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SAP AG 1999

AC215 Cash Budget Management

Cash Budget

Mana ement

Cash BudgetMana ement

AC215 AC215

R/3

Release 4.6C

January 2001

5004 2238

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SAP AG 1999

Copyright 2001 SAP AG. All rights reserved.

Neither this training manual nor any part thereof may

be copied or reproduced in any form or by any means,

or translated into another language, without the prior

consent of SAP AG. The information contained in this

document is subject to change and supplement without prior

notice.

All rights reserved.

Copyright

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Treasury

Treasury Overview

AC030 3 days

Level 2 Level 3

Financial Accounting

and Reporting

AC010 5 days

Cash BudgetManagement

AC215 1 day

Basic Functions in

Treasury Management

AC810 3 days

Cash ManagementAC805 3 days

Money Market, Foreign

Exchange and Derivatives

AC825 3 days

Loans Management for Financial Services

AC815 5 days

Loans Management for Corporates

AC816 3 days

Securities Management

AC820 4 days

Market Risk Management

AC830 3 days

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Course Prerequisites

Course AC 215 presupposes a knowledgeof accounting.

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Participants:

Project team

People involved in

organization

Decision makers

Duration: 1 day

Target Group

Notes to the user

The training materials are not teach-yourself programs. They complement the course instructor's

explanations. On the sheets, there is space for you to write down additional information.

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SAP AG 1999

Course outline

Course objectives

Course content

Overview diagram

Business scenario

Implementation guide (IMG)

Contents

Introduction

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At the conclusion of this course, you will be

able to:

Implement and work with the Cash Budget

Management application component

Course Objectives

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Explain how Cash Budget Management functions

Make the settings needed to activate Cash Budget

Management

Maintain master data and transaction data

Enter financial budgets

Navigate in the information system reports

On completing the course, you will be able to:

Course Objectives

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Unit 5 Configuration andOrganization

Unit 6 Planning

Unit 7 Bank Transfers

Unit 8 Information System

Unit 1 Introduction

Unit 2 Overview

Unit 3 Master Data

Unit 4 Update and Integration

Preface

Exercises

Solutions

Course Content

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OverviewOverview

Master DataMaster Data

Update and IntegrationUpdate and Integration

Configuration and OrganizationConfiguration and Organization

PlanningPlanning

Payment TransfersPayment Transfers

Information SystemInformation System

IntroductionIntroduction

Customizing

P lan 19 9 8

xxxxxxx

START

Course Overview Diagram

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Your business has implemented SAP R/3 FI and/or

MM and intends to implement Cash Budget

Management. You are a member of theimplementation team.

As a member of the project team, you must make

important decisions on how Cash Budget

Management is to be configured. You must also

decide which data transfer variant to use, in line

with the Cash Budget Management objectives.

Business Scenario - 1

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The project team stipulates the expenditure and

revenue types and, with them, the degree of

detail used in Cash Budget Management.

You decide to prescribe plan values for the

individual commitment items and periods, so

that you can monitor your financial flows.

Business Scenario - 2

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The Treasury Model

Differences between Cash Management and Cash

Budget Management

Business transactions in Cash Budget Management

Functions in Cash Budget Management

Overview

Contents

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At the conclusion of this unit, you will be able to:

Explain the Treasury Model concept

Enumerate the differences between Cash Budget

Management, Cash Management, and Funds

Management

Explain how Cash Budget Management works

Enumerate the business transactions that can be

carried out

Overview: Unit Objectives

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Overview




PlanningPlanning





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FI-FI-FMFM

BuyBuyfinancialfinancialassetasset

PaymentPaymentorder order

PaymentPaymentorder order

SellSellfinancialfinancial

assetasset

OptionFuture

Forwardexchangepurchase

Forwardexchange

sale

OptionFuture

Purch.order

Vendor invoice

Pay-ment

Pay-ment

Invoice

FundsFunds

ManagementManagement

LiquidityLiquidity

planplan

Cash

concentration

Forecast

(medium term)

Forecast

(short term)

Cash

position

Financial BudgetingFinancial BudgetingTRTR

The Treasury Model

Cash Budget Management, with its analysis of liquidity figures and plan figures, is closely linked

with Cash Management and Funds Management.

The task of Cash Budget Management (financial budgeting) is to:

Identify impending funds shortages/surpluses promptly

Control payment flows in light of the liquidity situation

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. . .. . .

. . .. . .

. . .. . .

. . .. . .

Cash Management Cash Budget Management

Cash Management and Cash Budget Management

Customer group X

Customer group Y

Vendor group X

Vendor group Y

Closing balance Closing balance

Material

Personnel

Taxes

Sales revenues

Liquid investm.

Other

Revenues Revenues

Opening balance Opening balance

ExpendituresExpenditures

Cash Management and Cash Budget Management consider different timeframes; while Cash

Management is concerned with short-term liquidity, Cash Budget Management looks at the medium

and long terms.

This means that the two applications must classify revenues and expenditures differently: Cash

Management classifies revenues and expenditures by vendor/customer group, in order to assess the

likelihood of payment flows being realized. Cash Budget Management classifies revenues andexpenditures by revenue and expenditure item, to enable you to plan future payment flows.

