Preparing the Budgetary Ledger 

Use

Before you start using the budgetary ledger (BL), you need to configure your system with settings in the implementation guide (IMG) and master data.

Procedure

Activating the Budgetary Ledger

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       1.      Access the IMG and choose Funds Management Government ® Actual and Commitment Update/Integration ® General Settings ® Assign Update Profile to FM Area.

The screen Change View “Assignment of FM Area Update Profile”: Overview appears.

       2.      Assign update profile 0601 “Budgetary Ledger” to your FM area.

       3.      Save the assignment.

The budgetary ledger and period-based encumbrance tracking (PBET) are now active in your FM area but there are other things you need to do before you can work with them.

       4.      Go to the Public Sector Management (PSM) IMG and choose Functions for the US Federal Government ® US Federal Government Ledgers ® Budgetary Ledger. Then execute the customizing steps as described below, in the order given. The IMG documentation for each step provides instructions on what you must do.

Basic Settings

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       1.      Activate Budgetary Ledger Variant

To activate the budgetary ledger, you need to activate at least one budget variant and document type.

       2.      Define Posting Key

In this step, you define the debit/credit posting key for the postings in the budgetary ledger.

       3.      Maintain Budget Type Attributes

For each of your fund type/budget type combinations where the budgetary ledger is to be used, you need to specify a budgetary ledger account. Also, if you assign more than one budget type to the same account within a fund type, you need to stipulate which of them is to be used to determine the budget type from the receiver account in year-end processing.

       4.      BL Account Classification

In this step, you enter classification data relating to your chart of accounts. This includes:

¡        Specifying whether budget and/or actual postings are allowed for ranges of accounts

¡        Stipulating whether postings to accounts in specified ranges are made through the budgetary ledger

¡        Entering Standard General Ledger (SGL) account classifications for ranges of accounts

Account Derivation

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       1.      Definition of BL Areas

Use this step to make the settings required for derivation of BL areas. You can either tailor the areas delivered as standards so that they meet your requirements, or create wholly new ones of your own.

       2.      Federal Extension Derivation Access

Use this step to access the BL account derivations. You need to maintain one derivation strategy for each BL area.

Other Settings

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       1.      To have the complete US federal government solution at your disposal, you also need to activate and configure the split processor. This handles the data and postings for ledgers 95, 96, and 97, which are reserved for the US federal government.

Customizing for the split ledger takes place in the Special Purpose Ledger IMG. To access the relevant transactions from there, choose Actual Posting ®Settings for Accounting Integration ®Document Splitting. The documentation for the individual steps gives detailed information on what you must do.

       2.      Create or modify the funds center you want to use, making sure to enter a company code in the appropriate field. This company code will be used in the posting documents. The company code is also a key field in account derivation.

For details of how to create and modify funds centers, see the Funds Management documentation in the SAP Library.

If you work with business areas, enter a business area also.

       3.      Create a document number range.

       4.      Create an FI document type for the budgetary ledger FI documents and assign it to a company code.

       5.      Assign the document range you created to the document type you created.

For detailed information on the procedure involved in steps 2 – 4, see the Financial Accounting documentation in the SAP Library.

       6.      Specify the expiration and cancellation dates in the master record of the relevant fund. The dates you enter must both lie within the validity period for the fund. If they do not, the system displays an error message.

Funds have three possible statuses – unexpired, expired, and cancelled. When these start and finish is governed by the expiration and cancellation dates you enter. Unexpired funds can be posted to without restriction. However, you cannot post new commitments to funds with status Expired, though you may make postings that clear existing commitments.

 

Result

The budgetary ledger is ready for use. Postings that impact on the budget are now also written to the budgetary ledger.