User Manual FM

User Manual

Funds Management

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FundS Management

BCS

User Manual

Submitted to

Lakshmi Precision Screws Ltd.

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http://www.lpsindia.com/index.aspx

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DOCUMENT INFORMATION

Project Name Document Name Document Location

Funds Management User Manual

DOCUMENT HISTORY

Version Document Name

Date Author Reviewed BY

Change Control

1.0 User Manual for Funds Management BCS

29.03.2013 Mohit Verma

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TABLE OF CONTENTS 1 MASTER DATA ................................................................................................................ 5

1.1 Create Commitment Item ........................................................................ 5 1.2 Update Commitment Item in the GL master .................................................. 8

2 BUDGETING ...................................................................................................................10 2.1 Upload Initial Budget ............................................................................ 10 2.2 Upload Supplementary Budget ............................................................... 14 2.3 Transfer the Budget ............................................................................. 17 2.4 Return/Withdraw Budget ....................................................................... 21

3 BCS – AVC- REPORTS ..................................................................................................24 3.1 Budget view by Process ........................................................................ 24 3.2 Budget View by Documents ................................................................... 27 3.3 Overview of Budget Consumption ............................................................ 29 3.4 Overview of Annual Values .................................................................... 32 3.5 Other Reports .................................................................................... 34

4 CLOSING OPERATIONS MONTH END..........................................................................34 4.1 Open and Close Period ........................................................................ 34

5 CLOSING OPERATIONS YEAR END .............................................................................36 5.1 Assign Status to a Version for New Fiscal Year ............................................ 36 5.2 Specify Open Time Intervals for FM Posting ............................................... 38 5.3 Maintain Number Range for Budget Posting ............................................... 40 5.4 Carry Forward Open PR and PO with Budget .............................................. 42

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Symbols and their meanings The standard toolbar contains buttons for performing common actions such as Save and Enter.

Icon Quick info text Function

Enter Confirms the data you have selected or entered on the screen. Same function as the Enter key. Does not save your work.

Command field Allows you to enter commands, such as transaction codes.

Save Saves your work. Same function as Save in the Edit menu.

Back

Returns you to the previous screen without saving your data. If there are required fields on the screen, these fields must be completed first.

Exit Exits the current function without saving. Returns you to the initial screen or main menu screen.

Cancel Exits the current task without saving. Same function as Cancel in the Edit menu.

Find Searches for data required in the current screen.

Create session Creates a new SAP session. Same function as Create session in the System menu.

Help Provides help on the field where the cursor is positioned.

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1 MASTER DATA

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

1.1 Create Commitment Item

1. Access the activity using the following navigation options:

Menu path Accounting Public Sector ManagementFunds

Management Master DataAccount Assignment

ElementsCommitment Item FMCIA-Individual Processing

Transaction Code FMCIA

2. In the Edit Commitment Item Screen, user will have the following options,

Press this key to create new commitment item.

Press this key to make any changes in already created commitment item.

Press this key to display the commitment item.

Since we are creating new commitment item, we will use first option by selecting create button.

3. In the Edit Commitment Item Screen, Provide commitment item and select create button to proceed.

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

Field name Description M/O/C User action and values

Comment

Name Enter the name of the commitment item

M Other Expenses

Length of the field is 20

Description Enter Long description of the commitment item

M Other Expenses

Length of the field is 50

Financial Trans. It is a Control

parameter in the M

30 If you want budget check on this commitment item then

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commitment item master record.

enter field value 30 and if you does not want budget check on this commitment item then you need to enter 50 as field value.

Commitment Item Category

The commitment item category is used for differentiating budget values in revenues and expenditures.

M

3 If commitment item belongs to expenditure then enter 3 and if commitment item belongs to revenue then enter 2 as field value

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5. In the Financial transaction field, enter 30 as value if you want budget check for this commitment; or enter 50 if the budget check is not required for the commitment item.

6. In the Commitment Item Category field, enter 3 if commitment belongs to expenditure; enter 2 if the commitment belongs to revenue and 1 if commitment item belongs to cash.

