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 Processing Budget Entry Documents Locate this document in the navigation structure

Use

The following is a description of the processing functions Post – Create According to Reference – Prepost – Hold – Reverse which are available for entry documents in the budgeting workbench (BWB).

You can find information on the processes available for creating entry documents under Budgeting Process .

This graphic is explained in the accompanying text.

You should always enter positive numeric values as budget in the budgeting workbench. The system automatically determines the appropriate plus/minus sign of an amount using the process and processing function. However, the entry of negative budget values is not prevented by default. If you do not want to allow the entry of negative budget values, you must define an appropriate check rule in the consistency check.

Prerequisites

You are on the screen Budgeting Workbench – Create Document because you selected Budgeting → Budget Control System (BCS) →Entry Documents → Budgeting Workbench from the Funds Management menu.

Search Functions for Entry Documents

If you want to reference an entry document that already exists, the following BWB search functions are available:

Double-click the document if it is available in the document overview.

If the document is not in the document overview, but you know the document number, choose Edit → Search . Enter the document number in the dialog box and click ( ) ( Enter )

If you do not know the document number, start the search for a held entry document under Edit → Search Held or search for a posted or preposted entry document by choosing Edit → Search Effective .

Post Entry Document

Select a process and make all other necessary settings.

Choose ( ) ( Post ).

Create Entry Document Using a Reference Document

Select menu pathDocument → Create by Reference

Enter the document number of an existing entry document in the dialog box Reference Document whose data you want to copy for the new entry document and choose ( ) ( Enter ).

The complete data (except the document number) of the reference document is copied for the new entry document.

Change the default values of the reference document and choose ( ) ( Post ).

Prepost Entry Document

Select a process and make all the entries required, if necessary by copying the default values of a reference document, and click on the button Hold .

Choose the pushbutton Prepost in the application tool bar.

Hold Entry Document

Make all the necessary entries, if necessary using a reference document, and click on the button Hold Document .

Enter one of the alphanumeric keys (that you can define) in the dialog box Hold   and choose ( ) ( Hold ).

You can process held entry documents or delete them ( Document → Delete ) at a later date.

Reverse Entry Document

Only entry documents that were “really” posted can be reversed, preposted entry documents cannot.

Select the entry document to be reversed using one of the search functions described above.

Choose Document →Reverse

The system generates a reversal document in the processing status Initial (Reversal)

If you want to complete the reversal straight away, choose ( ) ( Post ) If the reversal is subject to an approval procedure, choose Prepost instead.

Result

When you save entry documents using ( ) ( Post ) or Prepost , the consistency checks that you activated are carried out. You can also carry out consistency checks for held entry documents by choosing the pushbutton ( ) ( Check Document F7 ) .

The entry documents generated are sorted according to processing status and entry document number. They are displayed in the document overview for the corresponding user. The display of posted, preposted or reversed entry documents is restricted to a maximum of twenty documents.