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Fund usages are used in funds management (FM) to reserve parts of fund budgets. All fund consumptions are represented in the system by fund usages.

The funds can be reserved for:

  • Claims

  • Settlements

  • Prepayments

  • Direct payments

  • Reservations

  • Chargebacks

Fund usages contain accrual information, such as the accrual profile, accrual dates, and the current accrual balance.

Prerequisites

  • You have defined number ranges for fund usages in Customizing for Customer Relationship Management, by choosing   Funds Management   Fund Usages   Define Number Ranges for Fund Usages  .

  • If you want to define additional key figures in the fund usage checkbook, you have added them in Customizing for Customer Relationship Management, by choosing   Funds Management   Checkbooks   Define Calculated Key Figures for Fund Usages Checkbooks  . You have also implemented the Business Add-in (BAdI) BAdI: Calculated Key Figures to calculate the key figures and view them on the UI. You can do this in Customizing for Customer Relationship Management, by choosing   Funds Management   Checkbooks   Business Add-Ins (BAdIs)  .

  • If you want to archive fund usages, you have entered a residence time in Customizing for Customer Relationship Management, by choosing   Funds Management   Fund Usages   Maintain Residence Time for Archiving  .

    You can then start the standard archiving process. For more information, see Archiving Fund Usages.

  • If you want to define special archiving actions for fund usages, you have implemented the relevant Business Add-In (BAdI) in Customizing for Customer Relationship Management, by choosing   Funds Management   Fund Usages   Business Add-Ins (BAdIs)   BAdI: Archiving Actions for Fund Usages  .

Features

  • Fund usage creation

    Fund usages are created by the system; you cannot create them manually. The way a fund usage is created depends on your scenario.

    There are two types of fund usages:

    • Reference-based

      Fund usages can be created by the reference (for example, a trade promotion, market development fund, or claim) to represent consumption of the fund. For example, in trade promotion management (TPM), a fund usage is created for each trade spend once the trade promotion reaches a certain predefined statues (for example, Released).

    • Fund-based

      You can also set up your system to create fund usages for a fund so that the budget accrues right away. To do this, you must have selected a fund type that has an accrual profile and an expense type assigned. You can do this in Customizing for Customer Relationship Management, by choosing   Funds Management   Funds Plans and Funds   Define Fund Types  . Once you have this fund type selected, the budget automatically accrues once the accrual calculation and accrual posting have run and the corresponding fund is released.

  • Fund usage checkbook

    You can view key figures that are relevant for the fund usage type (for example, chargeback) in the fund usage checkbook. This allows you to monitor the value flows such as pre-reserved, reserved, accrual balance, approved claim, settled, and write-off. The fund usage is the link between the fund and the trade promotion but is has line items and budget postings that do the work of updating. The checkbook is always updated immediately. Financial Accounting in SAP ERP is updated with BDocs that are sent immediately. There is no waiting time for a confirmation from SAP ERP that the BDocs have been posted.

    For more information, see Checkbooks.

  • Fund usage balancing

    Once all the claims have been received and processed, you can balance the corresponding fund usage to return any remaining reserved amounts to the fund. Balancing a fund usage also releases any remaining accruals for this fund usage, if it has accrued. The fund usage system status is then set to Balanced, which means that it does not accrue anymore and the reserved figures are no longer updated.

    Until the corresponding fund has been closed, settlements and posting transactions are still allowed even after the fund usage has been balanced. When the corresponding fund has been closed, you can no longer make late settlements.

  • Additional functions

    You can define additional functions for fund usage objects by implementing a Business Add-In (BAdI) in Customizing for Customer Relationship Management, by choosing   Funds Management   Fund Usages   Business Add-Ins (BAdIs)   BAdI: Additional Functions for Fund Usages  .

    For more information about the additional functions, see the BAdI documentation.

More Information

Fund Usage Status Management

Archiving Fund Usages