Prerequisites

You have carried out the customizing work described in GM-GTE Master Data Customizing: Grants .

Procedure

Throughout the grant master, the screen offers a Validate button. Use this to have the system validate all the entries you have made so far in the grant master.

There is also a button to change the lifecycle or network status of the grant.

To create a grant, proceed as follows:

In theSAPEasy Access menu, choose Accounting   → Public Sector Management   → Grants Management → Grantee Management ® Master Data ® Grants and Grant Groups ® Maintain Grant.

In the resulting selection screen, make the following entries:

Grant

Enter an alphanumeric identifier of up to 20 characters. If you have chosen internal assignment, however, leave this blank.

Grant type

The grant type describes a grant and controls its behavior. For example, the field status maintenance requirements are maintained within the grant type using the lifecycle and network statuses, enabling you to determine whether grant master data elements are required for entry, optional for entry, or suppressed. The grant type also determines grant posting controls, SAP Funds Management (FM) integration requirements, and SAP Records Management (RM) requirements.

Be sure to select the correct grant type. Once you have saved this grant, you cannot change the grant type in it.

Sponsor

The Sponsor field is an optional entry when you create a new grant in the lifecycle status Initial Draft or Proposal . When the lifecycle status is updated to Application , it is a required entry and is used for the subsequent lifecycle statuses.

You must enter a sponsor if you intend to use the “valid from” and “valid to” dates (see below).

Company code

The grant is maintained in one company code and any sponsored object used with reference to the grant must have the same company code. Once you have saved this grant, you cannot change the company code.

Valid from date and Valid to date

The dates you enter here represent the start and end of the grant. They are used to validate the following grant master data elements:

Grant-type time dependency

IDC expense for sponsored programs and sponsored classes

IDC expense and recovery ceilings

If you later come back to this master record and change the validity dates,the system displays a message asking whether you want to view the impact of the date change(s). If you choose Yes , a popup appears, analyzing how the related validity dates in other tabs are affected.

In addition, the system proposes validity date changes, which you can accept, reject, or modify.

When you press Enter , the system displays the tab pages where you can maintain more detailed data. The first one is the General Data tab, where you enter:

Name and description for the grant

Grant currency (usually the sponsor’s currency)

Grant value

Date of exchange rate

Enter this if the grant currency and sponsor currency are different

Other data on this tab is defaulted from information already maintained for the grant.

You use the Reference tab to enter data on the grant that is used mostly for reporting purposes:

Externalreference, such as a government grant number

Catalog of Federal Domestic Assistance (CFDA) number

Letter of credit, if configured

Internal reference

This is user-defined and is not required for sponsor reporting.

Funding origin

You need to enter this if, for example, the funding for the grant comes from a source that is politically or commercially sensitive.

You use the Responsibilities tab to specify who is responsible for what activities related to the grant, and at what level:

Responsibility ID, such as principal investigator, co-investigator, grant manager, or grant analyst

Responsibility type

Object type and ID, such as person, position, user, work center, or organizational unit

The name fields are completed when you press Enter .

If you want to use the defaults already defined in the relevant sponsor master record, choose Revert to Sponsor Defaults .

Time-dependent assignments are optional.

On the Posting Control tab, you can specify, at the grant level, how various value types (such as purchase requisitions or down payment requests) are reflected when posted. Any entries you make here will override the entries you made earlier for the related grant type.

Two checkboxes appear at the top of the tab:

Block All Postings

Check this indicator to block all value types in this grant against postings. This means that no postings to the grant are possible.

Allow Pre-Award Postings

In certain circumstances, grantee organizations are authorized to begin consumption of the sponsor’s funds before receiving the official award document. Such consumption is known as pre-award costs.

Check this box if such is the case with the grant you are creating here. You can only do this if your grant has status “Award” or “Closed” and the budget version is 0.

This disables the check on the budget “Valid from” date (see below) so that you can post costs that arose before the grant was set to status “Award”.

If you need to distinguish between pre-award postings and post-award postings, SAP recommends that you create specific user statuses under the system-defined “Award” status. For example, you could create user status “Award announced” and “Award received”.

Use the Posting Control by Value Type section to make individual entries for each of the value types you configured in customizing:

One of the following under Statistical :

Yes

Postings for this value type and relating to this grant will be statistical.

No

Postings for this value type and relating to this grant will be real.

Not specified

Postings for this value type and relating to this grant will be real or statistical, depending on what is specified for the grant type to which this grant belongs.

