Budget Processing (Former Budget) 

Prerequisites

You have:

·        Configured Funds Management (FM) budgeting

·        Configured the Budgetary Ledger as described in Budgetary Ledger Preparation

·        Carried out the additional configuration work described in Preparing Federal Government Budgeting

Procedure

...

       1.      The first step is to enter the budget appropriation. In the SAP System, you do this at fund level, in the form of an original budget.

In the Funds Management part of the Easy Access menu, choose Budgeting ® Budgeting  ® Former Budgeting ® Original Budget ® Enter.

       2.      The system asks you to stipulate an FM area. When you do, the Enter Original Budget: Initial Screen appears.

       3.      Enter the following:

¡        Fund

¡        Document date

¡        Posting date

¡        Document type     

This should be your appropriation document type.

       4.      When you are ready, press Enter.

The Enter Original Budget: Entry Screen appears.

       5.      For your combination of funds center, commitment item, and budget subtype, enter the appropriation amount you need as your original budget.

       6.      Save your work.

       7.      Next, you apportion the budget by time. You do this in the SAP System by means of a budget transfer. To access this feature, return to the Easy Access menu and choose Transfer Posting  ® Enter.

       8.      The Transfer Budget: Initial Screen appears.

       9.      Make the entries required to distribute the original budget you entered above.

The Sender Fund and Receiver Fund must be the same.

   10.      Having made all the entries, choose Enter.

The Transfer Budget: Entry Screen appears.

   11.      Enter the relevant funds center, commitment item, amount details, and subtype. In each case also, indicate whether the item is a sender (S) or a receiver (R).

   12.      Save your work.

   13.      Finally, you can further distribute the budget to specific organizations by means of allotments. The procedure is the same as that for transfers, only the document type is different.

Result

You have entered your budget and distributed it by both time and organization.

Example

Scenario

Your agency receives a $1 million appropriation and a warrant in that amount arrives from the Treasury.

A.   The agency enters the appropriation as its original budget. You are responsible for maintaining the data.

...

       1.      In the Funds Management part of the Easy Access menu, choose Budgeting  ® Former Budgeting ®  Original Budget ® Enter and specify an FM area if the system asks for one.

       2.      The Enter Original Budget: Initial Screen appears.

       3.      Make the following entries:

 

Funds center	Agency A
Commitment item	All Objects *
Type	APPR *
Document type	APPR

* These are the highest nodes in their respective entities.

       4.      Save your work.

B.   Your agency uses category A (quarterly) apportionments, in this case apportioning $250,000 to each of the four quarters. Your next task is to make these apportionments.

...

       1.      In the Funds Management part of the Easy Access menu, choose Budgeting ® Budgeting ®  Transfer Post ® Transfer.

       2.      Make the following entries:

Sender fund	S&E
Receiver fund	S&E
From funds center	Agency A
To funds center	Agency A
From commitment item	All Objects
To commitment item	All Objects
Document type	APRT
From Type	APPR
To Types	QTR1*, QTR2, QTR3, QTR4

* Availability control is regulated here.

       3.      Save your work.

C.      Finally, you need to enter the allotment. This also takes the form of a transfer posting. The table below shows how the entries could look.

 

	From	To
Fund	S&E	S&E
Funds center	Agency A	Computer information system
Commitment item	All Objects	Travel
Document Type	ALLT	ALLT
Type	QTR1	ALLT