budget processes manual -august 2008 … department 1643 north 136th avenue building h sunrise, fl...

ERP Department 1643 North 136th Avenue

Building H Sunrise, FL 33323

Melissa Grimm, Director

Dr. Daryl Diamond, Assistant Director Enterprise Change Implementation

Meresa Jones, SAP Training and Support Analyst

Website: web/erp

www.broward.k12.fl.us.erp

Broward County Public Schools August 2008

Budget Processes Job Aides Budget Process Manual

Unit One: BI-IP & ECC Functions and Integration Unit Two: Funds Management (FM) Master Data Unit Three: FM Concepts and Significant Budget Changes Unit Four: FM Budget Control Unit Five: FM Budget Amendments Unit Six: FM Budget Reservations Unit Seven: FM Master Data Groups and Reports

Business Intelligence-Integrated Planning Work Instructions

FMBB: Budget Transfers and Budget Hold and Post FMEDD: Display Budgeting Documents FMDOCREV: Reverse Budget Entry Documents FMX1: Create Funds Reservation FMX2: Change Funds Reservation FMX3: Display Funds Reservation FM_SETS_FUNCTION1: Create Func. Area Group FM_SETS_FUNCTION2: Change Func. Area Group FM_SETS_FUNCTION3: Display Func. Area Group S_P99_41000147: Earmarked Funds FMAVCR01: Overview of Annual Values

Broward County Public Schools August 2008

School Board of Broward County

BRITE Implementation

Budget Processes Job Aids Page 1

Budget ProcessesBudget ProcessesJob AidsJob Aids




2Budget Processes Job Aids

SAP Fund = 100 0MSA Fund = 100

General Fund

Fund

General Fund

FM Master Data: FundFM Master Data: Fund

Legacy ECC

FM Master Data: Fund Center FM Master Data: Fund Center

Funds Center/Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0

Legacy: Location = 1851 - Royal Palm EType = 1 - School Type (Elementary)

Funds Center/Cost Center = 3315 1 1851 0 (10 digits)

ECC:





Accounting String ComparisonAccounting String Comparison

Functional Area = Function + Activity followed by 7 zeros

Legacy: Function = 5103 - 9–12 BasicActivity = 00000 - Operating

Functional Area = 5103 00000 0000000 - 9-12 Basic(16 digits)

Functional Area

ECC:


Commitment item = Class + Object

Legacy: Class = 5 ExpenditureObject = 511 - Supplies

Commitment Item

Commitment Item = 55110000 (8 digits)






Grant Funded Program =Grant Type (1) + Location Managing Grant (2-5)+Grant Number (6-9)

Legacy: Activity = 27615

Funded Program – e.g. Grant

Grant Funded Program = B97790001* Head Start

* Example of FM budget control at grant level

ECC:

MSAMSA--ECC CrosswalkECC Crosswalk

Funded ProgramP.00011

Capital ProjectLocation & Activity 0211& 78123

Grant Funded Program(Head Start B97790001)

Grant ActivityHead Start 27615

Functional AreaGr K- 3 Basic 510100000 0000000

Function & ActivityGr K- 3 Basic 5101 & 00000

Commitment ItemExpense & Supplies 55110000

Class & Object Expense & Supplies 5 & 511

Fund Center/Cost CenterBusiness Area+Type+Location+0

310110011 0 = Deerfield Beach Elementary

Location & Type0011 & 1 = Deerfield Beach Elem.

Fund General Fund 1000


ECC-FM(Funds Management)

MSA





Scenario: Create a Budget Transfer to different Account assignment

T-code: FMBB- See Work Instruction and

Exercise Data Sheet

Demonstration and ExerciseDemonstration and Exercise





Create Budget Transfer DocumentCreate Budget Transfer Document

If the Enter FM Area pop-up box Appears.

1. Enter “SBBC” in the FM Area box.Click .

If the Enter Layout pop-up box Appears.

2. Enter “ZB0001” in the Layout Variant field.Select Default Layout Click .

1

2





If this is the first time entering the Budgeting Workbench transaction it is recommended to switch the transactions layout format to view the “Residual Budget” and “Total Budget” columns.

To change the layout format click and follow menu path Menu > Extras > Key Figures.

3. Select - ZZ_RESIDU_CONSSelect - ZZ_TOTAL_BDGT

4. Click .


3

4





If this is the first time entering the Budgeting Workbench transaction

From the Budgeting Workbench main screen click .

Follow menu path Menu > Extras > Key Figures on/off.

The Key Figures on/off pop-up box appears.

5. Select ON for selections:Create DocumentDisplay DocumentChange Document

6. Select the Simulation check box

7. Click .


5

6

7





If the Lines table (lower portion of the screen) is not visible point the mouse arrow at the lower portion of the screen and while holding the left mouse button down drag the Lines table into view. Individuals using a MAC computer can display the Lines table by pointing to the lower portion of the screen and dragging the table into view.


9

8

1011

13

1214

15

17

1618

19

8. Select Process, Transfer.9. Select Budget Category, Payment..10. Select Document Type, OPSD (Operating-Sch/Dept).

Sender:11. Enter Version number zero “0”.12. Enter fiscal year 2008.13.Enter Budget Type AMND.14.Enter Grant, NOT RELEVANT.15.Enter Period 002.

Receiver:

16.Enter Budget Type AMND.17.Enter Grant, NOT RELEVANT.18.Enter Period 002.

19. Click Document Overview on/off.

20. If the Lines table (lower portion of the screen) is not visible point the mouse arrow at the lower portion of the screen and while holding the left mouse button down drag the Lines table into view.





Create Budget Transfer Document (Create Budget Transfer Document (Dept.Dept.)

21 a gb c d e f

23

22

First line21. As required complete the following fields:

a. Select (-) Senderb. Fund 1000c. Enter Funds Center, 2220097030 (Required format = Business Area + Type + Location + one zero “0”)d. Enter Funded Program, NOT RELEVANTe. Enter Functional Area = 7200000000000000 (Required format = Function + Activity + seven zeros “0”)f. Enter Commitments Item, 55110000 (Required format = Class + Object)g. Enter amount to be sent or transferred, 750

Second line22. As required complete the following fields:

a. Select (+) Receiverb. Fund 1000c. Enter Funds Center, 2220097030 (Required format = Business Area + Type + Location + one zero “0”)d. Enter Funded Program, NOT RELEVANTe. Enter Functional Area = 7200000000000000 (Required format = Function + Activity + seven zeros “0”)f. Enter Commitments Item, 53990000 (Required format = Class + Object)g. Enter amount to be sent or transferred, 750

23.Click the Check Document button.





Create Budget Transfer Document (Create Budget Transfer Document (SchoolsSchools))

21 a gb c d e f

23

22




a. Select (+) Receiverb. Fund 1000c. Enter Funds Center, 3101100110 (Required format = Business Area + Type + Location + one zero “0”)d. Enter Funded Program, NOT RELEVANTe. Enter Functional Area = 7301000000000000 (Required format = Function + Activity + seven zeros “0”)f. Enter Commitments Item, 53000000 (Required format = Class + Object)g. Enter amount to be sent or transferred, 750.







24

25

24. If the document was checked without mistakes the message, “No errors detected. Document has been checked successfully” will be displayed in the lower message bar.

25.Click the Post button.






If the document was successfully posted the message, “Document 2000000XXX has been created successfully in FM area SBBC document year XXX.”





Scenario: Hold Budget Transfer Document


Exercise Data Sheet







If the Enter FM Area pop-up box Appears.


If the Enter Layout pop-up box Appears.


1

2





If this is the first time entering the Budgeting Workbench transaction it is recommended to switch the transactions layout format to view the “Residual Budget” and “Total Budget” columns.

To change the layout format click and follow menu path Menu > Extras > Key Figures.

3. Select - ZZ_RESIDU_CONSSelect - ZZ_TOTAL_BDGT

4. Click .


3

4





If this is the first time entering the Budgeting Workbench transaction

From the Budgeting Workbench main screen click .

Follow menu path Menu > Extras > Key Figures on/off.

The Key Figures on/off pop-up box appears.

5. Select ON for selections:Create DocumentDisplay DocumentChange Document

6. Select the Simulation check box

7. Click .

Create Budget Transfer Document (Hold)Create Budget Transfer Document (Hold)

5

6

7







9

8

1011

13

1214

15

17

1618

19

8. Select Process, Transfer.9. Select Budget Category, Payment.10. Select Document Type, OPSD (Operating-Sch/Dept).


Receiver:

16.Enter Budget Type AMND.17.Enter Grant, NOT RELEVANT.18.Enter Period 002.







Create Budget Transfer Document (Hold) (Create Budget Transfer Document (Hold) (SchoolsSchools))

21 a gb c d e f

22

23





23. Click the Hold button.

Note: The Hold Document pop-up box appears.23.a Enter personalized document number or name, e.g., TRAINXXX.23.b. Click the Hold button located at the bottom of the Hold Document pop-up box.





Create Budget Transfer Document (Hold) (Create Budget Transfer Document (Hold) (Dept.Dept.)

21a gb c d e f

23

22






Note: The Hold Document pop-up box appears.23.a Enter personalized document number or name, e.g., TRAINXXX.23.b. Click the Hold button located at the bottom of the Hold Document pop-up box.






24

24. Click the Document Overview on/off button.






25

26

25. Click the node to the left of the Hold folder.26. Double click to select the held document which you want to process, e.g., TRN 01.






27

27. Review the document ensure all information is correct and then click the Check Document button.






28

28. Click the Post button.






If the document was successfully posted the message, “Document 2000000XXX has been created successfully in FM area SBBC document year XXX.”






Scenario: View budget document

T-code: FMEDD- See Work Instruction and

Exercise Data Sheet





View Budget DocumentView Budget Document

1

2

If the Enter FM Area pop-up box Appears:

1. Enter “SBBC” in the FM Area box.2. Click .

34 5

3. Enter the Document year, 2008.4. Click in the Entry Document Number field.5. Click the Entry Document Number Match Code icon.






6

78

9

(Enter filter criteria)

6. Enter TRAN in the Budget Process field.7. Enter document number 2000000283 in the Entry Document Number (from) field.8. Enter document number 2000000400 in the Entry Document Number (to) field.9. Click the Execute button.






10

11

10. Select document 2000000287.11. Click the More button.12. Follow path More > Details.






13

13. Review the information displayed in the Details tab then click the Continue icon (green check).






14

14. Double click to select document 2000000287.






15

15. Click the Execute button.






16

16. Click the Back button.







T-code: FMEDDW- See Work Instruction and

Exercise Data Sheet






1

1. Enter FMEDDW in the Quick Enter field.2. Click the Enter key on your keyboard.







3

65

7

4


3. Enter 9F in the Budget Category field.4. Enter 1000 in the Fund field.5. Enter 2220097030 in the Funds Center field.6 Enter 720000000000000000 (72 followed by 14 zeros).7. Click the Execute button.






8

8. Double click 2000000007.






9







Scenario: Reverse budget document

T-code: FMDOCREV- See Work Instruction and

Exercise Data Sheet





Reverse Transfer DocumentReverse Transfer Document

12

1. Click the Document number field.2. Click the Document number Match Code icon.






3

4

3. Enter TRAN in the Budget Process field.4. Click the Execute icon.






5

5. Double click to select document to be reversed. (Select document which was created when you transferred funds in the previous exercise).






7

8

6

9

6. Enter Document year 2008.7. Enter Document date.8. Ensure the Test Run box is checked.9. Click the Execute button.






10

11

10. Review the information on the Reverse Budget Entry Document screen.11. Click the Back button.






12

13

12. Uncheck Test Run.13. Click the Execute button.






14

14. Review the information displayed in the Reverse Budget Entry Document screen then click the Back button.





FM Budget Amendments: Budget Reversal FM Budget Amendments: Budget Reversal DocumentsDocuments

The status of the original document has changed from

Posted to Posted (Reversal)



Reversal document number


Original Reversed DocumentOriginal Reversed Document

Please note: The fields on the screen showing ORIG transfer # field the field showing that transfer is “reversed” and the field showing the reversal doc. #






Reversed DocumentReversed DocumentStatus = Posted (Reversal)Status = Posted (Reversal)

Original Budget document numberOriginal Budget document number

Please note: The fields on the screen showing document reverse #, screen status field and the OREG budget document (transfer) #.






Scenario: Create Funds Reservation

T-code: FMX1





Create Funds ReservationCreate Funds Reservation

1

23

1. Enter Z1 in the Document type field.2. Enter SBBC in the Company Code field.3. Enter USD in the Currency/rate field.4. Click the Enter key on your keyboard.






5 a b c

6

5. Enter information into the following fields as required.a. Original Amount 75.b. Fund, 1000c. Func (Functional Area) 7301000000000000 for schools, 7200000000000000 for departments (Required

format = Function + Activity + seven zeros “0”)

6. Click the vertical scroll right bar.






7 a b

8

7. Enter information into the following fields as required.a. Enter the G/L Account number 55110000 (Required format = Class + Object)b. Enter Cost Center, Schools 3101100110, Departments 2220097030, (Required format = Business Area +

Type + Location + one zero “0”)

8. Click the Save button.






As indicated by the message, Document 51000000055 posted the Funds Reservation has been successfully processed.






Scenario: Change Funds Reservation

T-code: FMX2





Change Funds ReservationChange Funds Reservation

1

1. Enter the Funds Reservation number, (Use the reservation you created in the previous exercise) in the Document number field.

2. Click the Enter key on your keyboard.






4

3

3. Change the original amount for the reservation to be changed, i.e., lower the amount by 20.00.4. Click the Save button.






As indicated by the message, Earmarked fund 51000000046 changed the changes to the Funds Reservation have been successfully processed.






Scenario: Display Funds Reservation

T-code: FMX3See Work Instruction and

Exercise Data Sheet





Display Funds ReservationDisplay Funds Reservation

1

1. Enter the Funds Reservation number, 5100000046 in the Document number field.2. Click the Enter key on your keyboard.






3

3. Review the information in the displayed funds reservation then click the Back button.






Scenario: Display Funds Reservation; Run the Earmarked Funds Document Report

T-code: S_P99_41000147- See Work Instruction and

Exercise Data Sheet





Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report

4

123

5

1. Enter 030 in the Doc. Category field.2. Enter Z1 in the Document Type field.3. Enter SBBC in the Company Code field.4. Enter 2220097030 in the Funds Center field.5. Click the Execute button.






6

6. Double click to select document 510000000, Line item 1.






7

7. Click the Consumption button.






8

8. Double click on one of the trigger documents (Purchase Order).





Run the Earmarked Funds Document ReportRun the Earmarked Funds Document Report9

9. Review the information contained in the Account Assignment tab then click the Back button.






10

10. Review the displayed documents then click the Back button.





DemonstrationDemonstration

Scenario: Available Budget Report (AVC Report)

T-code: FMAVCR01

This report will show your available funds in ECC (Budget Balance)– Remember – salary encumbrances and expenditures are shown at the ACTUAL hourly rate

of pay, not the STANDARD hourly rate– Note:

• Prior to February 2008 (HR/Payroll Go-Live), Budgetkeepers will continue to use reports available in Optispool.





Available Budget Report (AVC Report)Available Budget Report (AVC Report)

45

6

3

12

1. The FM Area box may appear. If the FM Area box appears enter SBBC in the FM Area field and click the Enter button (green check) located at the bottom of the pop-up box.

2. Enter 2008 in the Fiscal Year field.3. Enter 9H in the Availability Control Ledger.4. Enter 1000 in the Fund field.5. Enter 2220097030 in the Funds center Field.6. Click the Execute button.






7

7. Click on the Node next to the top folder marked < Several Commitment Item Values >.






98

8. Click on the folder marked < Several Commitment Item Values >.9. Review the listed Commitment Items then click the Expand All icon.






10

10. Double click the icon next to the posting address for a value in the Consumed Amt field.






11

11. Review the information displayed in the Document Journal then click the Back icon.






12

12. Review the information displayed in the Display Annual Values of Control Objects screen then click the Back icon.





HELP DESK 754-321-8120

BRITE Website:

web/erp -or-

http://www.broward.k12.fl.us/erp/e-Learning

Context Sensitive Help

CAB Conference

BRITE LITES (By Role)

User Support OptionsUser Support Options

ESS Appraisal

Blackboard

FollowFollow--UpUp



Budget Processes Page 1

Budget ProcessesBudget Processes201S / 202D201S / 202D




2Budget Processes—Departments 202D / Schools 201S

Have fun and enjoy the opportunities we have to contribute to SBBC’s future success! Please turn off or silence cell phones and pagersPlease do not read or send email messages during class timeRespect those speaking and asking questions by keeping side discussions to a minimumPlease do not interrupt the person speakingWe will start, break, and end on timeAll unanswered questions will be placed in the “Parking Lot” and answers will be distributed later

Welcome and Ground RulesWelcome and Ground Rules





LogisticsLogistics

Before we get started ...





ConceptsConcepts

DemonstrationsDemonstrations

ExercisesExercises

BRITE BRITE

Classroom MaterialsClassroom Materials

(Let Me)(Let Me)

(Tell Me)(Tell Me)

(Show Me)(Show Me)





Budgeting Execution RolesBudgeting Execution Roles

BRITE has created roles to define:– Who is responsible for the tasks within a business process– Who has access to perform those tasks in the BRITE system– Who needs what type of training

Roles involved in the End User Budget Execution process:

– Budget Office

– Budgetkeepers

– Principals / Department Heads

– Area Business Analyst (ABA)





ECCRole

BudgetkeeperBudgetkeeper

Doc. Review

Budget Review

Transfer budget

SBBCJob

Initial Mapping

Process Map

END

SourceSource::

Mapping to

Individual

What are RolesWhat are Roles

Budgetkeeper Office Mgr





Budget Processing for End UsersBudget Processing for End Users

Budget Prep involves allocating budget resources for the purpose of financing persons, positions, purchasing services orequipment. – Budget Prep is done in Integrated Planning (IP)– Upon approval projected budgets are retracted from IP into

ECC.

Budget Execution involves the transferring of budget resources from and to different budget areas, and reserving budget funds for an anticipated future need.– Day-to-day transactions such as budget transfers and funds

reservations are accomplished in ECC.





