Funds Management Bcs User Manual Submitted To

User Manual
Funds Management
FundS Management
BCS
User Manual
Submitted to
Lakshmi Precision Screws Ltd.
Version 1.0
By-
Proprietary & Confidential Page 1 of 48

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User Manual
Funds Management
DOCUMENT INFORMATION
Project Name Document Name Document Location

Funds Management
User Manual
DOCUMENT HISTORY
Version Document Date Author Reviewed Change

Name BY Control
1.0 User Manual 29.03.2013 Mohit
for Funds Verma
Management
BCS

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TABLE OF CONTENTS
1 MASTER DATA................................................................................................................ 5
1.1 Create Commitment Item ........................................................................ 5
1.2 Update Commitment Item in the GL master .................................................. 8
2 BUDGETING ...................................................................................................................10
2.1 Upload Initial Budget............................................................................ 10
2.2 Upload Supplementary Budget ............................................................... 14
2.3 Transfer the Budget ............................................................................. 17
2.4 Return/Withdraw Budget ....................................................................... 21
3 BCS – AVC- REPORTS ..................................................................................................24
3.1 Budget view by Process........................................................................ 24
3.2 Budget View by Documents ................................................................... 27
3.3 Overview of Budget Consumption ............................................................ 29
3.4 Overview of Annual Values .................................................................... 32
3.5 Other Reports .................................................................................... 34
4 CLOSING OPERATIONS MONTH END..........................................................................34
4.1 Open and Close Period ........................................................................ 34
5 CLOSING OPERATIONS YEAR END .............................................................................36
5.1 Assign Status to a Version for New Fiscal Year ............................................ 36
5.2 Specify Open Time Intervals for FM Posting ............................................... 38
5.3 Maintain Number Range for Budget Posting ............................................... 40
5.4 Carry Forward Open PR and PO with Budget .............................................. 42

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Symbols and their meanings

The standard toolbar contains buttons for performing common actions such as Save and
Enter.
Icon Quick info text Function
Confirms the data you have selected or
Enter entered on the screen. Same function as
the Enter key. Does not save your work.
Allows you to enter commands, such as
Command field
transaction codes.
Saves your work. Same function as Save
Save
in the Edit menu.
Returns you to the previous screen without
saving your data. If there are required
Back
fields on the screen, these fields must be
completed first.
Exits the current function without saving.
Exit Returns you to the initial screen or main
menu screen.
Exits the current task without saving. Same
Cancel
function as Cancel in the Edit menu.
Searches for data required in the current
Find
screen.
Creates a new SAP session. Same
Create session function as Create session in the System
menu.
Provides help on the field where the cursor
Help
is positioned.

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1 MASTER DATA
There are two master data elements in Funds Management, namely Commitment Item and Fund Center.
Fund center cannot be created by user (regular basis). It’s one time master data creation activity.
Therefore only commitment item would be created by the user.
1.1 Create Commitment Item

1. Access the activity using the following navigation options:
Menu path Accounting Public Sector ManagementFunds

Management Master DataAccount Assignment
ElementsCommitment Item FMCIA-Individual Processing
Transaction Code FMCIA
2. In the Edit Commitment Item Screen, user will have the following options,
Press this key to create new commitment item.
Press this key to make any changes in already created commitment item.
Press this key to display the commitment item.
Since we are creating new commitment item, we will use first option by selecting create button.
3. In the Edit Commitment Item Screen, Provide commitment item and select create button to
proceed.

