Changing Earmarked Funds

Use

The system protects particular fields of a posted document from changes. Included in these fields are document number, document type, company code, posting date and currency. Other fields such as the amount, the FM account assignment or document texts are changeable.

Prerequisites

Changing FM account assignments

Note that in Earmarked Funds for every document line item the account assignment to a commitment item, funds center and fund (FM account assignment) is only changeable as long as no reduction has taken place for this document line item.

If when entering a document line item the Account assignment changeable indicator was set, you can also change the FM account assignment for these document line items if the item was already partially reduced.

Note Note

If the account assignment changeable indicator is not set until a partial reduction has already taken place, then the indicator status can no longer be changed.

End of the note.

Change amount

Take into account you can only reverse an amount if this has not already been used. If you want to reduce an amount, you can only reduce it by the part that has not yet been used.

Procedure

To make changes to earmarked funds, choose Accounting Public Sector Management Funds Management Posting the desired accounting transaction Change.

Function	Procedure	What You Should Know
Change amount Document type without Workflow	Enter the new total amount in the field Amount total .
Increase amount Document type with Workflow	In the field Amount changed, enter an amount by which the already existing amount is to be increased.	If the changed document is still in Workflow - it was neither approved nor rejected - you must take the following into account when posting accounting transactions: When increasing the amount the original total amount is the maximum that can be used. In a decreasing of the amount, the decreased total amount is the maximum that can be used.
Decrease amount Document type with Workflow	Enter a minus amount (for example 100-) by which the already existing amount is to be decreased in the field Amount changed .-{}-
Cancel amount Document type without Workflow	Delete the existing total amount.
Cancel amount Document type with Workflow	Enter the already existing amount as a minus amount (for example 100-) in the field Amount changed .	The changed document goes back into Workflow. After approval, the changed amount is transferred by the system into the field Total amount.
Change FM account assignments (funds center, commitment item, fund)	Enter the new account assignment into the corresponding fields ( funds center, commitment item, fund ).	The system decreases the assigned value of the original FM account assignment in the budget by the respective amount. The assigned value is increased for the new FM account assignment accordingly.
Create or change document header text	Choose Extras Long text Document header.
Enter indicator and item text in the detail screen	To do this select a document line item and choose Goto Detail Document line item .	For more information see Entry Document Functions
Set/Reset Complete Indicator	For this select a document line item and choose Goto Detail Document line item .	For more information see Set Complete Indicator .