User Manual FM

User Manual
Funds Management
FundS Management BCS User Manual Submitted to Lakshmi Precision Screws Ltd.
Version 1.0 By-
Proprietary & Confidential Version No.1.0 Version No.1.0
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User Manual
Funds Management
DOCUMENT INFORMATION Project Name Document Name Funds Management User Manual Document Location
DOCUMENT HISTORY Version Document Date Author Name 1.0 User Manual 29.03.2013 Mohit for Funds Verma Management BCS Reviewed BY Change Control
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TABLE OF CONTENTS
1 MASTER DATA................................................................................................................ 5 1.1 Create Commitment Item ........................................................................ 5 1.2 Update Commitment Item in the GL master .................................................. 8 BUDGETING ...................................................................................................................10 2.1 Upload Initial Budget............................................................................ 10 2.2 Upload Supplementary Budget ............................................................... 14 2.3 Transfer the Budget ............................................................................. 17 2.4 Return/Withdraw Budget ....................................................................... 21 BCS AVC- REPORTS ..................................................................................................24 3.1 Budget view by Process........................................................................ 24 3.2 Budget View by Documents ................................................................... 27 3.3 Overview of Budget Consumption ............................................................ 29 3.4 Overview of Annual Values .................................................................... 32 3.5 Other Reports .................................................................................... 34 CLOSING OPERATIONS MONTH END..........................................................................34 4.1 Open and Close Period ........................................................................ 34 CLOSING OPERATIONS YEAR END .............................................................................36 5.1 Assign Status to a Version for New Fiscal Year ............................................ 36 5.2 Specify Open Time Intervals for FM Posting ............................................... 38 5.3 Maintain Number Range for Budget Posting ............................................... 40 5.4 Carry Forward Open PR and PO with Budget .............................................. 42
4 5
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Symbols and their meanings

The standard toolbar contains buttons for performing common actions such as Save and Enter.
Icon
Quick info text

Enter
Function
Confirms the data you have selected or entered on the screen. Same function as the Enter key. Does not save your work. Allows you to enter commands, such as transaction codes. Saves your work. Same function as Save in the Edit menu. Returns you to the previous screen without saving your data. If there are required fields on the screen, these fields must be completed first. Exits the current function without saving. Returns you to the initial screen or main menu screen. Exits the current task without saving. Same function as Cancel in the Edit menu. Searches for data required in the current screen. Creates a new SAP session. Same function as Create session in the System menu. Provides help on the field where the cursor is positioned.
Command field Save
Back
Exit
Cancel Find
Create session
Help
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1 MASTER DATA
There are two master data elements in Funds Management, namely Commitment Item and Fund Center. Fund center cannot be created by user (regular basis). Its one time master data creation activity. Therefore only commitment item would be created by the user.
1.1
Create Commitment Item

1. Access the activity using the following navigation options: Accounting Public Sector ManagementFunds Management Master DataAccount Assignment ElementsCommitment Item FMCIA-Individual Processing FMCIA
Menu path
Transaction Code
2. In the Edit Commitment Item Screen, user will have the following options, Press this key to create new commitment item.
Press this key to make any changes in already created commitment item.
Press this key to display the commitment item. Since we are creating new commitment item, we will use first option by selecting create button.
3. In the Edit Commitment Item Screen, Provide commitment item and select create button to proceed.
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4. In the create Commitment Item screen, enter the following inputs,
Field name
Description
Enter the name of the commitment item Enter Long description of the commitment item It is a Control parameter in the
M/O/C
User action Comment and values

Other Expenses Other Expenses 30 Length of the field is 20
Name
Length of the field is 50
Description Financial Trans.

