Lps - Config Doc of Fm-Bcs

Configuration Document
Funds Management
Fund Management BCS Configuration Document of Lakshmi Precision Screws Ltd.
Version 1.0 By-
Proprietary & Confidential Version No.1.0
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Funds Management
DOCUMENT INFORMATION Project Name Document Name Fund Management Configuration Document Document Location
DOCUMENT HISTORY Version Document Date Name 1.0 Fund 06.04.2013 Management Configuration Document Author Mohit Verma Reviewed BY Change Control
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TABLE OF CONTENTS
1 ORGANISATION STRUCTURE....................................................................................... 5 1.1 Maintain FM Area .................................................................................. 5 1.2 Assign Company code to FM Area ................................................................ 5 1.3 Assign Fiscal Year variant to FM Area ............................................................ 6 1.4 Activate Global Funds .............................................................................. 7 1.5 Activate BCS-Budget Control System ............................................................. 8 MASTER DATA ............................................................................................................... 9 2.1 Create Hierarchy Variant Fund Center........................................................... 9 2.2 Assign Hierarchy Variant to FM Area ........................................................... 10 2.3 Create Fund Center ............................................................................... 11 2.4 Create Commitment Item ......................................................................... 12 BCS SETUP BUDGETING ............................................................................................13 3.1 Activate Account Assignment Elements in BCS ................................................ 13 3.2 Define Budget Category .......................................................................... 14 3.3 Define Budget Type............................................................................... 14 3.4 Define Budget Type Groups ...................................................................... 15 3.5 Define Document Types .......................................................................... 16 3.6 Activate Period Control in Budgeting............................................................ 17 BCS AVC ......................................................................................................................18 4.1 Tolerance Profile .................................................................................. 18 4.2 Filter Settings for Budget Values ................................................................ 20 4.3 Filter Settings for Commitment / Actual Values ................................................ 20 4.4 Derivation Strategy ............................................................................... 21 4.5 Select Checking Horizon for Availability Control .............................................. 22 4.6 Activation of Availability Control ............................................................... 23 COMMITMENT UPDATES AND INTEGRATION ..........................................................24 5.1 Assign Update Profile to FM Area ............................................................... 24 5.2 Make Other Settings .............................................................................. 25 5.3 Maintain Number Range for FM Area ........................................................... 26 5.4 Assign Number Range to FM Area .............................................................. 27 5.5 Activate / Deactivate Funds Management ....................................................... 28 CLOSING OPERATIONS ................................................................................................29 6.1 Commitment Item Carry Forward Payment Budget............................................. 29 6.2 BCS - Activate Budget Carry Forward for Commitment ....................................... 30 BUSINESS SPECIFIC REQUIREMENT ..........................................................................31 7.1 Activation of Business Function ................................................................. 31 7.2 Budget Control at customer code label .......................................................... 32 7.3 LPS specific Derivation Rule..................................................................... 33
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Symbols and their meanings The standard toolbar contains buttons for performing common actions such as Save and Enter. Icon Quick info text Function Enter Confirms the data you have selected or entered on the screen. Same function as the Enter key. Does not save your work. Allows you to enter commands, such as transaction codes. Saves your work. Same function as Save in the Edit menu. Returns you to the previous screen without saving your data. If there are required fields on the screen, these fields must be completed first. Exits the current function without saving. Returns you to the initial screen or main menu screen. Exits the current task without saving. Same function as Cancel in the Edit menu. Prints data from the current screen. Searches for data required in the current screen.
Command field Save
Back
Exit
Cancel Print Find
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1 ORGANISATION STRUCTURE 1.1 Maintain FM Area The Funds Management Area (FM Area) is the primary structural component that is required to be maintained to implant Public Sector Funds management solution. To access the activity below is the navigation options: Spro Enterprise Structure Definition Financial Accounting Maintain FM Area.
Enter FM area, FM area text and FM area currency and then press
The required FM Area is created and is now available for assignments.
1.2 Assign Company code to FM Area The Funds Management area must be assigned to the company code. To access the activity below is the navigation options:
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Spro Enterprise Structure Assignment Financial Accounting Assign Company code to Financial Management area
Enter FM area against the company code 1100 then press 1.3 Assign Fiscal Year variant to FM Area
