BC Straining

Budget Control
System
Bloomsburg University
SAP/BCS Training Manual
Revised January 2019
Budget Control System BCS Training Manual
Table of Contents
Getting Started .......................................................................................................................................................................... 3
Numbering of SAP Funds/Cost Center ........................................................................................................................... 5
Availability Control ................................................................................................................................................................. 6
Reports......................................................................................................................................................................................... 7
Budget Reports - Generation ......................................................................................................................................... 7
To View Operating Expense Only................................................................................................................................. 8
To View ALL Commitment Items for Revenue and Expense ............................................................................ 9
Report Navigation (For Both Reports) .................................................................................................................... 10
Drilldown to Documents................................................................................................................................................ 11
Printing Reports ................................................................................................................................................................ 12
Budget Transfers ................................................................................................................................................................... 14
To Print the Document for Back Up .......................................................................................................................... 15
Display an Entry Document – FMEDD .......................................................................................................................... 16
APPENDIX A ............................................................................................................................................................................ 17
Availability Control (AVC)............................................................................................................................................. 17
APPENDIX B ............................................................................................................................................................................. 19
Additional Information on Pre-Posting a Budget Transfer-FMBB ............................................................... 19
APPENDIX C ............................................................................................................................................................................. 20
Error Messages .................................................................................................................................................................. 20
APPENDIX D............................................................................................................................................................................. 22
Icons ....................................................................................................................................................................................... 22
APPENDIX E ............................................................................................................................................................................. 24
Report Tips .......................................................................................................................................................................... 24
APPENDIX F ............................................................................................................................................................................. 26
Periods, Terminology, Abbreviations....................................................................................................................... 26
APPENDIX G ............................................................................................................................................................................. 27
Number Ranges for Various Types of Documents .............................................................................................. 27
APPENDIX H............................................................................................................................................................................. 28
Frequently Asked Questions Regarding Transactions ...................................................................................... 28
Page 2
Getting Started
Logging On/Off
1. Log on to 00) Core-Prd (SSHE-PRD) using 10first initial, last name and your password.
2. Use the starburst icon to access another SAP screen. You can have up to 6 screens open
at one time.
3. To Log off, click the X on each open screen, the last one will ask if you want to log off, click
yes.
Icons
See Appendix D for explanation of icons.
Training Website
Please refer to the SAP Website for all training materials: http://bloomu.edu/technology/sap
Go to Faculty & Staff
Scroll down to SAP Resources
See outlined information
Page 3
Setup/Managing Folders/Additional SAP Screen

Saving Favorites
You should have a budget folder under your favorites. Any Budget reports or budget
transactions can be saved in this folder. If you would rather create a separate folder for reports,
follow the instructions below.
Opening a New Folder under Favorites

Right Click on ‘Favorites” – when the drop down menu appears, click on ‘insert folder’ – when
the pop-up box appears, name your “new folder’. Hit “Enter” on your keyboard or click the
green checkmark.
Adding Transactions to a Folder

You can add reports or transaction codes in the following way.
 Right click on the desired folder and then click on ‘Insert Transaction.”
 When the pop-up box appears, type in the name of your report or transaction code, ex.
ZFM02, and hit Enter or green checkmark.
Deleting a Transaction from Folder

You can delete reports or transaction codes in the following way.
 Click once on report to highlight it
 Hit your delete key on keyboard.
Revise Name of Transaction (to be more recognizable)

You can revise the name of reports or transactions in the following way.
 Right click on transaction to be changed (Ex. ZFM02)
 Choose “change favorite”
 You can add wording to the report name to help identify it. (Ex. ZFM02 Rev & Exp
Report or ZFM02_EXP Expenses only) Note: Don’t delete the report name.
Navigation: In SAP there are multiple ways to access a screen.