Budget Preparation ProcessBudget Preparation Process

Schools prepare Membership & FTE Projections in IP; it gets

reviewed by ABAs

Budget data from prior year(s) and current year placed in BI

Growth Budget requests submitted by departments

Budget uploaded to ECC

1

2

3

4

5

Data used for budget prep is placed in BI Locations prepare and

submit budgets6

Budgets reviewed and approved in IP

7

8

Supplements, returns and transfers processed as

needed9

Positions added/changed per Org Chart/Growth

Positions added/changed per Org Chart/Growth

B IB I

B IB I





At the end of this course participants will be able to:

Describe the various budgeting codes associated with Funds

Management (FM)

Process budgetary resources in ECC using transaction FMBB

“Budgeting Workbench”

Understand the process for budget supplements, returns and

cross-activity, cross-fund or cross-location budget transfers

Create and maintain Funds Reservations, understanding their

use and impact on spending controls

Access and analyze documents in Funds Management (FM)

Access and analyze reports in ECC

Course ObjectivesCourse Objectives





AgendaAgenda

Unit six: FM Budget ReservationsUnit seven: FM Master Data Groups and Reports

Unit four: FM Budget Control

Questions

Unit five: FM Budget Amendments

Unit three: FM Concepts and Significant Budget Changes

Unit two: Funds Management (FM) Master DataUnit one: BI-IP & ECC Functions and Integration

Unit





Business Intelligence Business Intelligence Integrated Planning Integrated Planning

(BI(BI--IP)IP)and and

Funds Management (FM)Funds Management (FM)Functions and IntegrationFunctions and Integration

Unit OneUnit One





Lesson ObjectivesLesson Objectives

Upon completion of this lesson, participants will be able to:Describe the role the BI-IP client plays in the budgeting process Understand how BI-IP and ECC-FM interactDescribe the budget prep to budget execution process





SAP AcronymsSAP Acronyms

Enterprise Central ComponentECC

ControllingCO

Work Breakdown StructureWBS

Project SystemsPS

Integrated PlanningIP

Business IntelligenceBI

FinancialFI

Human ResourcesHR

Material ManagementMM

Funds ManagementFM

Grants ManagementGM

General LedgerGL

NameSAP Acronym





BIBI--IP Client / ECC Client FM Interface IP Client / ECC Client FM Interface The budget process consists of two separate systems, which integrate together:

• IP—Used for budget preparation and approval

• ECC—FM/GM modules are used for budget execution and control

Once a budget has gone through the preparation and approval process in BI-IP, it will be retracted (downloaded) into the ECC client into:

• GM—For grant relevant budgets. GM budget data flows down to FM to form the consolidated budget in ECC

• FM—For all other budgets.

Periodic budget amendments as well as budget control is facilitated in FM (and GM, if applicable). Expenditures posting in various modules (MM, HR, FI) impact the budget in ECC.





BIBI--IPIPThe SAP Business Intelligence – Integrated Planning (BI-IP) client is divided in two large and separate processing areas, IP & BI.BI-IP provides an integrated platform for entering plan data, analyzing and reporting planned budget data.

BI-IP (read/edit

data)

BI-IP (read/edit

data)

BI (read only

data)

BI (read only

data)

The “Integrated Planning” portion is used to enter budget data.

The “Business Intelligence” portion runs reports.

Annual Budget Planning Data

is Entered

Generate Reports

ECC Updates BI Data Nightly with Transactional Data

IP Updates SAP ECC as Needed with Plan Data ECCECC





ReviewReview1. Budget Information transfers from ECC to BI nightly?

True / False

2. The acronym GM states for?a. Funds Managementb. Grants Managementc. Human Resourcesd. General Maintenance

3. Due to the fact that actual data is exchanged on a nightly basis, the Information contained in BI is considered ____________________________?

a. Irrelevant b. Out datedc. Near real timed. None of the above

4. Once a budget has gone through the preparation and approval process in BI-IP, it will be retracted (downloaded) into the ECC client into_______________________?a. GM – For grant relevant budgets. b. FM – For all other budgets c. Both a and b





Questions?Questions?





AgendaAgenda



Questions




Unit




Funds Management Master DataFunds Management Master Data

Unit TwoUnit Two





At the end of this unit participants will be able to:

Identify new terms and concepts associated with Funds Management

Display FM Master Data including:– Fund– Funds Center– Functional Area– Funded Program– Commitment Item– Grant

Explain the use of FM Master Data Groups

Unit ObjectivesUnit Objectives





Funds Management DataFunds Management Data

Funds Management Data Categories:

Funds

Functional Area

Funds Center

Funded Program

Commitment Item

Grant

Organizational Data Master Data Transactional Data

Budget Amendments

Funds Reservations

Actual Postings from other modules *

FM Area (SBBC)

* Actual Data from other modules will flow into FM as transactional data: Purchase Requisitions, Purchase Orders, Financial and HR Postings





FM Master Data OverviewFM Master Data Overview

Master Data records are created and stored as electronic records and play a key role in the core budgeting process

Master Data records include items such as:

Master Data records are highly centralized

The Budget Office is responsible for creating and maintaining FM Master Data records

Commitment ItemGrant

Funded ProgramFunds Center

FundFunctional Area





FM Master Data: MaintenanceFM Master Data: Maintenance

Master Data maintenance will be limited to a few individuals. – The Budget Office is responsible for maintaining all FM

master data records (FM Area, Fund, Fund Center, Commitment Item, Functional Area, and Funded Program) and FM derivation rules.

– Capital Budget maintains specific Funded Programs specific to Capital Projects

– Grants maintains their own Funded Programs

Standard Master Data request forms will be used when requesting new master data. Forms will be completed and sent to the Budget Office for creation or maintenance.





FM Organization Data: FM AreaFM Organization Data: FM Area

FM Area A closed system for funds management, budgeting and budgeting execution. Contains the settings that impact master data and transaction data within that area.

There will only be one FM Area:

SBBC






FundFunds are the means to account for the School Boards’ various resources. School and Department day-to-day expenditures are normally charged to General Fund 1000





SAP Fund = 100 0MSA Fund = 100

General Fund

Fund

General Fund


Legacy ECC





FM Master Data: Fund Key ChangesFM Master Data: Fund Key Changes

• Funds are four digits long• Funds will be created and maintained by the Budget

Office• Fund 1040 for Summer School replaced the legacy

Fund 100 Use 1 (or 3) in the legacy system• Elimination of legacy system Fund 199

• Budgets will be loaded in May for next fiscal year and POs will consume the following year’s budget

• Grant Funds have been consolidated and renumbered





FM Master Data: FundFM Master Data: Fund——MSA MSA vsvs ECC SampleECC Sample

8920Internal Funds892

7940Research794

7930HSS/MCO793

7920Facilities Planning792

7110Workers Comp711

4990Misc Events-External499

4920Misc Events-Internal492

4290USDE Fed Dir Fin Assist429

4280Interest Grants428

4220DHHS Fed Direct427

4230USDE Fed Thru State426


4260Thru Local/Local Direct424

4240Fed Thru Local423

4210USDE Fed Direct422


4110Food Service411

1020BECON102

1010General-Grant Match101

1040Summer School1/3100

1000General Fund100

SAP FundDescriptionUseMSA Fund

This slide is AN EXAMPLE of Funds that were used in the legacy system and funds used in ECC

Some of the ECC codes have been changed. This slide is just an example of how some legacy funds were eliminated/consolidated

If you use these funds, you can see an up-to-date list of fund codes on the Chart of Accounts on web/erp.





FM Master Data: Fund CenterFM Master Data: Fund Center

• Funds Centers represent areas of responsibility for budgetary monitoring and control at SBBC. • is equivalent to a location or department• captures “where” the costs are incurred • equivalent to a Cost Center in SAP’s Controlling module

• A Cost Center is a unit of responsibility for capturing actual cost in Controlling (the CO module). There is a one-to-one relationship; there will be one Cost Center which will match to one Funds Center.• During actual postings in SAP, the Fund Center will not be

entered. It will be derived from:• Cost Center • WBS Element (Capital Project)• Internal Order (Department specific program)





FM Master Data: Fund CenterFM Master Data: Fund Center

• All locations are assigned a Business Area for security control.

• The business area number is the first 4 digits of the Fund Center/Cost Center.

• Each school will have its own specific Business Area assigned that must be combined with the correct location number in order for an action to take place in SAP.

• Some departments will have their own Business Area. Others within the same division will share a Business Area.





FM Master Data: Fund Center FM Master Data: Fund Center

Funds Center/Cost Center = Business Area (1-4) + Type (5) + Location (6-9) + 0

Legacy: Location = 1851 - Royal Palm EType = 1 - School Type (Elementary)

Funds Center/Cost Center = 3315 1 1851 0 (10 digits)

ECC:





FM Master Data: Functional AreaFM Master Data: Functional Area

Note: Not all MSA (legacy) activities became part of a functional area in SAP.

1. Grants (or grant programs) in legacy are GM Grants (or PS WBS elements) in SAP

2. Legacy Capital Projects coding are PS WBS elements in SAP3. Location-specific Programs are CO Internal Orders in SAP4. Legacy Revenue or Expense Types are FI GL accounts in SAP** Only active, cross-functional MSA activities/programs/reserves were

retained as activities and mapped to functional areas (along with the valid combination of function). Inactive or invalid activities were eliminated.

Functional Areas are equivalent to a function and activity combination. They are used to divide costs according to Functional activities or programs to meet legal/internal reporting requirements.

Functional Area






Functional Area = Function + Activity followed by 7 zeros

Legacy: Function = 5103 - 9–12 BasicActivity = 00000 - Operating

Functional Area = 5103 00000 0000000 - 9-12 Basic(16 digits)

Functional Area

ECC:





FM Master Data: Commitment ItemFM Master Data: Commitment Item

Example:

53990000 - OTHER PURCHASED SERVICES55110000 - SUPPLIES

Commitment Items are equivalent to balance sheet,revenue account or object code in MSA legacy system. They are used to capture the type or classification of an asset, liability, fund balance, revenue or expense.

Commitment Items are 8 digits in length. Commitment items are equivalent to Financial (FI) General Ledger (GL) accounts and CO Cost Elements (1:1 relationship with few exceptions such as inventory)

Commitment Item






Commitment item = Class + Object

Legacy: Class = 5 ExpenditureObject = 511 - Supplies

Commitment Item

Commitment Item = 55110000 (8 digits)





FM Master Data: Funded ProgramFM Master Data: Funded Program

Used to capture costs in FM and control budget resources for:1) Capital projects at the project or phase level (linked to

WBS element)2) Grants (according to SBBC internal requirements) at the

grant or grant program level.3) Internal Orders: For location specific activities requiring

separate tracking and budget control

Note: Budget will be allocated to a Funded Programcalled NOT RELEVANT if not budgeting for any ofthe above scenarios

Note: Most budget information will show NOT RELEVANTin the Funded Program field

Funded Program






Grant Funded Program =Grant Type (1) + Location Managing Grant (2-5)+Grant Number (6-11)+Loc.

Legacy: Activity = 27615

Funded Program – e.g. Grant

Grant Funded Program = B9779000101.XXXX* Head Start* Example of FM budget control at grant level

ECC:





WBS Element Numbers WBS Element Numbers Replace MSA Fund & Activity NumbersReplace MSA Fund & Activity Numbers

C 9 7 8 0 0 0 0 1 0 1 . 1 7 5 1

WBS Element: 16-Digit Field

• The first 9 digits (to the left of the period) represent:• Type of Grant: (C: State Grant)• Location that owns the grant (9780: ESE Department)• Grant #1 in that department (0001)

• The 01 in yellow is the program in the WBS element • The 1751 to the right of the period is the location where the money is being expensed (Miramar High)

The Work Breakdown Structure (WBS) in Grants Management represents the details of who owns the grant, the program used and where the money is being spent. WBS Element is the same as Funded Program.

WBS Elements are:– Used for Capital Projects and Site Acquisitions– Used by Grants Department and Project Systems– Can begin with a letter from A-L – the letter indicates the type of Grant/Project





C 9 7 8 0 0 0 0 1 . 0 7 0 8

•The first 9 digits (to the left of the period) are always the same as the WBS element for the Grant.

• C: State Grant• 9780: Department (ESE)• 0001: Grant #1 in that department

•The numbers to the right of the period represent the years for which the grant is active:

•0708: Fiscal years 2007 and 2008

Grant Numbers

use a 14-Digit Field

Schools/Departments with Grant funds will be given the proper Grant coding to use.





MSAMSA--ECC CrosswalkECC Crosswalk

Funded ProgramP.00011

Capital ProjectLocation & Activity 0211& 78123

Grant Funded Program(Head Start B97790001)

Grant ActivityHead Start 27615

Functional AreaGr K-3 Basic 51010000000000000

Function & ActivityGr K-3 Basic 5101 & 00000

Commitment Item G/L AccountExpense & Supplies 55110000

Class & Object Expense & Supplies 5 & 511

Fund Center/Cost CenterBusiness Area+Type+Location+03101100110 = Deerfield Beach Elementary

Location & Type0011 & 1 = Deerfield Beach Elem.



ECC-FM(Funds Management)

MSA

The SAP coding information is readily available within SAP or through the Chart of Accounts which can be accessed at:

http://www.broward.k12.fl.us/comptroller/finrptg_sap_chart_of_accounts.htmAnd/or the General Ledger Crosswalk Query at:http://www.broward.k12.fl.us/erp/brite/support/docs/ZFGL_ALL_CROSSWALK.pdf• The crosswalk will assist you if you need to research anything in the Legacy System

(previous years’ budgets or in MSA)





FM Master Data ListFM Master Data List

Virtually all FM Master Data records can be displayed in a report:– Funds Center / Commitment Item / Functional Area / Funded Program

Remember: Locations are identifiedby the 6th – 9th digit of the

Funds Center Number.

Deerfield Beach Elm - 0011

Bus. Area: 1320 = FNS3101 = General School

Deerfield Beach Elementary - 0011Deerfield Beach Elementary - 0011





ReviewReview1. A new budget code that is 4 digits in length?

a. Functional Areab. Commitment Itemc. Funds Centerd. Fund

2. Function + Activity followed by 7 zeros = ?a. Functional Areab. Commitment Itemc. Funds Centerd. Fund

3. Business Area (1-4) + Type (5) + Location (6-9) + 0 (10) = ?a. Functional Areab. Commitment Itemc. Funds Centerd. Fund

4. Class + Object = ?

a. Functional Areab. Commitment Itemc. Funds Centerd. Fund





AgendaAgenda



Questions




Unit





FM Concepts and ChangesFM Concepts and Changes

Unit ThreeUnit Three





Lesson Objectives

Upon completion of this lesson, participants will be able to:– Describe an FM Account Assignment– Understand the different types and use of FM Addresses– Understand the process for purchasing items from next

year’s funds (in legacy “Fund 199”)– Describe ECC’s Automatic Budget Posting use at SBBC– Understand the budget version concept





Acronyms used in this lesson are:

• PA - Posting Address• BA - Budget Address• AVC - Availability Control• FC - Fund Center• FA - Functional Area• CI - Commitment Item• FP - Funded Program• ABP - Automatic Budget Posting• RIB - Revenue Increasing Budget





FM Concepts and Changes Account Assignment and Addresses

An FM Account assignment represents the combination of all of the following:– Fund– Fund Center– Functional Area– Funded Program (if relevant)– Commitment Item– Grant (if relevant)

There are three types of “addresses” in FM:– Budget Address: where the budget is appropriated– Posting Address: where expenditures are recorded– Availability Control (AVC) Address: where budget control occurs

An address is comprised of a unique FM account assignment





FM Concepts and Changes FM Concepts and Changes FM AddressesFM Addresses

Posting addresses (PA) and Budget Addresses (BA) can be mapped to different account assignments for budget control. For example (for a school):

•For Departments: Budget Address and Posting Address levels use the 3-digit Commitment Item 55110000•**Roll-up is at 2-digit level for certain Functional Areas and Commitment Items

Not RelevantNot RelevantNot RelevantGrant

Not RelevantNot RelevantNot RelevantFunded Program

5500000056400000

55000000 *56400000**

5511000056420000Commitment Item

50001430400000007300000000000000

56521430400000007301000000000000

56521430400000007301000000000000Functional Area

331511851033151185103315118510Funds Center

100010001000Fund

AVC AddressBudget AddressPosting AddressBudget item





FM Concepts and ChangesFM Concepts and Changes –– Automatic Budget Automatic Budget Postings: Revenue Increasing Budget (RIB)Postings: Revenue Increasing Budget (RIB)

The RIB functionality is used in situations where cash receipts posted as revenues will automatically create supplemental expense budget to predefined expenditure budget addresses (once cash receipt entry is posted)Two types of RIB: 1. Advance Appropriations: Additional budget will be created

automatically and available once cash receipts exceed the amount of the advanced appropriation

– Will be used for various fee based services such as Aftercare, Commercial Foods and Fee Support.

2. Miscellaneous Revenues (no advances): Additional budget will be created automatically and available once cash receipts are posted. Amount of budget will equal the cash receipt.

SBBC will utilize Automatic Budget Postings (ABPs) for Revenue Increasing Budget (RIB)





FM Concepts and ChangesFM Concepts and Changes –– Automatic Automatic Budget Postings: PO Carry forward Budget Budget Postings: PO Carry forward Budget

SBBC will also utilize Automatic Budget Postings (ABPs) to return unused budget for carry forward POs

Prior year POs, along with the associated budget, will be automatically carried forward to the next fiscal year (under a separate budget type – YECB (Year End Commitment Budget)

If the PO is subsequently closed or reduced in the new year, the system will create an ABP to “return”, in part or in full, the budget that was originally carried forward with the PO





PO PO CarryforwardCarryforward BudgetBudget

Prior year expenditures will be converted into your Current Consumed Budget. At the same time, appropriations in the same amount will be added to your Consumable Budget.

As a result, your Consumable Budget and Consumed Budget Amounts will be increased by the amount of the expenditure. There is no impact to your current year’s budget balance.

Example: A Purchase Order from last fiscal year has items on back order amounting to $2,000. The expenditure will be converted into the Current Consumed Budget amount and your allocation for the Functional Area/Commitment Item will be increased by $2,000

Any “unused” funds from a previous year’s purchase order will revert to the District





Budget Versions Budget Versions Budget Versions – Permits two or more sets of budget data for the same object.

