Funds Management Configuration and Design

Configuration and Design Document Funds
Management
Page 1 of 146
Be careful while activating the funds management.

Once activated it will have impact across modules and will expect various FM related
parameters in all postings depending upon the configurations in the following steps. So
activate FM when considerable configuration is complete and test it in a
development/sandbox system.
A number of detailed configuration steps are listed in following page. These are
possible customization settings that SAP provides for. But the actual configuration
required will differ as per requirements of different customers. So only the relevant
configuration should be done.
Funds Management has following basic building blocks. Combinations of these
parameters form a budget address. But it is not necessary that each implementation
will require all parameters. So while configuring the systems only relevant parts
should be activated and configured.
Commitment Item
Fund
Fund centre
Funded Program
Grant
Functional Area
Budget Period
Funds management supports use of workflows while creation of budget and while posting
earmarked fund documents.

Management
Design Element name
#
Basic settings-account
assignment elements
Page 2 of 146
Design
element
category
Solution
Requirement
Description
In this node we can
Activating account assignments

such as Budget Period, Functional
Area,
Fund, Funded program, and Grant
at client level to allow using these
functions.
Allow blank values for any of the

account assignment objects
1.
Rule-Based Account
Assignment Distribution
Solution
Requirement
2.
Basic Settings in Funds

Management Government
Solution
Requirement
In this node we can
Maintain field profiles
Maintain action profiles
Maintain authorization groups

Maintain rule groups
Maintain derivation strategy for rule
based account assignment
distribution
Business Add-Ins
FM Basic settings consists of
Activation of Funds Management

with SAP's Public Sector solution
Activation of budget control

system-BCS
Activation of multi-year budget

control functionality
Defining global parameters for FM

Area: Fiscal Year, Currency (The
details decision around number of
FM Area, their FY variants etc. are
detailed in BDD-59 for Enterprise
Structure)
3.
Fiscal year Variant
This configuration node consists of
4.
Ranking order for selection of
generic entries
5.
Functional
Requirements
Data
Assignment of fiscal year variant

to the FM area

Ranking order for generic search of
FM objects

Management
Design Element name
#
Fund
Page 3 of 146
Design
element
category
Functional Data
Requirements
Description
This configuration node for Fund consists

of
6.
Funded Program
Functional Data
Requirements
Funded program master configuration

consists of
7.
Allocations to account
assignments from other
components
Fund Types definition- to group

and classify the fund for
processing and reporting
requirements
Solution
Requirement
8.
Creating funded program types-it

is relevant for search functionality
and in selection criteria for
reporting and processing
This configuration consists of
Select the derivation steps from

the standard from the SAP
standard derivation steps to
derive the values for FM account
assignments from other account
assignments.
Define account assignment

derivation / derivation strategy
consists of a sequence of
derivation steps. Each derivation
step consists of target fields and
source fields as per the
requirement.
BaDi: Enhanced Function for

Account Assignment Derivation
BaDi for Automatic Generation of
FM Master
Data: Cost Center for
Funds Center
BaDis: Business Ad-Ins
BaDi for Automatic Generation of

FM Master Data: Internal Order for
Funded Program
BAdI for Automatic Generation of

FM Master Data: WBS Element for
Funded Program
9.
Derivation strategy for

reassignment
10.
Solution
Requirement
Derivation Strategies are sequential

rules designed to reassign FM
objects for year-end operations or
mid-year assignments.

Management
Design Element name
Page 4 of 146
Design
element
category
Description
Define Status Profile

11.
Use of master data for BCS
Solution
Requirement

Define status profiles for cross
application components
Solution
Requirement
12.
Budget types
16.
Deactivation of account
assignment elements in
Controlling is also available if not
required.
Define Budget version Static

Version of Budget
Solution
Requirement
This configuration node will have

Planner profiles are used to define
which plan tasks are used with
which default parameters for each
table
Solution
Requirement
This node consists of

Defining the document types
Maintain number range interval for
entry documents
Maintain number range Interval for
budget change documents
Define number range Interval for
document family
Define layout for budgeting
Workbench
Define substitution for entry
documents
Solution
Requirement
Control budget flow consists of
15.
Control budget flow
Activation of account assignment

elements to enable the input field
of account assignment element in
BCS budgeting transactions
This configuration node will have
14.
Document definition
Solution
Requirement
13.
Planner Profile
Assign strategy for reassignment to

FM Area for closing operations
Defining the budget types

Assigning budget types to
processes
Activate period control for each

FM area and version according to
the requirements-If period control
is not activated (no entry), all
periods are open for budgeting by

Management
Design Element name
Page 5 of 146
Design
element
category
Description
default.
Activity Group
Solution
Requirement
17.
Settings for availability ledger
Solution
Requirement
Edit status of the budget phases

to define which phases the
budgeting contains during the
course of a fiscal year
Define Key Figures
Define Distribution Keys
Creation of activity group
Define derivation of activity group
This configuration consists of
Maintaining the customer-specific

ledger for availability check-This
activity is optional. Create new AVC
ledgers apart from 9H and 9I, if the
business is required for additional
checks
Defining the filter settings for

budget values-for the total
consumable budget against which
consumable budget (commitment
or actual values) is checked using
the AVC filter settings.
Defining the filter settings for

commitment/actual values that
should be excluded from active
availability control
Defining derivation strategy for

control objects to define the
customer specific logic on how the
FM account assignments for AVC
can be derived if they are different
from FM account assignment for
posting
Define derivation strategy for

tolerance profiles and assign a
standard tolerance profile to the
availability control ledger for each
fiscal year and FM area. This
defines the tolerance limits for all
18.

Management
Design Element name
Page 6 of 146
Design
element
category
Description
postings.
Earmarked Funds and Funds

transfers
19.
Solution
Requirement
Activate the availability control and

set the status

controlling the document entry for the
business transactions in Funds
Management. Below mentioned settings are
required for earmarked funds:
Maintain global settings-In this step

you can activate or deactivate
specific functions for earmarked
funds
Define document number ranges

Define number ranges for
groupings
Define document types. For each
document type, you must specify
the number range interval & the
field status group.
Define blocking reasons for the
earmarked funds and value
adjustment documents. With these
blocking reasons you can block a
document or document item for
manual processing

Field control for Earmarked
Funds and Funds transfers
20.
Defining field status variant and

assign a field status variant to each
FM area.
Assign field status variant to
company code-In this work step you
assign a field status variant to your
company codes.
Define field status groups and along
with a field status variant to a field
selection string and enter them
when defining document types
Define field selection to specify
which fields are ready for entry,

Management
Design Element name
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Design
element
category
Description
Actual and Commitment

Update/Integration
Solution
Requirement
21.
General settings in actual and

commitment
update/integration
required or hidden during

Earmarked funds and transfers.
Assign a field status variant and
field status group to the field
selection string
consistency checks for FM area
Solution
Requirement
22.
Activating Funds Management

for AVC/commitment/actual
update
Assignment of update profile to

FM area
Override update profile based on

the requirement
FM Line Items-Basic settings
Solution
Requirement
Make other settings as per

requirement
FM line items configuration consists of
23.
Integration
Integration
24.
Defining the number ranges for

updating actual data documents
in Funds Management
Assign/Store the number range
key in the FM area
This configuration node consists of the

settings for integrated use of Funds
Management with other components of the
SAP System
Integration with cost and

project Controlling
25.
Integration
Maintain Field Status for

Assigning FM Account
Assignments
This configuration node consists of the
settings for the integration of Cost and
Project Controlling with Funds Management
Define number ranges for posting

integration with Controlling
Choose business transactions for

integration
Activate CO Integration with Funds

management- this specifies that the
business transactions in Controlling
can be integrated into Funds

Management
Design Element name
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Design
element
category
Description
Management.
Set checks for CO plan version-it can
set the checks for planning functions in
Controlling
Integration with Procurement
Integration
26.
1.0
1.1
Activates functions for

Procurement for public sector
Configuration Elements Requirements
Configuration Element 01: Basic settings for Public Sector management
Activate Account Assignment Elements
Allow BLANK as Value for Account Assignment Elements
1.1.1 Overview of configuration element

These configuration elements lay out the for the remaining configuration elements within Funds
Management as it establishes the frame to which they relate.
1.1.2 Document Relationship Entities
Note: these relationships might be established in Solution Manager
Related PDDs
N/A General Configuration
activity across all PDDs and
modules
Related BPRs
N/A
General
Configuration
activity
across all BPRs
Related FRICEW
N/A General Configuration
activity across all FRICEW
elements

Management
1.1.3
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Configuration Element Design Details
i. Define Account Group

Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
As the FM module will be used in the Solution design the FM area has to be defined
and FM components and control objects have to be activated. The Solution FM data
objects (Fund, Fund Center, Functional Area, Commitment Item, and Budget Period)
will be utilized as a replacement for the current Customer IMIS BAC codes.
M - Module Specific
IMG > Public Sector Management > General settings for public sector management >
Basic settings: Account assignment elements > Activate account assignment elements
SPRO
1. Activate account assignment elements by checking boxes: Fund, Functional
area, Grant, Budget period and Funded program to enable the system to use
these functions.
Implementation
Steps
2. Make sure you save before exiting the transaction

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ii. Allow BLANK as Value for Account Assignment Elements

Rationale for
configuration
and
configuration
change
Solution will not permit blank values for Solution Funds Management dimensions.
M - Module Specific
Type
IMG > Public Sector Management > General settings for public sector management >
Basic settings: Account assignment elements > Allow BLANK as Value for Account
Assignment Elements
Menu Path
SPRO
Transaction
Implementation
1. N/A
Steps
1.2
Configuration Element 02: Funds Management Government-Basic Settings
1.2.1
Activate Global Funds Management Functions (PSM-FM)

Activate Global Functions for Budgeting
Define Global Parameters
Activate Multi-Year Budget Execution
Overview of configuration element
The Customer as a public sector organization, which operates based on a Fund Accounting principle. The
organization is required to ensure the funds entrusted to it by the General Assembly and Voluntary
Contributors are used for the purpose and nature for which the respective fund appropriations or donations
were authorized. To meet this objective the SAP Funds Management module will be utilized. Funds
Management Government refers to the Customizing settings in other components which are necessary for
integrated use with Funds Management.

