Budget UPDATED Manual 1

SAP USER MANUAL
(Budget, Budget Execution

& Reporting)
TABLE OF CONTENTS
Introduction To Servers .......................................................................................................... 4
1. Finance Department Server (FDS) and AG Sindh server (PRS) ............................................... 5
Introduction to Chart of Accounts ......................................................................................... 6
New Naming Conventions and Ranges for Cost Centers (District Wise) ........................... 11
Budget Data Entry on Finance Department Server (FDS) .................................................. 13
Budget Data Entry................................................................................................................ 14
Display System Documents.................................................................................................. 20
SAP Financials ...................................................................................................................... 28
User Manual ......................................................................................................................... 28
SNE Maintenance ................................................................................................................ 28
1. Business Process Overview:........................................................................................................... 29
2. Process Steps: ................................................................................................................................... 29
3. Tips and Tricks: ............................................................................................................................... 32
4. Conclusion: ....................................................................................................................................... 32
Maintain Sector/Sub Sector (for Development Budget only) ............................................. 33
2. Process Steps: ................................................................................................................................... 34
3. Tips and Tricks: ............................................................................................................................... 39
4. Conclusion: ....................................................................................................................................... 39
Supplementary Budget Data Entry ...................................................................................... 40
2. Process Steps: ................................................................................................................................... 41
3. Tips and Tricks: ............................................................................................................................... 46
4. Conclusion: ....................................................................................................................................... 46
Editing Supplementary Documents ..................................................................................... 47
2. Process Steps: ................................................................................................................................... 48
3. Tips and Tricks: ............................................................................................................................... 51
4. Conclusion: ....................................................................................................................................... 51
Supplementary Documents Inquiry ..................................................................................... 52
2. Process Steps: ................................................................................................................................... 53
3. Tips and Tricks: ............................................................................................................................... 58
4. Conclusion: ....................................................................................................................................... 58
Receipt Data Entry ............................................................................................................... 59
1
2. Process Steps: ................................................................................................................................... 60
3. Tips and Tricks ................................................................................................................................ 63
4. Conclusion: ....................................................................................................................................... 63
Edit Receipt Budget Document ........................................................................................... 64
2. Process Steps: ................................................................................................................................... 65
3. Tips and Tricks: ............................................................................................................................... 69
4. Conclusion: ....................................................................................................................................... 69
Display System Document (Receipts) ................................................................................. 70
2. Process Steps: ................................................................................................................................... 71
3. Tips and Tricks: ............................................................................................................................... 76
4. Conclusion: ....................................................................................................................................... 76
Budget Transfers (Re-appropriations) ................................................................................. 77
2. Process Steps: ................................................................................................................................... 78
3. Tips and Tricks: ............................................................................................................................... 81
4. Conclusion: ....................................................................................................................................... 81
Budget Returns (Surrenders) ............................................................................................... 82
2. Process Steps: ................................................................................................................................... 83
3. Tips and Tricks: ............................................................................................................................... 87
4. Conclusion: ....................................................................................................................................... 87
Releases (Non-development) ............................................................................................... 88
2. Process Steps: ................................................................................................................................... 89
3. Tips and Tricks: ............................................................................................................................... 92
4. Conclusion: ....................................................................................................................................... 92
Project System – Project Creation (Development Budget) .................................................. 93
2. Process Steps: ................................................................................................................................... 94
3. Tips and Tricks: ............................................................................................................................. 100
4. Conclusion: ..................................................................................................................................... 100
Project System – Original Budget Entry/Posting (Development) ..................................... 101
1. Business Process Overview:......................................................................................................... 102
2. Process Steps: ................................................................................................................................. 102
3. Tips and Tricks: ............................................................................................................................. 106
2
4. Conclusion: ..................................................................................................................................... 106
Project System –Transparent Table ....................................................................................107
2. Process Steps: ................................................................................................................................. 108
3. Conclusion: ..................................................................................................................................... 109
Project System – Summaries & Reports.............................................................................. 110
2. Process Steps: ..................................................................................................................................... 111
3. Conclusion: ......................................................................................................................................... 114
SAP Financials .....................................................................................................................124
Project System – Budgeting Process (Fi-Funds Management)..........................................124
1. Overview......................................................................................................................................... 125
2. Business Process ............................................................................................................................ 125
3. Roll up Release Payment – FR51 ................................................................................................ 126
4. Budget Process (All) On PRS ...................................................................................................... 128
5. Transfer Budget Payment (Re-appropriation) – FR58 ............................................................ 129
6. Roll up Return Payment (Surrenders) – FR53 .......................................................................... 130
SAP Parallel Entry Solution for Development Projects/DDOs ..........................................132
2. Conclusion ...................................................................................................................................... 140
SAP Budget Execution Report ............................................................................................142
2. Process Steps: ................................................................................................................................. 143
3. Conclusion: ..................................................................................................................................... 146
SAP Budget Execution Report ............................................................................................168
2. Process Steps: ................................................................................................................................. 169
3. Conclusion ...................................................................................................................................... 172
3
INTRODUCTION TO
SERVERS
User Manual
OCTOBER 2016
4
1. Finance Department Server (FDS) and AG Sindh server (PRS)
Finance Department Sindh has a separate server for budget making which is physically present at
Finance Department, Sindh. This server is used for budgeting (Budget books are printed directly
from FDS) only and has all the data regarding budget such as:
 Original Budget
 Revised Budget
 Supplementary
 Sanctioned Posts
The data which is not available on FDS is as follows
 Modified Budget (changes in budget during the year)

 Releases
 Re-appropriations
 Working strength
 Employees‟ data (CNIC, Personal No, DOB, DOA, Length of service etc)
 Expenditure
This data is available on PRS (AG Sindh Server) due to which Budget Execution Reports can only
be generated on PRS. It is right to say that FDS is budgeting server and is used only to print budget
books on a certain format. That format is not required on PRS as budget books are printed only
once in a fiscal year.
PRS has up-to-date information regarding budget, releases, re-appropriations, supplementary,

surrenders and expenditure on different formats which are required by the Administrative
Departments to reconcile the expenditure or to have a check on releases and expenditure of their
department. Authorization of changing budget and release entries on PRS is with the Finance
department and expenditure booking is with the accounting offices (AG/DAOs). AG/DAOs
cannot make changes in the budget.
5
Introduction to Chart of
Accounts
User Manual
6
Reporting on Chart of Accounts
Reports in SAP system can be obtained on the basis of Chart of Accounts (CoA). There are five
elements in CoA as follows:
1. ENTITY
2. OBJECT
3. FUND
4. FUNCTION
5. PROJECT
There is a coding structure in the above elements with both alpha and numeric characters. The
elements and the structure is explained below:
1-Entity
Entity means department of the provincial government. Each government has a unique
range for its entities/departments. For Sindh the range is denoted by „S‟, that is S01 to S99. This
means up to 99 departments can be created in the system. Under a department there may be
attached departments. Each attached department has a function and under each one are defined the
Cost Centers/DDOs.
Example
S25- Provincial Assembly of Sindh (Department)

S250- Provincial Assembly Secretariat (Attached Department)
S250011101-Parliamentary/Legislative Affairs (Attached Department + Function)
KQ0001-Provincial Assembly (Cost Center/DDO)
2-Object
Object is type of expenditure or receipt. System captures receipts and expenditure at Object
level. Any item below Object level cannot be captured in accounting transaction. For example,
Stationary is a detailed Object on which expenditure can be booked. However, any sub-detailed item
such as „paper‟ will not be captured by the system hence no report can be obtained. The use of
detailed object element is mandatory for all accounting transactions.
Object element consists of one alpha (accounting) element and up to five numeric characters
(account number) which classify each transaction:
A= Expenditure B= Tax Receipts C= Non-Tax Receipts

E= Capital Receipts F= Assets G= Liabilities H= Equity
7
Object element has three sub-elements:
Accounting element A Expenditure

