Professional Documents
Culture Documents
Management
Once activated it will have impact across modules and will expect various FM related
parameters in all postings depending upon the configurations in the following steps. So
activate FM when considerable configuration is complete and test it in a
development/sandbox system.
A number of detailed configuration steps are listed in following page. These are
possible customization settings that SAP provides for.But the actual configuration
required will differ as per requirements of different customers. So only the relevant
configuration should be done.
Commitment Item
Fund
Fund centre
Funded Program
Grant
Functional Area
Budget Period
Funds management supports use ofworkflows while creation of budget and while posting
earmarked fund documents.
Configuration and Design Document Funds Page 2 of 148
Management
1.1 Configuration Element 01: Basic settings for Public Sector management
Implementation
Steps
The Customer as a public sector organization, which operates based on a Fund Accounting principle. The
organization is required to ensure the funds entrusted to it by the General Assembly and Voluntary
Contributors are used for the purpose and nature for which the respective fund appropriations or donations
were authorized. To meet this objective the SAP Funds Management module will be utilized. Funds
Management Government refers to the Customizing settings in other components which are necessary for
integrated use with Funds Management.
Configuration and Design Document Funds Page 11 of 148
Management
The Customer will activate/deactivate specific functions in the system for the
Rationale for
component Management (PSM-FM).
configuration
and
configuration Activate Funds Management component forCustomer project to enable the
change functionalities.
M - Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Basic settings >
Menu Path
Activate Global Funds Management Functions (PSM-FM)
SPRO
Transaction
1. Set the indicator to use the functions in this system.
Implementation
2. Checkmark Funds Management (PSM-FM)
Steps
3. Make sure you save your entries before you exit the transaction
In this IMG activity, we will activate the Budget Control System (BCS) as an operative
Rationale for
budgeting tool of the component Funds Management Government. In this
configuration
step,Solutionwill define a from-fiscal year for an FM area for this purpose. The
and
Customer will make a final determination as to the first fiscal year applicable for the
configuration
Solution implementation during the build phase.
change
M - Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Basic settings >
Menu Path
Activate global functions for budgeting
SPRO
Transaction
Implementation
1. Enter the FM area
3. Make sure you save your entries before you exit the transaction
In this IMG activity, Solution will activate the Multi-Year Budget Execution. IF The
Rationale for Customer operates with two distinct financial periods consisting of a biennium (01
configuration January even year through 31 December of the following odd year) and for Other
and operations (01 July through 30 June of the subsequent year). To support this
configuration requirement as noted by the Solution Steering Committee in the Key Design Decision
change on the use of a single SAP Company Code it is required therefore use this
functionality in conjunction with the SAP FM dimension Budget Period .
M - Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Basic settings >
Menu Path Activate Multi-Year Budget Execution
SPRO
Transaction
1. Checkmark: “FM Activate Multi-Year Budget Execution” (NOTE: you must
complete configuration step 19 Actual and Commitment Update/Integration in
order to activate Multi-Year Budget)
2. Make sure you save your entries before you exit the transaction
Implementation
Steps
For each FM area, the parameters can be maintained differently as per the
Rationale for
requirement. FM area text, Budget profile, Fiscal year variant, number range, ranking
configuration
order (Here you enter the sequence of the objects funds center, commitment item, and
and
fund which are to be valid for an FM area when you select generic entries referring to
configuration
these objects. If you do not enter a value, the system uses sequence "1" (Funds
change
Center, Commitment Item, Fund).
The Customer considers each fund as a separate legal entity, managed through
respective organizationalunits (Funds Centers), and responsible for multiple nature of
expenses (Commitment Items). Based on this the ranking order for the Solution
implementation will be Fund, Funds Center, and Commitment Item.
IMG >Public Sector Management>Funds Management Government> Basic settings>
Menu Path
Define Global Parameters
SPRO
Transaction
Configuration and Design Document Funds Page 14 of 148
Management
8. Make sure you save your entries before you exit the transaction
Rationale for
configuration
and Assign the fiscal year variant defined above to the Project FM Area 1000 created
configuration above.
change
M - Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Basic settings>
Menu Path
Fiscal Year Variant > Assign Fiscal year variant to FM area
SPRO
Transaction
Implementation 1. Select Display/Change icon (eyeglasses/pencil)
Steps 2. Select row with FM Area 1000
3. Assign Fiscal year variant K4
4. Make sure you save your entries before you exit the transaction
Configuration and Design Document Funds Page 16 of 148
Management
3. Make sure you save your entries before you exit the transaction
Configuration and Design Document Funds Page 17 of 148
Management
5. Make sure you save your entries before you exit the transaction
Configuration and Design Document Funds Page 19 of 148
Management
Configuration and Design Document Funds Page 20 of 148
Management
1.4 Configuration Element 04: Commitment Item, Fund Center, Fund, and Field Status for FM
Master Data Elements
In this step, you create variants for maintaining commitment item hierarchies.
Rationale for Commitment Items hierarchies will be used in availability control (AVC) to control
configuration and budget differently for different commitment item hierarchies by fund type.
configuration
change
M - Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Master
Menu Path
data > Account Assignment elements >Commitment Item>Create Variant in FM
Area/Fiscal Year
SPRO
Transaction
1. Select Create Variant in FM Area/Fiscal Year node
Implementation
2. Enter or Select FM Area 1000
Steps
Make sure you save your entries before you exit the transaction
change
A Fund Type will be used to group funds with similar characteristics
such as those received from assessed contributions versus those
received from voluntary contributions.
