Budgeting
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FUND MANAGEMENT USER MANUAL Consultancy for Customization and Configuration of SAP FI and MM at FBR USER MANUAL Budgeting Prepared By: Siemens SAP Team Date: 10-02-2010 Page 1 of 78 FUND MANAGEMENT USER MANUAL Document Number: Document Number Document date 1.0 10-02-2010 Version History: Version Number Version date Final Version 10-02-2010 Page 2 of 78 Summary of Changes Ref: Minutes of review FUND MANAGEMENT USER MANUAL Table of Contents SECTION 1 1.1 1.2 1.3 BUDGET PREPARATION (BUDGET DOCUMENT CREATION ...................................................................... 5 APPROVING BUDGET ............................................................................................................................ 14 BUDGET APPROVAL (DFA/FA AUTHORITY) ........................................................................................ 24 SECTION 2 2.1 2.2 2.3 SUPPLEMENTARY BUDGET .............................................................................................. 31 PREPARE SUPPLEMENTARY BUDGET.................................................................................................... 31 BUDGET APPROVAL/CHANGE IN BUDGET ............................................................................................ 41 BUDGET APPROVAL/CHANGE IN BUDGET (DFA/FA AUTHORITY) ........................................................ 55 SECTION 3 3.1 3.2 3.3 ORIGINAL BUDGING PROCESS .......................................................................................... 5 BUDGETING: ENTRY DOCUMENT ................................................................................... 63 RELEASE BUDGET ................................................................................................................................ 63 RE-APPROPRIATION/ TRANSFER BUDGET ................................................................................ 65 SURRENDER/RETURN BUDGET............................................................................................................. 76 Page 3 of 78 FUND MANAGEMENT USER MANUAL Note This training document does not cover all knowledge areas of SAP ERP System. It has been specifically prepared keeping in view the Business Processes of FBR, therefore, it should be treated as a supplement and/or guide to your daily work and nothing further. This training document will only provide explanation of the key and mandatory data fields and not of all the fields appearing on the screen. However, users may use online help facility provided by SAP ERP System by placing the cursor on the field that requires explanation and pressing FI button. Legend for R/O/C R = Required field O = Optional field C = Check box Page 4 of 78 FUND MANAGEMENT USER MANUAL Budget Processing Transaction SECTION 1 ORIGINAL BUDGING PROCESS Before the start of financial year every Department (DDO) is responsible to prepare the budget for next fiscal year. Each DDO after getting information from Sections prepare the budget for next fiscal year containing revised estimates for current year budget estimates for next fiscal year. 1.1 Budget Preparation (Budget Document Creation) User Input: Enter Transaction Code ZMOF in Command Field or navigate through tree menu. On screen MOF Budget-Initial Screen, select the Fresh data entry option. Press enter or Page 5 of 78 to run the transaction. FUND MANAGEMENT USER MANUAL On screen MOF Budget-Initial Entry Screen, enter the required information that is specified as below table. User Input: SAP Required Fields User Inputs Required Template New Diary No Enter diary no or click on “Purpose Diary Number” it will automatic created. Old Diary No Optional Long Text Enter Any description General Data Document date Page 6 of 78 Enter date (optional) automatic created current date. FUND MANAGEMENT USER MANUAL Year Enter year Budget Type Select one budget type form given option. Fund Enter the Fund