Processing Sponsor Master Data 

Prerequisites

You have completed the configuration work described in GM-GTE Master Data Customizing: Sponsor.

Procedure

Sponsor master record entries document the sponsor’s customary administrative requirements. For some sponsors, these vary, depending on the type of grant award.

Some sponsor master record entries are defaulted to grant master records if the grant is created in reference to a sponsor. These default values serve merely as a starting point and can be updated.

To create a sponsor master record, proceed as follows:

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       1.      In the Grantee Management part of the Easy Access menu, choose Master Data  ® Sponsor  ® Maintain Business Partner.

       2.      In the resulting screen, choose Person or Organization.

       3.      In the next screen, choose “Sponsor” in the Create in Role field.

       4.      When you choose Enter, the title of the screen changes to Create Person/Organization: Role Sponsor. The screen shows multiple tabs for maintaining various aspects of your new sponsor. Entries made on the tabs apply to all the objects affecting this sponsor.

       5.      On the Address tab, enter the name, address, titles, language, and other contact details, such as an email address.

       6.      The Address Overview tab shows a summary of the address data entered. If required, you can enter multiple addresses for the sponsor to document the required contact information.

       7.      You can use the Identification tab to specify information such as the gender, marital status, and nationality of this person. The tab view is modified slightly if you are entering master data for an organization or group.

       8.      On the Control Data tab, specify the following:

¡        The Business Partner (BP) type

¡        The authorization group

¡        The data origin

You specified this in BP customizing. It indicates where the BP data comes from and is for information purposes only.

       9.      On the Payment Transactions tab, enter details of the bank(s) and payment card(s) to be used for the sponsor.

When you have made and saved these entries, the Bank Data and Card Details pushbuttons enable you to subsequently access summarized information about them.

There is also a Change History button you can use to view a record of changes made to these areas.

   10.      On the Status tab, indicate whether contact with this person is allowed. Status 3 (“Check Permission”) indicates that contact is allowed if permission is obtained first.

On the Grant Basic Data tab, enter the following:

¡        Any grant types to be used for the sponsor. The grant type field is also time-dependent.

¡        You can use the Grant Type Detail pushbutton to access grant type maintenance and make any additions or changes you require.

¡        If the sponsor provides grants only for a particular legislative area, check the appropriate indicator.

¡        If this data element is not required, you can suppress it using the Business Data Toolset (BDT).

   11.      In General Accounting, specify the following:

¡        The sponsor’s currency and fiscal year variant

¡        A budgeting split rule

   12.      On the Grant Attributes tab, specify the following:

¡        Indirect cost rule and percentage

¡        Cost sharing rule and percentage

¡        Billing rule

¡        If you expect to use letters of credit (LOC), enter the details here.

   13.      On the Sponsored Programs tab, you can define the following:

¡        Sponsored programs that are only allowed for grants from this sponsor

¡        Whether programs not so specified can, in fact, still be used

¡        You can use the Sponsored Program pushbutton to access the sponsored program master data transactions, and create, change, or display the selected sponsored program.

   14.      On the Sponsored Classes tab, you can define the following:

¡        Sponsored classes that are only allowed for grants from this sponsor

¡        Whether classes not so specified can, in fact, still be used

¡        You can use the Sponsored Class pushbutton to access the sponsored class master data transactions, and create, change, or display the selected sponsored class.

   15.      If you want particular individuals to have specific responsibilities and/or workflow tasks regarding grants from this sponsor, use the Responsibilities tab to enter the details.

You can also make these entries on an employee ID, position, organizational unit, or work center. Entries can be time-dependent and can be defaulted to grant master records.

   16.      When you have finished, save your entries.

Special Functions

In the Grantee Management part of the Easy Access menu, choose Master Data  ® Sponsor  ® Special Functions to access the following functions:

·        Create from Customer

·        Link to Customer

In the selection screen, enter the business partner and the customer to whom the partner is to be linked. This can be a customer in either FI or CO.

¡        To link to or create an FI customer when creating your business partner, choose Company Code. The system then takes you to the appropriate function in FI.

¡        To link to or create a CO customer when creating your business partner, choose Sales Area. The system then takes you to the appropriate function in CO.