FM Fund
Area Type Fund Type Text Budget Scope
1000 10 Fund Type Aid Overall
Budget
1000 20 OtherFunds Overall
Budget
1000 30 Contribution for Education Overall
Budget
1000 40 Overall
Budget
1000 50 Overall
Budget
Make sure you save your entries before you exit the
transaction
Configuration and Design Document Funds Page 23 of 148
Management
M - Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Master
Menu Path
data > Account Assignment elements >Edit Field Selection > Edit Field Selection
Strings
SPRO
Transaction
1. Select Edit Field Selection String for Commitment Items and enter field
Implementation
selection screen entry “1000” with selection string per screenshot:
Steps
Configuration and Design Document Funds Page 25 of 148
Management
2. Select Edit Field Selection String for Funds Centers and enter field
selection screen entry “1000” with selection string per screenshot:
3. Select Edit Field Selection String for Funds and enter field selection
screen entry “1000” with selection string per screenshot:
Configuration and Design Document Funds Page 26 of 148
Management
4. Select Edit Field Selection String for Budget Period and use existing
FMBY with selection string per screenshot:
5. Select Edit Field Selection String for Funded Programs and enter field
selection screen entry “1000” with selection string per screenshot:
Configuration and Design Document Funds Page 27 of 148
Management
6. Select Maintain Field Selection String for Functional Area and use existing
FMFA with selection string per screenshot:
7. Select Assign Field Selection Screen and enter new entries “1000” for
each column
The Funded Program dimension usually is used to control and report on cost objects of definitive time-
frame (CO Internal Orders or Project System Project activities) within SAP Funds Management. Please
note that;
Funded program is relevant for search functionality and in selection criteria for reporting and
processing.
Configuration and Design Document Funds Page 28 of 148
Management
The funded program type is used to categorize funded programs by common characteristics
such as common business processes.
When we are using the Funded Program in integrated postings, it is not possible to enter the funded
program directly. It must be derived, using rules specified in the FM derivation tool. After activation of
funded program, it will be displayed in Sales and Distribution (SD) orders, Plant Maintenance (PM) orders,
and in networks or network activities. It is not displayed in purchase requisitions, purchase orders, goods
receipts, or any other documents.
Rationale for
configuration and The Customer intends to use Funded Programs in support of Controlling and
configuration Project Systems activities including, inter-alia, Assets under Construction, other
change Other or IT Projects, and Trust Fund related substantive activities funded by
Voluntary Contributions. The Funded Program dimension maybe used to control
the overall funding of a Project in SAP Project Systems.
M - Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Master data
Menu Path
> Account Assignment elements > Funded program > Create and maintain funded
program types
SPRO
Transaction
1. Select New Entries icon
Implementation
2. Enter Funded program type-4 digit alpha numeric as shown below:
Steps
3. Enter text-description (the “FPType Text”) as show below
4. Repeat for each line
5. Make sure you save your entries before you exit the transaction
1.6 Configuration Element 06: Allocation to account assignments from other components
Define account assignment derivation
Assign a company code to each strategy and each company code can only be assigned to one strategy.
Configuration and Design Document Funds Page 30 of 148
Management
If we do not specify a strategy on the selection screen, the standard SAP strategy is proposed by the
system.
For each business transaction relevant to Funds Management, account assignment derivation determines
values for the FM account assignment elements from other account assignment objects in the related SAP
modules. This includes for example FI (Financial Accounting) General Ledger Accounts to FM (Funds
Management) Commitment Items.
Define account assignment derivation/derivation strategy consists of a sequence of derivation steps. Each
derivation step consists of target fields and source fields as per the requirement.
FM Derive
Note: Derivation Rule Values are NOT absolute (only illustration/ examples)
This is a very powerful functionality and can be used with a number of permutations and combinations of Source
fields / Target Fields and sets of conditions.
The examples given below are only for demonstrating the wide variety of ways this functionality can be used.
Step XX:
Configuration and Design Document Funds Page 32 of 148
Management
Configuration and Design Document Funds Page 33 of 148
Management
Configuration and Design Document Funds Page 34 of 148
Management
Step XX:
Step XX:
Configuration and Design Document Funds Page 35 of 148
Management
Step XX:
Configuration and Design Document Funds Page 36 of 148
Management
Step XX:
Step XX:
Configuration and Design Document Funds Page 37 of 148
Management
Configuration and Design Document Funds Page 38 of 148
Management
The CustomerSolution implementation will activate BAdis to provide access to data elements in other
modules not delivered through standard configuration and to reduce user inputs / data errors to data
elements in other modules that can be auto created.
ii. BAdI for Automatic Generation of FM Master Data: WBS Element for Funded Program
To ensure the proper relationship between the Project System and Funds
Rationale for
Management modules of the SAP Solution implementation this BAdi is being
configuration
implemented to auto create a Funded Program upon the creation of a Project System
and
Work-Breakdown Structure Element (WBSE).
configuration
change
It has been determined that this BADi has been replaced by SAP with T-Code
FMDDAUTO, therefore the BADi will not need to be activated.
M - Module Specific
Type
IMG >Public Sector Management>Funds Management Government>
Menu Path
Master data> Allocations to Account Assignments from Other
Components>Business Add-Ins (BAdIs)>BAdI for Automatic Generation
of FM Master Data: WBS Element for Funded Program
SPRO
Transaction
1. Technical Team will activate the BAdI.
Implementation
Steps
With the account assignment derivation, the values of the new FM account assignment are determined
automatically from previous account assignments. Several target account assignments can be determined
for some closing operations that allow amounts to be split over several target account assignments and
partial amounts to be included.