There is only one active version – Version “0”

Version “0” = original budget + supplements – returns +/- transfers – lapses

Budget versions can be used as a snap shot in time for a particular budget. For example:– ORG (Frozen) - Original Budget– ADP (Frozen) - Board approved after 2nd Hearing– OCT (Frozen) - FTE October Adjustments; schools only– FEB (Frozen) - FTE February Adjustment; schools only

Information saved in a particular budget version can be retrieved for future analyses, reporting and planning purposes

IMPORTANT – The Availability Control (AVC) will only control budget resources in Version “0”. Locations will run reports with budget version “0”





ReviewReview1. An FM Account assignment represents the combination of all of the following:

Fund / Fund Center / Functional Area / Funded Program (if relevant).

True/False

2. What are the two types of Revenue Increasing Budget (RIB)a. Advance appropriations & Miscellaneous Revenues (no advances): b. Commitment Item & Funds Centerc. Fund & Miscellaneous Revenues (no advances)

3. Which one of the below answers is not a type of “addresses” in FM?

a. Posting Address: where expenditures are recordedb. Budget Address: where the budget is appropriatedc. Availability Control (AVC) Address: where budget control occursd. Functional Area / Commitment Item / Funds Center

4. SBBC will utilize Automatic Budget Postings (ABPs) to return unused budget for ______________.

a. All Purchase Orders

b. For Unavailable Funds

c. To retract budget information

d. Carry forward POs





AgendaAgenda



Questions




Unit





FM Budget Control FM Budget Control

Unit FourUnit Four






Upon completion of this lesson, participants will be able to:– Understand the various levels of budget control, including

changes and exceptions– Explain the dual ledger concept– Interpret ECC Budget error messages





With a few exceptions (that will be covered in Unit 5), ECC will issue an error message (hard stop) when there are insufficient funds to cover the expenditure.– Error message will detail the AVC control address which lacks the

required budget (e.g., FC, FA, CI)

Sufficient funds must be available in the specific budget prior to expenditures.

Availability Control (AVC) Address is where budget control occurs in FM. The budget available for use is controlled by the Availability Control (AVC) restraints configured in ECC.

Different levels of controls have been configured for the following:– Department/School Expenditures– Grant Expenditures– Capital Expenditures

FM Budget Control: AVC AddressesFM Budget Control: AVC Addresses





FM Budget Control: Schools & DepartmentsFM Budget Control: Schools & DepartmentsBudget control for schools and departments (with the exception of capital and internal accounts) will take place at the following combination of FM master data elements:

Fund – at the individual fund level

Funds Center – at the individual fund center– Exception: Food Services (Location 9725 - Food Nutrition Services)

Commitment Item –at the 1-digit object code category with the exception of capital assets, which will be controlled at the 2-digit asset category (i.e., 56200000, 56400000, etc.)

Functional Area – at the 1-digit functional area for all 5000 functions and at the 2-digit functional area for all others

• 1-digit for 5000 functions (5101, 5250, 5652, 5701, etc.) • 2-digit for all other functions (i.e., 6100, 6200, 6300, 7300, 7900, etc.)• Individual activities

Funded Program – At the individual funded program (for Internal Order), if applicable

Grants – Not Relevant

Budget information for Food Nutrition Services will be presented in separate training Remember:

Functional Area = Function + Activity + 7 zeros\ | /

Functional Area = 5103 00000 0000000 - 9-12 Basic(the functional area is 16 digits long)

Functional Area – budget will be controlled by function and activity:Budget controlled by function:

–1-digit for 5000 functions:•5000 >

•5101•5250•5652

–2-digit for all others (i.e., 6100,6200, 6300, 7300, etc.) •6000•6100•6200 >

6220 6221

Cost for functions other than5000 level functions will be controlled at the first two digits of the function number. Example: Budget resources will be controlled at 6200 for the following activities, 6210, 6221, 6230; 7900 for 7901, 7904, etc…

Cost for all “5000” functions will roll up and be controlled at the first digit of the functionnumber

For Grant funds, the control is at the Grant or Internal Order #





FM Budget Control: Other DecisionsFM Budget Control: Other Decisions

Subject to Budget Control in ECC:

District Level Activities will check budget at the district level fund centers at the overall activity

Items with No Budget Control in ECC:HR postings for salaries and benefitsInternal Accounts Fund Internal Billing (e.g. BECON/Printing Services)COMPASS Interface Postings CO Allocations / Settlements

The system does not perform budget checks on the results of these transactions.

All Others will impact budget and AVC will be enforced





FM Budget Control: MessagesFM Budget Control: Messages

Standard FM Budget Messages (non-Capital):Warning message at 90% of budget usage for the particular account assignment being posted toError (hard stop) at 100% of budget usageNo messages will appear when exceeding budget limits for:

HR Salary and Benefit PostingsCO Secondary overhead cost allocationsCompass Interface PostingsPBC Commitment Postings

You may receive more than one message on your screen.

You may also receive an error message “Annual Budget Almost Exhausted”. This will create what is termed a “soft stop”. It is a warning message only. It will always be generated once you are at 90% or higher budget consumption level. It alerts you to the fact that you are running out of funds. You can proceed with your transaction.





FM Budget Control: LedgersFM Budget Control: Ledgers

ECC utilizes two budget ledgers for budget control:– ECC Standard ledger “9H” – This is the primary ledger for

budget control– Custom Ledger “B1” – This ledger includes the following

additional budget checks:• For fund 1000 (General), any negative budget balance for

overtime, supplements and other salary expenses (equivalent to use 0) in total reduces the amount available for non-salary spending. This is known as the “overall”budget check.

Fixing the budget deficit via a budget transfer will eliminate error messages.

Locations need to check that funds are available, in total, in the proper budget control account assignments.Checking the available balance before submitting a payment or processing a requisition will help to alleviate this problem. If funds are not available in the appropriate account assignment, a budget

transfer will need to be processed. If funds have been exhausted, the location will need to contact the appropriate Budget Office or Area Office for assistanceYou cannot proceed with a transaction when you receive a hard stop until the issue is resolved.





FM Budget Control: 9H Budget Error MessageFM Budget Control: 9H Budget Error Message

Ledger/Budget Year/Grant/Fund/Fund Center/Commitment Item/Functional Area/Funded Program

Note: A dash in any value indicates the FM object is not used for budget checking

Expenditure Posting: Expenditure Posting:

GL Account: 55110000GL Account: 55110000 Fund: 1040Fund: 1040 Fund Center: 2600097580Fund Center: 2600097580

Functional Area: 51010000000000000000Functional Area: 51010000000000000000 Grant: Not Relevant Grant: Not Relevant Amount: $15,000Amount: $15,000Real time

budget Control

Budget Control at this LevelBudget Control at this Level

9H9H

9H = FM PB Availability Control





FM Budget Control: B1 Budget Error MessageFM Budget Control: B1 Budget Error Message

Ledger/Budget Year/Grant/Fund/Fund Center/Commitment Item Functional Area/Funded Program

Note: A dash in any value indicates the FM object is not used for budget checking

Expenditure Posting: Expenditure Posting:

GL Account: 55110000GL Account: 55110000 Fund: 1000Fund: 1000 Fund Center: 3100105610Fund Center: 3100105610

Functional Area: 51010000000000000000Functional Area: 51010000000000000000 Grant: Not Relevant Grant: Not Relevant Amount: $1,000Amount: $1,000Real time

budget Control

B1 = BCPS Second AVC Ledger

Budget Control at this Level

B1B1

“Annual Budget Exceeded” creates a HARD STOP.





ReviewReview1. Standard FM Budget Messages (non-Capital) budget are?

a. Warning message at 90% of budget usage for the particular account assignment being posted to

b. Error (hard stop) at 100% of budget usage FM Account assignment represents the combination of all of the following?

c. Both a & b

2. No messages will appear when exceeding budget limits for:a. Advance Appropriations & Miscellaneous Revenues (no advances): b. Commitment Item & Funds Centerc. PBC Commitment Postings

3. Funds Center – budget will be controlled at the individual fund center?

True/False

4. Fund – budget will be controlled at the individual fund level?

True/False





AgendaAgenda



Questions




Unit





FM Budget AmendmentsFM Budget Amendments

Unit FiveUnit Five






Upon completion of this lesson, participants will be able to:Describe the budget transfer and return processUnderstand the key requirements for creating budget transfersPerform transactions related to budget transfers for their locationPerform budget document reversalsView a list of budget documents





FM Budget Amendments: Budget levelFM Budget Amendments: Budget level

Budget funds will be entered at the lowest level of FM account assignments (as applicable), i.e., the individual fund/fund center/funded program/grant/ functional area level and at the 3-digit commitment item level. – Exception: School budgets will reside at the current

1 digit commitment item level.

Budget amendments will occur at the same levels. Budget control and posting address may differ.





FM Budget Amendments: ConceptsFM Budget Amendments: Concepts

Budget transfers are executed in ECC using Transaction FMBB - the Budgeting Workbench (BWB)– Performing periodic budget transfers in ECC will enable

real-time update of budget changes

To create a budget document using the BWB, you will need to specify all of the following:– Budget Process (e.g., transfer)– Document Type– Budget Type(s)– Budget Version– Fiscal Year/Period– FM Account Assignments (Fund/Fund

Center/Functional Area/Funded Program/Commitment Item/Grant)





FM Budget Amendments: Budget Process FM Budget Amendments: Budget Process

The “process” is used to distinguish between different ways of affecting the budget

ECC budget processes include:• Enter—Original budget created as part of normal

budget cycle• Return—Returned budget not used / required• Transfer—Between Sender FM Budget Address

and Receiver• Supplement—New source of mid-year budget





FM Budget Amendments: Budget Process FM Budget Amendments: Budget Process

Schools and Departments will only be authorized to use BWB for the Budget Transfer process.

Budget Transfers can be carried out across commitment item categories (current 1 or 3 digit MSA object code) and functions (part of Functional Area).

Budget transfers in ECC cannot be carried out across Funds, Fund Centers, Activities (part of Functional Area) or Funded Programs.

– Also, as per SBBC department guidelines, no transfers are permitted from/to salary commitment items.

Budget transfers that deal with crossing funds, fund centers, funded programs and/or activities (part of Functional Area) must be submitted on a hard copy form to the Budget Office for approval and processing.

– A standard Budget Transfer form is available on the Budget Office Forms website:

http://www.broward.k12.fl.us/comptroller/budget_doclinks.htm





FM Budget Amendments: Document Types FM Budget Amendments: Document Types

Document types are used to classify FM budget entry documents according to SBBC criteria

– Each document type is assigned a separate number range– Useful for analysis and looking up specific budget postingsThe following document types have been defined:

• OPSD – Operating - Schools and Departments (2XXXXXXXXX)• OPBO - Operating – Budget Office (1XXXXXXXXX)• GRNT - Grant Budget (3XXXXXXXXX)• CAPL – Capital Budget (4XXXXXXXXX)• PBCS – PBC Salary Savings (5XXXXXXXXX)• YECB – Year End PO CFWD Budget (6XXXXXXXXX)

Schools and Departments will be limited to document type “OPSD” – Operating: Schools and Departments for budget transfers

– All OPSD budget transfers will begin with the number “2”

For End users





FM Budget Amendments: Budget TypesFM Budget Amendments: Budget Types

Budget Types were designed as a sub-division of the Budget Processes– Assigned to Budget Processes– Only valid combinations of process and budget

types will be accepted by the system

For school and department budget transfers, budget type “AMND” (amendment) together with process “Transfer” will be valid for use

For transfers, a Sender and Receiver budget type must be entered (both “AMND”)





FM Budget Amendments: Budget Versions FM Budget Amendments: Budget Versions and Fiscal/Year Periodand Fiscal/Year Period

For all budget transactions carried out in the FM Budgeting Workbench, the budget version will always be version “0” (active or current version).

Fiscal Year/Period: You will need to enter the current SBBC fiscal year and period for all budget amendments such as budget transfers.

• July = period 001, August = 002,…June = 012.• The system has been configured to not accept

“ALL” as a period value (ALL distributes the budget amounts evenly in all periods). Only the current period will be open for budget postings.





FM Budget Amendments: SummaryFM Budget Amendments: Summary

Process: TransferBudget Category: Payment (default)Document Type: OPSDBudget Type: AMNDVersion: 0Date/Fiscal Year/Period: (Current)

For School and Department budget transfers, only the following will be used:

This slide holds important info –Keep this info close by when processing your transfers until you become familiar with the transactionAlways use 3 digits for the Period field (July = 001; June = 012)





Budgeting Workbench: Budget TransferBudgeting Workbench: Budget Transfer

Sender: Funds transferred from:Fund - 1000 Funds Center - 3315118510Functional Area - 5652000000000000Commitment item - 55000000

Receiver: Funds transferred to:Fund - 1000 Funds Center - 3315118510Functional Area - 525000000000000Commitment item - 55000000

This is an example of a typical Budget

Transfer

IMPORTANT!You must use a separate Budget Transfer for each “activity” in the Functional Area field. Ex. 5652121090000000 cannot be on the same document as 5652000000000000





Budgeting Workbench Entry DocumentBudgeting Workbench Entry Document

Note: After resources are successfully posted, a document will be created and a message displayed at the bottom of the screen indicating that the posting was successful and a entry document created.

Message indicating that the posting was successful and a entry document created.





Scenario: Create a Budget Transfer to different Account assignment


Exercise Data Sheet









If the Enter Layout pop-up box Appears:


1

2

Note: Once you click “Default Layout”, steps 1 & 2 will no longer be used in Transaction FMBB







7

6

89

11

1012

13

15

1416

17

6. Select Process, Transfer.7. Budget Category will default to Payment..8. Select Document Type, OPSD (Operating-Sch/Dept).9. Enter Version number zero “0”.

Sender:10.Enter current fiscal year (ex. 2008).11.Enter Budget Type AMND.12.Enter Grant info (if no grant, it will default to NOT RELEVANT).13.Enter Period 002.

Receiver:14.Enter Budget Type AMND.15.Enter Grant info (if no grant, it will default to NOT RELEVANT)..16.Enter Period 002.







Create Budget Transfer Document (Create Budget Transfer Document (Dept.Dept.)

19 a gb c d e f

21

20

First line FOR DEPARTMENTS ONLY!19. As required complete the following fields:



a. Select (+) Receiverb. Fund 1000c. Enter Funds Center, 2220097030 (Required format = Business Area + Type + Location + one zero “0”)d. Enter Funded Program, NOT RELEVANTe. Enter Functional Area = 7200000000000000 (Required format = Function + Activity + seven zeros “0”)f. Enter Commitments Item, 53990000 (Required format = Class + Object)g. Enter amount to be sent or transferred, 750






Create Budget Transfer Document (Create Budget Transfer Document (SchoolsSchools))

19 a gb c d e f

21

20

First line FOR SCHOOLS ONLY!19. As required complete the following fields:








22. If the document was checked without mistakes the message, “No errors detected. Document has been checked successfully” will be displayed in the lower message bar.

If you receive an error message “Functional Area (or Cost Center/ G/L Account/Fund, etc.) does not exist”, the specific master data code has not been created in SAP. Verify that the account assignment is valid (via Chart of Accounts) or that the entry you are trying to make has been entered correctly. If you need to create a new master data element, there is a “Master Data Request Form” and instructions for processing located on the websites for the Budget Office, Capital budget and/or Financial Reporting

23. Click the Post button.



22

23






If the document was successfully posted the message, “Document 200000XXXX has been created successfully in FM area SBBC document year XXXX.”





Scenario: Hold Budget Transfer Document


Exercise Data Sheet








If the Enter Layout pop-up box Appears:


1

2

Create & Hold Budget Transfer DocumentCreate & Hold Budget Transfer Document

Note: If you selected “Default Layout” the first time you used FMBB,

steps 1 & 2 will no longer be necessary.






7

6

89

11

1012

13

15

1416

Create & Hold Budget Transfer DocumentCreate & Hold Budget Transfer Document

17

6. Select Process, Transfer.7. Select Budget Category, Payment.8. Select Document Type, OPSD (Operating-Sch/Dept).


Receiver:14.Enter Budget Type AMND.15.Enter Grant, NOT RELEVANT.16.Enter Period 002.







19a gb c d e f

21

20

Create & Hold Budget Transfer Document (Dept.)Create & Hold Budget Transfer Document (Dept.)

First line FOR DEPARTMENTS ONLY!19. As required complete the following fields:

– Select (-) Sender– Fund 1000– Enter Funds Center, 2220097030 (Required format = Business Area + Type + Location + one zero “0”)– Enter Funded Program, NOT RELEVANT– Enter Functional Area = 7200000000000000 (Required format = Function + Activity + seven zeros “0”)– Enter Commitments Item, 55110000 (Required format = Class + Object)– Enter amount to be sent or transferred, 750


– Select (+) Receiver– Fund 1000– Enter Funds Center, 2220097030 (Required format = Business Area + Type + Location + one zero “0”)– Enter Funded Program, NOT RELEVANT– Enter Functional Area = 7200000000000000 (Required format = Function + Activity + seven zeros “0”)– Enter Commitments Item, 53990000 (Required format = Class + Object)– Enter amount to be sent or transferred, 750.






19 a gb c d e f

20

Hold Budget Transfer Document (Schools)Hold Budget Transfer Document (Schools)

21

First line FOR SCHOOLS ONLY!19. As required complete the following fields:




21. Click the Hold button. You will be prompted to give a temporary name/number to your budget transfer (ex. TRN 01)





23

Hold Budget Transfer DocumentHold Budget Transfer Document

22

22.You will get a message in the Status Bar that your transfer has been placed on hold23.Click the Document Overview on/off button.





24

25


24. Click the node to the left of the Hold folder.25. Double click to select the held document which you want to process, e.g., TRN 01.






26

26. Review the document ensure all information is correct and then click the Check Document button.





28


27

27. Notice the Status Bar message “No errors detected. Document has been checked successfully.”28. Click the Post button.






If the document was successfully posted the message, “Document 20000XXXX has been created successfully in FM area SBBC document year XXXX.”







T-code: FMEDDW- See Work Instruction and

Exercise Data Sheet






1








3

65

7

4


3. Enter 9F in the Budget Category field.4. Enter 1000 in the Fund field.5. Enter 2220097030 in the Funds Center field.6 Enter 720000000000000000 (72 followed by 14 zeros).7. Click the Execute button.






8

You will get a list of all budget documents that impacted the accounts you entered

8. Double click 2000000007.






9






FM Budget Amendments: FM Budget Amendments: Budget Reversal DocumentsBudget Reversal Documents

On occasion, a budget transfer may contain coding errors and may need to be reversed.

