an interest calculation from the due date of the original receivable.
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(C) SAP AG IPS910 4-48
© SAP AG 2002
Company
Code Variant
Fiscal
Year ID
G/L Account
ISPS ISPX 801000
Customer
100 100
800000
100
801000
100 100
100
1 1
1 1 2 2
2 2
2 2 2 2
2 2
1 1
Posting Acceptance Request
Posting Deferral Request
Deferral Request – Account Determination



Þ If the document is deferred, an offsetting posting is made on the customer side. As of SAP R/3
Enterprise Public Services 1.10 (EA-PS 1.10), automatic clearing will be carried out. The relevant G/L
account is determined for the offsetting entry and the new receivable by means of a separate account
determination table in the Customizing settings for the deferral request.
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(C) SAP AG IPS910 4-49
© SAP AG 2002
Deferral Interest
Interest Calculation
Interest Formula
Interest Calculation Date
0001
07.01.02
How?
From?



Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you can create an interest formula in
Customizing. In this interest formula you determine the number of interest items to be generated (one or
more), what the interest rate is, and on which basis the interest will be calculated.
Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) you can enter the date on which interest
calculation should start. If this date is before the due date of the original receivable, the interest
calculation for this item starts with the due date of the original receivable.
If you do not enter a date, the program calculates the interest items from the due date of the original
receivable.
Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) the interest formula will be stored in the
document header. You can therefore reconstruct the amount of the calculated interest at any time.
Þ Interest formula and interest calculation date can be printed out in user-defined forms.
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(C) SAP AG IPS910 4-50
© SAP AG 2003
Customer invoices: 100.-- UNI and 200.-- UNI on 15.05. and 31.05.2002
Deferral: inverse posting for original receivable
Posting deferred receivables: 100.-- UNI on 01.07., 01.08. and 01.09.2002
1 1
2 2
Customer
2 2 100 100 1 1
2 2 200 200 1 1
100 2 2
100 2 2
15. 05. 00
31.05.00
01.07.00
01.08.00
Sales Revenues
1 1 100
1 1 200
Deferral Acct
2 2 100 100 2 2
2 2 200 100 2 2
100 2 2 01.09.00
2 2 100
Post Mass Deferral
FI FI



Þ The FI documents resulting from a mass deferral are grouped together under a request number.
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(C) SAP AG IPS910 4-51
© SAP AG 2002
Request Number
Company Code
Document to be reversed
Deferral Request: Single Reversal
Entries for Follow-on Posting
Due Date of Reversal Document
• Date from original document
• Posting date as net due date
• Date from oldest document
• Net due date



Þ If the customer does not comply with the conditions of the deferral request, it can be reversed.
Þ The reversal references the deferral request - not the FI document.
Þ When reversing deferral requests, the original FI documents are not restored. As of SAP R/3 Enterprise
Public Services 1.10 (EA-PS 1.10), a new parked open item is generated instead. In this way, it is now
possible to display the reversal of the deferral by means of an approval procedure.
Þ The due date of the new open item (reversal document) can be freely selected. It is possible to use the
due date of the original receivable.
Þ The offsetting posting item is only generated when the new open item is posted.
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(C) SAP AG IPS910 4-52
© SAP AG 2003
Temporary Waiver/Remission
Administration
X



Þ Temporary waivers and remissions are measures that can be used for waiving the collection of a
receivable. A temporary waiver represents a waiver for a receivable that can be cancelled, while a
remission is a waiver that cannot be cancelled. A temporary waiver is used for internal processes within
an administration, a remission has external legal implications.
Þ Temporary waivers and remissions can be reversed.
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(C) SAP AG IPS910 4-53
© SAP AG 2002
Data for Financial Accounting
and if necessary for Controlling
Data for Financial Accounting
and if necessary for Controlling
Temporary Waiver / Remission - Document Header
Company Code
Fiscal Year
Entries for Follow-on Posting
Posting Date
Period
Single Temporary Waiver/Remission
Document Number
Mass Temporary Waiver/Remission
Customer
Vendor



Þ Temporary waivers and remissions can only relate to FI documents (original documents) in an
acceptance request that have not been paid. A temporary waiver/remission has the opposite +/- sign to
the original item.
Þ Mass processing is possible for temporary waiver and remission.
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(C) SAP AG IPS910 4-54
© SAP AG 2003
Customer Customer Customer
1. Posting the
Receivable
1) 600.00
2. Temporary Waiver
/ Remission
1) 600.00 2) 600.00
3. Reversal Temporary
Waiver / Remission
1) 600.00 1) 600.00
3) 600.00
Temporary Waiver / Remission: Posting in FI



1) Receivable in the amount of 600.00 €.
2) Temporary Waiver/remission of the receivable. The clearing of the two items is not automatically
carried out.
3) Reversal of the temporary waiver/the remission.
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(C) SAP AG IPS910 4-55
© SAP AG 2003
Expenditure
Commt Item
Funds Center
Revenue
Commt Item
Funds Center
Expenditure
Commt Item
Funds Center
Expenditure
Commt Item
Funds Center
Sender Receiver
Revenue
Commt Item
Funds Center
Revenue
Commt Item
Funds Center
Revenue
Commt Item
Funds Center
Expenditure
Cmmt Item
Funds Center
Clearing Request (1)



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

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(C) SAP AG IPS910 4-56
© SAP AG 2003
Amount
Commt Item
Funds Center
Text
Receiver Data
Reference
Application
Region
Amount Application Commitment Item Funds Center
Sender Data New CoCode
Clearing Request (2)



Þ Since clearing requests does not usually result in a payment, they do not contain any lines for the
subledger account.
Þ There is only one receiver commitment item, but any number of sender commitment items.
Þ The sender/receiver relationship can be reversed by changing the +/- sign.
Þ The field "New Company Code" can be used for clearing requests that apply across more than one
company code. When you park a clearing request that applies across several company codes, a request is
generated in both the current company code and the new company code. The two requests are linked to
each other by a general number.
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(C) SAP AG IPS910 4-57
© SAP AG 2002
Budget Execution: Unit Summary
¤ FM commitment documents in the expenditure
process map funds reservation, funds
precommitment and funds commitment
¤ By posting a forecast of revenue, expected
revenues can be entered whose amount and arrival
is uncertain
¤ Debit postings are triggered by requests and the
postings connected to themin FI
¤ The budget execution process can be represented
in an approval workflow



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(C) SAP AG IPS910 4-58
© SAP AG 2003
Budget Execution: Unit Summary (2)
¤ Instead of reversing documents or credit memos,
deduction can be used for request documents
¤ A standing request can be used for recurring revenues
and expenditures
¤ Deferral, temporary waiver and remission can also be
entered with an approval procedure and workflow



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(C) SAP AG IPS910 4-59
Budget Execution : Exercises
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(C) SAP AG IPS910 4-60

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(C) SAP AG IPS910 4-61



Unit: Budget Execution
Topic: Active Availability Control, Earmarked
Funds and Posting Periods

At the conclusion of these exercises, you will be able to:
• Work with the active availability control


You are a project manager and must therefore use the active availability control.
1-1 Define availability control tolerance limits for your FM area 90## and budget profile GR## .
These limits should trigger a warning for all activities with utilizations greater than 80%, a
warning and a mail to the person responsible for the funds center for those in excess of 90%
and an error message for all those over 100%.

1-2 Finally, reconstruct the availability control.
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(C) SAP AG IPS910 4-62



Unit: Budget Execution
Topic: Earmarked Funds and Posting Periods

At the conclusion of these exercises, you will be able to:
• Open and close posting periods
• Represent a procurement process without Materials
Management


• Use earmarked funds documents to represent your
procurement processes in Funds Management.

You know that an amount of around 10,000 UNI will be due next month for project C15. This money
relates to expenditure on physical supplies for additional PCs. As you do not yet have any detailed entries
for the project, you cannot yet order the necessary apparatus. However, you should reserve sufficient
funds. Use the funds in the “GENERAL” fund for this.

1-3 Check whether the periods for the current and the following fiscal year for your company code 90## are
open for the payment budget.

1-4 Enter the funds reservation.

Company code: 90XX
Currency: UNI
Amount: 10.000,-
Commitment item: 80010 (Data processing)
Funds center: C15
Fund: GENERAL
Because of price fluctuations, it is not certain whether the required apparatus can be obtained with the
10,000 UNI set aside. Enter an overrun tolerance of 20% in detailed control.

Document number:..........................

1-5 In the report selection, under Line items -> Commitments and Funds Transfers, look at the funds
reservation. Note: You are working with company code 90##.
1-6 Create a funds precommitment of 11,000 UNI with reference to the funds reservation.
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(C) SAP AG IPS910 4-63
1-7 You have chosen supplier (vendor) Miller, who is offering you the PCs for 10,000 UNI.
Post a funds commitment of 10,000 UNI with reference to the funds precommitment. The excess
budget values assigned (1,000 UNI) should be returned to the FM account assignment.

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(C) SAP AG IPS910 4-64



Unit: Budget Execution
Topic: Requests and Account Determination

At the conclusion of these exercises, you will be able to:
• Create company code variants
• Create account determinations

Commitment item 80010 needs to be assigned to G/L account
403000.

2-1 Define a company code variant GR## and assign it to company code 90##. Ensure that
requests can be saved in full only.
2-2 Maintain the account determination in Customizing for the expenditure commitment
item 80000-80050. The same G/L account 03000 should be used for all account
assignments Assign existing revenues commitment item 10020 – 10023 to G/L account
800000 in the same way. To do this, use the company code variant which you have just
created GR##.
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(C) SAP AG IPS910 4-65



Unit: Budget Execution
Topic: Creating a Payment Request


In this exercise, you will learn about the link between
commitments documents and invoice documents.

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

Document Numbers: ........................................................

........................................................
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(C) SAP AG IPS910 4-66



Unit: Budget Execution
Topic: Creating an Acceptance Request

In this exercise you learn how to create acceptance requests in the
R/3 System.

On 01.MM+1.YYYY, Mr. Maier has to pay charges of 1,000 UNI to
department A12 for related publications.

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

..................................................


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(C) SAP AG IPS910 4-67



Unit: Budget Execution
Topic: Deferring an Acceptance Request


In this exercise you learn how to execute the deferral of
acceptance requests.


Due to a shortage of cash, Mr. Maier asks for the receivable to be deferred. He
agrees with the administration that he will pay the first installment of 500 UNI
on 01.MM+3.200Y and the second installment of 500 UNI on
01.MM+4.200Y.

Enter the relevant deferral for the acceptance request you have already created and enter the agreed installment
payment.

First, assign G/L account 800100 for deferrals in account determination.
5-1 Save the deferral request in full.
5-2 Check that the content and total of the deferral are correct and then release it.
5-3 Post the deferral request.
View the effects of each part of the process in FI. (Accounting - Financial Accounting - Accounts Receivable –
Account - Items Display – Open and Parked Items Selected)

Document Numbers: ........................................................

.....................................


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(C) SAP AG IPS910 4-68


Unit: Budget Execution
Topic: Revenues Increasing the Budget (optional)
6-1 Post another acceptance request with the amount 5,000 UNI
Customer: Maier
Amount: 5,000
Commitment item: 10022
Tax code: A0 (Output tax 0 %)
Funds center: C12
Fund: Budget

6-2 Start programs to increase the expenditure budget.
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(C) SAP AG IPS910 4-69



Unit: Budget Execution
Topic: Creating a Standing Request


You learn how to create standing requests in this exercise

Create a standing request for an expenditure that occurs every month.
7-1 Create a standing request which should run for a year. The payments of 50 UNI should
start on the first of the following month and then continue on the first of each
subsequent month.
Assign to account:
Vendor: Miller
Commitment item: 80020
Funds center: C15
Cost center: C15
Fund: GENERAL
Tax code: V0

Document number:..........................

7-2 Execute the approval of this standing order until it gets the status “posted”.
7-3 Display the standing payment request and then go to the automatically generated funds
commitment by double clicking.
7-4 Generate the first request for the coming month by executing the step “Create Posting
Document” in the menu. Note the document number and then display the posting
document generated. Under the document header data, look for the reference to the
standing posting document it is based on.
7-5 Go into the funds commitment and display how much has been consumed.

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(C) SAP AG IPS910 4-70

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(C) SAP AG IPS910 4-71
Budget Execution: Solutions



Unit: Budget Execution
Topic: Active Availability Control
1-1 Tools - Customizing – IMG - Edit Project – SAP Reference IMG – Public Sector
Management – Funds Management Government – Budgeting and Availability
Control (Former Budgeting) – Availability Control – Define Tolerances for the
Availability Control

Field name or data type Values
FM area 90##
Profile GR##
PB X
CB Leave blank
Transactions ++
Action 1
% Consumption 80
Absolute deviation Leave blank
Not active Leave blank

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

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(C) SAP AG IPS910 4-72

FM area 90##
Profile GR##
PB X
CB Leave blank
Transactions ++
Action 3
% Consumption 100
Absolute deviation Leave blank
Not active Leave blank
Save
1-2 Accounting – Financial Accounting - Public Sector Management – Funds
Management - Budgeting – Former Budgeting – Tools – Reconstruct Assigned
Values

Field name or data type Values
FM area 90##
Fiscal year YYYY
With log X
Execute.
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(C) SAP AG IPS910 4-73



Unit: Budget Execution
Topic: Earmarked Funds and Posting Periods

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

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

Field name or data type Values
Doc. type FdsReservn
Document date DD.MM.YYYY
Posting date DD.MM.YYYY
Company Code 90##
Currency UNI
Leave remaining fields blank and enter
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(C) SAP AG IPS910 4-74

Amount 10.000
Commitment item 80010
Funds center C15
Fund GENERAL
Goto – Line items details – Button Multiple Selection => Overrun tolerance 20%
Save
1-5 Accounting - Financial Accounting – Public Sector Management - Funds
Management – Information System – Line Items - Commitments/Actuals –
Commitments and Funds Transfers
1-6 Accounting - Financial Accounting – Public Sector Management - Funds
Management – Posting – Funds Precommitment - Create

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

Field name or data type Values
Funds reservation Funds reservation number
Set to complete X
Amount 11.000
Save
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(C) SAP AG IPS910 4-75

1-7 Accounting - Financial Accounting – Public Sector Management - Funds
Management – Posting – Funds Commitment - Create

Field name or data type Values
Amount 10.000
Doc. type Funds commitment
Funds precommitment Funds precommitment number
Vendor Miller
Goto – Detail Document Line

Field name or data type Values
Funds precommitment Funds precommitment number
Set to complete X
Save

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(C) SAP AG IPS910 4-76



Unit: Budget Execution
Topic: Requests and Account Determination

2-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Funds Management-Specific
Postings - Requests – Variants – Define Company Code Variant

Field name or data type Values
Company code variant GR##
Name Variant GR##
Complete X

Save

Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Funds Management-Specific
Postings - Requests – Variants – Assign Company Code Variant to Company Code

Field name or data type Values
Company Code 90##
Company code variant GR##

Save
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(C) SAP AG IPS910 4-77
2-2 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Funds Management-Specific
Postings - Requests – Account Determination – Define G/L Account Determination

Field name or data type Values
Fiscal year ID ISPS
Company code variant GR##
Commitment item 8++++
Fund Leave blank
Funds center Leave blank
Request type Leave blank
G/L account 403000

Field name or data type Values
Fiscal year ID ISPS
Company code variant GR##
Commitment item 1++++
Fund Leave blank
Funds center Leave blank
Request type Leave blank
G/L account 800000

Save
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(C) SAP AG IPS910 4-78



Unit: Budget Execution
Topic: Creating a Payment Request
3-1 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Posting – Request – Payment Request – Enter

Field name or data type Values
Document date dd.mm.yy
Doc. type KR
FM area 90##
Company Code 90##
Vendor Miller
Earmarked funds Document Number of Funds
Commitment
Cost center L-100
Amount 8,000 UNI
Tax code VN
Calculate tax X
Save all
3-2 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Posting – Request – Payment Request – Release

Field name or data type Values
Request Number See 2-1
Company Code 90##
Enter and release document.
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(C) SAP AG IPS910 4-79

3-3 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Posting – Request – Payment Request – Post

Field name or data type Values
Request Number See 2-1
Company Code 90##
Enter and post document.
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(C) SAP AG IPS910 4-80



Unit: Budget Execution
Topic: Creating an Acceptance Request
4-1 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Posting – Request – Acceptancet Request – Enter

Field name or data type Values
Document date dd.mm.yy
Doc. type DR
FM area 90##
Company Code 90##
Customer Maier
Commitment item 10022
Funds center A12
Fund Budget
Amount 1,000 UNI
Tax code AN
Calculate tax X
Save all
4-2 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Posting – Request – Acceptance Request – Release

Field name or data type Values
Request Number See 3-1
Company Code 90##
Enter and release document.
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(C) SAP AG IPS910 4-81

4-3 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Posting – Request – Acceptance Request – Post

Field name or data type Values
Request Number See 3-1
Company Code 90##
Enter and post document.