The account assignment derivation consists of a sequence of derivation steps - the reassignment
derivation strategy – through the values from FM account assignments are derived from other account
assignments. Each derivation step describes how a number of target fields can be filled by a number of
source fields. Assign strategy for reassignment to FM Area for closing operations.
Rationale for The Solution implementation given its reliance on the Budget Period to ensure proper
configuration control of resources apppropriated or donated to a particular fund for a specific
and Customer“financial period” will need to ensure that during reassignment the spender
configuration and receiver Commitment Item retain the original budget period.
change
M - Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Master data >
Menu Path
Derivation strategy for Reassignment > Define derivation strategy for reassignment
SPRO
Transaction
1. Enter Derivation strategy Z001
Implementation
2. Enter the description of the derivation strategy per screenshot below:
Steps
8. Enter the step description,source fields and target fields per screen shot below:
Configuration and Design Document Funds Page 41 of 148
Management
Rationale for
configuration
and This is a continuation of the configuration per above .
configuration
change
M - Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Master data >
Menu Path Derivation strategy for Reassignment > Assign Strategy for Reassignment to FM Area
SPRO
Transaction
1. Complete the fields per screen shot below:|
Implementation
Steps
1.9 Configuration Element 09: Use of master data for Status Management
A status profile is created by the user in general status management. In a status profile the user can define
the sequence in which user statuses can be activated, define initial statuses and allow or prohibit certain
business transactions.
Configuration and Design Document Funds Page 43 of 148
Management
This configuration will allow activating relevant FM master data for SAP Budget Control System
(BCS). As BCS is the standard delivered tool for Public Sector budgeting, FM account assignment
elements needs to be specifically activated before being used in BCS transactions.
The characteristics of Budget category differentiates between Commitment budget and Payment budget.
In this IMG activity, you determine the budget categories you want to use for an FM
Rationale for
area in your organization. The following are budget categories: Commitment budget,
configuration
Payment budget and Financial budget.
and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Budget
Menu Path
Control System (BCS) > Budgeting> Basic Settings > Definition of Budget
Data>Define Budget Categories
SPRO
Transaction
1. Enter FM Area 1000
Implementation
2. Select Payment Budget
Steps
3. Leave the Time Horizon field blank
4. Leave Start Next Year unchecked
Rationale for In this IMG activity, you stipulate the versions you want to use for budgeting in your
configuration FM area. When managing different budget data, you can work with several operational
and versions at the same time when using the budget control system in Funds
configuration Management.
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget Control
Menu Path
System (BCS) > Budgeting > Basic Settings > Definition of Budget Data >Edit
Versions
SPRO
Transaction
1. Enter the information per the screen shot below:
Implementation
Steps
Budget Types are customer-defined budget specification in the Budget Control System (BCS). The
combination of budget type and budgeting process represents a customer-specific definition of budget
values.
4.13.3
i. Define budget types
Configuration and Design Document Funds Page 48 of 148
Management
The budget types to differentiate between types of budget postings for documents
ationale for
and reporting. Will be defined as per customer requirement.
configuration
and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Budget Control
Menu Path
System (BCS) > Budgeting > Basic Settings > Definition of Budget Data>Budget
Types > Define Budget Types
SPRO
Transaction
1. Enter FM Area 1000 and click
Implementation
Steps 2. Select new entries icon
3. Please complete the table per ,matrix below and Assign Processes
Budget
Type Long Description Processes
APRO Appropriation Received Enter, Return, Send, Supplement
APRI Appropriation Ready for Issue Enter, Return, Send, Supplement
ALLT Allotment Receive, Send
SALT Sub Allotment Receive, Send
MSBL Member State Balance Return
AALT Advance Allotment Enter, Return
CATH Commitment Authority Enter, Return, Send
CARI Commitment Authority Ready for Issue
CAWA Commitment Authority with Appropriation Enter, Return, Send
CARI Commitment Authority Ready for Issue Enter, Return, Send
AREV Allocation Revenue Received Enter, Return, Send
ARRI Appropriation Ready for Issue Enter, Return, Send
GMEN Other Revenue Received Enter, Return, Send
GMSP Supplement Supplement
GMTR Transfer Receive, Send
GMRT Return Return
Configuration and Design Document Funds Page 49 of 148
Management
In this IMG activity, you define the document types you want to use for budget postings
Rationale for
in Funds Management. . By using different document types, you can classify budget
configuration
entry documents according to your user-specific criteria, by assigning meaningful names
and
to the individual document types used within your organization. To facilitate integration
configuration
with Grants Management the design includes detailed GM document types that roll up to
change
GM01 to be in sync with Grants Management.
M – Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Budget
Menu Path
Control System (BCS) > Budgeting > Budget Entry > Document Definition > Define
Document Types
SPRO
Transaction
1. Enter Document Type, Text Type, and Number Ranges and select the remaining
Implementation
fields per the embredded file below:
Steps
This step defines the number range interval for budget entry documents of an FM area
Rationale for
for each fiscal year for the industry-specific component Funds Management.
configuration
Additionally, we have included the detailed GM number range intervals as well to be in
and
the “4” series.
configuration
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget Control
Menu Path
System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Document
Definition > Maintain Number Range Intervals for Entry Documents
FMEDNR
Transaction
Implementation
1. Enter FM Area 1000
5. Insert the following to create number ranges: Number, Year, From number (10
digit number), To number (10 digit number), Number Range Status (10 digit
number) per embedded file in previous step;
In this IMG activity, you define the number range interval of budget change documents in
Rationale for
an FM area for each fiscal year in the component Funds Management.
configuration
and
configuration Change documents are always generated, when changes are made to the totals records
change for existing budget values. Change documents provide a complete history of the
changes made to budget values.