 From the SAP Easy Access Main Menu, input the transaction code into the command
field (blank box at top left side of screen). Example: FMBB
 If you are not at the Easy Access Main Menu, (if you are in a report) you can input /n
and the transaction desired
Example: /nFMBB in the command field. Hit enter or the green checkmark.
 Use the starburst icon to access another SAP screen. You can have up to 6 screens
open at one time.
Review of Pre-Posted Transfers

The Budget Office staff will review Pre-Posted Transfers three times a day:
Posting times are : 9:00 AM - 1:00 PM - 3:00 PM
If you need a transfer updated before the scheduled time, call or email Audra H. #4700 or Barb
M. #4029. Transactions update real-time. This means when your transfer is posted by the
Budget Office, it will occur immediately.
Page 4
Numbering of SAP Funds/Cost Center

Costs center/funds center numbers have a different name within the SAP Funds Management and
rd th
Materials Management modules, but equal the same 10 numeric characters, with the 3 and 4
characters equal to the fund indicator.
Funds Center = Cost Center or WBS element
Funds Centers are used to look at Budget information, transfers and reports
Cost Centers are used on your purchase requisition.
WBS Elements are for grants and projects and have a .1 or .2 etc. at the end
NUMBERING METHODOLOGY FOR E&G (EDUCATION AND GENERAL) FUNDS CENTERS.
10 11 02 05 16
Business Area Fund Division Deans/Dir Department
(University) (E&G) (Acad. Affairs) (Lib Arts) (English)
Business Area - Bloomsburg University – will always be 10.
Fund – Fund Code. Uses character’s 3 and 4 of the fund “10” character field.
Division - Below are the different levels within the university.
01 President (101101xxxx)
02 VP, Academic Affairs (101102xxxx)
03 VP, Administration & Finance (101103xxxx)
04 VP, Student Affairs (101104xxxx)
05 VP, University Advancement (101105xxxx)
06 VP, Student Success Division (101106xxxx)
Deans/Directors - Within each division are the Deans/Directors.
*Please note: As of FY 2013 if a funds center moves between VP’s, the number doesn’t change so
the VP number will not always match exactly.
Departments/Cost Centers – The final level has all the departments or cost centers under the
Deans/Directors.
Commitment Item Numbering Methodology

4xxxxxx – Revenue
5xxxxxx – Salary & Benefits
6xxxxxx – Operating
7xxxxxx – Capital
8xxxxxx – Transfers/Chargebacks
Page 5
Availability Control
Please reference APPENDIX A for specific commitment item number relationships.
Rule 1 AVC checking will occur at the “summary” levels within the EXPENSE commitment
item hierarchy for UTILITIES, LEASES, OTHER EXPENSES and at the specific 6 digit
commitment item number for commitments 700000-799999, 801000-813530 for funds
centers within:
Fund 1011000000 E&G Funds – all funds centers
Funds 1012000000 to 1016000000 Designated for E&G activities
Funds 1021000000 to 1024000000 Auxiliary Funds
Funds 1061000000 to 1071000000 Plant Funds
Rule 2 AVC checking will occur at the 6 digit commitment item where budget is loaded for
funds centers within:
Funds 1031000000 to 1031600000 Restricted Funds
Rule 3 AVC checking will occur at the 3 digit “summary” levels within the EXPENSE
commitment item hierarchy for OTHER EXPENSES and at the specific 6 digit commitment item
number for commitments 700000-799999, 801000-821000 for funds centers within:
Funds 1032000000 to 1033800000 Restricted Funds – Grants
Page 6
Reports
Budget Reports - Generation
USE
These transactions will be used to provide your basic reporting requirements for monitoring your
budget such as displaying your total budget, actual expenditures, open commitments, and budget
balance available for your selected funds center(s). In addition, it will be used to drill down into
the line item details of all postings to the selected fund center. It can also provide a report to
detail the sources of your budget balance.
PROCEDURE
• Logon to the SAP system.
• Open your Favorites – BCS Transactions folder and click on the ZFM02_Exp transaction.
TRANSACTION CODES
ZFM02- BCS Reports – Rev & Exp

Includes ALL commitment items for revenues and expenses
ZFM02_EXP - BCS Reports – Exp Only

Includes commitment items for expenses only. Does not include revenue or transfers in (CI
813xxx).
Selection Values (Selection Values are the same for both Reports)
The information in the “Selection Values” area will default.
1. Financial Management Area: Will always be SSHE
2. Budget Category: Will always be 9F
3. Version: Will always be 0
4. Fiscal Year: Enter the fiscal year on which you are reporting – can run for multiple years.
Note: Fiscal year is end year. Example: FY 18/19 is FY 2019
1 Note: Must populate both fields

2 With current FY!
3
Page 7
To View Operating Expense Only
ZFM02_EXP - BCS Reports – Expense Only

You will use Variants set up by the Budget Office to obtain data for the commitment items (CI) you
need to view. The following variants are available. Follow the instructions below to select the
appropriate variant.
Variant Name Variant Description