Management
1.2.2
i.
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Rationale for
configuration
and
configuration
change
Activate Funds Management component for Customer project to enable the

functionalities.
M - Module Specific
Type
Menu Path
Transaction
Implementation
Steps
The Customer will activate/deactivate specific functions in the system for the
component Management (PSM-FM).
IMG > Public Sector Management > Funds Management Government > Basic settings >
SPRO
1.
Set the indicator to use the functions in this system.
2.
Checkmark Funds Management (PSM-FM)
3. Make sure you save your entries before you exit the transaction
ii.
Activate Global Functions for Budgeting

Management
Rationale for
configuration
and
configuration
change
In this IMG activity, we will activate the Budget Control System (BCS) as an operative
budgeting tool of the component Funds Management Government. In this step,
Solution will define a from-fiscal year for an FM area for this purpose. The Customer
will make a final determination as to the first fiscal year applicable for the Solution
implementation during the build phase.
M - Module Specific
Type
Menu Path
Transaction
Implementation
Steps
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IMG > Public Sector Management>Funds Management Government> Basic settings >
Activate global functions for budgeting
SPRO
1. Enter the FM area

2. Enter the Fiscal year
iii.

Management
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Page 13 of 146
In this IMG activity, Solution will activate the Multi-Year Budget Execution. IF The
Customer operates with two distinct financial periods consisting of a biennium (01
January even year through 31 December of the following odd year) and for Other
operations (01 July through 30 June of the subsequent year). To support this
requirement as noted by the Solution Steering Committee in the Key Design Decision
on the use of a single SAP Company Code it is required therefore use this
functionality in conjunction with the SAP FM dimension Budget Period .
M - Module Specific
SPRO
1. Checkmark: FM Activate Multi-Year Budget Execution (NOTE:
you must
complete configuration step 19 Actual and Commitment Update/Integration in
order to activate Multi-Year Budget)
Implementation
Steps
iv.
Rationale for
configuration
and
configuration
change
For each FM area, the parameters can be maintained differently as per the
requirement. FM area text, Budget profile, Fiscal year variant, number range, ranking
order (Here you enter the sequence of the objects funds center, commitment item, and
fund which are to be valid for an FM area when you select generic entries referring to
these objects. If you do not enter a value, the system uses sequence "1" (Funds
Center, Commitment Item, Fund).
The Customer considers each fund as a separate legal entity, managed through
respective organizationalunits (Funds Centers), and responsible for multiple nature of
expenses (Commitment Items). Based on this the ranking order for the Solution
implementation will be Fund, Funds Center, and Commitment Item.
Menu Path
Transaction
SPRO

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Implementation
1.
Select Display/Change icon (eyeglasses/pencil)
Steps
2.
Position icon at the bottom of the page
3.
Enter FM Area 1000 or select from drop down menu to the right
4.
Make any necessary changes to the FM area text
5.
Choose Fl. Year Variant K4
6.
No. range no. 01
7.
Ranking order Fund, funds center, commitment item
8.
Make sure you save your entries before you exit the transaction
1.3
Configuration Element 03: Fiscal year Variant
Assign Fiscal Year Variant to FM Area

Management
1.3.1
i.
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Assign Fiscal Year Variant to FM Area
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Assign the fiscal year variant defined above to the Project FM Area 1000 created
above.
M - Module Specific
Fiscal Year Variant > Assign Fiscal year variant to FM area
SPRO
1. Select Display/Change icon (eyeglasses/pencil)

2. Select row with FM Area 1000
3. Assign Fiscal year variant K4

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ii.
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Define Ranking Order for Selection
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this step, you define the ranking for the objects funds center, commitment item, and
fund in the generic search in an FM area.
M - Module Specific
Define Ranking Order for Selection of Generic Entries
SPRO
1. Select Display/Change icon (eyeglasses/pencil)

2. Enter the Ranking Order 5 or select from menu drop down:

Management
iii.
Change Message Control
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Page 17 of 146
The Funds Management message control settings will be determined during the
Solution build phase.
M Module Specific
IMG > Public Sector Management>Funds Management Government>Basic settings >
SPRO
1. Click on New Entries icon
2. Select from drop down menu in MsgNo
3. Select from the Online message type:

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4. Select the Batch input from the drop down menu:

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1.4
Configuration Element 04: Commitment Item, Fund Center, Fund, and Field Status for FM
Master Data Elements
Set up Commitment Item Hierarchies

Set up Funds Center Hierarchy
Set up Fund Types per FM Area and decide the budget scope for each.
Field Status for FM Master Data Elements

The funds center hierarchy defines the levels and positioning of funds center master data for reporting and
availability control purposes. The fund type is one of the major attributes of Fund Master which allow
separating different types of funds based on an organizations definitions. This is a user defined field and
the usage can be expanded beyond internal and external funds, if so required.
i.
Define Commitment Item Hierarchy Variant

Management
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
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In this step, you create variants for maintaining commitment item hierarchies.
Commitment Items hierarchies will be used in availability control (AVC) to control
budget differently for different commitment item hierarchies by fund type.
M - Module Specific
IMG > Public Sector Management > Funds Management Government > Master
data > Account Assignment elements > Commitment Item > Create Variant in FM
Area/Fiscal Year
SPRO
1. Select Create Variant in FM Area/Fiscal Year node
2. Enter or Select FM Area 1000
3. Enter new entries for Commitment Item Hierarchies per screenshot

below:
Make sure you save your entries before you exit the transaction
ii.
Create and maintain FM fund types
Rationale for
configuration and
We will create the FM Fund types for theCustomer project.

Management
configuration
change
Page 22 of 146
A Fund Type will be used to group funds with similar characteristics

such as those received from assessed contributions versus those
received from voluntary contributions.
Funds types will also be used to distinguish between the operations of
regular budget and other mission specific funds.
Fund is a master data that will be used to identify the source of
Funding. This master data will be used to represent the highest
budgetary control point, for the purpose of Fund accounting,
Fund master data maintenance includes various master data processes such
as creation, change, and deleting or expiring of Fund master records.
Type
Menu Path
Transaction
M - Module Specific
data > Account Assignment elements > Fund > Create FM fund types
SPRO
Implementation
Select New Entries icon
Steps
Enter or Select FM Area 1000
Enter FM Fund Type Number, Fund type text, and select the
Budget Scope Overall Budget per table below:
FM
Area
Fund
Type
1000
10
Fund Type Aid
1000
20
Other Funds
1000
30
Contribution for Education
1000
40
1000
50
Fund Type Text
Budget Scope
Overall
Budget
Overall
Budget
Overall
Budget
Overall
Budget
Overall
Budget
Make sure you save your entries before you exit the
transaction

Management
iii.
Field Status for FM Master Data Elements
Page 23 of 146

Management
Type
Menu Path
Transaction
Implementation
Steps
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M - Module Specific
data > Account Assignment elements > Edit Field Selection > Edit Field Selection
Strings
SPRO
1. Select Edit Field Selection String for Commitment Items and enter field
selection screen entry 1000 with selection string per screenshot:

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2. Select Edit Field Selection String for Funds Centers and enter field
3. Select Edit Field Selection String for Funds and enter field selection
screen entry 1000 with selection string per screenshot:

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4. Select Edit Field Selection String for Budget Period and use existing
FMBY with selection string per screenshot:
5. Select Edit Field Selection String for Funded Programs and enter field
6. Select Maintain Field Selection String for Functional Area and use existing
FMFA with selection string per screenshot:

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7. Select Assign Field Selection Screen and enter new entries 1000 for
each column
1.5
Element 05: Funded Program Types
1.5.1
Create and maintain funded program types
The Funded Program dimension usually is used to control and report on cost objects of definitive timeframe (CO Internal Orders or Project System Project activities) within SAP Funds Management. Please
note that;
Funded program is relevant for search functionality and in selection criteria for reporting and
processing.
The funded program type is used to categorize funded programs by common characteristics
such as common business processes.
When we are using the Funded Program in integrated postings, it is not possible to enter the funded
program directly. It must be derived, using rules specified in the FM derivation tool. After activation of
funded program, it will be displayed in Sales and Distribution (SD) orders, Plant Maintenance (PM) orders,
and in networks or network activities. It is not displayed in purchase requisitions, purchase orders, goods
receipts, or any other documents.

Management
1.5.2
iv.
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Create and maintain funded program types
Rationale for
configuration and
configuration
change
The Customer intends to use Funded Programs in support of Controlling and

Project Systems activities including, inter-alia, Assets under Construction, other
Other or IT Projects, and Trust Fund related substantive activities funded by
Voluntary Contributions. The Funded Program dimension maybe used to control
the overall funding of a Project in SAP Project Systems.
M - Module Specific
Type
Menu Path
Transaction
Implementation
IMG > Public Sector Management > Funds Management Government > Master data
> Account Assignment elements > Funded program > Create and maintain funded
program types
SPRO
1. Select New Entries icon
2. Enter Funded program type-4 digit alpha numeric as shown below:
Steps
3. Enter text-description (the FPType Text) as show below

4. Repeat for each line
FPT
AENS
ASWS
COEV
FCTS
ICTP
FPT Text
Associate Experts
(Non-Settlement)
Associate Experts (Settlement)
Conference & Events
Facilities Projects
ICT-Projects
1.6
Configuration Element 06: Allocation to account assignments from other components
Define account assignment derivation

This configuration defines the account assignment derivation steps.
We use account assignment derivation to automatically determine the values of FM account assignments
from other account assignments.