The Customer Office of Programm Planning, Budgeting and Accounts (OPPBA) agreed
to one continuous number range.
M – Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Budget Control
Menu Path
System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Document
Definition > Maintain Number Range Intervals for Budget Change Documents
SPRO
Transaction
In this IMG activity, you define the number range interval to assign document family
Rationale for
numbers. Several budget entry documents are grouped togetherder one document
configuration and
family which is created at the same time in a mass activity. This will be used in the
configuration
Customer implementation to support mass upload of allotments at the beginning of
change
a budget period.
The document family number references all the budget entry documents generated
at the same time in a mass rCustomerand makes drilldown reporting and further
processing easier (such as a mass reversal with the program Reverse documents).
In this way, an entry document also gets a document family number as well as the
individual budget entry-document number. The respective document family is
displayed in the budgeting workbench in the header data of a budget entry
document. For entry documents without a family document, the Document Family
field in the budgeting workbench is hidden.
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget
Menu Path
Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents >
Document Definition > Define Number Range Interval for Document Family
SPRO
Transaction
1. Enter FM Area 1000
Implementation
2. Select one of the following: Intervals (eyeglasses icon-Display)
Steps
, Status (pencil icon-Change)
In the budgeting workbench, you can define whether a specific input field appears
Rationale for
in the header area of the budgeting workbench.
configuration and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget
Menu Path
Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents
> Document Definition > Define Layout for Budgeting Workbench
SPRO
Transaction
1. You will see the following screen with standard SAP budget workbench
Implementation
layouts:
Steps
4. Enter the following Layout Variant “Z0001” and Description “Customer All
Account Assignment Elements in Line Item.”
5. Select from the drop-down menu the fields and enter the respective
column position number as shown in the screenshot below:
Configuration and Design Document Funds Page 58 of 148
Management
In this IMG activity, you can create and delete field status variants for Budget Control
Rationale for System (BCS). A field status variant enables you to control whether the fields your users
configuration and see when they create budget entry documents are hidden, displayed, optional, or
configuration mandatory.
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget
Menu Path
Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents >
Field Control for Budget Entry Documents > Field Status
SPRO
Transaction
1. Select “Define Field Status Variant” node
Implementation
2. Define Field Status Variant“ZZ01”
Steps
Doc Types by
Process for Field Status Group.xlsx
In this IMG activity, you define a profile of changeable fields for your pre-posted and
Rationale for posted budget documents.
configuration and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget
Menu Path
Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents >
Field Control for Budget Entry Documents > Changeable Fields in Budget Docs
SPRO
Transaction
12. Select “Define Profile of Changeable Fields in Budget Docs” node
Implementation
13. Define Profile “1000” for Changeable Fields per screenshot below
Steps
14. Select Edit Profile for Preposted documents and define changeable fields
per screenshot below
4. Select Edit Profile for Posted documents and define changeable fields per
screenshot below
Configuration and Design Document Funds Page 63 of 148
Management
17. Select “Activate Change Log for Preposted Budget Documents” node
18. Activate change history per screenshot below
Configuration and Design Document Funds Page 64 of 148
Management
In the budgeting workbench, you can create additional budget lines to post
Rationale for
automatically via the derivation strategies in this configuration node.
configuration and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget
Menu Path
Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents >
Additional Budget Line Items > Define Derivation Strategy for Additional Budget
Line Items
SPRO
Transaction
Implementation Create derivation strategy per below screenshots
Steps
Configuration and Design Document Funds Page 66 of 148
Management
Configuration and Design Document Funds Page 67 of 148
Management
Configuration and Design Document Funds Page 68 of 148
Management
Configuration and Design Document Funds Page 69 of 148
Management
1.
In the Solution environment, the Customer seeks to restrict access to post budgetary documents
to open periods within the FM Area fiscal year (January – December). To achieve this control the
system requires the activation of period control for budgeting. The Customer intends todertake
Budget Formulation outside of the SAP Funds Management (FM) module, therefore only one
status definition “all” is required. Additionally, based on the system configuration of Multi-Year
Budget Execution (MYBE) and Budget Period and the Customer definition of a Fund Balance at
the end of a period, it is required to establish a Key Figure to calculate the Fund Balance.
Configuration and Design Document Funds Page 72 of 148
Management
The Customer will apply budget period control to all phases: budget entry, budget
Rationale for
consumption, changes to the approved budget, including transfers, reductions /
configuration
supplements, and to budget blocks, of the budgetary process that are in scope.
and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management > Funds Management Government > Budget Control
Menu Path
System (BCS) > Budgeting > Control Budgeting Flow > Edit Status
SPRO
Transaction
Implementation 1. Select New Entries icon
Steps 2. Select FM area 1000 from drop down menu
3. Enter Status “all”
4. Enter description (S) 6 character length short description
5. Enter description (L) 35 character length long description
6. The result is shown in the screen shot below, please note FM Area 0001 is a
standard SAP delivered FM Area and is not applicable to the Solution
implementation.