10NONPERSONNEL Operating area only (non-personnel) CI range 600-899
10STUDENTWAGES Student wages only CI 510585
10NONPER_STUDW Operating area and student wages CI range 600-899 & 51058
1. Click on “Get Variant” icon

2. Take your user id out of “Created by”
3. Insert 10* in “Created by”
4. Click on clock
5. Go to bottom of list and choose Variant from Listing

Note: *Use “history” feature to choose 10nonpersonnel after initial report execution.
6. Enter your funds center (s) in the Funds Center Value field and click to execute the report.
*Note: Use history feature to avoid typos.
Page 8
To View ALL Commitment Items for Revenue and Expense
ZFM02 - BCS Reports – Revenue & Expense
Selection Groups
1. Fund Value: Enter the fund or range of funds on which you would like to report. This field is
not required if you are entering a funds center.
2. Funds Center Value: Enter the funds center or range of funds centers on which you
would like to report. This field is not required if you are entering a fund number.
3. Commitment Item: There are commitment item groups established to pull revenue and
expense commitment items.
SSHE_2A – Includes all commitment items for revenue and expenses (including salaries and
benefits)
1
2
3
4. Click on to execute the report
Page 9
Report Navigation (For Both Reports)

This transaction contains six different reports. Navigate to the various reports by simply clicking on the appropriate report in the
navigation pane.
w/CF = With Carryforward w/oCF = Without Carryforward
Note: Always use the w/CF (with Carryforward) except when you need to see the ending available balance for the prior fiscal year. Then
use w/oCF (without Carryforward). This is helpful after balances carryforward at fiscal year-end. Do not use this feature until notified
by Budget Office.
Navigate to the various funds

centers by simply clicking on
“Funds Center” and then the FC #
Click on the funds center

you want to view
Page 10
Drilldown to Documents
Drilling Down
• Blue lines represent where postings take place (budget, commitment, actual). Yellow lines
represent totals.
• To drill down to the line item detail, double click on the dollar amount.
• To see all transactions in a specific column, double click on the total line.
A Text box will pop up:
If looking at Actuals or Commitment

columns amount, make this selection
If looking at Budget column amount,

make this selection
• After making a selection click .
The detail will appear as shown below:
Selection List for “actual line items” in Commitment or Actual Column
Notes: You can click anywhere on a specific line and it will take you into the documents which may
provide more details-example: in “actual” column you can go to PR or funds reservation or direct
chargeback.
You can sort any column by clicking on the grey column title and sorting with icons .
See Appendix D for Icon Descriptions.
To get back to your report, click the
Page 11
Printing Reports
To print a report, click on the type of report you want to print.
1. Choose “Settings”
2. Choose “Print page format”
3. Change Length & Width to:
58 & 170 for BUDSTAT report
65 & 200 for SOURCES
Then click on the print icon 1st window

To print one funds center, select this
option
To print all funds centers, select this

option
3rd window
2nd window
The format is filled in for you as long as the report is open. This is very helpful if printing
several funds center reports at one time. You only have to do the format once.
OR version #2 printing …
If you don’t want to go to “settings each time, just click on the print icon in the report view, then
click the check on 1st and 2nd window. On third window input 58 x 170 in Report field and input
format field as X_58_170 (or 65 x 200/ x_65 x 200 for Source report) and then click green
check.
Report Tips-See Appendix E.
Page 12
If you do not see the report format in the 3rd print window, follow these instructions.
Click on “Properties”
Double click on “Format”
You need to change the print size in

the “Other Properties Format” prior
to printing report.
For BUDSTAT report, change Rows to

“58” and Columns to “170” as shown.
For Sources report, Rows will default

to “65”. Change Columns to “200”.
Enter a in “Display selected

parameter on initial screen.
Page 13
Budget Transfers
How to Pre-Post a Budget Transfer - FMBB
Transaction: FMBB
1. Click on transaction FMBB under BCS Transaction Folder
2. If you get a pop-up box to enter FM area, enter SSHE
3. Choose Transfer from the Process menu (see instructions below)
4. Input Data
Always NREC
Always NREC
There should be NO BLANK areas-all info. is required
Click +
Click
Click for
dropdown, to
choose +
Enter Text (Required) Insert Funds Center and Comm. Item Insert Amount and Text
5. Click on to check for errors. (located at very top of transaction-this fills in fund and BDGT)
6. When you have verified that you have no errors, click on located towards top of
screen. Do not click on
7. You will receive a document number at the bottom grey area. See example.
Reference Appendices B-D for additional information on pre-posting documents.
Page 14
To Print the Document for Back Up
1. When you are in the document you want to print

a. Click Document
b. Choose Preview SAP List Viewer
2. Click on Printer Icon
3. Click on green check - (your printer should be listed)
Page 15
Display an Entry Document – FMEDD