number Function Enter Function which are going to proceed Fund Center Enter Fund Center Circle Code Optional Press enter or to run the transaction. MOF Budget: Detail Entry Screen will be opened. Enter the following information. Page 7 of 78 FUND MANAGEMENT USER MANUAL User Input: SAP Required Fields User Inputs Required Line item Display Item Enter Item one by one which are estimated. Item Description Description of item (Optional) Revised Estimates Enter amount Budget Estimates Enter amount Post Optional Page 8 of 78 FUND MANAGEMENT USER MANUAL After Putting values, give total amount of revised and budget estimates in Budget item entry. Press Calculate Major Button. Page 9 of 78 FUND MANAGEMENT USER MANUAL Double click on any commitment item in “Major Detail’s box”. It will show more detail. Page 10 of 78 FUND MANAGEMENT USER MANUAL Major detail of selected commitment item Press “Park Document button. Page 11 of 78 FUND MANAGEMENT USER MANUAL User will be received a validation Prompt. Click “Yes” to park the document. Page 12 of 78 FUND MANAGEMENT USER MANUAL Document has been validated and parked. Press Button to Exit Page 13 of 78 FUND MANAGEMENT USER MANUAL 1.2 Approving Budget Document can be approved through “Approving Authority of FBR” Process Will as. Select Business Workplace Icon from SAP Easy Access Screen On screen “Business Workplace of budget Test, User Path as Workplace: Budget Test Inbox Workflow Select Document which are Parked. Page 14 of 78 FUND MANAGEMENT USER MANUAL Open document by left clicking Page 15 of 78 FUND MANAGEMENT USER MANUAL User can view parked Documents. It can be changed on this stage, as shown below on the screen Click on Change Document Change any entry which you want Check total of Revised and budget estimates values Calculate major Press Park Document Button Changes will be saved Page 16 of 78 FUND MANAGEMENT USER MANUAL Page 17 of 78 FUND MANAGEMENT USER MANUAL Press button after changing. Page 18 of 78 FUND MANAGEMENT USER MANUAL Press Create Button To Add Objects and Attachments. Create Document header screen open. Select Document type Enter tile of document Click on import Button give path for saving Page 19 of 78 FUND MANAGEMENT USER MANUAL Press enter or Page 20 of 78 to run the transaction. FUND MANAGEMENT USER MANUAL Click on Import Button Attachment added to work item message received. Page 21 of 78 FUND MANAGEMENT USER MANUAL Click on “Approve Document” tag. On screen “Display Step in Workflow” click the approve Document option. Press Button to Exit Page 22 of 78 FUND MANAGEMENT USER MANUAL Once approved by FA organization the DDO will receive the following information in his inbox Posting done Message Page 23 of 78 FUND MANAGEMENT USER MANUAL 1.3 Budget Approval (DFA/FA Authority) Document is approved from DFA/FA Authority of FBR. Incase of budget approval/non approval, data will be flow as Approval send Electronic data transfer by the authorityBudget DocumentBudget document posting at server. Non ApprovalFBR Budget data (First parked then posted by approving authority) Budget DocumentBudget document posting at server. User Path SAPWorkplace iconWorkplace: Budget Test Inbox Workflow Click on workflow 1 Page 24 of 78 FUND MANAGEMENT USER MANUAL Select Document Page 25 of 78 FUND MANAGEMENT USER MANUAL Click on Change Document If user wants to change in budget, then before approving budget, he can change it. Like as Change any entry which you want Check total of Revised and budget estimates values Calculate major Press Park Document Button Changes will be saved Page 26 of 78 FUND MANAGEMENT USER MANUAL Changing fields Page 27 of 78 FUND MANAGEMENT USER MANUAL Park document Page 28 of 78 FUND MANAGEMENT USER MANUAL Document is parked On screen “Display Step in Workflow” click the approve Document option. Press Button to Exit Page 29 of 78 FUND MANAGEMENT USER MANUAL . End of Transaction Page 30 of 78 FUND MANAGEMENT USER MANUAL SECTION 2 SUPPLEMENTARY