Budget Entry Document (SAP Library - Budget Control System (BCS))

Budget Entry Document

Definition

Document which logs the entry of budget values in the budget control system (BCS) .

Use

Each type of budget that you process in the budget control system is saved as a budget entry document or entry document in database table FMBDT.

Entry documents are generated with the following processes:

When you process budget values in the budgeting workbench
When you execute programs as mass runs. Budget entry documents are generated in a mass run automatically in the background. Examples of these mass runs are: creating budget values from plan data, transfer posting to different budget types, transferring residual budget to a different fiscal year, etc.
If you process budget with the business objects BudgetEntryDocFM or BudgetFM

If you use other components, for example Grants Management integrated with the budget control system of Funds Management.

A document number is assigned to a budget entry document by the system and is valid as proof for the processing of budget values. After posting an entry document, only text information in the form of short and long texts can be changed. You can no longer make any changes to budget values or assign other attributes. You must make such changes in a new entry document.

A budget entry document can include one or more entry document lines. The total of all document line amounts is displayed in the header data of the entry document.

You can use the budgeting workbench to individually process or display budget entry documents. For more information on the functions of the budgeting workbench, see Budgeting Workbench.

Structure

As well the account assignment-specific information, such as the FM area and FM account assignments, the entry documents also include a number of attributes which characterize the assignment of budget during the course of the different budgeting phases of a managed fiscal year.

The following table gives you an overview of the fields that, depending on their layout for the budgeting workbench, are either included in the header data or document lines.

Header data fields ( tab page Header Data) and document lines

Field	This means:
Document number	Budget-entry document number assigned internally
Status	Specifies which Processing Status the budget has in the budget entry document.
Document year	Is determined automatically from the fiscal year specified. The target fiscal year is entered as the document year when transferring budget.
Process	Characterizes the Budgeting Process based on the budget entered.
Budget category	Defines whether the budget is entered for budget category Payment Budget or Commitment Budget.
Document type	Characterizes the document according customer perspectives. With the document type, you also define whether the approval of preposted budget is controlled using a workflow.
Fiscal year	Fiscal year to which the budget is assigned.
Budget type	Characterizes the budget according to customer perspectives. You use Budget Types to specify the budgeting processes delivered by SAP in more detail. You can assign the budget type either in the header data or as a column of the document items.
Document family	Identifies the program run, through which the entry document was generated. All entry documents of such a mass run are assigned the same Document Family Number by the system.
Total	Total amount of all document lines of an entry document.
Version	Budget version in which the budget is entered.
Document date	Entry date that can be defined as you wish which is then assigned to the entry document. The system date is proposed by default.
Period	If you do not define a definite period in the fiscal year, the budget total of an entry document is distributed to the periods according to the selected Distribution Key. As soon as a definite period is selected, the column Distribution Key in the document lines is hidden.
Distribution Key
FM account assignment elements such as funds center, commitment item, fund...	Depending on the respective FM account assignment elements that you activated in BCS, you can position each account assignment element either in the header data or as a column of the document items. Account assignment elements that are not activated are hidden.
Amount	Budget that is entered as an individual amount for a document item. You can create an explanatory short text (text50) for each document item.
Text

Note

You can insert document lines or replace data in the entry document by using Business Add-In FMKU_BUDGET_LINES. You can find more information in the IMG under Budget Control System (BCS) ® BCS Budgeting ® Business Add Ins for Budgeting ® Enhance Budget Document Lines.

You can assign further attributes to a budget entry document on the fields of tab page Additional Data:

Additional data fields

Manager	You can enter a budget manager.
Document header text	You can enter a short text (50 characters) for the entry document.
Text name	You can select a standard text.
*Year cohort*	Further specific entry fields for functions of the US Government.
Basis
Legislation

Note

You can include further customer-specific fields on the Additional Data tab page by using the Business Add-In FMBW_CUSTOMER. You can find more information in the implementation guide under Budget Control System (BCS) ® BCS Budgeting ® Business Add Ins for Budgeting ® Create Customer-Defined Fields in the Budget Entry Document.

Other information for the budget entry document

Apart from the fields mentioned above, you can also use the following entry or export information for each budget entry document via the application toolbar of the budgeting workbench.

Entry or output information of application toolbar

Pushbutton: Long text	You can create/change detailed information as a long text for each budget entry document.
Push button: Error log	All errors that occurred when you posted the entry document are displayed.
Pushbutton: Message per line	All the errors of the document line are displayed if you selected the corresponding document line beforehand.

Integration

Apart from logging a budget process in the budget entry document, additional change documents are written in the budget control system. Change documents log the complete document history. They are saved as line items in database table FMBDP.