Major Object A01 Employee Related expenses
Minor Object A011 Pay
Detailed Object A01101 Basic Pay of Officers
3-Fund
This is basically the demand/grant. However, to define the source, nature, type of demand,
further codes are added at the beginning of the demand number. Fund consists of 7 alpha numeric
characters which are as follows:
- 1st character is alpha which shows the government S = Sindh
- 2nd character is alpha which differentiates between
public and consolidated fund C= Consolidated
- 3rd character is source of fund 1 = Capital
2= Revenue
- 4th character is Sub Fund. It divides the consolidated fund between Current, Development and
Capital under the headings of Voted and Charged expenditure.
1= Voted Current Expenditure 2= Voted Development Expenditure

3= Voted Capital Expenditure 4= Charged Current Expenditure
5= Charged Development Expenditure 6= Charged Capital Expenditure
Last three characters demand/grant number. Example of Fund is given below:
Since public account is not budgeted therefore no grant number is given to it. Thus Fund number is
not given to it. It is simply created on Object codes.
4- Function
This explains the nature of expenditure. The function code is numeric and it is mandatory
for transactions relating to expenditure. There are four sub elements of function. An example of
their coding structure is defined as under:
Major Function 03 Public order and safety affairs

Minor Function 031 Law Courts
Detailed Function 0311 Law Courts
Sub-Detailed Function 031102 Attorneys/Legal Services
5-Project
Project coding is not yet listed in CoA. However, it is mandatory in the system in order to
obtain reports on projects in the development budget. A project is defined through 10 digits alpha
numeric code as follows:
8
KA District initials (district in which scheme will be executed, for example, Karachi. (See below
for multiple districts)
1617 Fiscal Year (starting year of the schemes)
0001 Scheme number (this number is sequential)
In the existing system the combination of Project definition/code and Object code is called the
Work Breakdown Structure (WBS Element) e.g. KA16170001-A03970. With each WBS there is an
ADP number. Each scheme must have one WBS at minimum.
When a scheme is broken down into several districts, the alpha code of that district is assigned but
the ADP number stays the same. This allows in clubbing data at ADP number level and produce
reports on each scheme. In the subsequent financial year when the ADP number has changed,
project definition will remain the same and new ADP number will be assigned. This will allow
production of reports for previous year for same scheme. ADP number is maintained in a separate
field.
If a scheme is created in the system during the year and it is not available in budget book of that year
then that scheme will be treated as NON-ADP scheme and will not be given ADP number. Same
will be the case for federal grants, district ADP schemes and foreign funded projects.
9
TERMINOLOGIES USED IN THE SYSTEM
S.No Technical Term Explanation

1 Business Area Attached Department
2 CA Controlling Area. Use CGA wherever system requires you to
enter controlling area
3 Commitment Item Detailed Object Code
Or GL code
4 Company Code Government. Use S whenever system requires you to enter
company code
5 FM Area Financial Management Area. Use CGA whenever system requires
you to enter FM area
6 Fund Center / DDO Code. The term Fund center is used for budgeting and cost
Cost Center center is for expenditure
7 Fund Demand/Grant
8 Ministry In some cases system will show Ministry. For Sindh this is same
as department
9 Plant Plant stands for Government. Use S whenever system requires
this
10 Profit Center District
11 Version Type of Budget. 0 is used for original budget and 999 for revised
budget.
10
New Naming Conventions
and Ranges for Cost Centers
(District Wise)
User Manual
11
Cost Center code is a combination of 2 alpha and 4 numeric characters. 2 alpha characters for
district plus 4 numeric characters. For numeric characters there are three distinct ranges for current,
capital and development as given below. Combination of alpha and numeric character defines the
cost centre in each district. For example:
BI0001 for District Badin + Current Revenue, BI5001 for Badin + Current Capital and
BI5001 for Badin + Development.
Profit centre is the payment district and each cost centre is also assigned a profit centre. Profit centre
codes are also listed below but authorisation to create profit centre is vested with the IT cell of the
particular wing in the Finance departemnt. Profit centres can be used to generate report for a
particular district or for whole province. For example, if you use AG-BN in profit center field it will
give ouput for Badin only but if you give AG-* it will give output for whole province. (How to
execute reports is covered in subsequent chapters).
Range for Profit

Range for Resource Center
Range for
Initials Budget Wing Wing (Payment
Development
for Cost Current Current District)
S.No District Name Centers Revenue Capital
1 Badin BI 0000-4000 4001-5000 5001-7000 AG-BN
2 Dadu DD 0000-4000 4001-5000 5001-7000 AG-DU
3 Ghotki GO 0000-4000 4001-5000 5001-7000 AG-GH
4 Hyderabad HB 0000-4000 4001-5000 5001-7000 AG-HD
5 Jamshoro JO 0000-4000 4001-5000 5001-7000 AG-JS
6 Jacobabad JK 0000-4000 4001-5000 5001-7000 AG-JD
7 Karachi KQ 0000-4000 4001-5000 5001-7000 AG-KA
8 Kashmore KK 0000-4000 4001-5000 5001-7000 AG-KE
9 Khairpur KX 0000-4000 4001-5000 5001-7000 AG-KP
10 Kamber QS 0000-4000 4001-5000 5001-7000 AG-SD
11 Larkana LN 0000-4000 4001-5000 5001-7000 AG-LA
12 Matiari MY 0000-4000 4001-5000 5001-7000 AG-MQ
13 Mithi MX 0000-4000 4001-5000 5001-7000 AG-MT
14 Mirpurkhas MP 0000-4000 4001-5000 5001-7000 AG-MS
15 Nawabshah SB 0000-4000 4001-5000 5001-7000 AG-NH
16 Naushehroferoze NX 0000-4000 4001-5000 5001-7000 AG-NF
17 Sukkur SY 0000-4000 4001-5000 5001-7000 AG-SK
18 Sanghar SN 0000-4000 4001-5000 5001-7000 AG-SR
19 Shikarpur SQ 0000-4000 4001-5000 5001-7000 AG-SP
20 Tando Allah Yar TQ 0000-4000 4001-5000 5001-7000 AG-TD
21 Tando M.Khan TN 0000-4000 4001-5000 5001-7000 AG-TM
22 Thatta TX 0000-4000 4001-5000 5001-7000 AG-TA
23 Umerkot UT 0000-4000 4001-5000 5001-7000 AG-UK
24 Sujawwal SL 0000-4000 4001-5000 5001-7000 AG-SQ
12
Budget Data Entry on
Finance Department Server
(FDS)
User Manual
13
SAP Financials
User Manual
Budget Data Entry
14
1. Business Process Overview for Estimates of Expenditure:
Data Entry in the SAP system begins as soon as Finance department receives the forms
contained in Budget Call Circulars (BCCs) from the respective departments. Data entry is
always at detailed object level for both estimated expenditure and revenue. It should follow
the following method for expenditure.
2. Process Steps:
1-Go to data entry screen (YPFD)

2-Select enter new documents
3-Enter fund, function and cost center
4-Start entering budget at detailed object level
Access main screen of Budgeting System by using:
Transaction Code → YPFD
15
The following screen appears.
In Data Entry head, select the option i.e. Enter New Documents and press the Next button.
16
Fill in the fields as shown in the table below:
Fields Description
Fiscal Year Automatically picked up by the
system
Fund 07 character field to enter fund
Function 10 character field to enter
superior fund center
Budget Type : Select appropriate type.
SNE (F) → Statement of New Expenditure
SNE(C) discontinued (Fresh)
Permanent → Regular Budget
Total Revised Estimates Amount of Revised Budget at Allows entry in case of
document level Permanent Expenditure only.
Total Budget Estimates Amount of Budget at
Document Level
Match Totals Check if want to confirm It can be used to verify
amounts at document level & budget at document level
Object Level with budget entered at object
level
Fund Center 06 character field to enter fund
17
center
Keep Intact It is used to hold information
for several entries in order to
avoid data entry
SNE No. A number that is allocated to Mandatory for SNE (F). In
SNEs case of permanent budget
this field will not be used
Object Code 06 character field to enter object A is by default

code
BS Scale Basic Pay Scale as per document If A01101 or A01106 is used
you can only enter BS Scale
ranging from 16-22 & 99 for
A01151 or A01156 BS Scales
ranging from 1 – 15 would
be used
Designation Designation as per document
No. of Posts No. of posts as per document
Rev. Estimate Amount of Revised Estimate at
object level
Recurring An amount of expense which is
repeatedly used by DDO in
previous years.
Non-Recurring An amount of expense which is
only demanded in current year.
Budget Estimate Total amount of budget at It is calculated at run time
object level (recurring plus non
recurring)
After entering information press F5 or Park Document button to post the document. (park
and post are same).
18
You can edit the document afterwards by using the Diary Number assigned to the document
by the system as shown in the above message, Document with Diary Number SNE P-2004-
999997 has been posted successfully
3. Tips and Tricks:
F4 key can be used for Help Search