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4. In the create Commitment Item screen, enter the following inputs,
Field name Description M/O/C User action Comment

and values
Enter the name of Other Length of the field is 20

Name the commitment M Expenses
item
Enter Long Other Length of the field is 50
Description description of the M Expenses
commitment item
Financial Trans. It is a Control M
30 If you want budget check on
parameter in the this commitment item then

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commitment item enter field value 30 and if you

master record. does not want budget check
on this commitment item then
you need to enter 50 as field
value.
The commitment item 3 If commitment item belongs to
category is used for expenditure then enter 3 and if
Commitment Item differentiating budget M commitment item belongs to
Category values in revenues revenue then enter 2 as field
and expenditures. value

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5. In the Financial transaction field, enter 30 as value if you want budget check for this commitment;
or enter 50 if the budget check is not required for the commitment item.
6. In the Commitment Item Category field, enter 3 if commitment belongs to expenditure; enter 2 if
the commitment belongs to revenue and 1 if commitment item belongs to cash.
7. After the required entries are made, click on the button to create the commitment item.
8. The system task is complete.
1.2 Update Commitment Item in the GL master
After the creation of the commitment item, the commitment item must be assigned to the respective GL.
1. Enter T code FS00 in the command field.
2. Press key to proceed.
3. In the Display G/L Account Centrally, enter the GL and company code in their respective field,
and then click on button, and then click on the tab.

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4. In the Commitment Item field, enter the commitment item value and then select button to
save the transaction.
5. The commitment item is now assigned to the GL.

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2 BUDGETING
This component includes all settings and functions in the budget control system that is necessary for
processing budget data. The functions include entering budget data, updating the budget.
2.1 Upload Initial Budget

Management BudgetingBudget Control System (BCS)
Entry Document FMBBC-Create
Transaction Code FMBBC/FMBB
2. In the Budgeting Workbench- Create Document screen, two types of data have to be entered
under Header and Line Item data.
3. In Header data, provide the following inputs-
and values
Characterizes the basic “Enter”
Process budgeting process used to post M
a budget entry document
The budget category is used to “Payment”
distinguish between the
different ledgers Payment
Budget Category Budget , Commitment Budget, M
and Financial Budget, in which
the budget data is stored.
The budget version enables you “0”

to manage two or more sets of
Version data in parallel for the same M
budget object.
The document type classifies the “BENT”(Initial
Document Type budget entry document. It is M Budget Entry)
flagged in the document header.
In the "Document date" field, the 29.03.2013 System automatically
system writes the issue date for derives the document
Document Date the original document. M
from the current
system date.
Period, 12 months as a rule, for 2012
which the company is to create
Fiscal Year its inventory and balance sheet. M
The fiscal year can be the same
as the calendar year, but does

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not have to be.

A budgeting period is a self- “012” If want to post budget
contained part of a fiscal year. for all posting period
Period Every budgeting transaction is M then select “0 All”
allocated to one or more
budgeting periods.
When setting up your budgeting “BI”
procedures, you can define
several budget types for your
organization. The combination
Budget Type M
of budget type and budgeting
process represents a customer-
specific definition of budget
values.
4. In line item data, provide following inputs,

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and values
Funds center is a 11011110

Alphanumeric code for the
funds center, which you are
Fund Center creating, changing, or M
displaying, or to which you
are assigning budget.
Commitment items reflect the 460030

functional structure of an
organization in Funds
Commitment Item Management. You can enter M
budget for commitment items
and can post to them.
Budget amount in transaction 1000

Amount currency M

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5. After providing all required inputs, press button to upload the initial budget.
7. Below is the budget available report-

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2.2 Upload Supplementary Budget


Management BudgetingBudget Control System (BCS)
Entry Document FMBBC-Create
Transaction Code FMBBC
Field name Description M/O/C User action and Comment
values
Characterizes the basic “Supplement”

budgeting process used to
Process M
post a budget entry
document
The budget category is used M “Payment”
to distinguish between the
Budget , Commitment
Budget Category
Budget, and Financial
Budget, in which the budget
data is stored.