Reversing budget documents creates the opposite posting entry.

When budget postings are reversed, the following occurs:– The original document status changes from

“Posted” to “Posted - Reversed” and references the reversal document

– The reversal document status is set to “Posted -Reversal” and the original document is referenced

Schools and Departments will only be authorized to reverse their own budget documents.





Reverse Entry DocumentReverse Entry Document

FM budget entry documents can be reversed. Reversing a FM budget entry document will simply undo the action undertaken while posting the original document.

Example: Reversing the entry document will reverse (undo) the original transfer and place the funds back into the budget address from which they came.

Entry document – 200000096has been reversed and new reversal document 2000000172 has been created.






Scenario: Reverse budget document

T-code: FMDOCREV- See Work Instruction and

Exercise Data Sheet






1 2

1. Click the Document number field. 2. Enter the document number, if known3. If number not known, click the Document number Match Code icon..






3

4

3. Enter Fiscal Year of document and enter TRAN in the Budget Process field.4. Click the Execute icon.






5

5. Double click to select document to be reversed. (Select document which was created when you transferred funds in the previous exercise).






7

8

6

9

6. Enter Document year (ex 2008).7. Enter Document date.8. Ensure the Test Run box is checked.9. Click the Execute button.






10

11

10. Review the information on the Reverse Budget Entry Document screen.11. Click the Back button.






12

13

12. Uncheck Test Run.13. Click the Execute button.






14

14.Review the information displayed in the Reverse Budget Entry Document screen then click the Back button.

Note that the Reversal document number starts with a “2”












Original Reversed DocumentOriginal Reversed Document

Please note: – The fields on the top screenshot show the ORIG transfer # in the Document field and

the Status field shows that transfer is “Posted (Reversed)”– The field in the bottom screenshot shows the REVERSAL document # in the

Document field






Reversed DocumentReversed DocumentStatus = Posted (Reversal)Status = Posted (Reversal)

Original Budget document numberOriginal Budget document number

Please note: – The fields on the top screenshot show the REVERSAL document # in the Document

field and the Status field shows that it was “Posted (Reversal)”– The field in the bottom screenshot shows the ORIGINAL transfer document # in the

Document field





FM Budget Amendments: Entry Document ListFM Budget Amendments: Entry Document List

FM budget entry documents can be displayed in a list. An FM document will be created for all FM budget entry types, e.g., transfer, return, supplement, enter, and can be displayed.

The entry document list can be run by various selection criteria (solely or in combination), including:

– Budget Document Number(s)– User ID– Entry Date– Budget Type (auto-populates)– Document Type– Budget Process– Reversal Status– Document Status– FM Account Assignments (Fund/Fund Center/Functional Area/Funded

Program/Commitment Item/Grant)

Notice that all OPSD budget documents begin with a “2” (transfers and reversals)





ReviewReview1. For all budget transactions carried out in the FM Budgeting Workbench, the budget

version will always be version “_____ ” ?a. 0b. ORG c. 2d. None of the above answers are correct

2. After successfully transferring funds, ECC will display a __________________ indicating that the transfer took place and was successful.a. Warning signalb. Caution lightc. Message

3. What is the following document type, OPSD?a. Operating – Budget Office b. Operating – Cafeteriac. Operating - Schools and Departments

4. What transaction is used to transfer budget resources?a. Budgeting Work Benchb. Budget Document Listc. Neither a or b are correctd. Both a and b are correct





AgendaAgenda



Questions




Unit




FM Budget ReservationsFM Budget Reservations

Unit SixUnit Six





At the end of this unit, participants will be able to:

Describe system integration for encumbrances

Understand the purpose of Funds Reservations

Create and Modify Funds Reservations

Run a report on existing Funds Reservations

Unit ObjectivesUnit Objectives





Encumbrance Recording & TrackingEncumbrance Recording & Tracking

Budget Encumbrances – Integration with Materials Management (MM):

FM integration with Purchasing – Budget control (FM AVC) will be enforced and checked for all stages:

– Purchase requisitions (PR)– Purchase orders (PO)– Goods receipts (GR)– Invoice receipts (IR)

Budget consumption will be tracked and reported on by stage of the purchasing process.

AVC checking will be triggered when amount requested is greater than the available balances; if amount requested is less, funds are released for the difference.





To Be: Budget Encumbrances To Be: Budget Encumbrances Integration with Materials ManagementIntegration with Materials Management

Budget PR Pre-Encumbrance IncreasePURCHASE REQ.

PURCHASE ORDER

GOODS RECEIPT

INVOICE RECEIPT

Budget PR Pre-Encumbrance Decrease; PO Budget Encumbrance Increase

Budget PO Encumbrance Decrease; Actual Increase(Expenditure) Approved

Budget PO Encumbrance Decrease; Actual Increase(Expenditure) Sent/Spent





Manual Funds ReservationManual Funds Reservation

The funds reservation (earmarked funds) process is used to encumber funds outside the standard purchasing process.

Provides for funds to be encumbered based on anticipated expenses before a requisition, purchase order, non-PO invoice or financial expense posting

Schools and Departments will be limited to creating Funds Reservations (not required - optional)





FM Funds ReservationFM Funds Reservation

Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures as needed. Example:

– Ensure have enough budget for a future upcoming commitment

– Prevent overspending in early part of year for seasonal spending patterns

– Prevent overspending on non-salary expenditures due to salary overruns

FM commitment documents reduce the amount that is available for spending; these documents create encumbrances without involving purchasing documents





FM Funds ReservationFM Funds Reservation

Funds Reservations can be referenced (by reservation document number and line item) in:

– Purchase requisitions or purchases orders– AP Invoices– FI Postings– Reduced or closed manually

Referencing reservations reduces the funds set-aside in whole or in part. The consumption history of the funds reservations is updated.






Scenario: Create Funds Reservation

T-code: FMX1






1

23

1. Enter Z1 in the Document type field.2. Enter SBBC in the Company Code field.3. Enter USD in the Currency/rate field.4. Click the Enter key on your keyboard.






5 a b c

6

5. Enter information into the following fields as required.a. Original Amount 75b. Fund 1000c. Func (Functional Area) 7301000000000000 for schools, 7200000000000000 for

departments (Required format = Function + Activity + seven zeros “0”)

6. Click the vertical scroll right bar.






7 a b

8

7. Enter information into the following fields as required.a. Enter the G/L Account number 55110000

Note: G/L Account # = Commitment Item # format (Class + Object + 4 zeroes)

b. Enter Cost Center, Schools 3101100110, Departments 2220097030(Required format = Business Area + Type + Location + one zero “0”)







As indicated by the message in the Status Bar, Document 51000000055 posted the Funds Reservation has been successfully processed.

Make a note of the document number for later in the class.

NOTE: All Funds Reservation documents start with “5….”






Funds Reservations are flexible

A Funds Reservation:– can be manually increased, reduced, or marked as completed

(closed) – can be updated to change the account assignment

Increases to the funds reservation amount reduces balance available for spending

Reducing or closing a funds reservation at the line item or document level returns funds and increases funds available for spending

Changing the account assignment returns budget to the original account assignment and encumbers the funds against the new assignment






Scenario: Change Funds Reservation

T-code: FMX2






1

1. Enter the Funds Reservation number, (Use the reservation you created in the previous exercise) in the Document number field.







4

3

3. Change the original amount for the reservation to be changed, i.e., lower the amount by 20.00







As indicated by the message, “Earmarked fund 51000000046 changed”, the changes to the Funds Reservation have been successfully processed.






Scenario: Display Funds Reservation

T-code: FMX3See Work Instruction and

Exercise Data Sheet

Use this transaction to pull up a list of Funds Reservations or to review a specific Funds Reservation






1

1. Enter the Funds Reservation number, 5100000046 in the Document number field.2. Click the Enter key on your keyboard.






3

3. Review the information in the displayed funds reservation then click the Back button.






Scenario: Display Funds Reservation; Run the Earmarked Funds Document Report

T-code: S_P99_41000147- See Work Instruction and

Exercise Data Sheet






4

123

5

1. Enter 030 in the Doc. Category field.2. Enter Z1 in the Document Type field.3. Enter SBBC in the Company Code field.4. Enter Funds Center

Departments use 2220097030Schools use 3101100110







6

6. Double click to select document 510000000, Line item 1.






7

7. Click the Consumption button.

If you don’t see the Consumption button, click More and pull down to Consumption






8

8. Double click on one of the trigger documents (Purchase Order).






9

9. Review the displayed document then click the Back button.






10

10. Review the displayed documents then click the Back button.





ReviewReview

1. The funds reservation (earmarked funds) process is used to _______________________.a. Encumber funds outside the standard purchasing process b. ORG c. 2d. None of the above answers are correct

2. Schools and Departments can “reserve” funds in advance of actual encumbrances or expenditures to?a. Ensure have enough budget for a future upcoming commitmentb. Prevent overspending in early part of year for seasonal spending patternsc. Prevent overspending on non-salary expenditures due to salary overrunsd. All the above are correct

3. What does AVC mean?a. Advance Vacation b. Availability Controlc. Neither a or b are correctd. Both a and b are correct





AgendaAgenda



Questions




Unit




FM Master Data Groups FM Master Data Groups and Reports and Reports

Unit SevenUnit Seven





At the end of this lesson participants will be able to:

Create FM Master Data groups

Understand the different roles that BI and ECC play in reporting

Display and Analyze FM reports

ObjectivesObjectives





PSPSFIFI

FMCO

GM

BIBI

ECC / BIECC / BI

SAP SAP ECCECC

HR

Data from the various areas in the ECC client up-load nightly into the BI client. This information is organized into prearranged tables and reports.





FM Master Data Groups FM Master Data Groups

• FM master data can be organized into groups with one or more levels.

• Groups are useful in reporting. By selecting the group name instead of listing each master data record individually, you can pull up budget data for specific areas.

• Groups can be created for:• Funds• Fund Centers• Commitment Items• Funded Programs• Functional Areas





FM Master Data Groups FM Master Data Groups

• Only those master records assigned to the group or node will be displayed

• All users will have authorization to create and maintain master data groups to meet their specific needs– Groups can be user-specific, so those groupings

are available only to the user who created them





FM Master Data GroupsFM Master Data Groups

Enter group names here instead of

individual values

Enter group names here instead of

individual values





FM Master Data Group Example FM Master Data Group Example

Master data records are organized into groups for reporting and analysis.

NodesNodes

group namegroup name

Functional Areas

included in group

Functional Areas

included in group






Scenario: Create Functional Area Group

T-code: FM_SETS_FUNCTION1- See Work Instruction and

Exercise Data Sheet






Scenario: Change the Functional Area Group


Exercise Data Sheet






Scenario: Display Functional Area Group


Exercise Data Sheet





Budget ReportingBudget ReportingECC budget reports allow for the analyses of budget resources such as

–Actual vs. Planned budget variance–Available Budget (AVC reports)–FM Line Item Report–Budget Entries–Revenue Increasing Budget Overview–Master Data Listings





Budget ReportingBudget ReportingThe vast number of budget reports will be generated from Business Intelligence (BI). This will reduce the strain on the ECC operating system.

–BI reports are updated on a nightly basis from ECC (near real-time)

Reports should only be run in ECC when real-time reporting is critical (i.e. Budget AVC reports).

Budgetkeepers will be trained in the use of BI reports in future classes.





Budget ReportingBudget Reporting

Some reports that can be run in ECC are:

–FM Document Journal Report – Displays documents that have been posted in the Funds Management (FM) area

–Available Budget Report – Displays funds which are available.






Scenario: Available Budget Report (AVC Report)

T-code: FMAVCR01

This report will show your available funds in ECC (Budget Balance)– Remember – salary encumbrances and expenditures on reports run in ECC

are shown using the ACTUAL hourly rate of pay, not the STANDARDhourly rate

– Note:• Budgetkeepers may need to continue to use some reports still

available in Optispool.

Variants have been created in the Production to facilitate running this report in ECC

– Variant SB0001 runs a B1 ledger – provides information on Fund 1000, activity 00000 for all non-primary salary budget items. The report appears by Functional Area level

– Variant SB0002 runs a 9H ledger – provides information on any Fund or Functional Area for Commitment Items 53000000-57990000. The report appears by Commitment Item level

You can run either report without the variant in ECC but you must enter the Fund Center and search parameters in the appropriate fields





Available Budget Report (FMAVCR01 Report)Available Budget Report (FMAVCR01 Report)

45

6

3

12

1. The FM Area box may appear. If the FM Area box appears enter SBBC in the FM Area field and click the Enter button (green check) located at the bottom of the pop-up box.

1. Enter 2008 in the Fiscal Year field.3. Enter 9H in the Availability Control Ledger to pull up a report by Commitment Item4. Enter 1000 in the Fund field.5. Enter in the Funds Center field:

Departments: 2220097030 Schools : 3101100110


When locations run the FMAVCR01 report variants:Two variants have been set up which allow locations to run the report with pre-set account settings. – At the main screen, click the “get variant” button. – When the entry box appears, remove your personnel ID number and execute. – The variant list is displayed. Scroll down and select “SBBC0002”, Overall Check 9H, by double-clicking on it.

• This is the variant to use when checking your overall budget (all activities)– The main screen reappears with the appropriate account assignment fields populated. – Enter your funds center number and execute.– The report is displayed. The top line is your overall budget balance operating budget including categoricals. – Open each folder to view specific budget and expenditure detail by functional area and commitment item.

If you receive a budget exception from the second ledger, B1, you will run the AVC report in the same manner, however, select the variant “SBBC0001” (Fund 1000 Overall B1 Ledger). Repeat the same steps as above.






7

7. Click on the Node next to the top folder marked < Several Commitment Item Values >.






98

8. Click on the folder marked < Several Commitment Item Values >.9. Review the listed Commitment Items then click the Expand All icon.






10

10.Double click the icon next to the posting address for a value in the Consumed Amt field.






11

11. Review the information displayed in the Document Journal then click the Back icon.






12

12. Review the information displayed in the Display Annual Values of Control Objects screen then click the Back icon.

Read the coding lines “backwards” from the dividing line to view Functional Area/Commitment item





ReviewReview1. Reports should only be run in ECC when ___________ reporting is critical (i.e.

Budget AVC reports).a. Near real timeb. Real time c. A report on the original budget is neededd. None of the above answers are correct

2. Organizing master data records into groups enhance what?a. Reportingb. Record retrievalc. Record controld. Both a and b are correct

3. The vast number of budget reports will be generated from Business Intelligence (BI).

True/False

4. BI reports will be updated on a nightly basis from ECC (almost real-time).

True/False





Course SummaryCourse Summary

All transfers will have a sender (-) and receiver (+) budget.

Funds can be transferred from one budget area to another (e.g., between Commitment Items).

Funds can be transferred from one budget type to another.

No matter what type of budget transfer is processed the sender fund must have the necessary funds to cover the debt.

Site budgets may have adjustments:– Supplements– Returns– Transfers– Etc.





Course SummaryCourse Summary

To prevent system performance slow down reports should be run from BI and not ECC.

Some ECC reports are:

– Available Budget Report (AVC Report)– FM Document Journal Report

Master Data groups can be set up for reporting





AgendaAgenda



Questions




Unit




FollowFollow--Up & Support OptionsUp & Support Options





HELP DESK 754-321-8120

BRITE Website:

web/erp -or-

http://www.broward.k12.fl.us/erp/e-Learning

Context Sensitive Help

CAB Conference

BRITE LITES (By Role)

User Support OptionsUser Support Options

ESS Appraisal

Blackboard

FollowFollow--UpUp

BI Navigation & Reporting

2BI Navigation & Reporting

At the end of this lesson, participants will be able to:Distinguish between ECC and BI reportsNavigate reporting via the BRITE PortalExecute the Flexible Employee Data reportDistinguish printing and exporting optionsEstablish Favorites

Lesson Objectives


Key Terminology

Repository of SAP information for the purpose of reporting.

Business Intelligence (BI)

The transactional processing system of the SAP client which runs beside the BI client and is used to process the day-to-day transactions, such as time entry and payroll processing.

Enterprise Central Component (ECC)

A point of access through a website to the SAP system. Users will access both ECC and BI through Reports tab on the BRITE portal.

Portal

NOTE: For the purpose of this training, we will first demonstrate the ECC reports using the direct transaction codes in ECC. Then we will demonstrate how to access reports from the BRITE Portal and execute a report in BI.


Reporting: SAP 6.0 (ECC) vs. BI

Generate Reports

Nightly Updates

BI (read only

data)

BI (read only

data)Enter Data

SAP ECCSAP 6.0 can be used for simple look-ups of real-time dataData can be exported into ExcelEasier access to data requires less printing of reports

Business Intelligence (BI)BI’s reporting features offer more flexibility in queries and formatting than SAP transactionsPre-defined Excel formats help simplify reportingActual data is extracted from SAP into BI nightly, so data is considered near real-time

How can I tell if the report is an ECC report or a BI report, if I can access both through the BRITE Portal?

ECC reports will open in SAP, and if you look to the bottom right of your screen, you’ll see the SAP client name displayed.BI reports will open the BEx Launcher Variable Entry screen.


Navigation: Select the Reports Tab

Navigate to both ECC (real-time) reports and BI (near real-time) reports via the Reports tab in the BRITE Portal.

1

Steps from the BRITE Portal:1. Click the Reports tab.


Navigation: Select the Reports Subfolder based on your Role

23

2. Click the tab for your role. In this example HR Action Processor-SR.3. Click a sublink by category (Employee Data shown). Under each role there will be links to

reports grouped by category.

NOTES: The tabs and reports available will vary depending on the user’s authorization and assigned roles. For example, someone given the authorization to view HR Action Processor reports may have access to different tabs and reports than another user authorized to run Payroll Contact or Learning Solutions reports.


Navigation: Subfolder Examples

Above are examples of the various reports under two different subfolders for the same role.

Subfolders may change and be updated from what you see above as the system evolves.


Navigation: Select the Report

4

4. Select the report. For this example, we’ll select Flexible Employee Data.

Caution! Clicking the report more than once will open multiple sessions of the report.


Navigation: Select Report Filter Criterion

5

The initial selection criteria screen displays. Use the fields above to filter the data in the report. In this example we will filter by Organizational Unit subarea.

5. Enter the Org Unit Number in the Organizational Unit field. If you don’t know the number, click the Matchcode for a listing of numbers. The next slide will discuss the Matchcode options.

