Purpose

If you have defined a separate budgetary ledger (BL), this means that when a user creates a reservation or a funds commitment that consumes or increases the budget, there is a simultaneous recording of the following information in the budgetary ledger:

budget consumption due to financial operations, such as the posting of previously budgeted amounts or commitment items

the posting of the corresponding earmarked funds documents or invoices

After customizing the budgetary ledger, you will have an additional ledger that is linked to the General Ledger of SAP Financial Accounting (FI).

When you have made the Basic Settings, you can set up the General Budgetary Ledger or the specific Spanish Budgetary Ledger , which contains the same activities of the general one, plus other IMG activities created specifically for Spanish public organizations.

In the individual IMG activities, you make the corresponding settings to set up a budgetary ledger in your organization.

Prerequisites

For processes involving the creation or transfer of budget data, the budgetary ledger (BL) only works if theonly works together with the Budget Control System , you must have previously installed and configured it, otherwise budget postings will have no effect on Financial Accounting

Activities

Go to the Public Sector Management (PSM) IMG and choose Funds Management Government ® Budgetary Ledger . Then execute the Customizing steps described below, in the order given.The IMG documentation for each step provides instructions on what you must do.

Customizing for BL Basic Settings

Activate Variant for Budgetary Ledger You must first specify which BL variant you will be using. If you want to use the “US Federal” BL Variant, please note that you must continue working in the US budgetary ledger .

In the same IMG activity, you must also specify the document type to be used for the BL, whether negative postings are permissible, and whether splitting and zero balancing of budgetary ledger documents are to be allowed.

Classify BL Accounts In this step, you enter classification data relating to your organization’s chart of accounts. This includes:

Specifying whether budget and/or actual postings are allowed for ranges of accounts

Stipulating whether postings to accounts in specified ranges are made through the budgetary ledger or not

Define Posting Keys for Budgetary Ledger In this step, you define the debit/credit posting key for the postings in the budgetary ledger.

Customizing for General Budgetary Ledger

Select Budget Categories and Value Types for BL Update Select the budget categories and value types to be used for the BL update, per FM area.

Select Source Fields for G/L Account Assignment Derivation Here you define a derivation strategy , in order for the budgetary ledger to derive G/L accounts from the corresponding FM account assignment elements and other fields. For this, you select the Data Dictionary fields to be used for the update in Financial Accounting, enablingyou to store FM account assignment elements used in the budgetary ledger (such as the commitment item, fund, or funds center) in the FI General Ledger.

Define Derivation Strategy for BL Accounts In this IMG activity, you can maintain the account assignment derivation both for budget and commitment/actual postings in the budgetary ledger, and to maintain values for them.

Select Fields for FI Update In this IMG activity, you can select the specific fields, such as FM account assignment elements, to be stored in the Financial Accounting (FI) component with the BL document posting.

Customizing for Spanish Budgetary LedgerIf you are working in a Spanish Public Sector organization, instead of customizing the General BL, you carry out the IMG activities for the Customizing of the Spanish budgetary ledger . Besides the general budgetary ledger IMG activities in this IMG menu, you must also:

Define Predecessors for Combined Documents Define the document predecessors to be used for combined documents for a particular document type, and

Exclude G/L Accounts from Automatic Offsetting Entry/Deletion In this IMG activity, you can exclude certain accounts from the automatic offset / deletion procedure, and specify whether you want to use the budgetary ledger only for posting, only for actuals, or for both.

Substitute BL Document Type In this IMG activity, you can replace the BLdocumenttype normally used as defined in the Basic Settings IMG activity Activate Variant for Budgetary Ledger (see above). You can use a different document type for different types of transaction figures, such as budgets, earmarked funds and financial accounting documents. For example, you can change the BL document type for reporting reasons, in order to easily identify the BL data originating from specific posting documents.

Result

Your budgetary ledger is configured and can be accessed, for example, from the BCS Budgeting Workbench (BWB).

All budget postings are now also written to the budgetary ledger in FI. These postings are carried out in the background.