Purpose

Customizing for budgeting in Grantee Management (GM-GTE) is divided into the steps described below. To access them, go to Customizing and choose Public Sector Management ® Grants Management ® Grantee Management ® Budgeting and Availability Control ® Budgeting

Process Flow

We recommend that you perform the steps in the order given.

Maintain Number Range Interval for Entry Documents

Maintain Number Range Interval for Budget Change Documents

GM Budget Transaction Settings

Configure GM Budget Document Types

The document type is an important control element for GM-GTE budgeting because it is here that the funding arrangements, budget release scenarios, and the phases are defined. It is also here that you stipulate whether the scenario is a workflow (WF) scenario.

Notethat the budget document types for cost sharing budget documents must be created separately since such documents are entered separately from sponsor budget documents.

The table below illustrates the possible relationships between GM-GTE budget phases and grant lifecycle statuses:

Assign Budget Phase to Version

When entering a new budget, you need to specify a budget version and related characteristics (for example, what stage of the budgeting process the budget version entries represent).

In each case, enter a version number and text and indicate which of the following budget phases applies to each version:

Plan for Grant Proposal

Plan for Grant Application

Budget for Grant Award

Note that version 0 (the “active” version) is the only version available for awards.

The budgeting processes above must agree with the grant’s lifecycle status when a budget document is entered.

Configure GM Time Splitting Rules

Create a new time interval by running this feature. In the overview, choose New Entries and enter a number and appropriate text for the rule you want to create. Save the new rule.

Activating the Manual button on the splitting rule permits users to create user-defined time intervals and provides the most flexibility when budgeting time intervals are created.

Then choose Splitting Rule Elements in the dialog structure. In the resulting overview, you specify whether manual splitting is allowed and/or how automatic splitting is to work. You do this for each planning type and status.

See the online documentation for explanations of the individual entries.

This completes the budgeting work required in Customizing for budgeting IMG. However, there is some additional budgeting configuration you must do in the master data of the relevant grant. For details, see the documentation for the grant master.

The Tools section of Customizing for GM-GTE Budgeting includes a program for deleting budget documents. You can use this program in the following situations:

If you are still in the test phase and want to delete your test data before the production startup.

If you have transferred budget for a future year to the production system using batch input and you want to delete the existing budget data for the current year.

GM-GTE budgeting also includes some optional Business Add-Ins (BAdIs) that you can run if needed. They are:

Budget Transfer to Funds Management

This method allows you to perform checks or changes to the transfer or line of the GM-GTE budget into the distribution to Funds Management (FM) budget. The interface receives the original GM-GTE line and the result of the standard transfer/distribution to FM

Read-only access to the header of the new document in FM, as well as the application log in GM-GTE, also provided.

Allow Grant Planning in Funds Management

Use this enhancement when you need to plan on grants within FM. This planning activity is only allowed for versions that are not operative and, therefore, not for grants that have been awarded. The award budget for a grant always remains in GM-GTE and later on, if integration is active, it is transferred automatically to FM. GM-GTE owns all the rules for every grant given.

If you try to copy planned budget to the Budget Control System (BCS), the grant information is not transferred.

Budget Document BAPI

You can use this BAdI to define custom enhancement related to the business object BudgetEntryDocGM (BUS0036).

If needed, you can also enter budget reason codes. These explain why cost planning or budgeting is taking place.

In the GM-GTE part of the Easy Access menu, choose Budgeting ® Plan/Budget Reason Codes

In the resulting overview, choose New Entries and enter a two letter identifier and an explanatory text for the new rule.

In subsequent budget processing, you enter a reason code for each new budget entry document.