F8 key can be used to add budget
F5 key can be used to park the document
F7 key can be used to clear all fields
F9 key can be used to edit the document
4. Conclusion:
You can enter budget data into the system successfully.
19
SAP Financials
User Manual
Display System Documents
20
1. Business Process Overview:
The SAP system provides you the facility of opening the parked/posted document in the view
only mode. With the help of this feature you can identify any required changes that are to be
made in the system without affecting the original data. The inquiry system also provides the
facility of printing the header data as well as details of parked/posted documents.
2. Process Steps:
1-Go to data entry screen (YPFD)

2-Select display system documents
3-Enter year, fund/ fund center or document number
4-System will display the documents on given criteria
Access the budgeting system main screen by using:
21
In Inquiry head, select the option i.e. Display System Document (view parked/posted/both documents).
22
Select any criteria from the given options and press View Documents button.
23
To view a document select it from extreme left, the system then highlights the selected
document as shown below:
24
After selection, press View Document button.
25
To reverse any document, select it and then press Reverse Document button.
To see the print preview of a document press Print Preview button
26
3. Tips and Tricks:

F2 key can be used to enter date
F7 key can be used to see the Print Preview
F11 key can be used to reverse the document
F6 key can used to view a document.
4. Conclusion:
You can successfully view your required document and its detail.
27
SAP Financials
User Manual
SNE Maintenance
28
The SAP system provides you the facility of maintaining SNE No.‟s pertaining to the
combination of Fund, Function, and Fund Center. The system automatically proposes the next
SNE No. and provides the facility of Updating the Description of SNE No. Similarly you can
also Delete/Display/Update the already created SNE No.‟s.
2. Process Steps:
FD-Budgeting system main screen can be accessed by using:
29
In Maintain SNE No. head select the option i.e. Add/Edit/Delete SNE No. for FD and press
NEXT button.
30
Fill in the fields as shown in the table below:
Fields Description
Fund 07 character field to enter fund
Function 10 character field to enter function
Fund Center 06 character field to enter fund center
Budget Type: Select required type:
SNE No. (F) Statement of New Expenditure (Fresh)
SNE No. A number that is allocated to SNE‟s

SNE Description Name or Explanation of SNE
To create an SNE No., enter the above information and press Create button.
31
The following screen appears displaying message, SNE No. saved successfully.
To view the description of any previous entry of SNE No. enter Fund, Function, Fund
Center, Budget Type, SNE No. and press Display button, the system then displays the
description of SNE.
To update nay previous entry, modify it and press Update button, the system then updates the
information.
To delete any SNE No. enter its information and press Delete button, the system then deletes
the information.
To clear all fields press Clear All button, the system then clears all fields.
3. Tips and Tricks:
4. Conclusion:
You can maintain SNE No. successfully.
32
SAP Financials
User Manual
Maintain Sector/Sub Sector (for Development

Budget only)
33
The SAP system provides you facility to maintain Sector and Sub Sector wise development
budget. With the help of this system you can create, modify, and delete the information
related to Sectors and their Sub Sectors.
2. Process Steps:
FD-Budgeting System main screen can be accessed by using:
34
In Maintain Sector/Sub-Sector head, select the option i.e., Add/Edit/Delete Sector/Sub Sector for
FD and press NEXT button.
35
To create a Sector, in Sector Maintenance head, enter a new Sector Code and then Sector
Description and press Create button. The system displays the message as shown in the next
screen.
36
To create Sub Sector of the new sector, enter the new information in Sub Sector Maintenance
head as shown below:
37
After entering information, press Create button. The system displays the message as shown in
the next screen.
38
To view description of any Sector/Sub Sector, enter the Sector/Sub-Sub Sector Code and press
Display button. The system then displays the description of the sector/sub sector.
To modify any data related to Sector/Sub Sector, edit it and press Modify button, the system
then updates the information.
To delete any entry, enter the information and press Delete button, the system then deletes
the information from the system.
To clear all fields, press the Clear All button.
3. Tips and Tricks:
F4 key can be used for Help Search.
4. Conclusion:
You can maintain Sector/Sub Sector successfully.
39
SAP Financials
User Manual
Supplementary Budget Data Entry
40
If funds provided to a particular DDO (Fund Center) for a particular object are not
sufficient in original budget then supplementary budget is approved or granted to that
DDO. The SAP system provides you with efficient ways to enter supplementary budget in
the system. Supplementary Budget is entered into the system as soon as it is approved by the
authorities.
In order to enter data for supplementary budget, the information that is required to enter in
the system includes: Fund, Function, Budget Type, Budget Estimate on Fund Center (DDO)
level, Fund Center, Object Code, Recurring Amount, and Non-Recurring Amount.
2. Process Steps:
In the “SAP Easy Access” screen enter:
Transaction Code → ZFDSUPPP
41
In Data Entry head select the option, Enter New Documents and press the NEXT>> button.
42
Enter the information in the Input Screen as shown in the table below:
Fields: Description:
Fund* 07 character field to enter fund
Function* 10 character field to enter sub detailed function
Budget Type:* Select your required budget type from the options
Regular → The supplementary approved for already funded objects in original
budget for a particular DDO.
Token → The supplementary approved for an unfunded object for a particular
Technical → DDO.
The supplementary awarded to a particular DDO when another DDO
Others → in the same fund surrenders his funded object.
Any other supplementary which does not fall in above mentioned
categories
Budget Estimates* The total amount of budget estimate
Fund Center* 06 character field to enter Fund Centre
Object Code* That object code for which supplementary budget is to be allocated
Recurring Amount An amount of expense which is of repeatedly used by DDO in
previous years.
Non-Recurring An amount of expense which is only demanded in current year.
Amount
Note: Fields marked with an asterisk (*) are mandatory.
43
In the above screen the field of Budget Estimate shows the running total for the document
level if the option of Match Totals is not checked.
If you check the Match Totals option given with the Budget Estimate field then you must enter
the amount of total supplementary budget against the document in Budget Estimate field. The
system then matches the total amount of budget estimate on document level with the
amount entered as Recurring Amount and Non-Recurring Amount on object level. In this case,
posting would only occur when both are equal otherwise would be parked in error mode.
If the document contains errors, the system parks the document in error mode and displays
a window which shows the difference of amount and displays a message that the document
is parked in error mode as shown below:
44
If the document is correct, the system validates it and posts it and displays a message as
shown in the next screen.
45
3. Tips and Tricks:
F4 key can be used for help search.
Enter key can be used to move from one field to another.
If you want to see the running total of the amounts of supplementary budget keep the Match
Totals option uncheck and if you want to match the total then keep it check.
You can use the Keep Intact option to avoid repetition of writing same Fund Center and Object
Code for that particular document.
F8 key or Add Budget button can be used to add budget.
F5 key or Park/Post Document button can be used to Park or Post the document.
To clear all fields use F7 key or Clear Fields button.
To see the List of Parked Documents press Shift+F2 or List of Parked Documents button.
To edit the document press Ctrl+F1 or Edit button.
To move to the first field, last field or if you want to change the document or want to go to
the next field, you can use buttons given in the extreme right at object level.
4. Conclusion:
You can successfully enter the Supplementary Budget information in the system.
46
SAP Financials
User Manuals
Editing Supplementary Documents
47
The SAP system provides you facilities to edit the documents you have already entered into
the system. You can easily access your required document with the help of Old Document
Number that was assigned to the document by the system at the time of its creation.
2. Process Steps:
In the SAP Easy Access screen enter:
48
In Data Entry head select the option, Edit Documents and press the NEXT>> button.
49
To edit your required document, enter its old document number and press Enter, the system
automatically displays all previous information as shown in the above screen.
Check Push Key option to edit all fields turn by turn.
After editing the document, press F5 to park or post the document. The following screen
appears displaying message, Document has been posted successfully.
50
3. Tips and Tricks:
F4 key can be used for help search
Enter key can be used to move from one field to another.
F8 key or Add Budget button can be used to add budget.
Push Key option can be used to reduce extra effort of editing the amounts.
F5 key or Park/Post Document button can be used to Park or Post the document.
To clear all fields use F7 key or Clear Fields button
To see the List of Parked Documents press Shift+F2 or List of Parked Documents button.
To move to the first field, last field or if you want to change the document or want to go to
the next field, you can use buttons given in the extreme right at object level.
4. Conclusion:
You can successfully edit your required document.
51
SAP Financials
User Manuals
Supplementary Documents Inquiry
52
With the help of SAP system you can view supplementary documents that have already been
entered into the system. You can select any criteria from the given options which include
date, fund, function, fund center, document number, budget type, status.
2. Process Steps:
You can access the main screen through the following transaction code:
53
In Inquiry head, select the option Display System Document (View Parked/Posted/Both Documents)
and press Next button.
54
Select any option as shown in the above screen (Doc. Number is selected) and press View
Documents button.
55
The following screen appears
To see the detailed document select it from extreme left, the system then automatically
highlights the document as shown below in the next window.
56
After selection press the View Document button.
57
To see the Print Preview of the document, press Print Preview button.
3. Tips and Tricks:

