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User Manual FI14

Funds ManagementFunds Management Module

OVERVIEW

Master Process Description Oerie!

Funds management is the Accounting term for apportioning funds across budget items. This process is referred to

Funds Commitment. In SAP this process is managed using commitment items.

The Funds Management SAP module will affect how BSN disperses budgets across business! as well as how thebudgets are managed! monitored and reported on.

It co"ers the following scenarios relating to Funds Management #

"ourse Transaction "ode Description

FI$%.&$.&$

FMCIA

To create commitment item

To change commitment itemTo 'ispla( commitment itemTo 'elete commitment item

FI$%.&$.&) FMSA To Create Fund center

FI$%.&$.&* FMSB To Change Fund center

FI$%.&$.&% FMSC To 'ispla( Fund center

FI$%.&).&$ FMBBC +riginal Budget , -nter

FI$%.&).&) FMBBC Transfer Budget , Post

FI$%.&).&* FMBBC Supplement , -nter BudgetSupplement

FI$%.&).&% FMBBC eturn , -nter

FI$%.&).&/ FM-'' 'ocuments 'ispla(

Input # Re$uired Fields Field Value % "ommentsFM Area $&&&

Compan( Code $&)$

Procedural Steps

FI14&'1&'1 To create commitment item

A commitment item master record is re0uired on SAP 1* to allow the flow of

transactional data from Financial Accounting module to Funds Management module. Acommitment item corresponds to a 2 account in the chart of accounts. Acommitment item must be created first before a 2 account is created as thisis a re0uired field in the 2 master record.

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Create Commitment item

Via Menus Accounting 5Financial accounting 5Public Sector Management 5FundsManagement 5Master 'ata 5Commitment Item 5Indi"idualProcessing 5Create

Via Transaction "ode FMCIA

. This is an alphanumeric code of the commitment item (ou are creating

Clic6 on

7pdate the following re0uired and +ptional field

Field Name 'escription 3alues 8 -9ample :

Name The short name of the commitmentitem (ou are creating

-9penses

'escription The full description of the commitmentitem (ou are creating

-9penses

'ir. Postable Select dir.postable if (ou can postdirectl( to this commitment item

;es

Financial transaction The financial categor( it falls under *&

Commitment item categor( The categor( in which it falls underwhether balance sheet or incomecategor(

*

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Clic6 to sa"e the commitment item

A message bar displa(s

Press Shift


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as whether (ou can post directl( to that commitment item or not cannot be changed aswell as the financial transaction.

A commitment item corresponds to a 2 account in the chart of accounts. Inorder for the commitment item to be created! a corresponding general ledgeraccount must e9ist in the chart of accounts.

Change Commitment item



-nter the name of a commitment item to be changed e.g. A*//&$

Clic6 on

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Clic6 on sa"e to sa"e the changes of the commitment item

The message bar displa(s

Press Shift


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FI14&'1&'1 To Displa+ commitment item

This process of displa(ing a commitment item is triggered b( a displa( in the attributesof the 2 account.

Display Commitment item



-nter the name of a commitment item to be displa(ed e.g. A*//&$

Clic6 on

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The details in Commitment item is displa(ed

Press Shift


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Delete Commitment item



-nter the name of a commitment item to be delete e.g A*//&$

Clic6 on

, messa)e displa+s

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"lic- on .es

, messa)e /ar displa+s

FI14&'1&'0 To "reate Fund center

Funds Centers represent an organi?ational unit within a Financial Management area!which represents the structure of an organi?ation or an area of responsibilit( e.g.departments or pro@ects. Budgets are assigned to funds centers and commitment itemsin Funds Management.

Create Fund Center

Via Menus Accounting5 Financial accounting5 Public Sector Management 5Funds Management5Master 'ata5 Funds Center5Create

Via Transaction "ode FMSA

7pdate the following e0uired 8 : and +ptional 8 + : field

Field Name 'escription 3alues8 -9ample :

Funds Center -nter the funds center code to becreated

F)$&$4&

From Fiscal ;ear -nter the "alidit( start date &$.&$.$&&

To fiscal (ear -nter the "alidit( end date *$.$).

FM Area FM area of BSN $&&&

Clic6 on the enter icon to proceed to the ne9t screen

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7pdate the following fields


Name -nter the short name of the Funds center (ou are creating

T Fund Center

'escription -nter the full description of the Fundscenter (ouare creating

T Fund Center

Compan( Code -nter the Compan( code to which thefunds center belongs

$&)$

Business Area -nter the Business Area to which thefunds center belongs

)$&$

7ser Name -nter the funds center owners user

name 8logon name:

T7NI&&$

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+n the same Funds Center create screen clic6 onto the Dierarc(+E tab andenter the information on the table below#


ierarch( 3ariant 'efaults from the setup

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Clic6 on to sa"e the funds center that has been created.

