Fund Management Sap Bcs Fund Center Commitment Item6

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Fund Management Sap Bcs Fund Center Commitment Item6

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<ul><li><p>BudgetControlSystem</p><p>BCSTrainingManual</p><p>ansfieldUniversitNovember,2008</p><p>M y</p><p>BCS Training </p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page2 </p><p>TABLEOFCONTENTS</p><p>BCSIntroduction..3</p><p>SetupfortheNewBCSTransactions....4</p><p> CreatingaNewFolderforBCSTransactionsinFavorites......4 CreatingNewFavorites5</p><p>BudgetReports....7</p><p> ChoosingaLayout...7 ZFM01&amp;ZFM02...9 BUDSTAT_w/CF.12 SOURCES_w/CF..13 ACTCOM_wCF..13 DrilldownCapability...14 HowtoSaveReporttoExcel..15 HelpfulTipsWhileUsingZFM02.16</p><p>HowtoCreateaVariant....17</p><p>HowtoViewActualExpenses(ZGENLED)....20</p><p>HowtoPrePostaBudgetTransfer(FMBB)....22</p><p> BudgetingWorkbenchPersonalDocumentsTree...23 HoldingDocuments.28 ToPrintPostedDocument..31 HelpfulTipsWhileUsingFMBB...33</p><p>HowtoLocateaBudgetTransferorViewBudgetLineItems(FMEDDW)...35</p><p> ChoosingandSavingLayout.37 HelpfulTipsWhileUsingFMEDDW...40</p></li><li><p>BudgetC Manual</p><p>November,2008 Page3</p><p>ontrolSystem BCSTraining</p><p>BUDGETCONTROLSYSTEM(BCS)TRAININGMANUAL</p><p>OnNovember24,2008,theSAPFinancesystemmigratedfromtheformerbudgetingmoduletotheBudgetControlSystem(BCS)module.</p><p> TransactionsthatyouarecurrentlyusingwithinSAPFI(ZBUDSTAT_NOCForY_DV2_04000008)tomonitoryourbudgethavechanged.</p><p> BudgettransfersarenolongerparkedusingFR69.Instead,youwillprepostyourbudgettransfersusingtheBudgetingWorkbench(FMBB).</p><p>PleasenotethatyouwillcontinuetouseZBUDSTAT_NOCFtoviewyourbudgetsandtransactionsforfiscalyear2008andprior.However,anytransactionsprocessedforfiscalyear2009andafterwillneedtobeviewedusingtransactionsZFM01orZFM02.ThistrainingmanualisbeingprovidedtoassistyouinmonitoringyourbudgetusingtheBCSmodule.Belowisacrosswalktoaidyourunderstanding:</p><p>Function Fiscalyears2008andPrior Fiscalyears2009andafter</p><p>OnLineReporting ZBUDSTAT_NOCF ZFM01orZFM02</p><p>Function Priorto11/24/08 After11/24/08</p><p>BudgetTransfer ParkusingFR69 PrePostusingFMBB</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page4 </p><p>SETUPFORTHENEWBCSTRANSACTIONS</p><p>CREATEANEWFOLDERFORBCSTRANSACTIONSINYOURFAVORITES</p><p>Tocreateasubfolder:</p><p> RightmouseclickonthefoldercalledFavorites.ChooseInsertfolder.</p><p> Namethefolderasshownbelow.Clickthegreencheckmark .</p><p> ABCSTransactionsfolderwillnowappearintheFavoritesfolder.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page5 </p><p>CREATINGNEWFYouwillneedtoaddseveralnewtransactionstoyourBCSTransactionsFavoritesfoldertoaccesstheBCStransactions.</p><p>AVORITES</p><p>Toaddafavorite:</p><p>Onthefollowingscreen,theBCSTransactionsFavoritesfolderhasbeenhighlighted.Toaddatransac ing:tioncodetothelistoffavorites,completethefollow</p><p> RightClickontheBCSTransactionsFavoritesfolder</p><p> ClickonInsertTransaction</p><p> TypeinthetransactioncodeZMF01.Clickthegreencheckmark .</p><p>ZFM01willappearundertheBCSTransactionsFavoritesfolderasshownbelow:</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page6 </p><p> Repeattheabovestepstoaddtransactioncodes:o ZFM01(completedinabovestep)Revenue&amp;Expenseso ZFM01_EXPExpensesOnlyo ZFM02Revenue&amp;Expenseso ZFM02_EXPExpensesOnlyo ZGENLEDActualExpenseReporto FMBBBudgetTransfero FMEDDReviewASingleBudgetTransferReporto FMEDDWReviewVariousBudgetEntriesorSearchforABudgetTransfer</p><p>YourBCSTransactionsFavoritesfoldershouldappearasfollowswhencomplete:</p><p>Toputtransactionsintheaboveorder,highlightthetransactionandusetheMoveFavoritesdownorMoveFavoritesuparrowsicon.