F4 key can be used for Help Search.
F2 key can be used to enter date.
4. Conclusion:
You can view your required document successfully.
58
SAP Financials
User Manuals
Receipt Data Entry
59
The SAP receipts system is especially designed for Finance Departments keeping in view
their requirements. The system provides facility of entering new documents of Receipts
Data, Parking Documents, Viewing the Parked and Posted Documents, making changes in
Parked and Posted documents, integrated with the main budget entry system.
2. Process Steps:
Receipt Budgeting System main screen can be accessed by using:
Transaction Code → ZFDREC
60
In Data Entry head select the option i.e. Enter New Documents and press Next button.
61
Fill in the above fields as shown in the table below:
Fields Description
Budget Year* Automatically picked up by the system.
Department* Department for which data is to be entered
Type* Type of Receipt
Object Code* Commitment Item
Item 1 and 2 Sub Item of Commitment Item if required
Description Description of the item
Actual Accounts* Actual Amount of Budget
Revised Estimates* Amount of Revised Budget
Budget Estimates* Budget Estimate pertaining to Fiscal Year
After entering data into above fields press F8 or Post Document button.
The following message appears with a Diary Number.
62
3. Tips and Tricks

Keep Intact Option can be used if data to be entered is related to one object
Area Menu YPMAIN is developed for running of all Data Entry Screens, Reports, and
Summaries etc. By executing this command, the SAP system will provide you three options
which include Data Entry Screen, Reports & Summaries. You can click the desired folder for
process.
Unique Diary Number is allocated to each document for the same year for same year.
Enter key can be used to move from one field to the other
4. Conclusion:
You can successfully enter Receipt Budget Data into the system.
63
SAP Financials
User Manuals
Edit Receipt Budget Document
64
The SAP system provides you with efficient ways to edit Receipt Budget documents already
entered into the system. The documents that are posted can be viewed and then edited if
required.
2. Process Steps:
Transaction Code ZFDREC
65
In Data Entry head select the option i.e. Edit Documents and press Next button.
66
Enter Diary Number and press Enter.
Now enter the Object Code and press Change button.
67
Make the required changes and press F8 or Post Document button.
68
The following message appears.
3. Tips and Tricks:

Push key can be used Change entries turn by turn.
Area Menu YPMAIN is developed for running of all Data Entry Screens, Reports, and
Summaries etc. By executing this command, the SAP system will provide you three options
which include Data entry Screen, Reports & Summaries. You can click the desired folder for
process.
Enter key can be used to move from one field to the other
4. Conclusion:
You can successfully edit your required document.
69
SAP Financials
User Manuals
Display System Document (Receipts)
70
SAP System provides the facility of opening the posted document in the view only mode.
From here the user can identify any required changes to be made in the document without
disturbing the original one. Therefore, here user can only identify the documents for desired
action, but cannot edit them. The Inquiry system also provides the facility of printing the
header data as well as details of posted documents.
From this the user can also rectify duplication of document and if required, the system
provides the facility of reversing the document i.e. to nullify the effect of that document in
the data base.
2. Process Steps:
Transaction Code → ZFDREC
71
In the Inquiry head select the option i.e. Display System Document and press Next button.
72
In this screen Enter any criteria to view your required document and press View Documents
button.
73
To view the details of the document select it from extreme left as shown in the next screen.
74
To see the Print Preview press Print Preview button, if you want to reverse the document
press Reverse Document button, and if you want to view the document press View Document
button as shown in the next screen.
75
Press Ctrl + P to print the document.
3. Tips and Tricks:
F4 key can be used for help search.

F2 can be used to enter date.
4. Conclusion:
You can successfully view your required document.
76
SAP Financials
User Manuals
Budget Transfers (Re-appropriations)
77
It may happen that one fund center is running short of funds while another still has plenty.
Transfers are a tool in Funds Management, which you can use to place budget from one
budget structure and object element at the disposal of another. In budget transfer, budget
amounts are debited for one budget address and credited at another.
The budget can be divided into two different value types:
Commitment Budget
Payment Budget (this is used by default)
2. Process Steps:
Budget Transfer screen can be accessed by using:
Transaction Code ►FR58
78
Fields Description
Document Date* Issue date for the original document
FM Area* An FM area is an organizational unit which plans, controls
and monitors funds and commitment budgets
Version* Key that uniquely identifies the required budget version
Sender Fund* Key that uniquely identifies the fund
Receiver Fund* Key that uniquely identifies the fund
Sender Year* The year from which sender object takes the budget fund
Receiver Year* The year in which the receiving object receives additional
budget funds
After entering data into above fields press Enter.
79
Fields Description
Sender Fund Center* Alphanumeric code for the funds center, which you are creating,
changing, or displaying, or to which you are assigning budget.
Commitment Item* Alphanumeric code of the commitment item you are creating,
changing, displaying, or to which you are assigning budget
Receiver Fund Center* Alphanumeric code for the funds center, which you are creating,
changing, or displaying, or to which you are assigning budget
Commitment Item* Alphanumeric code of the commitment item you are creating,
Amount* The budget amount that is to be transferred
Now press Ctrl +S or button to save the transaction.
80
3. Tips and Tricks:
Use F4 key for help search

Use or [shift+F2] to delete one or many lines selected
Use or [F5] to cut line(s) selected
Use or [F6] to copy a line(s) selected
Use or [F7] to paste objects previously cut or copied
Use or [F2] to access the detail screen for the selected line
Use or [F9] to check budget consistency for the entered data
4. Conclusion:
You can successfully transfer budget.
81
SAP Financials
User Manuals
Budget Returns (Surrenders)
82
Within the execution of the approved budget additional budget amendments need to be
made which includes:
 Supplementary Budget (Outside Budget)

 Budget Returns (Surrenders)
 Budget Transfers (Re-Appropriations)
To clearly separate return budget from the other budget categories, separate transactions
allow its registration.
SAP provides 2 transactions to enter the budget figures:
 A transaction for hierarchical treatment (not used)

 Direct entering with automatic rollup
Within the transaction, you only need to identify the budget hierarchy to be effected and the
amount. The system automatically rolls up the budget to the next higher levels within the
budget hierarchy until the top is reached.
The transactions aim to provide:
 Easy data entry