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(C) SAP AG IPS910 4-82



Unit: Budget Execution
Topic: Deferring an Acceptance Request


5-1 Tools - Customizing - IMG – Edit Project – SAP Reference IMG – Public Sector
Management - Funds Management Government – Funds Management-Specific
Postings - Requests – Account Determination – Define Account Determination for
Deferrals

Field name or data type Values
Fiscal year ID ISPS
Company code variant GR##
G/L account 800100
Accounting – Financial Accounting – Public Sector Management - Funds Management
– Posting – Request – Deferral Request – Enter

Field name or data type Values
Company Code 90##
Fiscal year YYYY
Document number for FI
Document !!!
See 3-1
Doc. type ST

Execute.
”Generate Due Dates” Button

Field name or data type Values
Installment Allocation Sequential Procedure
Divide into installments of 500 UNI
1. Due Date 01.MM+3.YYYY
Months between installments 1

Back and Save
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(C) SAP AG IPS910 4-83
5-2 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Posting – Request – Deferral Request – Release

Field name or data type Values
Request Number See 4-1
Company Code 90##

Enter and release document.
5-3 Accounting – Financial Accounting – Public Sector Management - Funds
Management – Posting – Request – Deferral Request – Post

Field name or data type Values
Request Number See 4-1
Company Code 90##

Enter and post document.

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(C) SAP AG IPS910 4-84



Unit: Budget Execution
Topic: Revenues Increasing the Budget



6-1 See 4-1 to 4-3
6-2 Accounting – Financial Accounting – Public Sector Management – Funds Management – Additional
Functions – Revenues Increasing the Budget (Former Budgeting) – Document-Based Distribution
Procedure – Generate Documents

Field name or data type Values
FM area 90XX
Fiscal year 200Y
Update run X
FM acct assignment increasing
the budget
X

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

Field name or data type Values
FM area 90XX
Fiscal year 200Y
Fund BUDGET
Sort according to revenues X

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(C) SAP AG IPS910 4-85




Unit: Budget Execution
Topic: Creating a Standing Request

7-1 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting –
Request – Standing Request – Enter Payment Request


Field name or data type Values
Document date dd.mm.yy
Doc. type KR
Company Code 90##
Enter.

Field name or data type Values
First execution date 01.YY +1.200Y
Last execution date 01.YY+12.200Y
Interval in months 1
Enter.


Vendor Miller
Commitment item 80020
Funds center C15
Cost center C15
Fund Budget
Amount 50 UNI
Tax code V0
Calculate tax X
Save all

7-2 See 4-2 to 4-3

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(C) SAP AG IPS910 4-86
7-3 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting –
Request – Deferral Request – Display


7-4 Accounting – Financial Accounting – Public Sector Management - Funds Management –
Posting – Request – Deferral Request – Create Posting Document

Field name or data type Values
Company Code 90XX
Request Number See 7-1
Next execution 01.YY +1.200Y
Last execution date 01.YY+12.200Y
Interval in months 1

7-5 Accounting – Financial Accounting – Public Sector Management - Funds Management – Posting –
Request – Deferral Request – Display



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(C) SAP AG IPS910 5-1
© SAP AG 2002
Integration
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA



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(C) SAP AG IPS910 5-2
© SAP AG 2002
Integration: Objectives
¤ At the conclusion of this unit, you will be able to
describe:
Þ the business processes that are integrated in Funds
Management
Þ Different core processes that take place within
purchasing, and within payroll and trip cost accounting
Þ Individual steps to be followed and a detailed
explanation of how they are inter-linked and how
assessed value is adjusted.
Þ Ways in which the Controlling, Project System, Asset
Accounting, Plant Maintenance and Sales and
Distribution application components can be integrated
with Funds Management.



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(C) SAP AG IPS910 5-3
© SAP AG 2002
Course Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat i ng
Updat i ng
Cash Desk
Cash Desk
Year -End Cl osi ng
Year -End Cl osi ng
Repor t i ng
Repor t i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 5-4
© SAP AG 2002
Integration I
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA



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(C) SAP AG IPS910 5-5
© SAP AG 2003
Budget Budget
Funds Funds
c commt ommt
Funds
reservation
Funds
block
Purchase
requisition
Funds
precommt
Purchase
order
MM Integration: Commitment Documents
MM MM
EA EA- -
PS PS



Þ MM integration allows you to reference a funds reservation from a purchase order/purchase requisition
and break down the available amount. A message is issued if this amount is exceeded.
Þ Warning: This reference (purchase requisition/purchase order) to a funds reservation is only possible for
purchase requisitions/purchase orders with CO account assignments! It is not possible to reference a
warehouse from a purchase requisition/purchase order!
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(C) SAP AG IPS910 5-6
© SAP AG 2003
Scenario: "Procurement Without MM"
Reqmt
Reservation
Pur. Req. Order
Cmmt
GR to final
target
GR in
Warehouse
Invoice Payment
GI to target
Pre-
cmmt
MM not used
Actual
accrual
Actual
cash
Commitment
Procurement Process



• Using the different SAP modules allows various scenarios when you execute procurement transactions.
Þ This slide shows possible procedures for the procurement process from a Funds Management point of
view. The version highlighted is the one for which the Materials Management component is not used.
Þ Funds reservation can be used in MM and FM.
Þ Irrespective of which substeps of a process are carried out, from a Funds Management perspective, the
data is seen as being a commitment value up to the point when the invoice is posted, and an actual value
after that.
Þ Depending on the scenario, the procurement process is carried out either with or without using the
Materials Management component.
Þ You can decide whether you want to display your data on an invoice basis (accrual basis) or on a
payment basis (cash basis).

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(C) SAP AG IPS910 5-7
© SAP AG 2003
Scenario: "Procurement With MM Without
Warehouse Management"
Reqmt
.
Reservation
Pur. Req Order
Cmmt
GR in
Warehouse
Invoice Payment
GI to target
Pre-
cmmt
Using MM
Actual
accrual
Actual
cash
Commitment
Procurement Process
GR to final
target



Þ The second variant of the procurement process from a Funds Management viewpoint is purchasing using
an integrated purchase order but without warehouse management.
Þ The funds reservation (FM) and/or purchase requisition (MM) can be used as a preliminary step for
processing purchase orders. In this case, the component MM can be used alone or in combination with
FM for the ordering process.
Þ If only the component Materials Management is used, the account assignments relevant for Funds
Management can be entered at the time of the purchase requisition or purchase order. The commitment
amount resulting from this can be then displayed in Funds Management. When doing so, the final FM
account assignment should already be known at the time of the purchase order/purchase requisition since
this FM account assignment is debited with the commitment.

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(C) SAP AG IPS910 5-8
© SAP AG 2003
Invoice Invoice Payment Payment POrd. POrd.
Institute
for Medical
Research
Current
budget
Pur
Req.
Invoice Payment
Available
budget
HR
50010
50020
Business
requirement
40010
100
-
-
-
100 100
-
-
-
100 100
900
900 900
900 900
. . .
. . .
PurReq.
online batch
Purchase
order
900 900
100 100
-
1000
1000 1000
1000
1000 1000
Purchasing Without Warehouse Management
EA EA- -PS PS
MM MM
EA EA- -PS PS F F



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

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(C) SAP AG IPS910 5-9
© SAP AG 2003
"Purchasing with Warehousing"
Reqmt
Reservation
Pur. Req. Order
Cmmt
GR to final
target
GR to
Warehouse
Invoice Payment
GI to target
Pre-
cmmt
Using MM
Actual
accrual
Actual
cash
Commitment
Procurement Process



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

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(C) SAP AG IPS910 5-10
© SAP AG 2003
Man.acct assgt
default
Not budget
relevant
Warehouse
funds center
Warehouse
funds center
Not budget
relevant default
Cash balance
item statistical
Credit to ware-
house funds ctr
Cash balance
item statistical
+ Define warehouse
funds center in system
Customizing
update control
Switch 1
Unassigned
purc.ord./
purch.req.
Switch 2
Goods issue
Sub-
processes
Functions in
operative
modules
Goods issued to consumer Goods receipt
Purchase
order
Pur.req./
Purchase
order
GR (or IR) Goods issue
I
II
III
IV
Commitment values Actual values
Scenario
Debit consuming funds center
Consumptn
fnds ctr
Consuming funds center No value update No value update
Credit whse whse+debit consump. FC
Wrhouse funds ctr Wrhouse funds ctr
Consuming funds center Wrhouse funds ctr Wrhouse funds ctr
Warehouse Processing Scenario



Þ You can choose one of the following four scenarios for warehouse processing in each FM area.
º Consuming funds center known at time of purchase requisition/purchase order
You enter the consuming funds center when you create the purchase order or purchase requisition. The
funds center is debited immediately, setting up a commitment for the purchase order. When you post
the invoice, the commitment value is converted into an actual value. Warehouse postings are not
made.
º Warehouse not subject to budget
When you post the purchase order and goods receipt, no Funds Management-relevant account
assignment is entered and no commitment data created. No account assignment or debit to the
consuming funds center is entered until the goods are issued.
º Debits and credits automatically posted to warehouse funds center
You create a warehouse funds center in Customizing. The system automatically posts purchase orders
and goods receipts to it. The goods issue itself is debited to the consuming funds center and credited to
the warehouse funds center.
º No credit to warehouse funds center
Purchase order and warehouse processing is as described in scenario 3. When the goods are issued, the
debit is posted to the chosen funds center, but no credit posting is made to the warehouse funds center.
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(C) SAP AG IPS910 5-11
© SAP AG 2003
Invoice
receipt Goods receipt
Reservation
PurReq. Order Invoice Payment
GR to final target
Goods issue to stock
MM not used
Reqmt Reqmt
Using Using
MM MM
GI to target
Commitment Actual
accrual
Actual
cash
The update can take place at the time of goods receipt or invoice receipt.
GR/IR Update



The following options are available:
Þ Evaluated goods receipt: the system saves the line items relevant for FM at the time of goods receipt
Þ Non-evaluated goods receipt: the system saves the line items at the time of invoice receipt
The update is always made under value type "invoice" (54).

In addition you can also update the goods receipt (GR) and the invoice receipt (IR).

The reduction between goods receipt and invoice receipt depends on the quantity also with price
differences. The reduction of the purchase order depends on whether the commitment is updated
by value or by quantity. For value-based commitments, the reduction takes place from goods receipt /
invoice receipt value. For quantity-based commitments, the reduction takes place from the maximum
goods receipt / invoice receipt quantity
Note: In Customizing, you define whether the update is value- or quantity-based
under General Settings -> Check Unit of Measure.
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(C) SAP AG IPS910 5-12
© SAP AG 2003
Purchase
Order
MM Logistics
Invoice Verification
Funds
Reservation
Funds
Commitment
FI
Customer Invoice
FM
Payment
Request
Collective
Payment
Request
for each
document
category
Approval
MM Integration: Actuals Documents
MM MM
EA EA- -
PS PS
FI FI
FI
Doc.
FI
Doc.
FI
Doc.



Þ It is not possible to use IS-PS requests transactions with reference to purchase orders.
Þ The document parking function in the MM invoice verification transaction can be used to achieve
integration in the request process.
Þ Once document parking has been generated, the request process can also be carried out for MM invoice
documents.
Þ Restrictions:
º Parked MM invoices do not have a request type (category "Blank").
º Collective requests for parked MM invoices can only be generated using separate bundling transaction
F899.
º A special number range for collective requests must be set up for the "Blank" request type.
º An MM-PP document can only be posted to FI using MM/FI transactions or by workflow.

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(C) SAP AG IPS910 5-13
© SAP AG 2003
Pos.
010 . . . . . . . . . . . .
020 . . . . . . . . . . . .
030 . . . . . . . . . . . .
040 . . . . . . . . . . . .
050 . . . . . . . . . . . .
. . .
. . .
Purchase Order
FM Account Assignment
Funds Cmmt Fund Funct. Funded Grant Share
Center Item Area Program
. . . . . . . . . . . . . . . . . . 40 %
. . . . . . . . . . . . . . . . . . 30 %
. . . . . . . . . . . . . . . . . . 30 %
Multiple Account Assignment for a Purchase Order
Funds Cmmt Fund Funct. Funded Grant Share
Center Item Area Program
. . . . . . . . . . . . . . . . . . 70 %
. . . . . . . . . . . . . . . . . . 30 %



Þ The multiple account assignment for a purchase order item enables the order value for each purchase
order item to be divided out as a percentage to FM account assignments (funds center, commitment item,
fund, functional area, funded program, grant).

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(C) SAP AG IPS910 5-14
© SAP AG 2002
Integration II
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA



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(C) SAP AG IPS910 5-15
© SAP AG 2003
Financial and Asset Accounting Integration
¤ Transactions and postings in Financial Accounting and Asset
Accounting that can be broadly classified as income or
expenditure are updated in Funds Management.
¤ The request function supplements FI postings by one-line fiscal
postings in Public Sector. FI postings can still be used.
¤ This is especially relevant for Asset Accounting integration, as
with the current Release EA-PS 1.10, only asset acquisitions
(transaction type 100) can be processed in requests. You must use
FI functions for all other postings.