M M
If you want budget check on this commitment item then

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commitment master record.
item
Commitment Category
Item
The commitment item category is used for differentiating budget values in revenues and expenditures.
3 M
enter field value 30 and if you does not want budget check on this commitment item then you need to enter 50 as field value. If commitment item belongs to expenditure then enter 3 and if commitment item belongs to revenue then enter 2 as field value
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5. In the Financial transaction field, enter 30 as value if you want budget check for this commitment; or enter 50 if the budget check is not required for the commitment item. 6. In the Commitment Item Category field, enter 3 if commitment belongs to expenditure; enter 2 if the commitment belongs to revenue and 1 if commitment item belongs to cash. 7. After the required entries are made, click on the button to create the commitment item.
8.
The system task is complete.
1.2
Update Commitment Item in the GL master
After the creation of the commitment item, the commitment item must be assigned to the respective GL. 1. Enter T code FS00 in the command field.
2. Press
key to proceed.
3. In the Display G/L Account Centrally, enter the GL and company code in their respective field, and then click on button, and then click on the tab.
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4. In the Commitment Item field, enter the commitment item value and then select save the transaction. 5. The commitment item is now assigned to the GL.
button to
6.
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2 BUDGETING
This component includes all settings and functions in the budget control system that is necessary for processing budget data. The functions include entering budget data, updating the budget.
2.1
Upload Initial Budget

1. Access the activity using the following navigation options: Menu path Accounting Public Sector ManagementFunds Management BudgetingBudget Control System (BCS) Entry Document FMBBC-Create FMBBC/FMBB
Transaction Code
2. In the Budgeting Workbench- Create Document screen, two types of data have to be entered under Header and Line Item data. 3. In Header data, provide the following inputs-
Field name
Description
Characterizes the basic budgeting process used to post a budget entry document The budget category is used to distinguish between the different ledgers Payment Budget , Commitment Budget, and Financial Budget, in which the budget data is stored.
The budget version enables you to manage two or more sets of data in parallel for the same budget object. The document type classifies the budget entry document. It is flagged in the document header. In the "Document date" field, the system writes the issue date for the original document. Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does
M/O/C

Enter
Process
M Payment
Budget Category
0 M BENT(Initial Budget Entry) 29.03.2013 M 2012 M System automatically derives the document from the current system date.
Version
Document Type
Document Date
Fiscal Year
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not have to be. A budgeting period is a selfcontained part of a fiscal year. Every budgeting transaction is allocated to one or more budgeting periods.
012 M
Period
If want to post budget for all posting period then select 0 All
Budget Type
When setting up your budgeting procedures, you can define several budget types for your organization. The combination of budget type and budgeting process represents a customerspecific definition of budget values.
BI
4. In line item data, provide following inputs,

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Field name
Description
Funds center is a Alphanumeric code for the funds center, which you are creating, changing, or displaying, or to which you are assigning budget. Commitment items reflect the functional structure of an organization in Funds Management. You can enter budget for commitment items and can post to them. Budget amount in transaction currency
M/O/C

11011110
Fund Center
460030
Commitment Item
1000 M
Amount
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5. After providing all required inputs, press 6. The system task is complete.
button to upload the initial budget.
7. Below is the budget available report-
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2.2
Upload Supplementary Budget

1. Access the activity using the following navigation options: Accounting Public Sector ManagementFunds Management BudgetingBudget Control System (BCS) Entry Document FMBBC-Create FMBBC
Menu path
Transaction Code
Field name
Description
M/O/C
User action and Comment values

Supplement
Process
M M Payment
Budget Category
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Version
Document Type
Document Date
Fiscal Year
The budget version enables you to manage two or more sets of data in parallel for the same budget object. The document type classifies the budget entry document. It is flagged in the document header. In the "Document date" field, the system writes the issue date for the original document. Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does not have to be. A budgeting period is a selfcontained part of a fiscal year. Every budgeting transaction is allocated to one or more budgeting periods.
BSPL
M M
29.03.2013 2012
Period
Budget Type
SL
4. Similarly, in line item data, enter following inputs,
Field name
Description
Funds center is a Alphanumeric code for the funds center, which you are creating, changing, or displaying, or to which you are assigning budget. Commitment items reflect the functional structure of an
M/O/C