 Quick data entry
 Automatic roll-up (always consistent) capabilities
In contrast to the hierarchical budget transactions, the rollup transactions should be used for
the following:
 To avoid blocking of complete/partial hierarchy and allow multiple users to enter

budget data at the same time
 To allow quick data entry
 To keep the budget consistent due to automatic rollup
 To minimize impact on performance
2. Process Steps:
Roll up Returns Payment screen can be accessed by using:
Transaction Code ► FR53
83
Fields Description
FM Area* This is Financial Management area. In Pakistan we write CGA
(for Controller General Accounts. This is already configured
in back-end). An FM area is an organizational unit which
plans, controls and monitors funds and commitment budgets.
Version* Key that uniquely identifies the required budget version. 0 for
Original budget and 999 for Revised.
Fund* 10 character field to enter fund
Year* Budget year
84
Enter data into above fields as shown in the table below:
Fields Description
Fund Center* Alphanumeric code for the funds center, which you are
creating, changing, or displaying, or to which you are assigning
budget.
Commitment item* Alphanumeric code of the commitment item you are creating,
Amount* The budget amount that is to be returned
85
Now press Ctrl + S or button to save the transaction.
86
3. Tips and Tricks:

Delete line using [shift+F2]: to delete one or many lines selected
Incase the user wants to delete any of the entered data entries, select the line items which are
to be deleted by clicking on the check boxes at the extreme left of the data grid. After
selecting all the required lines, press the “delete” icon.
Select all [shi ft+F3]: to select all lines in the grid
This facility allows the user to select a number of lines at the same time without having to
mark each line separately, one by one. This can be done by pressing the “select” icon (as
shown below in the screen shot)
Deselect all [shift+F4]: to deselect all the selected lines
Another facility provided to the users is the option to deselect all the items all the together
without having to do them separately, one by one. This can be done by pressing the
“deselect all” icon.
4. Conclusion:
You can successfully enter budget returns into the system.
87
SAP Financials
User Manuals
Releases (Non-development)
88
In many organizations distributing a budget is not the same as releasing the funds. For this
reason, Funds Management includes a release option which can be used to release the
budget bit by bit. Releases can be expressed in percent or as absolute amounts.
The Release is based on the final budget i.e. the original budget as amended by supplements,
returns and transfers.
The budget release allows an incremental “opening of budget for consumption”. Budget
availability control is placed on released funds. Budget cannot be made available for use
unless released.
2. Process Steps:
Access the Budget Release screen by using:
Transaction Code → ZRELEASE
89
Enter data into above fields as shown in the table below:
Fields Description
FM Area* 4 character field to enter the funds management area.
However, CGA may be written here.
Version* 3 character field to enter budget version
Fiscal Year* 4 character field to enter budget year
Fund* 10 character field to enter a fund
Fund Center 10 character field to enter a fund center
Commitment Item 10 character field to enter a commitment item
After entering data press F8 or to execute the transaction.
90
In the above screen you can release budget by amount or by percentage against all, selected
or each commitment item (Object Code).
After entering amounts press Ctrl+S.
91
The following screen appears displaying message i.e. Document Posted.
3. Tips and Tricks:

F2 key can be used to release percentage and to enter date
F5 key can be used to delete
4. Conclusion:
You can release budget successfully.
92
SAP Financials
User Manuals
Project System – Project Creation (Development

Budget)
93
The Project System is a solution for Development Budget in SAP. First, a project needs to
be created in order to enter budget on it. Project system is different from Funds
Management system.
2. Process Steps:
Access the Project Builder screen by using:
Menu Path ►Logistics or Accounting →Project System →Project →Project Builder

Transaction Code ► CJ20N
94
95
Now press the Project button to create project as shown in the above screen.
Fields Description
Project definitions* District code+fiscal year+sequential number
for every scheme
Project Profile* Key identifying project profile (by default)
96
Fields Description
Company Code* Key identifying company code for project. This is the
government key. For Sindh always use S.
Business Area* Key indicating the business area for project. Attached
department code.
Plant Key identifying plant/ Not to be used, left blank
Profit Center* Key that identifies profit center in controlling area.
District code.
Project Currency Currency Id of the country (PKR)
97
After entering above information press WBS Element Overview icon near the top of the
right screen.
In the Basic Data tab fill in the fields as shown in the table below:
Fields Description
Level* Level in Hierarchy of WBS i.e 1
WBS* The Project Definition along with the objects of the
scheme
Billing* Checked box (by default). This is used to allow/disallow
expenditure booking against bills.
Now go to Responsibilities tab.
98
Fill in the fields as shown below:
Fields Description
CA* Controlling area. This is CGA under which the transaction
would be processed
Responsible Cost Center* The code of the cost center in the WBS element
After entering data into above fields press Ctrl + S or button on the top of the screen.
99
3. Tips and Tricks:
For each scheme we create on project. A scheme may have multiple projects thus each
Project is a scheme in SAP System
Each Function is an Executing Agency used in a Project Definition unique code after the
district code, consisting of two digits
Each Function is also used as Fund center/ project
Before creating any project for a scheme, it‟s Fund, Fund center and Cost center must
already be created
4. Conclusion:
You have successfully created a project and its WBS Elements.
100
SAP Financials
User Manuals
Project System – Original Budget Entry/Posting

(Development)
101
This document describes how to enter original budget for a project in the system. Budget
entry is also called posting of budget. Budget data is entered by WBS element by year and for
the total cost of the project (multi-year project cost). Spending can then be monitored
against this budget. At this point in time the total cost of the project is not used (field is
disabled) and only the next FY budget is entered. However, it may be enabled in future.
2. Process Steps:
Access the Change Original Budget initial screen by using:
Menu Path ►Accounting →Project System →Financials →Budgeting →Original Budget →Change
Transaction Code ► CJ30
102
Fields Description
Project Definition* Multi character value for project
WBS Element WBS Element Value
Project Currency PKR
103
Enter Original Budget figures (first overall budget if functionality is enabled) then budget
estimates for the year as shown in the next screen below:
104
105
Press Enter.
Now press Ctrl + S or button.
3. Tips and Tricks:
4. Conclusion:
You can enter/post original budget successfully.
106
SAP Financials
Project System –Transparent Table
107
For reporting purpose, it is necessary to fill a transparent table either manually or through
Microsoft Excel. The information relating to a project/ scheme like ADP #, Sector, Sub
Sector etc is provided in this table.
2. Process Steps:
Access the Transparent Table Upload for Project System through following T-Code
YPTOOLS Project Systems Upload

YPFD_BUD_UPLOAD_PS ( Budget Data Upload)
Following screen will appear:
Prepare an Excel file and save it in TXT format, the fields are as shown in the table below:
108
client Project Sector Sub Sector ADP Bud
ID year prog_code Def Fund Id Id Function Fundctr Number Type
200 2007 PR01000058 SC22058 01 0190 456782 PR5678 90876652 SNEF
Fields Description
Clint ID Client of Production Server 200 by default for PRS
Fiscal Year Enter the Financial Year for which report is required.
Prog_code Not required / column left blank in this table
Project Definition Enter the definition of project
Fund Enter the Development Fund of the Project / Scheme
Sector ID Enter the sector ID of development project/ scheme, this
is created in YPFD- Maintain Sector/ Sub Sector
Sub Sector ID Enter the Sub Sector ID of Project / Scheme
Function Enter the Sub Detailed Function only consisting of six
digits e.g 045702
Fund Ctr Fund Center or DDO of the Scheme
ADP Enter the Annual Development Plan (ADP) number of
project
Budget Type Enter the budget type SNEF for a new scheme, SNEC for
an ongoing scheme
Enter the required fields in above mention table and press the Ctrl + S or button.
Execute the program and give path where the file is saved
3. Conclusion:
Now you can successfully run all the Project System Reports.
109
SAP Financials
Project System – Summaries & Reports

 Fund wise
 Sector/ Sub sector wise
 Scheme wise
 Detailed Object wise
110
These are some of the reports which may be used in the sections often. These are executed
on real time basis that means the system will search for data directly from the database when
the command is given. The data so obtained will be up to that time. Accordingly, very large
size reports which include voluminous data are not recommended to be executed in real-
time. Other methods are available for large reports and are discussed later.
2. Process Steps:
Access these Project System Reports through following area menu T-Code:
YPTOOLS
Following screen will appear:
111
Fund Wise Summary
a) Access the report by using:
Menu Path ►YPTOOLS →Project System → YPFD_DEV_FUND_WISE - Fund wise

summary
The following screen will appear:
Fields Description
Budget Year* Enter the Financial Year
Starting Page Number Enter the Starting Page Number
After entering data press F8 or to execute the report.
112
d) Enter the output device/ printer and press print preview:
113
3. Conclusion:
You can successfully run Fund wise Project System Report/ Summary
114
Sector / Sub Sector Wise Summary
Menu Path ►YPTOOLS →Project System → YPFD_SEC_SUB_SEC - Sector Sub-Sector