7. After the required entries are made, click on the button to create the commitment item.

8. The system task is complete.

1.2 Update Commitment Item in the GL master

After the creation of the commitment item, the commitment item must be assigned to the respective GL.

1. Enter T code FS00 in the command field.

2. Press key to proceed.

3. In the Display G/L Account Centrally, enter the GL and company code in their respective field,

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

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4. In the Commitment Item field, enter the commitment item value and then select button to save the transaction.

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


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2 BUDGETING

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

2.1 Upload Initial Budget



Management BudgetingBudget Control System (BCS)

Entry Document FMBBC-Create

Transaction Code FMBBC/FMBB

2. In the Budgeting Workbench- Create Document screen, two types of data have to be entered under Header and Line Item data.

3. In Header data, provide the following inputs-


Comment

Process Characterizes the basic budgeting process used to post a budget entry document

M “Enter”

Budget Category

The budget category is used to distinguish between the different ledgers Payment Budget , Commitment Budget, and Financial Budget, in which the budget data is stored.

M

“Payment”

Version

The budget version enables you to manage two or more sets of data in parallel for the same budget object.

M

“0”

Document Type The document type classifies the budget entry document. It is flagged in the document header.

M “BENT”(Initial Budget Entry)

Document Date

In the "Document date" field, the system writes the issue date for the original document. M

29.03.2013 System automatically derives the document from the current system date.

Fiscal Year

Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does

M

2012

SAPEVENT:DOCU_LINK/DS:GLOS.9D4957CA5F23F646B4408D3FC8AD2B56

SAPEVENT:DOCU_LINK/DS:GLOS.3526BB75AFAB52B9E10000009B38F974


SAPEVENT:DOCU_LINK/DS:GLOS.3526BB7AAFAB52B9E10000009B38F974

SAPEVENT:DOCU_LINK/DS:GLOS.6D129DF90FB2E048B867BE68A7F9DA31

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not have to be.

Period

A budgeting period is a self-contained part of a fiscal year. Every budgeting transaction is allocated to one or more budgeting periods.

M

“012” If want to post budget for all posting period then select “0 All”

Budget Type

When setting up your budgeting procedures, you can define several budget types for your organization. The combination of budget type and budgeting process represents a customer-specific definition of budget values.

M

“BI”

4. In line item data, provide following inputs,

SAPEVENT:DOCU_LINK/DS:GLOS.5C92E0BD7564D44B929C160DE4A4588D



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Comment

Fund Center

Funds center is a Alphanumeric code for the funds center, which you are creating, changing, or displaying, or to which you are assigning budget.

M

11011110

Commitment Item

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

M

460030

Amount Budget amount in transaction currency

M 1000

SAPEVENT:DOCU_LINK/GL:funds_center

SAPEVENT:DOCU_LINK/DS:GLOS.commitment_item

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5. After providing all required inputs, press button to upload the initial budget.


7. Below is the budget available report-

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2.2 Upload Supplementary Budget



Management BudgetingBudget Control System (BCS)

Entry Document FMBBC-Create

Transaction Code FMBBC




Comment

Process

Characterizes the basic budgeting process used to post a budget entry document

M

“Supplement”

Budget Category


M “Payment”








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Version


M “0”

Document Type

The document type classifies the budget entry document. It is flagged in the document header.

M “BSPL”

Document Date In the "Document date" field, the system writes the issue date for the original document.

M 29.03.2013

Fiscal Year

Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does not have to be.

M 2012

Period


M “0”

Budget Type


M “SL”

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


Comment

Fund Center


M

11011110

Commitment Item Commitment items reflect the functional structure of an

M 460030






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


M 500

5. After providing all required inputs, press button to upload the supplementary budget.

6. Supplementary budget has been uploaded.

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8. The system task is complete. 9. Below is the budget availability report

2.3 Transfer the Budget



Management Budgeting/Budget Control System (BCS) Entry

Document FMBBC-Create





Comment

Process


M

“Transfer”

Budget Category

The budget category is used to distinguish between the different ledgers Payment Budget , Commitment Budget, and Financial Budget, in which the budget

M “Payment”








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data is stored.

Version


M “0”

Document Type


M “BTRF”


M 29.03.2013

Sender Fiscal Year


M 2012

Sender Period


M “012”

Sender Budget Type


M “TR”

Receiver Fiscal Year

M 2012

Receiver Period M “012”

Receiver Budget Type

M “TR”

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


Comment

Sender Fund Center

Funds center is a Alphanumeric code for the funds center, which you are creating, changing,

M

11011110





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or displaying, or to which you are assigning budget.

Sender Commitment Item

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

M

460030


M 500

Receiver Fund Center

M

11011110

Receiver Commitment Item

M

460031

Amount M 500

I. In the line item fields give the sign of – for the sender fund center and provide commitment item

and amount.

II. In the line items field give the sign + for the receiver fund center, provide commitment item and amount.

III. After providing all required inputs, press button to save the transaction.


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5. The budget has been transferred to the one combination of fund center and commitment item

to another combination of fund center & commitment item.


7. Below is the budget availability report.

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2.4 Return/Withdraw Budget


Menu path Accounting Public Sector ManagementFunds Management

BudgetingBudget Control System (BCS) Entry Document FMBBC-Create





Comment

Process


M

“Return”

Budget Category


M “Payment”








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Version


M “0”

Document Type


M “BRET”


M 29.03.2013

Fiscal Year


M 2012

Period


M “012”

Budget Type


M “RT”

4. In line item data, enter following inputs-


Comment

Fund Center


M

11011110

Commitment Item Commitment items reflect the functional structure of an

M 460030






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


M 500

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5. After providing all required inputs press button to save the transaction.

6. The budget has been withdraw/return.


8. Below is the budget availability report-

3 BCS – AVC- REPORTS

Using the AVC component, the availability of funds can be monitored in the Budget Control System of Funds Management. Availability control and BCS budgeting are flexible tools that can be used to check consumable budget (budget or releases) against consumed amounts (commitment or actual postings) within a budget process.

3.1 Budget view by Process



Management Information SystemTotals RecordsBudget

http://help.sap.com/saphelp_erp60_sp/helpdata/en/4f/19f53b5415f249e10000000a11402f/content.htm

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Control System (BCS) Budget FMB_B02 Budget view by process

Transaction Code FMB_B02

2. In the Budget view by process screen, enter the following inputs,


Comment

FM Area

An FM area is an organizational unit which plans, controls and monitors funds and commitment budgets.

M

1100

Commitment Item O

Variant Not

Required

Version M 0

Budget Category M 9F

Value Type M B1

Budget Type O

Fiscal Year M 2012

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

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3.2 Budget View by Documents

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



Management Information SystemLine ItemsBudget (BCS)

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FMEDDW Display Budget Entry Documents

Transaction Code FMEDDW

2. In the Entry Document screen, enter the required fields,

Field name Description M/O/C User action

and values Comment

FM Area M 1100


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

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3.3 Overview of Budget Consumption

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



Management Information System Total Records Budget

Control System (BCS) Budget FMRP_RW_BUDCON-Overview of Budget Consumption

Transaction Code FMRP_RW_BUDCON

2. In the Budget Usage: Selection Screen, enter the required fields,

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Comment

Financial Management Area

M 1100


Version M 0

Fiscal Year M 2012


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3.4 Overview of Annual Values



Management Information System Total Records Budget

Control System (BCS) Availability Control FMAVCR01-Overview of Annual Values

Transaction Code FMAVCR01

2. In the Display Annual Values of Control Objects Screen, enter the required fields,

Field name Description M/O/C User action

and values Comment

FM Area M 1100

Fiscal Year M 2012

Control Ledger M 9H

Fund Center

O 11011110 You can enter multiple fund

center

Commitment Item

O 460030 You can enter multiple fund

center

3. Users can use either one combination of fund center and commitment item or more than one as per the requirement.

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3.5 Other Reports

The users may also use the following tcode to view other reports.