11011110
Fund Center
460030 M
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Commitment Item
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organization in Funds Management. You can enter budget for commitment items and can post to them. Budget amount in transaction currency 500 M
Amount
5. After providing all required inputs, press 6. Supplementary budget has been uploaded.
button to upload the supplementary budget.
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8. The system task is complete. 9. Below is the budget availability report
2.3
Transfer the Budget

1. Access the activity using the following navigation options: Accounting Public Sector ManagementFunds Management Budgeting/Budget Control System (BCS) Entry Document FMBBC-Create FMBBC
Menu path
Transaction Code
Field name
Description
Characterizes the basic budgeting process used to post a budget entry document The budget category is used to distinguish between the different ledgers Payment Budget , Commitment Budget, and Financial Budget, in which the budget
M/O/C

Transfer
Process
M M Payment
Budget Category
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data is stored.
Version
BTRF
Document Type
M M
29.03.2013 2012
Document Date
Sender Fiscal Year
012
Sender Period
Sender Budget Type
TR
Receiver Fiscal Year Receiver Period Receiver Budget Type
M M M
2012 012 TR
4. Similarly, in line item data, enter following inputs-
Field name
Description
Funds center is a Alphanumeric code for the funds center, which you are creating, changing,
M/O/C

11011110
Sender Fund Center
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or displaying, or to which you are assigning budget. Commitment items reflect the functional structure of an organization in Funds Management. You can enter budget for commitment items and can post to them. Budget amount in transaction currency 460030
Sender Commitment Item
500 M M M M 11011110 460031 500
Amount Receiver Fund Center Receiver Commitment Item Amount
I.
In the line item fields give the sign of for the sender fund center and provide commitment item and amount. In the line items field give the sign + for the receiver fund center, provide commitment item and amount. After providing all required inputs, press button to save the transaction.
II.
III.
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5. The budget has been transferred to the one combination of fund center and commitment item to another combination of fund center & commitment item. 6. The system task is complete.
7. Below is the budget availability report.

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2.4
Return/Withdraw Budget
1. Access the activity using the following navigation options: Accounting Public Sector ManagementFunds Management BudgetingBudget Control System (BCS) Entry Document FMBBC-Create FMBBC
Menu path
Transaction Code
Field name
Description
M/O/C

Return
Process
M M Payment
Budget Category
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Version
Document Type
Document Date
Fiscal Year
BRET
M M
29.03.2013 2012
012
Period
Budget Type
RT
4. In line item data, enter following inputs-
Field name
Description
Funds center is a Alphanumeric code for the funds center, which you are creating, changing, or displaying, or to which you are assigning budget. Commitment items reflect the functional structure of an
M/O/C

11011110
Fund Center
460030 M
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Commitment Item
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organization in Funds Management. You can enter budget for commitment items and can post to them. Budget amount in transaction currency 500 M
Amount
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5. After providing all required inputs press 6. The budget has been withdraw/return.
button to save the transaction.
7.
8. Below is the budget availability report-
3 BCS AVC- REPORTS

Using the AVC component, the availability of funds can be monitored in the Budget Control System of Funds Management. Availability control and BCS budgeting are flexible tools that can be used to check consumable budget (budget or releases) against consumed amounts (commitment or actual postings) within a budget process.
3.1
Budget view by Process

1. Access the activity using the following navigation options: Accounting Public Sector ManagementFunds Management Information SystemTotals RecordsBudget
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Menu path
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Control System (BCS) Budget FMB_B02 Budget view by process FMB_B02
Transaction Code
2. In the Budget view by process screen, enter the following inputs,
Field name
Description
M/O/C
User Comment action and values

1100
FM Area
An FM area is an organizational unit which plans, controls and monitors funds and commitment budgets.
Commitment Item Variant Version Budget Category Value Type Budget Type Fiscal Year
O Not Required M M M O M
0 9F B1 2012
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3. After the required fields are entered click on the execute the Budget view by process.
button to view the report of
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4.
3.2
Budget View by Documents
This t code helps to execute a report of budget entry by document number wise. 1. Access the activity using the following navigation options: Menu path Accounting Public Sector ManagementFunds Management Information SystemLine ItemsBudget (BCS)
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FMEDDW Display Budget Entry Documents
Transaction Code FMEDDW
2. In the Entry Document screen, enter the required fields,
Field name
Description
M/O/C