NOTES: One Variable field must be completed to perform a search; however you may fill in as many Variable fields as you would like.The date will default to the current date if the Calendar Month/Year filter is not otherwise changed. Additional filtering options will be discussed later.


Navigation: Using Matchcode for Variant Selection

6

7

8

When you click the Matchcode, the above pop-up window displays.

6. Select the Org Units you want to include in the report.7. Click Add and they will appear in the Selections list.8. Click OK.

NOTES:Notice the values have been brought over to the Selections (right side) list. Additional values may be added, if desired.To display the Org Unit name and number, click which is located on the top right of the screen above the Selections list. Choose Text & Key in the Display field.


Navigation: Save Variant Selection/Report Criteria

9

12 10

11

Once you have selected a set of variants, you may want to save the criteria if you plan to use it again. This will save you time by not having to input the selections in each time you need the report.

9. If you want to save report criteria, click Save As. 10. In the pop-up window, enter a Description for the variant using the Variant Naming

Convention detailed below. Technical Name field does not need to be completed.11.Click OK. 12.Click OK.

NOTES:The more the data is filtered, the faster the report is likely to be processed. For end users in locations, Org Unit is a highly recommended filter to use for any report.Saved variants are accessible across the District so it is important to use the following naming convention for reports:

Variant Naming Convention[Org Unit] + [Suborg Unit] + [Short Description]Example: 60185 Pompano Institute


Navigation: Retrieving Variant Selection/Report Criteria

13

14

15

To retrieve your saved report criteria,

13.Click on the Down Arrow to display all Variants.14.Select the Variant you want.15.Click OK and the report will display in a separate window.

NOTES: Remember all saved Variants across the District will appear in the selection list until further notice. Please adhere to the Variant Naming Convention on the previous page.


Display: Report Results

41

2

3

5

1. The Title of the report displays to the top left of the screen.2. The Rows section of the navigation pane displays the fields currently selected to be

displayed in the report.3. The Free characteristics section of the navigation pane displays optional fields available for

inclusion in the report.4. The report area displays the row headers and respective employee data. Some rows will

require you to scroll to the right to be displayed on the screen.5. Use the arrows to scroll from page to page in the report.

NOTES:• To Display the Organizational Unit #, along with the Organizational Unit Name, right click on

the Organizational Unit heading cell. In the drop-down menu, choose Properties Characteristics.

• The following pop-up window will appear, in the Display field select Text & Key from the drop list.


Display: Sorting Data

12

1. Columns in the report are displayed in descending order. To change the order to ascending, click the arrow in the heading for each column you would like changed.

2. Two advanced Filtering options are available. One by clicking the Filter button, shown above and the other one by right clicking in a cell (Mac users click CTRL), shown below. Both Filtering options will be covered in future training courses.


Display: Add or Replace Field for Viewing

4

1

5

2

3

NOTES:1. To replace an existing Row selection (2) with a Free characteristic (3), click and drag the

name in the Free characteristic field and drop it over the Row selection to be replaced.2. To add a Free Characteristic field to the Rows, click and drag the Free Characteristic field

and drop it to the left or right of the Row Header selection (ensure Row Header is highlighted and I beam is visible when you drop the field). You can also drag and drop Free Characteristics from the navigation pane on top of a Row Header to replace the current field.

3. To remove a Row selection, click and drag the Rows field and drop it over Free characteristics.

4. To rearrange the order of the report rows, simply click the row header and drag it left or right.5. For this example, let’s scroll to the last page of the report and then click and drag Gender up

to the Rows section (as shown in 2).


Display: Changing Layout

Note the changes to the Row selection:

Note that we’ve changed the Row selection. We’ve added Gender.

NOTES:• To undo, right click in the cell (Mac users press Ctrl and click) and choose Back One

Navigational Step to go back one step, or Back to Start to bring you back to the Search Selection Screen.

• Practice clicking and dragging in a BI report through the BI Simulation available on the ERP Training Library (http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/).


Display: Additional Fields

1

2

Next, let’s look at the additional fields available for inclusion in the report. Each field in the navigation area has related attributes. To access those attributes, right click a field (on a Mac, control click.)

1. Right click Pers. No (on a Mac, control click) and select Properties, Characteristic2. Click the Attributes tab and scroll through the attributes to locate the desired fields for

selection. Click the field and click Add. For this example, let’s add Payroll Area and Annual Salary.

NOTE: On the General tab, you can select your display preferences. For this example, let’s also turn Display Results to Never.


Output Options: Printing and Exporting

Once the report is produced to specifications, either click Print Version to print the report or Export to Excel or Export to CSV to export the data.

NOTES: • When printing, ensure the Theme is set to Black and White, otherwise the printing results

will be difficult to read.• If the report is too large, it will have trouble saving to an Excel file. Save as a CSV file, which

can then be opened in Excel.


Favorites: Save as a Favorite

To save the layout for the report:

1

2 3

To save the layout as a Favorite for future use:1. Click the Save As button 2. Enter a Description for the Favorite3. Click OK

The Portal Favorite will then be available the next time you wish to run the report.


Favorites: Retrieving a Favorite

1

2

3

4

To retrieve your saved Favorite, go to the Reports Subfolder menu:1. Scroll all the way to the right to display the two icons under the Portal Favorites

section.2. Click on the left button.3. Select the Refresh option from the menu and your report saved as a Favorite will

appear.4. Select the Favorite you wish to retrieve.

To Delete Favorites:Click the Organize Entries option from the same menu. A pop-up box will appear with your saved Favorites, click on the drop list and select Delete.

Title: Budget Transfers - Schools and Departments Functional Area : Budget

Process : Budget Maintenance

File name: BPP_BU_FM_FMBB_BUDGET_TRANSFERS_SCHOOLS_&_DEPTS_090507VHTMLWI.DOC Reference Number: FMBB

Version: 06 Super User Test PC Last Modified: 10/8/2007 10:08:00 AM

Work InstructionPage 1 / 24

Work Instruction

Budget Transfers - Schools and Departments

Purpose

Schools and departments will use this procedure to process a budget transfer. Schools and departments will be limited to budget transfers within their location and within the same activity that is reflected in the functional area (digits 5-9). In cases where it is necessary to transfer funds across funds centers or functional areas, a Budget Transfer must be completed, approved, and submitted to the Budget Office for processing. Schools and departments will be able to transfer funds across functions (digits 1-4 in the functional area) and commitment items.

Trigger

Users would perform this function when it is necessary to transfer funds from one FM account assignment to another. Transfers would be created in anticipation of future funding needs.

Prerequisites

None

Menu Path

Use the following menu path(s) to begin this task:

• Accounting Public Sector Management Funds Management Budgeting Budget Control System (BCS) Entry Documents FMBB – Budgeting Workbench

Transaction Code

FMBB

Helpful Hints

BCPS has built various validation checks, which, when not fulfilled, will issue error messages. These include, but are not limited to:

• Limiting the level of certain types of budget types, document types, and budget transfers by schools/departments.

• Preventing transfers across fund centers and activities.

• Transferring budget from account assignments in excess of the unused appropriated budget amount.

If this is the first time you are creating a budget transfer document, perform Steps 6-10 prior to entering the transfer.






Helpful Hints

The following icons can assist with your document line item entry if you are using the Windows GUI:

Icon Function

To add a row.

To delete a row.

To copy a row.

To sort in ascending order. To use, highlight a column and select icon.

To sort in descending order. To use, highlight a column and select icon.

To select/change a layout.

To group “sending” budget transfer lines and “receiving” budget transfers lines together on a split screen.

The following table appears throughout all Work Instructions. The left column is the Field Name where data is entered or reviewed. The middle column is the type of field including: (R) Required – value must be entered; (O) Optional – value may or may not be entered; or (C) Conditional – value must be entered if other related field(s) are entered. The right column provides a brief description/definition and examples of the Field Name.

Field Name R/O/C Description

Field Name R – Required

O – Optional

C - Conditional

Brief description/definition of the Field Name.






Procedure

1. Start the task using the menu path or transaction code noted above.

SAP Easy Access

2. Double-click .

Enter FM Area






This pop-up box will only appear the first time you access this transaction after you

have signed in. Enter “SBBC” if it is not already defaulted. Click to proceed.

3. The following appears:

Enter Layout

The Enter Layout pop-up box will only appear the first time you access this transaction. Enter Layout Variant code ZB0001, Broward County Standard Operating Budget Layout (or

click on to access a drop-down menu). This layout will alter the columns in the budget line item area. Mark layout variant ZB0001 as the default variant by placing a check in the Default Layout check box.

You can also change the layout from the menu path Extras Change Budgeting Workbench Layout.

4. Click to proceed.






Budgeting Workbench - Create Document

The screen may not look exactly as above. The look of the initial screen will differ depending on the last budget document posted. The initial screen will look like this after your first transfer posting. The look of the screen will also differ depending on the process selected.

5. Perform one of the following:

If Go To

This is the first time you are creating a budget transfer document Step 6

You wish to create a budget transfer document without referencing a previously posted document

Step 12

You wish to create a budget transfer document by referencing a previously posted document

Step 21






6. If this is the first time you are entering a budget transfer document, perform Steps 6-10. These steps will be required to be performed only once. In addition to setting your default budget entry layout, they will also add two customized BCPS columns to the line item entry screen.

• Residual Budget: this will display the remaining available budget for the account assignment up to this point in time.

• Total Budget: this column will display the total budgeted amount, including transfers, to date regardless of usage.

7. To change the layout format to view “Residual Budget” and “Total Budget” columns first click and follow path Menu Extras Select Key Figures.

The “Key Figures Selection” pop-up box appears.

Select/check and .








9. Click and follow menu path Menu Extras Key Figures on/off.

The Key Figures on/off pop-up box appears. Select the “On” radio buttons as noted above. Check the “Simulation” box. By selecting the Simulation box, the amount being transferred on each line is taken into account/reflected in the Consumable Budget and Total Budget columns selected above prior to posting.






10. Click to continue.


11. To change the layout (if you have not done so already), click and follow menu path Menu Extras Change Budgeting Workbench Layout.

The layout selected should always be ZB0001, Broward County Standard Operating

Budget Layout (or you can click on to access a drop-down menu). This layout will alter the columns in the budget line item area. Mark this as the default layout. Mark layout






variant ZB0001 as the default variant by placing a check in the Default Layout check box.

Click to proceed.


12. As required, complete/review the following fields:


Header Data – Header Data Tab

Process R Characterizes the basic budgeting process used to post a budget entry document (i.e., Enter, Carryover, Revenue Increasing Budget, Transfer, Return, Supplement).

For schools and departments, this will always be “Transfer”

Budget Category R The budget category distinguishes the different ledgers available, i.e., commitment, financial, payment.

This will always be “Payment”







Document type R The document type distinguishes the entry document.

For schools and departments entering budget transfers, this will always be “OPSD”. Document types can be assigned different number ranges to segregate the different types of postings. “OPSD” documents will always begin with a “2.”

A custom validation check will ensure schools and departments only use this value. An appropriate error message will be received if “OPSD” is not used.

Schools and Departments will always use OPSD.

Total Sender C Total dollar amount of sender’s budget transfer lines.

This field is automatically populated and must equal the Total Receiver amount prior to posting.

Total Receiver C Total dollar amount of receiver’s budget transfer lines.

This field is automatically populated and must equal the Total Sender amount prior to posting.

Version R Description of Version.

This will always be “0” for Operating or Current (Active) Budget.

Document Date R Description of Document Date.

The system automatically enters the current date. Leave system default. Do not change.

Header Data – Sender/Receiver

When a transfer document is created, there are two sections that must be completed: Sender and Receiver. The field descriptions below apply to both.







Fiscal Year R Description of Fiscal Year.

The applicable fiscal year that the budget transfer relates to. Enter the current fiscal year.

Example: 2008

Budget Type R A subdivision of the budget categories which helps to recognize the origin of the budget.

The budget can be sub-divided into different budget types by process, such as budget entry (ORGR), budget amendments (AMND), etc.

For school and department budget transfers, the type will always be “AMND” for budget amendments.

Enter “AMND” or click on to select “AMND” from the drop-down list of all budget types.

A custom validation check will ensure schools and departments only use this value. An appropriate error message will be received if “AMND” is not used.

Grant R Description of Grant.

Leave blank. This field will default to “Not Relevant” and cannot be overridden since grant budget transfers must be done in GM.

Period R Unit that subdivides a fiscal year (July – June).

Each month is a specified period, (i.e. July is Period 01, August is Period 02, etc.) with June being Period 12. There is also a period specified as “ALL.” If this is option is selected, the budget would be distributed equally across all 12 months.

At BCPS, always enter the fiscal period in which the budget transfer is being made.

Example: 009 (March)






If the header data is slightly hidden, use the scroll bar to the right to view the remaining fields.

To better view information in the Budgeting Workbench budget the, Documents of FM Area SBBC column (right side of the screen) may be closed.

13. To close the Documents of FM Area SBBC column click on .


Click on the tab . If you wish, add a text entry in the header text field. This text will apply to the entire budgeting document as opposed to the text field on the line items which only apply to each line item.

Note: Initially the Lines table (lower portion of the screen) may not be visible. If hidden the Lines table may be displayed by pointing the mouse arrow at the lower portion of the screen and while holding the left mouse button down drag the Lines table into view.






Note: The Header section of the Budgeting Workbench transaction may be compressed by

clicking the (Compress Data Areas) icon. Compressing the Header area will enlarge the Lines table budget entry portion of the screen.


Notice the two columns, Residual Bdgt for BWB and Budget Total (all budget) displayed on the far right side of the lower table. These columns were brought in when the key figures

and .were selected in the previous steps, 7 & 8.

If you do not see the “Residual Bdgt for BWB” and “Budget Total (all budget)” columns in the line item layout as seen above, press the Enter button on your keyboard (see description of these columns below).






14. As required, complete/review the following fields to enter the information on Line 1:


-/+ R For budget processes which have two sides, the line sign (plus or minus) determines the relevant side.

For transfers, '-' is used for the sending budget address and '+' is used for the receiving budget address.

You can also click on to display the drop-down menu.

You can enter as many sender and receiver budget line items as you wish within a document. The sum of all sender (“-“) transfer lines must equal the sum of all receiver (“+”) transfer lines.

Example: “-“ for sender account assignment

Fund R A fiscal and accounting entity having a self-balancing set of accounts, recording cash and other financial resources together with all related liabilities and residual equities or balances, which are segregated for the purpose of carrying out specific activities in accordance with specific regulations, restrictions or limitations.

Enter the 4-digit fund number you wish to transfer budget from or to.

Example: 1000

Funds Center R A clearly defined area of responsibility in Funds Management. The funds center is an organizational unit within a Financial Management area to which budget can be assigned. Funds centers are generally structured in a multi-level hierarchy.

This must always be the same for the “sender” and “receiver” information as schools and departments are not allowed to transfer funds between different funds centers. An error message will be issued if transfers cross fund centers.

Example: 2220097030







Funded Program O A program within Funds Management with an operational purpose and a defined time frame. Funded programs can vary

from simple activities to complex projects, and can cross an organization's fiscal years, funding sources, and organizational units. Funded programs enable you to record budget, control postings, and monitor the performance of Capital Projects and Grant programs.

Example: NOT RELEVANT

Functional Area R Cross-organization FM object used to divide organizational costs according to functional aspects, activities or programs to meet legal or internal reporting requirements.

An error message will be issued if transfers cross activities (digits 5-9 inclusive) of functional area number.

Example: 7500000000000000

Commitment Item R An element that represents the categories or classifications of fund equity, revenues, expenses and encumbrances at the lowest level of detail necessary for internal and external reporting.

For schools, enter the two digit commitment item (i.e., 53000000) instead of the detailed commitment item 53990000.

Example: 53990000

Amount (USD) R Dollar value of the transaction line(s).

Enter the dollar amount of the transfer. Example: 400.00

Residual Budget C The remaining available budget for the account assignment up to this point in time.

You can only transfer out up to the remaining total consumable budget amount. If the transfer causes the amount in this column to be negative, you will not be able to post the transfer.

Budget Total C Total budget amount to date (including transfers) regardless of usage.







Text O Text field for transaction information.

15. Repeat Step 14 for each budget transfer line item.

A transfer document must have at least two lines – one sender and one receiver line to balance.



In our example, only two lines (one sender and one receiver) were entered. You can enter multiple sender and/or receiver lines.

You must prepare a balanced entry. The “Total Sender” and “Total Receiver” amounts in the header must be equal.






17. Click (Check document). This performs a preliminary check on the document entry in order to identify any errors that may have occurred. If the entry is correct, the following

message appears: . If an error occurred, a notification box will appear detailing the correction(s) to be made.

If an error is detected by the system you may review the error message by clicking

and following path More Message log.

Most errors occur as a result of incorrect data entered by the person creating the document.

18. Click to post the document.

Budgeting Workbench - Display Document

The message “Document 20000000300 has been created successfully in FM area SBBC document year 2008” appears at the bottom of the screen. Note that all school and department budget documents will begin with a “2”.

If you are not ready to post the document at this time, you can place it on hold by clicking the button. Refer to BPP “FMBB Hold and Post a Budget Document” for more information on this process.






19. Click to exit and proceed to step 23.

The following steps demonstrate how a new document using information from an existing document as a reference.

20. Click and follow menu path Menu Document Create by Reference.

The Reference Document entry box is displayed. Fill in the fields “Document Year” and “Document Number” that you wish to refer to. (If you do not know the document number, you can click on and the “Search for Document Entry” screen appears. You can search budget documents by entering information in certain fields as the search criteria. (Refer to BPP FMEDD – Display Budgeting Documents.)

For example, enter “2008” as the document year and “20000000300” for the document number. The year is the budget year that the document was posted in.

Remember: All school and department budget documents will begin with a “2”.

21. Click to continue.







The information from transfer document 20000000300 has been populated into the new transaction. You can now proceed to edit any field as necessary. For example, change the receiving line (line 2) to reflect commitment item 53950000. The table below provides a description of all the fields.



Process R Characterizes the basic budgeting process used to post a budget entry document (i.e., Enter, Carryover, Revenue Increasing Budget, Transfer, Return, Supplement).

For schools and departments, this will always be Transfer.


This will always be “Payment.”







Document type R The document type distinguishes the entry document.

For schools and departments entering budget transfers, this will always be “OPSD”. Document types can be assigned different number ranges to segregate the different types of postings. “OPSD” documents will always begin with a “2”.