9. Add New Entries by Budget Type & Process per embedded spreadsheet. Note:
Budget Category = Payment and Authorization Group = blank for all values
Configuration and Design Document Funds Page 74 of 148
Management
By defining a distribution key, you can distribute plan totals over individual plan
Rationale for
periods. The Project implementation will require the ability to post an Allotment
configuration
Advice (Spending Authority) to the specific month the document is approved without
and
distribution.
configuration
change
M – Module Specific
Type
IMG > Public Sector Management > Funds Management Government > Budget
Menu Path
Control System (BCS) > Budgeting> Control Budgeting Flow > Define Distribution
Key
GP30
Transaction
1. Expand the user-defined folder.
Implementation
Steps 2. Click the folder Independent and Using the right mouse button, choose
Create.
4. Click checkmark
6. Click save and complete the pop-up window shown below according to
Project Transport Request standards:
Configuration and Design Document Funds Page 80 of 148
Management
7. Repeat the above to create distribution keys for periods 2 – 12. Please note
the format of distribution factors per the screenshot below for period Z010.
Each of the subsequent distribution keys will be added to the same
Transport Request.
Configuration and Design Document Funds Page 81 of 148
Management
All posting procedures relevant for availability control are divided into activity
Rationale for
groups. You can enter various availability control tolerance limits for each activity
configuration
group.
and
configuration
change In addition to the activity groups delivered by SAP, you can create your own
activity groups and define the combination of the posting procedures contained in
them.
In this IMG activity, you can subdivide postings according to their posting
procedures.
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget
Menu Path
Control System (BCS) > Availability Control> Activity Groups>Edit Derivation
Strategy for Activity Groups
FMAVCDERIVACTG
Transaction
Implementation 1. Select the Change/Display icon (eyeglasses & pencil) These are
standard delivered by SAP
Steps
In this IMG activity, you define the tolerance profile for the active availability
Rationale for
control in the budgeting of Funds Management (FM).
configuration
and
configuration For each tolerance profile, you define whether you only want to work with
change percentage usage rates or also with maximum permissible absolute differences. If
you allow absolute variances as tolerance limits, you must assign a currency to
the tolerance profile - this currency must match your FM area currency.
In a tolerance profile you group together the tolerance limits for the different
activity groups. You can define one or more tolerance limits for each activity
group by specifying different usage rates or also absolute variances. You also
define the check sequence of the different tolerance limits. Assign a message
type to each of these defined check events. As message type, an error message,
a warning, or information can be issued.
M – Module Specific
Type
IMG >Public Sector Management>Funds Management
Menu Path
Government> Budget Control System (BCS) > Availability
Control>Edit Tolerance Profiles
SPRO
Transaction
Implementation 1. Select icon, this allows the user to create new tolerance
Steps profiles per below screenshot:
2. Select “Maintain Tolerance Limits” and configure each profile per screenshots
below:
1. Tolerance ProfileCustomer (Maintain Tolerance Limits):
Configuration and Design Document Funds Page 86 of 148
Management
In this step you define the blocking reasons for the earmarked funds and value
Rationale for
adjustment documents. With these blocking reasons you can block a document or
configuration
document item for manual processing.
and
configuration
change
M - Module Specific
Type
IMG>Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings >Earmarked Funds and Funds Transfer>Define
Blocking Reasons
SPRO
Transaction
Implementation 1. Select “New Entries”
Steps 2. Enter Block Number, two digit alphanumeric characters
3. Enter Block Description and Reason, fifty digit alphanumeric characters
4. Save your work
Configuration and Design Document Funds Page 88 of 148
Management
In this step you define the messages the users will see when tolerance limits are
Rationale for
invoked.
configuration
and
configuration
change
M - Module Specific
Type
IMG>Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings >Earmarked Funds and Funds Transfer> Change
Message Control
SPRO
Transaction
Implementation 1. Select “New Entries”
Steps 2. Add messages as shown below
____________________________________________________________________________________
22 Configuration Element 22: Integration with Cost and Project Controlling and Materials Management
i.In this step, you create, per FM, the number ranges for the actual data documents in Funds
Management which are created due to Controlling business transactions.
ii. In this step, assign those CO transactions that should post into the FM ledger (and whether the
transaction(s) is/are budget-relevant) – per FM Area
iii. In this step, the user activates CO/FM integration
iv. In this IMG activity, you can set the checks for planning functions in Controlling.
=
Configuration and Design Document Funds Page 91 of 148
Management
Maintain Customer-Specific Check for Availability Check (Assign Tolerance Profile & Strategy
for Control Objects)
4.17
User maintains the list of availability control ledgers (AVC ledgers). You can define new (customer-
defined) availability control ledgers, modify some of their attributes, or delete ledgers, providing some
conditions are fulfilled.
In this IMG activity, you maintain the list of availability control ledgers (AVC ledgers).
Rationale for
You can define new (customer-defined) availability control ledgers, modify some of
configuration
their attributes, or delete ledgers, providing some conditions are fulfilled. SAP
and
provides standard AVC ledgers, 9H FM PB (Payment Budget) and 9I FM CB
configuration
(Commitment Budget) Availability Control.
change
The Customer requires three AVC control ledgers within FM, which will be
supplemented by the SAP Grants Management – Grantee Module for Sponsored
Program and Sponsored Class AVC based on Donor Agreements. The three
ledgers will provide the following control:
Ledger Z1 will provide a hard-stop based on the SAP FM Fund dimension for all
transactions, except payroll once 100% of the budget has been consumed;
Ledger Z2 will provide a warning when payroll transactions exceed the Fund Center
released budget amount.
