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Work InstructionFunctional Area: General Ledger Create or Change Commitment Item

Purpose

Use this procedure to create a commitment item or change an attribute of a commitment item.

Trigger

Perform this procedure when a “master data creation/change request form” is received and a new commitment item is requested or when a change to an existing commitment item is requested.

Prerequisites

None

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Public Sector Management Funds Management Master Data Commitment Item Individual Processing to go to the Edit Commitment Item screen.

Transaction Code

FMCIA

Business Process Information

Commitment items reflect the functional structure of an organization in Funds Management. You can enter budget for commitment items and can post to them. When entering postings in the Funds Management feeder systems and want the system to record the data in Funds Management, must always specify a commitment item. In the posting transaction, the system uses the link between the commitment item and the basic data in other components to derive the commitment item. You do not need to enter one manually. In the most cases, general ledger accounts, cost elements and commitment items all have a 1 to 1 relationship, they share the same numbering within their respective modules. There are a few exceptions to this rule. Budget Reserve Commitment Items (numbers in the 7 series) do not have a corresponding general ledger account, nor cost element. These are commitment items that are strictly used for budget purposes. Most recovery of expense commitment items are revenue commitment items and begin with a 48xxxx, but the corresponding general ledger account is an expense g/l and begins with a 58xxxx. There are a group of fixed assets general ledger accounts (the 19xxxx’s) that map to an expense commitment item.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields.


Procedure

1. Start the transaction using the menu path or transaction code.

Enter FM Area

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

Field R/O/C Description

FM Area Required Organizational unit which plans, controls and monitors funds and commitment budgets

Example:UC

Entering the FM Area is only required the first time you execute the transaction during a particular session. Subsequent uses of this transaction during the same login session remembers the FM Area and does not require re-entry.

This screen will only appear the first time you use this transaction.

3.Click .

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GL_FMCIA_CreateOrChangeCommitmentItem_0_AcctCodeCustd.udc

© University of Cincinnati 2/9


Edit Commitment Item



Commitment ltem Required Number representing the Commitment Item being processed

Example:531701

5. Perform one of the following:If You Want To Then Go ToCreate a new commitment item Select Commitment item Create. Step 6Change an attribute of a commitment item Select Commitment item Change. Step 12

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Create Commitment Item



Name Required A word or phrase that constitutes the distinctive designation of a person or thing

Example:Lab Supplies

Description Optional Text to identify and characterize an object or activity

Example:Lab Supplies

7.Select to the left of Dir. postable.

You can define here if the commitment item is directly postable or if it is in the FM area as a not directly postable commitment item. You can define directly postable commitment items in G/L accounts. You can use not directly postable commitment items as summarization items of

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subordinate directly postable commitment items. Most commitment items will be defined at directly postable.



Financial trans. Required Control parameter in the commitment item master record; The Financial transaction reproduces business transactions from the feeder systems (Financial Accounting and Materials Management.) It plays a central role in transferring data from these components to Funds Management

Example:30

Explanation of choices:

30 – Post revenues, expenditures, and assets

40 – Post good receipt and goods issue

50 – Clearing account

60 – Post receivables and payables from goods/services

70 – Post customer clearing

80 – Post bank clearing, bill of exchange

90 – Post cash holdings

Most commitment items use the financial transaction of 30.

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Commitment Item Cat. Required Indicator to identify the commitment item as a revenue, expenditure, or cash balance

Example:3

1 = Balance Category, 2 = Revenues Category, 3 = Expenditures Category, 4 = Balances Category, 5 = Clarification Worklist.

Most commitment items are either a category 2 or 3. For non cash balance sheet accounts and asset accounts we are using 2; For liabilities and funds balance accounts we are using a 3.

Authorization group Optional Access for a user to perform specific transactions and to display information; Authorizations are assigned to user log-on IDs

Example:

Authorization group for commitment items will not be used.

Carryfwd item cat. Required Controls the balance carried forward within the year-change closing operations

Example:10

This field will only be filled in for revenue and expense commitment items.

9. Perform one of the following:If ThenThe commitment item has been identified as a statistical commitment item, it can only be updated statistically.

Meaning: The commitment item cannot be budgeted directly. Postings which contain this commitment item are updated but do not take part in active availability control. The postings are displayed separately in reporting.

Select to the left of Stat.commitment item.

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The commitment item has not been identified as a statistical commitment item Deselect to the left of Stat.commitment

item.

10.Click .

The system displays the message, "Commitment item saved successfully."

11. Go to Step 14.

Change Commitment Item


The only fields that are available for changes are those that appear white. The grayed out fields do not allow for changes.

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13.Click .

The system displays the message, "Commitment item saved successfully."

14.Click until you return to the SAP Easy Access screen.

15. You have completed this transaction.

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Result

You have either created or changed a commitment item.

Comments

None

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create or change commitment item - university of … · web viewyou can define here if the...

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