A custom validation check will ensure schools and departments only use this value. An appropriate error message will be received if “OPSD” is not used.












The applicable fiscal year that the budget transfer relates to. Enter the current fiscal year.

Example: 2008








The budget can be sub-divided into different budget types by process, such as budget entry (ORGR), budget amendments (AMND), etc. For school and department budget transfers, the type will always be “AMND” for budget amendments.


A custom validation check will ensure schools and departments only use this value. An appropriate error message will be received if “AMND” is not used.


Leave blank. This field will default to “Not Relevant” and cannot be overridden since grant budget transfers must be done in GM.


Each month is a specified period, i.e., July is Period 01, August is Period 02, etc. with June being Period 12. There is also a period specified as “ALL”. If this is option is selected, the budget would be distributed equally across all 12 months.









You must prepare a balanced entry. The “Total Sender” and “Total Receiver” amounts in the header must be equal.

22. Click (Check document). This performs a preliminary check on the document entry in order to identify any errors that may have occurred.

If the entry is correct, the following message appears:

. If an error occurred, a notification box would be displayed detailing the correction(s) to be made.

Note: If an error is detected by the system you may also review the error message by

clicking the button and following path More Message log.







If you are not ready to post the document at this time, you can place it on hold by clicking . Refer to BPP “FMBB-Hold and Post a Budget Document” for more information on

this process.

Budgeting Workbench - Display

The message “Document 20000000301 has been created successfully in FM area SBBC document year 2008” appears at the bottom of the screen.

Note: that all school and department budget documents will begin with a “2”.

24. Click to exit.

25. You have completed this task.

Result

You have successfully created and processed a budget transfer document.

Comments






This page is intentionally left blank.

Title: Hold and Post Budget Document 10/08/07 Functional Area : Budget


File name: BPP_BU_FM_FMBB_HOLD_AND_POST_BUDGET_DOCUMENT_HTMLWI.DOC Reference Number:

Version: 05 SBBC Training Edit Last Modified: 10/8/2007 10:17:00 AM


Work Instruction

Hold and Post Budget Document 10/08/07

Purpose

This BPP outlines the process of holding (or parking) a budget transfer document and subsequently posting it. Documents may be held (placed on hold prior to posting) when additional information is required to complete it or for further review prior to posting. Schools and departments will be limited to budget transfers within their location and within the same activity which is reflected in the functional area (digits 5-9). In cases where it is necessary to transfer funds across funds centers or functional areas, a Budget Transfer must be completed, approved and submitted to the Budget Office for processing.

Schools and departments will be allowed to transfer funds across functions (digits 1-4 in the functional area) and commitment items within their location. Transfers would be created in anticipation of future funding needs.

Trigger

Users would perform this function when it is necessary to transfer funds from one FM account assignment to another and place it on hold for review, if necessary.

Prerequisites

None

Menu Path


• Accounting Public Sector Management Funds Management Budgeting Budget Control System (BCS) Entry Documents FMBB – Budgeting Workbench

Transaction Code

FMBB

Helpful Hints

BCPS has built various validation checks, which, when not fulfilled, will issue error messages. These include, but are not limited to:

• Limiting the level of certain types of budget types, document types and budget transfers by schools/departments.

• Preventing transfers across fund centers and activities by schools/departments. • Transferring budget from account assignments in excess of the unused appropriated

budget amount.






If this is the first time you are creating a budget transfer document, refer to BPP Budget Transfers – Schools and Departments, Steps 6 – 10, for information on initial document set-up.

You can hold a document at any time during entry.

Helpful Hints




O – Optional

C - Conditional







Procedure


SAP Easy Access

2. Double-click .

Transaction Budgeting Workbench may be accessed by entering FMBB in the quick path field and clicking the Enter key on your keyboard.










Process R Characterizes the basic budgeting process used to post a budget entry document (i.e., Enter, Carryover, Revenue Increasing Budget, Transfer, Return, Supplement). For schools and departments, this will always be “Transfer”.


This will always be “Payment”.







Document type R The document type distinguishes the entry document. Document types can be assigned different number ranges to segregate the different types of postings. “OPSD” documents will always begin with a “2”.

For schools and departments entering budget transfers, this will always be “OPSD”.












The applicable fiscal year that the budget transfer relates to. This is the current fiscal year.

Example: 2008








For school and department budget transfers, the type will always be “AMND” for budget amendments.



Leave blank.


Each month is a specified period, i.e., July is Period 01, August is Period 02, etc. with June being Period 12. There is also a period specified as “ALL”. If this is option is selected, the budget would be distributed equally across all 12 months.



If the header data is slightly hidden, use the scroll bar to the right to view the remaining fields.







To better view information in the Budgeting Workbench budget the, Documents of FM Area SBBC column (right side of the screen) may be closed.

4. To close the Documents of FM Area SBBC column click on .







Click on the tab . If you wish, add a text entry in the header text field. This text will apply to the entire budgeting document as opposed to the text field on the line items which only apply to each line item.

Note: Initially the Lines table (lower portion of the screen) may not be visible. If hidden the Lines table may be displayed by pointing the mouse arrow at the lower portion of the screen and while holding the left mouse button down drag the Lines table into view.

Note: The Header section of the Budgeting Workbench transaction may be compressed

by clicking the (Compress Data Areas) icon. Compressing the Header area will enlarge the Lines table budget entry portion of the screen.

5. As displayed in the above screen shot click the lower portion of the screen and while holding down the left mouse button slowly drag the Lines table into view.







f6. As required, complete/review the following fields to enter the information on Line 1:







-/+ R For budget processes which have two sides, the line sign (plus or minus) determines the relevant side.

For transfers, '-' is used for the sending budget address and '+' is used for the receiving budget address.

You can also click on to display the drop-down menu.

You can enter as many sender and receiver budget line items as you wish within a document. The sum of all sender (“-“) transfer lines must equal the sum of all receiver (“+”) transfer lines. Example: “-“ for sender account assignment


Enter the 4-digit fund number you wish to transfer budget from or to.

Example: 1000

Funds Center R A clearly defined area of responsibility in Funds Management. The funds center is an organizational unit within a Financial Management area to which budget can be assigned. Funds centers are generally structured in a multi-level hierarchy.

This must always be the same for the “sender” and “receiver” information as schools and departments are not allowed to transfer funds between different funds centers. An error message will be issued if transfers cross fund centers.

Example: 3100105610







Funded Program O A program within Funds Management with an operational purpose and a defined time frame. Funded programs can vary from simple activities to complex projects, and can cross an organization's fiscal years, funding sources, and organizational units. Funded programs enable you to record budget, control postings, and monitor the performance of Capital Projects and Grant programs.

Example: NOT RELEVANT

Functional Area R Cross-organization FM object used to divide organizational costs according to functional aspects, activities or programs to meet legal or internal reporting requirements.

An error message will be issued if transfers cross activities (digits 5-9 inclusive) of functional area number.

Example: 7901000000000000

Commitment Item R An element that represents the categories or classifications of fund equity, revenues, expenses and encumbrances at the lowest level of detail necessary for internal and external reporting.

The 2-digit commitment item will be used for schools instead of the detailed commitment item (i.e., 55120000) that will be used for departments.

Example: 55000000

Amount (USD) R Dollar value of the transaction line(s).

Enter the dollar amount of the transfer. Example: 100.00

Consumable Budget C The remaining available budget for the account assignment up to this point in time.

You can only transfer out up to the remaining total consumable budget amount. If the transfer causes the amount in this column to be negative, you will not be able to post the transfer.

Budget Total C Total budget amount to date (including transfers) regardless of usage.







Text O Text field for transaction information.

7. Repeat Step 7 for each budget transfer line item.


A transfer document must have at least two lines – one sender (-) and one receiver (+) line to balance.






8. Click if you need to place the document on hold for reasons such as to request additional funding, to research the transaction, etc. You can place the document on hold at any time (for example, when the total sender amount does not equal the total receiver amount, or with incomplete account assignments).

The Hold Document pop-up box appears.



Held Document Number

R Description of Held Document Number.

Enter a document identification number. This can be alphanumeric and is defined by each user. Choose a naming scheme which makes sense to you (as in the example, user’s initials and date).

Example: KM032101

10. Click to proceed (you may have to click the Hold button twice).







The document is placed on hold. The system displays the message “Held document TL091708 has been saved in FM area SBBC for user TLONGHURST”.






11. When you are ready to complete and post the document, return to FMBB and click

to “view” the document overview panel located on the left side of the screen (if not already displayed).


12. Click to expand the folder.

This folder contains all documents previously placed on hold by you. Only your held documents can be displayed and processed by you. You cannot view or process the held documents of others.







13. Double-click the held document to be recalled and processed, e.g., .







In this example, only two lines (one sender and one receiver) were entered. You can enter multiple sender and/or receiver lines. Complete the document as required.

You must prepare a balanced entry. The “Total Sender (-)” and “Total Receiver (+)” amounts in the header must be equal.

14. Click (Check document). This performs a preliminary check on the document entry in order to identify any errors that may have occurred.

If the entry is correct, the following message appears:

. If an error occurred, a notification box would be displayed detailing the correction(s) to be made.

Note: If an error is detected by the system you may also review the error message by

clicking the button and following path More Message log.








The system displays the message “Document 20000000281 has been created successfully in FM area SBBC document year 2008”. Also note that the document is displayed and the Document field (very top of the screen) has been populated with the new document number. All documents created for School and Department budget transfer will begin

with the number “2”.

Note: The held document is no longer in the “Held” folder. It now appears under the “Posted” folder with the new document number. and department budget transfer documents will begin with a “2”.






Note: The held document is no longer in the “Held” folder. It now appears under the “Posted” folder with the new document number.

16. Click to exit. Your document has been created and saved.


Result

You have successfully created a budget document, placed it on hold, recalled the document, and posted the document.

Comments

The following icons can assist with your document line item entry:

Icon Function

To add a row.

To delete a row.

To copy a row.

To sort in ascending order. To use, highlight a column and select icon.

To sort in descending order. To use, highlight a column and select icon.

To select/change a layout.

To group “sending” budget transfer lines and “receiving” budget transfers lines together on a split screen.

Title: Display Budgeting Documents HTML 08/14/07 Category 1 : Budget

Category 2 : Budget Maintenance

File name: ~02 FMEDD_DISPLAY_BUDGETING_DOCUMENTS_081407VHTML.DOC Reference Number:

Version: 03 Approved by SBBC Reviewer Last Modified: 10/3/2007 9:51:00 AM


Work Instruction

Display Budgeting Documents HTML 08/14/07

Purpose

Use this procedure to display/view a list of budget documents (transfers, returns, enter, supplements, etc.) and/or view specific budget documents. There are several selection criteria available. For example, documents can be listed based on a particular period of time, by document type, by document status, and by creator.

Trigger

Perform this procedure when there is a need to view a budget document or a list of budget documents.

Prerequisites

• Budget documents must exist in order to perform this function.

Menu Path

• Accounting Public Sector Management Funds Management Budgeting Budget Control System (BCS) Entry Documents FMEDD – Display

Transaction Code

FMEDD

Helpful Hints




O – Optional

C - Conditional







Procedure


SAP Easy Access Menu

2. Double-click .






Display Entry Document - Microsoft Internet Explorer

The FM Area pop-up box may appear. If the FM Area pop-up box appears enter SBBC in the FM

Area field and click .



FM Area R An organizational unit which plans, controls and monitors funds and commitment budgets in Funds Management.

There will only be one FM Area for BCPS. As such, the FM Area will always default to “SBBC.”







Document Year R Current fiscal year.

Enter the year in which the budget document was posted.

Example: 2008


If Go To

You do not know the document number or want to view a budget document listing based on certain criteria

Step 5

You know the budget document number Step 12



Entry Document Number

R Original document number.

If unknown, click to search for a particular document(s). (If known, enter the document number and proceed to Step 11.)

6. Click the Entry Document field.

7. Click the Entry Document field to search for a particular document(s).






Search For Entry Document (Effective) - Microsoft Internet Explorer

The following table lists the various filtering criteria you can use to search for budgeting documents:


Document Family Number

O A grouping criterion of budget entry documents created by a mass process which is system generated.

Budgeting Process O Characterizes the basic budgeting process used to post a budget entry document. When you create an entry document using the Budgeting Workbench, you can choose between different budgeting processes (Transfer, Return, Supplement).

For schools and departments, this will always be “TRAN” for Transfer.







Version O Description of Version.


Created by O The User ID that created the document.

SAP User ID of the individual who created the object.

Example: TLONGHURST

Original Application O Description of Original Application.

Original application of the budgeting process in the Budget Control System (BCS). “BWB”, for Budgeting Workbench, will always default.

This can be changed, for example, to “COVR” to view budget documents created by the Y/E residual budget carryover program or “BPS” for the original budget load document.

Created on O Description of Created on.

Date on which the document was created.

Document Date O The document date is the date on which the original document was issued.

The document date for the original budget document (this may differ from the date entered).

Posting Date O The date on which a transaction in SAP will be posted to the appropriate accounts. SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.

The posting date can differ from both the entry date (day of entry into the system) and the document date (day of creation of the original document).

Person Responsible O Person responsible for the cost center.







Document Status O This history of a document status, i.e, 1 = posted.

The entry document status reflects the history of an entry document. The following statuses are possible: Posted and Pre-Posted. Pre-posting functionality is not being used by BCPS.

Reversal Status O The history of the reversal document status, i.e., 1 = posted.

Enter “2” to view the documents that have been reversed, enter “1” to view the reversal document or leave blank.

Reversal Document Number

O Number of the document used to reverse a budget entry document.

If you enter a reversal status number above and leave this field blank, all reversal (status 1) or all reversed (status 2) documents will be displayed. Entering a document number(s) will limit the documents displayed.

Entry Document Type O Classifies the budget entry document, i.e., Operational, Grant, Capital.

The document type classifies the budget entry document. It is flagged in the document header.

Text Name O Description of Text Name.

Not being used by BCPS.

For example, if you would like to view a list of budget documents entered by you during a specific time period, enter the User ID in the “Created By” field and from/to dates in the “Created On” field. You can further refine your search by entering a budget process.







For example, the field “Created by” will be used as the search criteria to display these documents.







Selection List - Microsoft Internet Explorer

The list consists of all budget documents created by user TLONGHURST for document year 2008.

Virtually all fields contained in the original budget posting document can be displayed in the Select List screen. Due to the number of fields which may display many fields may be hidden from view. Fields that are displayed but hidden from view such as, Reversal Doc. number, may be displayed by clicking the vertical scroll right bar at the bottom of the screen.

Additionally, new columns may be added, removed or rearranged. To

change the columns displayed click the button and follow path More Change Layout.

9. To view the details of a particular document, you can click on a document, for example .

10. Click and select Details from the drop-down menu.






Details

The following information box appears with details on the document.

11. Click to exit.







12. You can also view the actual document by double-clicking on the document number. For example,

double-click on .

Virtually all the information contained in the original budget document can be displayed in the budget document Selection list (displayed above).







The Display Entry Document screen re-appears.

13. Click .






Entry Document - Microsoft Internet Explorer

The entry document is displayed in full. You cannot make any changes.

Documents which have been created from a document reversal will have a negative value in the Header Total Sender and Total Receiver fields.

14. Click to return.







15. Click to return to the main screen.

16. You have successfully completed this task.

Result

You have successfully executed the creation of a budget entry document list and viewed a particular budget document.

Comments

Title: Reverse Budget Entry Documents HTML 08/17/07 Category 1 : Budget


File name: ~03 FMDOCREV_REVERSE_BUDGET_ENTRY_DOCUMENTS_081707VHTML1.DOC Reference Number:



Work Instruction

Reverse Budget Entry Documents HTML 08/17/07

Purpose

Use this procedure to reverse a budget entry document as a result of an error or other change. Reversals can be done by single entry or in mass by a particular program run.

Trigger

Perform this procedure when there is a need to reverse a posting by entering an identical amount to the opposite side of the account, thereby offsetting the original amount.

Prerequisites

• A budget document would need to be created before performing this function.

Menu Path


• Accounting Public Sector Management Funds Management Budgeting Budget Control System (BCS) Tools Entry Documents FMDOCREV – Reverse Entry Documents

Transaction Code

FMDOCREV

Helpful Hints

You can use this document to reverse a budget document without errors. For example, you may have previously created a budget transfer to reserve funds for future use. When the funds are required, you can reverse the original document.




O – Optional

C - Conditional







Procedure


SAP Easy Access - Microsoft Internet Explorer

2. Double-click .









Document Selection Criteria

FM Area R Description of the FM Area.

There will be only one FM Area for BCPS. As such, the FM Area will always default to “SBBC”.







Document year R Description of Document year.

Enter the year in which the budget document was posted.

Example: 2008

Document family number

O Description of Document family number.

A grouping criterion of budget entry documents created by a mass process which is system generated, such as year-end residual budget carryovers or year-end P.O. commitment budget carryovers. When executing this program, in addition to assigning an individual document number for each carryover, a “family” document is assigned. Entering the family document here would reverse the entire Y/E carryover document.

Document number R Description of Document number.

If known, enter the budget document(s) or range of budget documents you wish to reverse. Otherwise, proceed to Step 4.

Reversal Document Settings

Post or Pre-Post R Refers to either a posted document or a pre-posted document.

Always select “Post” as BCPS is not using the Pre-Post functionality.


The document date you wish to assign to the reversal document. The system will assign the document date to the “posting date”. Typically, you would enter the current date here.

Header Text O Description of Header Text.

Add descriptive text if desired. For example, you can enter the reason for the reversal.







Long Text Name O Description of Long Text Name.

Name of a standard text describing the budgeting or the budget update. Not used by BCPS at this time.

Processing Options

Test Mode R Description of Test Mode.

For the initial run, be sure the box is checked. When you execute the process, a test run is made to review for any errors. The database is not updated, but availability control checks are performed as usual.

Detail List R Description of Detail List.

If you checkmark this indicator, detailed results of the program are displayed using the SAP List Viewer. Always check.






If the document number is known and has been entered, proceed to Step 6. Otherwise, continue with Step 4.

Reverse Budget Entry Documents

The following steps demonstrate how to search for an existing document. Performing the following steps will take the user from the Reverse Budget Entry Document screen into the Search For Entry Document (Effective) screen. The Search For Entry Document (Effective) can be used to search for existing documents created by an individual end user.

4. If the document number is unknown, you can perform a search by clicking the Document number

field Match Code .