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(C) SAP AG IPS910 5-16
© SAP AG 2003
Commitment item G/L account
Expend.
475.000
476.000
430.000
Office supplies
EDP cons.material
Personnel costs
Other
191.100
160.000
113.100
GR/IR clearing
Vendor reconc. acct
Bank
Reconciliation Acct
Vendor
160.000
Invoice
Off.Supp.
475.000
Off.Supp.
G/L account commitment item FI document
PK Account Commitment item
31 Vendor 1 Invoice
40 475.000 Office supplies
Material
HR
. . .
GR/IR
Invoice
Bank
Integration FI - Funds Management



Þ A commitment item must be defined in each line item of an FI document for integration with FI. You
can enter the commitment item manually during posting or derive the commitment item when posting.
Þ Derivation rules which derive commitment items from other account assignments can be defined using
the derivation tool:
º Commitment items can be defined in the G/L account master record.
º Definition of derivation rules which derive commitment items from other account assignments.
• The derived account assignment can also be overwritten depending on the system settings.
• When you post requests, the G/L account is derived from the commitment item. This assignment
between commitment item and G/L account is maintained in an account determination table.
• Other FM account assignments can be entered manually, or derived using derivation rules.
• Whether they are updated in FM depends on the financial transaction of the commitment item used
during posting.
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(C) SAP AG IPS910 5-17
© SAP AG 2003
Integration FI - AA - Funds Management
Asset Accounting
Asset
acquisition
Asset
retirement
Is the transaction relevant to the
budget?
Budget 2003
Department XY
Capital expenditure
Budget Actual Avail.
120 80 40
Operative expenditure
...
EA EA- -PS PS FI FI- -AA AA



Þ The following transaction types in Asset Accounting are updated in Funds Management:
- Asset acquisition
- Asset transfer
- Asset retirement with revenue
- Down payments for assets under construction
Þ The transaction types that are relevant to depreciation are not updated because these do not affect
expenditure.
Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), you define whether a transaction type is
relevant to the budget or not in the Customizing of FM and no longer in the Customizing of Asset
Accounting.
Þ You can define FM account assignments in the Asset master record. You have to make settings in
Customizing of Asset Accounting for this (Financial Accounting -> Asset Accounting -> Integration
with G/L Account).
Þ The FM account assignments can also be derived from the CO objects cost center, CO order or WBS
element assigned in the Asset master record. In this case, the appropriate rules must be created in the
account assignment derivation tool.
Þ To prevent data inconsistency, you should not overwrite the derived Funds Management account
assignment in the document.
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(C) SAP AG IPS910 5-18
© SAP AG 2003
Business
transact.
Transaction Types Relevant to the Budget
Ext. acq. with vendor Vendor reconcil. acct 60
Asset G/L account 100 30
Transfer To assets 330 30
From assets 320 30
Financial transact.
of cmmt item
Transaction type Accounts
FI FI
FI FI- -AA AA EA EA- -PS PS



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(C) SAP AG IPS910 5-19
© SAP AG 2002
Integration III
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA



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(C) SAP AG IPS910 5-20
© SAP AG 2002
Travel request
before trip
Travel
expenses
Approval
before trip
• Statistical
update in FM
• No availability
control
• Update in
FM
• Availability
control
Entry of
document
after trip
• Availability
control, if trip
costs > approved
costs
Payment by FI
Payment by HR
Actual update in
FM
Travel Management Process
HR HR HR HR



Þ Business trip commitments are updated in Funds Management with value type 52. In this way, business
trip commitments can be displayed separately in the information system.
Þ An individual tolerance group (tolerance group 70) for the active availability control can be assigned for
business trip commitments.
Þ Business trip advances are not updated in Funds Management.
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(C) SAP AG IPS910 5-21
© SAP AG 2002
Trip
from to
to
Documents
001 _ _ _ _ _ _ _ _ _
002 _ _ _ _ _ _ _ _ _
003 _ _ _ _ _ _ _ _ _
. . .
HOTEL
TAXI
OPTION 1
OPTION 2
OR
FM acct assignment
30 % Destination 1
70 % Destination 2 Entire trip
30 % Destination 1
70 % Destination 2
30 % Destination 1
30 % Destination 2
40 % Destination 3
Per document
Account Assignment Options for Trips



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

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(C) SAP AG IPS910 5-22
© SAP AG 2002
Integration IV
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA



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(C) SAP AG IPS910 5-23
© SAP AG 2002
Funds Management and Controlling
¤ Funds Management and Controlling can have the same structures
in personnel subareas of an organization or in the whole
organization as well.
¤ Depending on the degree of similarity, it may be useful to integrate
the transactions and functions of these areas.
¤ You can decide whether to display CO internal transactions, as
only statistical or as "real" assigned values in Funds Management.
¤ SAP emphasizes that the update of actual and commitment data in
Controlling and Funds Management can differ greatly, depending
on the different demands on internal controlling on the one hand
and budget control on the other.



Examples of different updates in EA-PS and CO:
Þ Different master data structure
Þ Budget consumption (actual) principally for due date in Funds Management versus costs in Controlling
for posting date.
Þ Budget consumption (commitment) principally for the posting date in Funds Management versus costs
in Controlling for delivery date.
Þ Non-input tax deductible administrations must use gross budgeting (gross tax in FM versus net tax in
Controlling).
Þ Normally, asset acquisitions are updated in Funds Management but not in Controlling. In contrast,
depreciation is updated in Controlling but not in Funds Management.
Þ Different goods receipt updates: The goods receipt is updated in Controlling. In Funds Management, you
can decide whether the goods receipt is updated or not.
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(C) SAP AG IPS910 5-24
© SAP AG 2003
With-
out
CO
Parallel
struc-
ture in
CO and
EA-PS
Parallel
contents
in CO and
EA-PS
Input help +
acct assgmnt
derivation
Posting
integration
Input help
+
account assignment derived automatically
for postings from integrated modules
CO- internal postings are recorded in EA-PS:
- Order settlement
- Assessment + distribution
- Internal activity allocation
- Overhead costing
- Actual transfer postings
- Actual accrual calculation
CO - EA-PS Integration Options



Þ Controlling and Funds Management comprise different views of the same business processes. If the
structures required in both modules have similarities, then integration is possible between the modules
for certain functions.

If the structures are completely parallel, the FM account assignment elements can be derived from the
CO objects using derivation rules. This means that manual entry is not required. Nevertheless, Funds
Management remains unaffected by activities within internal cost accounting, such as general cost
surcharges or cost assessments.

If you also require parallel contents, then the cost accounting activities must be reflected in Funds
Management.
Þ When using parallel structures, note that reconciliation between Controlling and Funds Management will
always vary for internal cost accounting activities. On the other hand, cost-based figures appear in
Funds Management because of the parallel contents and are placed next to expenditure-based figures.
This is to be taken into consideration when comparing them.
Þ For Controlling, the integration described here includes cost elements, cost centers, orders, and projects.

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(C) SAP AG IPS910 5-25
© SAP AG 2002
CstCtr
Order
WBS elem.
Profit Ctr
Cost
element
Funds Commt Fund
center item
A1 Mat. -
A1 Mat. Work
Account assignment derivation tool
Account 400000
Amount 1000 UNI
CstCtr 4711
FndsCtr
MM - CO
Integration
Collective cost center
1000
Funds center: A1
Item: MAT
Fund: Work
1000.-
4711
4711 400000
A1 Mat. -
A1 Mat. Work
Possible Entries and Automatic Account
Assignment Derivation
MM MM FI FI CO CO
EA EA- -PS PS



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

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(C) SAP AG IPS910 5-26
© SAP AG 2002
Collective Cost Ctr Administration I Administration II Department ABC
1000.- 1000.- 400.- 300.- 300.-
Example: Assessment cycle
Funds center A1
MAT Funds center ADM I Funds center ADM II
Funds center
ResFld ABC
1000.- 1000.- 400.- 300.- 300.-
Derivation
CO Obj. FM Obj.
CO - EA-PS Posting Integration
EA EA- -PS PS



Þ You can control whether “real” or statistical integration is carried out per CO internal transaction. Real
integration means that assigned values are written in Funds Management. You make this setting in
Customizing of FM.
Þ Availability control checks are carried out on manual postings and on periodic postings such as
assessment and settlement which are executed using programs. The tolerance limits defined in
Customizing of Funds Management apply.
Þ For statistical updates, no assigned values are generated and there is no check by the active availability
control.
Þ You activate CO integration in a separate FM Customizing step as of SAP R/3 Enterprise Public
Services 1.10 (EA-PS 1.10)
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(C) SAP AG IPS910 5-27
© SAP AG 2003
Funds Center Hierarchy
Expenditure
item
A1
P11 P12
A1
P11 P12
Updating
1
Updating
1
Posting
integration
2
CO - EA-PS Posting Integration
MM MM
FI FI
CO CO
Cost Center Hierarchy
EA EA- -PS PS



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

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(C) SAP AG IPS910 5-28
© SAP AG 2002
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA
Integration V



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(C) SAP AG IPS910 5-29
© SAP AG 2002
Funds Management and HR
¤ In most cases, human resources expenditures constitute the
largest block of expenditures in a budget. Different integration
scenarios are possible depending on the structural similarities
between EA-PS and CO.
¤ There will be a new solution for the integration of the personnel
commitment in FM in the next release, "Position Budgeting and
Control".



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(C) SAP AG IPS910 5-30
© SAP AG 2002
Without
using HR
Parallel
struc-
ture in
CO and
EA-PS
Personnel
cmmt in
EA-PS
Acct assignments
in HR derived from
CO acct assignmts
EA-PS master data
entered in HR
Integration
scenario
EA-PS acct assgnmts are derived
in the Accounting interface, but
are not visible in HR
EA-PS master data is entered in
Organizational Management and
HR master data
HR - EA-PS Integration Options



Þ It is not yet possible to represent the personnel commitment in SAP R/3 Enterprise Public Services 1.10
(EA-PS 1.10). However, it will be available in the next release in "Position Budgeting and Control".

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(C) SAP AG IPS910 5-31
© SAP AG 2002
Payment by HR
Transfer
FI/EA-PS/CO
No actual data in
Funds Management
FI: G/L Account Postings
EA-PS Posting of expenditures
and availability control
CO: Posting of Costs
Org. unit / Position /
Employee
• Defining an account
assignment
• Validation of the master data
objects
= No commitments
= No commitments
Transfer of account
assignments to
payroll data
Payroll
accounting
Scenario: Integrating Human Resources Without
Commitments



Þ The procedure depicted above applies to a) the derivation of FM account assignments in the derivation
tool and b) the entry of EA-PS master data in organizational management and HR master data. In the
case of b) FM account assignments are contained in the HR posting document.
Þ Although the scenario above does not contain any HR commitments, the separation of the payment and
update of expenditures ensures that HR payments are not delayed or prevented by problems resulting
from availability control.

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(C) SAP AG IPS910 5-32
© SAP AG 2003
Organizational unit / Position / Employee - Assignment:
01/01/ 02 06/30/04 Cost center 1001 Funds center A1 40
Internal order 1007 Funds center A2 Fund 2 60
07/01/02 12/31/04 WBS Element 1001 Funds center C3 Fund 4 100
. . . . . . . . .
Date Date CO Object Funds Center Fund %
from to
Time-Dependent EA-PS Assignment



Þ The funds center and fund can be defined for the organizational unit / position / person. If a funds center
and a fund are entered for the organizational unit, then these entries are passed onto the positions within
an organizational unit. If no further funds centers/funds are defined for the positions, they are passed on
to the people who occupy the positions.
If a funds center and fund are entered for the position, these entries are valid for the person who is
assigned to a position, if a funds center and fund are not directly maintained for that person.
Þ Personnel expenses are structurally divided in the HR integration scenarios by linking HR wage types to
FI G/L accounts and assigning G/L accounts to commitment items.
Þ In addition to defining a funds center and fund, you can define a commitment item for the infotypes that
have account assignment blocks (infotypes 0014, 0015, 2001-2005, 2010). A commitment item entered
manually overrides a commitment item defined in a G/L account or a cost element.
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(C) SAP AG IPS910 5-33
© SAP AG 2002
Integration VI
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA



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(C) SAP AG IPS910 5-34
© SAP AG 2002
The project system is suitable for certain areas, such as the
representation of capital investment measures and planned research.
Depending on the degree of similarity, it may be useful to integrate the
transactions and functions of these areas.
Project System and Funds Management



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(C) SAP AG IPS910 5-35
© SAP AG 2003
Field of research XY
. . .
Project 1
. . .
Project 2
Project
Phase 1
. . .
App. EDP
¬Can be used in
parallel
¬No automatic budget
integration
¬Availability control
takes place twice,
in the project
system and in
EA-PS
¬Commitment items
have same structure,
if using CO cash
budget management
Update of costs Update of costs
Availability control Availability control
Optional update of payments (CO Optional update of payments (CO
cash budget management) cash budget management)
Update to invoice (accrual) or Update to invoice (accrual) or
payment basis (cash) payment basis (cash)
Availabiliity Availabiliity Control Control
Phase 2
Project System and EA-PS: Structures and
Functions
PS PS
EA EA- -PS PS



Þ In theory, it is possible to have parallel availability control in PS and EA-PS, however it is not
recommended as it causes performance problems.
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(C) SAP AG IPS910 5-36
© SAP AG 2003
Field of research XY
. . .
Project
App. EDP
WBS CstEl. Ctr Item Fund
EDP 400.000 Project 2 ... ...
Account Account 400000 400000
UNI UNI 2000 2000
WBS WBS EDP
FCtr FCtr //
CmtItem CmtItem //
Fund Fund //
Commitment
Reservation EA-PS
PS manual cmmt
Purch.req / purch.ord.
Actuals
Posting document
Phase 1
. . .
Phase 2
. . .
Project 1 Project 2
PS and EA-PS: Updating Commitment and Actuals
Field
status
PS PS
EA EA- -PS PS




Þ A 1:1 representation of project and funds center is technically possible but not recommended, since the
funds center structure should represent the company structure and is not created for representing time-
related measures.
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(C) SAP AG IPS910 5-37
© SAP AG 2002
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA
Integration VII



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(C) SAP AG IPS910 5-38
© SAP AG 2003
The integration of the R/3 component Plant Maintenance (PM)
with Funds Management allows the monitoring of budget-
relevant plant maintenance processes in Funds Management.
Above all, this affects the external procurement procedures
(MM Purchasing) and material withdrawals from an internal
warehouse triggered by plant maintenance orders as well as
internal processing operations.
Integrating Plant Maintenance



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(C) SAP AG IPS910 5-39
© SAP AG 2002
Technical
object
º Technical place
º Equipment
Purchase
requisition
Material
reservation
Time
Confirmation
(Internal)
Cost center
WBS element
...
Order
settlement
Plant Maintenance Plant Maintenance
order order
Goods
issue
PM Transactions Relevant to Funds Management



Þ The connection of plant maintenance processes to funds management is made with the related account
assignment of the plant maintenance order to the FM account assignments funds center, commitment
items, fund, functional area, and grant.
Þ It is not necessary to manually assign all account assignments funds center, commitment item, fund,
functional area and grant to the order. You can create derivation rules in the derivation tool. FM account
assignments are derived from these rules so it is usually enough to assign a funds center or a fund to the
order and the other account assignments are derived by the derivation tool
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(C) SAP AG IPS910 5-40
© SAP AG 2002
Maintenance order 4711
Operation 10
Operation 20
Operation 30
A1
...
...
EA-PS Account Assignment in the Maintenance
Order
FM account assignment
Fds Ctr
Cmmt It.
Fund
Func. Area
Grant
...
...



