Functional Area: Grants Management / Transfer GM Budget to FM
Purpose
Use this procedure to transfer outstanding GM Budget to a FM Fiscal Year that was closed at the time the GM Budget transaction was processed.
Trigger
Perform this procedure when a new Fiscal Year has been opened in FM and there are prior year budget entries for grants that have not been transferred to the new year.
Prerequisites
- Grant must have a released budget document entered for a FM Fiscal Year that was not open when the document was created.
- The new FM Fiscal Year must be open.
Use the following menu path to begin this transaction:
- Select AccountingPublic Sector ManagementGrants ManagementBudgetingToolsGM_BDGT_TRANSFER_FM – Transfer Residual Budget to FM to go to the GM Budget – Create Released Document used by xxxx screen.
GM_BDGT_TRANSFER_FM
Business Process Information
At UC there is budget integration between the Grants Management (GM) and Funds Management (FM) modules. The system automatically performs the budget transfer between the modules for the Fiscal Years that are open at the time the GM_BDGT_RELEASE transaction is done. When a new Fiscal Year is opened, the outstanding GM budgets entered in the prior Fiscal Years need to be transferred to the new Fiscal Year.
The GM_BDGT_TRANSFER_FM transaction will generally not need to be run because UC business policy is that all FM Fiscal Years will be open for grant budget postings. The only time this transaction should be needed is if a FM Fiscal Year has been left closed in error.
Helpful Hints
Before the GM_BDGT_TRANSFER_FM document is executed released budget for the grant must have been entered for a Fiscal Year that was not open at the time the transaction was processed. The screen below illustrates a budget release document for Fiscal Years 2005, 2006 and 2007. The first two Fiscal Years were open when the document was created. The 2007 Fiscal Year was closed.
- 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: Grants Management / Transfer GM Budget to FM
Procedure
1. / Start the transaction using the menu path or transaction code.
2. / Before starting the GM_BDGT_TRANSFER_FM transaction review the GM Budget Release document below. This document was created in FM Fiscal Year 2005. Fiscal Years 2005 and 2006 are open but Fiscal Year 2007 is closed. The result is that GM Budget for Fiscal Years 2005 and 2006 have been transferred to FM but the 2007 Budget has not
GM Budget - Create Released Document used by STEPHEDD
3. / Navigate to the next screen.
/ At the bottom of the screen you can see that the Salaries Sponsored Class has been budgeted for $500.00 in 2005, $600.00 in 2006 and $700.00 in 2007.
The screen below shows the result of this Budget transaction.
Selection List for Entry Documents
4. / When fiscal year 2007 has been opened the grant budget for that period can be transferred from GM to FM using the GM_BDGT_TRANSFER_FM transaction. Use the following path to access this transaction.
/ Note that the $500.00 for 2005 and the $600.00 for 2006 have been transferred to FM but the $700.00 for 2007 has not been transferred to FM and does not appear on the report
Transfer Grants Management Budget to Funds Management
5. / As required, complete the following field:
/ A single grant only has been selected for this example. Usually the grant selection parameters in the first block will be left blank so that budgets for all grants will be transferred.
6. / Select to the right of the Test Run check box.
7. / Click .
/ If you get the message “No suitable records found” you are done with this transaction for the grant(s) selected.
Transfer Residual Budget from Grants into Funds Management
8. / Click.
Transfer Grants Management Budget to Funds Management
9. / Deselect to the right of the Test Run check box.
10. / Click .
Transfer Residual Budget from Grants into Funds Management (2)
11. / Click twice to return to the SAP Easy Access screen.
SAP Easy Access
12. / Enter FMEDDW in the command line to view the result of the above GM_BDGT_TRANSFER_FM transaction.
13. / Click .
/ The following messages may appear: “Enter FM Area”. Enter “UC” and click .
Entry Document
14. / As required, complete/review the following fields:
Field / R/O/C / Description
Budget Category / Required / The budget category is used to distinguish between the different ledgers Payment Budget and Commitment Budget, in which the budget data is stored
Example:
9F
The Budget category will always be 9F – Payment Budget.
Document Date / Optional / The date the document is created
Example:
01/22/2005
Grant / Conditional / At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.
1000000 to 9999999 for a range of all grants
Example:
1000015 for a single grant
This field must be populated in order to filter the report for grant budgets only. If left blank the report will show all budgets, both grant and non-grant.
15. / Click .
Selection List for Entry Documents
16. / Click twice to return to the SAP Easy Access screen.
/ Note that the 2007 budget has now been released.
17. / You have completed this transaction.
9/26/2017
Ver: / GM_BDGT_TRANSFER_FM_Transfer GM Budgt to FM_GrantsMasterDataCust_0.udc
© University of Cincinnati / 1/12
Work Instruction
Functional Area: Grants Management / Transfer GM Budget to FM
Result
You have transferred residual budget from GM to FM. This budget had been released in GM during Fiscal Year 2005 but could not be released in FM until the 2007 fiscal year was opened.
Comments
If it is determined that this process needs to be run, it is essential that SPA contact Financial Services to ensure that all future FM Fiscal Years are open for grant budgeting.
9/26/2017
Ver: / GM_BDGT_TRANSFER_FM_Transfer GM Budgt to FM_GrantsMasterDataCust_0.udc
© University of Cincinnati / 1/12