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Opening balance

Bank

Cash

Revenues

Sales revenues

Liquid investm.

Other

Expenditures

Material

Personnel

Taxes

Closing balance

Bank

Cash

Cash Budget Management Funds Management

Organization

Revenues

Sales revenuesLiquid. investmts

Other

Expenses

Material

Personnel

Responsibility areas

Cash Budget Management and Funds Management

While Cash Budget Management is concerned with the liquidity of your business, Funds

Management covers the payment flows in the individual responsibility areas.

The task of Funds Management is to safeguard the plan estimated values for revenues and

expenditures in individual responsibility areas. The values are fixed in the budget plan.

You can use Cash Budget Management and Funds Management in parallel. Both components thenuse the same master data.

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Expenditures

Bank

clearing

Revenues

Down pymt

request

Down

payment

Invoice

issuedIncoming

payment

Purchase

order

Outgoing

payment

Invoice

receipt

Down pymt

request

Bank

clearing

Down

payment

Business Transactions in Cash BudgetManagement

In addition to payment obligations based on payment transactions entered in the FI Financial

Accounting system, the Cash Budget Management system also reproduces payment obligations

entered in the feeder systems. These include purchase orders from Materials Management (MM).

This makes it possible to monitor and control payment flows well before they actually take place.

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2111 Sales revs

1111 Mat.issue

RevenuesOp.balance Expenditures Clsg balanceCommitment ItemCommitment Item

100-

Total 300-100-

100-200-

200-

Expenditure

100

Vendor

100 -

How Cash Budget Management Works

Transactions posted in the feeder systems are recorded in Cash Budget Management as items

affecting liquidity. You can configure the display to meet your specific information requirements.

You use Cash Budget Management reporting to do this.

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FM area

USDCash Budget Management

Balance sheet P + LDEM

Balance sheet P + LGBP

Company code 1000 Company code 2000

Cross-Company Code Cash Budget Managementand Currencies

You combine a number of company codes in one financial management (FM) area, for the purpose

of carrying out cash budget management over several company codes at once.

The company codes can have different currencies. The FM area currency need not be the same as

any of these.

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Overview: Unit Summary

Cash Budget Management is part of the Treasury

Model.

It functions as a medium-term liquidity forecast and

financial budgeting tool.

Transactions posted in the feeder systems are recorded

in Cash Budget Management as items affecting

liquidity.

The organizational unit in Cash Budget Management is

called the financial management area (FM area).

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Master Data

Commitment item categories

Item categories and functional split

Financial transactions

Hierarchy maintenance

Commitment item and G/L account

Rules of thumb for assignment

Contents

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Master Data: Unit Objectives


Maintain commitment items

Create commitment item hierarchies

Recognize the importance of item categories

and financial transactions

Assign commitment items to G/L accounts

Enumerate the rules of thumb for assignment

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OverviewOverview


PlanningPlanning






Master Data

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Summarization Item

Summarization: 11

Financial trans: 30

Item category: 3

AccountAccount AsstAsst ItemItem

Expenditures:Expenditures: 111111

FinancialFinancial transtrans:: 3030

Item category:Item category: 33

G/L acct / Raw mats:G/L acct / Raw mats:

AcctAcct asstasst itemitem

Change history

Change documents

Long text

Commitment Item Categories

Required:

Optional:

There are two types of commitment item:

Summarization items, which enable you to display cash budget management data hierarchically

Account assignment items, where you can carry out planning and make postings

Before you can use Cash Budget Management, you must create commitment items (account

assignment items). You can integrate them into a summarization hierarchy, by entering the higher

level summarization item in each commitment item when you create it.

Account assignment items must have the same financial transactions and item categories as the

summarization items above them.

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Item Categories and Functional Split

Item CategoryItem Category

11 BalanceBalance

22 RevenueRevenue

33 ExpenditureExpenditure

Opening balance

Bank

Cash

RevenuesSales revenues

Liquid. investmts

Other

Expenditures

Material

Personnel

Taxes

Closing balance

Bank

Cash

The item category regulates integration by balance, revenues, or expenditures, thereby fixing the

functional split in Cash Budget Management.

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30 Expense/revenue

40 Goods receipt/goods issue

50 Free

60 Payables/receivables

70 Free

80 Bank clearing

90 Payments

Financial Transactions

The financial transactions are prescribed: you cannot change them. The exceptions are financial

transactions 50 and 70. You can use these to create a differentiated payables/receivables display.

You can enter descriptions for the corresponding value types, 53 for financial transaction 50 and 56

for financial transaction 70.

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Display area

RevenuesRevenues IrrelevantIrrelevant

Raw materialsRaw materials Op.suppliesOp.supplies

Raw materials

AuxAux.mats.mats

SummarizationCommt Item

Navigation areaNode area

Hierarchy Maintenance Using SAP NetworkGraphic

You can use the SAP Network Graphic to create commitment items in the hierarchy.

There are three working areas in the graphic:

The "Display area" shows the hierarchy in a graphical representation.

The "Node area" is where you determine whether you are processing a commitment item or a

summarization item.

You use the "Navigation area" to define the view in the display area.

