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Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. MicrosoftŽ, WINDOWSŽ, NTŽ, EXCELŽ, WordŽ and SQL ServerŽ are registered trademarks of Microsoft Corporation. IBMŽ, DB2Ž, OS/2Ž, DB2/6000Ž, Parallel SysplexŽ, MVS/ESAŽ, RS/6000Ž, AIXŽ, S/390Ž, AS/400Ž, OS/390Ž, and OS/400Ž are registered trademarks of IBM Corporation. ORACLEŽ is a registered trademark of ORACLE Corporation, California, USA. INFORMIXŽ-OnLine for SAP and InformixŽ Dynamic ServerTM are registered trademarks of Informix Software Incorporated. UNIXŽ, X/OpenŽ, OSF/1Ž, and MotifŽ are registered trademarks of The Open Group. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3CŽ, World Wide Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute of Technology, 545 Technology Square, Cambridge, MA 02139. JAVAŽ is a registered trademark of Sun Microsystems, Inc. , 901 San Antonio Road, Palo Alto, CA 94303 USA. JAVASCRIPTŽ is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.com Business Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP™, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies. Design: SAP Communications Media

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5 days

Overview of Financial Accounting and Reporting

3 days

Funds and Position Management Functionality (Release 4.5)

1 day Funds and Position Management Configuration (Release 4.5)

5 days Funds Management: Processes, Organization and Configuration

5 days

Financial Accounting Solution for Germany

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Special Functionality for the Public Sector

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,QWURGXFWLRQ The budget structure represents the structural and organizational outline of an organization from a Funds Management viewpoint It is the basis for budget planning and budget execution

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Depending on the level from which accounting is viewed, the organization is represented in the R/3 System using the following structures: ĂŠ The organizational unit for Funds Management is the financial management area (FM area) ĂŠ The organizational unit for Controlling is the controlling area

ĂŠ The organizational unit for Financial Accounting is the company code

ĂŠ The FM area and the controlling area have precedence over the company code.

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You can use clients in the R/3 System. The client corresponds to a whole organization.

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Each component in the R/3 System has its own organizational units. These are assigned to each other.

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The organizational unit in Funds Management is called the "financial management area" (FM area).

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You can assign one or more units from cost accounting (controlling areas) and financial accounting (company codes) to an FM area.

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When doing this, ensure that the relationships between the three organizational units are consistent.

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All other organizational units, such as those in Logistics (plant, purchasing organization and so on) and Human Resources (HR area and so on) are linked to Funds Management via the financial accounting organizational unit, that is, the company code.

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The currency in the FM area can differ from the company code currency selected.

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The FM area currency and a fiscal year variant must be defined as global parameters. The fiscal year variant can be selected independently from the variants for the company codes.

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To represent the budget structure of an organization in the R/3 System, a breakdown of the entire organizational structure is carried out in an analytical process according to: ĂŠ Organizational viewpoints ĂŠ Structural viewpoints

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The result is a funds center hierarchy and usually several commitment item hierarchies.

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For funds centers, organizational units are formed (areas of responsibility, departments, projects) and arranged in a hierarchy.

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For commitment items, structural aspects are displayed hierarchically (expenditure and revenue structures).

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The funds management system joins organizational and functional structures (funds center and commitment item hierarchies) in one structure. In this structure, each funds center contains the entire commitment item hierarchy.

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Funds centers are used to represent organizational units (areas of responsibility, departments, projects) and are arranged in a hierarchy.

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You can only define one funds center hierarchy in each financial management (FM) area.

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There is only ever one funds center at the top of a funds center hierarchy (top funds center).

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Every other funds center has one superior center which is defined in the master record of the subordinate funds center.

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The funds center master record contains important information, such as the name and description of the funds center, the name of the person responsible for the funds center and so on.

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You can maintain both the name of the person responsible (as information) as well as a user name (SAP user name) in the system. The person defined in the user name as responsible for the funds center is the recipient of automatically generated system messages (mails) in certain situations.

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Commitment items describe an organization’s functional breakdown structure.

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Summarization items can be budgeted to but cannot be posted to.

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Account assignment items are characterized by the fact that they can be budgeted to and posted to.

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Financial transaction and item category are control parameters used to define the meaning of a commitment item.

é The financial transaction represents the business transaction from feeder application components. é The item category stipulates whether you are working with: −

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a cash balance item.

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All commitment items representing the budget structure as revenues and expenditures types have the financial transaction "30" in the master record.

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In addition, there are several "technical" commitment items, such as those for reconciliation accounts, bank accounts and so on.

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,QWURGXFWLRQ In addition to the operating budget, secondary funds are managed separately, usually according to other, more rigid regulations. These funds are often made available for projects. Funds require a defined term and have special reporting requirements.

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The financing of funds from secondary sources is represented in the R/3 System by funds.

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The organizational and functional breakdown structure (funds center hierarchy and commitment item hierarchy) is passed on to each fund.

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By "passing on", we mean here that the master data structure is combined automatically with the fund master data.

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An entry must be made in the funds master record in order to validate it. It is possible to enter an application of funds that is defined time-independently or to specify a corresponding validity interval.

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Starting from release 4.6C, you can assign more than one fund to the same fund type and use this summarized entry for classification or Reporting. You maintain funds types in Customizing.

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Entries in the fields "budget profile", "balance update" and "customer for fund" are optional.

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The customer for a fund can be consulted for evaluation purposes in Funds Management reporting.

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The budget profile allows budgeting and availability control to be controlled individually.

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The "balance update" indicator controls whether the totals records are carried forward for each fund when changing to the next fiscal year.

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If there is no entry in the "Fund" field, the system resorts to a technical fund representing the actual budget.

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There is no master record for the "blank" fund. The relevant budget profile is defined in Customizing.

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AC700

2-19

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 SAP AG 1999

n

The restriction of levels can be used in budgeting and budget structure maintenance.

© SAP AG

AC700

2-20

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n

The budget structure is a combination of the grouping of the organization (funds centers) and the actual structure of the funds (commitment items).

n

In the budget structure, the combinations of fund center and commitment item that are to carry a budget are flagged. If no combinations of funds centers and commitment items are selected for an FM area/fund, all logical combinations are valid budget items. Once a combination is selected, the budget structure is valid as defined and only the selected combinations can have budgets assigned to them.

n

An individual budget structure can defined for each fund.

n

The budget structure is year-dependent and is valid until it is redefined.

n

Note: if you are using the budget processing transactions, once you have created a budget structure, the system will only offer you the funds management account assignments that are flagged as budget carrying.

n

A unique funds management account assignment consists of a funds center, commitment items, and fund.

n

You can only use complete combinations of these master data elements for budgeting.

n

In the budget structure, you can select funds management account assignments as budget carrying at any time.

n

You can also define the so-called posting objects in the same transaction. These are the combinations of funds centers and (account assignment) commitment items to which commitment and actual postings can be made.

Š SAP AG

AC700

2-21

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 SAP AG 1999

n

The "Generate Budget Structure from Budget and Actual Data" program uses the budgeted combination of funds centers and commitment items to generate a budget structure.

n

You can also use this program to create a posting object definition, using the combinations of funds centers and (account assignment) commitment items to which actual data has been posted.

Š SAP AG

AC700

2-22

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 SAP AG 1999

n

To make processing easier, commitment items can be put together to form commitment item groups. When defining a group, you specify the function (budget/posting object) of the commitment items that make up the group.

n

When defining the budget structure with group assignment (generate budget structure from group), you must assign the commitment item groups to funds centers.

n

Any subsequent changes made to the functions of the object in a funds center group also affect all funds centers within the budget structure.

n

For year-dependent budget structures, you must to create groups that are year-dependent. For budget structures that are not year-dependent (fund with a total value), you set up groups which are yearindependent.

© SAP AG

AC700

2-23

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 SAP AG 1999

n

You will often need to use master data to manage a wide range of information which cannot be stored in the master records themselves.

n

These information requirements may arise retrospectively. Therefore you should store the information so that it is easy to find.

n

Classification is a good way of managing a large number of master data objects.

© SAP AG

AC700

2-24

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 SAP AG 1999

© SAP AG

AC700

2-25

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 SAP AG 1999

n n n n

6WHS : Define the characteristics and the permitted characteristic values. 6WHS : Maintain classes, thereby assigning the characteristics.

6WHS : Maintain objects, such as funds, thereby assigning and valuating one or more classes. 6WHS : Search for objects.

© SAP AG

AC700

2-26

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 SAP AG 1999

© SAP AG

AC700

2-27

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 SAP AG 1999

n

It is only possible to make changes to the master records in Funds Management in fields that are ready for input. If , for example, when you are creating a commitment item, you have not completed field "Superior commitment item", it will not be possible to make a subsequent change to it. The commitment item must be deleted or created again and reassigned.

© SAP AG

AC700

2-28

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 SAP AG 1999

n

You can change the names of account assignment items without changing the hierarchy. You can also limit the duration of this change.

n

You need special authorization to make hierarchy changes for items with budget and actual values (activity 47 in the FM area authorization).

Š SAP AG

AC700

2-29

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 SAP AG 1999

n

You can change the names of account assignment items without changing the hierarchy. You can also limit the duration of this change.

n

You need special authorization to make hierarchy changes for items with budget and actual values (activity 47 in the FM area authorization).

Š SAP AG

AC700

2-30

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 SAP AG 1999

© SAP AG

AC700

2-31

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 SAP AG 1999

n

The main factor affecting assignment of G/L accounts to commitment items is not the commercial character of the G/L account, but its position in the processing run for a revenue or expenditure. é Accounts providing the base for a revenue or expenditure must be linked to a commitment item using control 30/2 or 30/3. This is the only way the SAP system can recognize a revenue or expenditure. Material stocks and asset portfolios also require this type of control. Specifying the organizational assignment (funds center and fund) is only useful if a revenue or expenditure is defined in a posting line. é Bank and cash accounts, along with the related clearing accounts, show a cash balance. The commitment item must have financial transaction 90 and item category 1.

é Reconciliation accounts for customers and vendors have the status ’invoice’ and require a commitment item with transaction 60. The system does not require the differentiation to be made between revenues and expenditures, but it can be used to make assignments clearer. é The GR/IR clearing account requires a 40/3 commitment item.

é Enter a commitment item with 50/3 in all non-relevant accounts.

© SAP AG

AC700

2-32

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 SAP AG 1999

n

The assignment program for G/L accounts provides information about existing assignments of commitment items to G/L accounts and those assignments that are still missing.

© SAP AG

AC700

2-33

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 SAP AG 1999

n

Before you can enter assignments between CO and TR-FM, you must assign the controlling area to the FM area. You can only do this if you have activated the company code.

n

For each FM area, you can stipulate whether the assignments made in Funds Management master data maintenance between CO account assignments and FM account assignments are year-dependent or not. The year assignment is always derived from the document posting data in the other components (for example, Financial Accounting or Controlling). You cannot change this in Customizing.

© SAP AG

AC700

2-34

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 SAP AG 1999

&RPPLWPHQW LWHP)XQG 2)),&(0$7 7(/(3+21(

n

During posting, postings are made to the objects that you entered manually. If a funds commitment was specified during the posting of an invoice, the FM account assignment is transferred from this funds commitment and cannot subsequently be overwritten with a manual entry.

n

The system issues a warning if entries contradict one another.

© SAP AG

AC700

2-35

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 SAP AG 1999

n

The assignment programs in the master data index of Funds Management support the maintenance of the CO assignment table.

n

The programs allow you to search for assignments originating from CO account assignment and/or FM account assignment.

© SAP AG

AC700

2-36

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 SAP AG 1999

n

If you are using component HR, the individual assignments have the following order of priority during a payroll posting: 1. If you are using component HR Funds and Position Management (HR FPM), the FM account assignments maintained in HR FPM are used for HR commitments and for the posting of payroll results. 2. Irrespective of whether you are using HR FPM, wage types entered as recurring payments and deductions in infotype 0014 or as additional payments in infotype 0015 are posted to the FM account assignments defined in those infotypes, that is if cost assignments exist for the infotypes. 3. If you are not using HR FPM, the funds center(s)/funds defined in the cost apportionment are debited according to the appropriate percentage, if a cost apportionment exists for wages and salaries in infotype 1018 (cost distribution of organizational unit/position) or in infotype 0027/01 (cost distribution of person). If no cost assignment is available for the recurring payments and deductions (infotype 0014) or for additional payments (0015), HLWKHU the account assignment for HR FPM is used (if you are using HR FPM) RU the cost distribution to the position and the person is queried (if HR FPM is not being used). 4. If you are not using HR FPM, no cost apportionment is given for wages and salaries or a cost apportionment is given but it does not apportion all of the costs, then the posting goes to the funds center/fund specified in the organizational assignment (infotype 0001).

Š SAP AG

AC700

2-37

+5 )0 2EMHFW $VVLJQPHQW IRU 7UDYHO ([SHQVHV

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 SAP AG 1999

n

The system posts travel expenses according to the following order of priorities: 1. If manual account assignments have been specified in the coding block for an individual trip, postings are made to the funds center(s)/ commitment item(s)/fund(s) defined within it. 2. If infotype 0027/02 contains an apportionment of the costs for the last day’s travel, the system charges costs to the funds center(s)/fund(s) in this apportionment. 3. If the full amount of the travel expenses has been apportioned, the residual percentage is posted to the funds center/fund specified in the travel privileges (infotype 0017). 4. If there is no account assignment in the travel privileges, the travel expenses or the undistributed remainder in infotype 0027/02 are distributed to the funds center/fund specified in the cost distribution for wages and salaries (infotype 0027/01) using the account assignment stored there. 5. If the cost apportionment for wages and salaries (infotype 0027/01) does not distribute all the costs, the percentage not distributed is posted to the funds center/fund from infotype 0001.

n

As soon as all the costs have been assigned, the system stops querying infotypes. This means that funds centers/funds must be defined parallel to other cost relevant account assignments, so that the system can take them into account.

© SAP AG

AC700

2-38

'HIDXOW $FFRXQW $VVLJQPHQWV 3ULRULWLHV 'HIDXOW

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 SAP AG 1999

n

The default account assignments you have saved are provided as default values during posting.

n

In the standard system, the system displays a warning if you overwrite the default account assignments.

n

You can turn off this warning or not allow default account assignments to be overwritten.

n

For postings running in the background (such as CO assessment), Funds Management default account assignments must have been created.

n

FM-CO account assignments or assignments to G/L accounts are binding:

n

If you set both indicators together, the following assignments must correspond in the system:

é During postings in the components feeding into Funds Management (such as purchase orders or invoices), the system automatically suggests the FM account assignment from "the assignment of commitment item-to-G/L account"/"assignment of FM account assignment to CO account assignment“ - if an assignment has been maintained. If you set this indicator, the FM account assignment determined by the system cannot be overwritten by a manual entry. é Commitment item to G/L account

é Commitment item to cost element

é Commitment item to cost element in the assignment of cost center to FM account assignment If these assignments do not agree, the system will not execute the posting.

© SAP AG

AC700

2-39

)XQGV 0DQDJHPHQW 0DVWHU 'DWD 6XPPDU\

l The Financial Management Area (FM area) is the organizational element in Funds Management. The Accounting environment is mapped out by assigning company codes and controlling areas to the FM area. l Commitment items are used to represent the functional structure of the budget, while funds center represent the organizational structure. l Financing from secondary funds can be represented using special funds. l Working with budget structure, restricting levels and classification simplify the processing of large volumes of master data.

 SAP AG 1999

Š SAP AG

AC700

2-40

)XQGV 0DQDJHPHQW 0DVWHU 'DWD 6XPPDU\

l Changes can only be made to master records under certain circumstances. A change to the Funds Management hierarchies must be supported with programs according to the scenario. l The integration of CO, FI and FM allows you to define default values. The order of priority can be determined in Customizing.

 SAP AG 1999

Š SAP AG

AC700

2-41

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At the conclusion of these exercises, you will be able to: • Represent the master data structure in Funds Management • Create funds centers • Create commitment items • The Institute for Medical Research (IMR) has decided to check the effects of newly developed cleansers on skin and to carry out a representative research project.