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page7 </p><p>CHO UTBUDGETREPORTLAYOUTDIFFERENCES</p><p>OSINGALAYO</p><p>ZFM01vs.ZFM02ZFM01ZFM01layouthastheabilitytoviewarangeoffundcenterseitherrolledtogetherorexpanded</p><p>onereport.allwithin</p><p>Expand &amp; collapse sections of the report by clicking on these buttons. </p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page8</p><p>ZFM02FM02layouthastheabilitytoviewarangeoffundcentersoneatatimeusingthenavigationane.</p><p>Zp</p><p>Note:screenshotsfromtheZFM02layouthavebeenusedtoassemblethismanual.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 age9</p><p>BUDGETREPORTSUSINGZFM01&amp;ZFM02</p><p>USE</p><p>Thesetransactionswillbeusedtoprovideyourbasicreportingrequirementsformonitoringyourbudgetsuchasdisplayingyourtotalbudget,actualexpenditures,opencommitments,andbudgetbalanceavailableforyourselectedfundcenter(s).Inaddition,itwillbeusedtodrilldownintothelineitemdetailsofallpostingstotheselectedfundcenter.Itcanalsoprovideareporttodetailthesourcesofyourbudgetbalance.</p><p>TRANSACTIONCODE</p><p>rZFM02ChooseeitherZFM01o</p><p>PROCEDURE</p><p> eSAPsystem.Logontoth</p><p> OpenyourFavoritesBCSTransactionsfolderandclickoneitherZFM01orZFM02transaction.</p><p>1 </p><p>2 </p><p>3 </p><p>4 Note: Defaults to current fiscal year. However, in future fiscal years, users will have the ability to enter a multiple fiscal year range. </p><p>SelectionValues</p><p>TheinformationintheSelectionValues ult.areawilldefa</p><p>1. Financial llalwaysbeSSHE</p><p>P</p><p>Managementteg</p><p>3. Version:will</p><p>Area:wi2. BudgetCa ory:willalwaysbe9F</p><p>alwaysbe04. FiscalYear:enterthefiscalyearonwhichyouarereportingcanrunformultipleyears.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page10 </p><p>SelectionGroups</p><p>1. Funds ntersCenterValue:enterthefundcenterorrangeoffundce</p><p>a. SSHE_3B2. CommitmentItem:</p><p>E&amp;GFundCenters(withoutpersonnel)willalwaysbeb. GrantFundCenters(withpersonnel)willalwaysbeSSHE_2A</p><p> lickC .E&amp;GFundCenters</p><p> GrantFundCenters</p><p>1</p><p>2</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page11</p><p> AReportwillreturnwiththeappropriatedataasshownbelow:</p><p> Navigationwithinthereport:</p><p>The Navigation Pane can be turned on/off using this icon. </p><p>Expand &amp; collapse sections of the report by clicking on these buttons. </p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page12 </p><p>NOTE:Thistransactioncontainssixdifferentreportingoptions:</p><p>TheBudgetOfficeisrecommendingthatusersusethew/CFreportsformonitoringbudgets.</p><p>1. w/CF:Budget,Commitments,ActualsandAvailablebalancebyfundcenter.BUDSTAT_</p><p>Navigate to the various reports in ZFM02 by simply clicking on the appropriate report in the navigation pane. </p><p>BUDSTAT_w/CF = With Carryforward </p><p>BUDSTAT_w/oCF = Without Carryforward </p></li><li><p>BudgetControlSystem al</p><p>November,2008 Page13</p><p> BCSTrainingManu</p><p> SOURCES_w/CFTotalofallbudgetentriesbycommitmentitembyfundcenter.2.</p><p>3. ACTCOM_wCFShowsonlycommitmentsandactualsbyfundscenterbycommitmentitem.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page14</p><p> Todrilldowntothelineitemdetail,doubleclickonthedollaramount.</p><p>To find the entries behind dollar amount, double click on that amount. </p><p> Toseealltransactionsinaspecificcolumn,doubleclickonthecolumnsheaderorthetotalline.Repeatasshownabove.</p><p> Bluelinesonthereportrepresentwherepostingstakeplace(budget,commitment,actual).hereportrepresenttotals.Yellowlinesont</p><p>ATextboxwillpopup:</p><p> Aftermakingaselectionclick .</p><p>If looking at Actuals or Commitment columns amount, make this selection.