Maintaining Budget Addresses

 

You can use this program (FMBSBO_HIE_MULT), to define the FM account assignments to be used as budget addresses in multi-level budget structures. You define budget addresses in a budget structure for each FM area/fiscal year and budget category. Note that when you define a budget address, it is still possible to budget other FM account assignments. FM account assignments not defined as budget addresses are only excluded for budget postings if you set the indicator Check Budget Address in the Funds Management menu under Assign Status to a Version (for more information, see Status Management). You can define whether budget addresses should be created or deleted for the program run.

The structure that exists between budget addresses is based on the definition of roles within the multi-level budget structure for each active FM account assignment element. The roles can be:

  • Multi-Level: The element can change within the structure.

  • Constant: The element is constant within the structure, meaning that this element is not considered in the maintenance of the structure, but different values of this element can be in different structures, identified by the hierarchy ID.

  • Not Relevant: The element is constant within the structure for all created structures.

You can create several structures, identified by hierarchy ID, for a multi-level budget structure. These contain the multi-level relationships between the FM account assignment elements with the multi-level role only. Each of these hierarchy IDs can be assigned to any combination of FM account assignment elements with the constant role. The relationship is 1:N. If no FM account assignment element has the 'constant' role for the given FM area and budget structure, you can create only one hierarchy ID for the multi-level budget structure.

Prerequisites

  • You have created a multi-level budget structure in Customizing for Public Sector Management under Funds Management —> Master Data —> Budgeting —> Use of Account Assignment Elements —> Create Budget Structure.

  • You have maintained a multi-level budget structure (with several different hierarchy IDs) using the transactions for generating a multi-level budget structure (FMHIE_GENERATION) or processing a multi-level budget structure (FMHIE_CHANGE).

  • You have maintained the budget address definition rules for the hierarchy IDs in the transaction to process a hierarchy ID (FMHIEID).

Activities

  1. On the SAP Easy Access screen, choose Accounting —> Public Sector Management —> Funds Management —> Master Data —> Use of Account Assignment Elements —> Budget Control System (BCS) —> Budget Structure —> Multi-Level Budget Structure —> Maintain Budget Address

  2. Enter the requisite information for FM area, multi-level budget structure, fiscal year, and budget category.

  3. Specify your restriction on hierarchy ID. You have two options here:

    Maintain budget addresses for all hierarchy IDs in the budget structure:

    All hierarchy IDs related to the specified budget structure and budget category are read out, then the system generates all the valid budget addresses for all the hierarchy IDs one by one (each hierarchy ID has a different multi-level budget structure and a different constant element assignment). This option is suitable for a scenario in which you want to maintain budget addresses for the whole budget structure.

    Maintain budget addresses for single structure ID:

    In this case, you should specify a structure ID.

  4. Specify your restriction on FMAA elements. Only constant FMAA elements of the multi-level budget structure are displayed in this area. All the restrictions are based on the assignment of constant elements in the hierarchy ID made using transaction Process Hierarchy ID (FMHIE_HIEID).

  5. Specify your restriction on hierarchy. Only multi-level FMAA elements of the multi-level budget structure are displayed in this area and all restrictions are based on the hierarchy you have already maintained when generating and processing the multi-level structure.

  6. Specify your restriction on irrelevant FMAA elements. Only FMAA elements which are not relevant are displayed here.

  7. After specifying your restrictions, proceed to create or delete budget addresses.

    If, when creating budget addresses, you check the indicator to Include Hierarchy Path, the system automatically includes the path from the root to all multi-level nodes selected by the hierarchy restriction. If you have checked the indicator to Include Hierarchy Subordinates when deleting budget addresses, the system automatically includes the sub-trees of all multi-level nodes selected by hierarchy restriction.

  8. If you select the Test Run processing option, no records are changed in the database but all messages are logged, as in the productive run. If you leave the Test Run indicator unchecked, all records are saved in the database.

    If you have specified a layout variant, it is applied for the result display.

Result

The number of budget addresses, and the budget addresses themselves that were selected for processing, are displayed. It is possible to process several hierarchy IDs at one time. If errors are found when a hierarchy ID is processed, these errors are collected into the error log and the system continues processing the other hierarchy IDs. This means the budget addresses without errors are displayed, and you can click the Error Log button in the toolbar to handle the errors that occurred.

More Information

You can also use transaction Individual Processing (FMBSBO) to process individual budget addresses. If you use this transaction to maintain addresses in a multi-level structure, the system automatically includes the path from the root to the inserted address (for insertion) and deletes the subtree of a deleted node (for deletion).

Note Note

It is not possible to use the transaction Mass Processing (FMBSBO_MULT) to maintain budget addresses in a multi-level budget structure.

End of the note.

Both of these transactions are accessed from the SAP Easy Access screen by choosing Public Sector Management —> Funds Management —> Master Data —> Use of Account Assignment Elements —> Budget Control System (BCS) —> Budget Structure —> Budget Address —> Individual Processing or Mass Processing.