Press Shift


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Funds Center Funds Center F)$&$4&

FM Area 'efaults to FM Area $&&&


+n the DFunds "enter "(an)eE screen ma6e all the necessar( changes.+nl( fields that are white can be changed

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Sa"e changes made to the funds center b( clic6ing

Press Shift


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FI14&'1&'4 To Displa+ Fund center

All the attributes of the Fund center can be displa(ed .

Change Fund Center

Via Menus Accounting5 Financial accounting5 Public Sector Management5Funds Management5Master 'ata5 Funds Center5'ispla(

Via Transaction "ode FMSC

+n the screen DDispla+ 3unds center in FM ,reaE! enter the funds centernumber in the field funds center


Funds Center Funds Center F)$&$4&

FM Area 'efaults to FM Area $&&&


It displa(s the attributes in the Fund center

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Press Shift


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FI14&'0&'1 Ori)inal ud)et 5 Enter

The budget entr( in the s(stem will be combination of Fund center and commitmentitem . All the re0uired master data alread( e9ist is the prere0uisites re0uired whenprocessing this transaction#

Via Menus Accounting5 Public Sector Management5 Funds management5Budgeting5 Budget Control S(stem 5-ntr( 'ocuments5Create

Via Transaction "ode FMBBC



eader

Process Select the process that (ou want toperform

-nter

Budget Categor( B( default Pa(ment

3ersion -nter "ersion & for appro"ed budget &

'ocument T(pe Select document t(pe $&&&

'ocument 'ate 'efaults to toda(s date $&.&4.)&$&

Budget T(pe Correspond to the process (ou are

carr(ing out

B$

ines

Funds Center SSA and ine of business for enteringbudget

F)$&$4&

Commitment Item Budget head for Budget entr( A&$/&$

Amount Amount of Budget $&&&&

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Clic6 to -nter the +riginal Budget


Press Shift of )4


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FI14&'0&'0 Trans3er ud)et 5 Post

Budget transfer function will be used to reGallocate budget under certain conditions.In case the Budget is more in one fund center and insufficient in another fund center thebudget transfer function will be usedIt will also appl( in the case where sufficient fund in one commitment item is to betransfer to another commitment item ha"ing less fund





eader

Process Select the process that (ou want toperform

Transfer




'ocument 'ate 'efaults to toda(s date $&.&4.)&$&Sender

Fiscal (ear Normall( defaults to the current (ear )&$&

Budget T(pe Correspond to the process (ou arecarr(ing out

A$

ecei"er

Fiscal (ear Normall( defaults to the current (ear )&$&


A$

ines

G1< Select 8G: for the sender commitment item G

Fund Center -nter the Funds center item transferringthe budget

F)$&$$&

Commitment item -nter the Commitment item transferringthe budget

A&$/&$

Amount -nter the amount to be transferred /&&&

G1< Select 8


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Fund Center -nter the Funds center item recei"ing thebudget

F)$&$)&

Commitment item -nter the Commitment item transferringthe budget

A&)/&$

Amount -nter the amount to be transferred /&&&

Clic6 to post the transfer


Press Shift


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FI14&'0&'2 6upplement 5 Enter ud)et 6upplement

This applies to allocating additional budget from outside to a particular combination offunds centers and commitment items thereb( increasing the o"erall budget amount.




eaderProcess Select the process that (ou want to

performSupplement






A$

ines

Funds Center SSA and ine of business for entering

budget

F)$&$4&


Amount Amount of Budget $&&&&

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Clic6 to post the transfer


Press Shift


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FI14&'0&'2 6upplement 5 Return Enter

This applies to allocating additional budget from outside to a particular combination offunds centers and commitment items thereb( increasing the o"erall budget amount.




eaderProcess Select the process that (ou want to

performeturn






A$

ines

Funds Center SSA and ine of business for entering

budget

F)$&$4&


Amount Amount of Budget *&&&

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Press Shift


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FI14&'0&'7 Document Displa+

In order to chec6 for the document posted for budget entr(

Via Menus Accounting5 Public Sector Management5 Funds management5Budgeting5 Budget Control S(stem 5-ntr( 'ocuments5'ispla(

Via Transaction "ode FM-''

-nter FM Area


FM Area FM Area for BSN $&&&

'ocument (ear ;ear for which budgeting is done )&$&

-ntr( 'ocumentnumber

Budget 'ocument number

Clic6 on

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Press Shift

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