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The account assignment derivation consists of a sequence of derivation steps - known as the derivation
strategy. It is used to sequentially derive the values for FM account assignments from other account
assignments.
Each derivation step describes how a number of target fields can be filled from a number of source fields.
Assign a company code to each strategy and each company code can only be assigned to one strategy.
If we do not specify a strategy on the selection screen, the standard SAP strategy is proposed by the
system.
For each business transaction relevant to Funds Management, account assignment derivation determines
values for the FM account assignment elements from other account assignment objects in the related SAP
modules. This includes for example FI (Financial Accounting) General Ledger Accounts to FM (Funds
Management) Commitment Items.
Define account assignment derivation/derivation strategy consists of a sequence of derivation steps. Each
derivation step consists of target fields and source fields as per the requirement.
1.6.2
i.
Define account assignment derivation

The Customer Solution design is to permit transactions processed in SAP
Funds Management directly and the SAP modules listed below to post to SAP
Funds Management Appropriations, Allotments from assessments and
voluntary funding, and all budgetary consumption or statistical uses of budget.
This configuration will determine all Fund Management account assignments
consisting of Fund, Fund Center, Functional Area, Commitment Item, Grant,
and Budget Period.
M - Module Specific
Rationale for
configuration and
configuration change
Type
Menu Path
Transaction
IMG > Public Sector Management > Funds Management Government > Master data >
Allocations to Account Assignments from Other Components > Define account
assignment derivation
SPRO
Assign Derivation Strategy Z001 to Customer Company Code 1000

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Please create the derivation strategy per the documentation below:
FM Derive
Note: Derivation Rule Values are NOT absolute (only illustration/ examples)
This is a very powerful functionality and can be used with a number of permutations and combinations of Source
fields / Target Fields and sets of conditions.
The examples given below are only for demonstrating the wide variety of ways this functionality can be used.
Step XX:

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Step XX:
Step XX:
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Step XX:
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Step XX:
Step XX:
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1.7
Configuration Element 07: Business Add-Ins (BAdis)
1.7.1
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The Customer Solution implementation will activate BAdis to provide access to data elements in other
modules not delivered through standard configuration and to reduce user inputs / data errors to data
elements in other modules that can be auto created.
1.7.2
ii.
BAdI for Automatic Generation of FM Master Data: WBS Element for Funded Program

Management
Rationale for
configuration
and
configuration
change
Type
Page 38 of 146
To ensure the proper relationship between the Project System and Funds
Management modules of the SAP Solution implementation this BAdi is being
implemented to auto create a Funded Program upon the creation of a Project System
Work-Breakdown Structure Element (WBSE).
It has been determined that this BADi has been replaced by SAP with T-Code
FMDDAUTO, therefore the BADi will not need to be activated.
M - Module Specific
IMG > Public Sector Management>Funds Management Government>
Master data> Allocations to Account Assignments from Other
Components>Business Add-Ins (BAdIs)>BAdI for Automatic Generation
of FM Master Data: WBS Element for Funded Program
Menu Path
SPRO
Transaction
Implementation
1. Technical Team will activate the BAdI.
Steps
1.8
Configuration Element 08: Derivation Strategy for Reassignment
Define Derivation Strategy for Reassignment

Assign Strategy for Reassignment to FM Area Overview of configuration element
With the account assignment derivation, the values of the new FM account assignment are determined
automatically from previous account assignments. Several target account assignments can be determined
for some closing operations that allow amounts to be split over several target account assignments and
partial amounts to be included.
The account assignment derivation consists of a sequence of derivation steps - the reassignment
derivation strategy through the values from FM account assignments are derived from other account
assignments. Each derivation step describes how a number of target fields can be filled by a number of
source fields. Assign strategy for reassignment to FM Area for closing operations.
1.8.1
i.
Define Derivation Strategy for Reassignment

Management
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
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The Solution implementation given its reliance on the Budget Period to ensure proper
control of resources apppropriated or donated to a particular fund for a specific
Customer financial period will need to ensure that during reassignment the spender
and receiver Commitment Item retain the original budget period.
M - Module Specific
IMG > Public Sector Management > Funds Management Government > Master data
> Derivation strategy for Reassignment > Define derivation strategy for reassignment
SPRO
1.
Enter Derivation strategy Z001
2.
Enter the description of the derivation strategy per screenshot below:
3.
Make sure you save your entries before exiting
4.
Highlight line
5.
Select Maintain Strategy icon
6.
Select the Create Step icon
7.
Toggle on the derivation rule and click
8.
Enter the step description, source fields and target fields per screen shot below:

Management
9.
Click Save
10.
Click the maintain entries icon
11.
Click Save
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and then the back button
and exit button
Until back to SPRO

Management
i.
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Assign Strategy for Reassignment to FM Area
Rationale for
configuration
and
configuration
change
This is a continuation of the configuration per above.
M - Module Specific
Type
IMG > Public Sector Management > Funds Management Government > Master data >
Derivation strategy for Reassignment > Assign Strategy for Reassignment to FM Area
Menu Path
SPRO
Transaction
1.
Complete the fields per screen shot below:|
Implementation
Steps
2.
1.9
Make sure you save before exiting
Configuration Element 09: Use of master data for Status Management
1.9.1
Define Status Profiles

A status profile is created by the user in general status management. In a status profile the user can define
the sequence in which user statuses can be activated, define initial statuses and allow or prohibit certain
business transactions.

Management
i.
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Define Status Profile

This step tells you how to adapt SAP status management to your specific requirements
Rationale for
by creating Status Profiles.
configuration
and
SAP status management gives you the option of adding your own user statuses to the
configuration
system statuses supplied by SAP. You can then assign particular business transactions
change
to the user statuses.
The Solution,Project configuration is currently developed to support the other SAP
modules. The configuration to support the SAP Grants Management Grantee module is
performed as part of the SAP Funds Management configuration. Status profiles will be
used in Grants Management to control access based on the status of a donor agreement.
M Module Specific
Type
IMG > Public Sector Management > Funds Management Government > Master Data >
Status Management > Define Status Profile
Menu Path
SPRO
Transaction
Implementation
Steps
1.
2.
3.
4.
Choose Edit -> New entry.

Enter GMCUSTOMER to set-up the status profile for Grants Management.
Enter an explanatory text GM Status for Grant.
Specify a maintenance language for the status profile. Changes and additions
to the status profile can only be made in the maintenance language and must
then be translated into the other languages you use. This guarantees that the
entries in the profile are complete and consistent.
5. Press Enter to include the status profile in the list.

6. Save your entries.
1.10 Configuration Element 10: Use of master data for BCS

1. Activate Account Assignment Elements in Budgeting
1.10.1

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This configuration will allow activating relevant FM master data for SAP Budget Control System
(BCS). As BCS is the standard delivered tool for Public Sector budgeting, FM account assignment
elements needs to be specifically activated before being used in BCS transactions.
4.10.3
i.
Activate Account Assignment Elements in Budgeting

All the FM master data elements are to be enabled for using BCS Budgeting
Rationale for
transactions in Budgeting Workbench. This screen allows selecting the status for each
configuration
of the fields separately. Statuses available are: Mandatory, Optional & Not used.
and
configuration
These selections need to be consistent with the higher level activation for overall Funds
change
Management under section 4.1. This means that if a master data element is selected
not to be used in 4.1 above; it cannot be set as either mandatory or optional here.
The Solution design is to have all Fund Management data objects as mandatory,
however due to a SAP HCM system requirement the Budget Period will be set to
optional and derived for all transactions.
M - Module Specific
Type
IMG > Public Sector Management > Funds Management Government > Budget
Control System (BCS) > Budgeting > Basic Settings > Use of Master Data > Activate
Account Assignment Elements in Budgeting
Menu Path
SPRO
Transaction
Implementation
1.
Enter FM area 1000

For each of the master data (Fund, Budget Period, Fund Center, Commitment
Item, Functional Area, Grant, Funded Program) one of the following field status to
be selected for during BCS Budgeting:
Steps
Mandatory
Optional
Not used (Hide)
2.
Complete the selections for FM Area 1000 per the screenshot below, please note
will need to use the right arrow to make all selections.
o
3.
Make sure you save your entries

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4.12
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Configuration Element 12: Definition of budget data
4.12.1
Define Budget Category

Edit Versions
The characteristics of Budget category differentiates between Commitment budget and Payment budget.
4.12.2
Configuration Element Design Deta
4.12.2
i.
Define Budget Categories
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this IMG activity, you determine the budget categories you want to use for an FM
area in your organization. The following are budget categories: Commitment budget,
Payment budget and Financial budget.
M Module Specific
Control System (BCS) > Budgeting> Basic Settings > Definition of Budget Data>
Define Budget Categories
SPRO
1.
Enter FM Area 1000
2.
Select Payment Budget
3.
Leave the Time Horizon field blank
4.
Leave Start Next Year unchecked
5.

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ii.
Page 45 of 146
Edit Version
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
In this IMG activity, you stipulate the versions you want to use for budgeting in your
FM area. When managing different budget data, you can work with several operational
versions at the same time when using the budget control system in Funds
Management.
M Module Specific
IMG > Public Sector Management>Funds Management Government > Budget Control
System (BCS) > Budgeting > Basic Settings > Definition of Budget Data > Edit
Versions
SPRO
1.
Enter the information per the screen shot below:
2.
Steps
3. Once versions defined, there is a transaction FMBOSTAT to run on application

side in order to assign Budget Status ALL to version 0 by fiscal year. Per screenshot
below: make an additional entry for Fiscal Year XXXX.