</p><p>If looking at Current Budget or Consumable Budget column amount, make this selection. </p><p>Note: Replaces the SAP Extra &amp; Line Item Feature </p></li><li><p>BudgetControlSystem CSTrainingManual</p><p>November,2008 Page15</p><p> B</p><p> heentriesbehindthenumberwillappearasshownbelow:T</p><p>TOSAVEREPORTINTOEXCEL:</p><p>Main r:Toolba</p><p> emSyst List Save LocalFile</p><p>o Savetolocalfileondesktoporotherdesiredfolder.</p></li><li><p>BudgetControlSystem CSTrainingManual</p><p>November,2008 Page16</p><p> B</p><p>HELPFULTIPSWHILEINZFM01orZFM02</p><p>TIP:Recommendedreportsformonitoringyourbudgets:</p><p>TIP:ToturnNavigationPaneon/offclicktogglebuttonbelow:</p><p>TIP:Toexpandandcollapsesectionsofthereportclickonthesebuttons:</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page17 </p><p>HOWTOCREATEAVARIANT</p><p>AsinSAP,BCSUserscansavetheirfundcentersbyusingthevariantfeaturecapabilityinZFM01orZFM02.</p><p> EnterfundcentersusingSngleValuestaborbyenteringarangeunder1Rangetab.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page18</p><p> Savevariantoncealltheinformationisentered.</p><p>1. IMPORTANT:Variantnamemustbesavedusing55astheprefix.ame)</p><p> etReport)(Suggestion:55UserInitials_ReportName,i.e.,55LR_ReportN</p><p>2. VariantMeaning:Briefdescriptionofthevariant.(i.e.,Budg3. ClickontheSavedisktosavevariantnameanddescription.</p><p>3 </p><p>1</p><p>2</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page19 </p><p> Clicktheexecuteicon torunreport.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page20 </p><p>ACTUALS(EXPENSE)REPORTUSINGZGENLED</p><p>1. BusinessArea2. Fund:Fund</p><p>:55r</p><p>3. FundsCentenumber:F</p><p>4. undscenternumber</p><p>FiscalYear:20095. PostingPeriods:FiscalYearmonths(i.e 2,September=3,etc)orleave</p><p>blanktopulltheentirefiscalyearexpens.,July=1,August=es</p><p>6. AccountNumber(Commitmentitem):600000to799999</p><p> Clicktheexecuteicon </p><p>NOTE:</p><p> Reporttakesawhiletorun! Doesnotpullincommitments!</p><p>1 </p><p>5 4 3 </p><p>2 </p><p>6 </p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page21</p><p>AReportwillreturnwiththeappropriatedataasshownbelow:</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page22 </p><p>HOWTOPREPOSTABUDGETTRANSFER</p><p>BUSINESSSCENARIO</p><p>Scenario</p><p>Itbecomesapparentthatonefundcenterisrunningshortoffunds.AFundCenterAdministratorwishestotransferbudgetfromadifferentfundcenterandmakeitavailabletotheother.TheadministrativemanagerneedstoprepostthebudgettransferforapprovalfromtheBudgetOffice.</p><p>TRANSACTIONCODE</p><p>FMBBBudgetingWorkbench</p><p>PROCEDURE</p><p> eSAPsystem.Logontoth</p><p> OpenyourFavoritesBCSTransactionsfolderandclickontheFMBBtransaction.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page23 </p><p> EnterFMAreaSSHE andclickthegreen .</p><p> Note:Youmaygetasecondpopupboxtoenteralayout ,</p><p>kthegreenenterSSHEandclic .</p><p> ThiswillbringuptheBudgetingWorkbenchCreateDocument.Yourscreenwillappearasfollowsincludingabreakdownofeachareaoftheentryform.</p><p>Personal documents tree. This will contain any documents you have preposted or put on hold. This can be turned on/off using the icon </p><p>Budget Header information. This can be turned on/off using this icon. </p><p>This is the body of the budget transfer. Transfers can now be made between multiple funds and can include text for each line item. </p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page24 </p><p>Note:You tilafteryou erasyourprocess.rscreenmaylookslightlydifferentun selectTransf</p><p> CompletetheBudgetingWorkbenchHeaderDatainformation.