Update Profile

In update profiles, parameters are grouped together to control commitment and actual data updates in Funds Management. Update profiles support system configuration because they contain logical management and executable features for control updates.

You have to specify the following for each Value Type (such as, funds reservation, purchase order, invoice) in profiles delivered in the standard:

the document date to be used for the period assignment of commitments and actual data in Funds Management.

update period taken from posting/document data or update period from due date

the budget category to be updated

payment budget and/or commitment budget

budget year to be updated

whether the update should only take place statistically (without availability control)

whether a commitment/budget carryforward can take place with fiscal year change.

In the Customizing of Funds Management, you must store an update profile for each FM area, in IMG activity Assign FM Area to Update Profile . The following questions are relevant for selection: Do you need one or several budget categories? Do you want to work on an invoice basis or payment basis?

Invoice basis

If you are working on an invoice basis, invoices and goods receipts are updated in Funds Management. In addition to primary costs, investments (for example, asset acquisitions) can also be updated. With fiscal year change operations, commitments documents (for example, purchase orders and earmarked funds) are carried forward to the new year.

Payment basis

If you are working on a payment basis, payments are also updated in Funds Management. Updating does not take place online, but only after you run the payment transfer program RFFMS200.

The date on which the update occurs depends on whether you use the original function for payment selection or the enhanced function for payment selection . For the enhanced payment selection function, the update always occurs on the posting date of the payment – irrespective of the settings in the update profile. With the Original function for the payment selection, the update is dependent on the settings in the update profile.

For more information on payment selection, see Payment Selection .

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Take note of the following:

Down payments can be updated both on an invoice basis and on a payment basis.

Transfer postings in Financial Accounting (for example, expense to expense) are updated with value type 66. In the standard system, these postings are displayed separately in the info system under the column “Profit transfers”. However, you can display these postings under “Invoice” or “Payment” by using your own drilldown reports.

Internal CO transfer postings (for example, activity allocation) can be updated statistically.

The following update profiles are updated in the standard:

Update profile	Budget category	Further Information
000100	Payment budget	Update on a payment basis with due date For example: a purchase order posted in 2000 with a due date in 2001 will consume budget in budget year 2001.
000101	Payment budget	Update on a payment basis with posting date For example: a purchase order that was posted in 2000 will consume budget in budget year 2000.
000102	Payment budget	Updating on an invoice basis with posting date
000200	Payment budgets and commitment budgets	Under Update Profile 000200
000350	Payment budgets and commitment budgets	Updating on payment basis or on invoice basis Commitment documents (purchase requisitions, purchase orders, earmarked funds) and payments are updated in CB with the posting date. Invoices are updated in the PB and the CB with the posting date. The payment is updated in PB with the due date (clearing date of the clearing document).
000400	Payment budgets and commitment budgets	Under Update Profile 000400 Note that you should only use this update profile if the global functions for German Government are activated in Customizing of Funds Management .

In the Funds Management IMG, you can override the standard settings of an update profile, in the IMG activity Override update profile .

You can specify the date of the update individually per value type

Take into account that the chosen date not only determines the posting period, but also the fiscal year. If for example you choose the delivery date for the purchase order, then with purchase orders at the end of the year, for which you do not expect delivery until the new year, the funds are not committed until the new year. If you have not yet entered budget in the new year then such purchase orders would be rejected depending on the tolerance limits settings in availability control.

You can specify that the update in Funds Management only takes place statistically for each value type. A document updated statistically cannot refer to a document that was 'really' updated. You must therefore note that each "Start" of the document chain is marked as statistical, for example, the purchase requisition or the funds reservation and the funds commitment.

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The only changes that can be made to update profiles delivered by SAP are those offered in the IMG activity Override Update Profile . Other changes or user-defined profiles are not supported by SAP.

This graphic is explained in the accompanying text.

Due date

For updates with a due date in Funds Management, the period is determined as follows:

Purchase order: delivery date and terms of payment

Invoice: baseline date of payment deadline and terms of payment

Vendor credit memo: baseline date of payment deadline without terms of payment.

Payment: invoice clearing date. (This is usually the posting date of the payment).