1. Choose FMEDD from your Budget Folder
2. Input FM Area as SSHE, Document Year (These should default after first use)
3. Input the document number if you know it. If you don’t know it, skip to step #5
4. Click on execute
5. Click on dropdown menu

a. “Created by”-insert your user ID
b. “Document Date”-enter range of time such as a week or month when you think the
document occurred. Click on execute
c. Double Click on the document you want to see (It will take you back to Display Entry
Document window)
d. Click on execute
Page 16
APPENDIX A
Availability Control (AVC)
Rule 1 Fund 1011000000, 1024000000 and 1061000000-
1071000000
These funds will check AVC at the level listed below, different from where the budget is placed.
Budget Placed At AVC Checked At

From To
Commitment Item Commitment Item Commitment Item
640100 646125 UTILITIES
651000 651000 LEASES-REAL ESTATE
695000 698500 all 6 digits
605100 690125 OTHER EXPENSES
690130 690130 690130
699000 699000 699000
700000 770000 all 6 digits
799000 799999 all 6 digits
801000 801200 all 6 digits
802000 802220 all 6 digits
803000 803530 all 6 digits
811000 811200 all 6 digits
812000 812220 all 6 digits
813000 813530 all 6 digits
820100 820100 610100
820200 820200 605110
820300 820300 606100
820400 820400 615100
820405 820410 660430
820500 820500 610100
820600 820600 660100
820700 820705 630100
820800 820800 646100
820805 820805 640100
820810 820810 641100
820815 820815 643100
820900 820905 625300
820950 920950 690130
821000 821000 690125
Page 17
APPENDIX A (cont.)
Availability Control (AVC)
Rule 2 Funds 1031000000-10316000000 Restricted Funds

These funds will check AVC at the same 6 digit commitment item number which we budget.
From To
all 6 digits all 6 digits all 6 digits
Rule 3 Funds - 1032000000 to 1033800000 - Restricted Grants

Funds 1032000000 to 1033800000 will check AVC at the level listed below.
Budget Placed At AVC Checked At
From To
all 6 digit in OTHER EXPENSES all 6 digit in OTHER EXPENSES all 3 digit in OTHER EXPENSES
700000 770000 all 6 digits
799000 799999 all 6 digits
801000 801200 all 6 digits
802000 802220 all 6 digits
803000 803530 all 6 digits
811000 811200 all 6 digits
812000 812220 all 6 digits
813000 813530 all 6 digits
820100 821000 all 6 digits
Page 18
APPENDIX B
Additional Information on Pre-Posting a Budget Transfer-FMBB
Split Screen – This gives a different view of the input line for a transfer. On this view you don’t have
to input – and + and the sum icon is easier to use if you need to sum your sender or receiver lines. See below.
Hint: Turn off Document header with , then click at top of this view and drag it UP. It will give you more
line items for both Senders and Receivers.
Use to bring header data back into view.
Use if you want to go back to view as “non-split”
This shows your documents in folders. Click on icon to turn Doc Overview on/off.
1. Click on folder to open it and show documents. See example

2. Double Click on document number to open it.
**Your pre-posted documents show in your “Preposted” folder
until they are approved by the Budget Office. Once approved they will
move to your “Posted” folder.
Note: The document overview will keep the last 20 documents for each folder.
Page 19
APPENDIX C
Error Messages
Error: Unauthorized to Save a transfer

If you receive an email saying you are unauthorized to perform the entry it is because you
clicked on instead of
Error: Extra line generated
If you don’t click on the + for your receiver line before you check the document, an additional
line will be created and errors will be received.
1. Click on Green check
2. Click on gray box prior to line 3

3. Click on to delete the row
4. Input the + on the receiver line
5. Recheck the document
Note: If you use the split screen view you won’t have to input the + sign. See page 19 for details.
Page 20
Error: Payment Budget Almost Exhausted Message