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DomesticDomestic ForeignForeign

ExpendituresExpenditures

Acct asst(commitment)

item

Summarization

item

Summarization

item

Display in hierarchy form

Setting Up And Maintaining Commitment ItemHierarchies

G/L account 1

Expends 1Expends 1

G/L account 2 G/L account 3 G/L account 4

Expends 2Expends 2 Expends 3Expends 3 Expends 4Expends 4

In the network graphic, you can maintain separate hierarchy trees for an FM area.

The relationships you define here also determine the relationships between objects in reporting.

The principle of immediate effect integration of the financial transaction and commitment item

category applies in every hierarchy. You determine how many levels the hierarchy has.

You enter the commitment item - G/L account assignment in the company code section of the G/Laccount.

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Financial Accounting Cash Budget Management

G/L account masters:

Raw materialsRaw materials

Company code:Company code: 10001000

Commitment item:Commitment item:

RevenuesRevenues

Company code:Company code: 10001000

Commitment item:Commitment item:

. . .. . .

FM area: 1000

Commitment item:

. . .

RevenuesRevenues. . .

RevenuesRevenues

Commitment Items and G/L Accounts


RawRaw materialsmaterials

You define the commitment item in the company code part of the G/L account.

The commitment item field does not appear in the G/L account master unless you have assigned the

company code to the FM area and the field selection permits it.

When you post to this account, the system copies the commitment item to the document line, where

you can change it if necessary. To attain a higher degree of detail in Cash Budget Management than in Financial Accounting, you

can also assign commitment items to several G/L accounts.

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Transaction

90

80

70 50

Rules of Thumb for Assigning FinancialTransactions - 1

Define in bank accounts

In bank clearing accounts

For more complex postings, such as in

payroll

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Transaction

60Payables/receivables: Define in

vendor/customer reconciliation accounts

40Define in the GR/IR accounts

30All expenditure/revenue accounts, asset

accounts, inventory accounts in materials

management, reconciliation accounts for

down payments

Rules of Thumb for Assigning FinancialTransactions - 2

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G/L account

Company code

Commitment item

FM area

G/L acct with commitment item

G/L acct w/o commitment item

Commitment item w/o G/L acct

Commitment Item Assignment to G/L

Accounts

Commitment Item Assignment Report Program

The assignment report program for G/L account supplies information on what assignments exist, or

are missing, between commitment items and G/L accounts.

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Master Data: Unit Summary

Summarization items offer a hierarchical

representation of the data in Cash Budget

Management. You must useaccount assignment items for postings and planning.

Item categories determine the functional

split in Cash Budget Management.

You can create and change commitment items either

individually or in hierarchy maintenance.

Commitment items form the link between

Financial Accounting and Cash Budget Management.

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Master Data Exercises

Unit: Master Data

Topic: Commitment Items

At the conclusion of these exercises, you will be able to:

• Create commitment items

• Move commitment items

• Assign commitment items to G/L accounts

The project team stipulates the expenditure/revenue types and,

hence, the degree of detail in Cash Budget Management.

1-1 In FM area FA##, create commitment item 1126## "Expenditure on Personnel

Training". Ensure that it is possible to post to this commitment item and enter a plan for

it.

1-2 Create a summarization item.

1-2-1 The "Expenditures" summarization item should include suitable output control

for financial transaction.

1-2-2 Assign account assignment items 1111, 1112, 1113, and 1126## to the

"Expenditures" summarization item.

1-3 Assign your commitment item 1126## to G/L account 449000.

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Master Data Solutions

Unit: Master Data

Topic: Commitment Items

1-1 Accounting - Treasury - Cash Budget Management - Master Data - Commitment

Item – Account Assignment - Create

Field Name or Data Type Values

FM area FA##

Commitment item 1126##

Description Expenditures: Personnel

training

Financial transaction 30

Item category 3

1-2

1-2.1 Accounting - Treasury - Cash Budget Management - Master Data -

Commitment Item - Summarization - Create


FM area FA##

Commitment item Expends

Description Expends

Financial transaction 30

Item category 3

1-2.2 Accounting - Treasury - Cash Budget Management - Master Data Hierarchy -

Change

Choose subtrees:

1111, 1112,1113, 1126##, Expenditures

Select " Expenditures" => Edit - Connect 1111, 1112, 1113, 1126##

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1-3 Accounting - Financial Accounting - General Ledger - Master Data - Individual

Processing - In Company Code


Company code AC##

G/L account 449000

Create/Bank/Interest


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Value types and financial transactions

Update chain

Update from Financial Accounting to Cash Budget

Management (integration)

Carrying balances forward

Update and Integration

Contents

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Update and IntegrationUnit Objectives


Describe the technical link between Cash BudgetManagement, FI, and MM

Explain how business processes from FI and/or MM

are depicted in Cash Budget Management reporting

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OverviewOverview


PlanningPlanning




xxxxxxx


Update and Integration


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Value type:

Invoice

Financial AccountingFinancial Accounting

Expenditure

100

Vendor

100 -

Commitment

item

Commitment

item

FinancialFinancial

transaction:transaction:

3030

ExpenditureExpenditure

FinancialFinancial

transaction:transaction:

6060

InvoiceInvoice

>

Value Types and Financial Transactions

One control parameter in the commitment item is the financial transaction.