Þ You can maintain an assignment between a maintenance order and EA-PS objects. Follow-on documents
of the maintenance order (reservation, purchase requisition, CO settlement) are then provided
automatically with the EA-PS account assignment. Follow-on documents refer to the FM account
assignments (of the order) allocated there, but do not save them in the corresponding document tables
yourself.
Þ If the field status is maintained, you can enter the assignment in the menu: Goto -> Assignment ->
Funds Management. You do not have to enter all of the FM account assignments, you can also derive
them from other account assignments using the derivation tool.
Þ Once the FM account assignment is not complete according to the field control, the order has the
following status:
º HMKU (Funds Management Account Assignment) is incomplete.
Þ This status prevents the automatic generation of purchase requisitions for components and services
procured externally and also the release of the order.
Þ Once a follow-on document has been generated you cannot make any changes to the FM account
assignment.
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(C) SAP AG IPS910 5-41
© SAP AG 2002
Integration VIII
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA



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(C) SAP AG IPS910 5-42
© SAP AG 2002
Sales revenue which must be shown as income in Funds
Management can be posted using invoices in the Sales and
Distribution component.
The following section shows how the integration of the Sales
and Distribution component with Funds Management is carried
out.
Integrating Sales and Distribution



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(C) SAP AG IPS910 5-43
© SAP AG 2003
FM acct assigmt:
º automatic proposal
º manual entry
FM acct assigmt:
º transfer from SD order
º automatic recalculation
FM acct assigmt:
º transfer from SD order
Sales order 4711
Itm 10 -> EA-PS- Acct assgmt
Itm 20 -> EA-PS- Acct assgmt
Itm 30 -> EA-PS- Acct assgmt
SD Billing FI Invoice
SD Delivery
MM Goods
issue
Funds center A1
Commt item A321
Fund Y + F
Functional area
Grant
Funds center A2
Commitment item E221
Fund
Functional area
Grant
Transactions in SD: Sales Order / Credit and Debit
Memos



Þ The following SD transactions are currently integrated in FM:
- "Pure billing" of credit/debit memos
- Sales orders with delivery of goods and billing
Þ These transactions can be relevant for Funds Management, whereby the sales order / billing document is
to be regarded as income, the delivery / goods issue as expenditure, in accordance with the FM
warehousing concept.
Þ The assignment of the FM account assignment is only carried out on an item level using the sales order
and is saved in the FM assignment tables (see next slide). Follow-on documents refer to the FM account
assignments (of the order) assigned there, but do not save them in the corresponding document tables.
Þ The maintenance of the FM account assignment is carried out using an account assignment panel. You
can set the field control of the FM account assignment fields, Funds Center, Commitment Item, Fund,
Functional Area and Grant in Customizing.
For the processing of the standard flow, it is recommended that you derive the respective value of the
commitment item in the different postings from the commitment item assignment to the G/L
account/cost element affected, that is, not enter them manually in the sales order. You can thereby
guarantee that with different cost/revenue postings, the corresponding expenditure/income items will be
used by the system.
Þ The processing of the FM account assignment can only take place via the sales order item. In follow-on
documents to the sales order (delivery, billing), the account assignment is not accessible.
Þ A forecast of revenue is generated in FM when a sales order is created.
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(C) SAP AG IPS910 5-44
© SAP AG 2002
Fds Ctr
Functional area
Grant
?
Sales order 4711
Item 10
Item 20
Item 30
Fds Ctr
Functional area
Grant
?
Item 10
FM Account Assignment in the SD Sales Order
Item
Fds Ctr
Cmmt It.
Fund
Functional area
Grant
a12



Þ You maintain the assignment between the FM account assignment objects and the SD sales order in the
sales document line item. The account assignment information is then transferred to the SD sales order
follow-on documents.
Þ If you have maintained a field status, you can maintain the assignments in the sales document under,
Item data - Account assignment - FM account assignment. All the functions provided by the
incompleteness check can be used for the FM account assignment.
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(C) SAP AG IPS910 5-45
© SAP AG 2002
Funds
center
Cmmt
item
Fund
Hide Optional Required
Funds
center
Fund
?
Order item 10
Order item 20
Order item 30
SD order
PM order
Integration of SD and PM Orders
Functional
area
Grant
Hide Optional Required
Functional
area
Grant
Cmmt
item
Fund
Funds
center
Fund
Grant
Functional
area
Cmmt
item
Funds
center
?
Order item 10
Fund
Grant
Functional
area
Cmmt
item



Þ You can define FM account assignments in customer orders and maintenance orders.
Þ You make the field status settings for these fields in FM Customizing.
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(C) SAP AG IPS910 5-46
© SAP AG 2002
An organization can have many different revenue scenarios. Further
processing options for revenue are also important because of their
possible link to the budget.
Revenue Scenarios



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(C) SAP AG IPS910 5-47
© SAP AG 2003
Sales
order
SD Billing
Manual
FI invoice
or acceptance request
Operational
Systems
FI
receivable
Revenues
Commitment
Actual
data
SD -> FI transfer
(Bank,
Cash
desk)
Revenue Scenarios



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

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(C) SAP AG IPS910 5-48
© SAP AG 2002
Integration IX
¤ Purchasing
¤ Financial and Asset Accounting Integration
¤ Trip Costs Accounting
¤ Funds Management and CO
¤ Funds Management and HR
¤ Integrating Project System
¤ Integrating Plant Maintenance
¤ Integrating Sales and Distribution
¤ Integration IS-PS-CA



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(C) SAP AG IPS910 5-49
© SAP AG 2002
Integration IS-PS-CA I
You can use the industry-specific component Contract Accounting for
Public Sector (IS-PS-CA) to manage taxes, charges and applications
from/for business partners, citizens, students and tax payers.
The following slides describe how the industry-specific component IS-
PS-CA is integrated with SAP R/3 Enterprise Public Services 1.10 (EA-
PS 1.10).



Þ You can use the industry-specific component Contract Accounting for Public Sector
(IS-PS-CA) to manage taxes, charges and applications from/for business partners,
citizens, students and tax payers.
Þ IS-PS-CA is suitable for supporting mass processing due to its system architecture.
Þ IS-PS-CA is integrated with IS-PS-CA Release 4.63 in Funds Management.
Þ If you want to use the special EA-PS functions for budgeting, availability control and so
on, you can integrate both solutions.
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(C) SAP AG IPS910 5-50
© SAP AG 2003
Technical Integration Between EA-PS and IS-PS-CA
IS-PS/FI-CA EA-PS/IS-PS
2001
2002
2003
4.63/
FM-Integration
4.64 EA-PS 1.10 ALE
IS-PS-CA 4.71
EA-PS 1.10
4.62
Pilot-Status
Pilot-Status
2004
IS-PS-CA 4.71
EA-PS 1.10
Generally Available



Þ This slide shows how the technical integration between IS-PS/EA-PS and IS-PS-CA develops.
Þ In EA-PS 1.10 and/or IS-PS-CA 4.64, the systems can be linked using an ALE (Application Link
Enabling) connection.
Þ IS-PS-CA and EA-PS are available in one system in Release IS-PS-CA 4.71.
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(C) SAP AG IPS910 5-51
© SAP AG 2003
Posting Integration Between IS-PS-CA and EA-PS
IS-PS-CA 4.71
GL
FM
EA-PS
Operational Systems
revenues, manual revenue
postings
Expenditure
Postings
Electronic bank
statement, Payment
program, Cash desk
Business Partner
Vendor
Vendor
Documents
As of 2003



Þ The central master data administration of business partner (create, change) takes place in IS-PS-CA.
Availability control for expenditures makes it necessary to use a vendor. The business partner is
therefore created in the roles contract partner and vendor. The vendor can then be posted to a payment
request/vendor invoice.
Þ A contract account is created in IS-PS-CA for this vendor in addition to the business partner so that it is
possible to reconstruct the postings in IS-PS-CA as well. The contract account is the master record in IS-
PS-CA in which postings are made.
Þ The vendor documents posted in FI-SP or EA-PS are transferred to IS-PS-CA using the program
RFFMSDCA.
Þ Handling of payments (electronic bank statement, payment program, cash desk) can then be completely
carried out in IS-PS-CA .
Þ Alternatively, as of IS-PS-CA Release 4.64, you can integrate both solutions in different systems. In
addition to the vendor master data and document, the FM, FI and CO master data and the FI documents
posted must be synchronized in the two systems.
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(C) SAP AG IPS910 5-52
© SAP AG 2003
EA-PS 1.10
EA-PS 1.10
Transferring Vendor Documents
(1) 100,-
Reconcil. Acct
Reconcil. Acct
100,- (1) (2a) 100,-
(2a) 100,- 100,- (1)
Contract Account
Contract Account
100,- (2b) (3) 100,-
Reconcil. Acct
IS-PS-CA
Reconcil. Acct
IS-PS-CA
Clearing
Clearing
(2b) 100,-
100,- (2b) (3) 100,-
Bank
Bank
100,- (3)
Vendor
Vendor
(2a) 100,- 100,- (1)
100,- (2a)
Budget: 1000.- UNI
Assigned: 100.- UNI
Payment: 100.- UNI
Budget: 1000.- UNI
Assigned: 100.- UNI
Payment: 100.- UNI
Cmmt Item: Expenditure
I S-PS-CA 4.71
I S-PS-CA 4.71
Payment
Program
Budgeting
Expense
(1)100,-
Expense
(1)100,-
Availability
Control




Þ The aim of the vendor document interface is to transfer all open payment requests (vendor
documents) from EA-PS to IS-PS-CA so that payment can be made using the payment run or cash
counter.
Þ Program RFFMSDCA (transaction RDCA) selects all open payment requests and deductions of
additional payment requests in EA-PS from the component Funds Management Government and
transfers the data to the component Contract Accounting for Public Sector.
Þ The payment requests are posted as credit memos and create an open item with a negative plus/minus
sign. In the case of deductions, the referenced payment request is also cleared. The successful
transfer of the document to IS-PS-CA is logged in the document reference (table FMOPBL in IS-PS-
CA)
Þ When the posting has been made successfully in IS-PS-CA, the document in EA-PS is cleared and
the pay flag is set.
Þ Posting in IS-PS-CA and clearing in EA-PS is carried out in G/L account set up for this interface
"clearing IS-PS-CA". It is cleared again in the transfer of the totals records in EA-PS.

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(C) SAP AG IPS910 5-53
© SAP AG 2002
Integration: Unit Summary I
¤ This unit explained the expenditure and revenue
processes that are integrated in Funds Management.
¤ The core processes in Purchasing, Payroll, Travel
Accounting, and Asset Accounting were examined.
¤ The integration of Controlling and the project system
with Funds Management was explained.
¤ The final topic was the integration of Plant
Maintenance and Sales and Distribution with Funds
Management.



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(C) SAP AG IPS910 5-54
Integration Exercises
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(C) SAP AG IPS910 5-55

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(C) SAP AG IPS910 5-56



Unit: Integration
Topic: Procurement in MM Without Warehousing

At the conclusion of these exercises, you will be able to:
• Map a procurement process when using the Materials
Management component, but without including Warehousing

• Use the functions of Materials Management to represent your
procurement processes.
• Post purchase requisitions and purchase orders.
In addition to the EDV equipment already purchased, your project group XX must also order 1000 discs. New discs
are continually ordered by your government agency and they are used straightaway.

1-1 To notify the Procurement department of this requirement, enter a purchase requisition for 100 discs. The
consuming account assignment is already known. So make your posting using the account assignment
category for the cost center. You use the fund “GENERAL”.

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

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(C) SAP AG IPS910 5-57

In the line item detail display, enter the following additional account assignment:

G/L account: 400000
Cost center: C15
Funds center: C15
Fund: GENERAL

Document number:.....................................

1-2 Create a purchase order from your purchase requisition.

Document number:.....................................

1-3 Use the Reporting function in Funds Management to view the line items belonging to your funds
center, and search for your purchase order document.


Unit: Integration
Topic: Procurement in MM with Warehousing

At the conclusion of these exercises, you will be able to:
• Post purchase orders to a warehouse funds center.
• Post goods movements with budget relevance.


• To represent your warehouse procurement, you are using a
warehouse funds center, which should be credited when goods
are issued.
Computer mouse devices are constantly needed for the work process, regardless of what your project is. These are
therefore stored and financed in advance from the government agency’s budget.

2-1 Check whether the “Budget” fund was defined as the default value in warehouse funds center D1, if not, set it
as the default value.
2-2 To restock the warehouse, order 100 computer mouse devices from your vendor Miller.

Vendor: Miller
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(C) SAP AG IPS910 5-58
Purch. organization: 90XX
Purchasing group: 001
Delivery date: 15.MM+1.200Y
Plant: 90XX
Storage location: 0001
Material number: M-100
Quantity: 100 units
Net price: 10 UNI
Fund: GENERAL
Document number:..........................
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(C) SAP AG IPS910 5-59

2-3 Post the goods receipt:

Document number:..........................

2-4 Issue 100 items for project C15.

Movement type: 201
Plant: 9000
Storage location: 0001
Funds center: C15
Commitment item: 80030 (fixtures and fittings)
Cost center: C15
Fund: GENERAL
Material: M-100
Quantity: 100 units

2-5 Check whether the warehouse funds center was credited, and whether your funds center
C15 was debited.

Warehouse funds center: D1 in the “BUDGET” fund
Funds center: C15 in the “GENERAL” fund


Unit: Integration
Topic: Asset Accounting Integration

At the conclusion of these exercises, you will be familiar with:
• Using component Asset Accounting together with Funds
Management


• You are a member of the Assets Management division of the
financial accounting department. It is your job to enter asset
acquisitions and retirements, together with depreciation and
valuation adjustments. In so doing, you must monitor the
availability of funds for the relevant transactions.


A new PC needs to be purchased for department A1. Budget exists and the asset master record has already been
created.
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(C) SAP AG IPS910 5-60

3-1 Post the asset acquisition to the vendor account

Vendor: Miller
Amount: 3.800 UNI
Posting key debit: 70

Fixed asset account: 400,000
Transaction type: 400,000
Transaction type: 100


3-2 Check whether a budget relevant activity exists in the Customizing settings for Asset Accounting.

3-3 Which Funds Management account assignment is debited?

3-4 View the effect of posting in the Funds Management information system. Call up program “Line Items –
Commitments/Actuals Overview”.
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(C) SAP AG IPS910 5-61



Unit: Integration
Topic: CO Integration

At the conclusion of these exercises, you will be able to:
• Explain the differences between the costs and benefits view in
Controlling and the revenues and expenditures view in Funds
Management.


• As a member of the Controlling section in the Finance
Department, it is your job to assign costs based on usage using
various allocation methods. When doing so, you also have to
monitor funds.

Telephone costs of 5,000 UNI were incurred in the "Administration" department. They were collected in cost center
CI. At the end of the period, these costs will be distributed to cost centers C11, C12, C13, and C14 based on the
number of "employees" in each center.

4-1 In order to reconstruct the data from the assessment of telephone costs in Funds Management, the
assessment cost element 500301 (“Telephone costs”) must have been assigned to commitment
item 50030 (“Postage and communications expenses”). Check whether you have made this
assignment during the master data exercises.
4-2 Carry out the assessment in Controlling. (Accounting - Controlling – Cost Center Accounting –
Period-End Closing – Single Functions – Allocations – Assessment)

Period: 1 to 12
Fiscal year: 200Y
No test run
cycle: Assessment of telephone costs
=> execute
4-3 Check the activity in the Funds Management information system. Call up line item program
“Commitments/Actuals – CO Postings”.


