Distribution Procedure 1 (Document-based)

Purpose

Distribution procedure 1 (document-based) allows you to increase the existing expenditure budget for specific functional areas onthe basis of additional revenues. You use the distribution procedure if an expenditures FM account assignment is to get budget from revenues increasing the budget, irrespective of the actual requirement. This means that certain programs can be used to increase the expenditure budget at any time.

In contrast to distribution procedure 2 (totals-based), this procedure makes a connection between the revenues document (FI document or forecast of revenue) and the budget document. If this reference is relevant for reporting purposes in your organization, you must use this procedure for revenues increasing the budget.

Prerequisites

  • The required settings must be maintained in Funds Management Government Customizing.

  • You must have maintained rules for the revenues FM account assignments in master data maintenance according to which budget increases are performed. As a rule, you must also define a budget memo to determine whether budget increases take place automatically or manually.

For more information on the Customizing settings, see the following sections of the Funds Management Government IMG:

  • Create Budget Subtypes

  • Make Settings for Budget Subtypes

  • Define Budget Subtypes for Automated Postings

  • Create Budget Memos

  • Define Default Values for Rule Maintenance

  • Make Settings for Distribution Procedure 1 (Document-based)

Process Flow

  1. The process begins when posting a revenue, for example, a customer invoice,that refers to a revenues FM account assignment. The budget is not increased when this posting is made.

  2. In order to execute a budget increase automatically or manually you must first start the program RFFMUD11.

    The program selects all the revenues documents posted in Financial Accounting as well as all forecasts of revenues entered in Funds Management, and checks if a distribution rule has been defined for the revenues FM account assignment, according to which the budget increase should take place. If such a rule exists, the program determines the expenditure FM account assignments whose budget may be increased according to this rule. This information is stored in the system as additional data for the document (Financial Accounting document or forecast of revenues).

  3. The actual budget increase is performed using program RFFMUD01.

    On the basis of information provided by program RFFMUD11, this program calculates the amount for the budget increase of the expenditures FM account assignment and the amount allotted to the surplus FM account assignment.

    In the case of the automatic budget increase, the budget is increased in line with the amount determined for the expenditure FM account assignments. The program generates budget documents.

    In the case of the manual budget increase, the budget is not increased. Instead, a log is displayed listing all the documents where budget must be increased manually. You can use this list to determine the account assignments for which budget should be increased manually - for example, by means of a budget supplement. The log is only displayed for manual budget increases if you run program RFFMUD01 with the Manual budget increase flag active.

    Note Note

    Budget Increases After Incoming Payments

    If you have defined in Customizing that a budget increase should not take place until after the incoming payment, you must run program RFFMS200 before running program RFFMUD01. This program converts the status of line items in Funds Management from “invoice” to “payment”. For more information on program RFFMS200, see the program documentation.

    Business Transaction Events

    To overwrite the event defined for a revenues FM account assignment in rule maintenance during the distribution run (program RFFMUD01), you can use sample function module SAMPLE_PROCESS_00109020 as a reference for your own function module.

    When you are increasing the budget (program RFFMUD01), you can provide data for the fields in the document header of the budget transfer documents that are generated by using sample function modules SAMPLE_PROCESS_ 00109040 and SAMPLE_PROCESS_ 00109050 as templates for your own function modules.

    For more information, see the descriptions of the process interfaces.

    For more information on Business Transaction Event techniques, see the IMG under Start of the navigation path Financial Accounting Next navigation step Financial Accounting Global Settings Next navigation step Business Transaction Events End of the navigation path .

     

    End of the note.

Distribution Procedure 1 (Document-based)

Result

The budget is increased in the year determined by the system for the posting transaction, corresponding to the settings of the valid Update profile

Example Example

The budget increase should take place after the incoming payment. The update profile states that payments are recorded with the update date in Funds Management. A customer invoice posted in 1998, for which the payment takes place in 1999, increases the budget in 1998.

End of the example.

Within the Funds Management information system, you can use report Budget from revenues to display, for each expenditure FM account assignment, how much budget these FM account assignments have received from the revenues increasing the budget.

You can use a manual budget transfer to distribute residual revenues, which have flowed into the surplus FM account assignment, to other expenditure FM account assignments

The setting for output tax in step Make Other Settings in Funds Management Government Customizing has an effect the level of the budget increase:

Output tax

If you are working with

then

Net display

The net amount of the revenue (income without VAT) increases the budget.

Gross display

The gross amount of the revenue (income plus VAT) increases the budget.

Separate display of the output tax

The output tax does not increase the budget, only the net amount

See also:

Distributing Additional Revenues