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4.13
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Configuration Element 13: Budget types
Define budget types

Budget Types are customer-defined budget specification in the Budget Control System (BCS). The
combination of budget type and budgeting process represents a customer-specific definition of budget
values.
4.13.3
i.
Define budget types

Management
ationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Page 47 of 146
The budget types to differentiate between types of budget postings for documents
and reporting. Will be defined as per customer requirement.
M Module Specific
Control System (BCS) > Budgeting > Basic Settings > Definition of Budget Data >
Budget Types > Define Budget Types
SPRO
1.
Enter FM Area 1000 and click
2.
Select new entries icon
3.
Please complete the table per ,matrix below and Assign Processes
Budget
Type
Long Description
Processes
APRI
ALLT
SALT
MSBL
Appropriation Received
Appropriation Ready for Issue
Allotment
Sub Allotment
Member State Balance
Enter, Return, Send, Supplement

Enter, Return, Send, Supplement
Receive, Send
Receive, Send
Return
AALT
Advance Allotment
Enter, Return
CATH
CARI
CAWA
CARI
Commitment Authority
Commitment Authority Ready for Issue
Commitment Authority with Appropriation
Commitment Authority Ready for Issue
Enter, Return, Send
AREV
ARRI
Allocation Revenue Received

Appropriation Ready for Issue
Enter, Return, Send

Enter, Return, Send
GMEN
GMSP
GMTR
GMRT
Other Revenue Received

Supplement
Transfer
Return
Enter, Return, Send

Supplement
Receive, Send
Return
APRO
Enter, Return, Send

Enter, Return, Send

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4.
Select the first line and double click Assign Processes.
5.
Complete per the screen below:
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12.
4.14
Save
Page 49 of 146
and exit.
Configuration Element 14: Document Definition for Budget Entry
Define Document Types

Maintain Number Range Intervals for Entry Documents
Maintain Number Range Intervals for Budget Change Documents
Define Number Range Intervals for Document Family
Define Budgeting Layout
Field Status for Budget Entry Documents
Define and Assign Changeable Fields in Budget Documents
Define Derivation Strategy for Additional Budget Line ItemsDefine Substitution for Budget
Documents
4.14.1
BCS Budget Control System includes functions for budget planning, budget monitoring, budget reporting
and availability control. The Customer Solution implementation will utilize all functionalities except budget
planning. The full Solution Enterprise implementation plans for its budget planning requirements to be
provided by a SAP new dimension application.
4.14.2

Management
i.
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
In this IMG activity, you define the document types you want to use for budget postings
in Funds Management. . By using different document types, you can classify budget
entry documents according to your user-specific criteria, by assigning meaningful names
to the individual document types used within your organization. To facilitate integration
with Grants Management the design includes detailed GM document types that roll up to
GM01 to be in sync with Grants Management.
M Module Specific
IMG
> Public Sector Management > Funds Management Government > Budget
Control System (BCS) > Budgeting > Budget Entry > Document Definition > Define
Document Types
SPRO
1. Enter Document Type, Text Type, and Number Ranges and select the remaining
fields per the embredded file below:
Steps
Budget Types and

Doc Types for DEV (2).xlsx
2. Save your entries
ii.
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Maintain Number Range Intervals for Entry Documents

Management
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Page 51 of 146
This step defines the number range interval for budget entry documents of an FM area
for each fiscal year for the industry-specific component Funds Management.
Additionally, we have included the detailed GM number range intervals as well to be in
the 4 series.
M Module Specific
IMG > Public Sector Management>Funds Management Government> Budget Control
System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Document
Definition > Maintain Number Range Intervals for Entry Documents
FMEDNR
1. Enter FM Area 1000
2. Select
one
of
the
following:
Intervals
(eyeglasses
icon-Display)
, Status (pencil icon-Change)

or Intervals (pencil icon-Change)
3. Select Intervals (pencil icon-Change)
4. Click on Insert Interval icon
5. Insert the following to create number ranges: Number, Year, From number (10
digit number), To number (10 digit number), Number Range Status (10 digit
number) per embedded file in previous step;
6. Checkmark should be left checked as the Customer will utilize internal number
ranges.
7. Make sure to save your entries

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iii.
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Maintain Number Range Intervals for Budget Change Documents
Rationale for
configuration
and
configuration
change
In this IMG activity, you define the number range interval of budget change documents in
an FM area for each fiscal year in the component Funds Management.
Change documents are always generated, when changes are made to the totals records
for existing budget values. Change documents provide a complete history of the
changes made to budget values.
The Customer Office of Programm Planning, Budgeting and Accounts (OPPBA) agreed
to one continuous number range.
There is an outstanding consideration to have an external range for Customer Budget
Informaiton System (BIS) appropriations and allotment advices to be transferred to
Solution via an interface and possibly a second external range to support conversion.
Type
Menu Path
Transaction
iv.
M Module Specific
IMG > Public Sector Management > Funds Management Government > Budget Control
System (BCS) > Budgeting > Budget Entry > Budget Entry Documents > Document
Definition > Maintain Number Range Intervals for Budget Change Documents
SPRO
Define Number Range Interval for Document Family

Management
Rationale for
configuration and
configuration
change
Page 53 of 146
In this IMG activity, you define the number range interval to assign document family
numbers. Several budget entry documents are grouped togetherder one document
family which is created at the same time in a mass activity. This will be used in the
Customer implementation to support mass upload of allotments at the beginning of
a budget period.
The document family number references all the budget entry documents generated
at the same time in a mass rCustomerand makes drilldown reporting and further
processing easier (such as a mass reversal with the program Reverse documents).
In this way, an entry document also gets a document family number as well as the
individual budget entry-document number. The respective document family is
displayed in the budgeting workbench in the header data of a budget entry
document. For entry documents without a family document, the Document Family
field in the budgeting workbench is hidden.
Type
Menu Path
Transaction
Implementation
M Module Specific
IMG > Public Sector Management>Funds Management Government> Budget
Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents >
Document Definition > Define Number Range Interval for Document Family
SPRO
2. Select one of the following: Intervals (eyeglasses icon-Display)
Steps
, Status (pencil icon-Change)
or Intervals (pencil icon-Change)
3. Select Intervals (pencil icon-Change)
4. Click on Insert Interval icon
5. Insert the following to create number ranges: Number, Year, From number (10
digit number), To number (10 digit number), Current Number (10 digit
number)
6. Checkmark if the number range interval is external.

Management
7.
v.
Define Layout for Budgeting Workbench
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Management
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Page 55 of 146
In the budgeting workbench, you can define whether a specific input field appears
in the header area of the budgeting workbench.
M Module Specific
Control System (BCS) > Budgeting > Budget Entry > Budget Entry Documents
> Document Definition > Define Layout for Budgeting Workbench
SPRO
1. You will see the following screen with standard SAP budget workbench
layouts:
Steps
2. Select the icon New Entries

3. The following screen will appear:

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Page 56 of 146
4. Enter the following Layout Variant Z0001 and Description Customer All
Account Assignment Elements in Line Item.
5. Select from the drop-down menu the fields and enter the respective
column position number as shown in the screenshot below:

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6. Make sure you save your entries
vi.
Field Status for Budget Entry Documents
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Management
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Page 58 of 146
In this IMG activity, you can create and delete field status variants for Budget Control
System (BCS). A field status variant enables you to control whether the fields your users
see when they create budget entry documents are hidden, displayed, optional, or
mandatory.
M Module Specific
Field Control for Budget Entry Documents > Field Status
SPRO
1. Select Define Field Status Variant node
2. Define Field Status Variant ZZ01
Steps
3. Select Assign Field Status Variant node

4. Assign ZZ01 to FM Area 1000per screenshot below
5. Select Define Field Status Group node

6. Define Field Status Group ZZ01
7. Select Assign Field Status Group node

Management
8. Enter values per embedded spreadsheet below:
Doc Types by
Process for Field Status Group.xlsx
9. Select Maintain Field Status Definition node

10. Edit Field Status Definition ZZ01 per screenshots below:
11. Select Assign Field Status definition node:
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vii.
Changeable Fields in Budget Documents
Page 60 of 146

Management
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Page 61 of 146
In this IMG activity, you define a profile of changeable fields for your pre-posted and
posted budget documents.
M Module Specific
Field Control for Budget Entry Documents > Changeable Fields in Budget Docs
SPRO
12. Select Define Profile of Changeable Fields in Budget Docs node
13. Define Profile 1000 for Changeable Fields per screenshot below
Steps
14. Select Edit Profile for Preposted documents and define changeable fields
per screenshot below
4. Select Edit Profile for Posted documents and define changeable fields per
screenshot below

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15. Select Assign Profile of Chngble Flds to Doc. Types node

16. Assign Profile 1000 to all document types * per screenshot below
17. Select Activate Change Log for Preposted Budget Documents node
18. Activate change history per screenshot below

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viii.
Define Derivation Strategy for Additional Lines
Page 63 of 146

Management
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Page 64 of 146
In the budgeting workbench, you can create additional budget lines to post
automatically via the derivation strategies in this configuration node.
M Module Specific
Additional Budget Line Items > Define Derivation Strategy for Additional Budget
Line Items
SPRO
Create derivation strategy per below screenshots

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Only master data that needs overwrite
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1.
4.15 Configuration Element 15: Control Budgeting Flow
4.15.1
Activate Period Control

Edit Status
Define Key Figures - A key figure is made up of aggregated posting data from
user-defined data sources.
Define and Assign Check Libraries
In the Solution environment, the Customer seeks to restrict access to post budgetary documents
to open periods within the FM Area fiscal year (January December). To achieve this control the
system requires the activation of period control for budgeting. The Customer intends todertake
Budget Formulation outside of the SAP Funds Management (FM) module, therefore only one
status definition all is required. Additionally, based on the system configuration of Multi-Year
Budget Execution (MYBE) and Budget Period and the Customer definition of a Fund Balance at
the end of a period, it is required to establish a Key Figure to calculate the Fund Balance.
4.15.2

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i.
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Activate Period Control
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
ii.
The Customer requires the ability to control posting of budget documents only to
open periods.
M Module Specific
Control System (BCS) > Budgeting > Control Budgeting Flow > Activate Period
Control
SPRO
1.
2.
3.
4.
Select New Entries icon

Select FM area 1000 from drop-down menu
Select Budget Version 0 (zero) from drop down menu
Checkmark Period Control. The complete screen is shown below:
5.
6.
Click the back icon
Edit Status
twice to finish this step.