One of the following under Block :

Yes

Postings for this value type and relating to this grant will be blocked.

No

Postings for this value type and relating to this grant will not be blocked.

Not specified

Whether or not postings for this value type and relating to this grant will be blocked depends on what is specified for the grant type to which this grant belongs.

There is a checkbox at the top of the tab you can use to block postings for all the value types.

Choose Adjust to Grant Validity to enter the grant “from” and “to” dates in the ”Allow from” and “Allow to” boxes for the value types.

On the Budget tab, enter the following:

Grant fiscal year variant

This can be defaulted from the sponsor fiscal year variant.

The system defaults the company code fiscal year variant.

Where the two fiscal year variants are different, you need to specify a splitting rule (defined in customizing) to determine the relationship between the fiscal years. At the moment, we recommend you use manual splitting.

Budget validity details, including from and to dates

Choose Reset Using Splitting Rule to apply the splitting rule entered above to the validity details you add here.

Budget versions and layouts

Block postings by budget validity period

Budget validity settings can be modified, but any modifications are validated to the grant’s validity dates. Budget validity dates can extend beyond the grant’s “valid to” date, but the budget “from” date cannot precede the grant “valid from” date, unless pre-award costs are allowed. In this event, the budget’s “from” date can fall earlier than the grant “valid from” date.

Use the Billing tab to specify the following:

Billing rule to be used for this grant.

Select one of the rules you maintained in customizing. The rule determines how expenditures relating to the activities financed by this grant are billed to the sponsor.

Sales order

The system creates this automatically when the grant becomes an award. You cannot enter or update this sales order field. A sales order only exists if you have chosen an SD-relevant billing category or have not chosen manual billing.

Sales area

The entries you make here appear in the sales order when it is created.

WBS Milestone and Installment Amounts

WBS element

Used as a cost collector.

Total

The total amount to be billed over the billing plan period.

Installment

This field only appears if you specified a billing rule with periodic billing. Enter the amount of the installments to be applied in the billing plan.

When using periodic billing and milestone billing, be sure to enter the WBS element and the relative derivation rules before setting the grant lifecycle status to “Award”. If you do not, the grant’s Sales and Distribution (SD) order is not created with the correct Controlling (CO) and FM objects related to the grant.

The Dimensions tab is used for the following:

The “Other programs allowed” checkbox in the relevant sponsor master must be active before you can make any entries here.

Specify the:

Fund(s) from which the grant financing originates. Only one external fund may be entered, but you can enter multiple internal fields.

Sponsored program being funded

The “Other programs allowed” checkbox in the relevant sponsor master must be active before you can make any entries here.

Sponsored class(es), such as personnel, supplies, equipment, and revenue funded. In each case, enter also whether the sponsored class is relevant for indirect costs. If the IDC-relevant box is selected, postings to the sponsored class participate in the IDC calculation, based on the IDC rule.

For all of these object types, there is a Revert to Sponsor Defaults button you can use to have the system ignore the settings entered here for this specific grant and apply the default settings you entered in the sponsor master.

To enter a posting in Grantee Management, however, you must have at last one fund, sponsored program, and sponsored class entered.

The Sponsored Objects tab lists all of the possible combinations of sponsored programs, sponsored classes, and funds relevant for this grant. All the combinations possible are summarized for review and evaluation.

For the ones you need, specify whether the following are permitted in Grantee Management:

Cost planning

Budgeting

Posting of actual values

In addition, you can deactivate a sponsored object for a particular process by unchecking the relevant sponsored object combination.

If the conditions of this grant require that you share some of the costs of the program involved, you make the necessary specifications on the Cost Sharing tab.

Enter the percentage of costs each combination of sponsored program and sponsored class must bear in the Percentage column. The cost sharing rule is defaulted from the sponsor master record. It can be updated based on the administration requirements of the award.

If the application of administrative overhead can be expected, you enter the relevant rates on the Indirect Cost Rates tab. Enter a percentage for each combination of sponsored program and sponsored class listed and the corresponding “Valid from” and “Valid to” dates for the rates entered. These must be consistent with the grant’s validity dates.

In the separate Indirect Cost Caps tab, you can also specify absolute maximums, called caps, to apply regardless of the rates you enter, either for each sponsored program + sponsored class combinations or for the grant itself.

As the project progresses, the Used column in these sections will show how much of these amounts have been used.

For information on how the calculations resulting from the settings made in steps 11 and 12 above work, see Calculations for Cost Sharing and Indirect Costs .