Federal Government: Processing in Preclosing (BCS) 

Use

The processes discussed here close out account balances by generating transactions that zero them out. The US Government Standard General Ledger (SGL) requires agencies to post such transactions at the end of the fiscal year.

The SGL divides these transactions into preclosing and closing. In the SAP solution, these are both handled by the same programs.

Prerequisites

You have completed the configuration work described in Federal Government: Customizing Preclosing (BCS).

Procedure

Proceed as follows:

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       1.      Close Out Unfilled Orders

The program reads the customer order, finds the obligation amount against it, and reduces the amount to the obligated amount - that is, the amount already spent. If there is no obligation against the customer order, the amount is reduced to zero.

The link between the customer order and the obligations is provided by the funded program.

To run this program, go to the Easy Access menu and choose Public Sector Management  Functions for US Federal Government Closing Operations BCS Preclosing Close Out Unfilled Orders.

       2.      Close Commitments

Use this program to close commitments arising from any or all of purchase requisitions, purchase orders, and earmarked funds. You can specify individual numbers or ranges in each case.

Check the Error List box if you want the list of documents output by the program to include only the documents for which the system could not determine an FM account assignment. If you do not check this box, the list shows all the documents processed.

To run this program, go to the Easy Access menu and choose Public Sector Management  Funds Management  Additional Functions Closing Operations Preliminary Steps Close Commitment.

       3.      Close Accounts with Remaining Balances

You can run this program for either preclosing or closing, as defined by the SGL, by checking the appropriate radio button in the selection screen.

The program generates transactions to close out account balances according to the type of balance. If the account balance resulted from FM budgeting postings, the transaction created here is a BCS budget transfer, return, or entry, depending on whether the balance is positive or negative and on the entries you made in customizing.

Other balances are closed out using GL account posting documents.

In both cases, the system lists the entries, with the document numbers. You can drill down from these.

If the process picks up any errors, such as incorrect or missing configuration, an error icon appears in the icon bar. Click this for detailed information on the errors.

You can run these programs in test mode first, so that you can see how your entries would work in a live run without making any actual changes to data.

 

Result

When processing runs without errors, the transactions are posted and the account balances are reduced to zero.