Each posting made in FI addresses two general ledger accounts, meaning that it also addresses two

commitment items.

The higher financial transaction referencing the value types decides how the posting is reported.

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Update Chain

1

2

3

Invoice

Outgoing check

Bank posting

Financial trans Financial trans Chain

60

60 8080

90

30 60

9080

3030

3030

3030

Val.type

55

54

57

Accounts

payableExpenditureBank

Bank

clearing

100100123

100100100 100

The value type determines how business transactions are displayed in reports.

Where technical document chains are created (in the above example with financial transaction 30),

the line item is included too, from the invoice through to the payment.

The value categories most important for Cash Budget Management are:

51 Purchase order

54 Invoice

55 Bank clearing

57 Payment

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Integration Between Financial Accounting andCash Budget Management

G/L accountG/L account

CustomersCustomers

VendorsVendors

Index Docs FMEP FMSU

Database server

Financial Accounting Cash Budget Management

FM area = active

Where an FM area is activated, each accounting document leads to the following updates in Cash

Budget Management:

Line item file ( FMEP )

Totals : revenues/expenditures ( FMSU )

See the structure of the files in the repository.

If Cash Budget Management is not yet active, but the company code is already assigned to the FM

area (the commitment items are defined in the G/L account or you enter them when you make a

posting), the commitment item is included with the document and can be transferred to Cash Budget

Management later.

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Key figureKey figure

Opening balance

Closing balance

Revenues

Expenditures

Actual data

150,000

70,000

250,000

330,000330,000

Fiscal year 2000 Period 12

Key figureKey figure

Opening balance

Closing balance

Revenues

Expenditures

Actual data

330,000

Fiscal year 2001 Period 12

Carry balance

forward

Carrying Balances Forward

The function for stipulating a fiscal year interval has been removed from the system for Release 4.6.

It is not possible to update all balance periods online. The closing balance must be carried forward at

the year end.

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Activating Cash Budget Management

Cash Budget ManagementCash Budget Management

Accounting documentAccounting document

Company code XYZCompany code XYZ

activated

Yes No

Update to Cash Budget

Management

No update to Cash

Budget Management

If you already have Financial Accounting (FI) when you activate Cash Budget Management, you can

transfer the postings made up to then to Cash Budget Management collectively.

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Update and Integration Unit Summary

Financial transactions determine the value

type for the update.

Data is recorded in Cash Budget Management inline items and totals records.

The closing balance for the last period in the

year must be carried forward to the next fiscal year.

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Update and Integration Exercises

Unit: Update and Integration

Topic: Integration with Financial Accounting


Assign financial accounting documents with commitment items

The project team defines the integration between Financial

Accounting and Cash Budget Management.

1-1 Post a vendor invoice:


Company code AC##

Vendor T-f15A00

Invoice date Today's date

Amount 5000 UNIControl indicator V0

G/L account 449000

Cost center T-F15A##

1-2 Display the document in financial accounting? Which commitment item appears as the

account assignment in the expenditure line?

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Update and Integration Solutions

Unit: Update and Integration

Topic: Integration with Financial Accounting

1-1 Accounting - Financial Accounting - Accounts Payable - Document Entry - Invoice


Company code AC##

Vendor T-f15A00

Invoice date Today's date

Amount 5000 UNI

Control indicator V0G/L account 449000

Cost center T-F15A##

1-2 Accounting – Financial Accounting – Accounts Payable – Document – Display

=> Double-click the expenditure line => "More" pushbutton

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The organizational factor: FM area

Update control

Planning layout and plan version

The steps involved in implementing Cash

Budget Management

Different procedures for going live

Taking over cash holdings


Configuration and Organization

Contents

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Configuration and Organization:Unit Objectives


Carry out the configuration work needed to activate

Cash Budget Management in the system

Enumerate the individual data transfer variants

Explain how going live works

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OverviewOverview

PlanningPlanning





Customizing



Configuration and Organization

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Currency: USD

Fiscal year variant:

A7FM areaFM area

Company code 1000

DEM

Company code 2000

GBP

Company code 3000

USD

Maintaining FM Areas

Reports:Val. factorsPeriodsCurrencies

The following are assigned to the FM area:

Plan profile

Report currency

Fiscal year variant (period apportionment)

You can combine as many company codes as you want in one FM area. Each of the company codes

can have a different currency and fiscal year variant.

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FMA

FA01 K4

FA02 K3

Calendar year, 4 special periodsCalendar year, 4 special periods

Opening balance

Revenues

Expenditures

Closing balance

1000

1000

1000

500

1500

1500

January February March

Split over timeSplit over time

Fiscal Year Variant

Defining Fiscal Year Variants

By assigning the fiscal year variant, you are stipulatíng how Cash Budget Management is to be split

over time.

You can plan and display the payment flows and cash holdings for any period(s) you wish. The

period split for each FM area is per the fiscal year variant.

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No purchase orders

No parked documents

FM area ledger only

Bank lines as of posting date

Expenditure/revenue summarization

Clearing in batch RFFMRP18

Update Control

No purchase orders: The system does not record a purchase order commitment.

No parked documents: The system does not record a commitment for parked documents.