A Fiscal Year variant is needed to define the accounting year and posting periods for the company. To access the activity using below is the navigation options: Spro Public Sector Management Funds Management Government Basic settings Fiscal Year Variant Assign Fiscal Year Variant to FM Area
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Enter FM area and then press . The Company code and the FM Area now have a Fiscal year Variant available to control posting periods as needed.
1.4 Activate Global Funds Activate Global Funds Management Functions (PSM-FM) if the global functionality of the Fund Management is to be used. Whether, formal budgeting or BSC, for both type of budgeting activate PSM-FM. Since Fund Management is being implemented, PSM FM functionality is activated. To access the activity below is the navigation options: Spro Public Sector Management Funds Management Government Basic settings Activate Global Funds Management Functions (PSM-FM)
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Public Sector Management functions are now active in the system. 1.5 Activate BCS-Budget Control System Activate the Budget Control System (BCS) as an operative budgeting tool of the component Funds Management Government. Define a from-fiscal year for an FM area for this purpose. To access the activity below is the navigation options: Spro Public Sector Management Funds Management Government Basic settings > Activate Global Functions for Budget Control System (BCS)
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Enter FM area and From Year then press Global functions of BCS are now activated. 2 MASTER DATA
There are two master data elements in Funds Management, namely Commitment Items and Fund Center. 2.1 Create Hierarchy Variant Fund Center Hierarchy Variant will enable to create a hierarchical relationship with funds canters. To access the activity below is the navigation options: Spro Public sector management Funds Management Government Master Data Account Assignment Elements Fund center Hierarchy Variant Create / Change Hierarchy variant
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Enter Hierarchy variant 000 and name of the hierarchy variant and then press A custom Hierarchy Variant is now created. 2.2 Assign Hierarchy Variant to FM Area Here, determine which hierarchy variants are to be assigned to the FM area and fiscal year as the current valid funds center hierarchy. To access the activity below is the navigation options:
Spro Public Sector Management Funds Management Government Master Data Account Assignment Elements Funds center Hierarchy Variant Assign Hierarchy Variant to FM Area
Leave the fiscal year field and only enter Hierarchy Variant 000 then press Hierarchy variant is assigned to the F.M Area.
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2.3 Create Fund Center SAP defines the Funds Center as an organizational unit within the Funds Management (FM) module. It represents the lowest level area of responsibility for budgetary monitoring and controlling costs by area of responsibility. To create the Fund Center Enter the T. code FMSA in command field . Then press Enter key .
Enter Fund Center value and then press enter key.
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In this screen you only need to enter name of the fund center and description of the fund center, company code and the responsible person user name. Enter all the require fields value than press .
2.4 Create Commitment Item It would be explain in the user manual.
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3 BCS SETUP BUDGETING This component includes all settings and functions in the budget control system that is necessary for processing budget data. The functions include entering budget data, updating the budget. 3.1 Activate Account Assignment Elements in BCS We define which account assignment elements should be used in the budget control system (BCS). At the time of activation of BCS, it is defined that the input field of an account assignment element is available in BCS budgeting transactions. To Access the activities please use below navigation options: Spro Public Sector Management Funds Management Government Budget Control System Budgeting Basic settings Use of Master Data Activate Account Assignment Elements in Budget Control System (BCS)
Enter the value then press
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3.2 Define Budget Category Here, the budget categories are determined to be used for an FM area in the organization. To Access the activity use the below navigation options: Spro Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Define Budget Category
Enter FM area and budget category and then press 3.3 Define Budget Type
Here, define the BCS budget types that are to be used in the organization. When setting up the budgeting procedures, several budget types can be defined for the organization. The combination of budget type and budgeting process represents a customer-specific definition of budget values. To Access the activities use below navigation options:
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Spro Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Budget Types Define Budget Types
Enter budget type description and then press 3.4 Define Budget Type Groups
We can bundle different budget types in a budget type group. Budget type groups enable to define multiple budget types to be used for consumption. To Access the activities please use below navigation options: Spro Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Budget Types Define Budget Type for Consumable Budget Define Budget Type Groups
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Enter FM area, Budget type group and description and then press 3.5 Define Document Types
Here, define the document types that are to be used for budget postings in Funds Management. Different document types can be used to classify the budget entry documents. By using different document types, it is possible to classify budget entry documents according to the user-specific criteria, by assigning meaningful names to the individual document types used within the organization. To Access the activities use below navigation options: Spro Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Define Document Types
