Budget Memos

Use

You can make use of budget memos in the Budget Control System ( BCS ). Budget memos describe a budgeting rule (for example, a rule for BCS Cover Eligibility or for Revenues Increasing the Budget ) for a particular budget record (or simply a budget address), for which the budgeting rule is valid .

Budget memo texts are generated at runtime, based on the text templates defined in Customizing, as follows:

  • The templates can contain variables, such as the names of account assignment elements used for budget addresses contained in the budgeting rule, or for the attributes of the referenced budgeting rule.

  • When you write the budget memo long text, you can include these variables, which are replaced at runtime.

  • For this, you must define the corresponding text templates in the first IMG activity specified under Prerequisites below.

  • Finally, the budget memo templates must then be assigned to the budgeting rules (CE rules or RIB rules), for which you want to create budget memos.

Prerequisites

Before being able to use budget memos inBCS, you must carry out the followingIMGactivities under Start of the navigation path Public Sector Management Next navigation step Funds Management Government Next navigation step Budget Control System (BCS) Next navigation step Budgeting Next navigation step Control Budgeting Flow End of the navigation path :

  • Define Text Templates : here you specify for which budget text categories the budget memos are to be used. You can enter a long text for each budget memo. In this way, you can, for example, distinguish between budget memos for cover groups, and budget memos for Revenues Increasing the Budget.

  • Activate Budget Memos for RIB : here you specify whether budget memos are to be optional or mandatory for Revenues Increasing the Budget. Per default, budget memos are not used for RIB rules.

  • Activate Cover Eligibility : here you specify whether budget memos are to be optional or mandatory for cover eligibility. You can also specify that budget memos are not to be used at all.

Features

A budget memo can be represented by a textual description assigned to a budget record (or simply a budget address) and to a “budgeting rule”, such as for RIB or BCS cover eligibility.

In order to synchronize the text description of the budget memo with this rule, you use templates with text variables, for example, for account assignment elements of budget addresses contained in the referenced budgeting rule, or for attributes of this budgeting rule. This enables you to always have current contents in the budget memos for display in budgeting transactions or for printouts in reporting, since they are updated at runtime.

This means that whenever the RIB or CE rule changes, the budget memo text also changes according to the definition of the corresponding “budgeting rule”. This is affected by the use of:

  • Budget memo templates, which are defined in Customizing.

  • Variables within a budget memo template text, which can be dragged and dropped into the text during the template definition .

  • "budgeting rules" (for example, for RIB or BCS cover eligibility), to which these budget memo templates have to be assigned.

Procedure

  1. In order to display a budget memo, see Assigning Budget Memos .

  2. You can also display budget memos from the output screen of transaction FMCEMON01 Overview of automatic cover groups , or of transaction FMRBMON01 ( RIB Monitor ) .

  3. You can save budget memos as local files, by clicking on Save as local file in the budget memo window.

Further Information

If you are using the SAP Business Information Warehouse, you can upload all long texts (budget memos and budget texts) into BW by using program RFFMBWBM. See the program documentation for further information.