FM area ledger only: Normally, Cash Budget Management records data in the local currencies of

all the company codes and FM areas concerned. If you activate this switch, data is recorded in the

FM area currency only, thereby ensuring that line items are not duplicated. Bank lines as of posting date: In Cash Budget Management, payment and bank clearing are

recorded as of the value date. Set this switch to have this done as of the posting date instead.

Expenditure/revenue summarization: This switch affects the number of "technical update chains"

in Cash Budget Management. The number of line items is reduced because the system disregards

additional information, such as accounts.

Clearing in batch: Cash Budget Management data is recorded as part of the process of updating FI

documents. Evaluating the clearing information can take a long time. If you choose clearing in batch,

the time-consuming steps are postponed. The payment is first displayed in a clearing item and the

payment commitment remains in place.

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1 SAPTRCB FM area currency

2 SAPTRCB Fixed transaction currency

3 SAPTRCB Flexible transaction currency

...Value/TCrcy Amt FMA CrcyCommt item

Assign planner profile

Planning Layout

Three standard layouts are available for planning. They are linked with planner profiles.

You can define your own planning layouts and assign them to the planner profiles.

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Version 0Version 0

RevenuesRevenues 1,000,0001,000,000

ExpenditureExpenditure 500,000500,000

..

..

..

Version 1Version 1

Version 2Version 2

Plan values

Plan values

Plan values

Defining Plan Versions

You can create different plan versions. When you enter planning values in the application, you

always store them under a plan version.

In reporting you can then compare the actual values to the values for any plan version.

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Not active Active

Cash Budget Management

Incoming invoices: 100 Outgoing payment: 100and clearing

Commitment item

of

G/L account line

?

Report

Commitment item Expenditures

Unassigned Revenues/Expenditures I

Material

Personnel

Taxes

Cash Budget Management was not active upon receipt of the invoice. As a result, the data was not

updated in Cash Budget Management.

Cash Budget Management is active when the payment is made.

To update the "Material" expenditure item under the "Payments" factor in the report, the system tries

to determine the "Material" commitment item from the line item (FMEP) in the invoice. As this is not possible (because there is no Cash Budget Management item), you must enter

commitment items for unassigned revenues/expenditures.

These commitment items are used for items originating from the period before Cash Budget

Management was implemented.

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Document line

Not active Active

Unassigned expenditures

Material

Personnel

Taxes

Outgoing payment: 100

and clearingIncoming invoice: 100

Report: Commitment item Expenditures



Unassigned revenues: Transaction : 30

Item category : 2 (revenue item)

Unassigned expenditures: Transaction : 30

Item category : 3 (Expenditure item)

Unassigned Revenues/Expenditures II

100

You cannot activate the FM area until you have defined the following commitment items:

Unassigned revenues (transaction 30, item category 2)

Unassigned expenditures (transaction 30, item category 3)

When you post payments which clear invoices posted before the FM area was activated, the

payments are displayed under the commitment items for "unassigned revenues/expenditures".

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Checking Company Codes

FM area

Fiscal year variant: A7 Currency: USD

Unassigned revenues

Unassigned expenditures

Assignment

Check

Company code 1000 Company code 2000 . . .

There is a checking facility which you can use before the production startup.

The system checks the company code to ensure that all the parameters required for Cash Budget

Management to run smoothly have been maintained.

If the parameters are incomplete, the system generates an error log.

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DeleteDelete

Transaction Data:

Master data in the test phase

Actual / Plan

Totals + line items

Purchase orders Invoices Funds reservation Payment transfer

Commitment item

Remove from G/L account(whole company code)Delete(whole FM area)

Production Startup / Reorganization

The following apply to all activities:

Back up your data first.

The FM area must be deactivated before you run the program.

Transaction data is deleted first, then master data.

At present, you cannot delete master data selectively, but must do so for the whole company

code/FM area.

Before you can delete the commitment items from the FM area, you must remove them from the

company code in all the G/L accounts.

Caution: Commitment items are also used in Funds Management and Project Cash Management.

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Characteristic: Minimum Maximum

Mean

Performance: Maximum Minimum

++

--

--

++

Transfer

cash holdings

Financial accounting:

Transfer some data Transfer all data

Transfer all

data

Transfer data from

Materials Management

(purch.orders)

Funds reservations

Payment transfers

Prod.startup only Production startup + regeneration

Data Transfer / Different Characteristics

or

The diagram shows not only the data transfer made on production startup, but also regenerating Cash

Budget Management in a system which is already active.

You must carry out the activities in the background and deactivate the FM area first. You must also

ensure that no other activities can be carried out in the relevant posting periods and company codes

while the program is running.

SAP recommends that you only transfer selected data. This improves system performance for the

various program runs and enables you to track the data more easily.

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Current year 01.07. July 1 in current year

Financial Accounting Cash Budget Management active

t

Report:

BankBank

100100

400400200200

CashCash

500500

Opening

balance

Revenues Expend Clsg

balance

800Payments 800

Commitment item:

Financial trans:

Long text

Transfer Transfer

30

2

Taking Over Cash Holdings/Production Startup

Val.typeVal.type

Commitment item

transfer 800800

Before you can transfer the cash holdings (cash/bank postings, (item category 1)) posted in Financial

Accounting to Cash Budget Management, you must define a commitment item for them to flow into:

Financial transaction: 30 Post revenue, expense...

