3.8.1 Activate Account Assignment Elements in BCS Use
In this IMG activity, you select and activate the FM Account Assignment Categories you want to work with to control the budgeting in BCS.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System Budgeting Basic settings Use of Master Data Activate Account Assignment Elements in Budget Control System (BCS)
Transaction
Code SPRO
2. Choose the New Entries button.
3. Make the following entries:
Field Name Description User Action and Values Comment
FM Area 1000
Fund Mandatory
Fund Center Mandatory
Commitment Item Mandatory
Functional Area Mandatory
Grant Mandatory
Funded Program Optional
4. Choose Enter.
5. Save your entries.
Result
The Account Assignment Elements in BCS are now activated.
3.8.2 Define Budget Category Use
In this IMG activity, you determine the budget categories you want to use for an FM area in your organization.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government
Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Define Budget Category
Transaction Code
SPRO
2. Choose the New Entries button.
3. Make the following entries:
FM Area Budget Category Time Horizon Start Next Year
1000 Payment <leave blank> unchecked
4. Choose Enter.
5. Save your entries.
Result
The Budget Category is activated.
3.8.3 Define Budget Type Use
In this IMG activity, you define the BCS budget types that you want to use in your organization.
When setting up your budgeting procedures, you can define several budget types for your organization. The combination of budget type and budgeting process represents a customer-specific definition of budget values.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Budget Types Define Budget Types Transaction
Code
SPRO
2. In the FM Area field, enter 1000 and choose Continue.
3. Choose the New Entries button.
4. Make the following entries:
Budget Type Description Description (M) Description (L)
A1 A1 Budget Adjustment Budget Adjustment
A2 A2 Budget Adjustment Budget Adjustment
A3 A3 Budget Adjustment Budget Adjustment
BI BI Budget Initial Budget Initial
CF CF Carried Forward Carried Forward
PR PR Preparation Preparation
5. Choose Enter.
6. Save your entries.
7. Select the A1 row, then in the Dialog Structure pane, double-click Assign Processes.
8. In the Assign Processes pane, for the first four rows, select Receive, Return, Send, and Supplement respectively.
9. Choose Enter.
10. Save your entries.
11. Choose Back.
12. Repeat steps 7 to 11 for the remaining budget types (A2, A3, BI, CF, PR).
For A2 and A3, use the same values as A1.
For BI, select only the Enter value.
For PR, select only the Prepare value.
Result
The Budget Types are now created and processes defined.
3.8.4 Define Budget Type Groups Use
In this IMG activity you can bundle different budget types in a budget type group. Budget type groups enable you to define multiple budget types to be used for consumption.
Prerequisites
Budget Types to be grouped should already be created.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Budget Types Define Budget Type for Consumable Budget Define Budget Type Groups
Transaction
Code SPRO
2. Choose the New Entries button.
3. Make the following entries:
FM Area Budget Type Group Description
1000 CY Current Year Budget
1000 PY Prior Year Budget
4. Choose Enter.
5. Save your entries.
6. Select the newly-created entry CY and in the Dialog Structure pane, double-click Edit Budget Type Group.
7. Choose the New Entries button.
8. In the next five rows, select budget types A1, A2, A3, BI, and CF.
9. Save your entries.
10. Choose Back.
11. Select the newly-created entry PY and in the Dialog Structure pane, double-click Edit Budget Type Group.
12. Choose the New Entries button.
13. Select budget type CF.
14. Save your entries.
Result
The Budget Type Groups are created.
3.8.5 Edit Versions Use
In this IMG activity you can bundle different budget types in a budget type group. Budget type groups enable you to define multiple budget types to be used for consumption.
Prerequisites
Budget Types needed should have created.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Basic Settings Definition of Budget Data Edit Versions
Transaction Code
2. Choose the New Entries button.
3. Make the following entries:
Field Name Description User Action and Values Comment
Version BP1
Plan Selected
4. Choose Enter.
5. Save your entries.
Result
The Version BP1 for Budget Plan is now created.