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(C) SAP AG IPS910 5-62
Integration Solutions
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(C) SAP AG IPS910 5-63

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(C) SAP AG IPS910 5-64



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

Field name or data type Values
Doc. type Purchase requisitions
Open the line item overview
Account assignment category Cost center
Material D-100
Requested quantity 100
Delivery date 15.MM+1.YYYY
Plant 90##
Storage location 0001
Purchasing group 003
Open the line item detail window
Cost center C15
Funds center C15
Fund GENERAL
Save
1-2 Logistics – Materials Management – Purchasing – Purchase Order– Create –
Vendor/Supplying Plant Known


Document overview. Selection variant -> My purchase requisitions. Select the
purchase requisition number and choose Transfer.
Field name or data type Values
Purchasing organization 90XX
Purchasing group 009
Vendor Miller
Tab page (header):
Delivery/invoice:
UNI
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(C) SAP AG IPS910 5-65
Currency
Item overview:
Net price
30

- Order - Save
1-3 Accounting - Public Sector Management - Funds Management – Information System
– Line Items - Commitments/Actuals – All Postings
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(C) SAP AG IPS910 5-66



Unit: Integration
Topic: Procurement in MM with warehousing
2-1 Accounting – Public Sector Management - Funds Management – Master Data – Funds
Center – Individual Processing - Change
2-2 Logistics – Materials Management – Purchasing – Purchase Order– Create –
Vendor/Supplying Plant Known

Field name or data type Values
Transaction Standard purchase order
Vendor Miller
Open the header and enter the following values in the tab page Org Data.
Purchasing organization 90##
Purchasing group 003
Company Code 90##
Then, in the item overview
Material M-100
Quantity 1000
Delivery date 15.MM+1.200Y
Net price 10 UNI
Plant 90##
Storage location 0001
Save
Document number.........................
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(C) SAP AG IPS910 5-67

2-3 Logistics – Material Management - Inventory Management - Goods Movement – Goods
Receipt – For Purchase Order – PO Number Known

- Enter your purchase order number and choose Enter.
- Flag item with “OK”
2-4 Logistics – Materials Management – Inventory Management – Goods Movement –
Goods Issue

Field name or data type Values
Transaction type 201
Plant 90##
Storage location 0001
Cost center C15
Funds center C15
Commitment item 80030
Fund GENERAL
Material M-100
Quantity 100
Save
2-5 Accounting – Public Sector Management - Funds Management – Information System -
Line Items – Commitment /Actual - All Postings

You can call up line items and summary reports. Note that during this check warehouse
funds center D1 is credited in the “BUDGET” fund.
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(C) SAP AG IPS910 5-68



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

Field name or data type Values
Document date DD.MM.YYYY
Vendor Miller
Amount 3.800
Tax code V0
Debit posting key 70
Asset account 400000
Transaction type 100
Amount 3.800
Save
3-2 Tools - Customizing – IMG – Project Processing – SAP Reference IMG – Public Sector
Management – Actuals and Commitment Update/Integration – Integration –Integration
with Asset Accounting – Flag Transaction Types as Budget Relevant

Check transaction process 100 for budget relevance
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(C) SAP AG IPS910 5-69

3-3 Accounting – Financial Accounting – Fixed Assets – Asset – Display – Asset
Field name or data type Values
Assets 400000
Subnumber 0
Company Code 90##
For general data: Double click on the account determination => Company code segment
of the G/L accounts on the tab page "Entry/Bank/Interest" => Commitment item defined

For time-data: Cost center. The cost center is linked with a funds center by the assignment
table.
3-4 Accounting – Public Sector Management – Funds Management – Information System –
Line Items - Commitments/Actuals – All Postings



Unit: Integration
Topic: CO Integration

4-1 See exercise 5 of the unit on master data: Account Assignment Derivation

Field name or data type Values
Cost elemt 500301
Commitment item 50030
4-2 Accounting - Controlling – Cost Center Accounting – Period-End Closing – Single
Functions – Allocations – Assessment

Field name or data type Values
Period 1 to 12
Fiscal year YYYY
Test run Leave blank
Cycle Assessment of telephone costs
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(C) SAP AG IPS910 5-70
4-3 Accounting - Public Sector Management - Funds Management – Information System –
Line Items - Commitments/Actuals – CO Postings



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(C) SAP AG IPS910 6-1
© SAP AG 2002
Updating
¤ Dialog functions
¤ Basics of updating
¤ Update profiles
¤ Technical update control



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(C) SAP AG IPS910 6-2
© SAP AG 2003
Updating: Objectives
¤ At the conclusion of this unit, you will be able to:
Þ List Funds Management's dialog functions with other
application components
Þ Determine the way VAT is handled and how the
carryforward level for carried forward commitment
documents is used.
Þ Specify the control options when using the update
profile.
Þ Explain technical updates on the basis of financial
transactions and value types



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(C) SAP AG IPS910 6-3
© SAP AG 2002
Update: Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat i ng
Updat i ng
Cash Desk
Cash Desk
Year -End Cl osi ng
Year -End Cl osi ng
Repor t i ng
Repor t i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 6-4
© SAP AG 2002
Update I
¤ Dialog functions
¤ Basics of updating
¤ Update profiles
¤ Technical update control



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(C) SAP AG IPS910 6-5
© SAP AG 2003
Dialog Functions
Travel expenses field status
Payroll field status
Budget relevance of
transaction types
G/L account field status
Posting field status
Purchase order field status
Budget relevance of
movement types
Acct asst block
Field selection string
Request postings
How do you enter
account assignments?
Are the postings relevant
to Funds Management?
FI FI
EA EA- -PS PS
HR HR
AA AA MM MM



Þ The field status setting determines whether the input fields are required, optional, or for display only.
You maintain the field statuses for FM, FI, MM and HR in the respective applications.
Þ The Funds Management update determines what account assignment information, if any, is necessary,
based on the transaction used and the commitment item control. It does this regardless of the field status
definitions.
Þ By defining your own account assignment block, you can bring together all the necessary account
assignment information in the sequence best suited to your needs.
Þ Asset and Materials Management use transaction types. As in this module, budget-relevant and not
budget-relevant postings can be triggered for the same G/L account, you use a transaction type to define
whether a posting is relevant to the budget or not.
Þ You can change the field status, account assignment block or budget relevance at any time in a
productive system. Make sure those using the system are kept informed of any changes in order to avoid
any incorrect postings.
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(C) SAP AG IPS910 6-6
© SAP AG 2002
Update II
¤ Dialog functions
¤ Basics of updating
¤ Update profiles
¤ Technical update control



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(C) SAP AG IPS910 6-7
© SAP AG 2002
Basics of updating
¤ Update control Customizing transaction
(OFUP) is used for
Þ Warehouse concepts
Þ Dealing with tax
Þ Account assignment
Þ Defining the carryforward level
¤ Additional update control is defined in profiles:
Þ Budget category, budget year and period
Þ Date of update



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(C) SAP AG IPS910 6-8
© SAP AG 2003
Posting in Financial
Accounting
Expense
100
VAT
16
Payables
116
Update in Funds Management
VAT gross (Default)
Expenditures
Expense
Expenditures
Expense
Expenditures
Expense
Tax
VAT net
VAT separate
116
100
100
16
I I
II II
III III
Handling Tax
FI FI EA EA- -PS PS



Þ There is a connection between the form of tax update you choose, the budgeting in your organization,
and its fiscal situation:
º If your budget figures include both the expenditures and the corresponding tax, and you are not
required to record the tax portion of your expenditures separately, you can use gross update. The tax
amount is then included in the expenditure commitment item. Availability control then makes checks
against the gross budget amount for the expenditure item. Note that you cannot define a funds center
in the master record of the tax commitment item which is also required in the gross update for
technical reasons.
º If you can receive goods and services without tax, choose the net update. The availability control then
checks against the net amount of the expenditure.
º If you need to display the taxes separately, select the separate update. The tax amount in Funds
Management is then posted to the commitment item defined in the G/L account and an availability
control for the tax amount is carried out.
If you do not want the tax checked by availability control, you must define exception tolerances so
that no check takes place.
Þ The settings apply to the whole FM area.
Þ Note: The setting "Separate VAT" is recommended for the customer group German Government. The
expenditure postings can be made without a tax code because the tax portion does not have to be
displayed. It is then possible to compare it with the CO data (in the case of postings with tax, the tax
amount would not be updated in CO and could not be compared with FM and CO.
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(C) SAP AG IPS910 6-9
© SAP AG 2002
2000 2001 2002
Reservation
4711
Reservation
4711
Carryfwd
Invoice 2011 for
res. 4711
Carryfwd
- Carryforward level
(CFLEV) selection
Carryforward Level



Þ The carryforward level field allows you to flag follow-on documents (such as invoices) whose preceding
documents (earmarked funds, for example) have been carried forward to the following year as a result of
fiscal year change. The carryforward level is passed on to all follow-on documents. This makes it
possible to display business transactions relating to transactions carried forward from the previous year
separately in Reporting.
Þ You must select the field "Use Invoices for Determination" when you activate the solution "German
Government". This ensures that the transactions carried forward from the previous year are displayed
correctly in Reporting. You should not select the field "Use Commitment for Determination".
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(C) SAP AG IPS910 6-10
© SAP AG 2002
Update III
¤ Dialog functions
¤ Basics of updating
¤ Update profiles
¤ Technical update control



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(C) SAP AG IPS910 6-11
© SAP AG 2003
Parameters / Control
• Budget category (PB, CB)
• Year / Period
Document type
Date
Value type
control
Annual
Control
Annual
control
Date
control
Budget
control
Profile
Controlling Update Profiles



Þ For each document (value type), update profiles determine:
- The relevant date for the update in Funds Management (due date or posting date)
- The budget category that is updated (payment budget and/or commitment budget)
- Whether the update is only statistical (without availability control)
- The budget year that is updated.
Þ The date of the update and the stipulation whether the update is statistical can be set independently of the
profiles. This also means that it is possible to override the settings in the profile.
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(C) SAP AG IPS910 6-12
© SAP AG 2003
Profile
000100
Profile
000500
Profile
000200
Generally
Available
Profile
000101
Profile
000350
Profile
000102
Profile
000400
Update Profiles
Only for Special
Customer Groups



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



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(C) SAP AG IPS910 6-13
© SAP AG 2003
Commitment
budget
X(2) : Updating with due date
If no differentiation is made between business
transactions, only one budget category is
updated.
Update
profile
000100
Payment
budget
X(2)
X(2)
X(2)
X(2)
X(2)
Update Profile 000100
Commt /
Actual
Purchase
requisition
Purchase
order
Invoice
Payment
Funds
reservation



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

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(C) SAP AG IPS910 6-14
© SAP AG 2003
Payment
budget
Commitment
budget
X (1) : Update with posting date
X(2) : Update with due date
X(1)
X(2)
X(1)
X(1)
X(1)
X(1)
Update Profile 000350
Update
profile
000350
Commt /
actuals
Purchase
requisition
Purchase
order
Invoice
Payment
Funds
reservation
Commitment Budget:
Separate for each Fiscal
Year
Payment Budget:
Separate for each
Fiscal Year



Þ The funds assigned to a purchase order are checked against the commitment budget for the year given in
the posting date.
Þ The funds assigned for an invoice are checked against the payment budget and the commitment budget
for the year given in the posting date.
Þ The payment is checked in the payment budget for the year specified in the due date.

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(C) SAP AG IPS910 6-15
© SAP AG 2003
Update Profile 000200
Payment
budget
Commitment
budget
Payment Budget:
Separate for each
Fiscal Year
Commitment Budget:
One for all Fiscal
Years
X (1) : Update with posting date
X(2) : Update with due date
X(2)
X(2)
X(1)
Update
profile
000200
X(2)
X(1)
X(2)
X(1)
X(2)
Commt /
actuals
Purchase
requisition
Purchase
order
Invoice
Payment
Funds
reservation



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




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(C) SAP AG IPS910 6-16
© SAP AG 2003
Update Profile 000400
X(2)
Payment
budget
2002
Commitment
Budget
2002 ->2003
Commitment Budget:
Separate for each
Combination
Commitment Budget of Year
/for the Year
Payment Budget:
Separate for
each Fiscal Year
X (1) : Update with posting date
X(2) : Update with due date
X(1)
X(1)
X(2)
Update
profile
000400
X(2)
X(2)
X(2)
Commt /
Actual
Purchase
requisition
Purchase
order
Invoice
Payment
Funds
reservation
Budget Year
2002
2003
2002
2003
2002
2002
2004
Commitment
Budget
2002 ->2004



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



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(C) SAP AG IPS910 6-17
© SAP AG 2003
Budget
1999
Pymt
budget
1999
1000
2000
500
2001
500
2002
500
Cmmt Budget Budget
2000
Pymt
budget
2000
1000
2001
500
2002
500
2003
500
Cmmt Budget
Posting Date Due Date
12/15/1999 12/31/1999
Posting Date Due Date
01/15/2000 05/01/2002
Update Profile 000400: Example of Earmarked
Funds



Þ The posting period is controlled by the posting date (fiscal year).
Þ The assignment to the corresponding budget category is carried out with the due date.
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(C) SAP AG IPS910 6-18
© SAP AG 2002
Update Profile 000500
Commitment
budget
Payment
budget
The budget category chosen depends on the
progress made in the business process
Update
profile
000500
Commt /
Actual
Purchase
requisition
Purchase
order
Invoice
Funds
reservation
Payment



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

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(C) SAP AG IPS910 6-19
© SAP AG 2003
Statistical Update
¤ Commitment item flagged as statistical in the master record
Þ Commitment item cannot be budgeted
¤ Document item flagged as statistical in the earmarked funds
document
Þ Funds block, funds reservation, funds precommitment,
funds commitment
¤ Transaction type flagged as not relevant to the budget in
Materials Management
¤ Transaction type defined as not budget relevant in Asset
Accounting
¤ Posting in CO, when posting integration is active and budget
assignment indicator is deactivated
¤ The value type is defined as “statistical” in the update profile



Þ Statistical postings are updated in Funds Management without active availability control.
Þ You can display statistical postings separately in the information system.
Þ Statistical updating can also be performed using user exit EXIT_SAPLFMFA_001, package FMFS.

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(C) SAP AG IPS910 6-20
© SAP AG 2003
Purchase Order
02/01/2002 UNI 500
Change to 600
03/05/2002
Funds Management Line Items
Purchase Order 01 500
Purchase Order 03 100
Value Type Text Period Amount
Period-Based Encumbrance Tracking



Þ In principle, you assign the relevant update profile to your FM areas. You can override certain settings
for the assigned update profile in another Customizing transaction.
Þ For each update profile, you can determine the document date that should be entered for specific value
types when assigning the period for commitment data and actuals data in Funds Management. You can
choose to make period assignments on the basis of the posting/document date, due date or delivery date.
Þ In another step, you can choose between year-based or period-based encumbrance tracking. Fiscal-year
based encumbrance tracking has the effect that document changes are not logged by relevant data
records, instead the original is simply overwritten. The advantage of this is that it minimizes the volume
of documents generated.
Þ Period-based encumbrance tracking allows you to record all document and account assignment
changes. Each change leads to a complete entry in table FMI0I under the Change amount type. Logging
document changes for each period leads to approximately three times the volume of data produced by
fiscal year-based encumbrance tracking. To be able to use period-based encumbrance tracking, you must
be using an update profile that updates the commitment value types for a posting date. As of SAP R/3
Enterprise Public Services 1.10 (EA-PS 1.10), you can derive the FM posting date for the period-based
encumbrance tracking (PBET) using the version posting date of the purchasing document (purchase
requisition and purchase order).
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(C) SAP AG IPS910 6-21
© SAP AG 2002
Updating IV
¤ Dialog functions
¤ Basics of updating
¤ Update profiles
¤ Technical update control



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(C) SAP AG IPS910 6-22
© SAP AG 2002
Financial Transactions
and Value Types
Updating
Financial
transacts
Value
types
Only:
30
30
60
60
90
66
Transfer
posting
54
Invoice
57
Payment
RFFMS200
Have invoices been
cleared?
57
Payment
30 AZBU
90
61
Down
payment
30
90
54 Invoice
+57 Payment



Þ The value type determines how a posting is displayed in Reporting. A posting with a value type 54 for
example will be displayed as an invoice.
Þ The financial transactions of the commitment items involved in a posting determine with which value
type a posting is updated.
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(C) SAP AG IPS910 6-23
© SAP AG 2003
Updating: Unit Summary
¤ Update control is carried out in accordance with the
settings in Customizing for warehouse concepts, tax
handling and so on, and the settings in the update profile.
¤ The carryforward level selects carried forward documents.
They pass on this flag to follow-on documents.
¤ Update profiles specify the relevant update date,
budget category and budget year, and determine whether
update is only statistical.
¤ Technical updating is controlled by means of financial
transactions and value types.
¤ If no posting lines exist containing a commitment item
with financial transaction 30, no update is carried out.



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(C) SAP AG IPS910 6-24
Updating: Exercises
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(C) SAP AG IPS910 6-25

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(C) SAP AG IPS910 6-26



Unit: Updating
Topic: Update Profile and Technical Updates

At the conclusion of these exercises, you will be able to:
• Explain the functions of the update profile and financial
transactions


• Decide whether the proposed update profile meets the
requirements of your organization.


1-1 Which update profile are you using in your FM area in the training system?

1-2 Which budget category are you using?

1-3 On which date will the invoice be updated in Funds Management?

1-4 Will the payment also be updated in Funds Management?

1-5 Can your update profile be overridden?

1-6 What controls the financial transaction of the commitment item?

1-7 Which financial transactions must you use when posting an invoice so that the posting is updated as an
invoice in Funds Management?


