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Definition

The budget period is the period of available budget authority. It is a master data element that is part of the account assignment, not a transaction-specific element like the posting date. It is an integral part of funds availability control and enables you to record budget appropriation/execution items independently of the fiscal year or any other master data information.

You may commit funds during the budget period. After it, however, you may post only follow-on documents, such as goods receipts, invoices, and payments. Each combination of a budget period and a fund is considered to be a separate pot of money that must be kept intact, even into future accounting fiscal years.

Prerequisites

To make use of the budget period in conjunction with the New General Ledger (G/L), you need either to create new ledgers or migrate data from your existing ones. See the appropriate documentation for details.

Integration

The budget period account assignment element is always used with the fund account assignment element. It appears in all account assignment screens for the application components listed below.

Where links are indicated, you can use them to access additional information on the use of the budget period in the relevant application component.

  • Funds Management

    Wherever you intend to use it, you create the budget period in Funds Management (FM). Use the link to access detailed information on what this involves and on the use of the budget period within FM.

    You can also use the budget period if you are using the Funds Management (PSM-FM) component together with one of the following components:

    • Contract Accounts Receivable and Payable (FI-CA)

    • industry component Public Sector Contract Accounts Receivable and Payable (IS-PS-CA)

    • industry component SAP Utilities (IS-U)

    For more information, see Budget Period in Contract Accounts Receivable and Payable.

  • Budget Control System (BCS)

  • Financial Accounting (FI)

    In addition to being included in transactions and account assignment screens, the budget period is included in FI documents that update other application components, such as FM and CO, and in documents from other applications that update FI.

    In the new General Ledger (G/L), specific tables (PSGLFLEXT*) and a scenario supporting the fund and budget period account assignment elements are available. These support the creation of full balance sheets by fund and budget period.

  • Asset Accounting (FI-AA)

    The asset master record includes a budget period field and it can be used in FI-AA posting transactions.

  • US Federal Government

    The budget period is only available for use if your agency is using the Budget Control System (BCS). It is not used in Former Budgeting.

  • Human Capital Management (HCM)

    The following areas have been enhanced with the Budget Period data element:

    • Personnel Administration, Organizational Management, Travel Privileges and Time Management Infotypes (Master Data)

    • Payroll Processing and Payroll Cluster Results

    • Payroll Posting to Accounting (Enhanced Version of Program RPCIPE01)

    • Third-Party Remittance

    • Personnel Cost Planning

    • Cross Application Time Sheet (CATS), including transfer to HR

    • Time Evaluation

    • Budget period is available for enterprise services for Employee Time Sheet and Work Agreement.

  • Controlling (CO)

    Budget period was added to transactions in the controlling module that display the funds management account assignments (fund, functional area, grant). This includes activity allocation, overhead and planning transactions.

  • Materials Management (MM)

    The account assignment screen for the following transactions has the budget period:

    • Contracts

    • Services

    • Purchase orders

    • Purchase requisitions

    • Invoices

  • Real Estate (RE-FX)

    Real Estate Objects can be created with assignment to a budget period and postings in Real Estate can be performed using the budget period.

  • Sales and Distribution (SD)

    The budget period is processed in SD as follows:

    • The budget period is an account assignment element in sales-related transactions such as those for quotations, sales orders, and resource-related billing (RRB).

    • The account assignment tab for document entry, change, and display transactions includes the budget period.

    • Transfers to FM, BCS, and Accounting are possible.

    • It behaves in the same way as other FM account assignment elements for such things as FM master data checks, validity checks, and COBL checks.

    • It is captured in relevant SD archiving tables.

    • BI Extractors for sales/billing documents capture the budget period.

  • Travel Management (FI-TV)

    The budget period has been added to travel privileges of the personnel master data and the alternative cost assignment screens in travel transactions.

Features

  • Any given budget period can be assigned to any number of funds to create budget-period-dependent combinations of funds. There is a mass assignment mechanism you can use to create such combinations.

  • The budget period appears as an account assignment element in all transactions integrated with FM.

  • The time span for which a budget is approved for consumption need not coincide with a fiscal year.