3.8.6 Define Document Types Use
In this IMG activity, you define the document types you want to use for budget postings in Funds Management. You can use different document types to classify your budget entry documents. By using different document types, you can classify budget entry documents according to your user-specific criteria, by assigning meaningful names to the individual document types used within your organization.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Define Document Types Transaction
Code
SPRO
2. Choose the New Entries button.
3. Make the following entries:
Doc
Type Text N Range
Selected Workflow Scenario for
Value Type Carry Over Scenario 0001 Document
Type 0001
01 Blank Statistical Balancing per
CI Category 002 Document
Type 0002 02 Blank Statistical Balancing per
CI Category BADJ Budget
Adjustment 02 Blank Budget Balancing per
CI Category
BPCF Budget C/Fwd 06 Blank Budget Balancing per
CI Category
BUDG Budget Entry 01 Blank Budget Balancing per
CI Category
WF01 Workflow01 01 Selected Statistical Balancing per
CI Category 4. Choose Enter.
5. Save your entries.
Result
The Budget Document Types are created.
3.8.7 Maintain Number Range Intervals for Entry Documents Use
In this IMG activity, you define the number range interval for budget entry documents of an FM area for each fiscal year for the industry-specific component Funds Management.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Maintain Number range Interval for Entry Documents
Transaction
Code SPRO
2. In the FM Area field, enter 1000 and choose the Create button.
3. Choose the Change Intervals button.
4. Choose the Insert Interval button 5. Make the following entries:
Number Range Year valid to Range starting from Range ending with
01 9999 0100000000 199999999
6. Choose Enter.
7. Choose the Insert Interval button
Number Range Year valid to Range starting from Range ending with
02 9999 0200000000 299999999
8. Choose Enter.
9. Save your entries.
Result
The Number ranges are now created.
3.8.8 Maintain Number Range Intervals for Budget Change Documents
Use
In this IMG activity, you define the number range interval of budget change documents in an FM area for each fiscal year in the component Funds Management.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Maintain Number range Interval for Budget Change Documents
Transaction Code
SPRO
2. In the FM Area field, enter 1000 and choose the Create button.
3. Choose the Change Intervals button.
4. Choose the Insert Interval button 5. Make the following entries:
Number Range Year valid to Range starting from Range ending with
01 9999 0300000000 399999999
6. Choose Enter.
7. Save your entries.
Result
The Number Ranges for Change Documents are now created.
3.8.9 Maintain Number Range Intervals for Document Family Use
In this IMG activity, you define the number range interval to assign document family numbers.
Several budget entry documents are grouped together under one document family that is created at the same time in a mass activity. .
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Maintain Number range Interval for Document family
Transaction
Code SPRO
2. In the FM Area field, enter 1000 and choose the Create button.
3. Choose the Change Intervals button.
4. Choose the Insert Intervals button 5. Make the following entries:
Number Range Year valid to Range starting from Range ending with
01 9999 0400000000 499999999
6. Choose Enter.
7. Save your entries.
Result
The Number Ranges Interval for Document family is created.
3.8.10 Define Layout for Budget Workbench Use
In the budgeting workbench, you can define whether a specific input field appears in the header area of the budgeting workbench or in the BWB table area of the screen. The table area contains
the document lines of a budget entry document. Whether an input field is placed in the header area or as a column of the table affects how the user makes entries:
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Document definition Define Layout for Budget Workbench
Transaction
Code SPRO
2. Choose the New Entries button.
3. Make the following entries:
Field Name Description User Action and Values Column
Position Comment
Layout Variant YP0001
Description /
Text Public Sector 1000 Budget
Layout Year of Cash
Effectivity Header
Budget Type Header
Grant No Display
Fund Column 1
Fund Center Column 2
Commitment
5. Save your entries.
Result
The Layout YP0001 is now created.