Item category: 2 (Revenues)

The transfer is a one-time process for each company code, as part of configuration.

The values taken over are stored as from the first period of the specified year.

The FM area must be deactivated before you make the transfer.

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•PO no.: 14000003 G/L acct: ExpenditureExpenditure


Program run:

Funds line itemFunds line item

Creating Line Items

Taking Over/Reconstructing Data from MaterialsManagement

Commitment itemCommitment item

Production Startup

The program reads the commitment item from the G/L account specified in the purchase order

and generates the appropriate line item.

Important:

Always back up your data.

Do not enter any documents while the reconstruction is running. The periods must be closed.

Run the reconstruction in batch.

Run program RFFMS180 first. This enters commitment items in unassigned MM documents.

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Not active Active / Reconstruct

Posting periods 1 2 3 4 5 6 7

First run From month: 1

To month: 3

Determine

cash holdings: X Set only in first run

Second run From month: 4

To month: 6

Determine

cash holdings: _

Do not set in subsequent runs

Cash Budget Mgt

Taking Over/Reconstructing Some Data fromFinancial Accounting

Production Startup

This procedure offers a step-by step method of setting up Cash Budget Management.

In the process, the commitment items of the G/L accounts addressed in the posting lines are

determined.

In using this procedure, you are opting not to take over all the commitments, but only those from

certain periods and cash holdings.

Data Reconstruction

Deleting old transaction data

Before running the partial reconstruction for the first time, you must delete the old actual data

(line items).

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Not active Active

Posting periods 1 2 3 4 5 6 7

Cash Budget Mgt

Onetime run !

To period: 06

FM area: FA00

Fiscal year: YYYY

Taking Over/Reconstructing All Data fromFinancial Accounting

The objectives of this procedure are the same as for the partial reconstruction.

All the documents, up to the limit you specify, are taken over at one go.

System performance might be a problem.

You can take over the materials data and the financial accounting data in one run. However, this isnot recommended for performance reasons.

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Reconstructing Data from Funds Reservations andPayment Transfers

Funds reservation/payment transfer

Reconstruct line items

If line items from the test phase were deleted during preparation for the production startup (delete

actual data)

or

if the values were changed in the FM documents, the relevant FM line items must be reconstructed.

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Company code

1000

Company code

2000

Company code

3000

FM area

1000

Activate

on April 15, 2000

Activate

on July 15, 2000

Activate

on December 15, 2000


You have the option of activating Cash Budget Management for individual company codes.

Each company code must satisfy the following criteria before you can activate it:

− The company code must be assigned to an FM area.

− A fiscal year variant, currency key, and plan profile must be assigned to the FM area.

− You have assigned a commitment item for unassigned revenues, and another for unassigned

expenditures, to the FM area.

If any of these criteria is not met, you cannot activate the FM area. Read the error log to find out

what you must do if this happens.

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Configuration and Organization: Unit Summary

As well as the corporate structure settings, you

must also enter the basic Cash Budget

Management settings, and settings to controlplanning, postings, and integration.

When reorganizing Cash Budget Management, you

can delete master data and transaction data separately.

Various options are available for the internal

data transfer.

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Configuration and Organization Exercises

Unit: Configuration and Organization


- Make the basic Cash Budget Management settings

- Post documents in Cash Budget Management

The project team decides how the organizational structure will

look and on the basic settings in Cash Budget Management. The

aim is to activate Cash Budget Management.

1-1 Check the following basic settings:

1-1.1 Definition of FM area FA##

1-1.2 Assignment of company code AC##

1-1.3 Assignment of commitment items for unassigned revenues and expenditures

1-2 Define fiscal year variant for K4 for FM area FA##.

1-3 Post a vendor invoice.

1-4 Activate Cash Budget Management.

1-5 Display the commitment/actual line items in the Cash Budget Management information

system.

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Configuration and Organization Solutions

Unit: Configuration and Organization

1-1 Tools – Accelerated ASAP – Customizing – Edit Project – SAP Reference IMG:

-Enterprise Structure – Definition – Financial Accounting – Maintain Financial

Management Area

- Enterprise Structure – Assignment – Financial Accounting – Assign Company

Code to Financial Management Area

-Treasury – Cash Budget Management and Financial Budgeting – Integration –

Define Commitment Item for Unassigned Revenues/Expenditures


- Treasury – Cash Budget Management – Basic Settings – Fiscal Year Variant –

Assign Fiscal Year Variant to FM Area

1-3 Tools – Accelerated ASAP – Customizing – Edit Project – SAP Reference IMG

- Treasury – Cash Budget Management – Integration – R/3 Internal Data Transfer –

FI Documents – Take Over Part of Data

=> System –> Services –> Reporting

=> Goto –> Variants –> Create Variant "Group##"


FM area FA##

From Today's date

To Today's date

Determine Cash Holdings X

Clearing item 2411

=> Save variant

=> Execute program with variant

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– Treasury – Cash Budget Management – Integration – Activate Cash Budget

Management

1-5 Accounting – Treasury – Cash Budget Management – Information System – Report

Selection – Line Items – Commitment/Actual Line Items

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Planning

Annual/period planning

Planning layouts

Contents

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Planning: Unit Objectives


Enter plan data in the system

Use planning layouts

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Commt item Currency

1111

1122

1134

1135

Expends 1

Expends 2

Expends 3

Expends 4

Amount in FM area currency

130,000

120,000

100,000

132,000

January 10,000

February 10,000

...

