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Used before year-end closing, Balancing Automatic Cover Groups (FMMPCEBAL) is a mass transaction which allows you to balance expenditure budget addresses in automatic cover groups.

Depending on the definition of the automatic cover group in question, two types of budget document may be created to achieve this balancing:

  • RIB (Revenues Increasing the Budget) documents transfer budget from RIB rules to expenditure budget addresses. Note the following:

    • The RIB rule must use call procedure and must be assigned as a contributor to the automatic cover group in question.

    • An RIB budget document can only refer to one RIB rule.

    • The receiving budget address must be defined in the RIB rule as a budget receiver and must have been assigned the role receiver or sender and receiver in the definition of the automatic cover group.

    The sender must have been assigned the role Call RIB Contributor.

  • Normal budget transfer documents transfer budget between expenditure budget addresses in the same automatic cover group, using process Transfer. For this process, the sender must have been assigned the role sender or sender and receiver, while the receiving budget address must have been assigned the role receiver or sender and receiver in the definition of the automatic cover group.

For both types of budget document mentioned above, all budget addresses (or an RIB source address) of a new budget document must belong to the same automatic cover group.

Features

Defining the amount:

The calculation of the amount to be transferred is based on AVC data on the over-consumption of expenditure budget addresses with the roles receiver or sender and receiver.

Ordering the sequence of budget transfer:

If an automatic cover group contains both RIB rules and normal expenditure budget addresses as senders, you can define the sequence in which the different types of budget transfer documents (RIB and Transfer) should be created in Customizing for Public Sector Management under Funds Management Government —> Budget Control System (BCS) —> Budgeting —> Control Budgeting Flow —> Cover Eligibility —> Activate Cover Eligibility.

For each balancing process, you can define the sequence for handling budget senders (including contributors with RIB call procedure) and budget receivers in automatic cover groups in Customizing for Public Sector Management under Funds Management Government —> Budget Control System (BCS) —> Budgeting —> Tools —> Business Add-Ins for Budgeting (BadIs) —> BAdI: Enhance Cover Groups/Cover Rules (FMCE_COVER_GROUP).

Document settings:

You can specify aspects of each balancing process:

  • For both RIB and normal Transfer, you can choose different kinds of budget types on both sender (source) and receiver (target) sides; you can specify the document type for the balancing process.

In addition to the above, the following general common header data relevant to the balancing process to be used in all budget entry documents created by the program is required:

  • You must specify a document date.

  • You must set a sender period.

  • On the receiver side, you can either:

    • a) Specify a single receiver period, or

    • b) Distribute the budget to different periods according to a chosen distribution key.

  • You may choose Additional Data to add further information such as the document header text and the person responsible.

Selection:

In addition to the options outlined above, you must also specify the FM Area, Budget Category, Version, and Fiscal Year. If you use the Year of Cash Effectivity for budget categories in your organization, you can enter a range of valid years valid of cash effectivity. One AVC ledger must be specified for each budget category you have chosen.

You can limit the selection of automatic cover group by using selection options for cover group names and for FM account assignments.

Result

If you choose the detailed list option, the system produces a list showing the following information:

  • An indicator showing the maximum degree of error (Error, Warning of Information)

  • Document number (if the document was not posted, because it was a test run or because of errors, a temporary document number is generated by the system and displayed)

  • FM account assignment element

  • Year of cash effectivity

  • Budget process

  • Budget type

  • Total amount of the budget entry document line

  • Automatic cover group name

  • AVC ledger used

If errors occur, an application log is generated and displayed.