3.8.11 Define Editing Options for Budget Amounts Use
In the budgeting workbench, you can define whether a specific input field appears in the header area of the budgeting workbench or in the BWB table area of the screen. The table area contains the document lines of a budget entry document. Whether an input field is placed in the header area or as a column of the table affects how the user makes entries:
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget entry Budget entry Documents Define Editing Options for Budget Amounts Transaction
Code
2. In the FM Area field, enter 1000 and choose Continue.
3. Choose the New Entries button.
4. Make the following entries:
Field Name Description User Action and Values Comment
Decimal places for Budgeting 2
Sign for Revenue Positive
Sign for Expenditures Positive
5. Choose Enter.
6. Save your entries.
Result
The Editing Options for Budget Amounts are now selected.
3.8.12 Activate Period Control in Budgeting Use
In this IMG activity, you activate period control for budgeting per FM area and budget version. You can also specify all versions by entering an asterisk (*) in the corresponding column. If period control is not activated (no entry), all periods are open for budgeting by default. entries:
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Control Budget Flow Activate Period Control
Transaction SPRO
Code
2. In the FM Area field, enter 1000 and choose Continue.
3. Choose the New Entries button.
4. Make the following entries:
Field Name Description User Action and Values Comment
FM Area 1000
Version 0
Period Control Activation Selected
5. Choose Enter.
6. Save your entries.
Result
The Period Control for Version 0 is now activated.
3.8.13 Control Budgeting Flow - Edit Status Use
In this IMG activity, you define which phases the budgeting contains during the course of a fiscal year. You define a budget status here for each phase.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Control Budget Flow Edit Status
Transaction
Code SPRO
2. Choose the New Entries button.
3. Make the following entries:
Field Name Description User Action and Values Comment
FM Area 1000
Status STAT01
Description(S) All
Description(L) All Combinations (Payment Budget) 4. Choose Enter.
5. Save your entries.
6. Select the newly-created row, then in the Dialog structure pane, double-click Status control settings (budget).
7. Choose the New Entries button.
8. Make the following entries:
Budget Category Internal Budgeting Process Budget Type
Payment Carry For. Recv. CF
Payment Carry For. Send CF
Payment Enter BI
Payment Prepare PR
Payment Receive A1
Payment Receive A2
Payment Receive A3
Payment Return A1
Payment Return A2
Payment Return A3
Payment Send A1
Payment Send A2
Payment Send A3
Payment Supplement A1
Payment Supplement A2
Payment Supplement A3
9. Save your entries.
10. Choose Back.
Result
The status definition is configured.
3.8.14 Assign Status to a Version Use
Status management in the budget control system (BCS) allows you to subdivide the budgeting in Funds Management into successive budgeting phases. The individual budgeting phases differ in that only certain budget processes can be executed (Budgeting Process in combination with a Budget Type). Each phase is mapped in the system as a status. Whereas you define all required statuses and the executable budgeting activities for each status in Customizing, you select the current valid statuses in the current fiscal year in the menu of Funds Management:
Procedure
1. Access the activity using one of the following navigation options:
Application
Menu Accounting Public Sector Management Funds Management Budgeting Budget Control System (BCS) Version Assign Status to a Version
Transaction
Code FMBOSTAT
2. Enter 1000 in the Determine Work Area: Entry screen.
3. Make the following entries:
Field Name Description User Action and Values Comment
Fiscal Year <1 minus current year>
Version 0
Period Control Activation STAT01
Budget address check Leave blank
4. Make the same entries for the current year and the subsequent fiscal year.
5. Make the same entries for version BP1.
6. Choose Enter.
7. Save your entries.
Result
The Version 0 and BP1 are assigned status STAT01.