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Enter Document type, text, number range and scenario for value type and then press . 3.6 Activate Period Control in Budgeting Here, activate period control for budgeting per FM area and budget version. Also specify all versions by entering an asterisk (*) in the corresponding column. If period control is not activated (no entry), all periods are open for budgeting by default entries. To Access the activities use below navigation options: Spro Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Control Budget Flow Activate Period Control
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Enter FM area, version and tick on the period control check box and then press 4 BCS AVC
Using the AVC component, the availability of funds can be monitored in the Budget Control System of Funds Management. Availability control and BCS budgeting are flexible tools that can be used to check consumable budget (budget or releases) against consumed amounts (commitment or actual postings) within a budget process. If budget consumption reaches one of the tolerance limits specified in customizing, this can trigger system activities, for example, additional postings are prevented. 4.1 Tolerance Profile Here, define the tolerance profile for the active availability control in the budgeting of Funds Management (FM). For each tolerance profile, define whether to work only with percentage usage rates or also with maximum permissible absolute differences. If absolute variance as tolerance limits is to be allowed, then it is must to assign a currency to the tolerance profile - this currency must match with FM area currency. To Access the activities use below navigation options:
Funds Management
Spro Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Availability Control Edit Tolerance Profiles
Enter tolerance profile name, text and currency and then press
Now select the newly created tolerance profile line and click on the maintain tolerance limit on the left side of the screen.
Here fill the require values and press
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4.2 Filter Settings for Budget Values Here, define which budget values should be included in active availability control. Generally the total consumable budget against which consumable budget (commitment or actual values) is defined and is checked using the AVC filter settings. To Access the activities use below navigation options: Spro Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Setting for Availability ControlDefine filter setting for budget value
Enter the FM area, control ledger, fiscal year, BCS value type and Budget type and then press . 4.3 Filter Settings for Commitment / Actual Values Here, define the actual and commitment values that should be excluded from active availability control. Usually all posting records containing such actual and
Funds Management
commitment values that are updated to Funds Management in a non-statistical manner define the consumed amount, which AVC checks against the consumable budget. To Access the activities use below navigation options:
Enter the control ledger and FM Area and then press 4.4 Derivation Strategy
FM Derivation Strategy If no entries are made for FM account assignments when creating a document, the system follows the derivation steps defined for account assignment determination in customizing. We define the relationship between source field entry values and automatic assignments to target fields for each derivation step. Target fields are the FM account assignment elements commitment item, funds center, fund and functional area. In addition to the FM account assignment elements, the following source fields can also be used: company code, business area, and profit center, cost center, plant, etc. To Access the activities use transaction code FMDERIVE.
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Enter the derivation strategy name and description and then press . Now assign the newly created derivation strategy to the company codes. So click on the company code assignment on the left hand side of the screen.
Enter the company code and derivation strategy and then press 4.5 Select Checking Horizon for Availability Control
Here, define how the checking horizon is selected for availability checks in a specified control ledger. To Access the activities use below navigation options: Spro Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Settings for Availability Control
Funds Management
Ledger Specify Checking Horizon Select Checking Horizon for Availability Control
Enter Control ledger and select the annual budget check and then press 4.6 Activation of Availability Control
Activate availability control by assigning an activity status for each ledger and fiscal year (from year). To Access the activities use below navigation options: Public Sector Management Funds Management Government Budget Control System (BCS) Availability Control Define Activation of Availability Control
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Enter control ledger, from fiscal year and select the active with strict check logic option and then press . 5 COMMITMENT UPDATES AND INTEGRATION In the following sections we find out:
Which system settings are required for updating commitment and actual data? How to set the Funds Management integration to other SAP components according to the requirements.
5.1 Assign Update Profile to FM Area In update profiles, parameters are grouped together to control commitment and actual data updates in Funds Management. Update profiles support system configuration because they contain logical management and executable features for control updates. Here, define the update profile to FM area. To Access the activities use below navigation options:
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Spro Public Sector Management Funds Management Government Actual and Commitment Update / Integration General Settings Assign Update Profile to FM Area
Enter FM area and Update profile and then press 5.2 Make Other Settings
When posting business transactions to other components, such as Materials Management and Financial Accounting components, the system passes on the data to Funds Management (FM). The actual data is updated there and displayed in the information system. To Access the activities use below navigation options: Spro Public Sector Management Funds Management Government Actual and Commitment Update / Integration General Settings Make other Settings