BUDGET During the course of the fiscal year if the original budget falls short in any expenditure head, the DDO will prepare the supplementary budget. The supplementary budget is an addition in existing budget which increases the total budget for the DDO. DDO’s FBR: 2.1 Prepare Supplementary Budget Enter Transaction Code ZSUP in Command Field or navigate through tree menu. On screen Supplementary Budget-Initial Screen, select the Fresh data entry option Press enter or Page 31 of 78 to run the transaction. FUND MANAGEMENT USER MANUAL On screen Supplementary Budget-Initial Entry Screen, enter the required information that is specified as below table. User Input: SAP Required Fields User Inputs Required Template New Diary No Enter diary no or click on “Purpose Diary Number” it will automatic created. Old Diary No Optional General Data Document date Enter date Year Enter year Page 32 of 78 FUND MANAGEMENT USER MANUAL Budget Type Select one budget type form given option. Fund Enter the Fund number Function Enter Function which are going to proceed Fund Center Enter Fund Center Circle Code Optional Press enter or to run the transaction Supplementary Budget: Detail Entry Screen will be opened. Enter the following information Page 33 of 78 FUND MANAGEMENT USER MANUAL User Input: SAP Required Fields User Inputs Required Line item Display Item Enter Item one by one which are estimated. Item Description Description of item (Optional) Budget Estimates Enter amount Page 34 of 78 FUND MANAGEMENT USER MANUAL Press Calculate Major Button Page 35 of 78 FUND MANAGEMENT USER MANUAL Page 36 of 78 FUND MANAGEMENT USER MANUAL Select commitment item Page 37 of 78 FUND MANAGEMENT USER MANUAL Major detail of selected commitment item Press “Park Document button. User will be received a validation Prompt. Page 38 of 78 FUND MANAGEMENT USER MANUAL Click “Yes” to park the document. Page 39 of 78 FUND MANAGEMENT USER MANUAL Document has been validated and parked. Press Button to Exit Page 40 of 78 FUND MANAGEMENT USER MANUAL 2.2 Budget Approval/Change in Budget Approving Authority FBR will be doing this activity then budget will transfer to FA/DFA Authority. User Path: Select Business Workplace Icon from SAP Easy Access Screen On screen “Business Workplace of budget Test, User Path as Workplace: Budget Test Inbox Workflow Page 41 of 78 FUND MANAGEMENT USER MANUAL Select Document which are Parked. Page 42 of 78 FUND MANAGEMENT USER MANUAL Open document by left clicking User can view parked Documents. It can be changed on this stage, as shown below on the screen Page 43 of 78 FUND MANAGEMENT USER MANUAL Click on Change Document Change any entry which you want Check total of Revised and budget estimates values Calculate major Press Park Document Button Changes will be saved Page 44 of 78 FUND MANAGEMENT USER MANUAL Page 45 of 78 FUND MANAGEMENT USER MANUAL Page 46 of 78 FUND MANAGEMENT USER MANUAL Press button after changing. Page 47 of 78 FUND MANAGEMENT USER MANUAL Page 48 of 78 FUND MANAGEMENT USER MANUAL Press Create Button To Add Objects and Attachments. Create Document header screen open. Select Document type Enter tile of document Click on import Button give path for saving Page 49 of 78 FUND MANAGEMENT USER MANUAL Press enter or Page 50 of 78 to run the transaction. FUND MANAGEMENT USER MANUAL Click on Import Button Page 51 of 78 FUND MANAGEMENT USER MANUAL Attachment added to work item message received. Click on “Approve Document” tag. On screen “Display Step in Workflow” click the approve Document option. Page 52 of 78 FUND MANAGEMENT USER MANUAL Press Button to Exit Page 53 of 78 FUND MANAGEMENT USER MANUAL Approval done Message Page 54 of 78 FUND MANAGEMENT USER MANUAL 2.3 Budget Approval/change in Budget (DFA/FA Authority) User Path SAPWorkplace iconWorkplace: Budget Test Inbox Workflow Click on workflow 9 Page 55 of 78 FUND MANAGEMENT USER MANUAL Select Document Page 56 of 78 FUND MANAGEMENT USER MANUAL Click