SAP gives a warning message when you are at 90% of your budget. This notifies you that your
funds are low. To get rid of the warning, there are four steps described below.
If you get this message…
1. Click the green check on the bottom left side of the error box
2. Click your back arrow
A window will appear asking if you want
to save the document
3. Choose Yes
4. An error window will appear again, click the green check
You will receive your document number at the bottom left side of the screen.
Error: Annual Budget Exceeded Message

If the last line of the message has a red square, it is telling you that you don’t have enough money to
complete the transfer. This is a hard stop and you must correct any errors and/or recheck your
budget availability. If you don’t have available funds, you will have to move funds from a different
area.
Note: If it is a RED box, it is a hard stop-it means insufficient funds
Error: Warning Messages: Check Environment/Check Messages

You will receive this message when saving a Funds Reservation entry if you are at 90% of your
budget.
This message tells you where to look
1. Click on Environment – it is at the very top of the screen in dark blue
2. Choose Check Messages
3. Click on the green check.
4. Click the back arrow- A window will appear asking if you want
to save the document
5. Choose Yes
6. If the error reappears, click the green check.
You will receive your document number at the bottom left side of the screen.
Page 21
APPENDIX D
Icons
Icons on FMBB - Budget Transfers, Supplements, Returns
If you are in the middle of inputting information for a transfer and you get interrupted or
you have to leave the office, you can HOLD your transfer and you won’t lose your input. You will
have to assign a held document number; you can use the date if you wish to. If you get an error
message, just click the green check. The “held” document will show under your “Held” folder in the
Document Overview shown above. To re-access the document, choose it from your held folder,
finish your input, check your input and then click prepost.
Duplicate Row- Click on first row after you input information on FMBB and this will duplicate
that information to the row below. Then you can just change the information that needs to be
changed example: commitment item or funds center. This feature saves input time!
This is what you will use to prepost transfers.
If you want to input a longer explanation or copy an email into document, use this icon.
Copy the information, go into long text and click on the paste icon. Click save and click back arrow.
Use if you have to go into pre-posted document and add text. Only text can be
changed.
Insert Row- Click anywhere on entry line, click insert row and it will add a row above the line
you clicked on.
Delete Row-Click anywhere on entry line, click delete row and it will be deleted.
Icons on Report
Sort Ascending – Click on grey area at top of column and this icon sorts rows in ascending
order.
Sort Descending –Click on grey area at top of column and this icon sorts rows in descending
order.
Find – On large document, you can sort a column to look for information like commitment
item, specific dollar amount.
Sum – Adds a total for the amount column. Useful on large documents to add – or + amounts.
Page 22
Subtotals. When in drilldown on reports, click on a column and then subtotals. You can subtotal
by comm. item, or text to find items easier.
Layout. You can customize the drilldown layout with this icon. When window comes up-What
you have is on the left, what you CAN have is on the right.
Click on anything in the left box that you don’t need and then click the right arrow. Click on
anything in the right box that you want to see and click on the left arrow to move to the left.
To save your view, click on save icon.
Then save layout as A10 and your user id
Name: your initials and Office Name
Click on User-Specific and Default setting.
Hat icon shows who entered document in some areas.
Icons on Funds Reservations

Shows detail line item information
Select All-Selects all lines-to view consumption or set to complete.
Deselect All
Copy items-Click on grey at start of line and click copy items and it will copy to next
row.
Document header long text. You can copy reference information here if needed.
Delete-Click on grey at start of line you want to delete and click on delete icon.
Set Completion indicator. Click on the row you want to set to complete (close) and then
this icon.
Repeat entry. Click on row you want to repeat and then this icon.
Click on grey area at beginning of line and then consumption to view

payments.
Page 23
APPENDIX E
Report Tips
History Feature When you type information in reports and documents, there is a “history” feature
that remembers it. Use this feature to access information easily instead of re-typing it.
• To re-execute/refresh a report, click on the green “back” arrow . This will take you back to
the selection screen for the transaction. If you are not changing the parameters, just click the
Execute icon.
• To turn off the Navigation pane, click on the Navigation On/Off icon . This displays more of
the report on the screen without scrolling across.
Navigation On
Navigation Off
Page 24
• To decrease the font size so that the entire report displays on the screen without scrolling
across.
- Click on “Customizing of Local Layout” icon
- Drop down box will appear – click on “New Visual Design”