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The budget version enables M “0”

you to manage two or more
Version
sets of data in parallel for the
same budget object.
The document type classifies M “BSPL”
the budget entry document. It
Document Type
is flagged in the document
header.
In the "Document date" field, M 29.03.2013
Document Date the system writes the issue
date for the original document.
Period, 12 months as a rule, M 2012
for which the company is to
create its inventory and
Fiscal Year balance sheet. The fiscal year
can be the same as the
calendar year, but does not
have to be.
A budgeting period is a self- M “0”
contained part of a fiscal year.
Period Every budgeting transaction is
budgeting periods.
When setting up your M “SL”
budgeting procedures, you
can define several budget
types for your organization.
Budget Type The combination of budget
type and budgeting process
represents a customer-
values.
4. Similarly, in line item data, enter following inputs,

and values

Alphanumeric code
for the funds center,
which you are
Fund Center creating, changing, M
or displaying, or to
which you are
assigning budget.
Commitment items 460030

Commitment Item reflect the functional M
structure of an

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organization in
Funds Management.
You can enter
budget for
commitment items
and can post to
them.
Budget amount in 500

Amount transaction currency M
5. After providing all required inputs, press button to upload the supplementary budget.
6. Supplementary budget has been uploaded.

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9. Below is the budget availability report
2.3 Transfer the Budget


Management Budgeting/Budget Control System (BCS) Entry
Document FMBBC-Create
values
Characterizes the basic “Transfer”

Process M
post a budget entry
document
Budget Category
Budget , Commitment

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data is stored.

Version
same budget object.
The document type classifies M “BTRF”
Document Type
header.
Sender Fiscal Year balance sheet. The fiscal year
have to be.
Sender Period Every budgeting transaction is
budgeting periods.
When setting up your M “TR”
Sender Budget
The combination of budget
Type
values.
Receiver Fiscal M 2012
Year
M “012”
Receiver Period
Receiver Budget M “TR”
Type
4. Similarly, in line item data, enter following inputs-
and values

Alphanumeric code
Sender Fund Center for the funds center, M
which you are
creating, changing,

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which you are
assigning budget.

reflect the functional
structure of an
organization in
Funds Management.
Sender Commitment
You can enter M
Item
budget for
commitment items
and can post to
them.

Receiver Fund 11011110

M
Center
Receiver 460031
M
Commitment Item
Amount M 500
I. In the line item fields give the sign of – for the sender fund center and provide commitment item
and amount.
II. In the line items field give the sign + for the receiver fund center, provide commitment item and
amount.
III. After providing all required inputs, press button to save the transaction.

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5. The budget has been transferred to the one combination of fund center and commitment item
to another combination of fund center & commitment item.
7. Below is the budget availability report.

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2.4 Return/Withdraw Budget

Menu path Accounting Public Sector ManagementFunds Management

BudgetingBudget Control System (BCS) Entry Document
FMBBC-Create
2. In the Budgeting Workbench- Create Document screen, two types of data have to be
entered under Header and Line Item data.
values
Characterizes the basic “Return”
Process M
post a budget entry
document
Budget , Commitment
Budget Category
data is stored.

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Version
same budget object.
The document type classifies M “BRET”
Document Type
header.
Fiscal Year balance sheet. The fiscal year
have to be.
Period Every budgeting transaction is
budgeting periods.
When setting up your M “RT”
Budget Type The combination of budget
values.
4. In line item data, enter following inputs-

and values

Alphanumeric code
for the funds center,
which you are
Fund Center creating, changing, M
which you are
assigning budget.

Commitment Item reflect the functional M
structure of an

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organization in
Funds Management.
You can enter
budget for
commitment items
and can post to
them.


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5. After providing all required inputs press button to save the transaction.
6. The budget has been withdraw/return.
8. Below is the budget availability report-
3 BCS – AVC- REPORTS
Using the AVC component, the availability of funds can be monitored in the Budget Control System of
Funds Management.
Availability control and BCS budgeting are flexible tools that can be used to check consumable budget
(budget or releases) against consumed amounts (commitment or actual postings) within a budget
process.
3.1 Budget view by Process


Management Information SystemTotals RecordsBudget
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Control System (BCS) Budget FMB_B02 Budget view by

process
Transaction Code FMB_B02
2. In the Budget view by process screen, enter the following inputs,
Field name Description M/O/C User Comment

action and
values
An FM area is an 1100
organizational unit
which plans, controls
FM Area M
and monitors funds
and commitment
budgets.
Commitment Item O
Not
Variant
Required
Version M 0
Budget Category M 9F
Value Type M B1
Budget Type O
Fiscal Year M 2012

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3. After the required fields are entered click on the execute button to view the report of
the Budget view by process.