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(C) SAP AG IPS910 6-27
Updating: Solutions
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(C) SAP AG IPS910 6-28

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(C) SAP AG IPS910 6-29



Unit: Updating
Topic: Update Profile

1-1 Update profile 000101 is used

1-2 Payment budget

1-3 Go to transaction SE38 and call program RFFMMONI. Find your FM area and click on your update profile.
Value type 54 (invoice) is updated with posting date (B) in Funds Management.

1-4 Value type 57 (payment) is updated with posting date (B) in Funds Management.

1-5 Funds Management Government - Actual and Commitment Update/Integration - General
Settings - Override Update Profile

There is no entry for update profile 000101, in other words, the update corresponds with RFFMMONI.

1-6 The financial transactions included in a posting control whether a posting is updated in Funds Management
and if it is updated, how it is updated (as an invoice, payment…).

1-7 Financial transaction 30 and 60 must be used.
A commitment item must be assigned to the reconciliation account of the subledger account with financial
transaction 60.
A commitment item must be assigned to the expense/revenue account with financial transaction 30.


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(C) SAP AG IPS910 7-1
© SAP AG 2002
¤ Public Law Dunning Procedure
¤ Payment Selection
¤ Cash Desk
Cash Desk



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(C) SAP AG IPS910 7-2
© SAP AG 2002
¤ At the conclusion of this unit, you will be able to:
Þ To describe the conversion of most cash desk
processes in the R/3 system.
Þ Execute all cash desk process steps in the R/3 system.
Þ Make the necessary settings for the cash
desk area.
Cash Desk: Objectives



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(C) SAP AG IPS910 7-3
© SAP AG 2002
Cash Desk: Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat i ng
Updat i ng
Cash Desk
Cash Desk
Year -End Cl osi ng
Year -End Cl osi ng
Repor t i ng
Repor t i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 7-4
© SAP AG 2002
Cash Desk I
¤ Public Law Dunning Procedure
¤ Payment Selection
¤ Cash Desk



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(C) SAP AG IPS910 7-5
© SAP AG 2002
Incoming
Document
Cash Desk
Dunning
Debit Entry
Payment
Cash
Desk
Cash Desk Processes (I)



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(C) SAP AG IPS910 7-6
© SAP AG 2002
¤ Revenue Types and Dunning Areas
¤ Dunning Charges
¤ Dunning Interest
Public Law Dunning Procedure



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(C) SAP AG IPS910 7-7
© SAP AG 2003
Dunning procedure
Dunning recipient
Dunning block
Last dunning notice
Dunning level
Dunning processor
Dunning Areas
Dog License
Revenue Type
Dog
Revenue Types and Dunning Areas
Customizing Customizing
Customer
Master
Record



Þ The defined revenue types can be assigned to an account group, a commitment item, an object class and
a dunning area.
Þ Assigning a revenue type to a commitment item makes it possible to derive the necessary commitment
item from the revenue type during the fast entry of incoming payments.
Þ When defining revenue types, you can determine whether these dunning charges should be calculated. In
this way, the revenue type "dunning charges" for example can be excluded from the calculation of a
dunning charge.
Þ The dunning area is not derived from the revenue type defined in Customizing when posting dunning
interest or dunning charges. The dunning area of processed documents is transferred instead. This
ensures that dunning charges are dunned with the next dunning runs, together with the documents from
which they came.
Þ If you want the dunning area derivation from the revenue type used with the posting, you can use
business transaction events.
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(C) SAP AG IPS910 7-8
© SAP AG 2003
Public Law Post. RT D. Chrg. Doc. Type D. Chrg. Due
Dunn. Proced. Dunn. Chrg.
Dunning Procedure
0001
X
Dunning Charge
DR
General Additional Data (FM) for Dunning Procedure
100
Currency EUR
10,00 1.000,00 1,00
Additional Data for Public Law Dunning Procedure
X
Dunning Procedure 0001
Basic Amnt Max. Dunn . D. Chrg % Rdg DAmnt Rdg DChrg Dwn Up
X
Dunning Charges: Public Law
1
100



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

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(C) SAP AG IPS910 7-9
© SAP AG 2003
1
Basic Amount Max. Dunning Dunn. Chrg % Rdg D.Int. Down Up
10000
10,00 1.000,00 1,00
Currency EUR
Additional Data for Public Law Dunning Procedure
Dunning Procedure 0001
Dunning Procedure 0001
General Additional Data (FM) for Dunning Procedure
X Dunning Intr. DR X
Public Law Post D. RT D. Int. Doc. Type Dunn. Int. Due
Dunn. Proced. Interest
X
Dunning Interest: Public Law



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

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(C) SAP AG IPS910 7-10

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(C) SAP AG IPS910 7-11
© SAP AG 2002
Cash Desk II
¤ Public Law Dunning Procedure
¤ Payment Selection
¤ Cash Desk



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(C) SAP AG IPS910 7-12
© SAP AG 2002
Incoming
Document
Cash Desk
Dunning
Debit Entry
Payme
nt
Cash
Desk
Cash Desk Processes (II)
Dunning
Payment



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(C) SAP AG IPS910 7-13
© SAP AG 2003
Invoice
Payment
Invoice
Payment
RFFMS200
Payment
Payment
RFFMS201 RFFMS201
Payment Selection
FI FI
EA EA- -
PS PS



Þ Payment selection must be activated before use in Customizing.
Þ Only those clearing payments containing a commitment item with a financial transaction >= 80 are
updated.
Þ Payments without an invoice reference can be transferred into Funds Management using program
RFFMS201.
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(C) SAP AG IPS910 7-14
© SAP AG 2003
Payments with Invoice Reference
Enhanced Function
- Possibility to Balance
payments in FM
with payments in FI
- Enhanced function
- Longer runtime
- Posting restrictions
Original Function
- Shorter runtime
- No known posting
restrictions
- No enhanced function
Customizing Customizing



Þ When activating the payment selection, you can choose whether you want to work with the original or
the enhanced function. If you have been using the payment selection in FI-FM or IS-PS until now, your
customer area determines your choice. For more information, see note 360667.
Þ If you use the enhanced function you can see in Funds Management with which payment the invoice was
cleared, whereas the original function only showed that the invoice was paid. If you use this function
the runtime is longer and the posting options are more restricted in the enhanced function.
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(C) SAP AG IPS910 7-15
© SAP AG 2002
Enhanced Function - Additional Functions
Controlling parallel processing
......
Check for identical fiscal years
......
......
Processing mode
Activate splitting procedure
Update check / bank clearing
Customizing Customizing



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


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(C) SAP AG IPS910 7-16
© SAP AG 2002
Enhanced Function - Posting Restrictions
Invoice
Payment
Invoice
Payment
RFFMS200
EA EA- -
PS PS
FI FI



Þ If the enhanced function is active, some posting restrictions are necessary to ensure that payments are
correctly transferred into Funds Management.
Þ As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10) posting restrictions are checked online
during posting and a corresponding error message is issued.
The following critical business transactions are prevented by definable error messages (message
control).
- Missing payment reference (FICUSTOM 100)
- Residual item / partial payment on payment (FICUSTOM 101)
- Invoice and payment in different fiscal years (FICUSTOM 103)
- Down payment clearing and transfer posting in one document (FICUSTOM 104)
- Branched posting (FICUSTOM 105)
- Special G/L indicator in invoices (FICUSTOM 106)
- Cross-company code transactions between company codes with active and inactive Funds
Management (FICUSTOM 107)
- Clearing reset of transfer postings (FICUSTOM 108)
- Clearing reset in the completed FM fiscal year (FICUSTOM 109)
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(C) SAP AG IPS910 7-17
© SAP AG 2002
2002 Funds commitment 0100 51 250+
2002 Reduction record 0200 51 150-
Fiscal year Transaction Amount type Value type Amount
2002 Invoice 0100 54 150+
Payment in FI and payment selection RFFMS200
Payment view EA-PS
Payment view EA-PS
2002 Reduction record 0200 54 -150
2002 Payment 0250 57 +150
Example Posting with Invoice Reference



Þ In the first step, a funds commitment of 250 euros is created.
Þ Then an invoice of 150 euros is posted with reference to this funds commitment.
Þ The payment in FI is posted and program RFFMS200 is started.
Þ This creates the payment view in EA-PS.

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(C) SAP AG IPS910 7-18
© SAP AG 2002
Example Check / Bank clearing
Financial
transactions
60
80
Payment through bank clearing
RFFMS200
FM: Statistical update
payment, value type 57
60
90
Bank posting
RFFMS200
FM: real update of
payment, value type 57
1
2
Financial
transactions



Þ In the first step, an invoice payment is made through a bank clearing account. The subledger account has
financial transaction 60 and bank clearing account 80. This payment is updated statistically in FM with
RFFMS200 of the payment selection.
Þ In step two, the posting line of the bank clearing account, financial transaction 80 is cleared through a
bank posting line - bank account has financial transaction 90. With RFFMS200, the statistical payment
record is reversed and the invoice is updated in FM as a real payment record.
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(C) SAP AG IPS910 7-19
© SAP AG 2002
Payments without Invoice Reference
Payments without Invoice Reference
Delete documents when resetting
Funds center
Commitment item
D1
99996666
Reversal or delete
Customizing Customizing



Þ Program RFFMS201 posts posted payments in Financial Accounting without invoice reference in Funds
Management.
Þ Using this program means that these postings can be considered for example when comparing FM data
with payments in other components. However, these postings are only updated statistically - no budget is
assigned.
Þ For statistical updates you must define a dummy funds center and a dummy commitment item.
Þ If an invoice reference is created when posting in other components, this program undoes the statistical
postings, by:
º Reversing the documents or
º deleting the documents
Þ Program RFFMS200 updates these payments in FM if they have an invoice reference.
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(C) SAP AG IPS910 7-20
© SAP AG 2002
Cash Desk III
¤ Public Law Dunning Procedure
¤ Payment Conversion
¤ Cash Desk



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(C) SAP AG IPS910 7-21
© SAP AG 2002
Cash Desk Processes (III)
Incoming
Document
Cash Desk
Dunning
Debit Entry
Payme
nt
Cash
Desk
Dunning
Payment



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(C) SAP AG IPS910 7-22
© SAP AG 2002
Cash Desk Processing: Overview
Cash Desk Subledger
Financial
Accounting
Cash desk
doc. entered
Cash desk
doc. entered
Cash desk
doc. released
Cash desk
doc. released
Cash Desk
Cash Desk
Vendor acct.
Vendor acct.
Customer acct.
Customer acct.
G/L account
G/L account
Read FI
document
data/generate
payment
block
Cash desk closing
Transfer to Fin.
Accounting
1
3
2
Payments:
- Incoming payments
- Outgoing payments
Payments:
- Incoming payments
- Outgoing payments
EA EA- -
PS PS
FI FI



Þ The cash desk represents a Funds Management cash desk subledger that is independent from Financial
Accounting. In the cash desk, cash payments are first represented as entered cash documents. Separating
the cash desk from Financial Accounting facilitates the immediate entry of documents while at the same
time improving system performance.
Þ The documents are set with status "released" with cash desk closing.
Þ Cash desk documents that have "Released" status can be transferred to Financial Accounting. In FI, cash
payments entered in the cash desk subledger are posted to the given G/L accounts.

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(C) SAP AG IPS910 7-23
© SAP AG 2002
Customer/rev.type
Vendor
Commitment item
Funds center
Fund
G/L account
Earmarked funds
Invoice ref.
Company code Posting date
Acct assgmt
Cash Desk Processing: Documents
Entering and saving cash desk documents
Payment
Payment transactn
Amount/currency
Applic. of funds



Þ If you want to refer to a payment directly in an Accounting document when entering a payment, you can
use a search help to find, for example, reference document number or request number.
Þ Every cash payment is entered as a cash desk document in the cash desk subledger. When you save a
cash desk document, it is recorded in the database. Saved cash desk documents cannot be changed,
instead they must be reversed.
Þ Cash desk documents can be released manually to allow them to be transferred to Financial Accounting.
Þ If a G/L ledger account is assigned to when you enter cash desk documents, e.g. with a balance
reduction, the authorization for this account is checked. With this authorization check you can make sure
that such payment transactions can only be carried out by certain cashiers..
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(C) SAP AG IPS910 7-24
© SAP AG 2002
CoCd Fis. Year Transact. Transact. Name Revenues Expend. Curr. Bal
9000 2000
Revenues
Expenditures
Calculated cash desk amount of
previous day
New calculated cash desk amount
Actual cash desk amount entered
The cash desk is cleared
26.00- 26.00- AUSZ Outgoing pyt
9000 2000 1,025.00 EINZ Incoming pyt 1,025.00
9000 2000 50.00- BEST MIND Balance reduct 50.00-
949.00 76.00- 1,025.00
*
1,025.00
76.00-
949.00
100.00
1.049.00
1.049.00
Cash Desk Processing: Closing Operations
Cash Desk Closing and Release



Þ You can use the cash desk closing function each day to compare the entered calculated amount with the
actual amount in the cash desk.
Þ Cash desk closing automatically releases all cash desk documents.
Þ Once cash desk closing operations have been executed, they cannot be cancelled.
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(C) SAP AG IPS910 7-25
© SAP AG 2003
Cash Desk Processing: Transferring to FI
Prerequisite: Documents are released
Transfer 10 document(s)?
F8
Cash doc. without
FI document no.
Cash doc. without
FI document no.
Customer account
100.00 UNI
Customer account
100.00 UNI 100.00 UNI
Clearing open items
Clearing open items
New open item
New open item
Transferring to Accounting
Authorized
Subsequently post incorr. docs
Company Code
Fiscal year
Document number
Created by
0100
2002
to
to
Batch-input folder
Cash doc. with
FI document no.
Cash doc. with
FI document no.
Incorrect
cash desk
documents



Þ Cash desk documents that have "Released" status can be transferred to Financial Accounting. In FI, cash
payments entered in the cash desk subledger are posted to the given G/L accounts.
Þ Incorrect payment transactions are written to a batch input folder. Corrections must be made in the batch
input folder (carried out with the "Only Display Errors" setting).
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(C) SAP AG IPS910 7-26
© SAP AG 2002
Most Important Settings and Entries for Each Business Transaction
Debit Debit
Credit Credit
Debit Debit
Credit Credit
Debit Debit
Credit Credit
Debit Debit
Incom Incom. P. Act . P. Act Deb Deb
Outg Outg P. Act P. Act Deb Deb
Incom Incom. P. . P. Inv Inv. . Ref Ref. .
Outg Outg P. P. Inv Inv. . Ref Ref. .
Balance Increase Balance Increase
Balance Decrease Balance Decrease
Down Down Paymnt Paymnt ON ON
Transaction Transaction
DZ DZ
KZ KZ
DZ DZ
KZ KZ
SK SK
SK SK
DZ DZ
D/C D/C Ind Ind. .
Statist. Statist.
Trans. Trans.
Doc Doc. .
Type Type
D/C D/C
Ind Ind. .
FI FI Doc Doc
Ind Ind. .
AcctSt AcctSt
Ind Ind. .
Pymnt Pymnt
Block Block
X X
X X
- -
- -
- -
- -
A A
- -
- -
X X
X X
- -
- -
- -
X X
- -
X X
- -
- -
- -
- -
- -
- -
X X
X X
- -
- -
- -
Cash Desk Processing: Customizing
Revl Revl. .
DocType DocType
DA DA
KA KA
DA DA
KA KA
SA SA
SA SA
DA DA



Þ Business transactions mapped with the cash desk must be defined in Customizing. Using the cash desk
as a cash desk subledger, you can represent the following business transactions:
º Ingoing payment actual before debit/outgoing payment actual before debit
º Ingoing payment with invoice reference / outgoing payment with invoice reference.
º Balance increase/decrease
º Down payments
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(C) SAP AG IPS910 7-27
© SAP AG 2002
Customer Becker AG
Cashier Account
4 46.000
Revenue Account
Acceptance
Request
Cash Desk
Monitor
2
CoCd Doc. no. Amount ...
Release
46.000 1
1
3
1 46.000 46.000 4
1 Acceptance request posted
2 Save cash payment
3 Release
4 Transfer to FI
Payment
Transaction
Cash Desk: Example of Incoming Payment with
Invoice Reference



Þ For an incoming payment with invoice reference, account assignment objects (commitment item, funds
center, fund) are transferred from the request/ FI document. There is no functional area in the cash desk.
Þ An FI document is posted in Accounting for the payment transaction in the cash desk subledger. Unlike
the cash desk document, the FI document has two posting lines - the first is assigned to the cashier
account, the second to the account assignment object in the cash desk document.
Þ You define a cashier account for the cash desk user in Customizing.
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(C) SAP AG IPS910 7-28
© SAP AG 2002
¤ The public law dunning procedure is derived from
the dunning area of the processed documents.
¤ For dunning interest and dunning charges, settings
can be made for calculating and posting in public
law dunning.
¤ The payment view in Funds Management is created
using program RFFMS200/RFFMS201.
¤ Cash desk business processes are carried out in the
form of subledger accounting.
¤ Documents are entered and released in cash desk
subledger accounting. After cash desk closing,
documents are transferred to posting in Financial
Accounting.
Cash Desk: Summary



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(C) SAP AG IPS910 7-29
Cash Desk: Exercises
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(C) SAP AG IPS910 7-30

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(C) SAP AG IPS910 7-31



Topic: Cash Accounting
Topic: Manual Payment Posting

At the conclusion of these exercise, you will be able to:
• Post a manual payment with clearing and transfer the status
‘payment’ to Funds Management.