Version 1

Annual/Period Planning

You can only enter planning in account assignment items with financial transaction 30.

You can branch from annual planning to period planning.

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Commt item Currency

1111

11221134

1135

Expends 1

Expends 2Expends 3

Expends 4

Amount in FM area currency

130,000

120,000

100,000

132.000Commt item Currency

1111

1122

1134

1135

Expends 1

Expends 2

Expends 3

Expends 4

Amount

in transaction crcy

130,000

120,000

100,000

132,000

UNI

UNIUNI

USD

USD

USD

USD

Amount in

FM area crcy

240,000

260,000

200,000

264,000

Planning Layout

You can use different layouts for your planning work. Three standard layouts are available. You can

define additional layouts yourself.

When carrying out planning, you can choose between "Free" and "Form-based" as the method of

input. If you choose free input, the system displays only the commitment items for which there is

already plan data in the database. In form-based input, all the commitment items are shown.

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Planning: Unit Summary

You can create different financial budget versions.

You can only plan in account assignment versionswith financial transaction 30.

You can branch from annual

planning to period planning.

Three standard layouts areavailable for planning.

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Planning Exercises

Unit: Planning


- Enter plan values

- View plan values in different planning layouts

You will plan cash flows, thereby making it possible to produce a

target/actual analysis based on expenditures and revenues.

1-1 Plan annual values for the fiscal year 200J for commitment items 1126## and 1111.

Use the form-based view.

1-2 Display the planning in planning layout "2SAPTRCB" (transaction currency).

1-3 In the Cash Budget Management information system, go to the index "Plan-period

comparison" and choose the "Plan/Actual/Commitment" report. Display your plan

values in it.

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Planning Solutions

Unit: Planning

Topic: Planning in Commitment Items

1-1 Accounting - Treasury - Cash Budget Management - Financial Budgeting - Change


Layout 1SAPTRCBAC

Version 1

Period 1

Period Current period

Fiscal year 200J

Commitment item 1111


1-2 Accounting - Treasury - Cash Budget Management - Financial Budgeting -

Change

=> Goto - Next Layout

1-3 Accounting - Treasury - Cash Budget Management - Information System -

Plan/Period Comparison - Plan/Actual/Commitment Report

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Payment Transfers

Payment transfers as a correction instrument

Enhanced payment transfers

Contents

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Payment Transfers: Unit Objectives


Create document types

Explain how payment transfers work

Carry out payment transfers

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OverviewOverview






PlanningPlanning

Payment Transfers


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Doc.type

Doc.type

FI-FM earmarked funds

FI-FMFI-FMDocument category 002

Funds transfer

Number range 02

Can be assigned freely

from Release 4.6

Document Types for Payment Transfers

Payment transfers are controlled using document types. You maintain these in Customizing for

Funds Management:

SAP Reference IMG: Financial Accounting -> Funds Management -> Postings -> Define Document

Types

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Correction within Cash Budget Management

Financial Accounting


Reporting after the payment transfer

Payment transfer

Invoice receipt

Commitment item 1. . . . . .100Doc.type

Incorrect

Commitment item 2. . . . . .50Doc.type

Correction

Commt item Op.balance Revenues Expends Clsg balance

501111

112600 50-

Total 0

Payment Transfers as a Correction Instrument

You can use the payment transfer as a correction tool within Cash Budget Management.

Input follows the sender (incorrect commitment item) receiver (correct commitment item) principle.

The transaction is displayed in reporting under "Payments".

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Revenue commt

item

Expenditure

commt item

Clearing items

Clearing between revenues and expenditures

Amount Commitment

item+ -

.

.

.

.

Doc.type

Enhanced Payment Transfers

You use the enhanced payment transfers to make transfers between revenues and expenditures.

Before you can do this, you must define clearing items per document type for the revenue side and

the expenditure side.

You do this in Funds Management customizing.

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Payment Transfers: Unit Summary

Payment transfers act as correction tools,

following the sender-receiver principle.

Payment transfers are controlled using

document types.

The enhanced payment transfer is available for

clearing revenues and expenditures.

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Report selection

ALV reports Master data indices

Totals records

Line items

Contents

Information System

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Explain the different views of Cash Budget

Management data

Navigate in the individual reports

Adapt reports

Information System: Unit Objectives

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OverviewOverview

ConfigurationConfiguration


Transaction DataTransaction Data


How Cash Budget Management WorksHow Cash Budget Management Works

PlanningPlanning



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Master data indices

Totals records

Line item reports

ABAP List Viewer reports

Report Selection

Cash Budget Management reporting is divided into master data reports, totals records, and line-item

reports.

You can see this subdivision in the report tree.

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Master data indicesMaster data indices

Totals recordsTotals records

Line item reportsLine item reports

ABAP List Viewer reports

Report Selection


reports.


