Update Profile

In update profiles parameters are summarized which control the updating of the commitments and actual data in Funds Management. Update profiles support the system configuration because they make business sense and contain already executable characteristic values for the update controlling.

The following specifications are made per Value Type (e.g. funds reservation, purchase order, invoice) in profiles delivered in the standard:

  • Which document date is to be applied for the period assignment of the commitments and actual data in Funds Management.

Update period from posting/document data or update period from due date

  • Which budget category is updated

Payment Budget (PB)and or Commitment Budget (CB)

  • Which budget year is updated

  • If the update should only take place statistically (without availability control)

  • If a commitments carryforward and budget may take place at fiscal year change.

In the Funds Management Customizing you must store an update profile for every FM area, in the work step Assign FM Area to Update Profile . The following questions are of particular relevance to selection: Do you require one or several budget categories? Do you want to work on an invoice basis or on a payment basis?

  • Invoice basis

If you are working on an invoice basis, invoices and goods receipts are updated in Funds Management. In addition to primary costs, investments (e.g. asset acquisitions) can also be updated. Within the frame of fiscal year change operations, commitments documents (e.g. purchase orders and earmarked funds) are carried forward into the new year.

  • Payment basis

If you are working on a payment basis, payments are also updated in Funds Management. Updating does not take place online here, but via the payment transfer program RFFMS200 . The posting date of the FI payment is the basis for updating. This ensures that the data of the Funds Management can be summarily matched with the financial accounting data. For fiscal year-change operations, invoices can also be carried forward into the new year as well as commitments documents.

Note Note

Note the following:

End of the note.

  • Down payments can be updated both on an invoice basis and on a payment basis.

  • Transfer postings in financial accounting (e.g. expense to expense) are updated under the value type 66. In the standard, these postings are identified separately in the info system under the column "Profit transfers". However, you can identify these postings by your own drilldown reports under "Invoice" or "Payment".

  • Internal CO transfer postings (e.g. activity allocation) can be updated statistically.

The system we deliver contains the following update profiles:

Update profiles

Update Profile

Budget Category

Further Information

000100

Payment budget

Update on a payment basis with due date (RFFMS200)

000101

Payment budget

Update on a payment basis with posting date (RFFMS200)

Invoices can be carried forward into the new year by the commitment carryforward.

000102

Payment budget

Updating on an invoice basis with posting date

000350

Payment budget and Commitment budget

Updating on payment basis or on invoice basis

Commitment documents (purchase requisitions, purchase orders, earmarked funds) and payments are updated in CB .

Invoices are updated in the PB and the CB .

In the Funds Management IMG, you can override the standard settings of an update profiles in the work step Override Update Profile .

  • You can specify the date of the update individually per value type

Take into account that the chosen date not only determines the posting period but also the fiscal year. If for example you choose the delivery date for the purchase order, then with purchase orders at the end of the year, for which you do not expect delivery until the new year, the funds are not committed until the new year. If you have not yet entered budget in the new year then such purchase orders would be rejected depending on the tolerance limits settings in availability control.

  • You can specify per value type that the update in Funds Management only takes place statistically.

A statistically updated document cannot refer to a document, which was 'actually' updated. You must therefore note that each "Start" of the document chain is marked as statistical, e.g. the purchase requisition or the funds reservation and the funds commitment.

Note Note

Due date

For updating with due date in Funds Management, the period is determined as follows:

End of the note.

  • Purchase orders Delivery date and terms of payment

  • Invoice: Baseline date of payment and terms of payment

  • Credit-side credit memos: Baseline date for payment without terms of payment

  • Payment: Invoice clearing date. (In gen. it is the posting date of the payment).