Management
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Page 72 of 146
The Customer will apply budget period control to all phases: budget entry, budget
consumption, changes to the approved budget, including transfers, reductions /
supplements, and to budget blocks, of the budgetary process that are in scope.
M Module Specific
Control System (BCS) > Budgeting > Control Budgeting Flow > Edit Status
SPRO
1. Select New Entries icon
2. Select FM area 1000 from drop down menu
3. Enter Status all
4. Enter description (S) 6 character length short description
5. Enter description (L) 35 character length long description
6. The result is shown in the screen shot below, please note FM Area 0001 is a
standard SAP delivered FM Area and is not applicable to the Solution
implementation.
8. Highlight FM Area 1000 line and select

folder. The following blank screen will appear:
9. Add New Entries by Budget Type & Process per embedded spreadsheet. Note:
Budget Category = Payment and Authorization Group = blank for all values

Management
Budget Types and

Doc Types for DEV (2).xlsx
iii.
Define Key Figures
Page 73 of 146

Management
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Page 74 of 146
The Solution implementation requires a specific calculation of the Fund Balance

for use in end of a budget period cycle.
M Module Specific
Control System (BCS) > Budgeting> Control Budgeting Flow > Define Key
Figures
FMKF_DEF
1.
Implementation
Steps
2. Click the create icon (blank paper)

3. Define the key figure with an alphanumeric name beginning with 2 of the
same letters, for example: YY or
4. Enter _Customer Residual as the Key Figure in the pop-up window as
shown below:
5. Click the checkmark

6. Complete the fields on the screen as shown below:
7. Click the Select data source icon

8. Click on create icon
9. Populate tab Budget Data per sreenshot below:

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10. Select Posting Data tab

11. Click on create icon
12. Populate tab Posting Data per screenshot below:
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Page 76 of 146

14. Select Category Tab and checkmark the boxes per the screenshot below:

16. Repeat for BUDGET_TRAN.

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Page 77 of 146
17.
iv.
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
By defining a distribution key, you can distribute plan totals over individual plan
periods. The Project implementation will require the ability to post an Allotment
Advice (Spending Authority) to the specific month the document is approved without
distribution.
M Module Specific
Control System (BCS) > Budgeting > Control Budgeting Flow > Define Distribution
Key
GP30

Management
Implementation
Steps
Page 78 of 146
1. Expand the user-defined folder.

2. Click the folder Independent and Using the right mouse button, choose
Create.
3. Enter Z001 as the distribution and complete the description of the

distribution key as shown in screenshot below:
4. Click checkmark
5. Under the Distribution factors tab complete per screenshot below:
6. Click save
and complete the pop-up window shown below according to
Project Transport Request standards:
7. Repeat the above to create distribution keys for periods 2 12. Please note
the format of distribution factors per the screenshot below for period Z010.
Each of the subsequent distribution keys will be added to the same
Transport Request.

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Page 79 of 146
4.15.3
In this step you define budget availability control settings for the budget control system.
4.15.4
i.
Edit Derivation Strategies for Activity Groups

Management
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Page 80 of 146
All posting procedures relevant for availability control are divided into activity
groups. You can enter various availability control tolerance limits for each activity
group.
In addition to the activity groups delivered by SAP, you can create your own
activity groups and define the combination of the posting procedures contained in
them.
In this IMG activity, you can subdivide postings according to their posting
procedures.
M Module Specific
Control System (BCS) > Availability Control> Activity Groups>Edit Derivation
Strategy for Activity Groups
FMAVCDERIVACTG
1. Select the Change/Display icon (eyeglasses & pencil)
standard delivered by SAP
These are
2. Select Create Step by double-clicking on the Create Step icon

3. User can create a Derivation Rule or an Assignment. The pop-up
window will default to Derivation rule as shown below, please choose
Assignment and click the checkmark.
4. Complete the Derivation Strategy step as shown below:

Management
5. Save your entry

and click back icon .
6. Create the next step per the screenshot below:
7. Create the next step per the screenshot below:
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Management
8. Save your entry

and click back icon .
9. Complete the next step per the screenshot below:
ii.
Edit Tolerance Profiles
Page 82 of 146

Management
Rationale for
configuration
and
configuration
change
Page 83 of 146
In this IMG activity, you define the tolerance profile for the active availability
control in the budgeting of Funds Management (FM).
For each tolerance profile, you define whether you only want to work with
percentage usage rates or also with maximum permissible absolute differences. If
you allow absolute variances as tolerance limits, you must assign a currency to
the tolerance profile - this currency must match your FM area currency.
In a tolerance profile you group together the tolerance limits for the different
activity groups. You can define one or more tolerance limits for each activity
group by specifying different usage rates or also absolute variances. You also
define the check sequence of the different tolerance limits. Assign a message
type to each of these defined check events. As message type, an error message,
a warning, or information can be issued.
Type
Menu Path
Transaction
Implementation
M Module Specific
IMG > Public Sector Management>Funds Management
Government> Budget Control System (BCS) > Availability
Control>Edit Tolerance Profiles
SPRO
1. Select
icon, this allows the user to create new tolerance

profiles per below screenshot:
Steps
2.
Select Maintain Tolerance Limits and configure each profile per screenshots
below:
1. Tolerance Profile Customer (Maintain Tolerance Limits):

Management
2. Tolerance Profile EX (Maintain Tolerance Limits):
3. Tolerance ProfileOV (Maintain Tolerance Limits):
4. Tolerance ProfilePR (Maintain Tolerance Limits):
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i.
Page 85 of 146
Define Blocking Reasons
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this step you define the blocking reasons for the earmarked funds and value
adjustment documents. With these blocking reasons you can block a document or
document item for manual processing.
M - Module Specific
IMG > Public Sector Management > Funds Management Government > Funds
Management-Specific Postings > Earmarked Funds and Funds Transfer > Define
Blocking Reasons
SPRO
1. Select New Entries
2. Enter Block Number, two digit alphanumeric characters
3. Enter Block Description and Reason, fifty digit alphanumeric characters
4. Save your work

Management
ii.
Page 86 of 146
Rationale for
configuration
and
configuration
change
M - Module Specific
Type
Menu Path
Transaction
Implementation
Steps
4.16
In this step you define the messages the users will see when tolerance limits are
invoked.
Management-Specific Postings > Earmarked Funds and Funds Transfer > Change
Message Control
SPRO
2. Add messages as shown below
Configuration Element 19: Actual and Commitment Update/Integration
Assign Update Profile to FM Area
Override Update Profile to FM Area
Make Other Settings

Down Payment for Earmarked Funds
Activate/Deactivate Funds Management

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iii.
Page 87 of 146
Rationale for
configuration and
configuration
change
In this IMG activity, you activate the Funds Management (FM) account assignment
derivation and update of documents from the feeder components for FM
M Module Specific
Type
Menu Path
Transaction
Implementation
IMG>Public Sector Management>Funds Management Government>Actual and

Commitment Update/Integration>Activate/Deactivate Funds Management
SPRO
1. Ensure both checkboxes selected for company code 1000 per screenshot:
Steps
2. Save your work
4.20 Configuration Element 20: FM Line Items for Basic Settings
Define Number Ranges for Actual Transactions
Assign Number Range to FM Area
4.20.1
i.
ii.

For a given FM Area, number ranges need to be defined for FM ledger documents (actual
postings), per FM area
For a given FM Area, number ranges need to be assigned to an FM Area
4.20.2
Document Relationship Entities
Note: these relationships might be established in Solution Manager

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Page 88 of 146
____________________________________________________________________________________
4.22 Configuration Element 22: Integration with Cost and Project Controlling and Materials Management
Define number ranges for posting integration with Controlling
Choose Business Transactions for Integration

Activate Integration and Project Cost Controlling
Set Checks for CO Planned Version
Set Tolerances for MM documents
4.22.1

i. In this step, you create, per FM, the number ranges for the actual data documents in Funds
Management which are created due to Controlling business transactions.
ii. In this step, assign those CO transactions that should post into the FM ledger (and whether the
transaction(s) is/are budget-relevant) per FM Area
iii. In this step, the user activates CO/FM integration
iv. In this IMG activity, you can set the checks for planning functions in Controlling.