Wise Report
Fields Description
115
116
Conclusion:
You can successfully run Sector / Sub sector wise Project System Summary.
117
Scheme Wise Development Report
Menu Path ►YPTOOLS →Project System → YPFD_DEV_BUD_SC_WISE - Scheme wise

Developmental Report
Fields Description
Fund* Enter the Fund code
118
119
Conclusion:
You can successfully run scheme- wise report.
120
Detailed Object level Development Report
Menu Path ►YPTOOLS →Project System → YPFD_DEV_DETAIL - Detail

Developmental reports
Fields Description
Fund* Enter the Fund code
Budget Type* Choose SNEF, SNEC, DFG for SNEF+SNEC
121
122
Conclusion:
You can successfully run Detail Object wise Development Report.
123
SAP Financials
Project System – Budgeting Process (Fi-Funds
Management)
124
1. Overview
Why is this process needed? In the development budget so far you have used the PS module.
The system requires that projects be created in the PS system/project builder. However, in
parallel, the system requires that budget should also be entered on the fund centre/cost
centre in Funds Management module. Funds Management is used for current budget and
has already been explained in the earlier chapters.
Budgeting Process includes the following:

Roll up Original Budget Payment (screen rolls up and goes to another screen. T-code is
unchanged but the screen changes)
Roll up Release Payment
Roll up Supplement Payment
Transfer Budget Payment (Re-appropriations)
Roll up Return Payment (Surrender)
Roll up Original Budget Payment – FR50
2. Business Process
Budget is entered against “Fund, Fund Center, Commitment item, Year and Period etc.”
through this FR50.
125
3. Roll up Release Payment – FR51
BUSINESS PROCESS
Once you have entered the original budget through FR50 screen then you need to release
the entered budget through FR51.
The releases are period based i.e. quarterly, annually, bi-annually. The lump sum releases are
also possible and supported.
126
The routine business transactions cannot be carried out until the characteristic is having the
release status of original budget.
The budget is released against “Fund, Fund Center, Commitment item, Year and Period
etc.” through this FR51.
127
4. Budget Process (All) On PRS
Budget Entries
Roll up Supplement budget – FR52

BUSINESS PROCESS
Once the original budget has been entered into the system and consumed then the system
also supports additional budget input
in form of “Roll up Supplementary Payments through FR52”.
The budget is also entered against “Fund, Fund Center, Commitment item, Year and Period
etc.” through this interface.
128
5. Transfer Budget Payment (Re-appropriation) – FR58
BUSINESS PROCESS
It may happen that one fund center is running short of funds while another still has plenty.
Transfer is a tool in Funds Management, which you can use to transfer/move budget from
one budget structure plan element at the disposal of another. In budget transfer, budget
amounts are debited for one budget address and credited at another i.e. “Transfer In” and
“Transfer Out”. Both amounts have to be equaled and radio buttons have to be selected for
„sender‟ and „receiver‟. It can be done for multiple head of accounts at same time provided
they belong to same Fund.
129
6. Roll up Return Payment (Surrenders) – FR53
BUSINESS PROCESS
This function is helpful if any selected object i.e. fund center have excess budget and the
excess is to be returned then through this interface user can return budget.
The budget is returned against “Fund, Fund Center, Commitment item, Year and Period
etc.” through FR53.
130
131
SAP Parallel Entry Solution for Development
Projects/DDOs
(YPCJFI)
User Manual
132
Budget, Releases, Supplementary and Surrender for development projects/ DDOs have to
be entered by SAP users in two modules i.e. Project System and Fund Management
separately. This results in a two-time exercise of an entry. Often a user forgets to enter in
one of the modules. To reduce the time, efforts, chances of errors and finally facilitate the
system users, a solution has been developed that allows the users to enter budget, releases,
supplementary and surrender for Development Projects/ DDOs simultaneously using one
screen.
User can access the solution by entering the transaction code YPCJFI.
The following screen appears:
133
The above screen has following options.
Original Budget
FR33/FR50 (DDO and GL) / Fund Management
CJ30 (WBS Element) / Project System
Supplementary budget

Surrender Budget

Release Budget

Deduction
Use of this check box is optional. This option can only be used/ticked when subtracting
budget from Controlling Project/DDO, while adding it to Spending Project/DDO.
Note: It is used only for original & supplementary budget.
Overall budget
134
Use of this check box is optional. This option can only be used/ticked if user maintains the
Overall Cost of any WBS Element, then user will choose this option.
Parent WBS
Use of this field is optional. This option can only be used when user also wants to subtract
the budget from controlling Project/DDO and add to Spending Project/DDO. This option
is used with point (5) Deduction.
Note: It is used only for original & supplementary budget.
Diary No.
Use of this field is optional. This option can only be used when user wants to enter any
reference/ letter number.
Reverse
If a user wants to subtract / reverse the budget, releases supplementary and surrender from
any Project/ DDO.
Delete
This option can be used for deleting the data from any row before posting/ reversing. For
the purpose, user has to select one or more lines and then he will use this button.
Post.
After complete entry of budget etc against all required WBS element and selecting any of
above budget activity, then user will use this option so that budget can be posted.
Clear All.
If the user thinks that data entered in different columns is not correct then he can use this
option for clearing all fields.
A VALIDATION CHECK IS IMPOSED IN WBS FIELD. IT CHECKS THE USER

ENTRY IN ZPROFIT TABLE AGAINST PROFIT CENTER.
Note:- Re-appropriation functionality is not offered in this solution.
135
Original Budget Entry in Projects/DDO
There is option for the user to place budget only in Fund Management (DDO and GL) or
only for Project System (WBS Element) or both.
When user wants to enter / post the Original budget, select/click the “Original Budget”
radio button and also Check boxes of “FR33/FR50” and CJ30”.
DDO / GL Account
Budgeting
WBS Element Budgeting
Enter data into above screen as described in the table below:

Fields Description
Year* Enter the fiscal year e.g 2017
WBS Element* Enter WBS Element i.e
Project code-Detailed Object code
Note:-The solution will automatically detect
Project/DDO code and GL code for entry.
Amount* Enter amount
Diary Number Enter reference/ letter number. (optional)
136
Option Description
Radio button (allows only to select one option only)
◙
□ Selection box (allows multiple selection when
checked/ticked)
.
Press the “Post” button. Following screen will appear.
Note:- User can enter 1 or more rows data in this screen.
Confirmation message regarding the “Overall Budget” will appear. Its means that either user
wants to add the budget as “overall budget” or not. If user does not want then he has option
to press “No” and vice versa. (Option may already be disabled in Sindh for the time being).
Reversal / Minus of Budget
137
If the user wants to reverse or minus budget from any WBS Element or any development
DDO then user will press the Reverse button. There is no need to put
minus sign with the amount and no need for pressing the “Post” button. Following screen
will guide you in this scenario.
To reverse the budget
After pressing the “Reverse” button, again system will prompt for “Overall Budget”. User
can choose one option from “Yes” or “No”.
Note:- The solution can reverse budget/releases/supplementary/ surrender now. This

functionality is not fully operational up to some extent. Therefore user must verify the
reversal by running a report.
138
Supplementary / Release / Surrender Budget
Like the original budget user can enter Supplementary, Releases and Surrender. But only one
option can be used at one time because all these options are available with Radio Button.
Supp. Budget Surr. Budget Rel. Budget
Fund Management
(DDO and GL) Project System
(WBS Element)
Only one Radio Button can be chosen for performing task of budget. But in one radio
button user has the option either to exercise his task only in Fund Management (DDO and
GL) or Project System (WBS Element) or both.
139
Transfer the budget from Controlling to Spending (Project and DDO)
Note: The following is currently not in use in Sindh.