on Change Document If user wants to change in budget then before approve it, he can change it. Like as Change any entry which you want Check total of budget estimates values Calculate major Press Park Document Button Changes will be saved Page 57 of 78 FUND MANAGEMENT USER MANUAL Changing fields Page 58 of 78 FUND MANAGEMENT USER MANUAL Park document Page 59 of 78 FUND MANAGEMENT USER MANUAL Page 60 of 78 FUND MANAGEMENT USER MANUAL Document is parked On screen “Display Step in Workflow” click the approve Document option. Press Button to Exit Page 61 of 78 FUND MANAGEMENT USER MANUAL . After approving data document will be sent to MOF/AGPR/Sub Offices End of Transaction Page 62 of 78 FUND MANAGEMENT USER MANUAL SECTION 3 BUDGETING: ENTRY DOCUMENT 3.1 Release Budget Using the same command and steps which are mentioned above, go to budget workbench: Create document screen and enter information for release budget. Select “Released” as BCS value Type. Select “RL (Released Budget)” as Document Type Select “RELE” as Budget type. Page 63 of 78 FUND MANAGEMENT USER MANUAL Required inputs for release budget Enter Fund center, commitment item and amount for release budget. Press button to save the task. Page 64 of 78 FUND MANAGEMENT USER MANUAL Document is created as for Release budget in FBR code. Press Button to Exit. 3.2 RE-APPROPRIATION/ TRANSFER BUDGET Page 65 of 78 FUND MANAGEMENT USER MANUAL Enter Transaction Code FMBBC in Command Field or navigate through tree menu. Via Transaction Code FMBBC Menu AccountingPublic Sector ManagementFund ManagementBudgetingBudgeting Control SystemEntry DocumentsCreate On sap screen, enter Layout variant or copy it from copy menu, default layout selected and press enter. Page 66 of 78 FUND MANAGEMENT USER MANUAL Click Copy Icon Copying step is shown below on the screen. Page 67 of 78 FUND MANAGEMENT USER MANUAL Page 68 of 78 FUND MANAGEMENT USER MANUAL Press enter or to run the transaction. On screen Budgeting workbench: Create Document”, enter the information in the field which are specified below table. User Input: SAP Required Fields User Inputs Required BCS Value Type Select “Budget” from list Process Select “Transfer” From List Page 69 of 78 FUND MANAGEMENT USER MANUAL Budget Category Select “Payment” From List as Budget category Document Type Select “TB-Transfer Budget” From List as type Sender Fiscal Year Enter year Budget Type Enter budget type or copy from list Fund Enter fund for sender Receiver Fiscal Year Enter year for budget Budget Type Enter budget type or copy from list Fund Enter fund for receiver Press enter or click on list .A drill down list will be open and select required option. Transfer Budget is selected from list that is shown below on the screen. Page 70 of 78 FUND MANAGEMENT USER MANUAL Press enter and Putting values which shown below. Page 71 of 78 FUND MANAGEMENT USER MANUAL No sender Line/ receiver line message come. It will confirm from user to allow automatic then press enter and allow it. Lines are automatic generated. Enter funds center, commitment item and amount. Page 72 of 78 FUND MANAGEMENT USER MANUAL Sender and Receiver Lines Page 73 of 78 FUND MANAGEMENT USER MANUAL Press button to save the task. Page 74 of 78 FUND MANAGEMENT USER MANUAL Document has been created. Note its number Press button to Exit Page 75 of 78 FUND MANAGEMENT USER MANUAL 3.3 Surrender/Return Budget Using the same command and steps which are mentioned above, go to budget workbench: Create document screen and enter information for Return budget. Select “Return” as BCS value Type. Select “RB (Return Budget) Document Type Select “RTN” as Budget type. Page 76 of 78 FUND MANAGEMENT USER MANUAL Enter Fund center, commitment item and amount for release budget. Press button to save the task. Page 77 of 78 FUND MANAGEMENT USER MANUAL Document has been created as for Return budget in FBR code. Press Button to Exit. 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