The Search For Entry Document (Effective) screen will appear.


Note: The Search For Entry Document (Effective) screen appears.






The following table lists the various filtering criteria you can use to search for the budget documents:


Document Year O Current fiscal year.

Example: 2008

Document Family Number

O A grouping criterion of budget entry documents created by a mass process which is system generated.

A grouping criterion of budget entry documents created by a mass process which is system generated, such as year-end residual budget carryovers or year-end P.O. commitment budget carryovers. When executing this program, in addition to assigning an individual document number for each carryover, a “family” document is assigned. Entering the family document here would reverse the entire Y/E carryover document.

Budgeting Process O Characterizes the basic budgeting process used to post a budget entry document. When you create an entry document using the Budgeting Workbench, you can choose between different budgeting processes (Transfer, Return, Supplement).

Characterizes the basic budgeting process used to post a budget entry document. When you create an entry document using the Budgeting Workbench, you can choose between different budgeting processes (Transfer, Return, Supplement).

Example: TRAN

Version O Description of Version.



SAP User ID of the individual who created the object.







Original Application O Description of Original Application.

Original application of the budgeting process in the Budget Control System (BCS). “BWB”, for Budgeting Workbench, will always default.

This can be changed, for example, to “COVR” to view budget documents created by the Y/E residual budget carryover program or IP for the original budget load document.

Created on O Description of Created on.

Date on which the document was created.


The document date for the original budget document (this may differ from the date entered).

Posting Date O The date on which a transaction in SAP will be posted to the appropriate accounts. SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.


Person Responsible O Person responsible for the cost center.

Document Status O This history of a document status, i.e, 1 = posted.

The entry document status reflects the history of an entry document. The following statuses are possible: Posted and Pre-Posted. Pre-posting functionality is not being used by BCPS.







Reversal Status O The history of the reversal document status, i.e., 1 = posted.

Enter “2” to view the documents that have been reversed, enter “1” to view the reversal document or leave blank.

Reversal Document Number

O Number of the document used to reverse a budget entry document.

If you enter a reversal status number above and leave this field blank, all reversal (status 1) or all reversed (status 2) documents will be displayed. Entering a document number(s) will limit the documents displayed.

Entry Document Type O Classifies the budget entry document, i.e., Operational, Grant, Capital.

The document type classifies the budget entry document. It is flagged in the document header.

Text Name O Description of Text Name.

Not being used by BCPS.







5. Click to execute the search.







The Selection List displays all documents found based on the search criteria entered above. Search for the document to be reversed and double-click on it. For example, double-click on .






Reverse Budget Entry Documents - Microsoft Internet Explorer




The document date you wish to assign to the reversal document. The system will assign the document date to the “posting date”. Typically, you would enter the current date here.

Example: Today’s date.

The “Reverse Budget Entry Documents” screen appears. Complete all other fields outlined in Step 3 above.






Be sure that the Test Run box is checked before executing.









The above screen displays the results of the test run you just performed. Note the Mode is listed as “Test run (no DB update), the number of documents to be posted (1), number of warning and error messages (0). In addition, a green indicator box in the “Type” column indicates that the process was run successfully. If an error(s) had occurred, an error message indicator would appear in the header and the indicator box in the “Type” column

would appear red. If an error(s) occurs, click on for further details.

8. Click to return to the previous screen. You are now ready to reverse the budget document.

Uncheck the box.

9. Click to process the reversal.







The Reverse Budget Entry Documents screen reappears, however, this time, the Mode reads “Update Run” and the “Update Successful” message appears.

10. Click to return to the SAP Easy Access screen.


Result

You have successfully reversed a budget entry document. Refer to Comment section below for impact on reversed and reversal documents.






You have completed the Reverse Budget Document process. The remaining portion of this work instruction is for informational purposes only and need not be followed.

Comments

Refer to BPP FMEDD – Display Budgeting Documents for more detailed information on the process of displaying budget documents. However, the screens below illustrate the reversal and original documents.

Entry Document






The reversal budget document is displayed. The status is listed as

. The Total Sender and Total Receiver amounts have also

changed: .

Notice the negative amounts shown on the reversal document.

The original document is also referenced on this screen. Click on the tab . The following screen appears:

Entry Document

The original document number is listed under the heading “Reversal Number” as follows:

.






You can also toggle back and forth between the documents by clicking on the icon and accessing the menu path GoTo Reversal<->Original. The original entry document appears.

Conversely to a “Reversal” document (displayed above) the document that was reversed will display the Reversal document 10000000451 number.

Entry Document

Note the status on the original document is now displayed as “Posted (Reversed)” (instead of “Posted”).

As above, the reversal document number is also referenced on this screen. Click on the

tab . The following appears:






Test

The reversal document number is listed under the heading “Reversal Number” as follows:

.

Title: Create Funds Reservation 04/09/07 Category 1 : Budget


File name: ~04 FMX1_CREATE_FUNDS_RESERVATION_081607VHTML.DOC Reference Number:



Work Instruction

Create Funds Reservation 04/09/07

Purpose

FM Funds Reservation documents are created to reserve appropriated funds for specific purposes. FM reservations can be used by locations as a way to reserve funds for a future use, such as a future purchase. Funds reservations can be referenced in future documents such as PRs, POs and financial journal entries. This permits the automatic reduction of the funds reservation by replacing it with the new encumbrance or expense. Funds reservations can also be reduced or eliminated manually. Funds reservations will consume budget and be subject to budget checks.

Funds reservations will be segregated into two types. Separate document types, with different number ranges will be created:

• Z1 Documents – those that are used only for the current year. Unused amounts will be eliminated at the end of the year and will not be carried forward. Access to Z1 documents will be available to all school and department bookkeepers and budgetkeepers.

• Z2 Documents – for any unused reservations that can be carried forwarded to the new year. For example, for new appropriations received in the current year, but due to timing, were not consumed. These will be carried forward to the new year, along with the associated budget, as a supplement to the next year’s budget. Access to the Z2 documents will be limited to Budget Office and Capital Budget Office staff.

Trigger

Perform this procedure when there is a need to create a funds reservation document.

Prerequisites

• Funds must be available in the appropriate account assignment in order to perform this function.

Menu Path


• Accounting Public Sector Management Funds Management Posting Earmarked Funds Funds Reservation FMX1 – Create

Transaction Code

FMX1






Helpful Hints




O – Optional

C - Conditional







Procedure


SAP Easy Access

2. Double-click .






Funds reservation: Create InitScrn



Document type R The document type classified the accounting document.

Document Date R The document date is the date on which the original document was issued.

Posting Date R The date on which a transaction in SAP will be posted to the appropriate accounts. SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.








Company Code R The Company Code is an organizational unit within financial accounting.

There will be only one Company Code for BCPS. As such, the Company Code will always default to “SBBC”.

Example: SBBC

Currency/Rate R The medium of exchange in current use for a particular country.

Example: USD

Translation Date O Leave blank.

You can create a new funds reservation by referencing an existing one. To do this, enter the reference document number in the Reference section. The information from the existing document is defaulted into the next screen and can be changed as necessary.






Funds reservation: Create InitScrn







Funds reservation: Create Overview scrn

The columns can be adjusted (as they were in the screens below) to suit your needs or

select and Change Layout to hide or view additional columns.

If the button or the Change Layout option is not visible expand the window displaying the SAP system.



Header Section

Document Number R Assigned by the system once the reservation is saved.

Document Type R Value is transferred from previous screen.

Document Date R Value is transferred from previous screen.







Posting Date R Value is transferred from previous screen.

Company Code R Value is transferred from previous screen.

Currency/Rate R Value is transferred from previous screen.

Doc Text O Enter the purpose of the funds reservation, if desired, here.

Company Code R Value is transferred from previous screen.

Grand Total R The total amount of funds reserved from all line items entered. This will update automatically as lines items are entered.

Line Item Section

Original amount R Enter the amount you wish to reserve.

Fund R Description of the Fund.

Enter the fund number for the funds reservation.

Example: 1000

Cost Center C Description of the Cost Center.

Cost Centers represent the lowest organizational level at the School Board of Broward County where cost responsibility will reside. Cost Centers have a one to one relationship with Funds Centers in FM.

Example: 3101100110

WBS Element C Description of the WBS Element.

WBS Elements would be used if you are reserving funds for a capital project (phase level). As such, enter the appropriate WBS Element, if applicable. Note: only one of the following fields should have an entry: Cost Center, WBS Element, or Order.

Order C Description of the Order.

Enter the appropriate Order, if applicable. Note: only one of the following fields should have an entry: Cost Center, WBS Element or Order.







G/L Account R Description of the G/L Account.

Enter the G/L account number as identified in the Chart of Accounts.

G/L accounts have the same number structure as commitment items:

1st digit = Class

2nd – 4th digit = Object

5th – 8th digit = four zeros will be added to the end

Example: 56000000

Func R Description of the Functional Area.

Functional Area is a cross-organization FM object used to divide organizational costs according to functional aspects. Functional Area captures Red Book functions and activities to support CAFR, SAFR and internal reporting.

Example: 6200000000000000

In this example, we will enter the following:

Line Original Amount Fund Cost Center G/L Account Functional Area

1 $100.00 1000 3101100110 56000000 6200000000000000

2 $50.00 1000 3101100110 56000000 7500000000000000

You must enter only one of the following values: Cost Center, WBS Element or Order.







6. Click and select Check to check the document for any errors.







Notice that the Grand Total amount of $150 equals the shaded total of the amount in the line items. Also, the columns (FM dimensions) have been automatically updated.

In order to reserve budget, the combination of account assignments entered above must have an available budget amount equal to or greater than the reservation amount.

If no errors are found, the following message is displayed at the bottom of the screen: “checks completed successfully”.







7. Select each line and click located along the top of the screen.






Funds reservation: Create Detail scr

The details for line 1 are displayed.

8. In the Control Data section, click .

Funds reservation: Create Detail screen: Indicator

The above message box appears. For all schools and departments, it is imperative that the box “no commitment cfwd” be checked. This ensures that the document item is not carried forward into the new fiscal year with the commitment carryforward.






Funds reservation: Create Detail screen: Indicator


Warning

The above warning message appears. Click to proceed.






Funds reservation: Create Detail scr

Repeat Steps 7-9 for all lines in the document. To access these lines, click or

enter the line number in the entry field.

10. When completed, click to return to the Create Overview screen.







11. Click to save the funds reservation. The funds for each of the FM account assignment combination (Fund/Fund Center/Commitment Item/Functional Area, Funded Program and Grant) have been reserved for future use. The amount of available budget has been reduced.

The system displays the message, " ."


Result

You have successfully created a funds reservation which can be referenced in future documents (PR/PO/invoice/journal entries) or released manually when required.

Comments

Title: Change/Close Funds Reservation 03/29/07 Category 1 : Budget


File name: ~05 FMX2_CHANGE_FUNDS_RESERVATION_081607VHTML.DOC Reference Number:



Work Instruction

Change/Close Funds Reservation 03/29/07

Purpose




• Z2 Documents – for any unused reservations that can be carried forward to the new year. For example, for new appropriations received in the current year but, due to timing, were not consumed. These will be carried forward to the new year, along with the associated budget, as a supplement to the next year’s budget. Access to the Z2 documents will be limited to Budget Office and Capital Budget Office staff.

Trigger

Perform this procedure when it is necessary to change/update a funds reservation.

Prerequisites

• A funds reservation document must be created in order to perform this function.

Menu Path


• Accounting Public Sector Management Funds Management Posting Earmarked Funds Funds Reservation FMX2 – Change

Transaction Code

FMX2






Helpful Hints




O – Optional

C - Conditional







Procedure


SAP Easy Access

2. Double-click .






Funds reservation: Change InitScrn








Document number R The unique identification value assigned to a business event as it is processed in SAP; the system automatically creates and assigns document numbers as each document is posted--manual assigning of document numbers is not possible.

If known, enter the funds reservation document

number. Otherwise, click on to get a drop-down menu to search all funds reservation numbers.

Note that all funds reservation documents will begin with a “5”. “51” documents are funds reservations created by schools or departments and “52” documents are funds reservations created by the Budget Office or Capital Budget.

Example: 5100000010

Line Item O Description of Line Item.

Enter a line number to view that particular line item.

Recommendation: Leave Blank.






Funds reservation: Change InitScrn

4. Press Enter or to proceed to the funds reservation document change screen.


If Go To

You wish to update/change a funds reservation Step 6

You wish to close (or complete) a funds reservation document or a specific line of a funds reservation document

Step 10






Funds reservation: Change Overview scrn

You can change any field that is not shaded. If you change an account assignment, the funds in the previous account assignment will be released for use and the funds in the new account assignment will be reserved.

6. If you need to add a new line entry, complete/review the following fields, as necessary.


Original amount R Description of Original amount.

Enter the amount of the funds reservation. Example: 50.00








Enter the fund number for the funds reservation.

Example: 1000

Cost Center C An organizational unit within a controlling area that represents a defined location of cost incurrence.

Enter the appropriate cost center number, if applicable, for the funds reservation. Note: only one of the following fields should have an entry: Cost Center, WBS Element or Order.

Example: 1340096110

WBS Element C Work Breakdown Structure Element - A structural element in a work breakdown structure representing the hierarchical organization of a project. A WBS element describes a task or a partial task that can be divided.

WBS Elements would be used if you are reserving funds for a capital project (phase level). As such, enter the appropriate WBS Element, if applicable. Note: only one of the following fields should have an entry: Cost Center, WBS Element or Order.

Order C Description of the Order.

Enter the appropriate Order, if applicable. Note: only one of the following should have an entry: Cost Center, WBS Element or Order.

G/L Account R The G/L account number identifies the G/L account in the chart of accounts. They represent the categories or classifications of assets, liabilities, fund equity, revenues and expenditures at the lowest level of detail necessary for internal and external

Enter the appropriate G/L account assignment for the funds reservation.

Example: 55000000







Func R Description of the Function.

Enter the appropriate functional area. Example: 8102000000000000

In order to reserve budget, the combination of account assignments entered above must have an available budget amount equal to or greater than the reservation amount.

7. Press Enter to enter and to save.

8. If you wish to make a change to an existing line item, highlight the item and make the change. For example, on line 1, change the amount to $500.

Funds reservation: Change Overview scrn






You can increase or decrease the amount of reservation at the line item level. A budget check will occur if you increase the amount or change the account assignment to ensure enough available budget exists to cover the reservation.

Note that you cannot make a change to any shaded columns.

9. Click to save the changes.

The system displays the message, " ”. Proceed to Step 16.

10. You can only close out, or complete, a funds reservation or funds reservation document line from the change mode. By marking a funds reservation document as “complete”, it releases the funds for use/spending. If the funds reservation was partially used up in subsequent documents, only the unused or open amount will be released.


If Go To

You wish to close out a reservation at the line item level (e.g., only a specific line item within a reservation document)

Step 12

You wish to close out a reservation at the document level Step 14

12. To mark a document line item as completed, highlight the row and click to go to the line item detail screen.






Funds reservation: Change Detail scr

The change detail screen appears. The details for Line 1 are displayed. You can view the original, overall and open amounts in the Values section as well as the coding information in the Coding Block section.

Check the “Completion Indicator” box in the Control Data section. Click to return to the Document Overview screen.






Funds reservation: Change Detail scr

13. Click to save. The remaining open funds (if any) from the line item are released to the account assignment.

14. To mark an entire document as complete, select located in the upper portion of the screen.






Change Header

Check “Completed” in the Document Status block as follows:

Click to proceed.

15. Click to save the changes.

The system displays the message, " ." All line items are now shaded in blue and changes cannot be made (unless the completed box is






deselected). The amounts from all line items are released for use to their applicable account assignments.

16. Click to return to the main menu.


Result

You have successfully changed a funds reservation document.

Comments

Title: Display Funds Reservation 10/08/07 Functional Area : Budget


File name: BPP_BU_FM_FMX3_DISPLAY_FUNDS_RESERVATION_081607VHTMLWI.DOC Reference Number:



Work Instruction

Display Funds Reservation 10/08/07

Purpose




• Z2 Documents – for any unused reservations that can be carried forwarded to the new year. For example, for new appropriations received in the current year but, due to timing, were not consumed. These will be carried forward to the new year, along with the associated budget, as a supplement to the next year’s budget. Access to the Z2 documents will be limited to Budget Office and Capital Budget Office staff.

Trigger

Perform this procedure when you would like to view a funds reservation document.

This BPP also includes steps on executing the Earmarked Funds Journal which can be used to list all funds reservations and other earmarked funds documents (such as PBC pre-commitments for salaries). This report may be run at year-end to view all reservations that need to be closed out (and subsequently lapse the release funds) if not carried forward to the new year.

Prerequisites

• Funds reservations documents must be created in order to perform this function.

Menu Path


• Accounting Public Sector Management Funds Management Posting Earmarked Funds Funds Reservation FMX3 – Display

Transaction Code

FMX3






Helpful Hints




O – Optional

C - Conditional







Procedure


SAP Easy Access

2. Double-click .






Funds reservation: Display InitScrn


If Go To

You know the funds reservation document number you wish to display Step 4

You need to search for a particular funds reservation document Step 12



Document number R The unique identification value assigned to a business event as it is processed in SAP; the system automatically creates and assigns document numbers as each document is posted--manual assigning of document numbers is not possible.

Line Item O Enter a line number to view that particular line item with a document. Otherwise, leave blank to view the entire document (all line items). Recommendation: Leave Blank






Funds reservation: Display InitScrn


A single Fund reservation can be used to encumber multiple budgets. To see all budget

encumbered funds for a single reservation the field should be left blank.






Funds reservation: Display Overview scrn

The funds reservation display screen appears. No changes can be made to this document while in display mode.

This reservation has only one line entry, however, a funds reservation can have multiple line entries.

6. To drill down and view the detail on a line item entry, click and highlight the row. For example,

7. Click to view the line item detail.

You can also double-click on the amount to display the detail screen.






Funds reservation: Display Detail scr

The details for Line 1 are displayed. You can view the original, overall and open amounts in the Values section as well as the coding information in the Coding Block section.

Information on the consumption of the reserved funds may be reviewed by first clicking the button and following path More > Consumption.