1100 9F
FM Area Budget Category
M M
3. After the required fields are entered click on the execute below,
button to view the report as shown
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4.
3.3
Overview of Budget Consumption
This Tcode will enable users to view the status of the consumption and availability of the budget. 1. Access the activity using the following navigation options: Menu path Accounting Public Sector ManagementFunds Management Information System Total Records Budget Control System (BCS) Budget FMRP_RW_BUDCONOverview of Budget Consumption FMRP_RW_BUDCON
Transaction Code
2. In the Budget Usage: Selection Screen, enter the required fields,
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Field name
Financial Management Area Budget Category Version Fiscal Year
Description
M/O/C

1100 9F 0 2012
M M M M
3. After the required fields are entered click on the execute shown below,
button to view the report as
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4.
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3.4
Overview of Annual Values

1. Access the activity using the following navigation options: Accounting Public Sector ManagementFunds Management Information System Total Records Budget Control System (BCS) Availability Control FMAVCR01Overview of Annual Values FMAVCR01
Menu path
Transaction Code
2. In the Display Annual Values of Control Objects Screen, enter the required fields,
Field name
Description
M/O/C

1100 2012 9H 11011110 460030
FM Area Fiscal Year Control Ledger Fund Center Commitment Item
M M M O O
You can enter multiple fund center You can enter multiple fund center
3. Users can use either one combination of fund center and commitment item or more than one as per the requirement.
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4. After the required fields are entered click on the execute shown below,
button to view the report as
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5.
3.5
Other Reports
The users may also use the following tcode to view other reports. T code-FMRP_RFFMTO10X - List T code-FMRP_RFFMEP1AX - All Postings
4 CLOSING OPERATIONS MONTH END

4.1 Open and Close Period
In LPS budgeting period will be opened on monthly basis. So that we can upload the budget for the required period, rest all other period will be closed and only current period will be opened. 1. Access the activity using the following navigation options: Accounting Public Sector ManagementFunds Management Additional Functions Closing Operations Open and Close Periods/Fiscal Years Budget(BCS) FMOPER - Individual Processing
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Menu path
User Manual
Funds Management
Transaction Code
FMOPER
2. When you use this t code system will ask you about FM area, enter the required value-
3. Press Enter after giving FM area, The next screen would be like mention below-
4. Enter the value in From Period and To Period field. From this field you can control the budgeting period. If you want to open only one period at a time, enter the same period in both the field.
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5 CLOSING OPERATIONS YEAR END

This component enables to prepare and execute all activities for year-end closing: the transfer of open commitments (commitment carry forward) to the next fiscal year and return of the residual budget of the current year.
5.1
Assign Status to a Version for New Fiscal Year
Every year we need to assign a predetermined status to a version for the new fiscal year 1. Access the activity using the following navigation options: Menu path Accounting Public Sector ManagementFunds Management Budgeting Budget Control System (BCS) Version Assign Status to a Version FMBOSTAT
Transaction Code
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4. Click on the New Entries button5. And maintan the value
Field name
Description
M/O/C
User action values

2014
and Comment
Fiscal Year Version Status Budget Address Check
M M M O
0 STAT01 Leave the field Blank
Leave the field Blank
6. Press Enter button and then save
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5.2
Specify Open Time Intervals for FM Posting
Every year we need to open FM posting period for new fiscal year. A transport request number would be generated and you will have to move it into the PRD system. 1. Access the activity using the following navigation options: Menu path Accounting Public Sector ManagementFunds Management Additional Functions Closing Operations Open and Close Periods/Fiscal Years Posting Individual Processing FMIR
Transaction Code
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4. Click on the New Entries button5. And maintain the value as mention below-
Field name
Description
M/O/C
User action values
and Comment
Budget Category Year Value Type Account Assignment Element Value