When creating a new AVC ledger, you can have most of its attributes copied from a
reference ledger taken as template. The following settings and assignments are
copied from the reference ledger:
M – Module Specific
Type
Configuration and Design Document Funds Page 94 of 148
Management
In this IMG activity, you define which budget values should be included in active
Rationale for
availability control.
configuration and
configuration
change You generally define the total consumable budget against which consumable
budget (commitment or actual values) is checked using the AVC filter settings.
You define this in the activity Define the Consumable Budget.
You also have the option of creating your own availability control ledger in which
you check budget values against the consumable budget instead of consumed
amounts.
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget Control
Menu Path
System (BCS) > Availability Control> Settings for Availability Control
Ledger>Define Filter Settings for Budget Values
SPRO
Transaction
1. Choose an activity by double-clicking on the activity line:
Implementation
Steps
Z1 - Ledger
Configuration and Design Document Funds Page 96 of 148
Management
In this IMG activity, you define the actual and commitment values that should be
Rationale for excluded from active availability control.
configuration and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget Control
Menu Path
System (BCS) > Availability Control> Settings for Availability Control Ledger>Define
Derivation Strategy for Commitment/Actual Values
SPRO
Transaction
Implementation 1. Select allows the user to create new ledgers:
Steps
2. Select “Exclude Value Types” and exclude value types for each ledger
per screenshots below:
Configuration and Design Document Funds Page 98 of 148
Management
Each FM account assignment in which you create budget or to which you post
Rationale for
budget consumption is assigned an account assignment in the availability control
configuration
ledger. In this IMG activity, you define the logic on how the account assignments
and
of the availability control ledger ( availability control object) should derive the
configuration
budget addresses and posting addresses.
change
The derivation strategy that you define in this IMG activity controls the assignment
of the control object to one or more budget addresses. For a budget posting, the
corresponding control object is determined on the basis of this derivation strategy.
Budget postings are updated in the AVC in a single step. In comparison,
actual/commitment postings are updated in two steps in the AVC, using two
consecutive derivation strategies. First the corresponding budget address is
determined from the posting address - this occurs with the derivation strategy of
the budget structure (IMG activity Define Derivation Strategy for Budget
Addresses). The control object is then derived from the respective budget
address in the same way as the budget posting.
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget
Menu Path
Control System (BCS) > Availability Control> Settings for Availability Control
Ledger>Define Derivation Strategy for Control Objects
ABADO
Transaction
Implementation 1. Select allows the user to create 2 derivation strategies per
below:
Steps
ZZ
Configuration and Design Document Funds Page 102 of 148
Management
Rationale for
In this IMG activity, you activate availability control by assigning an activity status
configuration
for each ledger and fiscal year (from year).
and
configuration There are currently five activation statuses available for each availability control
change ledger: Ledger not active, Active without availability checks, Active with usual
check logic, Active with soft check logic, Active with strict check logic for
document chains and Active with strict check logic.
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Budget
Menu Path
Control System (BCS) > Availability Control>>Define Activation of Availability
Control
SPRO
Transaction
Implementation 1. Select to add Z1 and Z2 control ledger. Leave Revenue box
checked
Steps
Configuration and Design Document Funds Page 104 of 148
Management
In this step you can activate or deactivate specific functions for Earmarked funds.
Rationale for
configuration and
configuration Check in Local Currency
change If this function is active, a check in Local currency takes place when reducing
earmarked funds with other documents.
M – Module Specific
Type
SPRO
Menu Path
IMG >Public Sector Management>Funds Management Government> Funds
Transaction
Management-Specific Postings>Earmarked Funds and Funds Transfer > Maintain
Global Settings
1. Checkmark: Check in local Curr. or Value adjustment docs required
Implementation
Steps 2. Save your work
Configuration and Design Document Funds Page 106 of 148
Management
Rationale for
configuration In this step you assign a define a field status variant for earmarked funds documents
and
configuration
change
Type M – Module Specific
IMG > Public Sector Management>Funds Management Government>Funds
Menu Path Management-Specific Postings>Earmarked Funds and Funds Transfer > Field Control
for Earmarked Funds and Funds Transfers> Define Field Status Variant
Transaction SPRO
Implementation
Steps
Rationale for In this step you assign a field status variant to your company codes. You can assign a
configuration field status variant to as many company codes as you want.
and
configuration
change
Type M – Module Specific
IMG > Public Sector Management>Funds Management Government>Funds
Management-Specific Postings>Earmarked Funds and Funds Transfer > Field Control
Menu Path for Earmarked Funds and Funds Transfers>Assign Field Status Variant to Company
Code
Configuration and Design Document Funds Page 108 of 148
Management
Transaction SPRO
Implementation
Steps
Configuration and Design Document Funds Page 109 of 148
Management
In this step, you define field status groups. You must assign the field status
Rationale for
groups, along with a field status variant, to a field selection string, and enter
configuration and
them when defining document types.
configuration
change
By defining the field selection string, you determine which fields are optional,
required or hidden when you enter documents. The document types classify the
business transactions (such as funds blocking and funds commitments) in Funds
Management.