3.8.15 Define Planner Profile Use
In this IMG activity, you define planner profiles with which you can control planning. In a planner profile, you define which plan tasks are used with which default parameters for each table. You can define any number of plan tasks for each table. Using the profile item that defines the sequence of the plan tasks for a table, you can assign the same plan task to a planner profile several times, but with different default parameters.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget Entry Planning Define Planner Profile
Transaction Code
SPRO
2. Choose the New Entries button.
3. Make the following entries:
Field Name Description User Action and Values Comment
Planner Profile BP01C
4. Choose Enter.
5. Save your entries.
6. Select the newly-created entry and in the Dialog Structure pane, double-click Tables which can be Planned.
7. Choose the New Entries button.
8. Make the following entries:
Field Name Description User Action and Values Comment
Summary Table FMBDT
Distribution Key Leave Blank
9. Choose Enter.
10. Save your entries.
11. Select the new created entry and in the Dialog Structure pane, double-click the Planning tasks for the table
12. Choose the New Entries button 13. Make the following entries:
Field Name Description User Action and Values Comment
Item 0
Layout BP01
Overwrite X Activate checkbox
Integrated excel X Activate checkbox
14. Choose Enter.
Step 11 to 14 is only required if you are creating a layout that is integrated with excel, otherwise the process ends with the assignment of the table for planning. If you are creating a layout with excel integration, then complete the remaining steps.
15. Save your entries.
16. Select the new created entry and in the Dialog Structure pane, double-click the Default Parameters
17. Enter a value for each of the parameter fields 18. Choose the Form-based radio button
19. Click the Overview Screen button.
20. Choose Enable Macros 21. Save your entries 22. Click the Back button 23. Choose Save All
24. Remove all entries in the parameter entry screen 25. Click the Back button
26. Save your data 27. Save your entries
Result
The Planner Profile is now created.
3.8.16 Define Planning Layout Use
In this IMG activity, you create Layouts to build Planning data by Version.
Procedure
1. Access the activity using one of the following navigation options:
IMG Menu Public Sector Management Funds Management Government Budget Control System (BCS) Budgeting Budget Entry Planning Define Planning Layout
Transaction Code
SPRO
2. Double-click Create Planning Layout.
3. Make the following entries:
Field Name Description User Action and Values Comment
Planning Layout Name BP01
Name / description Planning Layout – All Dimensions 4. Choose the Create button.
5. On the Report Painter: Create FI-SL planning layout FMBDT screen, choose Edit Gen Data Selection Gen Data Selection .
6. On the Element definition: General data selection dialog box, select the following ten Characteristics fields, then choose the arrow button in the middle to move them to the Selected Characteristics pane.
7. Make the following entries:
Characteristic Variable From Variable To
Budget Type PR
Fiscal Year X 1
BCS Value Type B1
Workflow Status P
8. Choose the Check button.
9. Choose Confirm.
10. To hide the Workflow status field, choose 10 Workflow Status, and then choose the Hide button.
11. Choose Continue.
12. The new Planning layout template is displayed, showing two columns: Lead Column (in red), and Column 1 (in blue). Double-click Column1.
13. On the dialog box, choose Key figure with characteristics.
14. Change the Key Figure selection from Transaction Currency to Local Currency.
15. Choose the Check button.
16. Choose Confirm.
17. Create columns for the five chosen Characteristics – Fund, Fund Center, Commitment Item, Functional area & Funded program.
18. To create the first column, double-click Lead Column (in red).
19. In the dialog box, select the Funded Program characteristic. and move it to the left using the arrow button.
20. Add option of local variable with a range of 1 to 2.
21. Complete the selection by choosing Check and then choosing Confirm.
22. On the Lead column structure: Funded Program dialog box, choose the Characteristic value radio button, then choose Confirm.
23. Repeat steps 18 to 22 for Functional Area, Commitment Item, Fund Center, and Fund (in that order).
To add columns for the other four Characteristics, choose the New Lead Column button.
24. Once all the columns are defined, choose the Check button to validate your work. Correct errors, if any.
25. Choose Enter.
26. Save your entries.
Result
The Planning Layout BP01 is now created.