1-1

Your group will be responsible for this project (Project P12) and is assigned to department A1. Using the hierarchy display, include Project P12 in the existing organizational structure. You will assume responsibility for the budget. For the moment, do not make an entry in the "Fund" field.

1-2

Create two commitment items for project expenditures. Note that expenditures are to be posted to these commitment items. Commitment item: 60030 for chemicals Commitment item: 60040 for laboratory requirements The superior item for both items is commitment item 6000 (project expenditures).

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AC700

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At the conclusion of these exercises, you will be able to: • Create applications of funds • Maintain funds master records

• You are employed in the Finance Department and have the assignment to specifically track the use of funds from secondary sources.

The company was able to win a well-known producer of body-care products, Young & Fresh Co. (Y&F), and the European Union (EU) as sponsors for the project. They are prepared to cover the costs that arise. Y&F and the EU require you to be able to trace the funds used for the project separately from other research projects. For this reason, you need to create an application of funds to enable project-related valuations. 2-1

2-2

Create an application of funds. Application of funds:

&/($16(5

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Create two funds. You should budget the funds from the EU \HDUO\ and the funds from Y&F for the HQWLUH YDOLGLW\ SHULRG RI WKH SURMHFW. Fund:

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Fund:

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Assign the funds to the relevant budget profiles (F4 Help).

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AC700

2-43

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At the conclusion of these exercises, you will be able to: • Generate a budget structure. • Generate and delete budget structures.

• You are only using certain account assignments in your EU fund for planning and procurement. Therefore you will need to generate an appropriate budget structure.

3-1

You are only using funds center P12 with commitment items 60010, 60020, 60030 and 60040 as the budget and posting objects. Generate a manual budget structure for the “EU” fund in year YYYY.

3-2

In addition to secondary funds, IMR’s own funds are also managed in the “Space” fund. Consequently, it already contains budget values. Generate a budget structure in Customizing for the “Space” fund. Check what is generated in the menu. Delete the budget structure in Customizing.

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At the conclusion of these exercises, you will be able to: • Represent the assignment between FM area and company code.

• You work in the Administration department and have an excellent working knowledge of information technology. For this reason, the Executive Board has personally requested that you implement the changes in the system.

4-1

IMR has an associated institute in another country. The Funds Management of this institute should also be represented in your FM area. What conditions must the company code of the associated institute meet in order to be managed in your FM area?

4-2

Your institute founds a marketing department in order to market your research work more effectively. The new marketing department must be added to the funds center hierarchy. Assume that only budget values have been entered so far and no actual values. What should you do?

© SAP AG

AC700

2-45

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At the conclusion of these exercises, you will be able to: • Maintain G/L account -> commitment item assignments. • Carry out the prerequisites for ensuring a parallel structure in CO and Funds Management. • In order to simplify the budget execution process, you are using specific default values for FM account assignments.

5-1

Define commitment item 60040, which you have already created, in G/L account 403000.

5-2

Use the CO assignment table to find out the default values for the funds center and fund. Assignment

5-3

Cost center

Funds center and Fund

C1

C1 -

C11

C11 -

C12

C12 -

C14

C14 -

As well mirroring the structure in Controlling, the contents should also be the same. To ensure this, you should make (secondary) cost element and commitment item assignments. Cost element

Commt item

500301

50030

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2-46

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enter, Edit – Select – Select All; Edit – Further Options – Arrange – Horizontal Click on the “ Funds center“ node, place the cursor on Department 1 and click

Funds center

3

Name

Project 12

Description

User-definable

User name

AC 700 - ##

Name: Back. Save. 1-2

Dr. John

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Chemicals

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Financial trans.

30

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3

Superior item Save

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60000 (already defined)

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Commt item

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Laboratory requirements

Description

User-definable

Financial trans.

30

Item category

3

Superior item

60000 (already defined)

Save

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(8

Name

European Union

Description

User-definable

Valid from/to

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Cleanser

Fund Type

Leave blank

Budget profile

F00001

Customer for fund

1000

Record balance Save

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Leave blank

AC700

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<)

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Young & Fresh Co.

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User-definable

Valid from/to

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Cleanser

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F00002

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2000

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Leave blank

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YYYY

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EU

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4-1

There are no prerequisites for the company code. Fiscal year variant and local currency can differ from the settings for the FM area.

4-2

The procedure depends on whether you are working with or without budget objects. If there are budget values for the budget objects defined, then they must not be deactivated before you make changes to the hierarchy. Main procedure without taking budget objects into consideration: The new Marketing department is created as a funds center and is classified in the hierarchy. The distributed values must subsequently be reconstructed: $FFRXQWLQJ ± )LQDQFLDO $FFRXQWLQJ ± )XQGV 0DQDJHPHQW %XGJHWLQJ 7RROV ± 5HFRQVWUXFW GLVWULEXWHG YDOXHV After the distributed values have been reconstructed, further corrections can be made to the original values. While making corrections, the “ distributed” view can be called up to help.

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AC700

2-53

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on “ Change G/L account” – Click on icon → Entry/Bank/Interest Tabstrip Commt item

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AC700

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AC700

3-4

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,QWURGXFWLRQ You draw up your budget based on the master data structure. During budgeting, you may find it necessary to run through the budgeting process several times before arriving at a final, coherent budget plan. Depending on your planning approach, you may require different versions of the budget and the budget plan. The remaining units explain how budget plans and budgets can be created in the system and the functions you can use to assist your budget planning.

 SAP AG 1999

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AC700

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n

Budget plans from previous years can be used as a model.

n

The procedure for drawing up a budget generally involves the discussion of different estimates by committees. The results of these consultations can be stored in the system as budget versions.

n

Version management allows you to copy, change and block versions.

n

You make the decision whether budget releases should be used for budget execution.

© SAP AG

AC700

3-6

%XGJHW 9DOXHV %XGJHW &DWHJRULHV

l Overall and annual values l Period view l Payment budget and commitment budget

 SAP AG 1999

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AC700

3-7

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n

When budgeting, you can work with overall values and/or annual values.

n

You can define overall values only in connection with a fund.

n

Annual values are budget values that are available either in the budget or as funds from secondary sources for an individual financial year.

n

Overall values are budget values which are available for more than one financial year without the funds being distributed to the individual financial years, e.g. funds from secondary sources used for the total duration of a project that runs over several financial years.

n

The combination of annual and overall values contains budget values which are available for several financial years but which are to be distributed to the individual financial years according to certain conditions.

n

You can enter a standard text (document text) for each budgeting document.

n

By way of contrast, you can also enter an explanatory short text with a corresponding long text (budget text) for each fund/funds center/commitment item/fiscal year/budget transaction combination.

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AC700

3-8

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 SAP AG 1999

n

You can distribute annual budget values to individual periods.

n

Using distribution keys, you can have the system automatically distribute budget values to individual periods according to different criteria.

n

Overall values cannot be displayed per period.

n

Periodic budgets can be displayed per period for statistical purposes only. In reporting, budget utilization is displayed for each period. The active availability control checks either against the annual budget or against the overall budget. You cannot carry out an availability control against periodic values.

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AC700

3-9

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n

The commitment budget is an abstract representation of a second budget

n

The transactions (such as purchase order, invoice, payment and so on) that can be used to assign commitment budget are specified in an update profile.

n

Update profile 000350, which triggers an update in the commitment budget, is shipped with the standard system. You must select this profile, if you want to work with the commitment budget.

n

This profile stipulates that commitments and commitment documents (purchase requisitions, purchase orders, earmarked funds) are updated in the commitment budget. Invoices are updated in the payment budget and the commitment budget. Payments are only updated in the payment budget.

© SAP AG

AC700

3-10

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n

All budget transactions are available for each budget category.

n

The budget values in the payment budget and the commitment budget may differ. There is no check on whether the values in both categories match.

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AC700

3-11

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AC700

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n

Budgeting can be carried out in the R/3 System according to the top-down or the bottom-up principle.

n

With top-down budgeting, you assign the budget from superior funds centers and commitment items to subordinate ones. Top-down budgeting is an analytical, evolutionary procedure which works out the budget estimate for the organizational and functional subareas of your organization in the R/3 System. Example: You have the total funds available for a financial year in your organization and you would like to use the system to distribute the budget to subordinate funds centers and commitment items. The R/3 System carries out the consistency check for the budget distribution.

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AC700

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n

With bottom-up budgeting, you enter budget values for subordinate funds centers and commitment items which are then totaled up and displayed by the R/3 System at each higher level. Bottom-up budgeting is therefore a synthetic, operational procedure which supports the efficient entry of budget values in the R/3 System. Example: You have the budget values for your organization’s individual subareas which are to be entered in the R/3 System.

n

If you are only working with bottom-up budgeting, we recommend that you use the "Roll up" transaction.

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AC700

3-14

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n

A new transaction is now available for original budget, supplements, returns and releases.

n

You choose the entry screen according to version, FM area and fiscal year. You can also restrict the section you want to process to subhierarchies by entering funds center/commitment item combinations.

n

You can use level restrictions to determine the number of levels of the hierarchy you want to process.

n

Classification makes it possible to select a section according to your own individual criteria.

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AC700

3-15

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 SAP AG 1999

n

In hierarchy maintenance, you now have a complete overview of all the views available (current budget, distributed, distributable and so on) on a single screen. You make your entries in the usual way in the "Budget" column using additive/non-additive entry.

n

You can add a budget text to the documentation for each entry or enter a document text for the entire entry transaction.

n

Only a hierarchy document is generated when you post entries. This can only be changed for text fields. You carry out reversals and change amounts and account assignments by making the relevant changes to your entries directly in hierarchy maintenance.

Š SAP AG

AC700

3-16

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A

2 V1

1999 UNI

A1

‡ ”LÂ?'Â? Â?O‹‘› ¢ÂŠÂ— ‡%ÂŽ   Â–tÂ? – Â?'Â

A12

3

V11

A13

3

V11

A14 A1

70,000

500.000

2

V22

A11

2

V22

A15

‡.Ž   –I“Š”‘•ŠŒ �O–

V

A

V1

A1

500,000 700,000

V11

A12

70,000 63,000

V2

A1

500,000 500,000

500,000

V11

UNI

2000

ž ”Š‹‘• ™t›'�'‹*–1�_�

Distributed

1,000,000

3

2 V2

žtÂ&#x; ‰*Â?OÂ?'‰ ž ”‘‹Š• ÂĽ Â?O‰*Â?

1,000,000 1,500,000

 SAP AG 1999

n

If several account assignment addresses are budgeted in the list screen of the entry transaction, an entry document and all the necessary hierarchy documents are generated IRU HDFK DFFRXQW DVVLJQPHQW DGGUHVV. After budget values have been updated, the most recently generated document is displayed in a system message.

n

Budgeting within a hierarchy always generates a hierarchy document and not an entry document.

n

Once all the prerequisites are fulfilled, a budget document is posted. Budgeting is assigned to number range 05 (Customizing).

Š SAP AG

AC700

3-17

/RFDO %XGJHWLQJ

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,05

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ÂŹ l N N s

 SAP AG 1999

n

Local budget allocation involves entering the whole budget distribution to lower-level items via top commitment items. The available budget is always distributed to lower-level commitment items within a funds center.

Š SAP AG

AC700

3-18

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 SAP AG 1999

n

In central budgeting, the first step is to distribute the budget in hierarchically arranged funds centers from the top commitment item to the commitment items beneath it. In the next step, the lower-level funds centers receive their budget at the level of lower-level commitment items. You cannot enter budget for the top commitment items in the lower-level funds centers.

n

Corresponding budget object definitions in the budget structure enable you to carry out central budgeting.

Š SAP AG

AC700

3-19

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A

2 V1 3

V11

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1999

UNI

A12

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1,000,000 A1

žIÂ&#x; ‰ Â? Â?'‰

1V

500,000

A

2 V1

70,000

3

V11

1999

UNI

Distributed

1,000,000 A1 A12

500,000 70,000

%ORFN

 SAP AG 1999

n

You can manage more than one budget version in Funds Management. You create the versions in Customizing, then use the budgeting transactions to edit them.

n

You can generate parallel budget estimates with reference by copying budget versions.

n

A budget version 0 must exist in order to execute a budget.

n

If certain budget estimates (budget versions) are not to be changed, they can be blocked using version management.

Š SAP AG

AC700

3-20

%XGJHWLQJ 7RROV

l Utilities

l Total up / roll up

l Transfer to CO planning

 SAP AG 1999

© SAP AG

AC700

3-21

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,

&

,

&

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,

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 SAP AG 1999

The functions available for processing budgets include: n

Annual overview Displays the annual values which exist for an FM account assignment.

n

Check Carries out a consistency check for the distributed budget values.

n

Total up To support the bottom-up estimate, budget values from a funds center and commitment item are totaled for the superior level and displayed there.

n

Views You can use Drag and Drop to determine the order of the view columns.

n

Copy view: By choosing Edit -> Copy view, you can copy values from a selected view column into the budget column.

n

Revaluate By choosing Edit -> Adjust values, you can revaluate budget values, that is, you can increase or decrease them by a certain percentage or a certain amount.

n

Scaling Via Settings -> Scaling factor, you select the currency units for displaying the budget values (for example, 000’s USD) and the decimal places.

© SAP AG

AC700

3-22

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Ž 6 ( . ²

³ ( 7 (¥ | ¥6 ¾´ _6 5 | 7 7 75´ 6 6š 6%º½ ( œ¸¡ 6 'º (¥687p( 6 6 7 ( Ž, ( ¡

 SAP AG 1999

n

These two entry variants are available for all budget types - that is, for maintaining the original budget, returns, or supplements.

n

Budget updates can be customized, but original budget maintenance cannot. The original budget is always configured with the "Additive" indicator switched off.

Š SAP AG

AC700

3-23

7RWDO 8S $GGLWLYH

1

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Not additive

V3

100

101

11

C3

10

11

11

10

11

11

10

11

11

60000 60010

2

&KDQJH EXGJHW WR

X

Add changed values

 SAP AG 1999

n

The program for totaling up budget values has a number of uses including the simplification of future year budgeting . The system calculates all the intervening levels in the budget hierarchy and enters values in them automatically.

n

Scenario Changing the budget with "additive" switched off

n

Step 1 Save an original estimate

n

Step 2 Change the budget estimate at one of lower levels of the hierarchy

n

Step 3 Total up

n

You can control changes to the overall budget estimate using the “Add changed values” function.

© SAP AG

AC700

3-24

7RWDO 8S $GGLWLYH

1

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Additive

Not additive

V3

100

11

-79

111

21

C3

10

11

11

21

21

10

11

11

21

21

10

11

11

21

21

60000 60010

2

&KDQJH EXGJHW E\

X

X

Add changed values

 SAP AG 1999

n

Scenario Changing budget with "additive" activated

n

Step 1 Save an original estimate

n

Step 2 Change the budget estimate at one of lower levels of the hierarchy

n

Step 3 Total up

n

You can control changes to the overall budget estimate using the “Add changed values” function.

© SAP AG

AC700

3-25

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1

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2

V3

255

255

75

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255

255

75

80

80

80

55

75

75

60000 60010

3

&KDQJH EXGJHW WR

X

Add changed values

 SAP AG 1999

n

Scenario Totaling up a version

n

Step 1 Save an original estimate

n

Step 2 Only applies for version 0, you can save all other versions without a check

n

Step 2 Change the budget estimate at one of the lower levels of the hierarchy

n

Step 3 Total up

n

Since a "budget buffer" of 190 is still in place in account assignment C3, the change does not have any effect on the subordinate nodes. Since the superior level of the hierarchy has a smaller estimate, the budget remains inconsistent despite totaling up.

Š SAP AG

AC700

3-26

5ROO 8S

1

6DYH RULJLQDO

V3

255

330

C3

255

330

60

135

55

130

60000 60010

2

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 SAP AG 1999

n

Roll up has an additive effect on the budget up to the highest level of the hierarchy.

n

The budget remains consistent despite changes.

