Reducing Budget Distributions

Use

If you distribute an amount from a higher level Funds Management account assignment (FMAA) to lower level FMAA elements but subsequently feel you have distributed too much in this way, you can reduce the original distribution amount.

There are two ways of achieving this: by distributing a negative amount using the distribution process, or by activating and using the reduce distribution process.

Both methods are shown below:

With process ‘Reduce Distribution’:

Reduce Distribution is a process that you can use in Budgeting Workbench to reduce or call back a previously distributed amount. When you transfer an amount or amounts using this method, the sender must always be a lower node in the hierarchy than the receiver, and the amount you wish to transfer must be entered as a positive amount. In these two respects, the process differs from using the distribution process and offers a more intuitive and user-friendly experience.

Essentially, the FMAA element that received an excess amount becomes the sender for the reduce distribution process, thus allowing the transfer of a positive amount from a lower to higher node, as illustrated below:

The hierarchy is as follows:

A

|-- A1

|-- A2

|-- A21

|-- A22

You distribute $100 from A2 to A22

FMAA Process Amount Description

----------------------------------------------------------------------------------

A2 DIST 100 Distribution sender

A22 DIST 100 Distribution receiver

It later emerges that is too much, so you decide so reduce the distribution by $40. You do this by distributing $40 from the original receiver back to the original sender, whose roles are now reversed:

FMAA Process Amount Description

----------------------------------------------------------------------------------

A22 RDIS 40 Reduce Distribution sender

A2 RDIS 40 Reduce Distribution receiver

With process ‘Distribution’:

Using the process Distribution to achieve a reduction in a previously distributed amount requires you to transfer a negative amount or value from the original sender to the original receiver, as illustrated below.

The hierarchy is as follows:

A

|-- A1

|-- A2

|-- A21

|-- A22

You distribute $100 from A2 to A22

FMAA Process Amount Description

----------------------------------------------------------------------------------

A2 DIST 100 Distribution sender

A22 DIST 100 Distribution receiver

It later emerges that is too much, so you decide so reduce the distribution by $40. You do this by distributing -$40 (minus 40 dollars) between the same sender and receiver:

FMAA Process Amount Description

----------------------------------------------------------------------------------

A2 DIST -40 Distribution sender

A22 DIST -40 Distribution receiver

Prerequisites:

The following prerequisites apply to using the Reduce Distribution process:

  • You have carried out all the necessary Customizing for budget distribution.

  • You have activated the Reduce Process UI in Customizing activity Activate Reduce Process UI under Public Sector Management -> Funds Management -> Budget Control System (BCS) -> Budgeting -> Budget Entry -> Budget Entry Documents -> Document Definition

Procedure:

  1. In the SAP Easy Access menu, access the Budgeting Workbench by choosing Accounting -> Public Sector Management -> Funds Management -> Budgeting -> Budget Control System -> Entry Documents -> Budgeting Workbench

  2. Choose the appropriate process for your purpose and carry out the process as outlined in the examples above.

  3. You can enter a sender and its receiver(s) manually or using the mass selection tool under Extras -> Select Master Data.

  4. Save your document.