- Under Font Size – slide the bar to the left to 91%. Click ok.
- Log out of SAP and then log back in for the change to take effect.
- The entire report will now appear on the screen when the Navigation is turned off.
- Note: All SAP screens will now have this smaller font size.
• To view miscellaneous revenue or salaries and benefits in E&G Fund 1011000000 - Funds
Center 1011xxxxxx, use transaction ZFM02 and enter SSHE_2A in the Commitment Item field as
shown below.
Page 25
APPENDIX F
Periods, Terminology, Abbreviations
Posting Period Month

1 July
2 August
3 September
4 October
5 November
6 December
7 January
8 February
9 March
10 April
11 May
12 June
13 Closing period 1
14 Closing period 2
15 Closing period 3
16 Closing period 4
SAP Terminology
Budget Return – Decrease to a budget allotment.
Budget Supplement – Increase to a budget allotment.
Business Area – Each University is called a Business Area. Each University is assigned a 2 digit numeric
Business Area. The business area for Bloomsburg University is 10.
Commitment Item –For Funds Management the terminology is Commitment Item, for Materials
Management the terminology is G/L Account Number. This is a 6 digit number defined specifically to
identify type of revenues, expenses, transfers out, transfers in, chargeback expense, chargeback
revenues.
For commitment item listings reference the following sources:
Commonly Used Abbreviations

The following abbreviations are often used to shorten text.
CB-Charge Back
CF-Carry forward
CI- Commitment Item
FC-Funds Center
FR-Funds Reservation
FY-Fiscal Year
PO-Purchase Order
PR-Purchase Request
Page 26
APPENDIX G
Number Ranges for Various Types of Documents
Funds Management (9 digits)

Funds reservations 2XXXXXXXX
Budget documents 5XXXXXXXX
Material Management
Purchase Orders (10 digits) (except RO and SPR = 10 characters)
Document type =
CC Construction contract 39XXXXXXXX
NB Standard purchase order 45XXXXXXXX
SP Service purchase contract 40XXXXXXXX
RO Rush order (emergency) ROXXXXXXXX
Purchase Requisitions (8 digits)

Document type =
NB Purchase requisition 1XXXXXXX
Travel Management (10 digits)

Business Trip Commitments 1xxxxxxxxx
Page 27
APPENDIX H
Frequently Asked Questions Regarding Transactions
Q: How do I enter text after I’ve preposted a transfer and receive a message that text is missing?
A: Choose the appropriate document from your “preposted” file. Add the text and then click on
.
Q: When will I be able to spend the money that was transferred?

A: The funds will not show up until the Budget Department posts your document. When the
document number appears in your “posted” folder in Document Overview, it is available.
Q: I entered a preposted document and it isn’t in my preposted folder?

A: Check in your “posted” folder. It may have been posted by the Budget Department. Once posted
the document moves to the appropriate folder.
Q: I receive an error, how can I tell what is wrong?

A: If it is not stated in the error, click on See Appendix C for common errors
Q: I received an error that I am unauthorized to enter a transfer, what is wrong?

A: You clicked on the post icon instead of the icon. Click out of error and click
Q. How do I find my document number if it isn’t in the posted folder on document overview?
A: If you are in FMBB, go to Edit and choose “Search Effective”. This takes you to a search screen.
You can search by entering your user id in “Created by” and a date range in “Document Date” then
click execute.
Q: Can I transfer money between funds?

A: Yes, most funds are okay. We will contact you if the transfer is inappropriate.
Q: How do I know if my transfer is “between” funds?

A. The first four numbers in a fund center indicate the fund. Example: E&G is 1011000000. If the
other fund center starts with anything other than 1011, it is a different fund. Example: 1012, 1013,
1033, etc.
Q: What is the difference between a transfer and a charge back?

A. A charge back is the reimbursement of an expense. Expense is moved rather than moving budget.
Charge Back Example: Some position advertisements are paid by Human Resources when the ad is
placed. Then the department is sent a note explaining how much they owe for the ad. This is a true
charge back. Human Resources paid for something that is really an expense for your department not
Human Resources.
Transfer Example: A dean area wants to give a department funds to help them cover an expense.
That expense truly belongs to the department not to the dean area. This is a transfer of funds.
If you’re not sure whether it is a charge back or a transfer, contact the Budget Office (#4700 or
#4029).
Page 28
Q: What if I forgot to write down my document # when I park a budget transfer?