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3.2 Budget View by Documents

This t code helps to execute a report of budget entry by document number wise.

Management Information SystemLine ItemsBudget (BCS)

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 FMEDDW Display Budget Entry Documents

Transaction Code FMEDDW
2. In the Entry Document screen, enter the required fields,

and values
FM Area M 1100
3. After the required fields are entered click on the execute button to view the report as shown
below,

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3.3 Overview of Budget Consumption

This Tcode will enable users to view the status of the consumption and availability of the budget.

Management Information System Total Records Budget
Control System (BCS)  Budget  FMRP_RW_BUDCON-
Overview of Budget Consumption
Transaction Code FMRP_RW_BUDCON
2. In the Budget Usage: Selection Screen, enter the required fields,

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and values
Financial 1100
M
Management Area
Version M 0
Fiscal Year M 2012
3. After the required fields are entered click on the execute button to view the report as
shown below,

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3.4 Overview of Annual Values

Management Information System Total Records Budget
Control System (BCS)  Availability Control  FMAVCR01-
Overview of Annual Values
Transaction Code FMAVCR01
2. In the Display Annual Values of Control Objects Screen, enter the required fields,

and values
FM Area M 1100
Fiscal Year M 2012

Control Ledger M 9H
11011110 You can enter multiple fund
Fund Center O
center
460030 You can enter multiple fund
Commitment Item O
center
3. Users can use either one combination of fund center and commitment item or more than one
as per the requirement.

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4. After the required fields are entered click on the execute button to view the report as
shown below,

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3.5 Other Reports

The users may also use the following tcode to view other reports.
T code-FMRP_RFFMTO10X - List
T code-FMRP_RFFMEP1AX - All Postings
4 CLOSING OPERATIONS MONTH END
4.1 Open and Close Period
In LPS budgeting period will be opened on monthly basis. So that we can upload the budget for the
required period, rest all other period will be closed and only current period will be opened.

Management Additional Functions Closing Operations 
Open and Close Periods/Fiscal Years Budget(BCS) 
FMOPER - Individual Processing

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Transaction Code FMOPER
2. When you use this t code system will ask you about FM area, enter the required value-
3. Press Enter after giving FM area, The next screen would be like mention below-
4. Enter the value in “From Period” and “To Period” field. From this field you can control the
budgeting period. If you want to open only one period at a time, enter the same period in both
the field.

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5 CLOSING OPERATIONS YEAR END
This component enables to prepare and execute all activities for year-end closing: the transfer of open
commitments (commitment carry forward) to the next fiscal year and return of the residual budget of the
current year.
5.1 Assign Status to a Version for New Fiscal Year
Every year we need to assign a predetermined status to a version for the new fiscal year

Management Budgeting  Budget Control System (BCS) 
Version  Assign Status to a Version
Transaction Code FMBOSTAT

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4. Click on the New Entries button-

5. And maintan the value

values
Fiscal Year M 2014
Version M 0
Status M STAT01
Budget Address Check O Leave the field Blank Leave the field Blank
6. Press Enter button and then save .

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5.2 Specify Open Time Intervals for FM Posting
Every year we need to open FM posting period for new fiscal year. A transport request number would be
generated and you will have to move it into the PRD system.

Management Additional Functions  Closing Operations 
Open and Close Periods/Fiscal Years  Posting  Individual
Processing
Transaction Code FMIR

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4. Click on the New Entries button-

5. And maintain the value as mention below-

values
Budget Category M Payment Budget
Year M 2014 Enter New Fiscal Year

Value Type M * Enter (*) Shift+8
All Account
Account Assignment Element M
Assignments
Value M * Enter (*) Shift+8
Leave Blank Leave Blank Field
Authorization group O
value not required
From M 01 Enter 12 as a value
To M 12 Enter 12 as a value
Press Enter button, system will give you one information message then again press enter.
And save .

