Preparing Federal Government Budgeting (Former Budget) 

Use

As well as the configuration work required to use the standard Funds Management (FM) budgeting function, you must enter certain additional settings before you can use Federal Government budgeting.

Procedure

Availability Control

You have to define budget subcategories per fund or fund type so that availability control can check that the budget is not being exceeded. Proceed as follows:

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       1.      First, define the subtype(s) you want to use. To do this, go to the Implementation Guide (IMG) for Funds Management Government and choose Budgeting and Availability Control (Former Budgeting) ®  Budgeting  ®  Budget Types  ®  Create Budget Types.

The Change View “Define Budget Subtypes”: Overview screen appears.

       2.      Choose New Entries and specify the following:

¡        FM Area

¡        Subtype

¡        Subtype Short, Medium, and Long Names

       3.      Save your work.

       4.      Return to the Funds Management Government IMG and choose Enter Settings for Budget Subtypes.

The Change View “Select Budget Subtypes for Subdivision”: Overview screen appears.

       5.      Here, you specify the following:

¡        FM Area

¡        Budget Type

¡        A text of up to 20 characters

¡        Whether the budget type is to be a mandatory entry

¡        Whether the budget type is to be entered as part of line item entry or appears on the initial screen

       6.      Save your work.

       7.      Now you need to define which budget subtypes are allowed for each budget type. To do this, select the line containing the FM area and budget type you want to process and choose Assign Budget Subtypes in the Dialog Structure.

The Change View: “Assign Budget Subtypes”: Overview screen appears.

       8.      You can either edit the existing budget subtype entries or enter new ones. To do the latter, choose New Entries.

       9.      In either case, you need to define which of the activities shown is possible for each subtype in the table. The online documentation (choose F1) for each of the checkboxes tells you what the effect is in each case.

   10.      When you have finished, save your work.

   11.      If you use automated postings, such as revenues increasing the budget, you need to define budget subtypes for these too. You do this per FM area. For details, see the documentation for the relevant IMG step.

   12.      To assign subtypes to funds, choose Availability Control  ®Budget Subtype for Availability Control.

   13.      There are two options here. You can stipulate a budget subtype for either a single specific fund or for a fund type. If you do the latter, the settings you enter apply to all the funds with this fund type.

   14.      Make the following entries:

¡        FM Area

¡        From year

¡        Fund or Fund Type

¡        An identifier for the subtype

   15.      Save your work.

Documents

   16.      Return to the Public Sector Management IMG and choose Functions for US Federal Government ® US Government Ledgers ® Former Budgetary Ledger ® Define Document Types.

   17.      Enter an identifier for the document type – for example, APPR for an apportionment document - and a descriptive text. The document type is one of the criteria used to derive the destination of debit and credit entries in the budgetary ledger.

   18.      Save your work.

Derivation

   19.      Still in the Funds Management Government IMG, choose US Federal Government  ®  Define Derivation Rules for Additional Account Assignment in Document Entry.

The Line Derivation for Budgeting Documents: Change Strategy screen appears.

   20.      Here, you define the rules by which line items are derived in the documents your budgeting work will create. The conventional SAP system creates one line in such cases. However, the Federal Government solution creates two – one for the distribution and a derived one for the resource (that is, where the money came from). What you enter here decides how this line is derived. To enter a new rule, choose Display <-> Change, then Create Step.

   21.      In the resulting dialog box, choose the type of rule you want to maintain.

   22.      In the screens that follow, you must enter a definition, any conditions you want to impose, and, in the case of derivation rules, attributes.

   23.      When finished, save your work, making sure that your new rule is set to Active.

For full details on maintaining these rules, see the documentation on the derivation tool.

Result

You can now use the additional functions provided for Federal Government budget processing in the SAP System.