Š SAP AG

AC700

3-27

7UDQVIHUULQJ &2 36 3ODQQLQJ 'DWD $VVLJQPHQW WDEOH

&2 36 3ODQQLQJ GDWD

)0 &2 SODQQLQJ GDWD

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5HYHQXH HOHPHQWV

)0 EXGJHW

 SAP AG 1999

n

If you want to plan primary costs and revenue elements in cost centers, requests and project definitions and you want to create similar budgets in Funds Management (FM), you can use program RFFMCOPI to copy the data from a plan version in Controlling into a budget version in Funds Management. The program only takes the primary CO plan data into consideration for the planning of primary costs and revenue types (table COSP, transactions RKP1 and RKP5).

n

Data can be transferred as often as you require. Only the differences resulting from the last run are updated and logged in line items.

n

Budget changes, carryforwards and transfers that have been made manually in Funds Management are not overwritten by the transferred planning data. In this respect, the budget in Funds Management is therefore independent of the CO planning data.

n

FM account assignments are determined using the FM-CO account assignment table. If an account assignment has changed between the two runs, the planning data already transferred into Funds Management will automatically be transferred to the new recipient during the next transfer of planning data.

n

In this program, you can stipulate:

é The cost centers, requests and projects from which planning data is to be transferred

é Whether the amounts in Funds Management are to be updated as original budget or a supplement/return é Whether the payment budget and/or the commitment budget is to be updated

© SAP AG

AC700

3-28

5HOHDVHV DQG %XGJHW 8SGDWHV

l 5HOHDVHV

l %XGJHW XSGDWHV

 SAP AG 1999

© SAP AG

AC700

3-29

5HOHDVHV

5HOHDVH -DQXDU\

5HOHDVH -XQH &XUUHQW EXGJHW

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 SAP AG 1999

n

In some organizations, the assignment of a budget amount does not necessarily mean that the funds have been released. As a result, the R/3 system allows you to release budget values so that they are available gradually.

n

You can release budget values as a percentage or as whole amounts.

n

Releases can refer to overall values or to annual values. However, you cannot release period budget values.

n

You can make as many releases as you want, but they cannot exceed the existing budget.

n

You can carry out the individual releases at any time

© SAP AG

AC700

3-30

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%XGJHW SODQ

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$JHQGD • EORFNLQJ EXGJHW • FXWWLQJ EXGJHW • VXSSOHPHQWDU\ EXGJHW  SAP AG 1999

n

During a financial year, it may be necessary to adjust the budget values. These corrective actions are known as budget updates.

n

Based on the current year’s budget plan, consultations take place concerning any necessary budget updates; the results from these consultations are maintained in Funds Management as so-called supplements, returns, or transfers.

n

The result is the current budget, which is made up of the total from the financial year’s original budget, plus the supplements, returns, and transfers.

n

Releases refer to a financial year’s current budget.

Š SAP AG

AC700

3-31

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2ULJLQDO EXGJHW

([SHQGLWXUHV

3URMHFW H[SHQGLWXUHV

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• 6XSSOHPHQW • 7UDQVIHU

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 SAP AG 1999

n

There are three different types of budget update in Funds Management:

ĂŠ Supplements: You assign an additional budget for particular FM account assignments; this way the distributable value for these FM account assignments is increased by the amount of the supplement ĂŠ Returns: You use a return to return surplus funds from one FM account assignment within your hierarchy to superior funds centers and commitment items. The distributable value is then increased by the amount returned

ĂŠ Transfers: If there are funds shortages in one funds center and the available funds in another one have not yet been fully utilized, Funds Management will allow you to transfer funds from one FM account assignment to another

n

In the above example, the current budget is made up of the total of the original budget, plus supplement and transfer.

Š SAP AG

AC700

3-32

%XGJHWLQJ &RQWURO

l Budget profile

l Budget consistency check

 SAP AG 1999

© SAP AG

AC700

3-33

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 SAP AG 1999

n

To be able to use budgeting in an FM area, you must first create at least one budget profile and assign it to the FM area. You can then assign further budget profiles to the FM area centrally and to the individual fund master records. You can then use them for the relevant funds. The most specific assignment is the one which applies.

n

You can define a range of control parameters in a budget profile:

ĂŠ Time horizon: Time frame which can be budgeted for as of a specified start date in the future or the past. ĂŠ The start year for budgeting is the current fiscal year

ĂŠ Value representation parameters: You can use the parameter view to stipulate which values (such as the distributed value or previous year budget) are displayed in the first screen with the budget value. In addition, you can stipulate the scaling and the number of decimal places you require when displaying budget values.

n

Only annual values can be distributed to individual periods. You can use the distribution key to specify that annual values are to be distributed to periods automatically.

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AC700

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 SAP AG 1999

n

In Customizing, there are switches that you can use to activate the consistency check and availability control for each FM area and fiscal year.

n

The consistency check is designed to ensure that the budget distribution to individual hierarchy levels is consistent in the individual budgeting transactions. The system logs any errors found. When the consistency check is active, you can only store budget versions which are consistent.

n

Active availability control is only available for budget version zero. You need to activate the consistency check before activating availability control.

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AC700

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l Overview

l Searching for budget bearing elements l Control of availability control l Tolerance limits

l Reconstructing availability control

 SAP AG 1999

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 SAP AG 1999

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 SAP AG 1999

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 SAP AG 1999

Determine for the document account assignment 1. The directly superior commitment item within the funds center 2. In the funds center hierarchy, the directly superior funds center together with the top commitment item

3. According to the hierarchy order determined in the budget database, the first FM account assignment without a budget record. This is the relevant budget-bearing element. If the total of a determined budget record for a budget transaction is zero, that record is not valid, and the system searches for the next budget record. This is necessary if a budgeting run has been executed incorrectly. If the budget check is run after a release, the system still searches for budget records and not for release records.

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 SAP AG 1999

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Determine for the document account assignment 1. The directly superior commitment item within the funds center

Œ Œ

2. In the funds center hierarchy, the directly superior funds center beginning with the assigned commitment item The first funds management account assignment defined in the budget structure is the budgetbearing element. The system stops searching once it has found this FM account assignment. During this search, only the definition in the budget structure is taken into account. Whether budget was entered in the FM account assignment defined is not relevant.

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AC700

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 SAP AG 1999

n

Determine for the document account assignment 1. The directly superior commitment item within the funds center 2. In the funds center hierarchy, the directly superior funds center beginning with the assigned commitment item

n

The first funds management account assignment which is defined in the budget structure and which has a budget assigned to it is the relevant budget-bearing element. The system stops searching once it has found this FM account assignment.

n

Unlike the budget structure without a dynamic budget object, the system (in this process) determines the first budget structure element that also has a budget assigned to it. This means that the actual and commitment values can ’move around’ with the budget.

n

If you want to work with dynamic budget objects, you need to set the corresponding parameter in the year-dependent parameters for the availability control.

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 SAP AG 1999

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 SAP AG 1999

n

Determination of tolerance definition plays a central role in the decision as to whether sufficient budget is available. ĂŠ Firstly, the system checks whether a specific tolerance has been defined for the given posting combination. If so, the profile relating to the specific tolerance is used. If not, the profile already determined is used.

ĂŠ The system then checks for a tolerance, using the activity from the transaction and the profile as determined in the first check. If there is one, the tolerance found applies. If there is not one, the system searches again using the general activity (++).

n

If a tolerance definition is not found, the posting is allowed. By default, the system does not have a 100% limit!

n

If a tolerance is found but is not active, no new search takes place and the posting is allowed.

n

Otherwise, the system calculates whether the amount to be posted exceeds the tolerance limit.

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 SAP AG 1999

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The system reacts according to the tolerance limits defined: The system generates a warning or an error message.

© SAP AG

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๏ฃฉ SAP AG 1999

ยฉ SAP AG

AC700

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๏ฃฉ SAP AG 1999

n

Caution: You must carry out suitable organizational measures to ensure that no other activities are carried out in the system while availability control reconstruction is in progress. Budgeting and document entry in particular must not be carried out.

ยฉ SAP AG

AC700

3-46

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l For the budget categories commitment budget and payment budget, you can enter annual, overall and period values. l Budgeting can be carried out using a bottom-up or a topdown procedure.

l Depending on whether you are working with the "roll up" transaction or "Change hierarchy”, an entry and/or hierarchy document is generated. l Budget versions can be copied, changed and blocked. A budget version 0 must exist in order to execute a budget. l You can make changes to the current budget using supplements, transfers and returns.

 SAP AG 1999

© SAP AG

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l Releases offer a further control on budget execution.

l The budget profile controls the formatting, time horizon and values for budgeting. It also controls the availability control.

l The active availability control first determines the budget bearing object and then determines the assigned value for it. This information is then used to determine the assigned budget. l You can define tolerance limits and the corresponding system reaction in Customizing.

 SAP AG 1999

Š SAP AG

AC700

3-48

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At the conclusion of these exercises, you will be able to: • Execute budget planning in the payment budget and the commitment budget • Enter budget in the hierarchy or using roll up • The budget for the Institute of Medical Research has already been created in the system. However, project P12 has not yet been included in the budgeting process.

The executive board estimates expenditure of around USD 4,200,000 for physical resources and travel expenses for 3 . To cover this expenditure, the institute receives secondary funding from Young & Fresh Co. and the EU. Both funds provide 2,100,100 UNI. The EU requires the funds to be budgeted on a yearly basis, so the total amount must be divided equally between the three years of the project. However, the funding from Young & Fresh Co. can be estimated for the whole length of the project. 1-1

In version 1, using hierarchy mainenance, enter the following payment budget for Y&F Co. The Y&F Co. provides an overall budget. Amount

Commt item

300 000 UNI Supplies

60010

300 000 UNI Travel exp.

60020

150 000 UNI Chemicals

60030

1 350 000 UNI Lab supplies

60040

2 100 000 UNI

© SAP AG

AC700

3-49

The EU provides the following amounts for years YYYY, YYYY+1, and YYYY+2 respectively. Using hierarchy maintenance, enter the following payment budget in version 1: Amount

Commt item

100 000 UNI Supplies

60010

100 000 UNI Travel exp.

60020

50 000 UNI Chemicals

60030

450 000 UNI Lab supplies

60040

700 000 UNI 1-2

You should also enter commitment budget for the following account assignment in year YYYY: Fund:

EU

Funds center:

P12

Commitment item:

60040

Amount:

450,000 UNI

Use transaction “roll up”.

© SAP AG

AC700

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At the conclusion of these exercises, you will be able to: • Create budget versions • Copy budget versions • Block budget versions • The IMR budget should be adopted and made available for budget execution.

2-1

Create a new budget version GXX (XX = group number).

2-2

Copy the budget values (payment budget) from version 1 of the Y&F fund into your new version and block this version against changes.

2-3

Copy the budget values for 200Y (payment and commitment budget) from version 1 of the EU fund into version 0.

© SAP AG

AC700

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At the conclusion of these exercises, you will be able to: • Enter releases • Carry out budget updates

• The IMR budget has already been adopted. You have decided to use releases. As a result, you have the task of entering the resulting agreed budget changes into the R/3 System.

3-1

Release payment budget for 30% of the budget (“Blank” fund) for year 2000 in version 0.

3-2

Enter releases in the payment budget and the commitment budget for 100% of the EU fund in version 0. The advisory committee has decided to make the following budget updates:

3-3

It has transpired that the funds budgeted for office material exceed expenditures by 25 000 UNI, this budget can however be used for books and magazines. Transfer the payment budget. Sender funds center: Sender commitment item: Sender Fund: Receiver funds center: Receiver commitment item: Receiver fund:

3-4

C12 50010 A1 50020 -

Since new reference books are to be purchased for all employees, the budget for books and magazines is still not sufficient, despite this transfer. Use function “roll up” to post a supplement of 5000 UNI in the payment budget. Funds center: Commitment item: Fund:

© SAP AG

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At the conclusion of these exercises, you will be able to: • Define budget profiles • Use budgeting tools

• You should use releases to control the funds from secondary sources in the EU fund.

4-1

Define a budget profile GR##, that allows you to maintain annual and period values and to set an active availability control against released annual values. Look at the other entries for annual values in budget profile F00001.

4-2

Change the assignment of the budget profile in the master record for the EU fund. The EU fund should now use your budget profile GR##.

4-3

Define availability control tolerance limits for your FM area 90## and budget profile GR## . These limits should stipulate for all transactions that utilizations greater than 80% trigger a warning, those in excess of 90% result in a warning and a mail to the person responsible for the funds center and those over 100% trigger cause an error message.

4-4

Finally, reconstruct the availability control.

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The Funds Management component is used for budget execution.

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To enable you to carry out more wide-ranging functions, Funds Management makes use of a number of other SAP application components, in particular Materials Management and Human Resource Management. Posting data from these modules then streams into Funds Management. Commitments/actuals data is updated in FM and issued in the information system.

n

Conversely, data also flows from Funds Management back into these other modules, for example during active availability control. Example: Component Materials Management (MM) is used to process purchase orders. MM is integrated with Funds Management. When you enter a purchase order in MM, it is monitored by an active availability control within Funds Management.

n

Depending on the stage a process has reached within the system, the data shown above represents either commitment or actual values. For the Funds Management component, all data that is entered up to the point of the incoming or outgoing invoice is commitment data, such as a purchase order, funds reservation, or purchase requisition. All other data is actual data.

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This slide shows possible procedures for the procurement process from a Funds Management point of view. The version highlighted is that where the Materials Management component is not used.

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Irrespective of which substeps of a process are carried out, from a Funds Management perspective, the data is seen as being a commitment value up to the point when the invoice is posted, and an actual value after that.

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Depending on the scenario, the procurement process is carried out either with or without using the Materials Management component

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Customers themselves can decide whether they want to display their data on an invoice basis (accrual basis) or on a payment basis (cash basis).

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Starting from Release 4.5A, there are three types of commitments document: Funds reservation, funds precommitment and funds commitment. The system automatically converts what were formerly known as funds reservations into funds commitments.

n

These commitments documents can be used to represent an earmarked fund process with the referencing outlined above. The process can start with any of the individual document types. At the beginning of the process you must select the number of levels.

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Only funds reservations and funds commitments can be referenced from the invoice.

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The funds block is a special type of commitment which can be used to block individual budget values from further budget execution. The funds block cannot be referenced by follow-on documents.

n

You can use funds transfers to transfer assigned funds from one FM account assignment to another. Funds transfers correspond to what were previously called payment transfers.

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The term ’earmarked funds’ covers funds reservations, funds precommitments and funds commitments as well as the new document types funds blocks and forecasts of revenues.

n

By using forecasts of revenues, you can also take anticipated revenues and the funds that they bring with them into consideration.

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Forecasts of revenues are made up of Financial Accounting documents (revenues) such as customer invoices, vendor credit memos, down payment requests or down payments.

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 SAP AG 1999

n

It is possible to define different document types for each document category. These document types specify the earmarked funds documents for number range, field status group, reference type, workflow relevance and so on.

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CO integration: If a CO account assignment is entered, the funds commitment also posts a commitments amount in CO.

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Completed indicator: The completed indicator can be set at document header level (for a whole document) or at item level. Once a document has been flagged as completed, no more changes can be made to it. Funds that have not been consumed are returned to the budget and can be used for other purposes.

n

Overrun tolerance: This indicator can only be set for documents that can be reduced by other documents. The follow-on document can ’overrun’ the earmarked funds of the preceding document by the given percentage.

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Block document (item): If you block a document (item), no postings can be made to it.

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Statistical indicator: Items flagged as statistical can be entered statistically; this means that no budget is conusmed.

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Account assignment can be changed: This indicator can be used to allow account assignment changes in follow-on documents that reduce the indicated document line item.

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No carryforward at fiscal year change: This indicator is used to prohibit the carryforward of earmarked funds documents into the next fiscal year.

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The approval workflow is triggered by the commitment document.

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The people responsible are determined using the following parameters: é Document type

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Several people can be responsible at each level of approval; at least one of the people responsible must approve a document.