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i.
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Activate Integration Costs and Project Controlling
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this IMG activity, you select the Controlling business transactions for an FM area
which are to be reflected in Funds Management.
M Module Specific
IMG > Public Sector Management > Funds Management Government > Actual and
Commitment Update/Integration > Integration>Integration with Cost and Project
Controlling > Activate Integration Costs and Project Controlling
SPRO
1. Select Display/Change
2. Changes can be made to CO Integr., Active HR from and No Checks:
3. Save your work

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Page 90 of 146
4.23 Configuration Element 17: Settings for availability control ledger
Maintain Customer-Specific Check for Availability Check (Assign Tolerance Profile & Strategy
for Control Objects)
Define Filter Settings for Budget Values
Define Filter Settings for Commitment/Actual Values
Define Derivation Strategy for Control Object
Define Derivation Strategy for Tolerance Profile
Assign Tolerance Profiles and Strategy for Control Object
Select Checking Horizon for Availability Control
Define Activation of Availability Control

User maintains the list of availability control ledgers (AVC ledgers). You can define new (customerdefined) availability control ledgers, modify some of their attributes, or delete ledgers, providing some
conditions are fulfilled.
4.23.2

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i.
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Maintain Customer-Specific Ledger for Availability Check
Rationale for
configuration
and
configuration
change
In this IMG activity, you maintain the list of availability control ledgers (AVC ledgers).
You can define new (customer-defined) availability control ledgers, modify some of
their attributes, or delete ledgers, providing some conditions are fulfilled. SAP
provides standard AVC ledgers, 9H FM PB (Payment Budget) and 9I FM CB
(Commitment Budget) Availability Control.
The Customer requires three AVC control ledgers within FM, which will be
supplemented by the SAP Grants Management Grantee Module for Sponsored
Program and Sponsored Class AVC based on Donor Agreements. The three
ledgers will provide the following control:
Ledger 9H will provide availability control based on all SAP FM dimensions,
however payroll transactions will be exempt from AVC;
Ledger Z1 will provide a hard-stop based on the SAP FM Fund dimension for all
transactions, except payroll once 100% of the budget has been consumed;
Ledger Z2 will provide a warning when payroll transactions exceed the Fund Center
released budget amount.
When creating a new AVC ledger, you can have most of its attributes copied from a
reference ledger taken as template. The following settings and assignments are
copied from the reference ledger:
Type
Filter settings for budget values
Assignment of tolerance profiles and derivation strategy for control objects
Assignment of checking horizon for availability control
M Module Specific

Management
Menu Path
Transaction
Implementation
Steps
Page 92 of 146
IMG > Public Sector Management>Funds Management Government > Budget Control
System (BCS) > Availability Control> Settings for Availability Control Ledger >
Maintain Customer-Specific Ledger for Availability Check
SPRO
1. Select the Change/Display icon (eyeglasses & pencil)
2. New Entries
allows the user to create new Ledgers
3. Enter a two digit alphanumeric character for Ledger
4. Enter a Ledger Name, 26 digit alphanumeric character length
5. Select from the menu drop down for Data Source for Consumed Amount the
following are the selections available: FM (Commitment budget (CB), FM
Financial Budget, FM Payment Budget (PB), FM CB Commitment/Actual Data
and FM PB Commitment/Actual Data
6. Select from the menu drop down for Data Source for Consumable Budget
the following are the selections: FM Commitment Budget (CB), FM Financial
Budget and FM Payment budget (PB)

Management
ii.
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Define Filter Settings for Budget Values
i.
Rationale for
configuration and
configuration
change
In this IMG activity, you define which budget values should be included in active
availability control.
You generally define the total consumable budget against which consumable
budget (commitment or actual values) is checked using the AVC filter settings.
You define this in the activity Define the Consumable Budget.
You also have the option of creating your own availability control ledger in which
you check budget values against the consumable budget instead of consumed
amounts.
Type
Menu Path
Transaction
Implementation
M Module Specific
Control System (BCS) > Availability Control> Settings for Availability Control
Ledger>Define Filter Settings for Budget Values
SPRO
1. Choose an activity by double-clicking on the activity line:
Steps

3. Enter control ledgers Z1 and Z2 per screenshot below:

2. Highlight Z1 ledger row and select
3. Enter Budget types per screenshot below:
Z1 - Ledger

Management
14. Repeat steps 12 and 13 per screenshot below:
Z2 - Ledger
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Management
iii.
Page 95 of 146
Define Filter Settings for Commitment/Actual Values
ii.
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
In this IMG activity, you define the actual and commitment values that should be
excluded from active availability control.
M Module Specific
IMG > Public Sector Management>Funds Management Government> Budget Control
System (BCS) > Availability Control> Settings for Availability Control Ledger>Define
Derivation Strategy for Commitment/Actual Values
SPRO
1. Select
allows the user to create new ledgers:
Steps
2. Select Exclude Value Types and exclude value types for each ledger
per screenshots below:

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Management
iv.
Page 97 of 146
Define Derivation Strategy for Control Objects
iii.
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Each FM account assignment in which you create budget or to which you post
budget consumption is assigned an account assignment in the availability control
ledger. In this IMG activity, you define the logic on how the account assignments
of the availability control ledger ( availability control object) should derive the
budget addresses and posting addresses.
The derivation strategy that you define in this IMG activity controls the assignment
of the control object to one or more budget addresses. For a budget posting, the
corresponding control object is determined on the basis of this derivation strategy.
Budget postings are updated in the AVC in a single step. In comparison,
actual/commitment postings are updated in two steps in the AVC, using two
consecutive derivation strategies. First the corresponding budget address is
determined from the posting address - this occurs with the derivation strategy of
the budget structure (IMG activity Define Derivation Strategy for Budget
Addresses). The control object is then derived from the respective budget
address in the same way as the budget posting.
M Module Specific
Ledger>Define Derivation Strategy for Control Objects
ABADO
1. Select
below:
allows the user to create 2 derivation strategies per
2. Double click on Z1 strategy and create derivations per requirement :

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v.
Define Derivation Strategy for Tolerance Profiles

In this IMG activity you define the derivation rules with which you can replace the
Rationale for
standard tolerance profile by an alternative tolerance profile.
configuration
and
You normally assign a standard tolerance profile to the availability control ledger for
configuration
each fiscal year and FM area. This defines the tolerance limits for all postings.
change
If you want to make the tolerance limits valid for postings to certain FM account
assignments or users, you can define a derivation rule which derives an overriding
tolerance profile with different tolerance limits for the relevant FM account
assignments.
M Module Specific
Type
Menu Path
Ledger > Define Derivation Strategy for Tolerance Profiles
SPRO
Transaction
Implementation
Steps
1. Select
below:
allows the user to create new derivation strategy per
2. Double click on Z1 strategy and create derivations per below:

Management
ZZ
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3. Double click on Z2 strategy and create derivations in the similer manner

as per requirement:
4. Save your work

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vi.
Assign Tolerance Profiles and Strategy for Control Objects

In this IMG activity you define the derivation of availability control objects and the
Rationale for
assignment of the tolerance profile for each availability control ledger.
configuration
and
configuration
change
M Module Specific
Type
Menu Path
Ledger > Assign Tolerance Profiles and Strategy for Control Objects
SPRO
Transaction
Implementation
Steps
1. Select
below:
2. Save your work
allows the user to create 2 derivation strategies per

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vii.
Select Checking Horizon for Availability Control

In this IMG activity you define how the checking horizon is selected for availability
Rationale for
checks in a specified control ledger.
configuration
and
configuration
change
M Module Specific
Type
Menu Path
Control System (BCS) > Availability Control> Specify Checking Horizon > Select
Checking Horizon for Availability Control
SPRO
Transaction
Implementation
1. Select
allows the user to create 2 derivation strategies per below:
Steps
2. Save your work
viii.
Define Activation of Availability Control
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this IMG activity, you activate availability control by assigning an activity status
for each ledger and fiscal year (from year).
There are currently five activation statuses available for each availability control
ledger: Ledger not active, Active without availability checks, Active with usual
check logic, Active with soft check logic, Active with strict check logic for
document chains and Active with strict check logic.
M Module Specific
Control System (BCS) > Availability Control> >Define Activation of Availability
Control
SPRO
1. Select
checked
to add Z1 and Z2 control ledger. Leave Revenue box

Management
4.24 Configuration Element 18: Earmarked Funds and Funds transfers
Maintain Global Settings
Assign Field Status Variant to Company Code
Define Field Status Groups
Define Field Selection String
Assign Field Selection String

Tolerance Keys

Account Assignment Transfer
4.24.1
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Management
iii.
Page 105 of 146
Maintain Global Settings
Rationale for
configuration and
configuration
change
In this step you can activate or deactivate specific functions for Earmarked
funds.
Check in Local Currency
If this function is active, a check in Local currency takes place when reducing
earmarked funds with other documents.
Value adjustment required
If this function is active, no amount changes may be performed on an earmarked
funds document. An additional document, a value adjustment document, must
be entered in order to change the amount of earmarked funds.
Type
Menu Path
Transaction
Implementation
Steps
M Module Specific
SPRO
IMG > Public Sector Management>Funds Management Government> Funds
Management-Specific Postings>Earmarked Funds and Funds Transfer > Maintain
Global Settings
1. Checkmark: Check in local Curr. or Value adjustment docs required
2. Save your work

Management
4.24.2
iv.
Page 106 of 146
Define Field Status Variant
Rationale for
configuration
and
configuration
change
In this step you assign a define a field status variant for earmarked funds documents
M Module Specific
Type
Menu Path
Transaction
Management-Specific Postings > Earmarked Funds and Funds Transfer > Field Control
for Earmarked Funds and Funds Transfers > Define Field Status Variant
SPRO
1. Select the New Entries icon:
2. Enter FMRE per screenshot below:
Implementation
Steps
3. Save your work
v.
Assign Field Status Variant to Company Code
Rationale for
configuration
and
configuration
change
Type
Menu Path
In this step you assign a field status variant to your company codes. You can assign a
field status variant to as many company codes as you want.
M Module Specific
Management-Specific Postings > Earmarked Funds and Funds Transfer > Field Control
for Earmarked Funds and Funds Transfers > Assign Field Status Variant to Company
Code

Management
Transaction
SPRO
4.
5.
6.
7.
Select the Change/Display icon (eyeglasses & pencil)

Click on Status Variant Field for CoCd 1000 Customer
Enter StatusVar: FMRE per screenshot below.
Fld. Stat.descrptn this field will automatically populate by SAP
8. Save your work
Implementation
Steps
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Management
vi.
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Define Field Status Group
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this step, you define field status groups. You must assign the field status
groups, along with a field status variant, to a field selection string, and enter
them when defining document types.
By defining the field selection string, you determine which fields are optional,
required or hidden when you enter documents. The document types classify the
business transactions (such as funds blocking and funds commitments) in Funds
Management.
You can define separate field status groups for the various business transactions
and control document entry by defining the field selection and document type
accordingly
M Module Specific
Management-Specific Postings>Earmarked Funds and Funds Transfer > Field
Control for Earmarked Funds and Funds Transfers>Define Field Status Groups
FMU5
2. Enter Field Status Group, a four digit alphanumeric character
Enter Name, a twenty-six digit alphanumeric character field