You can define separate field status groups for the various business transactions
and control document entry by defining the field selection and document type
accordingly
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings>Earmarked Funds and Funds Transfer > Field
Control for Earmarked Funds and Funds Transfers>Define Field Status Groups
FMU5
Transaction
Implementation 1. Select the “New Entries” icon:
Steps 2. Enter Field Status Group, a four digit alphanumeric character
Ent
er Name, a twenty-six digit alphanumeric character field
3. When you have more than one line entered, you can change the sequence
in which the Field Status Groups appear by clicking on the “Position” icon
in the bottom of the screen:
4. Next select from the menu drop down the Field Status Group that you wish
to go to, once selected the cursor will position on that field
5. Save your work
Configuration and Design Document Funds Page 110 of 148
Management
In this step, you can define the field selection strings - that is, you can specify
Rationale for
which fields are ready for entry, required or hidden during Earmarked funds and
configuration
transfers. In another step, you must assign a field status variant and field status
and
group to the field selection string.
configuration
change
Temporary Note: Customer to date has decided to define the field selection
string configuration by FM Area (1000)
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings>Earmarked Funds and Funds Transfer > Field
Control for Earmarked Funds and Funds Transfers>Define Field Selection String
o SPRO
Transaction
Implementation 1. Select the “New Entries” icon:
Steps 2. Enter Field Selection string, eleven digit alphanumeric characters
3. Enter Name, nineteen digit alphanumeric characters
4.
Save your work
Field Selection String 1000 (60 entries)
Maintain as per requirement
Configuration and Design Document Funds Page 111 of 148
Management
In this step, you can define the field selection strings - that is, you can specify
Rationale for
which fields are ready for entry, required or hidden during Earmarked funds and
configuration and
transfers. In another step, you must assign a field status variant and field status
configuration
group to the field selection string.
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings>Earmarked Funds and Funds Transfer > Field
Control for Earmarked Funds and Funds Transfers>Assign Field Selection String
FMUN
Transaction
Implementation 1. Select the “New Entries” icon:
Steps 2. Enter Field Status Variant, four digit alphanumeric characters
3. Enter Field Status Group, four digit alphanumeric characters
4. Enter “Field Selctn string”, eleven digit alphanumeric characters (1000,
1001, 1002 only)
In this step, you define the tolerance levels for earmarked funds documents
Rationale for
configuration and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings>Earmarked Funds and Funds Transfer >Define
Tolerance Keys
SPRO
Transaction
Implementation 1. Select the “New Entries” icon:
Steps 2. Enter Z01 tolerance limit
Configuration and Design Document Funds Page 113 of 148
Management
In this step, you define the tolerance levels for earmarked funds documents
Rationale for
configuration and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings>Earmarked Funds and Funds Transfer >Define
Tolerance Limits for Differing Amounts
SPRO
Transaction
Implementation 1. Select the “New Entries” icon:
Steps 2. Enter Z01 tolerance limit with $4000.00 and Percentage
In this IMG activity, you create the document types for the documents in Funds
Rationale for
Management. Document types are used to classify the documents. You can define
configuration
characteristics for each document type which control how the document is entered or
and
they may be recorded in the document itself. For each document type, you must
configuration
specify:
change
A number range interval
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government>Funds
Menu Path
Management-Specific Postings>Earmarked Funds and Funds Transfer > Define
Document Types
FMU1
Transaction
Implementation 1. Select “New Entries”:
Steps Enter values per embedded spreadsheet
EF DocumentTypes
and Number Ranges.xls
2. Select a Document Category by using the drop down selection:
o Funds transfer
o Funds block
o Funds reservation
o Funds precommitment
o Funds commitment
3. Forecast of Revenue
4. DT (Document Type): this defaults according to selection of Category just
entered.
5. Enter Document Type Description, twenty-one alphanumeric characters
6. Enter Number for Number Range, two digits
o Start Workflow
o Negative Values
o Derive G/Lacc.
o Smart Forms
o PDF-Based Forms
13. Select a Name from the drop down menu of the SAP Smart Forms
Configuration and Design Document Funds Page 116 of 148
Management
In this IMG activity, these settings are used to ensure that each follow-on document
Rationale for
in earmarked funds documents gets the account assignment from the previous
configuration
document.
and
configuration
change
M – Module Specific
Type
IMG >Public Sector Management>Funds Management Government>Funds
Menu Path
Management-Specific Postings>Earmarked Funds and Funds Transfer >Account
Assignment Transfer > Define Account Assignment Transfer
FMU1
Transaction
Implementation 1. Select “New Entries”: and enter UN001 rule
Steps
2. Select Maintain Fields to be Transferred and select active items as per below
Configuration and Design Document Funds Page 117 of 148
Management
In this step you define the blocking reasons for the earmarked funds and value
Rationale for
adjustment documents. With these blocking reasons you can block a document or
configuration
document item for manual processing.
and
configuration
change
M - Module Specific
Type
IMG>Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings >Earmarked Funds and Funds Transfer>Define
Blocking Reasons
SPRO
Transaction
Implementation 5. Select “New Entries”
Steps 6. Enter Block Number, two digit alphanumeric characters
7. Enter Block Description and Reason, fifty digit alphanumeric characters
8. Save your work
Configuration and Design Document Funds Page 119 of 148
Management
In this step you define the messages the users will see when tolerance limits are
Rationale for
invoked.
