SAP in Schools

KP04 / KP06 Budget Forecasting Report V1 April 2014 Public Document

Document 20 - Budget Forecasting

Transaction KP04 / KP06 – Change Cost Element/Activity Input Planning

Introduction

This user guide will provide instructions on how to forecast the budget.

Contents

Section 1 Budget forecasting tool

Section 2 Hints & Tips:

A: Advice on saving a Forecast.

B: Advice on Periods able to Forecast.

C: Advice on adding notes to Forecast.

D: Other transactions in which to view reports of Forecast.

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KP04 / KP06 Budget Forecasting Report V1 April 2014 Public Document
Section 1: Reporting on Postings

Access SAP in the usual manner to report on school finances.

1. Log onto SAP, using your personal SAP user ID and password.

2. In the transaction bar, enter the transaction code KP04 then hit Enter on
your keyboard.

(If you cannot see the transaction bar, left click on the found to the right
of the Menu.)

3. You are presented with the following screen below:

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SAP in Schools
KP04 / KP06 Budget Forecasting Report V1 April 2014 Public Document

Use the drop-down button to open the list to select the planner profile
DCCFCAST and click the tick to confirm:

Confirm the selection again by clicking the tick:

4. Again, in the transaction bar, enter the transaction code KP06 then hit Enter
on your keyboard:

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SAP in Schools
KP04 / KP06 Budget Forecasting Report V1 April 2014 Public Document

5. Select the appropriate forecast month (the prevailing month) by using the
layout buttons:

6. Once the correct forecast month has been selected, populate the fiscal
year, the cost centre and the cost element from and to values (use from
value 100000 and to value as 999999). Then select the overview screen
button:

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SAP in Schools
KP04 / KP06 Budget Forecasting Report V1 April 2014 Public Document

7. The overview screen is shown:

The current budget is shown:

Actual expenditure and income each month is pre-populated and cannot be

overtyped, but the forecast columns are available for you to type in your
monthly forecasts, just like a spreadsheet.

Note that forecast figures will automatically be copied over from the
previous month, so some figures may be populated, but can be overtyped.

8. Scroll across the screen to the right hand side using the scrollbar:

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SAP in Schools
KP04 / KP06 Budget Forecasting Report V1 April 2014 Public Document

You can now see the results per line for actual and forecast, difference from
budget and the forecast under\overspend. We will look at the electricity
budget in this example in more det

Above, we can see that the actual plus forecast figures add up to £45,130.
There is £48,000 in the budget, so the underspend at year-end will be
£2,870. Note the minus sign indicates an underspend.

9. To change the year-end forecast, simply select the correct month’s cell,
highlight the value and overtype the figure. In this example, we will amend
the March forecast to £22,000:

Select the cell:

Highlight any existing value:

Overtype with the correct figure and press enter:

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KP04 / KP06 Budget Forecasting Report V1 April 2014 Public Document

You can now see that all the figures have been updated and the year-end
forecast is now £870 underspend.

10. At any point, but before exiting the transaction, you must post your figures
to SAP – this saves your data:

Section 2: Hints & Tips:

A: Advice on Saving Forecast.

1. Remember to post (save) your data to avoid losing it.

B: Advice on Periods able to Forecast.

1. The budget forecast must be completed before period end closure; at which
point it will be locked.

2. The example used here is the August forecast, which is plan version F05
and must be completed before the end of August. September’s forecast is
F06 and must be completed before the end of September etc.

C: Advice on adding notes to Forecast.

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SAP in Schools
KP04 / KP06 Budget Forecasting Report V1 April 2014 Public Document
1. Additional text notes can be added per line (not by cell, even though you
must select a cell to add notes). To view existing text, use the same
method:
2. Select the appropriate cell and click the long text button:

A new screen appears to allow you to type in your notes\reminders:

3. Click save when complete and the back button.

4. You can now see that there is some text for this line from the tick in the “text
exists” box:

5. Text notes will automatically be copied forward into each month’s forecasts
and can be overwritten or added to.

D: Other transactions in which to view reports of Forecast.

1. The report of the results of this working paper can be seen in separate
transactions ZCO_Fxx (where xx is the number of the plan version – in this
example, ZCO_F05). See separate user guide.

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