3. When you have more than one line entered, you can change the sequence
in which the Field Status Groups appear by clicking on the Position icon
in the bottom of the screen:
4. Next select from the menu drop down the Field Status Group that you wish
to go to, once selected the cursor will position on that field
5. Save your work

Management
vii.
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Define Field Selection String
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this step, you can define the field selection strings - that is, you can specify
which fields are ready for entry, required or hidden during Earmarked funds and
transfers. In another step, you must assign a field status variant and field status
group to the field selection string.
Temporary Note: Customer to date has decided to define the field selection
string configuration by FM Area (1000)
M Module Specific
Control for Earmarked Funds and Funds Transfers>Define Field Selection String
o SPRO
2. Enter Field Selection string, eleven digit alphanumeric characters
3. Enter Name, nineteen digit alphanumeric characters
4.
Save your work
Field Selection String 1000 (60 entries)

Maintain as per requirement

Management
Field Selection String 1001 (60 entries)
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Management
viii.
Page 111 of 146
Assign Field Selection String
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this step, you can define the field selection strings - that is, you can specify
which fields are ready for entry, required or hidden during Earmarked funds and
transfers. In another step, you must assign a field status variant and field status
group to the field selection string.
M Module Specific
Control for Earmarked Funds and Funds Transfers>Assign Field Selection String
FMUN
1.
2.
3.
4.
Select the New Entries icon:

Enter Field Status Variant, four digit alphanumeric characters
Enter Field Status Group, four digit alphanumeric characters
Enter Field Selctn string, eleven digit alphanumeric characters (1000,
1001, 1002 only)
5. Save your work
ix.
Define Tolerance Keys
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this step, you define the tolerance levels for earmarked funds documents
M Module Specific
Management-Specific Postings>Earmarked Funds and Funds Transfer > Define
Tolerance Keys
SPRO
2. Enter Z01 tolerance limit

Management
3. Save your work
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Management
x.
Page 113 of 146
Define Tolerance Limits for Differing Amounts
Rationale for
configuration and
configuration
change
In this step, you define the tolerance levels for earmarked funds documents
M Module Specific
Type
Menu Path
Transaction
Implementation
Steps

Tolerance Limits for Differing Amounts
SPRO
2. Enter Z01 tolerance limit with $4000.00 and Percentage
2. Save your work
xi.
Rationale for
configuration
and
configuration
change
In this IMG activity, you create the document types for the documents in Funds
Management. Document types are used to classify the documents. You can define
characteristics for each document type which control how the document is entered or
they may be recorded in the document itself. For each document type, you must
specify:
A number range interval
A field status group.
The field status group, together with the field status variant, determines, by way of its

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assignment to a field selection string, which fields are optional, required or hidden
when you post documents in your FM area.

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Page 115 of 146
M Module Specific
Type
Menu Path
Transaction
Implementation
Steps
IMG > Public Sector Management>Funds Management Government>Funds

Document Types
FMU1
1. Select New Entries:
Enter values per embedded spreadsheet
EF DocumentTypes
and Number Ranges.xls
2. Select a Document Category by using the drop down selection:

o Funds transfer
o Funds block
o Funds reservation
o Funds precommitment
o Funds commitment
3. Forecast of Revenue
4. DT (Document Type): this defaults according to selection of Category just
entered.
5. Enter Document Type Description, twenty-one alphanumeric characters
6. Enter Number for Number Range, two digits
7. Enter Residence, three digits
8. Enter Field Status Group, four digit alphanumeric
9. Enter Template Type, four digit alphanumeric
10. Enter Tolerance Key, four digit alphanumeric
11. Checkmark Control Data:
o
o
o
o
Start Workflow
Negative Values
Derive G/Lacc.
Add. Redctn Logic of Earmarked Funds
12. Select a Form Type from the drop down menu:

o
o
Smart Forms
PDF-Based Forms
13. Select a Name from the drop down menu of the SAP Smart Forms
14. Save your work
xii.
Account Assignment Transfer
Rationale for
configuration
and
configuration
In this IMG activity, these settings are used to ensure that each follow-on document
in earmarked funds documents gets the account assignment from the previous
document.

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change
Type
Menu Path
Transaction
Implementation
M Module Specific
IMG > Public Sector Management>Funds Management Government>Funds
Management-Specific Postings>Earmarked Funds and Funds Transfer > Account
Assignment Transfer > Define Account Assignment Transfer
FMU1
1. Select New Entries:
and enter UN001 rule
Steps
2. Select Maintain Fields to be Transferred and select active items as per below

Management
3. Assign Rules as active
4. Save your work
Page 117 of 146

Management
xiii.
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
Page 118 of 146
In this step you define the blocking reasons for the earmarked funds and value
adjustment documents. With these blocking reasons you can block a document or
document item for manual processing.
M - Module Specific
Management-Specific Postings > Earmarked Funds and Funds Transfer > Define
Blocking Reasons
SPRO
6. Enter Block Number, two digit alphanumeric characters
7. Enter Block Description and Reason, fifty digit alphanumeric characters
8. Save your work

Management
xiv.
Page 119 of 146
Rationale for
configuration
and
configuration
change
M - Module Specific
Type
Menu Path
Transaction
Implementation
Steps
4.25
In this step you define the messages the users will see when tolerance limits are
invoked.
Management-Specific Postings > Earmarked Funds and Funds Transfer > Change
Message Control
SPRO
4. Add messages as shown below
Configuration Element 19: Actual and Commitment Update/Integration
Assign Update Profile to FM Area
Override Update Profile to FM Area
Make Other Settings


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Page 120 of 146
4.25.1
i.
For a given FM Area, set the Update profile, which discerns which budget categories to use, which
document date to use to assign the period in FM, and whether commitments/budgets are to be carried
over at year-end
ii.
For a given FM Area, override the update profile to track PBET
iii.
For a given FM Area, update the controls
4.25.2

Management
ii.
Page 121 of 146
Assign update profile to FM Area
Rationale for
configuration and
configuration
change
In this step you define your update profile per FM area.

You make the following specifications in the existing update profiles:
With which budget categories you want to work

o
Payment budget
Payment budget and commitment budget
Which document date (such as purchase order, invoice, payment) is to be

used when assigning commitment/actual data to a period in Funds
Management, that is in which period the actual data is displayed in the
information system for the payment budget and/or the commitment budget
o
Update period from posting date/document date.
Update period from due date
Whether the commitments and budget are allowed to be carried forward at

the fiscal year change and for which value types
Customer
Type
Menu Path
Transaction
Implementation
Steps
M Module Specific
Commitment Update / Integration > General Settings > Assign Update Profile to FM
Area
OF37
2. Enter FM Area
3. Enter Name of FM Area
4. Enter the Update Profile, 000101
5. Save your work

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ii. Override Update Profile to FM Area

In this IMG activity, you can override the valid settings of an update profile in the
Rationale for
standard system.
configuration and
configuration
The Customer requires historical information related to encumbrance postings in
change
SAP Funds Management to support deliverables in subsequent financial periods
and historical reporting.
Type
Menu Path
Transaction
Implementation
Steps
M - Module Specific
Commitment Update/Integration > General Settings > Override Update Profile
SPRO
1. Select line with Update Profile 000101
2. Select the folder -> By Update Profile
3. Encumbrance Tracking radio buttons should be set as follows:
4. Save your work

Management
iv.
Page 123 of 146
Make Other Settings
Rationale for
configuration and
configuration
change
In this IMG activity, you can define:
Type
Menu Path
Transaction
Implementation
When the goods receipt should be included in Funds Management

The process by which tax should be displayed
Whether the derivation of FM Account Assignments only occurs for real
Controlling Objects or also for statistical Controlling objects.
Which documents should be used for determining the Carryforward Level
Which Currency Type is used for currency integration (see section
"Define Currency Type for Currency Integration")
Whether sales orders should be updated in FM
M Module Specific
Commitment Update/Integration>General Settings>Make Other Settings
OFUP
Steps
2. Enter FM Area, 1000
3. Next select from the options below: Ensure Only Use Real CO Objects
selected
4. Save your work

Management
v.
Page 124 of 146
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this IMG activity, you can define which fields are available for input and/or
display on down payments and down payment requests. It also defines the
automatic down payment clearing by document type.
M Module Specific
Commitment Update/Integration> Integration > Financial Accounting Integration (new)
> Down Payment for Earmarked Funds
SPRO
1. Select Define Field Selection Screen node and select New Entries
2. Enter Z001 Customer DP Variant and enter Down Payments and Down
Payments Request field per requirement (as demonstrated in the
screenshots below)

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3. Save your work

4. Select Assign Field Selection Screen node and assign document type KA
to field selection profile Z001
5. Save your work

6. Select Automatic Clearing of Down Payments for Earmarked Funds node
and enter values per table below:
Company
Code
1000
1000
1000
1000
EF Doc Type
Down Payment Doc Type
Invoice Doc Type
10
20
30
40
KA
KR
KA
KA
KA
KR
KR
KR

Management
vi.
Page 126 of 146
Rationale for
configuration and
configuration
change
In this IMG activity, you activate the Funds Management (FM) account assignment
derivation and update of documents from the feeder components for FM
M Module Specific
Type
Menu Path
Transaction
Implementation

Commitment Update/Integration>Activate/Deactivate Funds Management
SPRO
1. Ensure both checkboxes selected for company code 1000 per screenshot:
Steps
2. Save your work
4.21 Configuration Element 20: FM Line Items for Basic Settings
Assign Number Range to FM Area
4.21.1
i.
ii.