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5.3 Maintain Number Range for Budget Posting
Every year we need to create number range to post budget document in new fiscal year.
Menu path Spro  Public Sector Management  Funds Management

Government  Budget Control System (BCS)  Budgeting 
Budget Entry  Budget Entry Document  Maintain Number
Range Interval for Entry Documents
Transaction Code FMEDNR
1. Enter FM Area- And Press on Intervals
2. The next screen would be like mention below-

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3. Click on the button-

4. And maintain the value as mention below-

values
01 Do not change the
number range value
Range Number M
and you need to enter
only 01
Year M 2014 Enter New Fiscal Year
1000000000 You need to enter the
From M same number as
maintained last year
1999999999 You need to enter the
To M same number as
maintained last year

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Press Enter button and save . In the same way maintain the number range 02,03,04 also.
5.4 Carry Forward Open PR and PO with Budget


Management Additional FunctionsClosing Operations
Commitments/Actuals Commitment Carry forward FMJ2-
Carry Forward Documents
Transaction Code FMJ2
2. In the Year- End Closing : Carry forward of Open Items, enter the required fields,

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values
FM Area M 1100
Sender Fiscal Year M 2012

The value type is a 50 Purchase
technical classification Requisitions
characteristic for individual
business transactions. The
system recognizes the
transaction when postings
are made in the feeder
Value Type M
components of Funds
Management is posted.
Then it updates the
business transaction in
Funds Management using
the corresponding value
type.
Company Code M 1100
Document Number M 10007801

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In value type field, if you will press F4 key then you will get the possible values. Now if you are carry
forwarding PR then select 50 as value type and if you are carry forwarding PO then select 51 as value
type.

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3. First execute in test run .

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4. In the above screen you can see the Status field that should be either yellow or green. Now
you can execute the t code without test run.
5. Now you can see that PR has been vary forward-

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6. Now run the budget reconstruction t code- FMAVCREINIT-
7. Execute the t code without test run-

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Proprietary & Confidential Page 1 of 48

Project Name Document Name Document Location

Version Document Date Author Reviewed Change

Proprietary & Confidential Page 2 of 48

Proprietary & Confidential Page 3 of 48

Symbols and their meanings

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1.1 Create Commitment Item

Menu path Accounting Public Sector ManagementFunds

Press this key to create new commitment item.

Press this key to display the commitment item.

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4. In the create Commitment Item screen, enter the following inputs,

Field name Description M/O/C User action Comment

Enter the name of Other Length of the field is 20

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commitment item enter field value 30 and if you

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8. The system task is complete.

1.2 Update Commitment Item in the GL master

1. Enter T code FS00 in the command field.

2. Press key to proceed.

and then click on button, and then click on the tab.

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5. The commitment item is now assigned to the GL.

6. The system task is complete.

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2.1 Upload Initial Budget

1. Access the activity using the following navigation options:

Menu path Accounting Public Sector ManagementFunds

The budget version enables you “0”

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not have to be.

4. In line item data, provide following inputs,

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Field name Description M/O/C User action Comment

Funds center is a 11011110

Commitment items reflect the 460030

Budget amount in transaction 1000

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6. The system task is complete.

7. Below is the budget available report-

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2.2 Upload Supplementary Budget

Menu path Accounting Public Sector ManagementFunds

Characterizes the basic “Supplement”

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The budget version enables M “0”

4. Similarly, in line item data, enter following inputs,

Funds center is a 11011110

Commitment items 460030

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Budget amount in 500

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8. The system task is complete.

2.3 Transfer the Budget

Menu path Accounting Public Sector ManagementFunds

Characterizes the basic “Transfer”

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The budget version enables M “0”

Funds center is a 11011110