If there is requirement to transfer budget from controlling project to spending projects (it
works for Original or Supplementary budget only) then this screen also provides the
functionality. User should not confuse this transfer of budget with Re-Appropriation of
budget. Both concept are different from each other. Re-appropriation functionality is not
offered in this solution.
The fields should be filled as given below picture/ instructions:
Transfer Check Box
Spending WBS Controlling WBS

Elements Column Element Column
2. Conclusion
In order to transfer (minus from controlling and adding in spending project/DDO
simultaneously) the original/ supplementary budget from Controlling WBS
Element/DDO to Spending WBS Element/DDO, user must:
1. Click on Radio Button for Original/ Supplementary Budget.
2. Enter Year, WBS Element (spending project/DDO), Amount, Diary number( if
required)
140
3. Check the “Deduction” check box
4. Enter the “Parent WBS” (of controlling project/DDO).
5. Click on “Post” button.
141
SAP Budget Execution Report
Integrated Financial Management Information System
(IFMIS)
(YPIFMISPN)
User Manual
142
The Integrated Financial Management Information System Report (YPIFMISPN) is

available in AG -Sindh Server (PRS) after the closing of monthly account by AG office
(usually account is closed around 10th of every month for the previous month e.g for
expenditure of March, the report will be available after 10th April). This report is not run on
real time basis. It is based on „dumped‟ data. Data dumping is on automatic schedule every
night. Since AG office keeps making changes in the monthly expenditure figures up till the
10th of next month therefore it is advisable to run this report after 10th of next month.
Functionality of ALV (Active List Viewer) makes the report output flexible and easy to use.
2. Process Steps:
Budget Execution Report main screen can be accessed by:

Transaction Code → YPIFMISPN
Press enter button. The following selection screen appears:
143
The report screen consists of two parts:
 Program Selection (refers to the selection of input fields/user requirement)

 Output Format , that is, the report format
a. Sap list Viewer (user may select any report output layout – explained in tips and tricks of
ALV Report portion)
b. Option (refers to output of the report available in the checked columns only) as shown on
page 142 of this manual.
a) Enter data into above Program Selection as shown in the table below:
Fields Description
Company Code* Enter Company Code S (Sindh Govt)
Year* Enter the fiscal year
Server ID* Enter 3 characters server code(s),
PRS- (for AG Sindh)
The yellow arrow/multiple selection allow user to enter

multiple field inputs.
Fund Enter 07 characters Fund code e.g SC21C01 or for all
Sindh Government funds enter SC*.
(In case of receipt data do not enter anything in this field)
Profit Center* Districts (Profit centre) in Sindh
Posting Date* Start and end date e.g 01.07.2016 to Last date of the
closing month
Note: Fields marked with an asterisk (*) are mandatory. You can use other fields to specify your
requirement.
Option Description
Radio button (allows only to select one option either
◙ expenditure or receipt)
Do not use both option as system will not allow this.
□ Selection box, two options available “Select all” &
“Deselect all”. After checking √ the Select all box press
enter button, it will select all report output options. Check
“Deselect all” and press enter will uncheck all.
User may check options directly by clicking on to check
the output option.
144
SELECTION SCREEN
145
OUTPUT SCREEN
3. Conclusion:
You can run the report for estimates of expenditure successfully.
Note: -
For Estimates of Receipt budget and actual take following steps:
 Enter Company code S, YEAR 2016 (Fiscal Year 2016-17).

 Add PRS Server in Server ID field for SINDH
 Do not give any Fund code
 Give posting date
 Select Radio button “Receipt” instead of Expenditure.
 Check/tick on only Include Objects Major, Minor, Detail
146
The following OUTPUT screen appears.
You can run the report for estimates of receipt successfully.
NOTE: -
ALWAYS USE FILTER OF GREATER ( >)THAN 0 ON COLUMNS: FOR THE

MONTHLY EXPENDITURE AND PROGRESSIVE EXPENDITURE AND ACTUAL
RECEIPTS.
147
TIPS & TRICKS
CUSTOMIZATION OF ACTIVE LIST VIEWER (ALV) REPORTS

(YPIFMISPN)
Customization means that you can get the information from huge data according to your
requirement.
Methods for Customization

After you run the report by pressing the button or press “F8” from your key board,
the report provides output in the layout that is entered in SAP List Viewer.
User can see the following tool bar on screen. The tool bar is used to customise the report
as per user requirement. Every function/button of tool bar is explained below:
Detail of any Field
The first button like Zoom Mirror shows the detail of any Cell or Line. When you
press this button the following window will appear before you. The short cut key from Key
board is Ctrl + Shift
148
This Detail Window contains all the information that is displayed against any Fund, Fund
Center, and Object Head etc in Horizontal form. This is vertical Scroll Bar window in which
you can see all the information about any row or cell.
Note:- It works only on fields that are not totaled.
Sorting the Data (Ascending / Descending)
The next two buttons are for sorting in Ascending Order and Sort in Descending
Order. The short cut key from Key Board for first button is Ctrl + F4 and for second
button is Ctrl + Shift + F4.
Through these two buttons you can arrange whole data in ascending or descending order.
For this purpose you have to select the column on which you want to apply the criteria.
When you press any button the following window will appear before you.
149
In this window all fields are shown in Right Panel (Column Set). You can choose any one or
more field on which you can apply the Ascending or Descending criteria. For this purpose
first select the field and then click the button for adding in Sort criteria /
Subtotals pane and press at Left corner. The data will be sorted.
Tip: If you withdraw any field from Sort criteria / Subtotals then simply select the field
and press the field will automatically be removed from Sort criteria / Subtotals.
Filtering the data
Filter is used to extract specific information from given data. There is possibility that the
user may require report on the basis of any specific Head of Account or Fund or any other
specific field. For this purpose you can use Filter option.
For this, press the button. The following window will appear before you.
Like the Ascending / Descending Window, here you have to select fields on which you
require report. Select the field first and then press button for adding in Filter criteria
pane and press at Left corner. The data will be filtered on your required field.
Tip: If you withdraw any field from Filter Criteria then simply select the field and press
the field will automatically be removed from Filter criteria.
150
Total / Sum of any Numeric Field
By default every numeric field is displayed with sum. But if any field which is not displayed
with total, you can use this option to do the sum of a column or remove the sum.
For this purpose, you have to select the numeric column and then press button on tool
bar. The total will be displayed in Yellow colour on bottom of line like in the following
figure.
OUTPUT SCREEN
For removing sum of the above numeric columns, select the columns and press button,
this will remove the Sum/Total and vice versa.
151
Sub Total the column
The Sub Total means to get the total of any value which is coming repeatedly. For this
purpose you have to press the button.
Select the field you want to subtotal, check the subtotal selection box and press .
The following screen along with subtotals (with yellow background) and details (grey back
ground) will appear:
152
On the upper left corner of the report layout, press white club button to view only subtotals
(skipping details)
OUTPUT SCREEN after Sub-Totals at FUND
153
Removing the Sub Total
If we want to remove the subtotal of column(s), then press the “Change Layout” button
from the tool bar menu. The following screen will appear.
On the above screen go to the “Sort order” tab. The following screen will be displayed.
154
In “Sort Criteria/Subtotals” pane, uncheck the box under Subtotal icon which is not
required now and press button. The Function of Subtotal will be removed from
Selected column.
Print Preview
Before printing the report, it is required to view the report in print format. For this purpose
press the button from Tool Bar. The short cut key from Key Board for Print
Preview is Ctrl + Shift + F10.
The following screen will appear.
155
OUTPUT SCREEN for Print
Now press print button the following screen will appear,
156
The SAP system will take the printer installed in User computer, in the tab “Cover Sheets”
delete “D” from SAP Cover page and Operating System cover page, click for check on
“Print immediately” and “uncheck new spool request” as given in the screen below, Now
Press “Continue” button, The report will be printed.
157
View in Microsoft Excel & Microsoft Word Format
If you want to transfer/download the report in Microsoft Excel sheet/MS Word, then press
one of the buttons from Tool Bar. All data from SAP R/3 will transfer into
Microsoft Excel sheet. The short cut key from Key Board for transferring data in to
Microsoft Excel is Ctrl + Shift + F7 and for Microsoft Word is Ctrl + Shift + F8
Another way to transfer data into Excel, Text, HTML formats is to click on Local file button
, the following screen will appear,
Click on spread sheet to transfer the data into Excel file and then press continue button ,
then in the next screen give path of location where you want to save the file, file name with”
extension” and press “Transfer” as given in the screen below:
The SAP System will create an Excel file on the specified location with the data.
Note: - Open the file and Save as it as Excel work book.
158
Graphical View
The report can be aided with graphics. In graphical mode, different charts like Pie Chart,
Column chart, Line Chart, Area Chart etc can be applied to report columns. For this, select
column(s), click on the button or press Ctrl + Shift + F11 from your Keyboard. The
following screen containing the graphical view of the report will appear:
159
CUSTOMIZING THE GRAPHICAL VIEW
You can change the graphical view according to your need and requirements.
For this purpose right click on the graph. The following Popup menu will be displayed
containing the following options.
Format Plot Area