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An unlimited number of levels and responsible people can be assigned.

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The reasons for approval or rejection must be entered. On rejection, the approval procedure is automatically restarted.

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This diagram illustrates the steps within a simple procurement process without using the Materials Management component, and how the available budget changes during this process.

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In order to automatically reduce a funds reservation, you must enter a reference to funds reservation in the follow-on document; you can also set a completed indicator such that the commitment from the funds reservation is reduced to zero, even if the invoice amount is smaller than the funds reservation amount.

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With each step in the process, the diagram shows how the value displayed in Funds Management changes.

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The current budget does not change with commitment/actual postings (changes only take place in the current budget if postings are made in the budgeted values themselves).

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The available budget is constantly recalculated and adjusted online.

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Each step in the process is recorded online in Funds Management right up until the point when the invoice is posted.

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When the payment is posted, the data is transferred to Funds Management using a batch run.

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Depending on the FM account assignment you enter in a funds reservation, the Funds Management module uses certain rules to determine the budget hierarchy level at which the budget is checked for availability.

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The system carries out this check: ĂŠ for earmarked funds (always).

ĂŠ When you post an invoice, but only if the invoiced amount is greater than the reservation amount.

ĂŠ When you post a payment however, no check is carried out since the payment amount cannot be greater than the invoiced amount.

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You can define the reaction of the system to active availability control depending on the degree to which the budget has been utilized and on the transaction type.

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The above example of a posting with reference to a funds reservation illustrates the following main steps: é The budget is entered in Funds Management.

é A funds commitment is posted in Funds Management. This in turn reduces the available budget by the corresponding amount.

é By making a posting in Financial Accounting (expense to payables), an invoice is posted with reference to this funds commitment. This leads to the value being displayed in the invoice column in Funds Management. The available budget is adjusted if necessary. é The invoice is paid with cash discount (payables to bank). Initially there is no change in the value displayed in Funds Management since invoice information (accrual basis) is not converted into payment information (cash basis) until a batch job is run.

é The batch run for converting payments affects the corresponding value display. The cash discount amount taken is initially not taken into account here. é The subsequent adjustments for automatic postings, such as cash discount and gains or losses from exchange rate differences, are made in a further batch run.

© SAP AG

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,QWURGXFWLRQ Whilst the focus of the previous section of this unit was the general procurement process without using the Materials Management application component, the following section covers important information in conjunction with other procurement scenarios. The commitments that result from purchase orders or purchase requisitions and which are transferred from MM to Funds Management are of special importance here. 3UHVHQWDWLRQ ([HUFLVHV 6ROXWLRQV  SAP AG 1999

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n

The second variant of the procurement process from a Funds Management viewpoint is purchasing using an integrated purchase order but without warehouse management.

n

In order to process purchase orders (or purchase requisitions as the preliminary stage of purchase orders) you use the corresponding functions in the Materials Management (MM) component. By entering the account assignment data relevant to Funds Management at the time of the purchase requisition or purchase order, you can display the resulting commitment amount in Funds Management. When doing so, the final FM account assignment should already be known at the time of the purchase order/purchase requisition since this FM account assignment is debited with the commitment.

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The above slide shows the purchasing process using a purchase requisition and purchase order (MM).

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The current budget does not change with commitment/actual postings (changes only take place in the current budget if postings are made in the budgeted values themselves).

n

The available budget is recalculated and displayed for each individual step.

n

Each step in the process is recorded online in Funds Management right up until the point when the invoice is posted.

n

When the payment is posted, the data is transferred to Funds Management using a batch run.

n

The commitment originating from Materials Management can be displayed separately according to whether it relates to a purchase order or purchase requisition so as to take the different degree of commitment into account.

n

The process for a scheduling agreement is the same as for a purchase order. For a contract, on the other hand, no commitment data is set up since the reference in terms of time is missing. Only once a purchase order has a reference to a contract are the corresponding funds committed and displayed in Funds Management.

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The multiple account assignment for a purchase order item enables the order value for each purchase order item to be shared out as a percentage to as many FM account assignments (funds center, commitment item, fund) as you wish.

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,QWURGXFWLRQ The procurement process using warehousing is based on the principles outlined in the previous section of this unit. The following section covers additional information regarding central warehousing in Funds Management. Four scenarios that are each distinct from the perspective of the SAP system are also explained. 3UHVHQWDWLRQ ([HUFLVHV 6ROXWLRQV  SAP AG 1999

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From a Funds Management perspective, the third variant of the procurement process is purchasing via an integrated purchase order with warehouse management.

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You use the Materials Management (MM) component for representing purchase orders and warehouse management from the point of view of the system. There are four scenarios within Warehouse Management which are explained in more detail in the following.

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n

You can choose one of the following four scenarios for warehouse processing in each FM area.

ĂŠ &RQVXPLQJ IXQGV FHQWHU NQRZQ DW WLPH RI SXUFKDVH UHTXLVLWLRQ SXUFKDVH RUGHU You enter the consuming funds center when you create the purchase order or purchase requisition. The funds center is debited immediately, setting up a purchase order commitment. When you post the invoice, the commitment value is converted into an actual value. Warehouse postings are not made. ĂŠ :DUHKRXVH QRW VXEMHFW WR EXGJHW When you post the purchase order and goods receipt, no Funds Management-relevant account assignment is entered and no commitment data created. No account assignment or debit to the consuming funds center is entered until the goods are issued.

ĂŠ 'HELWV DQG FUHGLWV DXWRPDWLFDOO\ SRVWHG WR ZDUHKRXVH IXQGV FHQWHU You create a warehouse funds center in Customizing. The system automatically posts purchase orders and goods receipts to it. The goods issue itself is debited to the consuming funds center and credited to the warehouse funds center.

ĂŠ 1R FUHGLW WR ZDUHKRXVH IXQGV FHQWHU Purchase order and warehouse processing is as described in scenario 3. When the goods are issued, the debit is posted to the final funds center, but QR credit posting is made to the warehouse funds center.

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n

The update is always made under value type "invoice".

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AC700

4-22

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,QWURGXFWLRQ Transactions and postings in Financial Accounting and in Asset Accounting that can broadly be classified as incomes or expenditures are updated in Funds Management.

 SAP AG 1999

© SAP AG

AC700

4-23

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 SAP AG 1999

n

Commitment item master records are assigned to G/L accounts in Financial Accounting by defining the commitment item in the G/L account master record. Note that a commitment item can be assigned to more than one G/L account.

n

You must enter a commitment item in every G/L account in Financial Accounting.

n

When you post in Financial Accounting, the system then enters this commitment item in the line item as a default value. Depending on your system configuration, you can then change this value accordingly.

n

When you post the accounting document, each line item in the document can then supply Funds Management with the information as to (a) whether the line item is of relevance to the budget, (b) whether you need to enter a funds center, and (c) the way in which the information is to be updated in Funds Management.

n

In line with the above information, the default value for the commitment item is derived from the G/L account posted to. The funds center and the fund are normally entered manually.

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 SAP AG 1999

n

Program RFFMS200 updates each payment clearing document under the posting date.

n

Only those clearing payments containing a commitment item with a payment transaction >= 80 are updated.

n

Payments without an invoice reference can be transferred into Funds Management using program RFFMS201. However, these postings are only updated statistically - no budget is assigned. The postings are undone if an invoice reference to these payments is produced as a result of postings in other application components. In Customizing, you can specify whether these documents should be deleted or reversed.

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AC700

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n

In the R/3 standard system, the following transaction types in Asset Accounting are updated in Funds Management: ĂŠ Asset acquisition ĂŠ Asset transfer ĂŠ Asset sale

Down payments for assets under construction n

The transaction types that are relevant to depreciation are not updated in the standard system because these do not affect expenditure.

n

If a cost center or a CO order is defined in the asset master record, the system uses the funds center and fund assigned to this cost center or order as the default account assignment for the FI document.

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330

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320

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 SAP AG 1999

© SAP AG

AC700

4-27

7ULS &RVWV $FFRXQWLQJ

,QWURGXFWLRQ Budgets also cover the trip costs of members of an organization. It follows that you can enter a business trip directly with the appropriate Funds Management account assignment, and view this trip in Reporting (budget/actual comparison).

3UHVHQWDWLRQ ([HUFLVHV 6ROXWLRQV  SAP AG 1999

© SAP AG

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 SAP AG 1999

n

Business trip commitments are updated in Funds Management with value type 52. In this way, business trip commitments can be displayed separately in the information system.

n

An individual tolerance group (tolerance group 70) for the active availability control can be assigned for business trip commitments.

n

Business trip advances are not updated in Funds Management.

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n

Trip costs can be assigned to accounts in one of two ways:

n

Assigning the entire trip to an account If you assign the entire trip to an account, you can break down the amounts on a percentage basis and distribute these to more than one funds center and fund. You can enter this account assignment when the travel request is first received, and can also define a default value in the HR master record. When you enter the trip, the system automatically adopts any account assignment entered in the travel request.

n

Assigning each document to an account individually If you choose this option, you can still break down the amount of each document on a percentage basis. Since documents are not generated until the trip itself takes place, you cannot enter documents at the same time you enter the travel request. The account assignment defined in the HR master record is not used because the account assignment per document is only required if the trip cannot be assigned generically.

Š SAP AG

AC700

4-30

)XQGV 0DQDJHPHQW DQG +5

,QWURGXFWLRQ In most cases, human resources expenditures constitute the largest block of expenditures in a budget. A number of different integration scenarios are possible depending on the structural similarities between FI-FM and CO and whether you want to use a HR commitment. 3UHVHQWDWLRQ

 SAP AG 1999

© SAP AG

AC700

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 SAP AG 1999

© SAP AG

AC700

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 SAP AG 1999

n

The procedure depicted above applies for a) the derivation of account assignments from CO in HR DQG b) the entry of FI-FM master data in organizational management and HR master data. In the case of b) FM account assignments are contained in the HR posting document.

n

Although the scenario above does not contain any HR commitments, the separation of the payment and update of expenditures ensures that HR payments are not delayed or prevented by problems resulting from availability control.

© SAP AG

AC700

4-33

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 SAP AG 1999

n

As of Release 4.6B, you can enter funds centers and funds for the organizational unit / position / person. If a funds center and a fund are entered for the organizational unit, then these entries are passed onto the positions within an organizational unit. If no different funds centers /funds are defined for the positions, they are passed on to the people who occupy the positions. If a funds center and fund are entered for the position, these entries are valid for the person who is assigned to a position, if a funds center and fund are not directly maintained for that person.

n

In the HR integration scenarios without position management, the personnel costs are not broken down into functional areas for every employee or every position. Instead, the commitment item defined in Financial Accounting is used due to the link between wage types in Human Resources and G/L accounts in Financial Accounting.

n

As of Release 4.6B, as well as defining a funds center and fund, it will also be possible to define a commitment item for the infotypes that have account assignment blocks (infotypes 0014, 0015, 2001-2005, 2010). A commitment item entered manually overrides a commitment item defined in a G/L account or a cost element.

Š SAP AG

AC700

4-34

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 SAP AG 1999

n

The budget data for HR expenditures are only entered once - in Funds Management. These budget values are available in HR Funds and Position Management and are also allocated there. To avoid any inconsistencies in data, you can only save data in Funds Management.

n

The allocation of the HR budget in HR FPM allows you to view HR expenditures in detail.

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AC700

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 SAP AG 1999

n

The recipients of the HR expenditures budget (positions and persons) are financed in HR Funds and Position Management. This means that budget is provided for positions and persons and assigned to them.

n

You cannot finance a person using more than one of the possible processes. Either you finance employees directly from a FM account assignment or you finance them via the position(s) they occupy.

n

The different financing scenarios can be used in parallel: An employee can be financed completely or partially via a position, or you can choose not to use a position at all.

n

You can designate funds for vacant positions. If an employee (or several employees) fills a financed position, the amount reserved for that position can be taken over by the employee(s).

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AC700

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© SAP AG

AC700

4-37

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 SAP AG 1999

n

The financing of positions and persons results in an HR commitment being automatically constructed in Funds Management.

n

The financing of a position leads to a funds precommitment in Funds Management. The pay scale classification of a position corresponds to a monetary value - the so-called default value. This default value determines the funds requirements for a position.

© SAP AG

AC700

4-38

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 SAP AG 1999

n

The financing of a person leads to a funds commitment in Funds Management. The basis for the funds requirement of a person is either the payscale evaluation of the person which corresponds to a default value (monetary value), or the funds requirement for a person based on a payroll simulation.

n

If you finance a person via a position, the funds commitment of the person relates to the funds precommitment of the position, that means that the funds precommitment is reduced by the value of the funds commitment.

© SAP AG

AC700

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n

The posting of payroll results reduces the HR commitment.

© SAP AG

AC700

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AC700

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,QWURGXFWLRQ Funds Management and Controlling can show similar structures in the subareas of an organization. Depending on the degree of similarity, it may be useful to integrate the transactions and functions of these areas.

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AC700

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n

Controlling and Funds Management comprise different views of the same business processes. If the structures required in both modules have similarities, then integration is possible between the modules for certain functions.

n

With a purely SDUDOOHO VWUXFWXUH, the Funds Management account assignment can automatically be derived from the Controlling account assignment so that a manual entry is not necessary. Nevertheless, Funds Management remains unaffected by activities within Controlling such as RYHUKHDGV or DVVHVVPHQWV.

n

If you also require SDUDOOHO FRQWHQWV, then the activities within Controlling must be reflected in Funds Management.

n

When using parallel structures, you should note that reconciliation between Controlling and Funds Management will always YDU\ by the activities within Controlling. On the other hand, FRVW EDVHG figures reach Funds Management due to parallel contents and are there in addition to H[SHQGLWXUH EDVHG figures. This is to be taken into consideration during comparison.

n

The integration described here includes cost elements, cost centers, orders, and projects on the Controlling side.

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 SAP AG 1999

n

You can activate derivation of FM account assignments from Controlling objects separately from posting integration. To achieve a consistent user guidance, you should define an active derivation for all combinations.

n

For postings which do not allow you to enter an account assignment relevant to Controlling, it is also not possible to derive the FM account assignment.

n

The FM account assignment is always derived from the Controlling object. A relationship the other way around is not supported.

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The derived account assignment is a default account assignment that you can overwrite in manual transactions, if allowed.

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AC700

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 SAP AG 1999  SAP AG

n

If posting integration is also active, you should then make sure that you assign a VSHFLDO FRPPLWPHQW LWHP to the VHFRQGDU\ FRVW HOHPHQWV from Controlling. This commitment item should not also be defined in a Financial Accounting G/L account for the following reasons:

n

The RULJLQ of the debit can be recognized at a glance within reporting

n

If a UHFRQFLOLDWLRQ of the Funds Management data is carried out for control purposes, then:

é The postings from )LQDQFLDO $FFRXQWLQJ can be compared with the respective commitment items

é The EDODQFH of the commitment items for secondary cost elements must always be ]HUR across all funds centers and funds since this is a characteristic of postings within Controlling

n

CO transactions do not participate in the active availability control, they can, however, be included in FI-FM reporting.

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AC700

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 SAP AG 1999

n

In addition to assigning master data, you can specify how internal CO activities are updated in Funds Management. You use Funds Management customizing to choose which business transactions from controlling are to be recorded for an FM area.

n

The "General Settings" for the update for the posting integration should be entered as shown. They will then match the process by which business transactions are updated in Controlling. é Purchase order period: Delivery date é Invoice period: Posting date é Payment period: Invoice

é Goods issues: Must be recorded

é GR/IR update: MM goods receipt é Tax display: Tax net

é Payment evaluation: Do not activate payment conversion

n

You can make different Funds Management settings, but this will mean that data is recorded differently to how it is recorded in CO, making direct comparison difficult. When you enter the CO business transactions to be recorded, the system warns you that the settings are different.

n

In Funds Management, you must create number ranges for each FM area for the documents generated by the business transactions in Controlling

© SAP AG

AC700

4-46

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,QWURGXFWLRQ For certain areas, such as the representation of capital investment measures and planned research, the use of Project System can be quite attractive. Depending on the degree of similarity, it may be useful to integrate the transactions and functions of these areas.

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 SAP AG 1999

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A 1:1 representation of project and funds center is technically possible but not recommended, since the funds center structure should represent the company structure and is not created for representing time-related measures.

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AC700

4-49

,QWHJUDWLQJ 3ODQW 0DLQWHQDQFH

,QWURGXFWLRQ The integration of the R/3 component Plant Maintenance (PM) with Funds Management allows the monitoring of budget-relevant plant maintenance processes in Funds Management. Above all, this affects the external procurement procedures (MM Purchasing) and material withdrawals from an internal warehouse triggered by plant maintenance orders as well as internal processing operations. 3UHVHQWDWLRQ ([HUFLVHV 6ROXWLRQV

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n

The connection of plant maintenance processes to funds management is made with the related account assignment of the plant maintenance order to the funds management account assignment terms funds center, commitment items, and fund.

n

In doing so, the system automatically provides a default value for the funds management account assignment using the FM - CO assignment table from the cost center of the technical object (technical place, equipment) that is assigned to the PM order.

n

It is not absolutely necessary to assign an account assignment to the order for all three account assignment terms funds center, commitment item, and fund, if an automatic derivation of the missing account assignment term is possible for each posting. Thus, you normally only need to assign the order to a funds center and possibly a fund, since the related commitment item can be provided from the G/L account or cost element.

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4-51

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You can maintain an assignment between a maintenance order and FI-FM objects. Follow-on documents of the maintenance order (reservation, purchase requisition, CO settlement) are then provided automatically with the FI-FM account assignment.

n

If the field status is maintained, the assignment can be entered in the header of the maintenance order under additional data - funds management.

n

If, according to field control, the FI-FM account assignment is not complete, the order status HMKU (FM account assignment incomplete) remains active. This status prevents the automatic generation of purchase requisitions for components and services procured externally and also the release of the order.

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4-52

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,QWURGXFWLRQ Sales revenue which must be shown as income in Funds Management can be posted using invoices in the Sales and Distribution component. The following section shows how the integration of the Sales and Distribution component with Funds Management is carried out.

3UHVHQWDWLRQ ([HUFLVHV 6ROXWLRQV  SAP AG 1999

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 SAP AG 1999

n

The following SD transactions are currently integrated in FM: ĂŠ "Pure billing" of credit/debit memos

ĂŠ Sales orders with delivery of goods and billing

n

These transactions can be relevant for Funds Management, whereby the sales order / billing document is to be regarded as income, the delivery / goods issue as expenditure, in accordance with the FM warehousing concept.

n

The allocation of the FI-FM account assignment is only carried out on an item level using the sales order and is saved in the FI-CO assignment tables (see next slide). Follow-on documents refer to the FM account assignments (of the order) allocated there, but do not save them in the corresponding document tables.

n

The maintenance of the FI-FM account assignment is carried out using an account assignment panel. You can set the field control of the FM account assignment fields FISTL, FIPOS and FONDS in Customizing. For the processing of the standard flow, it is recommended that you derive the respective value of the FIPOS in the different postings from the G/L account/cost element affected, that is, not propose them manually in the sales order. You can thereby guarantee that with different cost/revenue postings, the corresponding expenditure/income items will be used by the system.

n

The processing of the FI-FM account assignment can only take place via the sales order item. In follow-on documents to the sales order (delivery, billing), the account assignment is not accessible.

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AC700

4-54

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You enter the allocation between the FI-FM account assignment objects and the SD sales order in the sales document line item. The account assignment information is then transferred to the SD sales order follow-on documents.

n

If you have maintained a field status, you can maintain the allocations in the sales document via Item data - Account assignment - Maintain FM account assignment. All the functions provided by the incompleteness check can be used for the FM account assignment.

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 SAP AG 1999

n

Beginning with Release 4.0A, you can define FM account assignments in customer orders and maintenance orders.

n

You make the field status settings for these fields in FM Customizing.

© SAP AG

AC700

4-56

5HYHQXH 6FHQDULRV

,QWURGXFWLRQ An organization can have many different revenue scenarios. In addition, the further processing options for revenue, with their potential link to the budget, are very important.

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No revenue arises in Funds Management purely as a result of the sales order.

n

There is QR DFWLYH DYDLODELOLW\ FRQWURO when postings are made to commitment items of the category "Revenue". Revenue postings are therefore always permitted.

© SAP AG

AC700

4-58

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 SAP AG 1999

n

In Customizing, it is possible to make different settings for each FM area and year:

n

Budget increase for payment and/or commitment budget

n

Budget increase by incoming payments or invoice receipts

n

Budget increase in the distribution procedure

n

Assigning a surplus account assignment: Residual revenues, that should not directly increase the expenditures FM account assignments, go to this account assignment.

Š SAP AG

AC700

4-59

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 SAP AG 1999

n

In the framework of revenues increasing the budget, a revenues FM account assignment can increase the budget of more than one expenditures FM account assignment.

n

You can define a cover interval by entering a minimum revenue or an upper limit. Both the minimum revenue and the upper limit can be defined as a percentage of the current revenue budget.

n

The maintenance of revenues increasing the budget permits the entry of budget memos: A revenues budget memo relates to the revenues commitment item, while an expenditures budget memo relates to expenditures commitment items.

n

More than one expenditures FM account assignments can be assigned to a revenues FM account assignment.

© SAP AG

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Program RFFMUD11 selects revenues documents and increase rules and generates information about the budget increase. In each document, every revenues FM account assignment is assigned as the budget receiver for expenditures FM account assignments.

n

Program RFFMUD01 generates and posts the budget documents (budget type KBI1). This program carries out the budget increase, generates budget documents and records which budget documents have resulted from each revenue posting.

© SAP AG

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,QWURGXFWLRQ During budget execution, errors can occur which must be adjusted. It is also possible that changes have to be made to a transaction after it has been carried out. The following section explains the options and prerequisites for such activities.

3UHVHQWDWLRQ ([HUFLVHV 6ROXWLRQV  SAP AG 1999

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AC700

4-62

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 SAP AG 1999

n

Whether you can change the account assignments of the funds center, commitment item and fund for Funds Management in an SAP document after it has been posted depends on two basic factors:

n

The basic procedure of the application Differences arise here in each application. Financial Accounting, which creates actual data in Funds Management, follows the rules of commercial accounting, according to which, no changes are permitted in a document that has already been posted. Materials Management and Human Resources however permit changes under the second rule.

n

The further processing status of the document If a Materials Management or Human Resources document has not yet been transferred to the next sub-process, the account assignment in the original document can be changed. The only other opportunity for making changes is in the document of the current sub-process, as long as the financial accounting stage has not yet been reached and the commitment has not become actual data.

n

The change of fiscal year also constitutes a transfer to a new sub-process, following which, the original data can no longer be changed or extended.

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4-63

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 SAP AG 1999

n

If the Funds Management account assignment can no longer be changed in the document, the display of the accounting transactions in Funds Management can only be changed using adjustment postings. If adjustments refer to the individual accounting transaction, the original transaction must be reversed. This means that the posting always takes place in the original posting period.

n

Alternatively, an adjustment can only be carried out in Financial Accounting and thus also in Funds Management or only in Funds Management. The following should be taken into consideration:

n

These postings are not transaction-based, that is, it is not possible when making an adjustment to refer to the document to be adjusted. On the one hand, this makes it possible to change the display of a wide range of original documents via a posting, on the other hand, there is no control in the system to ensure that the correct amount or correct sender and recipient are posted.

n

If there is no reference, the postings are carried out in the period determined from the transfer posting document.

n

If transfer postings only take place in Funds Management, you cannot determine the balance of the commitment item in Funds Management for all of the G/L accounts in Financial Accounting assigned to a commitment item by simple totaling.

Š SAP AG

AC700

4-64

%XGJHW ([HFXWLRQ 6XPPDU\

l This unit explained the expenditures and revenues processes that are integrated in the Funds Management system. l The core processes in Purchasing, Payroll and Travel Accounting as well as Asset Accounting were considered. The individual process steps and their integration and value recording were explained in detail.

 SAP AG 1999

Š SAP AG

AC700

4-65

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l In addition, active availability control and its various response options, as well as the existing options for the integration of Controlling and the project system with the Funds Management system were covered. A further topic considered was the integration of Plant Maintenance and Sales and Distribution with Funds Management. l Finally, the processing and special features of revenues, as well as the principle and processing of revenues which increase the expenditure budget were examined in more detail.

 SAP AG 1999

Š SAP AG

AC700

4-66

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At the conclusion of these exercises, you will be able to: • Represent a procurement process without Materials Management

• You are using earmarked funds documents to represent your procurement processes in Funds Management.

As project leader you are aware that an amount of around 10,000 UNI will become due next month for SURMHFW 3 . This money relates to expenditure on physical supplies for additional apparatus. As you do not yet have any detailled entries for the project, you cannot yet order the necessary apparatus. However, you should reserve sufficient funds. Use the EU funding for this. 1-1

Reserve the funds, entering the following data. Company code:

90XX

Currency:

UNI

Amount:

10.000,-

Commitment item:

60040 (lab supplies)

Funds center:

P12

Fund:

EU

Because of price fluctuations, it is not certain that the required apparatus can be obtained for the amount set aside (10,000 UNI). Enter an overrun tolerance of 20% in detailled control. Document number:..........................

© SAP AG

AC700

4-67

1-2

In the report selection, under Info system -> Line items -> Commitments/Actuals -> Commitments and funds transfers, view the funds reservation. Note: You are working with company code 90##.

1-3

Create a funds precommitment of 11,000 UNI with reference to the funds reservation.

1-4

You have chosen supplier (vendor) 5000, who is offering you the apparatus for 10,000 UNI. Post a funds commitment of 10,000 with reference to the funds precommitment. The excess budget values assigned (1,000 UNI) should be returned to the FM account assignment.

1-5

The apparatus has been ordered (without entering the purchase order into the R/3 System) and the invoice for 8,000 UNI (including VAT) from Lab Supplies Co. has just arrived. Post the invoice, referencing the funds commitment when you do so. First, set your company code.

.

Vendor:

5000

Exp. acct:

403000 (lab supplies)

Amount:

8.000,-

Tax code:

V0 (Input Tax 0 %)

Cost center:

L-100

Document number:..........................

1-6

Display the Financial Accounting posting document in Funds Management reporting.

1-7

Enter another funds commitment: Company code:

90XX

Currency:

UNI

Amount:

396.000,-

Commitment item:

60040 (lab supplies)

Funds center:

P12

Fund:

EU

Check your inbox for new messages.

Š SAP AG

AC700

4-68

8QLW %XGJHW ([HFXWLRQ

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At the conclusion of these exercises, you will be able to: • Map out a procurement process when using the Materials Management component, but without including Warehousing

• You are using the functions of Materials Management to represent your procurement processes. • You post purchase requisitions and purchase orders.

In addition to the replacement parts already purchased, your project group XX must also order 1000 test tubes. New test tubes are continually ordered by your institute and they are used straightaway. 2-1

To notify the Procurement department of this requirement, enter a purchase requisition for 1000 test tubes. The consuming account assignment is already known. So make your posting using the account assignment category for the cost center. You use EU funds for the application of funds “lab supplies”. Document type:

Purchase requisitions

Check source determination Acct assignment categ.:

K

Material number:

RG-1000

Requested quantity:

1,000 units

Delivery date:

15.MM+1.YYYY

Plant:

90##

Storage location:

0001

Purchasing group:

009

© SAP AG

AC700

4-69

In the line item detail display, enter the following additional account assignment: G/L account:

403000

Cost center:

L-100

Funds center:

P12

Fund:

EU

Document number:..................................... 2-2

Create a purchase order from your purchase requisition. Document number:.....................................

2-3

Use the Reporting function in Funds Management to view the line items belonging to your funds center, and search for your purchase order document.

Š SAP AG

AC700

4-70

8QLW %XGJHW ([HFXWLRQ

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At the conclusion of these exercises, you will be able to: • Post purchase orders to a warehouse funds center. • Post goods movements with budget relevance.

• To represent your warehouse procurement, you are using a warehouse funds center, which should be credited when goods are issued.

In addition to requirements of your project, ILOWHU SDSHUV are constantly needed for the research process in general. These filter papers are stored and financed in advance from the institute’s budget. 3-1

To restock the warehouse, order 1,000 filter papers from your regular supplier (vendor). Vendor:

5000

Purch. organization:

90XX

Purchasing group:

009

Delivery date:

15.MM+1.200Y

Plant:

90XX

Storage location:

0001

Material number:

PF-2000

Quantity:

1,000 units

Net price:

1 UNI

Document number:..........................

© SAP AG

AC700

4-71

3-2

Post the goods receipt: Document number:..........................

3-3

3-4

Issue 100 filter papers for project P12. Movement type:

201

Plant:

9000

Storage location:

0001

G/L account:

409000

Funds center:

P12

Commitment item:

60010 (general non-cash resources)

Cost center:

L-100

Fund:

EU

Material:

PF-2000

Quantity:

100 units

Check whether the warehouse funds center was credited, and whether your funds center for project 12 was debited. Warehouse funds center:

D1 in the “Space“ fund (budget)

Funds center:

P12 in EU fund

© SAP AG

AC700

4-72

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At the conclusion of these exercises, you will be familiar with: • Using component Asset Accounting together with Funds Management

• You are a member of the Assets Management division of the financial accounting department. It is your job to enter asset acquisitions and retirements, together with depreciation and valuation adjustments. In so doing, you must monitor the availability of funds for the relevant transactions.

A new PC needs to be purchased for department A1. Budget exists and the asset master record has already been created. 4-1

Post the asset acquisition to the vendor account Amount: 3,800 UNI Debit posting key: 70 Fixed asset account: 40,000 Transaction type: 100

4-2

Check whether a budget relevant transaction exists in the Customizing settings for Asset Accounting.

4-3

Which Funds Management account assignment is debited?

4-4

View the effect of posting in the Funds Management information system. Call program “ Totals records – commitments/actuals overview“ .

© SAP AG

AC700

5000

4-73

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7RSLF ,QWHJUDWLQJ +XPDQ 5HVRXUFHV ZLWK +5 FRPPLWPHQWV At the conclusion of these exercises, you will be able to: • Finance a person in component Human Resources using the position the person occupies. • Create and annotate an HR commitment in Funds Management. • You are the head of a department and finance your staff in order to set aside the necessary funds for HR expenditures. At the start of the fiscal year, you want to ensure that the budget required for HR expenditures is not used for any other purpose.

In the HR department, employee Susan Smart has the position Gr. XX / C for the entire fiscal year. 5-1

Finance position GR.##/C 5-1.1 Use the matchcode to select your organizational unit. Select the executive board ## as the top node. Change the budget allocation. Branch to position GR.##/C 5-1.2 Finance position GR.##/C: Use the matchcode to select the appropriate object ID. To do this, use the entry help for the "Funds Management account assignment": Fund: Funds center: Commitment item:

Smith A1 40020

5-2

Branch to the Funds Management information system. Call up report "Commitments and funds transfer".

5-3

Finance employee "Susan Smart". To do this, branch to position GR##/C again and use the financing wizards.

5-4

Branch to the Funds Management information system. Call up the report for "Commitments and funds transfer".

© SAP AG

AC700

4-74

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At the conclusion of these exercises, you will be able to: • Show the differences between the view of costs and benefits in component Controlling and the view of revenues and expenditures in Funds Management. • As a member of the Controlling section of the Finance Department, it is your job to assign costs based on usage using various allocation methods. When doing so, you also have to monitor funds.

Telephone costs of 5,000 UNI were incurred in the "Administration" department. They were collected in cost center CI. At the end of the period, these costs will be distributed to the cost centers C11, C12, C13, and C14 based on the number of "employees" in each center. 6-1

In order that you can reconstruct the data from the assessment of telephone costs in Funds Management, the assessment cost element 500301 (“ Telephone costs”) must have been assigned to commitment item 50030 (“ Postage and communications expenses”). If necessary, check whether you have made this assignment during the master data exercises.

6-2

Carry out the assessment in Controlling. (Accounting - Controlling – Cost Center Accounting – Period-end closing – Single functions – Allocations – Assessment) Period: Fiscal year: No test run cycle: => execute

MM (current period) 200Y Assessment 2000

6-3

Check the transaction in the Funds Management information system. Call up line item program “ Commitments/actuals – CO postings”.

6-4

Also call up line item program “ Commitments/actuals for assigned annual budget” and explain the effects of the CO posting.

© SAP AG

AC700

4-75

8QLW %XGJHW ([HFXWLRQ

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At the conclusion of these exercises, you will be able to: • Make corrections in Funds Management using funds transfers.

• A number of account assignments in Funds Management have been erroneously debited. These mistakes need to be corrected.

You have determined that in project P12 expenditures for chemicals instead of expenditures for lab supplies were posted in fund EU by mistake. 7-1

Enter a funds transfer. Amount:

12,000

Sender commitment item:

60030

Sender funds center:

Project P12

Sender fund:

EU

Amount:

12,000

Receiver commitment item: 60040 Receiver funds center:

Project P12

Receiver fund:

EU

Document number:.......................... 7-2

What effect does this funds transfer have on the balances of the account assignments in Funds Management and the balances of the G/L accounts in FI?

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At the conclusion of these exercises, you will be able to: • Fulfil the requirements for the scenario “ revenues increasing the expenditures budget” • Increase the expenditure budget using additional revenues. • In an attempt to further motivate the workforce, a certain percentage of additional revenues are to be used to increase the expenditure budget.

In project 11 you receive an unexpected incoming invoice of 5,000 UNI for publications (commitment item 10022). You want to use this additional revenue to increase the expenditure budget for books and magazines (commitment item 50020). 8-1

Go to Customizing and create a budget memo for revenues increasing the budget. Budget memo: Budget memo type:

Group-XX 01

Enter an appropriate short text and a description. 8-2

Determine the global settings for revenues increasing the budget: Procedure: Budget increase with: Minimum revenue:

Distribution procedure Customer invoice Increases the budget

Payment budget and commitment budget should be referenced Budget increase: 100% Determine the surplus account assignment: Funds center: Commitment item: Fund:

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Define a rule for revenues increasing the budget. Revenue account assignment: Funds center: Commitment item: Fund:

P11 10021 -

Expenditure account assignment: Funds center: Commitment item: Fund:

P11 50020 -

The budget increase should take place in the payment budget and the commitment budget.

8-4

Post the incoming invoice for 5,000 UNI Customer: Amount: G/L account: Tax code: Funds center: Commitment item: Fund:

8-5

1000 5,000 800000 A0 (Output tax 0 %) P11 10021 -

Start the programs for increasing the expenditure budget.

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3

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The balances for the Funds Management account assignments are corrected by this funds transfer, the balances of the G/L accounts in FI assigned to the commitment items remain unchanged. As a result, the balances for the account assignments in both components will not be the same if you use funds transfers in Funds Management.

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The field status setting determines whether the input fields are required, optional, or for display only. You maintain the field statuses for FI, MM and HR in the respective applications.

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The Funds Management update determines what account assignment information, if any, is necessary, based on the transaction used and the commitment item control. It does this regardless of the field status definitions.

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By defining your own account assignment block, you can bring together all the necessary account assignment information in the sequence best suited to your needs.

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Asset and Material Management use movement types. You can define budget relevance separately for each movement type because budget relevant postings are made to the same G/L accounts as non-budget-relevant ones in these application components.

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You can change the field status, account assignment block or budget relevance at any time in a productive system. Make sure those using the system are kept informed of any changes in order to avoid any incorrect postings.

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There is a connection between the form of tax update you choose, budgeting in your organization, and its fiscal situation: é If your budget figures include both the expenditures and the corresponding tax, and you are not required to record the tax portion of your expenditures separately, you can enter the values inclusive of tax. The tax amount is then included in the expenditure commitment item. Availability control then makes checks against the gross budget amount for the expenditure item. é If you can receive goods and services without tax, choose the net update. Availability control then checks against the net amount for the expenditure. é If you need to display the taxes separately, select the separate update. In this case, the tax amount in Funds Management is posted to the commitment item defined in the G/L account. Availability control is also carried out for the tax amount. If you do not want the tax checked by availability control, you must enter a separate budget profile for which no such check takes place.

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The settings apply to the whole FM area.

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The carryforward level field allows you to flag follow-on documents (such as invoices) whose preceding documents (earmarked funds, for example) have been carried forward to the following year as a result of fiscal year change. The carryforward level is passed on to all follow-on documents. This makes it possible to display business transactions relating to transactions carried forward from the previous year separately in Reporting.

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Profiles in the FM system: é 000100 Payment budget; Payment basis; Due date é 000101

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For each document (value type), update profiles determine: ĂŠ The relevant data for the update in Funds Management (due date or posting date) ĂŠ The budget category that is updated (payment budget and/or commitment budget) ĂŠ Whether the update is only statistical (without availability control) ĂŠ The budget year that is updated.

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SAP generates new profiles on demand.

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The date of the update and the stipulation whether the update is statistical can be set independently of the profiles. This also means that it possible to override the settings in the profile.

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The update takes place in Funds Management in the year and period, in which the business transaction is relevant to the budget.

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The year and period of the update in Funds Management are derived from the document date.

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For example, a purchase order posted in 2000 with a due date in 2001 will consume budget in budget year 2001.

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The funds assigned for a purchase order are checked against the commitment budget for the year given in the posting date.

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The funds assigned for an invoice are checked against the payment budget and the commitment budget for the year given in the posting date.

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The payment is checked in the payment budget for the year specified in the due date.

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 SAP AG 1999

© SAP AG

AC700

5-14

8SGDWLQJ

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 SAP AG 1999

© SAP AG

AC700

5-15

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. 1KB ! &2 GRFV

 SAP AG 1999

n

Starting from Release 4.5A, new data structures are used in Funds Management for actuals and commitments data. The "old" tables are replaced by new ones.

n

Old tables: FMSU (totals), FCABP, FCABK, FMICOIT, FMICOHD

n

New tables: FMIT (totals), FMIFIIHD, FMIFIIT, FMIOI, FMIA

n

You must convert existing data (except internal CO postings) in a batch run using program RFFMTRNS. (For more information, see the program documentation and note 101778.)

n

SAP recommends the following procedure: é Make a note of the current settings for the update date of documents (transaction ofup) é Clear old totals/line items (program RFFMS012) é Convert data (program RFFMTRNS) é Reconstruct internal CO postings, if CO posting integration is active. (Transaction FMBO) é Construct totals (program RFFMRC04) é Reconstruct assigned values (program BPINDX03) é Compare data totals (program RFFMRC05)

© SAP AG

AC700

5-16

6XSSOHPHQWDU\ $FFRXQW $VVLJQPHQWV DQG 6XEVHTXHQW 3RVWLQJV

l Starting from Release 4.5, supplementary account assignments can be made for documents from other components with incomplete FM account assignments. l The documents for which supplementary account assignments have been made can then automatically be subsequently posted. Thus, replacing the programs that until now have been used to reconstruct actual data.

l Advantages of the new programs: 5 Consistent screen structure 5 Many selection criteria 5 Documents that need to be subsequently posted can be deleted before the subsequent posting in order to avoid duplicate postings.

 SAP AG 1999

Š SAP AG

AC700

5-17

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l %DVLFV RI XSGDWLQJ

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 SAP AG 1999

© SAP AG

AC700

5-18

)LQDQFLDO 7UDQVDFWLRQV DQG 9DOXH 7\SHV

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5))06 Have invoices been cleared?

3D\PHQW  SAP AG 1999

n

The value type determines how a posting is displayed in Reporting. A posting with a value type 54 for example will be displayed as an invoice.

n

The financial transactions of the commitment items involved in a posting determine with which value type a posting is updated.

© SAP AG

AC700

5-19

9DOXH W\SHV

9DOXH W\SHV Funds commitment Funds precmmt Funds reservation Purchase order Purchase requisition CO actual postings

8SGDWLQJ

)L[HG DVVLJQPHQW  SAP AG 1999

n

Postings to MM, CO and earmarked funds each affect only one commitment item. The system recognizes the transaction and updates the accounting transaction to the respective value type.

n

There is a fixed allocation of value types for purchase requisitions, purchase orders and earmarked funds.

Š SAP AG

AC700

5-20

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00

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 SAP AG 1999

© SAP AG

AC700

5-21

8SGDWLQJ 6XPPDU\

l Update control is carried out in accordance with the settings in Customizing for warehouse concepts, tax handling and so on, and the settings in the update profile. l The carryforward level flags carried forward documents. They pass on this flag to follow-on documents.

l Update profiles specify the relevant update date, budget category and budget year, and determine whether update is only statistical.

l Important changes have occurred to the data structures as of Release 4.5. A clear procedure has been defined for conversion.

 SAP AG 1999

Š SAP AG

l New programs are available for making supplementary account assignments and subsequent postings of external documents.

AC700

5-22

8SGDWLQJ 6XPPDU\

l Technical updating is controlled by means of business transactions and value types.

l If no posting lines exist containing a commitment item with business transaction 30, no update is carried out.

 SAP AG 1999

Š SAP AG

AC700

5-23

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l &DUU\LQJ )RUZDUG )XQG 9DOXHV

 SAP AG 1999

n

From a technical system viewpoint, it is not necessary to carry out year-end closing. But, it has an effect on: é The budgets é Budget usage é The way in which commitments, actuals and budget are dislayed in reporting

n

If you do not carry out closing operations: é Actual values are not carried forward for funds with annual values é Open commitments documents remain in the old year é Residual budget in the old year is not available for activities in the new year. It is simply forfeited.

n

Result (example): A funds reservation from 1998 is reduced by a purchase order in 1999. The purchase order only consumes budget for 1999.

© SAP AG

AC700

6-1

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$W WKH FRQFOXVLRQ RI WKLV XQLW \RX ZLOO EH DEOH WR l 'HVFULEH WKH IXQFWLRQDOLW\ RI FDUU\IRUZDUG SDUDPHWHUV DQG FDUU\IRUZDUG W\SH l &RS\ FDUU\IRUZDUG UXOHV

l 2XWOLQH WKH SURFHGXUH IRU D UHYHUVDO RI D FRPPLWPHQW FDUU\IRUZDUG l 8VH WKH PRQLWRU WR RYHUVHH ILVFDO \HDU FKDQJH FDUU\IRUZDUGV

 SAP AG 1999

© SAP AG

AC700

6-2

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AC700

6-3

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l Maintain carryforward rules l Treatment of special cases l Technical process  SAP AG 1999

n

The year-end activities in Funds Management must not simply be started on the last day of the fiscal year. It is much more advisable: é To define the rules to be used as early as possible é That when it becomes known that open items are no longer going to be cleared in the current year not are they to be carried over to the next year, you start reversing transactions (such as deleting purchase requisitions, canceling reservations, resetting purchase orders and notifying the vendors).

n

Year-end processing is not necessary from a technical system point of view. It is used simply in order that the budget and commitments are correctly displayed in reporting. If you do not carry out the activities, then: é Any unused budget remains in the old year and cannot be used in the new year é Open items are reduced correctly in the old year as soon as they are processed in the new year

n

Since Funds Management is integrated with other modules, you should consider the year-end activities of these other modules and the effects they have on Funds Management when you are planning the fiscal year change in Funds Management. There is no link to the activities of the other modules from a technical system point of view.

© SAP AG

AC700

6-4

)LVFDO <HDU &KDQJH 5HSRUW IRU IXQGV FHQWHU ,QVWLWXWH IRU 0HGLFDO 5HVHDUFK DV RI 3HULRG 3HULRG

Item

Curr. bdgt

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MAT HR EDP

5000 7000 3000

1000

3000 6500 2000

1000

1000 500 0

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 SAP AG 1999

n

When carrying out fiscal year change, you must process both RSHQ FRPPLWPHQWV with the DVVRFLDWHG EXGJHW and DFWXDO UHVLGXDO EXGJHWV.

n

Open commitments include: ĂŠ 3XUFKDVH UHTXLVLWLRQV from Materials Management ĂŠ 3XUFKDVH RUGHUV from Materials Management ĂŠ (DUPDUNHG IXQGV from Funds Management

ĂŠ ,QYRLFHV (only when updating on a payment basis)

A budget is linked to these commitments in each case. It is known as an associated budget. n

As opposed to the associated budget, an actual residual budget is not linked to any kind of commitment. This means that: Actual residual budget = current budget - assigned budget (by actuals) - budget associated with the current commitments.

n

Fiscal year change only processes the effects Funds Management has on commitments belonging to the other modules. The original documents are not changed nor do they provide an explanation as to the fiscal year change activities which have taken place in Funds Management.

Š SAP AG

AC700

6-5

0RQLWRU

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 SAP AG 1999

n

The closing operations monitor ĂŠ offers a quick overview of all relevant system settings ĂŠ allows the settings to be displayed in detail and you can also branch directly from the monitor to the relevant Customizing or area menu settings

n

You can display and maintain entries.

n

Information is provided regarding: ĂŠ whether the default settings allow the carryforward for commitments and budgets ĂŠ carryforwards of commitments and budget for commitments (for payment and commitment budget, depending on the update profile) that are permitted for each value type and those that are not permitted as well as any carryforward parameters that apply ĂŠ carryforwards of residual budget permitted / not permitted and the underlying parameters - Displaying and maintaining assignments of parameters to rules (Customizing)

n

The functionality of the monitor will be extended in further releases.

Š SAP AG

AC700

6-6

&DUU\IRUZDUG 3DUDPHWHU DQG &DUU\IRUZDUG 7\SH

'HILQLWLRQ Do you want to work with predefined parameters for - &RPPLWPHQWV %XGJHW during closing operations?

&DUU\IRUZDUG EXGJHW

% & (' )+*, !" # $ 7\SH Residual payment bdgt Residual commt bdgt

10

No

1 Receiver

100 or 0%

20

Permitted

1 Receiver

100 or 0%

30

Permitted

1 Receiver

Arbitrary

40

Permitted

n Receivers

Arbitrary

&RPPLWPHQW &DUU\IRUZDUG

% - .' ) */ 7\SH !" # $

Funds reservations

10

No

1 Receiver

100 or 0%

20

Permitted

1 Receiver

100 or 0%

 SAP AG 1999

n

At first the carryforward parameter is simply a name that must be entered in the application itself. It does not have any effect until a carryforward type is assigned to it in Customizing.

n

Example scenario: A parameter is created for each value type. As a result, a carryforward type can be individually assigned to each value type and therefore carried forward individually. (For example, it is possible to change the account assignment of funds reservations, however you cannot do so for purchase orders)

n

There are four carryforward types:

n

Types 10 and 20 can be used for commitment carryforwards and budget carryforwards.

n

Types 30 and 40 can only be selected for budget carryforwards Therefore, only when you are handling budget carryforwards, is it possible to: ĂŠ select an arbitrary percentage for carryforward ĂŠ specify any number of recipients (type 40)

Š SAP AG

AC700

6-7

&DUU\IRUZDUG 5XOHV l &DUU\IRUZDUG EXGJHW n 7R EH DEOH WR VHW VSHFLDO FDUU\IRUZDUG UXOHV D FDUU\IRUZDUG SDUDPHWHU PXVW DOUHDG\ H[LVW n 'HILQH WKH ILQDO SHUFHQWDJH RI WKH FDUU\IRUZDUG RI EXGJHW IRU FRPPLWPHQWV DQG UHVLGXDO EXGJHW n 'HILQH VHQGHU UHFHLYHU UHODWLRQVKLS l &RPPLWPHQW &DUU\IRUZDUG n 7R EH DEOH WR VHW VSHFLDO FDUU\IRUZDUG UXOHV D FDUU\IRUZDUG SDUDPHWHU PXVW DOUHDG\ H[LVW n 'HILQH FDUU\IRUZDUG DV RU n 'HILQH VHQGHU UHFHLYHU UHODWLRQVKLS

 SAP AG 1999

n

Carryforward rules can be determined both for budget carryforwards and commitment carryforwards.

n

If you want to work with rules, but do not want to make a 1:1 carryforward or transfer, carryforward parameters must already exist. You must have previously defined these parameters in the system.

n

Sender and recipient addresses must be valid in their respective years (sender in the old year, recipient in the subsequent year)

© SAP AG

AC700

6-8

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 SAP AG 1999

n

Carryforward rules are valid for: •

each fund

•

each fiscal year

n

Depending on the carryforward parameter, percentages of between zero (meaning nothing is carried forward) and 100 (meaning everything is carried forward) are permitted.

n

The last two lines indicate the need for you to regulate priorities for the fiscal-year change. You can do this for each FM area in Customizing.

Š SAP AG

AC700

6-9

&RS\LQJ &DUU\IRUZDUG 5XOHV

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1998

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 SAP AG 1999

n

You can copy the carryforward rules for a budget from one year to another. This makes year-end closing operations easier if you have made fundamental changes to your structures.

n

The carryforward rules for each parameter and FM area are copied. The set of rules defined is copied from the parameter of a previous year to a parameter of a subsequent year. Therefore, that parameter must already have been defined in the subsequent year.

n

Copied values can be overwritten.

n

A test run can be executed.

© SAP AG

AC700

6-10

%XGJHW &DUU\IRUZDUG 3URFHVV

%XGJHW

*HQHUDO DOWHUQDWLYH 'HIDXOW

•Prepare

Is carryfwd permitted? for each FM area

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Define parameter type: 10, 20, 30, 40

&DUU\IZG

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•Execute

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FM area Year Parameter

assign parameter

6SHFLILF DOWHUQDWLYH

 SAP AG 1999

n

One of the fundamental settings that must be made for each FM area in Customizing is whether closing operations should be carried out for commitments, budget for commitment and residual budget in an FM area (FMA).

n

Budget carryforward:

n

•

General rule: If you do not need a specific set of rules for year-end closing and the general rule for a 100%, 1:1 carryforward meets your requirements, you can carry out the carryforward following the menu options "Prepare carryforward", "Determine carryforward" and "Execute carryforward".

•

Specific rules: If you require special rules such as those outlined in the above slide (for example, you want to change the sender/receiver relationship and only 50% of the residual budget can be carried forward), then you proceed as follows: -

Maintain the carryforward parameters in the FM application menu. You can decide whether you want to carry out the carryforward entirely on the basis of the parameters or entirely without the parameters.

-

Enter carryforward as allowed for each FM area and each fiscal year in Customizing and, if necessary, define the appropriate parameters. For the budget for commitment, you can specify the carryforward separately according to value type.

-

Each special system setting overwrites any general rules that may exist.

-

Maintain carryforward rules and the final carryforward of documents.

It is not possible to reverse a budget carryforward from a subsequent year to the previous year. However, you can make corrections by maintaining rules and carrying out the carryforward for a second time.

Š SAP AG

AC700

6-11

&DUU\LQJ )RUZDUG 2SHQ &RPPLWPHQWV

3XUFKDVH UHTXLVLWLRQV 3XUFKDVH RUGHUV (DUPDUNHG IXQGV ,QYRLFHV

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 SAP AG 1999

n

Since the budget linked to commitments is included when calculating the actual residual budget, you should carry forward the commitments before carrying forward the budget. Otherwise you have to repeat the calculation and carrying forward of the budget so as to display the budget carried forward correctly.

© SAP AG

AC700

6-12

&DUU\IRUZDUG 3URFHGXUH IRU &RPPLWPHQWV

PW P R &

%\ 'HIDXOW Is carryfwd allowed? for each FM area

*HQHUDO DOWHUQDWLYH

'HILQH Carryfwd allowed for FM area Year Val. type Maintain parameters, type: 10, 20

$VVLJQ

6HOHFW GRFXPHQWV DQG FDUU\ IRUZDUG

PW P &R

0DLQWDLQ

Parameter Rules for for each each FM area FM acct Year assignmt Val. type Parameter 6SHFLILF DOWHUQDWLYH

5HYHUVDO  SAP AG 1999

n

If, according to the default settings in Customizing, the yearly carryforward is permitted, then commitments can be carried forward to the following year.

n

General rule: If a general carryforward of 1:1 is sufficient for your requirements, documents can be selected directly and carried forward.

n

Specific rules: In Customizing, the carryforward can be restricted on the basis of FM area, year and value type (for example, in your organization, only commitments can be carried forward in Materials Management and not funds reservations). If you are not working with carryforward parameters, you can now proceed directly to document selection. If you are working with parameters, you must create the parameters and assign the FM area, year and value types. After rule maintenance, you can execute the carryforward using selection program RFFMC001 and carryforward program RFFMC010. Data is carried forward to period 001 of the following year.

n

It is possible to reverse a carryforward (RFFMC040), as long as the carried forward document has not been involved in any further processes.

Š SAP AG

AC700

6-13

&DUU\LQJ )RUZDUG )XQG 9DOXHV

,QWURGXFWLRQ The life of funds from secondary sources generally covers several fiscal years. It is thus of interest to have the total values of several budget years available. Unlike the year-end activities for commitments and budget values, the carrying forward of funds values processes actual revenues and actual expenditures and updates such total values.

 SAP AG 1999

Š SAP AG

AC700

6-14

&DUU\LQJ )RUZDUG )XQG 9DOXHV /LIH RI WKH IXQG $FWXDO ([SHQGLWXUH 0DW 0DW

& IZ

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 SAP AG 1999

n

In contrast to the fiscal year change activities which affect commitments and budgeted values, the balance carried forward for fund values processes DFWXDO UHYHQXHV and DFWXDO H[SHQGLWXUHV.

n

By carrying forward the actual data, even in the case of long-term funds, it is only necessary to access data from the current fiscal year so as to be able to make an accumulated report of the total life of the fund.

n

By totaling at carry-forward commitment item level, it is possible to summarize at the level of detail required. It also means that the dataset required for a full report is further reduced without causing the data from previous years to be mixed up with data from the current year.

n

Since funds centers (without funds) basically display year-related data, it is neither possible nor does it make sense to carry forward a balance for them.

Š SAP AG

AC700

6-15

&ORVLQJ 2SHUDWLRQV &DUU\ )RUZDUG )XQG %DODQFH

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6$3)097

 SAP AG 1999

n

In contrast to the commitment carryforward, this procedure involves summarizing and carrying forward actual data.

n

If you make any postings in the old fiscal year after you have run SAPFMVT1, you must run it again. The system does not automatically adjust the data.

© SAP AG

AC700

6-16

<HDU (QG &ORVLQJ 6XPPDU\

l Actual residual budgets, budget for commitments and open commitments can be taken into consideration when carrying forward data from one year to another. l Carryforward parameters are substantiated by carryforward types. There are four carryforward types for commitments and budget. l Carryforward rules can be defined for budget carryforwards and commitment carryforwards.

 SAP AG 1999

Š SAP AG

AC700

6-17

<HDU (QG &ORVLQJ 6XPPDU\

l Carryforward rules can be copied from one year to another.

l The closing operations monitor enables you to obtain a quick overview of all relevant system settings and allows you to branch directly to the settings in Customizing and in the area menu.

l Carrying forward funds allows you to generate a view of the actual revenues/expenditures for several years.

 SAP AG 1999

Š SAP AG

AC700

6-18

<HDU (QG &ORVLQJ ([HUFLVHV 8QLW <HDU (QG &ORVLQJ

7RSLF &DUU\IRUZDUG 3DUDPHWHUV DQG 5XOHV

At the conclusion of these exercises, you will be able to: • Define carryforward parameters for the carryforward of commitments and budget values • Define and copy carryforward rules • At fiscal year change, budget and commitments should be carried forward into the next fiscal year according to special rules.

1-1

Define the following carryforward parameters for the fiscal year change: For budget carryforward: For commitment carryforward:

1-2

“Budget ##” with carryforward type 20 “Commitment ##” with carryforward type 20

Define the following rules for the carryforward of budget values: Sender funds center: P12 Sender fund: EU Sender commitment item: 60040 Receiver funds center: P12 Receiver fund: EU Receiver commitment item:60010 The budget values should be carried forward in their entirety (100%).

1-3

Branch to rule maintenance again and change the percentage to 80%. Explain the system response.

1-4

Define carryforward rules for carryforward parameter “commitment ##”. Since they should correspond to the rules of the budget carryforward, use the copy option.

© SAP AG

AC700

6-19

8QLW <HDU (QG &ORVLQJ

7RSLF &DUU\LQJ )RUZDUG &RPPLWPHQWV

At the conclusion of these exercises, you will be able to: • Explain the settings in Customizing for the carryforward of open commitment values. • Execute the carryforward of commitments values. • A number of open commitment values are to be carried forward into the next fiscal year.

2-1

Ascertain whether the carryforward of commitment values is permitted.

2-2

Define special rules for the carryforward of funds commitments, purchase orders and invoices that allow these value types to be carried forward and assign them carryforward parameter “ commitment ##” . Use the maintenance option in the closing operations monitor.

2-3

Carry forward all open commitment values to the next financial year. The selection should only apply to the payment budget. Take note of the the order of execution for the programs required for carried forward.

© SAP AG

AC700

6-20

8QLW <HDU (QG &ORVLQJ

7RSLF %XGJHW &DUU\IRUZDUG

At the conclusion of these exercises, you will be able to: • Explain the settings in Customizing for the carryforward of budget values. • Execute the carryforward of residual budgets and budget for commitments. • Economical operations should be rewarded. Therefore the executive board has decided that budget values can be carried forward from one financial year to the next.

3-1

Ascertain whether the carryforward of budget values is permitted.

3-2

Although carryforward rules have already been maintained, the generic alternative (1:1, 100%) should be used for the carryforward. Carry forward “ real” residual budgets and budget for commitments for the (8 IXQG to the next fiscal year, both for the commitment budget and the payment budget. Take note of the the order of execution for the programs required for carried forward.

© SAP AG

AC700

6-21

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1-1

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FM area Carryforward parameter Carryforward type

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Each individual component is responsible for application-specific reporting

é Only FM specific data is evaluated in Funds Management. é In contrast to this, the BW supports reporting functions across applications and has its own data collection and data retention tools é You can use various tools in FM reporting (such as drilldown reporting and list viewer)

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$GYDQWDJHV RI WKH $UFKLWHFWXUH l Overall view of the organization using summarization l Integration of different applications l Provides detailed information /RJLVWLFV

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0DVWHU GDWD UHSRUWV enable you to always have an overview of all basic structures and their link to Funds Management. This means that in addition to a list of funds centers sorted alphabetically, you can also generate a hierarchical display. The same applies for commitment items.

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Where there are links to other master data such as application of funds, as is the case in the fund area, you can also view the funds from secondary sources area by limiting selection to your needs.

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Database delivered with standard system é F1F (master data and transaction data)

Structures é The structure of the logical database (LDB) indicates the sequence in which the individual segments of the LDB are imported and made available for further processing é F1F: first master data is imported, followed by transaction data é The set-up of segments does not correspond to the table set-up

Used in line item reporting

Can be used for totals records reports

The segments of the logical database are not displayed

They now include: é Master data é Budget data é Commitment/Actual é Year-end closing (in part)

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The logical database offers a logical overview of data irrespective of the structure of a database

If you use the logical database in SAP Query or in your own reports: é You should choose dynamic selection from the logical database over the possible selection fields in the query, since it has a direct effect on the database and network load whereas the query filters out fields afterwards. é Similarly, you should define exactly which fields you require and which selection you need in your reports

Advantages: é Easier access to the data for the report é Standardised selection screen é Can be used with the ABAP List Viewer, SAP Query, and your own reports

"Dynamic selection" é All fields can be used to restrict your selection

é The standard selection offers the fields that are most commonly used

Classification é Selection of the master data to be evaluated using the classification tool When creating your own reports, you should restrict the selection to the segment you require é Not all data is imported

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'\QDPLF VHOHFWLRQ Enhanced selection options for all fields that are available in the database Advantage: The selection is passed on to the database

&ODVVLILFDWLRQ Alternative selection option using user-defined grouping terms. The master data selected for each classification is passed on to the appropriate follow-on program, just as if it had been entered there

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You can use display variants to prepare report lists according to your own specific requirements.

Additional fields can be displayed and fields that are already shown can be hidden. You can select the item and length for each field.

Display variants can be saved and set as default variants.

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n

Only FM specific data can be evaluated in Funds Management. When using drilldown reports, you can define your own specific "views" of FM data.

n

By choosing characteristics and key figures for the FM data, you can have the system generate a multidimensional data cube. The user can then freely navigate through the dataset for this data cube when executing reports. By swapping characteristics interactively, you can specify any sequence you require.

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Only one of the many possible dimensions is ever displayed for the report that is being executed. A combination of several dimensions is only possible through navigation.

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Drilldown reporting is a reporting tool in which the different characteristics of the application have "equal status" and can be combined (together with the appropriate data) according to your needs.

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For drilldown reporting, you must define: é how many "characteristics" are to be viewed é the sequence in which the report output should be totalled.

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By swapping characteristics interactively, you can specify any sequence you require.

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n

Characteristics, key figures and forms are passed on to the definitions of form reports. The result of a report is a large number of lists that can be selected interactively and displayed on screen. Reports can be printed out, transferred to Excel or saved for future processing.

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The form describes the contents and structure of reports. You can consider it as a partly completed report, which is finished off later during report definition.

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Characteristics predetermine the options for classifying the dataset. Examples include FM area, funds center, period, value type.

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You can select characteristics in the form and also in the report itself.

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Key figures indicate amount fields from the database in the form of values and amounts. Calculated values can also be represented according to user defined formulas, such as budget utilization.

n

Key figures can be selected in either the form or the report.

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A drilldown report always consists of a combination of a form and a report. Forms cannot be executed themselves, that is why a report is always required.

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A drilldown report always consists of a combination of a form and a report. Forms cannot be executed themselves, that is why a report is always required.

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Navigation Funds center Commt item Fund

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Value type

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 SAP AG 1999

n

In the "two coordinates (matrix)" form, you define both rows and columns. You can include key figures in the rows or the columns of the form according to your requirements. If you display key figures in the columns, you will have an overview of the future report layout during form definition.

n

During report definition, you can only select drilldown characteristics.

n

This form type is especially suitable if you want to make a comparison between characteristics displayed in columns.

n

In the drilldown list, there is a two-line column header, which includes the key figures and all the columns defined in forms lying under these key figures. The values of the drilldown characteristics are displayed in the rows.

n

In the detail list, you see the layout defined in the form. The detail list reports on a specific profitability segment.

n

You can change all the settings of a form, except for form type and budget structure use, at any subsequent point in time.

n

There is a form overview, in which all characteristics of a form are listed.

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In transaction "Change form", it is possible to generate a where-used list, which shows all the reports to which the form is linked.

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Commt item Fund Value type Fiscal year Period Funds center Displayed in 9010/ V 9010/ V 9010/ A1 9030/ V 9030/ V 9030/ A1 Total

Annual bdgt 1 UNI Exec.Board Exec.Board Department 1 Exec.Board Exec.Board Department 1

1,015,143.480.00 1,015,143.480.00 0.00 0.00 1,015,143,48-

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 SAP AG 1999

n

Note: Before processing the form, you should change the display variant for the form. In the column display (Goto -> Column display) you can get an instant overview of the layout of the report. When defining a form, make sure that you specify the detail list. Key figures are then defined in the rows for a single-coordinate form with key figure. You can change from row display to column display at any time.

n

In the columns of the form, you define the key figures. The key figures can be linked to characteristics. You can also enter formulas in the columns. Calculations can then be made using key figures (such as budget utilization in %).

n

During report definition, you then only have to select drilldown characteristics, that is the characteristics whose characteristic values you want to navigate through in a report.

n

If key figures are linked to characteristics in a form, you will not be able to change the characteristics in the report executed. This contrasts with characteristic definition in the report.

n

The key figures make up the columns of the form in the drilldown list, while the characteristics are in rows.

n

The detail list consists of a single column. It contains a combination of specific drilldown characteristics about which you want to report. The selected key figures are displayed in rows.