1-1 Post a payment receipt on bank account 113100 for vendor Miller in your company code. 8,000
UNI was paid. Assign the payment receipt to the corresponding open item of the vendor and post
the payment with clearing.

1-2 View the effects in the line item report of Funds Management.

1-3 Start the payment conversion for your company code.

1-4 View the effects in the line item report of Funds Management.


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(C) SAP AG IPS910 7-32
Cash Desk: Solutions
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(C) SAP AG IPS910 7-33

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(C) SAP AG IPS910 7-34



Topic: Cash Accounting
Topic: Manual Payment Posting and Transfer of
Payment to Funds Management

1-1 Accounting – Financial Accounting – Accounts Payable – Document Entry – Outgoing Payment – Post


Field name or data type Values
Document date Current Date
Company Code 90XX
Currency UNI
Bank data
Account 113100
Amount: 8000
Value date No entry
Open Items Selected
Account Miller

Confirm your entries with Enter.

Activate the open item of 8000 UNI and deactivate all other open items.
If the message “Correct flagged items” appears, double click on the document line and enter the current date
in the field “due on”.
Post the payment receipt.


1-2 Accounting – Public Sector Management – Funds Management – Information System – Line Items -
Commitments/Actuals – All Postings
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(C) SAP AG IPS910 7-35


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

Field name or data type Values
Company Code 90XX
FI Fiscal Year 200Y

Execute the payment selection.

1-4 Accounting – Public Sector Management – Funds Management – Information System – Line Items -
Commitments/Actuals – All Postings



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(C) SAP AG IPS910 8-1
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-2
© SAP AG 2002
Year-End Closing: Objectives
¤ At the conclusion of this unit, you will be able to:
Þ Understand the Schedule Manager
Þ Describe the functionality of carryforward
parameters
and carryforward type
Þ Copy carryforward rules
Þ Understand the process flow of commitments
carryforward and budget carryforward in the R/3
system
Þ Outline the procedure for a reversal of a
commitment
carryforward
Þ Use the monitor to oversee fiscal year change /
carryforwards



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(C) SAP AG IPS910 8-3
© SAP AG 2002
Course Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat i ng
Updat i ng
Cash Desk
Cash Desk
Year-End Cl osi ng
Year-End Cl osi ng
Repor t i ng
Repor t i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 8-4
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-5
© SAP AG 2002
¤ Although carrying out closing operations is not a technical
requirement from the perspective of the R/3 System, your
decision will affect:
- The budgets
- Budget usage
- The way in which commitments, actuals and budget are
dislayed in reporting
¤ If you do not carry out closing operations:
- Actual values are not carried forward for funds with annual
values
- Open commitments documents remain in the old year
- Residual budget in the old year is not available for
activities in the new year. It is simply forfeited
¤ Result (example): A funds reservation from 2002 is reduced
in 2003 by a purchase order. The purchase order only
consumes budget for 2003.
Year-End Closing: Overview



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(C) SAP AG IPS910 8-6
© SAP AG 2003
¤ Flexibility of regulations
¤ Decentralized budget management
¤ Incentive for thrift
¤ Economic efficiency
¤ No December rush
¤ ...
Year-End Closing: Overview



Þ The scope of year-end closing is largely determined by the legal framework of the organization.
Þ Specific legal rules and/or internal organizational regulations can be represented in the SAP system.
Þ If residual budgets can be carried forward to the following year, this can be an incentive to plan budget
more economically. A regulation could be put in place where the department itself decides how to used
"saved" funds.
Þ If it is possible to carry forward funds this can easily reduce "December rush".


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(C) SAP AG IPS910 8-7
© SAP AG 2002
31.12.
Old Fiscal Year New Fiscal Year
Residual
budget
Open commitments
Carry forward
residual budget
from old fiscal year
Carryforward
open commitment
¤ Maintaining carryforward rules
¤ Treatment of special cases
¤ Technical process
Year-End Closing



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



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(C) SAP AG IPS910 8-8
© SAP AG 2003
Actual residual
budget
Open commitments
(+ associated budget)
Resid. bdgt
1000
500
0
Actual
3000
6500
2000
Commt
1000
1000
Curr. bdgt
5000
7000
3000
Item
MAT
HR
EDP
Year-End Closing
Report: Funds center Institute for Med. Research as of 31.12.02
Period 01 - Period 12



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


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(C) SAP AG IPS910 8-9
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-10
© SAP AG 2002
Schedule Manager
Creating
the carry-
forward
rules
August 20
Mail to
responsible
person
Closing
open
commit-
ments
Mail to
responsible
person
Carry-
forward of
open items
August 25 December 18 December 19 December 30



Þ The Schedule Manager is a tool to monitor, plan, and coordinate year-end closing activities
Þ You can set up a task plan for carrying out all year-end activities. You can plan the tasks on a daily
basis.
Þ A task plan can consist of:
- Transactions
- Manual starting of reports
- Planning of jobs
- Sending e-mails
- ...
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(C) SAP AG IPS910 8-11
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-12
© SAP AG 2002
Display and maintain:
• Parameters
• Customizing settings for each
FM area, year, value type
• Rules
Commitment
Budget for
Commitment
Residual Budget
Default Settings
Information:
For which objects are
year-end closing operations
allowed?
Monitor



Þ The closing operations monitor
- offers a quick overview of all relevant system settings
- allows the settings to be displayed in detail and you can also branch directly from the monitor to the
relevant Customizing or area menu settings
Þ You can display and maintain entries.
Þ Information is provided regarding:
º Whether the default settings allow the carryforward for commitments and budgets
º Carryforwards of commitments and budget for commitments (for payment and commitment budget,
depending on the update profile) that are permitted for each value type and those that are not permitted
as well as any carryforward parameters that apply
º Carryforwards of residual budget permitted / not permitted and the underlying parameters
- Displaying and maintaining assignments of parameters to rules (Customizing)
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(C) SAP AG IPS910 8-13
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-14
© SAP AG 2002
Transfer Posting of Residual Budget from Cover
Pools
Cover Pool
Resid. Bdgt
5000 EUR
Commitment Item
Funds Center
Fund
Functional Area
Budget Subtype
Transfer Posting
Resid. Bdgt
5000 EUR
FM Account Assignment



Þ Residual budget on FM account assignments of a cover pool, can be grouped in an FM account
assignment.
Þ The residual budgets can then be carried forward by the "group assignment".
Þ The functionality "Transfer Posting of residual Budgets from Cover Pools" is only available in former
budgeting. Therefore the account assignments funded program and Grant are not available.

Note:
For technical reasons the report " Write-Off Cross Assignment" must be executed before "Transfer
Posting of Residual Budgets from Cover Pools".
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(C) SAP AG IPS910 8-15
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-16
© SAP AG 2002
Carryforward Type
Carryforward Type
Acct assignment
change?
• yes
• no
How much
budget?
Number of
receivers ?
• one
• several
• 100%
• distribution
as required



• You can use the carryforward type to determine if account assignment changes can be made at fiscal
year change, how many receivers will be allowed and how much budget may be carried forward.

• There are four carryforward types:

Þ Types 10 and 20 can be used for commitment carryforwards and budget carryforwards.
- Type10 (no account assignment change / one receiver / 100%)
- Type 20 (account assignment change / one receiver / 100 %)
Þ Types 30 and 40 can only be selected for budget carryforwards Therefore, only when you are handling
budget carryforwards, is it possible to:
- Type 30 (account assignment change / one receiver / distribute as required)
- Type 40 (account assignment change / N receiver / distribute as required)

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(C) SAP AG IPS910 8-17
© SAP AG 2002
Residual
Payment Budget
Parameter 2: Residual
Commt Budget
Parameter n: Funds
Reservation
Change
acct asst?
No
Permitted
Permitted
Permitted
Change
acct asst?
No
Permitted
Sender /
Receiver
1 Receiver
1 Receiver
1 Receiver
n Receiver
Sender /
Receiver
1 Receiver
1 Receiver
% Carryfwd
100 or 0%
100 or 0%
Arbitrary
Arbitrary
% Carryfwd
100 or 0%
100 or 0%
10
20
30
40
10
20
Type
Carryforward Budget
Commitments Carryforward
Art
Carryforward Parameter and Carryforward Type



Þ If you want to work with carryforward types, you have to create a carryforward parameter in
Customizing.to which you have to assign a carryforward type.
Þ The following scenario would be possible. One parameter is created for each value type. As a result, a
carryforward type can be individually assigned to each value type and therefore carried forward
individually. (For example it is possible to change the account assignment of funds reservations,
however you cannot do so for purchase orders)
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(C) SAP AG IPS910 8-18
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-19
© SAP AG 2002
Carryforward Budget
Þ A carryforward parameter must exist
Þ Define the final percentage of the carryforward
of budget for commitments and residual budget
Þ Define sender/receiver relationship
Commitment Carryforward
Þ A carryforward parameter must exist
Þ Define carryforward as 100% or 0%
Þ Define sender/receiver relationship
Carryforward Rule



Þ To create carryforward rules for the commitment carryforward / budget carryforward, a carryforward
parameter must exist.
Þ In the carryforward rule you determine for which account assignments the carryforward parameter is
valid. Depending on the carryforward parameter, you can determine the account assignment changes
and the amount of the budget that can be carried forward.
Þ Sender and recipient addresses must be valid in their respective years (sender in the old year, recipient in
the subsequent year)



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(C) SAP AG IPS910 8-20
© SAP AG 2002
Sub Lvl Funds center / Commt item Percentage
+ 1 * * 100%
+ S * 100%
+ * 40000 . . .
.
.
.
This level
is sub-
divided
*.* - Entry only
appears if you
have not
restricted
the selection in
any way
All commitment
items in center S
All funds centers in
commitment item 40000
You are in
level 1
All funds centers
and commitment
items
Maintaining Carryforward Rules



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

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(C) SAP AG IPS910 8-21
© SAP AG 2003
Copy Rules
FM Area
Reference
Parameter
Year
Objective
Parameter
Year
Copy Rules
• for each
parameter
• to a sub-
sequent year
9000
Copying Carryforward Rules
1:1_2002
1:1_2003
2002
2003



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

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(C) SAP AG IPS910 8-22
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-23
© SAP AG 2002
December
31
* When updating on a payment basis
Purchase
requisitions
Purchase
orders
Earmarked
funds
Invoices
*
Purchase
requisitions
Purchase
orders
Earmarked
funds
Invoices
Carrying Forward
Open Commitments



Þ Since the budget linked to commitments is included when calculating the actual residual budget, you
should carry forward the commitments before carrying forward the budget.
Otherwise you have to repeat the calculation and carrying forward of the budget so the budget carried
forward can be displayed correctly.

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(C) SAP AG IPS910 8-24
© SAP AG 2002
2003
Cmmt
Carryforward Procedure for Commitments
Per Default:
Carryforward
allowed
Define:
Carryforward
allowed for
each FM area
fiscal year
value type
Assign:
Carryfwd
parameter
define
and assign
carryforward
type
Maintain:
Carryforward
rules for all
FM account
assignments
Carryforward:
Select
documents
and
carryforward
Reversal
Purchase
order
Number 4511
Date 10/10/2002
Amount 100 UNI



Þ If the carryforward is allowed according to the settings in Customizing, the commitment can be carried
forward to the following year.
Þ If no carryforward rule with a special carryforward parameter is defined, the commitment carryforward
is carried forward to the same account assignment in the next year.
Þ In Customizing, the carryforward can be restricted on the basis of FM area, year and value type (for
example, in your organization, only commitments can be carried forward in Materials Management and
not funds reservations).
In this case, a carryforward parameter must be defined and then a carryforward rule must be created with
the carryforward parameter defined. The carryforward can be executed using program (RFFMCCF1)
after the rules have been maintained. Data is carried forward to period 001 of the following year.
Þ It is possible to reverse a carryforward (RFFMC040), provided that the document carried forward has
not been involved in any further processes.