Format Data Series
Copy
Chart Type
Chart Options
Print
Print Preview
Undo the changes
160
Format Plot Area
This option is very helpful in formatting the whole chart or graph. When you click on this
option following screen will appear before you.
In the above view / option, you can change the style of line, colour of lines, width and filling
of line. The border of line can also be changed.
161
Format Data Series
For changing the colour, border, pattern of bars, right click on any bar and click on Format
Data Series, following screen will appear on screen.
On this screen, tabs like Pattern, Axes, Error Bar, Data Labels, Options are very helpful in
changing the colour, pattern, names, error messages, data labels on X axes, Y axes can be
changed according to your requirement.
Format Data Series
When we click the above mentioned option, all columns containing the numeric data can be
changed according to your requirement like changing the colour, name and pattern.
162
Chart Type
There are different chart types which can be used for displaying the data in different shapes.
Following screen helps in choosing the type of graph.
Each chart type contains different view in chart subtype window.
Chart Option
When we select the option “Chart Option” from Popup menu the following screen will
appear before us.
163
Changing, naming and customizing the screen and graph, labelling data, axes, and legend can
be handled through this window.
Print and Print Preview
Printing the graph and viewing its view before print can also be obtained through this
option.
164
LAYOUT CUSTOMIZATION
Hiding the column
In report, if you want to hide any column, apply right click on that column. Following screen
will appear before you.
The Option “Hide” can be selected for hiding the column.
Tip: For multiple selection of column, you can use the “Shift/Ctrl” button from your
keyboard.
Unhide the Column
For displaying the hide column, repeat the above mentioned procedure and then click
“Show” option. The following screen will appear.
165
In above window, the “Columns” pane contains the name of columns which are displayed
in report (on left) whereas the “Column set” pane contains the columns which are hiding
(on right). For displaying, just select the column name from right pane and then press
button. The column will be displayed in report.
166
Save Layout
When you have made a customize layout in which you have made your own subtotal,
unnecessary columns are hidden etc, then you can save this layout by clicking on “Save
Layout” button for using it next time by Select Layout option on any different report of
any year.
For this press the button from tool bar. The following screen will appear before you.
In Filed “Save Layout” give short name of layout and “Name” field give brief description
of layout and select the option from “User Specific” and “Default setting” and press Enter
button. The layout will be saved.
By checking the Default setting option, whenever the report is run it displays the saved
layout set as default. By checking the User-specific option, only the user can view, access,
use, and edit the layout.
167
SAP Budget Execution Report
Scheme wise Report on DUMPED data
(YPPROJ_01)
User Manual
168
The Scheme wise report with budget and releases along with expenditure up to last working
day is available in AG -Sindh Server (PRS). This report provides actual data upto last
working day. It runs on dumped data (Data dumping is a feature through which system
dumps transactional data on a certain schedule and on certain parameters at a time when
transactions are not in process currently it is scheduled at 10:00 pm daily). This report is
recommended for huge data sets e.g. district wise or scheme wise data foe whole province
although it can be used for a single scheme or one sector or one district. Functionality of
ALV (Active List Viewer) makes the report output flexible and easy to use.
2. Process Steps:
Scheme wise report on dumped data can be accessed by:
Transaction Code → YPPROJ_01
169
Press enter button. The following selection screen
appears:
You can see last row of the selection screen where multiple options are available for
selection in form of RADIO BUTTONS (as discussed in earlier chapter radio buttons are
used to select one option only at a time)
Following are the radio button options
1- Provincial ADP (It includes only provincial schemes as per Vol 5 including FPA
Schemes)
2- District ADP (It includes District ADP schemes only)
3- Foreign Project Assistance (Foreign funded projects operated through RFAs)
170
4- All (it includes all above mentioned options)
User can select the default layout out of pre-defined layouts (as in this case few
layouts are already saved for all the users)
It can be seen in the following screen
Out of these available layouts any ONE can be selected at a time.
171
Following OUTPUT screen will appear:
You can change this layout by applying filters or by selections of more columns or
change of coulmns as discussed in previous chapter.
3. Conclusion
Following coulmns are available in this report
 Scheme Counter (It provides number of schems as per Vol 5)

 Project Counter (It provides number of projects against a schems e.g. a scheme is
bifurcated in 5 districts means 1 scheme and 5 projects)
 Orignial Budget, Monthly Realeases and Expenditure
 Final Budget which includes all the changes to orignial budget(these are reflected in
separate coulmns as well e.g. reappropriations, supplemtary and surrenders)
 Progressive releases and expenditure (total releases and expenditure up to a month)
172
 Up to date expenditure (expenditure without assignment accounts)
 Total expenditure with assignment account (includes assignment account
expenditure)
 Sectors and Sub-Sectors (in FPA Donors are sectors and Departments are sub-
Sectors)
 Districts (for all sources e.g. provincial, district, federal and foreign)
 Percentage of expenditure against releases is also available(it works correctly on
scheme level only as it add ups the percentages like figures when you apply sub-
totals)
************************ END **********************************
173

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SAP USER MANUAL

(Budget, Budget Execution

The data which is not available on FDS is as follows

 Modified Budget (changes in budget during the year)

PRS has up-to-date information regarding budget, releases, re-appropriations, supplementary,

S25- Provincial Assembly of Sindh (Department)

A= Expenditure B= Tax Receipts C= Non-Tax Receipts

Accounting element A Expenditure

1= Voted Current Expenditure 2= Voted Development Expenditure

Last three characters demand/grant number. Example of Fund is given below:

Major Function 03 Public order and safety affairs

S.No Technical Term Explanation

Range for Profit

Budget Data Entry

1-Go to data entry screen (YPFD)

Access main screen of Budgeting System by using:

Transaction Code → YPFD

The following screen appears.

Object Code 06 character field to enter object A is by default

3. Tips and Tricks:

F4 key can be used for Help Search

Display System Documents

1-Go to data entry screen (YPFD)

Access the budgeting system main screen by using:

Transaction Code → YPFD

To see the print preview of a document press Print Preview button

3. Tips and Tricks:

F4 key can be used for Help Search

FD-Budgeting system main screen can be accessed by using:

Transaction Code → YPFD

Fill in the fields as shown in the table below:

SNE No. A number that is allocated to SNE‟s

3. Tips and Tricks:

F4 key can be used for Help Search

Maintain Sector/Sub Sector (for Development

FD-Budgeting System main screen can be accessed by using:

Transaction Code → YPFD

To clear all fields, press the Clear All button.

3. Tips and Tricks:

F4 key can be used for Help Search.

Supplementary Budget Data Entry

Transaction Code → ZFDSUPPP

Editing Supplementary Documents

Transaction Code → ZFDSUPPP

Check Push Key option to edit all fields turn by turn.

Supplementary Documents Inquiry

The following screen appears.

3. Tips and Tricks:

Receipt Data Entry

Receipt Budgeting System main screen can be accessed by using:

Transaction Code → ZFDREC

Fill in the above fields as shown in the table below:

The following message appears with a Diary Number.

F4 key can be used for help search

Edit Receipt Budget Document

Receipt Budgeting System main screen can be accessed by using:

Transaction Code ZFDREC

Enter Diary Number and press Enter.

Now enter the Object Code and press Change button.

The following screen appears.

3. Tips and Tricks:

F4 key can be used for help search

Display System Document (Receipts)

Receipt Budgeting System main screen can be accessed by using: