Functional Area: Budget / Create Supplement Budget Document
Purpose
Use this procedure to enter a supplemental budget.
Trigger
Perform this procedure when you need to increase the overall existing budget of a fund.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
- Select Decentral Financial Processor FMFMBB Budgeting Workbench to go to the Budgeting Workbench - Create Document screen.
FMBB
Helpful Hints
- The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
- On certain screens you may have to scroll to view some data entry fields.
Work Instruction
Functional Area: Budget / Create Supplement Budget Document
Procedure
1. / Start the transaction using the menu path or transaction code.
2. / Perform one of the following:
If the Enter FM Area window / Go To
Displays / Step 3
Does not display / Step 10
/ The window only displays the first time you access this transaction. For additional usages, the system will not display this window.
Enter FM Area
3. / As required, complete/review the following fields:
Field / R/O/C / Description
FM Area / Required / Organizational unit in the FM module which plans, controls and monitors funds and commitment budgets; the University uses only one (UC)
Example:
UC
4. / Click .
5. / Perform one of the following:
If the Enter Layout window / Go To
Displays / Step 6
Does not display / Step 10
Enter Layout
6. / As required, complete/review the following fields:
Field / R/O/C / Description
Layout Variant / Required / The layout variant is the unique identifier for settings used within the budgeting workbench.
Example:
ZUCFND
Use the ZUCFND layout when many changes are being made within one fund. Use ZBUDUC when making multiple entries to more than one fund.
7. / Click if you wish to save as the Default Layout.
8. / Click to continue.
9. / Go to Step 12.
Budgeting Workbench - Create Document
10. / Select Extras Change Budgeting Workbench Layout.
Enter Layout
11. / As required, complete/review the following fields:
Field / R/O/C / Description
Layout Variant / Required / The layout variant is the unique identifier for settings used within the budgeting workbench.
Example:
ZUCFND
Use the ZUCFND layout when many changes are being made within one fund. Use ZBUDUC when making multiple entries to more than one fund.
12. / Click to continue.
Budgeting Workbench - Create Document (2)
13. / As required, complete/review the following fields:
Field / R/O/C / Description
Process / Required / The process used to post a budget document
Example:
Supplement
Budget Category / Required / Used to distinguish between the different ledgers - Payment Budget & Commitment Budget - in which the budget data is stored
Example:
Payment
Document type / Required / Key that identifies to which group of documents this document will be assigned; Documents of the same type contain common information which is relevant to posting and updating of the value fields in the database.
Example:
BDGT (Entry Doc)
Fiscal Year / Required / The fiscal year for which this transaction is relevant
Example:
2006
Budget Type / Required / Subdivision of the budget process
Example:
DCTR
There are four Budget Types, controlled by security role, defined:
CTRL (Central), to be used by all central users.
DCTR (Decentral), to be used by all Decentral users.
PLNT (Plant), to be used by all project systems / plant users for project budgets.
GRNT (Grant), to be used by all grants users for grant budgeting.
Grant / Required / Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting; At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.
Example:
NOT RELEVANT
Fund / Required / Separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements.
Example:
A100001
Version / Required / In planning, versions are maintained to represent multiple scenarios based on different assumptions and conditions.
Example:
MY
All decentralized users will use 0 (Zero version) for budgeting all funds. There is a version MY (Multi Year or permanent) that will be used by central users only when budgeting the general funds permanent base.
Document Date / Required / The date the document is created
Example:
01/04/2006
Period / Required / Unit that subdivides a fiscal year; UC begins with Period 1=July
Example:
001
When entering a budget document, the period to enter in the header would be equivalent to the current accounting period.
Funds Center / Required / Organizational unit responsible for execution of an assigned budget; UC cost centers = fund centers
Example:
7151900000
Commitment item / Required / Code identifying the account in Funds Management where this item will post; Collection of balance sheet and profit and loss statement accounts; Includes Balance Sheets (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (6), Budget Reserves (7), Transfer Accounts (8) and CO Secondary Postings (9). Most map directly 1-1 to G/L Accounts.
Example:
530500
Functional Area / Required / Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)
Example:
0
Funded Program / Optional / Object provides ability to record budget, control postings and monitor performance of internal orders; Can vary from simple activities to complex projects and can cross an organization's fiscal years, funding sources and organizational units; Mapped one-to-one to internal order or WBS element
Example:
The Funded Program is the budget view of an Internal Order or a WBS Element and would have the same number and name as the corresponding cost object.
Amount (USD) / Required / Indicates the value of the line item of an accounting document
Example:
1000
Text / Optional / Description field providing additional information for an entry
Example:
Supplement to budget
/ Always change to a value other than “All”.
14. / Perform one of the following:
If You Want To / Then / Go To
Add additional data / Click the tab. / Step 15
Continue / --- / Step 16
Budgeting Workbench - Create Document (Additional Data tab)
15. / As required, complete/review the following fields:
Field / R/O/C / Description
Person responsible / Optional / Person responsible for the cost center
Example:
Bob Bearcat
Header Text / Optional / Description of the header, designed to identify the header
Example:
A123456 – Fund Process
Text name / Optional / Name of a standard text describing the budgeting or the budget update
Example:
supplement, return, transfer
16. / Perform any of the following:
If You Want To / Then
Hide the Document Overview section / Click .
Display the Document Overview section if it is not displayed / Click .
Access all documents posted by the user / Click next to to expand the folder.
By opening up the folder and double-clicking on the document number, the document displays. If the document is posted or undone, all fields will be grayed out and no changes will be allowed.
Access all documents preposted (parked) by the user / Click next to to expand the folder.
By opening up the folder and double-clicking on the document number, the document displays. If the document is preposted or held, there will be white fields open for change.
Access all documents that have been undone by the user / Click next to to expand the folder.
By opening up the folder and double-clicking on the document number, the document displays. If the document is posted or undone, all fields will be grayed out and no changes will be allowed.
Access all documents that have been held by the user / Click next to to expand the folder.
By opening up the folder and double-clicking on the document number, the document displays. If the document is preposted or held, there will be white fields open for change.
Perform a document check to see if your entry is valid. / Click .
The system displays the message, “No errors detected. Document has been checked successfully” if there are no errors.
Switch the screen from display to change or change to display / Click .
This will switch the screen from display to change or change to display, depending on what level of the document is active. It is a toggle button.
17. / Perform one of the following:
If You Want To / Then / Go To
Enter additional information to the entry document / Click . / Step 18
Place the document on Hold / Click . / Step 22
Prepost (Park) document and process the document through system checks without saving / Click . / Step 25
Post a Preposted (Parked) document / Select EditSearch Effective.
This function is reserved for Central users. / Step 27
Post the document
Currently,Decentral usersare not authorized to Post budget documents. / Click .
The document goes through system checks, validations, and derivations. If the document passes all of these checks, the system generates a document number and it is posted to Funds management with the appropriate follow on documents as well. / Step 32
Exit this transaction / --- / Step 32
Change FM Budget Entry Document: UC Language XXXX
18. / Enter information in the space provided.
19. / Click .
/ The system displays the message, “Text was saved.”
20. / Click .
21. / Return to Step 17.
Hold Document
22. / As required, complete/review the following fields:
Field / R/O/C / Description
Held Document Number / Required / User defined document number which identifies a document being held in suspension within the user's profile
Example:
123456789
This document number is unique to the user and created by the user. It is a 10 character, alpha numeric field.
23. / Click .
Budgeting Workbench - Display Document
24. / Return to Step 17.
/ The system displays the message, “Held document XXXX has been saved successfully in FM area UC for user XXXX.”
The user’s document is placed into suspension under the user’s ID in the document folder within the Document Overview pane to the left of the header and line item detail. The document can then be retrieved later for completion and parking or posting. At this point, the held document has not been through any system checks. The document will remain in the user’s Held document folder until it is retrieved later for completion.
Budgeting Workbench - Display Document (2)
25. / Review the information displayed.
/ The document goes through system checks, receives a system document number, and is stored in the user’s folder within the Document Overview pane. The document will remain in the folder until it is retrieved and additional action is taken, i.e. post. Security authorizations will allow other (managerial) users to retrieve documents that have been preposted by other users (within their department) for approval and posting.
The system displays the message; “Document XXXX has been created successfully in FM area UC fiscal year XXXX.”
26. / Return to Step 17.
Search For Entry Document (Effective)
27. / As required, complete/review the following fields:
Field / R/O/C / Description
Document Year / Required / The document year is part of the document identifier. It is determined automatically from the fiscal year. If several fiscal years are involved, by convention, the most recent one is used.
Example:
2006
Entry Document Number / Optional / The number assigned to a budget document upon entry into the system.
Example:
987654321
Document Family Number / Optional / Grouping criterion of budget entry documents created by a mass process; The document family number is created automatically. All entry documents created automatically get the same document family number. To reverse all these entry documents you only have to know the common document family number.
Example:
Budgeting Process / Optional / Characterizes the basic process that is used to post a budget entry document
Example:
Version / Optional / In planning, versions are maintained to represent multiple scenarios based on different assumptions and conditions
Example:
Created by / Optional / Initials of user who created the report or query
Example:
Original Application / Optional / Original application that is calling the budgeting process of Budget Control System (BCS); Examples of applications which use BCS : BAPI-ED Entry document created from a BAPI interface, BAPI-UPD Mass data process triggered by a BAPI, BWB Document created in the budgeting workbench (BWB), GM Grants Management and PP Planning processor in Funds Management
Example:
Created on / Optional / Date the document was created
Example:
Document Date / Optional / The date the document is created
Example:
Posting Date / Optional / The date on which a transaction in SAP will be posted to the appropriate accounts; SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.
Example:
Person Responsible / Optional / Person responsible for the cost center
Example:
Document Status / Optional / File used to control the processing of a document
Example:
2
Reversal status / Optional / Status of the document: Normal, Reversal, Reversed, or To Be Reversed
Example:
Reversal Document Number / Optional / Number of the document used to reverse a budget entry document; If you reverse a budget entry document the system enters the number of the relevant reversal document in this field. Conversely, the system enters the document number of the reversed document in this field in the reversal document.
Example:
Entry document type / Optional / Document type classifies the budget entry document; It is flagged in the document header. In customizing you must define which document number range is permitted for the documents according to their document type.
Example:
Text Name / Optional / Name of a standard text describing the budgeting or the budget update (supplement, return, transfer)
Example:
28. / Click .
Selection List
29. / Double-click on the appropriate Document to be posted.
Budgeting Workbench - Display Document (3)
30. / Click .
Budgeting Workbench - Display Document (4)
31. / Click .
Budgeting Workbench - Display Document (5)
32. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, "Document XXXX has been posted successfully in FM area UC fiscal year XXXX."
33. / You have completed this transaction.
8/15/2017
Ver: / 06_BU_FMBB_Create Supp Bud_BudEx 2012-1.0.udc
© University of Cincinnati / 1/18
Work Instruction
Functional Area: Budget / Create Supplement Budget Document
Result
You have entered a supplemental budget.
Comments
None
8/15/2017
Ver: / 06_BU_FMBB_Create Supp Bud_BudEx 2012-1.0.udc
© University of Cincinnati / 1/18