T code-FMRP_RFFMTO10X - List

T code-FMRP_RFFMEP1AX - All Postings

4 CLOSING OPERATIONS MONTH END

4.1 Open and Close Period

In LPS budgeting period will be opened on monthly basis. So that we can upload the budget for the required period, rest all other period will be closed and only current period will be opened.



Management Additional Functions Closing Operations

Open and Close Periods/Fiscal Years Budget(BCS) FMOPER - Individual Processing

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Transaction Code FMOPER

2. When you use this t code system will ask you about FM area, enter the required value-

3. Press Enter after giving FM area, The next screen would be like mention below-

4. Enter the value in “From Period” and “To Period” field. From this field you can control the budgeting period. If you want to open only one period at a time, enter the same period in both the field.

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5 CLOSING OPERATIONS YEAR END

This component enables to prepare and execute all activities for year-end closing: the transfer of open commitments (commitment carry forward) to the next fiscal year and return of the residual budget of the current year.

5.1 Assign Status to a Version for New Fiscal Year

Every year we need to assign a predetermined status to a version for the new fiscal year



Management Budgeting Budget Control System (BCS)

Version Assign Status to a Version

Transaction Code FMBOSTAT



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4. Click on the New Entries button- 5. And maintan the value


Comment

Fiscal Year M 2014

Version M 0

Status M STAT01

Budget Address Check O Leave the field Blank Leave the field Blank

6. Press Enter button and then save .

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5.2 Specify Open Time Intervals for FM Posting

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



Management Additional Functions Closing Operations

Open and Close Periods/Fiscal Years Posting Individual Processing

Transaction Code FMIR



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4. Click on the New Entries button- 5. And maintain the value as mention below-


Comment

Budget Category M Payment Budget

Year M 2014 Enter New Fiscal Year

Value Type M * Enter (*) Shift+8

Account Assignment Element

M All Account

Assignments

Value M * Enter (*) Shift+8

Authorization group

O Leave Blank Leave Blank Field

value not required

From M 01 Enter 12 as a value

To M 12 Enter 12 as a value

Press Enter button, system will give you one information message then again press enter.

And save .

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5.3 Maintain Number Range for Budget Posting

Every year we need to create number range to post budget document in new fiscal year.


Menu path Spro Public Sector Management Funds Management

Government Budget Control System (BCS) Budgeting

Budget Entry Budget Entry Document Maintain Number Range Interval for Entry Documents

Transaction Code FMEDNR

1. Enter FM Area- And Press on Intervals

2. The next screen would be like mention below-

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3. Click on the button- 4. And maintain the value as mention below-


Comment

Range Number

M

01 Do not change the number range value and you need to enter only 01

Year M 2014 Enter New Fiscal Year

From

M 1000000000 You need to enter the

same number as maintained last year

To

M 1999999999 You need to enter the

same number as maintained last year

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Press Enter button and save . In the same way maintain the number range 02,03,04 also.

5.4 Carry Forward Open PR and PO with Budget



Management Additional FunctionsClosing Operations

Commitments/Actuals Commitment Carry forward FMJ2-Carry Forward Documents

Transaction Code FMJ2

2. In the Year- End Closing : Carry forward of Open Items, enter the required fields,

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Comment

FM Area M 1100

Sender Fiscal Year M 2012

Value Type

The value type is a technical classification characteristic for individual business transactions. The system recognizes the transaction when postings are made in the feeder components of Funds Management is posted. Then it updates the business transaction in Funds Management using the corresponding value type.

M

50 Purchase Requisitions

Company Code M 1100

Document Number M 10007801

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

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3. First execute in test run .

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4. In the above screen you can see the Status field that should be either yellow or green. Now you can execute the t code without test run.

5. Now you can see that PR has been vary forward-

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6. Now run the budget reconstruction t code- FMAVCREINIT-

7. Execute the t code without test run-

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User Manual FM

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