Earmarked Funds: Display Consumption History

The Consumption history screen appears. Details of any transactions posted against this reservation are displayed. As in the example above, the amount of the reservation ($1,000), purchase requisition number(s), the consumed amount, the posting date, the date the reduction was made (Delete Date column) and other details are displayed. In addition, the Set “Complete” lines indicates when the balance ($879.55) on the reservation was closed (or set to complete) and the Open Amount line indicates the balance remaining (if any) on the funds reservation ($0.00 in this example as the document was set to complete on 3/28/07).

If you have not referenced any documents for consumption (POs, PRs, JEs) or if you have not “completed” the reservation, no information will appear on this screen.

8. To view the details of the Purchase Requisition referenced on a funds reservation, double click on it. For example, double click on .






Display Purchase Req. 10000323

The Display Purchase Requisition screen appears. You can view the details of this purchase requisition by selecting each individual tab.

9. Click to return.






Earmarked Funds: Display Consumption History







Funds reservation: Display Overview scrn


12. If you wish to search and display a funds reservation based on various selection criteria, click on .

Clicking the button will display the Earmark Funds Journal transaction.






Earmarked Funds Journal

This report is known as the Earmarked Funds Journal. It can also be executed with transaction code S_P99_41000147.

If you wish to generate a listing of all funds reservations, click execute . However, if you wish to generate a specific listing, various filtering criteria can be used. The following table lists some of the more widely used search entry fields.


Doc Category O Description of Doc. Category.

Will always be “30” for Funds Reservation.

Doc Type O The document type classifies the earmarked funds documents.

For schools and departments, this will always be “Z1”. (Z2 for Budget Office and Capital Budget only).









Cost Center O An organizational unit within a controlling area that represents a defined location of cost incurrence.

Enter the specific cost center(s) relating to the funds reservation you wish to view.

Order O Description of Order.

Enter the specific internal order number(s) relating to the funds reservation you wish to view.

Funds Center O Description of Funds Center.

Enter the specific funds center(s) relating to the funds reservation you wish to view.






Earmarked Funds Journal

If while working in the live client the displayed columns are not arranged as shown above they may be rearranged. Columns may be rearranged by using the Change Layout pop-up box functionality. To access the Change Layout pop-up box click and follow path More > Current Layout.

The “X” in the column with the heading Completed or “C” indicates the document has been marked for completion.

The specific funds reservation(s) are displayed. Double click on the document number to go to the funds reservation document screen. Repeat Steps 8-12.

13. Click twice to exit.


Result

You have displayed a funds reservation document and generated a list of funds reservation documents.

Comments

Title: Create Functional Area Group Functional Area : Budget


File name: BPP_BU_FM_FM_SETS_FUNCTION1_CREATE_FUNC_AREA_GRP_081607VHTMLWI.DOC Reference Number:



Work Instruction

Create Functional Area Group

Purpose

Functional Area Groups are a user-defined set of functional areas that are set up, in a hierarchical fashion, to meet internal and external reporting requirements. Functional Areas can be grouped in various ways to make budgeting and reporting easier. There is no limit to the number of Functional Area Groups that can be created. In addition, a particular functional area can be included in multiple Functional Area groups.

Trigger

Perform this procedure when you would like to establish a functional area group and assign functional areas within that group.

Prerequisites

• A functional area must be established in order to perform this function.

Menu Path


• Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Functional Area Functional Area Group FM_SETS_FUNCTION1 – Create

Transaction Code

FM_SETS_FUNCTION1

Helpful Hints

You can use any level of the node (top, end, or intermediate) for reporting, budgeting or allocation. The functional area values under this node are taken into account.









O – Optional

C - Conditional







Procedure


SAP Easy Access

2. Double-click .






Create Functional Area Group: Initial Screen



Functional Area Group

R Functional Area Groups are a user-defined set of functional areas that are set up, in a hierarchical fashion, to meet internal and external reporting requirements.

Naming convention should be a brief description of the group being created. Total field length is 10 characters.

Example: BRITEGOURP






Create Functional Area Group: Initial Screen

The Reference box is an optional entry field. Complete when you wish to create a Functional Area Group with reference to another. To do so, enter the reference functional area group (or click to get a drop-down menu). The settings of the existing functional area group are copied and can be changed, as necessary, for the new functional area group.

4. Press Enter.






Create Functional Area Group: Structure

Add a description (“BRITE Group” in our example) in the second column to give a broader description of the Functional Area Group . This is known as the top node. A node is a branching point in a hierarchy structure. You can assign functional areas to this node or you can build sub-nodes.


If Go To

You want to add a lower/same level node Step 6

You want to assign functional areas directly to the top node Step 10






6. Click on the node .

7. Click to create a sub-level, or node of .

“Testing” has been entered as the group name along with the additional description “Testing Fees”

8. Click on the node .

9. Click to add another sub-level to the node . Per our example, add the group name “Regis” and “Registration Fees” for the additional description.

Steps 8 and 9 are repeated in our example to create the node “Chldcare” with the description “Child Care Fees”.







10. To add functional area values to an end node, click on the end node , for example.

In SAP, end nodes are the last node in a hierarchy to which master data such as functional areas are assigned. If you are creating a simple grouping, you can attach functional areas directly to the top node without building a hierarchy (i.e., lower nodes). In this case, your top node is also an end node.

11. Click to enter the appropriate functional area(s) to the node (or top node for simple groupings).

You can also enter a range of functional areas by entering the lower value in the left column and the higher value in the right column.

12. Press Enter.







The functional area names are automatically populated.

13. Repeat the assignment of functional area values to the other end nodes, as necessary, by repeating steps 10 - 12. If you wish to unassign a functional area or existing node, proceed to Step 14. Otherwise, proceed to Step 17.







14. Click on the functional area(s) you wish to delete. For example, click on .

15. Click to select the functional area.


The functional area is now highlighted in red.

16. Click to delete this functional area from the group.






If you wish to delete an existing node (and all the functional areas beneath it), repeat steps 14 – 16 but select the node in place of the individual functional area.


17. Click to save.

The system displays the message, “the changes have been saved”.



Result

You have successfully created a functional area group.






Comments

Title: Change Functional Area Group Functional Area : Budget


File name: ~08 FUNCTION2_CHANGE_FUNCTIONAL_AREA_GROUP_081507VHTML.DOCReference Number:



Work Instruction

Change Functional Area Group

Purpose


Trigger

End users can perform this procedure when they would like to change or update an existing functional area group.

Prerequisites

A functional area group must be established in order to perform this function.

Menu Path


• Accounting Public Sector Management Funds Management Master DataAccount Assignment Elements Functional Area Functional Area GroupFM_SETS_FUNCTION2 – Change

Transaction Code

FM_SETS_FUNCTION2

Helpful Hints

The following table appears throughout all Work Instructions. The left column is the Field Name where data is entered or reviewed. The middle column is the type of field:

• (R) Required – value must be entered

• (O) Optional – value may or may not be entered

• (C) Conditional – value must be entered if other related field(s) are entered

The right column provides a brief description/definition and examples of the Field Name that corresponds with the online glossary. When in a field, pressing the “F1” key will bring up the description.








O – Optional

C – Conditional







Procedure


SAP Easy Access

2. Double-click .






Change Functional Area Group: Initial Screen



Functional Area Group

R Functional Area Groups are a user-defined set of functional areas that are set up, in a hierarchical fashion, to meet internal and external reporting requirements.

Enter the Functional Area Group name you would like

to change. You can also click on to get a drop-down list of all functional area groups.

Example: britegroup






Change Functional Area Group: Initial Screen

4. Press Enter


If Go To

You want to add a node to a functional area group Step 6

You want to assign a functional area to an existing node Step 8

You want to remove an existing functional area or node Step 11






Change Functional Area Group: Structure

6. Click on a node that you wish to add a lower node, or functional area, to. For example, click on .

A node is a branching point in a hierarchy structure.

7. Click to add another sub-level, or node, to the group .

You can add a lower node beneath an existing node by clicking on .







“Other” has been entered as the group name along with the additional description “Other Fees”.

8. Click on a node that you wish to add a functional area(s), to. For example, click on .

9. Click to add a functional area to the existing node.







As an example, enter functional area 7301000000000000. Values can also be added by selecting a functional area in the first column and selecting another in the second column to assign a range of functional areas to the group.

Note that functional areas can only be assigned to end (lowest) nodes.

10. Press Enter

Note that the functional area name automatically populates.







Proceed to Step 15 if you are finished editing the group. Proceed to the next step if you wish to delete an existing functional area, or node, from a group.

11. Click on the node you wish to edit. For example, click on to expand the node.

12. Click on the functional area(s) you wish to delete. For example, click on .

13. Click (Select) to select the functional area.

The functional area is now highlighted in red.







14. Click to delete this functional area from the group.







If you wish to delete an existing node (and all nodes and/or functional areas beneath it), repeat Steps 11-15 but select the node in place of the functional area.

15. Click to save.

The system displays the message, "the changes have been saved."

16. Click to return to the initial screen.







Result

You have successfully changed a functional area group by adding a node, adding a new functional area to and removing an existing functional area from the group.

Comments

Title: Display Functional Area Group Category 1 : Budget


File name: ~09 FUNCTION3_DISPLAY_FUNCTIONAL_AREA_GROUP_070907VHTML.DOC Reference Number:



Work Instruction

Display Functional Area Group

Purpose


Trigger

Perform this procedure when you would like to display/view a particular functional area group and the functional areas associated with it.

Prerequisites

• A functional area group must be established in order to perform this function.

Menu Path


• Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Functional Area Functional Area Group FM_SETS_FUNCTION3 – Display

Transaction Code

FM_SETS_FUNCTION3

Helpful Hints




O – Optional

C - Conditional







File nameProcedure


SAP Easy Access

2. Double-click .






Display Functional Area Group: Initial Screen

3. Click to find the functional area group name.

If you know the group name, you can enter it in the entry box.






Functional Area Grp

There are four (4) search options. All nodes – the system disregards the relationships between the groups and will display all groups that have been created. End nodes only – from the groups found, only the lowest nodes in the hierarchy will be displayed. No end nodes – from the groups found, no end nodes (lowest) are displayed. Top nodes only – from the groups found, only the top nodes are displayed.

4. Click to view “all nodes”.






Selection Functional Area Group (1) 5 Entries found

5. Select a group name, , for example.







Display Functional Area Group: Initial Screen

7. Click to view the group hierarchy..






Display Functional Area Group: Structure

8. Click on the group , for example, to expand the node and view the functional areas associated with it. Alternatively, to expand all nodes to the end nodes, click on the top node ( in our example) and click . You can likewise collapse all nodes by clicking .

Repeat to expand the nodes of each group.






Display Functional Area Group: Structure

You cannot make any changes to the group while in display mode.

9. Click to return to the initial screen.


Result

You have successfully displayed and viewed a functional area group.

Comments

Title: Earmarked Funds Journal 08/09/07 Category 1 : Budget


File name: ~10 S_P99_41000147_EARMARKED_FUNDS_080907VHTML.DOC Reference Number:



Work Instruction

Earmarked Funds Journal 08/09/07

Purpose

Use this procedure to display the earmarked funds journal which consists of header details followed by details for each earmarked funds document.

The documents are selected based on the selection criteria specified by the user.

Trigger

Perform this procedure when you wish to display earmarked funds documents.

Prerequisites

• Documents must be posted in order to perform this function.

Menu Path


• Accounting Public Sector Management Funds Management Information System Documents S_P99_41000147 – Earmarked Funds

Transaction Code

S_P99_41000147

Helpful Hints

You can customize this report according to your needs by hiding/displaying the required columns and/or increasing/decreasing column widths.




O – Optional

C - Conditional







Procedure



2. Double-click .






Earmarked funds journal - Microsoft Internet Explorer

If you wish to generate a listing of all funds reservations, click . However, if you wish to generate a specific listing, various filtering criteria can be used. The following table lists some of the more widely used search entry fields.



Document Header Data (Header)

Earmarked Funds O Description of the Earmarked Funds.

If known, enter the earmarked funds document number.







Document Category O Description of the Document Category.

This will always be “30” for Funds Reservation.

Document type O Description of the Document type.

The document type classifies the earmarked funds documents. For schools and departments, this will always be “Z1”. (“Z2” for Budget Office and Capital Budget only.)

Example: Z1

Document Date O Description of the Document Date.

If desired, enter the date the original document was created.

Created by O Description of Created by.

Enter the SAP ID number of the person who created the funds reservation. Only those particular items would be displayed in the journal.

Line Items Data (Header)

You can further refine your search by entering specific line item data.

Funds Center O Description of Funds Center.

Enter the specific funds center(s) relating to the funds reservation you wish to view.

Order O Description of Order.

Enter the specific internal order number(s) relating to the funds reservation you wish to view.

4. Click .







The earmarked funds journal is displayed.

5. You can also drill-down on the header (“Doc No.” column) or item to view the original document.

For example, click .






Funds reservation: Display Detail scr - Microsoft Internet Explorer

The funds reservation document detail screen is displayed. Note that the open amount is $0.00 and the completed indicator has been checked. This indicates that the amount has been consumed and the document has been closed.

6. To view the consumption record, click .






Earmarked Funds: Display Consumption History - Microsoft Internet Explorer

If you cannot see the button, widen your screen and scroll to the right. You could also click F8 in lieu of clicking on the button.

The consumption history screen is displayed. Details of any transactions posted against this reservation are displayed. As in the example above, the amount of the reservation ($700), the business transaction (invoice/credit memo), the consumed amount, the posting date (“Doc. Date” column), and the date the reduction was made (“Del. Date” column) are displayed. In addition, the Set “Complete” line indicates when the balance ($122) on the reservation was closed (or set to complete) and the Open Amount line indicates the balance remaining (if any) on the funds reservation ($0.00 in this example as the document was set to complete on 7/10/07).

If there are no documents referenced for consumption or if the reservation was not “completed”, no information will appear on this screen.






7. To view the details of the Invoice/Credit Memo referenced on the funds reservation, double-click on

it. For example, double-click on in the “Trigger document” column.

Display Document: Data Entry View

The referenced finance posting is displayed.

8. Click .






Earmarked Funds: Display Consumption History - Microsoft Internet Explorer

9. Click .






Funds reservation: Display Detail scr - Microsoft Internet Explorer

10. Click .







11. Click .







12. Click .


Result

You have successfully displayed the earmarked funds journal and viewed a particular funds reservation document.

Comments

Title: Overview of Annual Values 07/27/07 Category 1 : Budget


File name: ~11 FMAVCR01_OVERVIEW_OF_ANNUAL_VALUES_081607VHTML.DOC Reference Number:



Work Instruction

Overview of Annual Values 07/27/07

Purpose

Use this procedure to display the hierarchy of availability control objects, such as budget addresses and posting addresses, as well as annual AVC (higher level budget control address) values for specific account assignments.

For each hierarchy node, the annual values of Consumable Budget, Consumed Amount and Available Amount (the difference between the Consumable Budget and Consumed Amount values) are output.

Trigger

Perform this procedure when you wish to view the budget consumption.

Prerequisites

• This report is only relevant for the Budget Control System (BCS).

Menu Path


• Accounting Public Sector Management Funds Management Information System Totals Records Budget Control System (BCS) Availability Control FMAVCR01 – Overview of Annual Values

Transaction Code

FMAVCR01

Helpful Hints




O – Optional

C - Conditional







Procedure



2. Double-click .









FM Area R Description of the FM Area.

There will only be one FM Area for BCPS. As such, the FM Area will always default to “SBBC”.

Fiscal Year R Description of the Fiscal Year.

The year you wish to report on.

Example: 2007







Availability Control Ledger

R Description of the Availability Control Ledger.

If unknown, click on to view the drop-down list of the availability control ledgers.

This report can also be executed using the “B1” (secondary) ledger where overall budget control takes place.

Example: 9H (the standard control ledger)

Type of Account Assignments (Header)

C Account assignment in AVC ledger (budget control ledger) on

which the check of the complete consumable budget is carried out against consumed amounts. The report will show actual budget data according to budget control address (where budget is controlled). Use this report to view remaining budget at the control level and when analyzing budget exception errors.

C Funds Management account assignment (FM account assignment) intended for budget postings in the Budget Control System (BCS). The report will show budget data according to budget address (where budget was posted) compared to actuals. Use this selection to view reports of actual vs. budget.

C Funds Management account assignment used for the posting

of actuals and commitments (posting address) in the Budget Control System (BCS).

Selection of Account Assignments (Header)

Fund O Description of the Fund.

Example: 1000

Funds Center O Description of the Funds Center.

Example: 2220097030

Commitment Item O Description of the Commitment Item.

If control, 1-digit level (non-capital fund posting) or 2-digit level (capital).







Functional Area O Description of the Functional Area.

If control, 1 or 2-digit functional area, otherwise, actual functional area value.

Funded Program O Description of the Funded Program.

If necessary, enter the funded program number.

Display Annual Values of Control Objects - Microsoft Internet Explorer

You can narrow the scope of your report by adding additional account assignment information such as grant, commitment item, functional area or funded program.






The type of account assignment used in this example will be “Control Objects”. You can also execute the transaction using “budget address” or “posting address”.



The output screen is displayed. The screen contains two sections:

The top section, or the report header, not only displays the FM area, fiscal year, and control ledger, but also displays the account assignment elements which were entered on the selection parameter (previous screen).

The bottom section, or the report list, displays the selected control objects together with their budget and posting addresses in one structure.

5. Click on (Expand Subtree) to display all levels of the hierarchy.







The annual values for Consumable Budget, Consumed Amount and Available Amount are displayed for each account assignment. The available amount will be highlighted in red if over-consumed.

6. Drill-down functionality is available by double-clicking on a budget address (“Consumable Bdg” column) or a posting address (“Consumed Amt” column). When executed, a list of related documents (budget entry or actuals) is displayed. For example, double-click on in the

Consumed Amt column for account assignment .

You can also select on the amount and then click on the button at the top of the screen.






Document Journal - Microsoft Internet Explorer

The system brings you to the document journal screen. The details of the posting, including reference number, value type, posting date, commitment item, funds center, and G/L account are displayed.

7. To view the actual document, double-click on the RefDocNo. For example, double-click on

.






Display Document: Data Entry View

8. Further drill-down capability is available by clicking on the tab and selecting Environment-> Document Environment->Accounting Documents. The following information box appears:






Documents in Accounting

The document number, by module, is listed for each posting.

9. To view the posting in FM, select and click on .






Display FM Document: Overview

The details of the FM posting are displayed.

10. Click to return the Annual Values screen.








Result

You have successfully displayed the hierarchy of availability control objects for a specific account assignment.

Comments






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