For a given FM Area, number ranges need to be defined for FM ledger documents (actual
postings), per FM area
For a given FM Area, number ranges need to be assigned to an FM Area

Management
4.21.2
i.
Rationale for
configuration
and
configuration
change
Page 127 of 146

In this step, you define number ranges in each FM area for the actual data
documents in Funds Management.
For each number range, you specify the following:
Number range key

You must store the number range key in the FM area, to which it is to
apply. You do this in the step Assign number range to FM area below.
Number range from which the document numbers are to be selected
The type of number assignment (internal or external)

The numbers are always assigned internally for Funds Management.
You can define as many number ranges as you want for each FM area.
However, one number range is usually enough. If you define more than one
number range, make sure that they do not overlap.
Type
Menu Path
Transaction
Implementation
M Module Specific
Commitment Update/Integration>Basic Settings>FM Line Items>Define Number
Ranges for Actual Transactions
OF19
Initial screen looks like this:
Steps
1. User has the option to select Display or Change by clicking on the icons
2. Enter Name of FM Area

Management
3. Display Intervals
4. Change Intervals
Page 128 of 146
5. Change Status
, user can add status profiles by
clicking on the icon in the upper left +Interval as shown below:
6. Save your work

Management
Page 129 of 146

Management
ii.
Assign number range to FM Area
Rationale for
configuration and
configuration
change
After you define the number ranges (intervals) in the first step, this is where you
store the number range intervals for each FM area for the actual data documents
M Module Specific
Type
Menu Path
Transaction
Implementation
Steps
Page 130 of 146

Commitment Update/Integration>Basic Settings>FM Line Items>Assign Number
Range to FM Area
OF33
2. Changes can be made to Number range no.
3. Save your work

4.22 Configuration Element 21: Integration
Define Settings for Payment Transfer
Define FM object requirements for various object types, per FM area
4.22.1
In order for data from other components to be updated in Funds Management, you must specify the Funds
Management account assignment elements when making a posting to another component (additional
account assignment).

Management
4.22.2
Page 131 of 146
i.
Define Settings for Payment Transfer
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
This configuration will permit cash discounts for prompt payment to be

applied to the original obligating document FM dimensions.
M Module Specific
IMG > Public Sector Management > Funds Management Government >
Actual and Commitment Update/Integration > Integration > Maintain Field
Status for Assigning FM Account Assignments
SPRO
2. Complete the screen as shown below.

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3. Save your work
ii.
____________________________________________________________________________________

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Page 133 of 146
4.23 Configuration Element 22: Integration with Cost and Project Controlling and Materials Management
Define number ranges for posting integration with Controlling

Activate Integration and Project Cost Controlling
Set Checks for CO Planned Version
Set Tolerances for MM documents

Management
4.22.2
Page 134 of 146

i. In this step, you create, per FM, the number ranges for the actual data documents in Funds Management
which are created due to Controlling business transactions.
ii. In this step, assign those CO tranasactions that should post into the FM ledger (and whether the
transaction(s) is/are budget-relevant) per FM Area
iii. In this step, the user activates CO/FM integration
iv. In this IMG activity, you can set the checks for planning functions in Controlling.
4.22.3
i.
Define Number Ranges for Posting Integration with Controlling
Rationale for
configuration
and
configuration
change
In this step, you create, per FM area, the number ranges for the actual data
documents in Funds Management which are created due to Controlling
business transactions.
Enter the following for each number range:
Number range key
Number range interval from which the document numbers are to be

selected
Type of number assignment (internal or external)
The numbers are always assigned internally for Funds Management.

You can define as many intervals as you like for each FM area. Setting just
one interval is, however, sufficient. If you define several intervals for each FM
area, you must make sure that the number intervals do not overlap.
Type
Menu Path
Transaction
Implementation
Steps
M Module Specific
Commitment
Update/Integration>Integration
with
Cost
and
Project
Controlling>Define Number Ranges for Posting Integration with Controlling
OFC2
Initial screen looks like this:

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Page 135 of 146
1. Enter FM Area = 1000

2. User has the option to select Display or Change by clicking on the
icons shown above and explained below
3. Display Intervals
4. Change Intervals
user can add intervals by
clicking on the icon in the upper left +Interval as shown below

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Page 136 of 146
5. Change Status
user can add status profiles
by clicking on the icon in the upper left +Interval as shown below
6. Save your work

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Page 137 of 146

Management
iii.
Page 138 of 146
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this IMG activity, you select the Controlling business transactions for a FM area
which are to be reflected in Funds Management
M Module Specific
Commitment Update/Integration> Integration >Integration with Cost and Project
Controlling>Choose Business Transactions for Integration
SPRO
1. Select New Entries,
3. Select Transactions from the menu drop down list, as shown below:
All Transactions
Manual Cost Allocations
Actual IAA order settlement
Order Settlement
Actual Periodic Overhead
Actual Periodic Repostings
Internal Activity Allocation
Actual Overhead Assessment
Actual Overhead Distribution
Actual Activity Allocation
Repost Costs
Revenue Repostings
Repost CO line items
Template Allocation
4. Checkmark Budget Assign, Budget Assignment or not

5. Save your work

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Page 139 of 146

Management
iv.
Page 140 of 146
Activate Integration Costs and Project Controlling
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this IMG activity, you select the Controlling business transactions for an FM area
which are to be reflected in Funds Management.
M Module Specific
Commitment Update/Integration > Integration>Integration with Cost and Project
Controlling > Activate Integration Costs and Project Controlling
SPRO
5. Changes can be made to CO Integr., Active HR from and No Checks:
6. Save your work

Management
v.
Page 141 of 146
Set Checks for CO Plan Version
Rationale for
configuration
and
configuration
change
In this IMG activity, you can set the checks for planning functions in Controlling.
If you use Controlling integrated with Funds Management, a check takes place
on each period for the derivation of FM account assignment elements.
To improve performance, you can define how the derivation of account
assignment elements and a check should occur for each plan version.
Type
Menu Path
Transaction
Implementation
Steps
Unrestricted Check
Only first period of planning horizon
No check
M Module Specific
Commitment Update/Integration>Integration > Integration with Cost and Project
Controlling > Set Checks for CO Plan Version
SPRO
1. Select New Entries,
3. Select Controlling Area, from among the menu drop down list,Customer
uses 1000
4. Select a version from the menu drop down list as shown below:

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Page 142 of 146
5. Select Check Mode from among the menu drop down list, choices are as
follows:
Full Check
One period only
No check
6. Save your work

Management
vi.
Page 143 of 146
Set Materials Management Tolerances
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
In this IMG activity, you can set the tolerance profiles to ensure materials
management documents check/update funds management properly with no
tolerance so actuals cannot exceed budget in FM.
M Module Specific
Commitment Update/Integration>Integration > Integration Materials Management >
Tolerance Between Documents
SPRO
7. Select new entries and enter Tolerance Key Z001
Steps
8. Select Tolerance Key Values and enter 0,01 check limit
9. Select Tolerance Key Document Type Association and enter values list as
shown below:

Management
Page 144 of 146
10. Save your work
vii.
Purchase Order Protect Flag
Rationale for
configuration and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
This setting ensures the account assignment on the Purchase Order is maintained
and consistent on follow-on documents (i.e. Good Receipts, Invoice Receipts)
M Module Specific
N/A
SM30
1. Enter table FM01X and select Maintain button

Management
Page 145 of 146
2. Enter FLG_PO_PROTECT and activate per screenshot below:
4.23 Configuration Element 24: Integration with Procurement
4.23.1
Activate Functions for Procurement for Public Sector

i.
Activate the Funds Management (FM) account assignment derivation and update of documents from
the feeder components for FM to FM for specific company codes.
4.23.2

Management
i.
Page 146 of 146
Activate Functions for Procurement for Public Sector
Rationale for
configuration
and
configuration
change
Type
Menu Path
Transaction
Implementation
Steps
In this activity, you activate the individual procurement functions of mySAP SRM
for the public sector.
This function is not active by default in the standard system.
I Integration
IMG>Public Sector Management > Procurement for Public Sector > Activate
Functions for Procurement for Public Sector
SPRO
1. Click on the New Entries icon:
2. Enter GovPrcFct, select from drop down menu selection
3. Checkmark/activate GPF act.
4. Save your work

Funds Management Configuration and Design

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Funds Management Configuration and Design

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Configuration and Design Document Funds

Be careful while activating the funds management.

Configuration and Design Document Funds

Design Element name

In this node we can

Activating account assignments

Allow blank values for any of the

Basic Settings in Funds

In this node we can

Maintain field profiles

Maintain action profiles

Maintain authorization groups

FM Basic settings consists of

Activation of Funds Management

Activation of budget control

Activation of multi-year budget

Defining global parameters for FM

Fiscal year Variant

This configuration node consists of

Assignment of fiscal year variant

This configuration node consists of

Configuration and Design Document Funds

Design Element name

This configuration node for Fund consists

Funded program master configuration

Fund Types definition- to group

Creating funded program types-it

Select the derivation steps from

Define account assignment

BaDi: Enhanced Function for

BaDis: Business Ad-Ins

BaDi for Automatic Generation of

BAdI for Automatic Generation of

Derivation strategy for

This configuration node consists of

Derivation Strategies are sequential

Configuration and Design Document Funds

Design Element name

Define Status Profile

This configuration node consists of

This configuration node consists of

Define Budget version Static

This configuration node will have

This node consists of

Control budget flow consists of

Control budget flow

Activation of account assignment

This configuration node will have

Assign strategy for reassignment to

Defining the budget types

Activate period control for each

Configuration and Design Document Funds

Design Element name

Edit status of the budget phases

Define Key Figures

Define Distribution Keys

This configuration node consists of

Creation of activity group

Define derivation of activity group

This configuration consists of

Maintaining the customer-specific

Defining the filter settings for

Defining the filter settings for