Authorization group
M M M M M O M M
Payment Budget 2014 * All Account Assignments * Leave Blank 01 12 Enter New Fiscal Year Enter (*) Shift+8
From To
Enter (*) Shift+8 Leave Blank Field value not required Enter 12 as a value Enter 12 as a value
Press Enter button, system will give you one information message then again press enter.
And save
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5.3
Maintain Number Range for Budget Posting
Every year we need to create number range to post budget document in new fiscal year. 1. Access the activity using the following navigation options: Menu path Spro Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget Entry Budget Entry Document Maintain Number Range Interval for Entry Documents FMEDNR
Transaction Code
1. Enter FM Area- And Press on Intervals
2. The next screen would be like mention below-
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3. Click on the button4. And maintain the value as mention below-
Field name
Description
M/O/C
User action values

01
and Comment
Do not change the number range value and you need to enter only 01 Enter New Fiscal Year You need to enter the same number as maintained last year You need to enter the same number as maintained last year
Range Number Year From
M M M 1999999999 2014 1000000000
To
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Press Enter button and save
. In the same way maintain the number range 02,03,04 also.
5.4
Carry Forward Open PR and PO with Budget

1. Access the activity using the following navigation options: Accounting Public Sector ManagementFunds Management Additional FunctionsClosing Operations Commitments/Actuals Commitment Carry forward FMJ2Carry Forward Documents FMJ2
Menu path
Transaction Code
2. In the Year- End Closing : Carry forward of Open Items, enter the required fields,
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Field name
Description
M/O/C

1100 2012 50 Purchase Requisitions
FM Area Sender Fiscal Year

The value type is a technical classification characteristic for individual business transactions. The system recognizes the transaction when postings are made in the feeder components of Funds Management is posted. Then it updates the business transaction in Funds Management using the corresponding value type.
M M
Value Type
Company Code Document Number
M M
1100 10007801
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In value type field, if you will press F4 key then you will get the possible values. Now if you are carry forwarding PR then select 50 as value type and if you are carry forwarding PO then select 51 as value type.
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3.
First execute
in test run
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4. In the above screen you can see the Status field that should be either yellow or green. Now you can execute the t code without test run.
5. Now you can see that PR has been vary forward-
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6. Now run the budget reconstruction t code- FMAVCREINIT-
7. Execute the t code without test run-
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User Manual

Version 1.0 By-

Proprietary & Confidential Version No.1.0 Version No.1.0

Proprietary & Confidential Version No.1.0 Version No.1.0

Proprietary & Confidential Version No.1.0 Version No.1.0

Symbols and their meanings

Quick info text

Command field Save

Proprietary & Confidential Version No.1.0 Version No.1.0

Create Commitment Item

Proprietary & Confidential Version No.1.0 Version No.1.0

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

User action Comment and values

Length of the field is 50

Description Financial Trans.

If you want budget check on this commitment item then

commitment master record.

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The system task is complete.

Update Commitment Item in the GL master

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The system task is complete.

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Upload Initial Budget

User action Comment and values

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4. In line item data, provide following inputs,

Proprietary & Confidential Version No.1.0 Version No.1.0

User action Comment and values

Proprietary & Confidential Version No.1.0 Version No.1.0

button to upload the initial budget.

7. Below is the budget available report-

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Upload Supplementary Budget

User action and Comment values

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

User action Comment and values

button to upload the supplementary budget.

Proprietary & Confidential Version No.1.0 Version No.1.0

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

Transfer the Budget

User action and Comment values

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Sender Fiscal Year

Sender Budget Type

Receiver Fiscal Year Receiver Period Receiver Budget Type

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

User action Comment and values

Sender Fund Center

Proprietary & Confidential Version No.1.0 Version No.1.0

Sender Commitment Item

500 M M M M 11011110 460031 500

Amount Receiver Fund Center Receiver Commitment Item Amount

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7. Below is the budget availability report.

User action and Comment values

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4. In line item data, enter following inputs-

User action Comment and values

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button to save the transaction.

The system task is complete.