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(C) SAP AG IPS910 8-25
© SAP AG 2003
Carrying Forward Open Items
Carrying Forward
Open Items
Select and Carry Forward
in One Step
Assigned Values
Automatically Adjusted
during Carryforward
Parallel Processing
Automatic Carryforward
of Documents with
Amount Zero
Lock Documents Process with Dialog



º As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10)
- The selection of the commitment documents and the commitment carryforward is carried out in one
step.
- The assigned values are automatically adjusted during the commitment carryforward.
- The total run time of the commitment carryforward can be reduced by dividing the commitment
carryforward into a number of dialog processes.
- If you can select the process with dialog, the documents to be carried forward are checked and
listed in a proposal list. The user can select the documents to be carried forward individually or in
blocks and carry them forward.
- It is not necessary to carryforward commitment documents with amount zero manually. If a
document with amount zero is used for a posting in the next year, the commitment carryforward is
executed automatically during posting.
- The processed commitment documents can be locked for processing and the use of payment
selection is prevented by the document lock. The commitment carryforward can therefore be
executed when the system is operating.
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(C) SAP AG IPS910 8-26
© SAP AG 2003
The Process for Carrying Over Budget
By Default:
Carryover
allowed
Define:
Carryover
allowed for
each FM area
fiscal year
Assign:
Define
carryover
parameters
and assign
carryover
type
Maintain:
Carryover
rules for all
FM account
assignments.
Carryover:
• Prepare
• Determine
• Execute
Budget 2002
Budget 2003



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


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(C) SAP AG IPS910 8-27
© SAP AG 2002
¤ Overview
¤ Schedule Manager
¤ Monitor for Year-End Closing Operations
¤ Transfer Posting of Residual Budget from Cover Pools
¤ Carryforward Parameter and Carryforward Type
¤ Carryforward Rule
¤ Year-End Closing: Process Flow
¤ Carrying Forward Fund Values
Year-End Closing



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(C) SAP AG IPS910 8-28
© SAP AG 2002
Overview
The life of funds from secondary sources generally covers several fiscal
years. It is thus of interest to have the total values of several budget years
available.
Unlike the year-end activities for commitments and budget values, the
carrying forward of funds values processes actual revenues and actual
expenditures and updates such total values.
Carrying Forward Fund Values



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(C) SAP AG IPS910 8-29
© SAP AG 2002
Actual 2001 Actual 2002 Actual 2003
C/fw 01 02 . . . C/fw 01 02 . . . C/fw 01 02 . . . C/fw 01 02 . . .
100
50
80
200
150
60
640
0
0
0
70
20
10
80
40
90
Mat1
Mat2
Mat3
Inv1
Inv2
. . .
Expenditure
Mat
Funds
item: Mat3
Carryfwd: Mat
Invest
. . .
. . .
Actual 2004
Life of the fund
Carrying Forward Fund Values



Þ In contrast to the fiscal year change activities which affect commitments and budgeted values, the
balance carried forward for fund values processes actual revenues and actual expenditures.
Þ By carrying forward the actual data, even in the case of long-term funds, it is only necessary to access
data from the current fiscal year so as to be able to make an accumulated report of the total life of the
fund.
Þ By totaling at carry-forward commitment item level, it is possible to summarize at the level of detail
required. It also means that the dataset required for a full report is further reduced without causing the
data from previous years to be mixed up with data from the current year.
Þ For funds with a validity period of one year (for example the fund "budget") a balance carryforward does
not make sense.
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(C) SAP AG IPS910 8-30
© SAP AG 2002
2. Write carryforward item categories to
commitment item master record
(master data maintenance)
2. Write carryforward item categories to
commitment item master record
(master data maintenance)
3. Flag funds as relevant for carryforward
(master data maintenance)
3. Flag funds as relevant for carryforward
(master data maintenance)
4. Post balance carryforward (SAPFMVTR)
4. Post balance carryforward (SAPFMVTR)
Closing Operations Process:
Fund Balance Carryforward
1. Define carryforward item category and
assign to carryforward commitment items
(Customizing)
1. Define carryforward item category and
assign to carryforward commitment items
(Customizing)



Þ In contrast to the commitment carryforward, this procedure involves summarizing and carrying forward
actual data.
Þ If you make any postings in the old fiscal year after you have run SAPFMVTR, you must run it again.
The system does not automatically adjust the data.
Þ In the standard system one carryforward item category can be assigned to the commitment item. It is
necessary to assign more than one carryforward item category
º since there are different sender and receiver relationships for different annual intervals
º or balance carryforwards with different contents (actual, commitment ... ) must be displayed
The program can be enhanced with SAPFMVTR. In a user-defined table/logic you can define your own set
of rules to determine the carryforward item category.

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(C) SAP AG IPS910 8-31
© SAP AG 2002
¤ Actual residual budgets, budget for
commitments and open commitments can
be taken into consideration when carrying
forward data from one year to another
¤ Carryforward parameters are substantiated by
carryforward types. There are four carryforward
types for commitments and budget
¤ Carryforward rules must be defined for budget
carryforwards and commitment carryforwards
Year-End Closing: Summary (1)



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(C) SAP AG IPS910 8-32
© SAP AG 2002
¤ Carryforward rules can be copied from one
year to another
¤ The Schedule Manager is available for planning
and execution of year-end activities
¤ The closing operations monitor enables you
to obtain a quick overview of all relevant
system settings and allows you to branch
directly to the settings in Customizing and
in the area menu
¤ Carrying forward funds allows you to generate
a view of the actual revenues/expenditures
for several years
Year-End Closing: Summary (2)



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(C) SAP AG IPS910 9-1
© SAP AG 2002
¤ SAP Business Information Warehouse (SAP BW)
¤ Master Data Reporting
¤ Line Item Reporting
¤ Drilldown Reports
Reporting



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(C) SAP AG IPS910 9-2
© SAP AG 2002
¤ At the conclusion of this unit, you will be able to:
Þ Navigate through the line item reports in Funds
Management
Þ Prepare user-specific line item reports
Þ Explain the principle of drilldown reporting
Þ Create drilldown reports
Reporting: Objectives



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(C) SAP AG IPS910 9-3
© SAP AG 2002
Course Overview Diagram
Cour se Over vi ew
Cour se Over vi ew
Mast er Dat a
Mast er Dat a
Budget i ng
Budget i ng
Budget Ex ec ut i on
Budget Ex ec ut i on
I nt egr at i on
I nt egr at i on
Updat i ng
Updat i ng
Cash Desk
Cash Desk
Year -End Cl osi ng
Year -End Cl osi ng
Report i ng
Report i ng
Appendi x
Appendi x



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(C) SAP AG IPS910 9-4
© SAP AG 2002
¤ SAP Business Information Warehouse (SAP BW)
¤ Master Data Reporting
¤ Line Item Reporting
¤ Drilldown Reports
Reporting (I)



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(C) SAP AG IPS910 9-5
© SAP AG 2002
What is the SAP Business Information Warehouse
(SAP BW)?



¤ The SAP Business Warehouse (SAP BW) is a tool for evaluating data
¤ From SAP applications
¤ Any applications and data sources
¤ Multi-dimensional
¤ Operative and historic data.

¤ with access to the information in SAP BW using
¤ The Enterprise Portal
¤ Intranet (Web Application Design)
¤ Mobile end terminals

¤ SAP delivers
¤ Reporting and analysis tools
¤ Business Content
¤ Basis for planning: SEM BCS and BPS
¤ Basis for analytical applications: CRM-, HR-, FI-, SCM-, E-Analytics.....
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(C) SAP AG IPS910 9-6
© SAP AG 2002
BW
Operational
Systems
Logistics Controlling Budget
Overall View
Funds center 100
Commt item 20
Commt item 80
Funds center 120
Commt item 60
Commt item 20
Commt item 40
Total expenditures 220
¤ Overall view of organization using summarization
¤ Integration of different applications
¤ Detailed information available
Advantages of SAP BW



Þ Additional DataSources are available for the SAP Business Information Warehouse (SAP BW) in SAP
R/3 Enterprise Public Services 1.10 (EA-PS 1.10):
º Budget Totals Records for the Budget Control System (BCS)(OPU_IS_PS_41)
º Budget Line Items for BCS (OPU_IS_PS_42)
º Budget Entry Documents for BCS (OPU_IS_PS_43)
º Consumed Amounts (Total Records) BCS (OPU_IS_PS_44)
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(C) SAP AG IPS910 9-7
© SAP AG 2002
¤ SAP Business Information Warehouse (SAP BW)
¤ Master Data Reporting
¤ Line Item Reporting
¤ Drilldown Reports
Reporting (II)



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(C) SAP AG IPS910 9-8
© SAP AG 2002
What does my
current funds
center structure
look like?
?
?
Which funds are
supplied by the VW
source of financing ?
What does my budget
structure in the area of
personnel costs look like ?
Master Data Reporting



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

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(C) SAP AG IPS910 9-9
© SAP AG 2002
Question: What does account determination for requests look like?
FY-Ident. CC-Variant Cmmt Item
Account Determination for Requests
2000 2100.6600.002
CC03 2000
CC03 2000
2100.6600.003
2100.6600.001
CC03 2000
0000.2100.001
FM Area G/L
Account
415000
415000
800000
Short Text
CC03
415000
Master Data Reporting: Example



Þ This program generates a list of assignments from G/L account to commitment item for a request
category.
Þ The report evaluates the assignments that were defined in Customizing for G/L account determination.
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(C) SAP AG IPS910 9-10
© SAP AG 2002
¤ SAP Business Information Warehouse (SAP BW)
¤ Master Data Reporting
¤ Line Item Reporting
¤ Drilldown Reports
Reporting (III)



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(C) SAP AG IPS910 9-11
© SAP AG 2002
Summarizing using the logical database
- To have access to a clear view of the
various sources of data
- To be able to offer a centrally optimized
read-only access
Using a presentation tool
- To enable uniform presentations
- To enable user-specific layouts
within the tool
Selection Presentation
Logical Database: (LDB) ABAP List Viewer (ALV)
Basics of Line Item Reporting





Þ Database delivered with standard system
º As of SAP R/3 Enterprise Public Services 1.10 (EA-PS 1.10), the logical database F1F is no longer
maintained and the reports based on this database are no longer delivered. All reports in the standard
system are based on LDB FMF.
º The advantages of the new LDB FMF are better response times and access to more information,
especially in cover eligibility.
Þ Structures
º The structure of the LDB (master and transaction dates) indicates the sequence in which the individual
segments of the LDB are imported and made available for further processing
º FMF: Master data is first imported, followed by transaction data
º The set-up of segments does not correspond to the table set-up
Þ Used in line item reporting
Þ Can be used for totals records reports
Þ Note:The LDB F1F will not be delivered in the next release. If you have created your own reports which are based
on the LDB F1F, you must convert them to LDB FMF by the next release.
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(C) SAP AG IPS910 9-12
© SAP AG 2002
Standard selection
FM area
Fund
Funds centers
Cmmt items
Financial trans.
Item category
Dynamic selection
+
List
...
Selection Functions



Þ Dynamic selection

Enhanced selection options for all fields that are available in the database
Advantage:
The selection is passed on to the database
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(C) SAP AG IPS910 9-13
© SAP AG 2002
Totals
Display variants
Doc.no. Pstg date Val. type text Amount ...
5000000968
5000001038
5000000969
5000001970
5000001980
01/02/97
02/05/97

02/18/97
02/24/97
02/24/97
Funds reserv.
Funds reserv.

Invoices

Invoices
Invoices


1.000,00 -
500,00 -
1.600,00 -
150,00
150,00
250,00
100,00
350,00
1.100,00 -
Subtotals
Individual document display
Detail view
Filter
Functions in the Executed Report



Þ The selected data is displayed using the ABAP List Viewer (ALV).
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(C) SAP AG IPS910 9-14
© SAP AG 2002
Display fields
Item Length Total
1
2
3
4
6
10
10
4
10
10
Column content
Document number
Available fields
Column content
Application of funds
Fund name
Version
Value type
Created by
Text
Date of entry
Length
10
20
7
2
10
12
50
Posting lines
Fiscal year
Value type text
Transaction text
Save
Doc. No. Posting lines Year Value type text
.........
Customer fund
5 5 2 2
Working with Display Variants



Þ You can use display variants to prepare report lists according to your own specific requirements.
Þ Additional fields can be displayed and fields that are already shown can be hidden. You can select the item and
length for each field.
Þ Display variants can be saved and set as default variants.
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(C) SAP AG IPS910 9-15
© SAP AG 2002
FI Doc No. FM Posting
Date
Amount
Invoice 1500,-
Payment 3000,-
01/01/2000 1900009
03/02/2000 4500008
1000,-
1500,-
Commitment Item 2100.5500.000
03/02/2000 4500009
2000,-
Amount
Type
Paid
Reduction
Paid
Value Type
57
54
57
Value Type Text
Payment
Invoice
Payment
Line Item Reporting Example :
Commitment/Actual Line Item Report



Þ The line items posted are issued in a list in the line item reports.
Þ Line item reports can be created for budget and commitment/actual.
Þ It is possible to list line items according to value type (invoices, payments and so on) in the
commitment/actual line item report.
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(C) SAP AG IPS910 9-16
© SAP AG 2002
¤ SAP Business Information Warehouse (SAP BW)
¤ Master Data Reporting
¤ Line Item Reporting
¤ Drilldown Reports
Reporting (IV)



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(C) SAP AG IPS910 9-17
© SAP AG 2002
¤ Principle of Drilldown Reporting
¤ Architecture
¤ Creating reports
¤ Working with drilldown reports
¤ Further processing
Drilldown Reports



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(C) SAP AG IPS910 9-18
© SAP AG 2003
Principle of Drilldown Reporting
V
a
l
u
e

t
y
p
e
Fund
F
u
n
d
s

c
e
n
t
e
r
A1
P12
C12
Fund:
Funds center:
Value type:
YF
P12
All
Budget
Commitment
Actual
Budget EU YF
Characteristics:
Funds center
Fund
Customer for fund
Value type
Commitment item
Trans. currency
Applic. of funds
...






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

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(C) SAP AG IPS910 9-19
© SAP AG 2002
Architecture of Drilldown Reporting
Kennzahlen
Forms
Key figures
Start in
online
Start in
background
Drilldown report
• Commitment/Actual
• Commt/Actual and budget
Save
Characteristics
Lists
Graphics
Navigation/
Drilldown






Þ Characteristics, key figures and forms are passed on to the definitions of form reports. The result of a
report is a large number of lists that can be selected interactively and displayed on screen. Reports can be
printed out, transferred to Excel or saved for future processing.
Þ The form describes the contents and structure of reports. You can consider it as a partly completed
report, which is finished off later during report definition.
Þ Characteristics predetermine the options for classifying the dataset. For example: FM area, funds center,
period, value type.
Þ You can select characteristics in the form and in the report itself.
Þ Key figures indicate amount fields from the database in the form of values and amounts. Calculated
values can also be represented according to user defined formulas, such as budget utilization.
Þ Key figures can be selected in either the form or the report.
Þ A drilldown report always consists of a combination of a form and a report. Forms cannot be executed
themselves, that is why a report is always required.
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(C) SAP AG IPS910 9-20
© SAP AG 2003
Creating a Drilldown Report
¤ Realizes a drilldown report on the basis of
a form
Þ Restricting selection
Þ Determining list of characteristics for drilldown list
Þ Defining default sorting of characteristic list
for navigation
¤ Activates hierarchy display for funds center,
commitment item or budget structure elements
¤ Determines print layout
¤ Defines sender-receiver reports
¤ Configures basic list (how detailed/drilldown
list is displayed when calling up a report)



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(C) SAP AG IPS910 9-21
© SAP AG 2002
Switch
dimensions
Insert texts
Thousand
UNI
Footer
Funds ctr.
Fund
Text
Text
Hide columns
Line items
Currency
conversion
Budget Cmmt Act. Avail. Utilization
Expenditures 10000 2000 7000 1000 90%
Invest
I1
. .
. . .
. . . . .
Current expend.
Pers 22000 5000 17000 0 100%
P1
P2
18000 1000 14000 3000 85%
Supplies
. . . . .
. .
Print Mail Graphic MS-Word XXL List Viewer Excel
Drilldown Report Functions
Header lines






Þ Drilldown reporting functions are subdivided into three groups so that different users can use one of the
function levels defined depending on their information requirements and their tasks.
Þ Level 1 contains the basic functions of drilldown reporting (printing, sorting, restricted navigation, detail
list) and the connection to SAP mail. This level is for users who do not need the full function of
drilldown reporting.
Þ Level 2 contains the remaining drilldown reporting functions (connection to Microsoft Excel, graphics
functions and downloading to PC).
Þ All functions also contain the functions for print formatting, saving reports and defining exceptions. This
level is intended for users who also want to maintain reports or set up print formatting in addition to
having the full drilldown reporting functions.
Þ The individual function levels are subject to an authorization check. The authorization object is
K_KA_RPT.
Þ In order to be able to use the currency conversion function, you must first define a conversion rule.
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(C) SAP AG IPS910 9-22
© SAP AG 2002
MS WORD
Further Processing Options
Print Mail Graphics
XXL List Viewer Excel



Þ The executed drilldown report can be processed further using the following interfaces:
Þ Print: SAP, MS Word 6.0 or Excel
Þ Mail: SAP Office
Þ Graphics: Using menu option "Graphics", you can call up SAP Business Graphics (2D or 3D) and statistical
graphics (line charts). It is possible to save graphics settings (excluding window size and position).
Þ MS Word: Print, further processing
Þ XXL List Viewer Excel: Print
Þ MS-EXCEL: Further processing
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(C) SAP AG IPS910 9-23
© SAP AG 2002
¤ The SAP Business Information Warehouse (SAP
BW) provides an overview of different data
¤ Information on master data assignments can be
displayed using master data reports
¤ User-specific display variants can be created for
line item reports
¤ You can create your own reports as drilldown
reports
Reporting: Unit Summary




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