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Allow the value as above and then press
5.3 Maintain Number Range for FM Area In this step, define number ranges in each FM area for the actual data documents in Funds Management. To Access the activities use below navigation options: Spro Public Sector Management Funds Management Government Actual and Commitment Update / Integration Basic Settings FM Line Items Define Number Range for Actual transaction
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Enter the FM area and click on the Intervals button.
Here maintain the number range 01 and press 5.4 Assign Number Range to FM Area
In this step, store a number range interval for actual data documents for each FM area. To Access the activities use below navigation options:
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Spro Public Sector Management Funds Management Government Actual and Commitment Update / Integration Basic Settings FM Line Items Assign Number Range to FM Area
Enter the number range 01 against the FM area and then press 5.5 Activate / Deactivate Funds Management
In this step, the Funds Management (FM) account assignment derivation is activated and update of documents from the feeder components for FM to FM for specific company codes. If number of company codes has been combined under an FM area, there is also the option of activating specific company codes only or of leaving other company codes deactivated. To Access the activities use below navigation options: Spro Public Sector Management Funds Management Government Actual and Commitment Update / Integration Activate / Deactivate Funds management
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Tick on the both check box and then press
The Account Assignment Derivation and FM Update are now activated for Company Code 1100. 6 CLOSING OPERATIONS This component enables to prepare and execute all activities for year-end closing: the transfer of open commitments (commitment carry forward) and a different transfer of budget that was not consumed (budget carry forward of residual budgets) from old fiscal years into the new. Closing operations are used to display budgets and assigned values by period. 6.1 Commitment Item Carry Forward Payment Budget We specify per FM area, fiscal year, and value type (such as purchase orders or invoices), and whether carrying forward commitments for the payment budget to the new fiscal year is allowed or not. To Access the activities use below navigation options:
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Spro Public Sector Management Funds Management Government Closing Operations Commitment Closing Operations Enter Settings for Commitment Item carry Forward Payment Budget
Enter FM area, fiscal year, value type, and tick on the carry forward Allowed check box and then press . 6.2 BCS - Activate Budget Carry Forward for Commitment Here, define for which value type and budget category the carry forward of budget for commitment should be activated or deactivated for each FM area/fiscal year. The settings can be defined for individual value types or for all value types that are used in the field value type. To Access the activities use below navigation options: Spro Public Sector Management Funds Management Government Closing Operations Closing Operations for BCS Activate Budget carry forward for Commitment
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Enter FM area, fiscal year, value type, budget category and activate the status and then press .
7 BUSINESS SPECIFIC REQUIREMENT We had to do some additional work around to meet LPS requirement. 7.1 Activation of Business Function In LPS business function of Fund Management was not activated so, we had to activate the business function first and then make a transport request to move into different client. A workbench request will be created and you will have to move this TR request first of all in PRD. To Access the activities use below navigation options: Spro Activate SAP ECC Extensions
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7.2 Budget Control at customer code label In LPS there was a requirement to consume the budget at customer code label to achieve this; we had to write a Substitution rule to consume the budget at the time of releasing the Billing document for accounting (t code VF02) in Sales and Distribution module. Below is the substitution rule maintain-
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7.3 LPS specific Derivation Rule We had to maintain some derivation rule to achieve the business requirement of LPS. To access this use t code FMDERIVER
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Rule 1- TO derive the fund center against the cost center.
Rule 2- To derive the fund center against the plant, this rule work especially for PR/PO creation.
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Rule 3 - This rule especially made for avoids the reversal of original budget at the time of scraping of asset.
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Rule 4 This rule has been made for derive fund Center in Vendor Advance entry.
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Configuration Document

Fund Management BCS Configuration Document of Lakshmi Precision Screws Ltd.

Version 1.0 By-

Proprietary & Confidential Version No.1.0

Proprietary & Confidential Version No.1.0

Proprietary & Confidential Version No.1.0

Command field Save

Cancel Print Find

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The required FM Area is created and is now available for assignments.

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Enter Fund Center value and then press enter key.

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2.4 Create Commitment Item It would be explain in the user manual.

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Enter the value then press

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Here fill the require values and press

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Allow the value as above and then press

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Enter the FM area and click on the Intervals button.

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Tick on the both check box and then press

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Rule 1- TO derive the fund center against the cost center.

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