configuration
and
configuration
change
M - Module Specific
Type
IMG>Public Sector Management>Funds Management Government> Funds
Menu Path
Management-Specific Postings >Earmarked Funds and Funds Transfer> Change
Message Control
SPRO
Transaction
Implementation 3. Select “New Entries”
Steps 4. Add messages as shown below
o Payment budget
Customer
M – Module Specific
Type
IMG>Public Sector Management>Funds Management Government>Actual and
Menu Path
Commitment Update / Integration >General Settings>Assign Update Profile to FM
Area
OF37
Transaction
Implementation
1. Select Display/Change
Steps
2. Enter FM Area
3. Enter Name of FM Area
4. Enter the “Update Profile”, 000101
M - Module Specific
Type
IMG>Public Sector Management>Funds Management Government>Actual and
Menu Path
Commitment Update/Integration>General Settings>Override Update Profile
SPRO
Transaction
1. Select line with Update Profile “000101”
Implementation
2. Select the folder -> By Update Profile
Steps 3. Encumbrance Tracking radio buttons should be set as follows:
M – Module Specific
Type
IMG>Public Sector Management>Funds Management Government>Actual and
Menu Path
Commitment Update/Integration>General Settings>Make Other Settings
OFUP
Transaction
Implementation 1. Select “New Entries”
Steps
2. Enter FM Area, 1000
3. Next select from the options below: Ensure Only Use Real CO Objects
selected
4. Select Assign Field Selection Screen node and assign document type KA
to field selection profile Z001
In this step, you define number ranges in each FM area for the actual data
Rationale for
documents in Funds Management.
configuration
and
configuration For each number range, you specify the following:
change
Number range key
You must store the number range key in the FM area, to which it is to
apply. You do this in the step Assign number range to FM area below.
You can define as many number ranges as you want for each FM area.
However, one number range is usually enough. If you define more than one
number range, make sure that they do not overlap.
M – Module Specific
Type
IMG>Public Sector Management>Funds Management Government>Actual and
Menu Path
Commitment Update/Integration>Basic Settings>FM Line Items>Define Number
Ranges for Actual Transactions
OF19
Transaction
Initial screen looks like this:
Implementation
Steps
1. User has the option to select Display or Change by clicking on the icons
3. Display Intervals :
Configuration and Design Document Funds Page 130 of 148
Management
4. Change Intervals :
In order for data from other components to be updated in Funds Management, you must specify the Funds
Management account assignment elements when making a posting to another component (additional
account assignment).
ii.
____________________________________________________________________________________
23 Configuration Element 22: Integration with Cost and Project Controlling and Materials Management
i.In this step, you create, per FM, the number ranges for the actual data documents in Funds Management which
are created due to Controlling business transactions.
ii. In this step, assign those CO tranasactions that should post into the FM ledger (and whether the
transaction(s) is/are budget-relevant) – per FM Area
iii. In this step, the user activates CO/FM integration
iv. In this IMG activity, you can set the checks for planning functions in Controlling.
In this step, you create, per FM area, the number ranges for the actual data
Rationale for
documents in Funds Management which are created due to Controlling
configuration
business transactions.
and
configuration
change Enter the following for each number range:
3. Display Intervals :
Configuration and Design Document Funds Page 137 of 148
Management
=
Configuration and Design Document Funds Page 139 of 148
Management
In this IMG activity, you can set the checks for planning functions in Controlling.
Rationale for
configuration
and If you use Controlling integrated with Funds Management, a check takes place
configuration on each period for the derivation of FM account assignment elements.
change
To improve performance, you can define how the derivation of account
assignment elements and a check should occur for each plan version.
Unrestricted Check
No check
M – Module Specific
Type
IMG>Public Sector Management>Funds Management Government>Actual and
Menu Path
Commitment Update/Integration>Integration>Integration with Cost and Project
Controlling>Set Checks for CO Plan Version
SPRO
Transaction
Implementation 1. Select New Entries,
Steps 2. Enter FM Area, 1000
3. Select Controlling Area, from among the menu drop down list,Customer
uses 1000
4. Select a version from the menu drop down list as shown below:
5. Select Check Mode from among the menu drop down list, choices are as
Configuration and Design Document Funds Page 143 of 148
Management
follows:
Full Check
One period only
No check
In this IMG activity, you can set the tolerance profiles to ensure materials
Rationale for
management documents check/update funds management properly with no
configuration
tolerance so actuals cannot exceed budget in FM.
and
configuration
change
M – Module Specific
Type
IMG>Public Sector Management>Funds Management Government>Actual and
Menu Path
Commitment Update/Integration>Integration>Integration Materials Management >
Tolerance Between Documents
SPRO
Transaction
7. Select new entries and enter Tolerance Key Z001
Implementation
Steps
9. Select Tolerance Key Document Type Association and enter values list as
shown below:
Configuration and Design Document Funds Page 145 of 148
Management
This setting ensures the account assignment on the Purchase Order is maintained
Rationale for
and consistent on follow-on documents (i.e. Good Receipts, Invoice Receipts)
configuration and
configuration
change
M – Module Specific
Type
N/A
Menu Path
SM30
Transaction
1. Enter table “FM01X” and select Maintain button
Implementation
Steps
i. Activate the Funds Management (FM) account assignment derivation and update of documents from
the feeder components for FM to FM for specific company codes.
In this activity, you activate the individual procurement functions of mySAP SRM
Rationale for
for the public sector.
configuration
and
configuration This function is not active by default in the standard system.
change
I – Integration
Type
IMG>Public Sector Management>Procurement for Public Sector>Activate Functions
Menu Path
for Procurement for Public Sector
SPRO
Transaction
Implementation 1. Click on the “New Entries” icon:
Steps 2. Enter “GovPrcFct”, select from drop down menu selection
3. Checkmark/activate “GPF act.”
4. Save your work