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FUND MANAGEMENT USER MANUAL
Consultancy for Customization and Configuration of SAP FI and MM at FBR
USER MANUAL
Budgeting
Prepared By: Siemens SAP TeamDate: 10-02-2010
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Document Number:
Document Number Document date
1.0 10-02-2010
Version History:
Version Number Version date Summary of Changes Ref: Minutes of review
Final Version 10-02-2010
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Table of Contents
SECTION 1 ORIGINAL BUDGING PROCESS......................................................................................5
1.1 BUDGET PREPARATION (BUDGET DOCUMENT CREATION..................................................................51.2 APPROVING BUDGET...................................................................................................................... 141.3 BUDGET APPROVAL (DFA/FA AUTHORITY)...................................................................................24
SECTION 2 SUPPLEMENTARY BUDGET..........................................................................................31
2.1 PREPARE SUPPLEMENTARY BUDGET...............................................................................................312.2 BUDGET APPROVAL/CHANGE IN BUDGET.......................................................................................422.3 BUDGET APPROVAL/CHANGE IN BUDGET (DFA/FA AUTHORITY)....................................................57
SECTION 3 BUDGETING: ENTRY DOCUMENT...............................................................................65
3.1 RELEASE BUDGET.......................................................................................................................... 653.2 RE-APPROPRIATION/ TRANSFER BUDGET...........................................................................683.3 SURRENDER/RETURN BUDGET........................................................................................................ 78
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Note
This training document does not cover all knowledge areas of SAP ERP System. It has been specifically prepared keeping in view the Business Processes of FBR, therefore, it should be treated as a supplement and/or guide to your daily work and nothing further.
This training document will only provide explanation of the key and mandatory data fields and not of all the fields appearing on the screen. However, users may use online help facility provided by SAP ERP System by placing the cursor on the field that requires explanation and pressing FI button.
Legend for R/O/C
R = Required fieldO = Optional fieldC = Check box
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Budget Processing Transaction
SECTION 1 ORIGINAL BUDGING PROCESS
Before the start of financial year every Department (DDO) is responsible to prepare the budget for next fiscal year. Each DDO after getting information from Sections prepare the budget for next fiscal year containing revised estimates for current year budget estimates for next fiscal year.
1.1 Budget Preparation (Budget Document Creation)
User Input:
Enter Transaction Code ZMOF in Command Field or navigate through tree menu.
On screen MOF Budget-Initial Screen, select the Fresh data entry option.
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Press enter or to run the transaction.
On screen MOF Budget-Initial Entry Screen, enter the required information that is specified as below table.
User Input:
SAP Required Fields User Inputs Required
Template
New Diary No Enter diary no or click on “Purpose Diary Number” it will automatic created.
Old Diary No Optional
Long Text Enter Any description
General Data
Document date Enter date (optional) automatic created current Page 6 of 79
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date.
Year Enter year
Budget Type Select one budget type form given option.
Fund Enter the Fund number
Function Enter Function which are going to proceed
Fund Center Enter Fund CenterCircle Code Optional
Press enter or to run the transaction.
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MOF Budget: Detail Entry Screen will be opened. Enter the following information.
User Input:
SAP Required Fields User Inputs Required
Line item Display
Item Enter Item one by one which are estimated.
Item Description Description of item (Optional)
Revised Estimates Enter amount
Budget Estimates Enter amount
Post Optional
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After Putting values, give total amount of revised and budget estimates in Budget item entry.Press Calculate Major Button.
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Double click on any commitment item in “Major Detail’s box”. It will show more detail.
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Major detail of selected commitment item
Press “Park Document button.
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User will be received a validation Prompt.
Click “Yes” to park the document.
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Document has been validated and parked.
Press Button to Exit
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1.2 Approving Budget
Document can be approved through “Approving Authority of FBR” Process Will as. Select Business Workplace Icon from SAP Easy Access Screen
On screen “Business Workplace of budget Test, User Path as
Workplace: Budget Test Inbox Workflow
Select Document which are Parked.
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Open document by left clicking
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User can view parked Documents.
It can be changed on this stage, as shown below on the screen
Click on Change Document
Change any entry which you want Check total of Revised and budget estimates values Calculate major Press Park Document Button Changes will be saved
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Press button after changing.
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Press Create Button To Add Objects and Attachments.
Create Document header screen open.
Select Document type Enter tile of document Click on import Button give path for saving
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Press enter or to run the transaction.
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Attachment added to work item message received.
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Click on Import Button
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Click on “Approve Document” tag.
On screen “Display Step in Workflow” click the approve Document option.
Press Button to Exit
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Once approved by FA organization the DDO will receive the following information in his inbox
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Posting done Message
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1.3 Budget Approval (DFA/FA Authority)
Document is approved from DFA/FA Authority of FBR.Incase of budget approval/non approval, data will be flow as
Approval send Electronic data transfer by the authorityBudget DocumentBudget document posting at server.
Non ApprovalFBR Budget data (First parked then posted by approving authority) Budget DocumentBudget document posting at server.
User Path
SAPWorkplace iconWorkplace: Budget Test Inbox Workflow
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Click on workflow 1
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Select Document
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If user wants to change in budget, then before approving budget, he can change it. Like as
Change any entry which you want Check total of Revised and budget estimates values Calculate major Press Park Document Button Changes will be saved
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Click on Change Document
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Changing fields
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Park document
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Document is parked
On screen “Display Step in Workflow” click the approve Document option.