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FM area 9030 IMR reporting Navigation Commt item

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Budget ´96 1 UNI

630,000.000.00 630,000.00630,000.00-

0.00 0.00 0.00 0.00

 SAP AG 1999

n

In principle, you can use the "One coordinate without key figure" form in Funds Management. It may be that certain tasks that can you encounter are best represented using this form.

n

You only select characteristics in the "One coordinate without key figure" form. The characteristics selected in the form, such as value type, fiscal year or period from/to, summarize the contents of the columns.

n

You select key figures and drilldown characteristics during report definition.

n

In the drilldown list, there is a two-line column header, which includes the key figures and all the columns defined in forms lying under these key figures. The values of the drilldown characteristics are displayed in the rows.

n

In the detail list, you see the columns defined in the form, while the key figures selected during report definition are displayed in the rows. The detail list displays the selected key figures for a specific combination of characteristics.

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n

You can define a row either by combining characteristic values or by using a formula.

n

Columns contain a combination of a key figure and, optionally, extra characteristic values. You can also use predefined columns which represent feasible combinations of key figures and characteristics, such as actuals from the current period or budget from the current fiscal year.

n

The general selections restrict the dataset without being linked to a column/row.

n

With the "predefined column" option, you can use column definitions from other forms. Columns from the same form are only available once you have saved them.

n

You can use the formula editor to define formulas, which describe columns, rows or cells.

n

In addition to basic arithmetical operations, many other options are also available. You can gain an overview of these operations if you call up F1 help for the formula entry field.

Š SAP AG

AC700

7-22

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 SAP AG 1999

n

The drilldown sequence in the executed report is always in the order of the characteristic sorting in the report definition. If you do not specify a sequence, the system automatically generates a sequence - from right to left and from bottom to top - from the list of selected characteristics.

n

Since this sequence will rarely be the one that you require, we recommend that you always maintain the sequence in the report using the "Sort characteristics" function.

© SAP AG

AC700

7-23

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n

Defining variants and starting reports in the background are functions that only specific users should be able to carry out.

n

Classification offers an alternative to master data object selection (as has already been demonstrated in line item reporting).

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AC700

7-24

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n

Defining variants and starting reports in the background are functions that only specific users should be able to carry out.

n

Classification offers an alternative to master data object selection (as is the case in line item reporting).

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AC700

7-25

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The selection screen for FM drilldown reporting is always made up of two parts ĂŠ Standard selection with the three FM master data dimensions of fund, funds center, and commitment item ĂŠ Variables which were defined in the form or report Ăź

Variants can only be defined using report execution (transaction SE38). Ăź

Background processing can only be defined using report execution Ăź

Dynamic selection is not necessary. You can create variables in the report for all selected characteristics.

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AC700

7-26

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n

Drilldown reporting functions are subdivided into three groups so that different users can use one of the function levels defined depending on their information requirements and their tasks.

n

Level 1 contains the basic functions of drilldown reporting (printing, sorting, restricted navigation, detail list) and the connection to SAP mail. This level is for users who do not need the full functionality of drilldown reporting.

n

Level 2 contains the remaining drilldown reporting functions (connection to Microsoft Excel, graphics functions and downloading to PC).

n

All functions also contains the functions for print formatting, saving reports and defining exceptions. This level is intended for users who also want to maintain reports or set up print formatting in addition to having the full drilldown reporting functions.

n

The individual function levels are subject to an authorization check. The authorization object is K_KA_RPT.

n

In order to be able to use the currency conversion function, you must first define a conversion rule.

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AC700

7-27

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 SAP AG 1999

n

An exception determines whether an object is distinctive. You can create an exception in a report for a particular key figure in a row or column.

n

These exceptions consist of a maximum of two thresholds which mark the top and bottom tolerance limits. If a corresponding number value exceeds or falls below a particular threshold, it is highlighted in an appropriate color (red or green).

n

There are two types of exceptions. You can define an exception either for cells (related to characteristics) or for columns.

n

You can create an exception if you are in the drilldown list display variant in the executed report. Once you have defined an exception, it is also displayed in the detail list and you can change it there.

n

You can save exceptions so that they are still valid when you next call up the report.

© SAP AG

AC700

7-28

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Utilization > 80 % Utilization < 20 %  SAP AG 1999

n

Relative key figures, such as variances, can normally be compared even if they are on different drilldown levels. It therefore makes sense to define a separate exception for the column. This means that the exception is evaluated in each list within the report and independently of the drilldown level.

n

In the above example, budget and commitments/actuals are compared to one another for different funds centers and the resulting budget utilization is determined. An exception has been defined for the �Utilization %� column. If funds center P12 is then drilled down to, the corresponding commitment items, their budget, the total of commitment and actual postings, and the budget utilization in % are displayed there. The exception defined in the third column is also evaluated in the second list, that is the exception is evaluated both in the funds center list and in the commitment item list.

Š SAP AG

AC700

7-29

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Exception cannot be seen Budget utilization A1 < 90 % Budget utilization A1 > 70 %  SAP AG 1999

n

The second type of exception relates to individual cells and is therefore advisable for absolute key figures such as budget utilization. In the slide above, an exception is defined for cell "A1" (row) and "Utilization %" (column) in the same report. If you then open up the funds center further, the exception is not displayed in the second list.

n

You can view all of the exceptions that have been defined for a report. You can also delete or change exceptions at any time.

n

If a cell has more than one exception defined for it, they apply according to their priority - red, green, normal.

Š SAP AG

AC700

7-30

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 SAP AG 1999

n

You can create an exception from display variant "drilldown list". Once you have defined an exception, it is also displayed in the detail list and can be redefined there.

n

You can define either one or two thresholds. To define a threshold, enter the relevant value, activate the threshold and select the appropriate colour. If you do not wish to define a threshold, ensure that the corresponding indicator is not active.

n

The report cells appear in the colour corresponding to the key figure value.

n

You can create any number of exceptions in a report.

n

Exceptions are created in the report that is currently running, but only apply the next time the report is executed after they have been saved.

Š SAP AG

AC700

7-31

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 SAP AG 1999

n

The executed drilldown report can be processed further using the following interfaces:

n

Print: SAP, MS Word 6.0 or Excel

n

Mail: SAP Office

n

Graphics: Using menu option "Graphics", you can call up SAP Business Graphics (2D or 3D) and statistical graphics (line charts). It is possible to save graphics settings (excluding window size and position).

n

MS Word: Print, further editing

n

XXL List Viewer Excel: Print

n

MS EXCEL: Further processing

© SAP AG

AC700

7-32

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 SAP AG 1999

© SAP AG

AC700

7-33

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© SAP AG

AC700

7-34

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 SAP AG 1999

n

In the activity groups menu view, you select the components that are to be assigned to activity groups; é List of transaction codes é List of reports é Menu paths can be included é Web addresses can be included é You can carry out maintenance using drag and drop é You can create new folders

© SAP AG

AC700

7-35

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© SAP AG

AC700

7-36

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At the conclusion of these exercises, you will be able to: • Edit and display line item reports.

• You need to extend the line item report variants delivered with the standard system to create variants specific for your project.

1-1

Call up line item report “Commitments/Actuals – All postings” and change the current layout. Hide field “Statistical indicator” . Show field “Value type” and have it displayed as the 4th item in the table. Save your personal layout as GR-##.

1-2

Call up line item report “Commitments/actuals – CO postings” again. Select your personal layout. Show the subtotal for each value type and resave your layout.

1-3

Configure the report so that your personal layout is the default when you call the report.

© SAP AG

AC700

7-37

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At the conclusion of these exercises, you will be able to: • Navigate through drilldown reports in Funds Management • Create drilldown reports

• You are to add drilldown reports suited to the requirements of your organization to those that are delivered with the standard system.

2-1

Create a new drilldown reporting form for the “ FM account assignment elements hierarchy” . Use structure “ Coordinate with key figure” .

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1DPH

GR-## Group ##

The form should contain 3 elements. The global characteristic “ FM area” should be used for each element:

(OHPHQW Key figure “ current annual budget”

(OHPHQW Key figure “ Commitments/Actuals (payment budget) in FM area currency”

(OHPHQW Formula for residual budget Save the form. 2-2

Create a drilldown report for the “ FM account assignment elements hierarchy” with reference to your form. 5HSRUW

RGR-##

Select the following characteristics: &RPSDQ\ FRGH ± )XQG ± )XQGV FHQWHU ± &RPPLWPHQW LWHP ± 9DOXH W\SH ± )LVFDO \HDU ± 3HULRG ± 9HUVLRQ Save the report. 2-3

Execute the report using transaction “ Change report” .

© SAP AG

AC700

7-38

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)LQDQFLDO $FFRXQWLQJ ± )XQGV 0DQDJHPHQW ± ,QIRUPDWLRQ V\VWHP ± /LQH LWHPV ± &RPPLWPHQWV $FWXDOV ± $OO SRVWLQJV Execute report – Settings – Layout – Select – Select value type column – Edit – Subtotal – Save layout

1-3

)LQDQFLDO $FFRXQWLQJ ± )XQGV 0DQDJHPHQW ± ,QIRUPDWLRQ V\VWHP ± /LQH LWHPV ± &RPPLWPHQWV $FWXDOV ± $OO SRVWLQJV Execute report – Settings – Layout – Select manage layout – Edit – Set as default

© SAP AG

AC700

7-39

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Create button – Double click on element 1 Key figure with characteristics

X

Enter Key figure

Current annual budget

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X

Double click on OFIKRS and save with the confirm button Double click on element 2 Key figure with characteristics

X

Enter Key figure

FM area variable

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Double click on OFIKRS and save with the confirm button

© SAP AG

AC700

7-40

Double click on element 3 Formula Enter Calculation formula

; Residual budget = Element 1 - Element 2

Enter Short text Resid. bdgt Copy short text button, enter and save. 2-2

7RROV ± $FFHOHUDWHG 6$3 &XVWRPL]LQJ ± (GLW 3URMHFW ± *RWR ± 6$3 5HIHUHQFH ,0* ± )LQDQFLDO $FFRXQWLQJ ± )XQGV 0DQDJHPHQW ± ,QIRUPDWLRQ V\VWHP ± 'ULOOGRZQ UHSRUWLQJ ± &UHDWH 5HSRUW

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Characteristics

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Sort sequence of characteristics using sort free characteristics button and then save. 2-3

7RROV ± $FFHOHUDWHG 6$3 &XVWRPL]LQJ ± (GLW 3URMHFW ± *RWR ± 6$3 5HIHUHQFH ,0* ± )LQDQFLDO $FFRXQWLQJ ± )XQGV 0DQDJHPHQW ± ,QIRUPDWLRQ V\VWHP ± 'ULOOGRZQ UHSRUWLQJ ± &KDQJH 5HSRUW Expand report type 003 for the FM account assignment elements hierarchies, select report GR-## and execute.

© SAP AG

AC700

7-41

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l Checking authorizations

l Transferring data within the R/3 system l Entering budget in Euro l Status management

 SAP AG 1999

© SAP AG

AC700

8-1

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In this unit, you will learn about: l The authorizations that are checked in Funds Management and the order in which they are checked l Preparing for production startup

l Making supplementary account assignments and subsequent postings when you start using Funds Management data

l The functions that are available by default in Funds Management and those functions that must be activated by the user l Budgeting in Euro in the dual currency phase l Using status management

 SAP AG 1999

Š SAP AG

AC700

8-2

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© SAP AG

AC700

8-3

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If you have no authorization for FM account assignment, the system reacts as follows: n

0DVWHU GDWD You cannot create, change, or display the master data.

n

%XGJHWLQJ The combination in question is merely displayed (if you have display authorization). You can make entries in all other combinations you have selected

n

3RVWLQJ FRPPLWPHQW DQG DFWXDO YDOXHV You cannot enter the posting in Materials Management, Financial Accounting, or Funds Management.

n

5HSRUWLQJ

é 'ULOOGRZQ The report is not displayed for combinations for which you are not fully authorized. é /LQH LWHP UHSRUWV Reports based on the logical database (such as line-item reports in Funds Management) do not show the data records for which you are not authorized. Other combinations selected at the same time are displayed as normal.

© SAP AG

AC700

8-4

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 SAP AG 1999

n

Before starting productive use of an FM area, you may need to reset data created in the test phase.

n

Depending on how far this reset is to go, you will need to work through a number of steps: ĂŠ If your structure is OK and you only want to delete the budget, commitment, and actual data posted, you must delete the test data. You can make postings as soon as this has been done. ĂŠ You delete master data if the funds center/commitment item structure is not sufficient for your requirements. You must create new structures before you can use Funds Management again. Since transaction data is always based on the current structure, you must delete that too. ĂŠ If you want to create an additional company code with the same commitment item control setup, you can copy the commitment item-G/L account assignment.

n

When the reset process is finished, you can use the data migration tools to re-enter any existing data into Funds Management.

Š SAP AG

AC700

8-5

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l Starting from Release 4.5, supplementary account assignments can be made for documents from other components with incomplete FM account assignments. l The documents for which supplementary account assignments have been made can then automatically be subsequently posted. Thus, replacing the programs that until now have been used to reconstruct actual data. l Advantages of the new programs: n

Consistent screen structure

n

Many selection criteria

n

Documents that need to be subsequently posted can be deleted before the subsequent posting in order to avoid duplicate postings.

 SAP AG 1999

Š SAP AG

AC700

8-6

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n

As you can see from the overview, certain Funds Management functions need to be activated. You can then set up the structures in Funds Management in parallel with ongoing posting activities in a further company code and, once preparations are complete, activate the Funds Management functions for this new company code.

n

Activation is not dependent on time. It applies to all future postings, regardless of whether the period affected is in the past or the future.

© SAP AG

AC700

8-7

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 SAP AG 1999

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A euro FM area is required because the system only supports one local currency for each FM area, but the budgeting process must be carried out before the currency is converted to the local currency, the Euro.

n

Up until the point when you execute the currency conversion, you can continue to work in the original FM area with the previous local currency, at the same time as generating a budget version in euros for the year of local currency conversion in the euro FM area.

n

When you create a euro FM area, all the master data and Customizing settings are copied from the original FM area. All the data relevant for budgeting is copied to the euro FM area and the currency key and local currency amounts are converted to the euro.

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Changes to the master data are still carried out in the original FM areas, but can be copied to the euro FM area.

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The budget data for a euro FM area can be exported to an external data medium.

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If the data is to be used for planning in the local currency of the original FM area, it can be imported into a budget version without values. During this import, the difference between the values in the original FM area currency and the euro FM area currency is evaluated.

Š SAP AG

AC700

8-9

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Use of status management is optional. If you do not create a status profile for an FM area, status management is not active and all commercial transactions are permitted in that FM area.

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If you do define a status profile, transactions are permitted as defined in that profile.

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You can activate and deactivate status management at any time.

© SAP AG

AC700

8-10

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 SAP AG 1999

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SAP defines all the commercial transactions. No user activities are possible.

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SAP groups the transactions into four system statuses.

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Only one system status applies at any time. It determines which transactions are permitted.

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A user status is a collection of transactions that need to be forbidden.

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One or more user statuses can be active at any time, or none at all.

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The transactions permitted are those that are not prohibited by either the system status or the user status.

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AC700

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© SAP AG

AC700

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AC700

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l The authorization concept allows you to control access to Funds Management data according to your needs.

l Using the production startup tools, you can reset Funds Management to various levels of the system setting and usage

l You can use supplementary account assignments and subsequent postings to transfer data from other systems to Funds Management

l Funds Management must be activated for you to carry out commitment data and actual data postings

l In the dual currency phase, an FM area can be processed in parallel with the euro as its currency

l Status management controls the business transactions that are permitted from an FM account assignment perspective.  SAP AG 1999

n

Good Luck!

Š SAP AG

AC700

8-14

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