A: Open FMBB, Open “Document Overview” Look in preposted file, if not there, check posted file.
Q: Is it possible to have more than one SAP session open at a time?

A: Yes, you can have up to six sessions open at one time. Click on the starburst icon to open
another session.
Q: Please explain the report column titles on the Source report.

Original budget- These are the original approved budgets posted from the download. This is your
original (or base) budget.
Carryforward – This is the approved available balance at the end of a fiscal year that is “carried
forward” to the new year. Note: Some reports show both CF from LY and CF to NY. LY is last year,
NY is new year.
Supplements- Increases to a commitment item. This can also be entries to record revenue or
transfers between funds etc.
Returns – Decreases to a commitment item. This is usually related to revenue not received.
Transfers-You will see both sender and receiver entries listed. These are commitment item to
commitment item transfers within your fund center or transfers into or out of your fund center.
Q: I am expecting another department to transfer money to my Funds Center. What report can I use
to verify that the money has been transferred?
A: Use the ZFM02-Rev & Exp report, click on “Budget” column and drill down (search entry
document (Page 10 to see the details).
Q: What is 803000 Transfers Out and 813000 Transfers In?

A: When money is transferred between funds, it is processed through “transfers out” in the “sender”
funds center and “transfers in” in the “receiver” funds center.
Q: Where do I find my original budget and carry forward amounts?

A: On ZFM02 report, open “navigation” on left and choose Sources_w/CF report
Q: Why do I have to scroll right to see the rest of my report?

A: Close the Navigation area Your can change your font size. Go to Customize local layout icon
, choose “new visual design” and move slide to lower percentage. Click apply and then OK. This
new font will not be visible until you log off SAP and log back on. Adjust to your preference.
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Budget Control

Go to Faculty & Staff

Scroll down to SAP Resources

See outlined information

Setup/Managing Folders/Additional SAP Screen

Opening a New Folder under Favorites

Adding Transactions to a Folder

Deleting a Transaction from Folder

Revise Name of Transaction (to be more recognizable)

Navigation: In SAP there are multiple ways to access a screen.

Review of Pre-Posted Transfers

Numbering of SAP Funds/Cost Center

NUMBERING METHODOLOGY FOR E&G (EDUCATION AND GENERAL) FUNDS CENTERS.

Business Area - Bloomsburg University – will always be 10.

Division - Below are the different levels within the university.

Deans/Directors - Within each division are the Deans/Directors.

Commitment Item Numbering Methodology

Please reference APPENDIX A for specific commitment item number relationships.

Funds 1031000000 to 1031600000 Restricted Funds

Funds 1032000000 to 1033800000 Restricted Funds – Grants

Budget Reports - Generation

ZFM02- BCS Reports – Rev & Exp

ZFM02_EXP - BCS Reports – Exp Only

1 Note: Must populate both fields

To View Operating Expense Only

ZFM02_EXP - BCS Reports – Expense Only

Variant Name Variant Description

1. Click on “Get Variant” icon

5. Go to bottom of list and choose Variant from Listing

To View ALL Commitment Items for Revenue and Expense

ZFM02 - BCS Reports – Revenue & Expense

4. Click on to execute the report

Report Navigation (For Both Reports)

w/CF = With Carryforward w/oCF = Without Carryforward

Navigate to the various funds

Click on the funds center

A Text box will pop up:

If looking at Actuals or Commitment

If looking at Budget column amount,

• After making a selection click .

The detail will appear as shown below:

Selection List for “actual line items” in Commitment or Actual Column

See Appendix D for Icon Descriptions.

To get back to your report, click the

Then click on the print icon 1st window

To print all funds centers, select this

Report Tips-See Appendix E.

Double click on “Format”

You need to change the print size in

For BUDSTAT report, change Rows to

For Sources report, Rows will default

Enter a in “Display selected

How to Pre-Post a Budget Transfer - FMBB

There should be NO BLANK areas-all info. is required

Reference Appendices B-D for additional information on pre-posting documents.

To Print the Document for Back Up

1. When you are in the document you want to print

2. Click on Printer Icon

3. Click on green check - (your printer should be listed)

Display an Entry Document – FMEDD

5. Click on dropdown menu

Budget Placed At AVC Checked At

Rule 2 Funds 1031000000-10316000000 Restricted Funds