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Key FigureKey Figure

Opening balance

Closing balance

Revenues

Expenditures

150,000

200,000

100,000

250,000

Plan in FMA Crcy Act.data Variance

150,000

70,000

50,000

30,000

Display Fields

Itm Lgth Total

1

2

34

20

20

2020

Column Content

Description

List of Fields

Column Content

Item

Commitment item

Commt in FMA crcy

Lgth

8

10

20

Plan in FMA crcy

Actual data

Variance

ABAP List Viewer: Plan/Actual/Commitment Report

The planned/actual commitment report is based on the ABAP List Viewer (ALV). You can change

the variant we deliver to suit your individual requirements.

The following ALVreports are available, in addition to the one above:

Actual/commitment report with hierarchy

Actual/commitment report

Actual/commitment per company code

12 period preview report, actual and plan

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Master data indices


Line item reportsLine item reports

ABAP List Viewer reportsABAP List Viewer reports

Report Selection


reports.


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Expenditure item

1 1

111

112

113

Master record

info

1 2

FM Commt : . .

area item

1000 1

1000 11

1000 112

1000 113

. . . . . .

Company G/L Commt

code acct item

1000 1000 111

1000 1001 112

1000 1002 113

. . . . . . . . .

FM area 1000

Key date: Dec.31, 2000

FM area 1000


FM area 1000


Hierarchy Master data

G/L accounts:Company code 1000

Commitment itemsAssignment:

G/L accounts to

commitment items

Master data index

Master Data Indices

You can use these programs to check the master data values you have defined.

For example: Are commitment items defined in every G/L account?

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Plan/actual comparison

Commitment/actual/balance


Totals records

Line item reportLine item report


Totals Records

Totals records are predefined drilldown reports which you can use to analyze business transactions

affecting liquidity from MM and FI from various viewpoints.

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Navigation

1111 Exp.: Materials

112600 Exp.: Training

Total


Display inDisplay inCommt/Actual

FinancialBudget

Company codeCompany code

PeriodPeriod

Value typeValue type

Trans.currencyTrans.currency

...

1000

800- 800-

100- 150-

100 250

12002111 Sales revs

Report: Commitment/Actual - Financial Budget

When you access the plan/actual comparison, the system first displays a drilldown list, showing a

comparison of the financial budget with the commitment/actual values. You can then evaluate this

information per company code, value type, currency, or commitment item.

You can also use the report to compare financial budgeting with the actual payments or payment

obligations.

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Key Figure

1st quarter

4th quarter

2nd quarter

3rd quarter

0 100 100

100 100

100 100

100 100

Opening balance Revenues Expends Closing bal.

Navigation


PeriodPeriod



Report: Commitment/Actual/Balance

Unlike the "Plan/actual comparison", the first display in the "Commitment/actual/balance" reports

first shows a detail list. The list analyzes the characteristics in detail. The drilldown is reduced to

show the data for an FM area for one year.

The detail list of the commitment/actual/balance report shows all the balances, revenues, and

expenditures for an FM area for one year.

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Display inDisplay in RevenuesOp.balance Expends Closing bal.

1st Quarter

Navigation


PeriodPeriod



2111 Sales revs 1000

1111 Exp.: Materials 800-

112600 Exp.: Training 100-

Total 1000 1300

800-

100-

1200 900-

1200 2200

Report: Commitment/Actual/Balance - DrilldownList

The drilldown list enables you to display various characteristics (such as company codes or

commitment items) per the opening balance, revenues, expenditures, and closing balance. Unlike the

detail list, however, you can look at more than one characteristic configuration at a time.

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Line item report


Commitment/Actual -

Commitment Item


Line Item Report

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Doc.no. Item no.Date CoCd Vendor/

customer

G/L

account

Amount

Commitment/Actual Line Items: By Commitment Item

1000

01/01/xx 1900009 2 AC00 160000 91200

03/02/xx 4500008 4 AC00 440500 91200 1000

1500

FM area FA00

112600 Exp: Training

Invoice

Purchase order

2500

1500

1500

Line Item Report

You can use the commitment/actual line item report sorted by commitment item to list the line items

according to different criteria, such as company codes or value types.

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Cash Budget Management reporting is

divided into specific ABAP List Viewer reports,

master data indices, totals records andline item reports.

Information System: Unit Summary

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Information System Exercises

Unit: Information System

Topic: ABAP List Viewer


• Explain the different views of Cash Budget Management data

• Navigate in the individual reports

• Adapt reports

Process the reports and display variants SAP delivers so that they

meet your specific requirements.

1-1 Access the plan/actual/commitment report, then call up the field setup for the current

display variant.

1-2 Choose the field "Commitment/actual in FM area currency" for display, then store the

variant.

1-3 Access the report again and display your variant.

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Information System Solutions

Unit: Information System

1-1 Accounting - Treasury - Cash Budget Management - Information System - Report

Selection - Line Items - Commitment/Actual Line Items by Commitment Item

=> Settings => Current Display Variant

1-2 Choose the "Commitment/Actual in FM area currency" => Include in view and

save variant.

1-3 Accounting - Treasury - Cash Budget Management - Information System - ReportSelection - Line Items - Commitment/Actual Line Items by Commitment Item

=> Settings => Display Variant => Choose.

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