Press Button to Exit
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.
End of Transaction
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SECTION 2 SUPPLEMENTARY BUDGET
During the course of the fiscal year if the original budget falls short in any expenditure head, the DDO will prepare the supplementary budget. The supplementary budget is an addition in existing budget which increases the total budget for the DDO.
DDO’s FBR:
2.1 Prepare Supplementary Budget
Enter Transaction Code ZSUP in Command Field or navigate through tree menu.
On screen Supplementary Budget-Initial Screen, select the Fresh data entry option
Press enter or to run the transaction.
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On screen Supplementary Budget-Initial Entry Screen, enter the required information that is specified as below table.
User Input:
SAP Required Fields User Inputs Required
Template
New Diary No Enter diary no or click on “Purpose Diary Number” it will automatic created.
Old Diary No Optional
General Data
Document date Enter date
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Year Enter year
Budget Type Select one budget type form given option.
Fund Enter the Fund number
Function Enter Function which are going to proceed
Fund Center Enter Fund CenterCircle Code Optional
Press enter or to run the transaction
Supplementary Budget: Detail Entry Screen will be opened. Enter the following information
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User Input:SAP Required Fields User Inputs Required
Line item Display
Item Enter Item one by one which are estimated.
Item Description Description of item (Optional)
Budget Estimates Enter amount
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Press Calculate Major Button
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Select commitment item
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Major detail of selected commitment item
Press “Park Document button.
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User will be received a validation Prompt.
Click “Yes” to park the document.
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Document has been validated and parked.
Press Button to Exit
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2.2 Budget Approval/Change in Budget
Approving Authority FBR will be doing this activity then budget will transfer to FA/DFA Authority.
User Path:
Select Business Workplace Icon from SAP Easy Access Screen
On screen “Business Workplace of budget Test, User Path as
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Workplace: Budget Test Inbox Workflow
Select Document which are Parked.
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User can view parked Documents.
It can be changed on this stage, as shown below on the screen
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Open document by left clicking
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Click on Change Document
Change any entry which you want Check total of Revised and budget estimates values Calculate major Press Park Document Button Changes will be saved
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Press button after changing.
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Press Create Button To Add Objects and Attachments.
Create Document header screen open.
Select Document type Enter tile of document Click on import Button give path for saving
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Press enter or to run the transaction.
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Click on Import Button
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Attachment added to work item message received. Click on “Approve Document” tag.
On screen “Display Step in Workflow” click the approve Document option.Page 53 of 79
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Press Button to Exit
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Approval done Message
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2.3 Budget Approval/change in Budget (DFA/FA Authority)
User Path
SAPWorkplace iconWorkplace: Budget Test Inbox Workflow
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Click on workflow 9
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Select Document
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If user wants to change in budget then before approve it, he can change it. Like as
Change any entry which you want Check total of budget estimates values Calculate major Press Park Document Button Changes will be saved
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Click on Change Document
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Changing fields
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Park document
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Document is parked
On screen “Display Step in Workflow” click the approve Document option.
Press Button to Exit
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.
After approving data document will be sent to MOF/AGPR/Sub Offices
End of Transaction
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SECTION 3 BUDGETING: ENTRY DOCUMENT
3.1 Release Budget
Using the same command and steps which are mentioned above, go to budget workbench: Create document screen and enter information for release budget.
Select “Released” as BCS value Type. Select “RL (Released Budget)” as Document Type Select “RELE” as Budget type.
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Enter Fund center, commitment item and amount for release budget.
Press button to save the task.
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Required inputs for release budget
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Document is created as for Release budget in FBR code.
Press Button to Exit.
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3.2 RE-APPROPRIATION/ TRANSFER BUDGET
Enter Transaction Code FMBBC in Command Field or navigate through tree menu.Via Transaction Code FMBBC
Menu AccountingPublic Sector ManagementFund ManagementBudgetingBudgeting Control SystemEntry DocumentsCreate
On sap screen, enter Layout variant or copy it from copy menu, default layout selected and press enter.
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Copying step is shown below on the screen.
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Click Copy Icon
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Press enter or to run the transaction. On screen Budgeting workbench: Create Document”, enter the information in the field which are specified below table.
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User Input:
SAP Required Fields User Inputs Required
BCS Value Type Select “Budget” from list
Process Select “Transfer” From List
Budget Category Select “Payment” From List as Budget category
Document Type Select “TB-Transfer Budget” From List as type
SenderFiscal Year Enter year
Budget Type Enter budget type or copy from listPage 71 of 79
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Fund Enter fund for sender
Receiver
Fiscal Year Enter year for budget
Budget Type Enter budget type or copy from list
Fund Enter fund for receiver
Press enter or click on list .A drill down list will be open and select required option. Transfer Budget is selected from list that is shown below on the screen.
Press enter and Putting values which shown below.
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No sender Line/ receiver line message come. It will confirm from user to allow automatic then press enter and allow it.
Lines are automatic generated. Enter funds center, commitment item and amount.
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Sender and Receiver Lines
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Press button to save the task.
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Document has been created. Note its number
Press button to Exit
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3.3 Surrender/Return Budget
Using the same command and steps which are mentioned above, go to budget workbench: Create document screen and enter information for Return budget.
Select “Return” as BCS value Type. Select “RB (Return Budget) Document Type Select “RTN” as Budget type.
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Enter Fund center, commitment item and amount for release budget.
Press button to save the task.
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Document has been created as for Return budget in FBR code.
Press Button to Exit.
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