</p><p>1.Process:willalwaysbeTransfereenw</p><p>2.Budg (whenTrans illchangeappearance)ferisselectedthescr</p><p>etCategory:willalwaysbePaymentme ysbe3.Docu nttype:willalwa BGT</p><p> (whe angeasabove)nenter4.Version:willalw</p><p>edthescreenwillchaysbe0</p><p>6.Send5.DocumentDate:entertodaysdate</p><p>erFisc illbe t iscalyear. Curren thefiscalyear,e.g:</p><p>alYear:w hecurrentftfiscalyear</p><p>o 2008willalwaysbethelasttwonumbersof</p><p>910=20107.SenderBudget sbe</p><p>09=2009;200Type:willalway NREC(NonRecurring)</p><p>8.SenderPeriod:changeto001.iods)</p><p>9.Rece (ThedefaultisALLwhichwillsplitBTbetween12per</p><p>iverFiscalYear:wil (SenderandRe</p><p>ldefaultfromtheSenderfiscalyearMUSTbethesame).</p><p>10.ReceiverBudget sbeceiverfiscalyearType:willalway NREC(NonRecurring)</p><p>11.ReceiverPeriod:changeto001. (ThedefaultisALLwhichwillsplitBTbetween12periods)</p><p>12</p><p>76 8</p><p>119 10</p><p>5 4</p><p>3</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page25</p><p> CompletetheBudgetingWorkbenchBodylineitemsusingmergedorsplitscreens.Mergedscreen:</p><p>1 2 3 4 5</p><p>1. EnterPlusorMinussigns(/+):</p><p> t OM(sender) oindicatethefundscenterthefundsarebeingtransferredFR . +toindicatethefundscenterthefundsarebeingtransferredTO(receiver).</p><p>Splitscreen:</p><p>2.FundsCenter:enterthefundscenternumberforeachlineitem.</p><p>3.Com commitmentitemforeachlineitem.</p><p>2 </p><p>2 3</p><p>3</p><p>4</p><p>4</p><p>mitmentItem:entertheappropriate</p><p>CommitmentItemTransferfrom/to</p><p>5105 s85TransferfromCommitmentItemtoDepartmentFundedStudentWage</p><p>4.Amou sitiveamounts.nt:enterdollaramountyouwanttotransfer.Enteronlyaspo</p><p>5.Text:enteradescriptionforeachlineitem.Seebelowforexample:</p><p>5</p><p>5</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page26 </p><p>SPECIALNOTES:</p><p> seYounolongerneedtoenterthefundorfunctionalareaonthebudgettransferentry.Thefieldswilldefaultbasedonthefundscenterentered.</p><p> ferYoumayprocesstransfersbetweendifferentfundscentersonthesamebudgettransentry.</p><p> Youmayenteradifferentdescriptiononeachlineitemofthebudgettransferentry.ICONS:</p><p> Insertrow(s) Deleterow(s) Duplicatearow Sortrowsinascendingorderdependingoncolumnselected Sortrowsindescendingorderdependingoncolumnselected Addsatotalfortheamountcolumn Manuallyverifythesenderandreceivertotalsmatch.</p><p> Click .</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page27 </p><p>BudgetingWorkbenchPersonalDocumentsTree</p><p> ToturnthePersonalDocumentstreeonoroff,click .</p><p> Thisareaallowsyoutoseeanydocumentsyouhavepending.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page28 </p><p>o gerinYoucanverifythestatusofapreposteddocument.Ifthedocumentisnolon</p><p>o yourPrepostedfolder,ithasbeenreviewedandpostedbytheBudgetOffice.ThedocumentwillappearinyourPostedfolderassoonasBudgetapproves.</p><p>o Youcanholddocumentstofinalizeatalatertime.ThesewillappearinyourHeldfolder.</p><p>TheBudgetOfficewillthenpostdocument.ItwillmoveintoyourPostedFolderatthattime.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page29 </p><p>HOLDINGDOCUMENTS</p><p> Ifyouhavenotcompletedatransactionbutneedtoexitthetransactiontoreturnlater,</p><p>CSofferstheusertheabilitytoholdadocument.ClickB .</p><p> EnteranameforthedocumentandclickHOLD.Youcannamethedocumentanythingyouwantasyouwillbetheonlyuserabletoseethisdocument.</p><p> Youmaygetanerrormessagedependingonhowfaryouareinyourentry.Justclickhegreent toaccept.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page30 </p><p> hehelddocumentwillappearinyourpersonaldocumentstreeinyourHeldfolder.T</p><p> Toopenthedocument,finditinyourhelddocumentsfolderanddoubleclickonthedocument.Revise/completethedocument.</p><p> Oncethebudgetingworkbenchheaderandbodyhavebeencompleted,click tocheckthedocument.</p><p> Onceyouhaveverifiedthatyouhavenoerrors,click .ThedocumentwillmovefromyourheldfolderintothePrepostedfolder.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page31 </p><p> TheBudgetOfficewillthenpostdocument.ItwillmoveintoyourPostedFolderatthattime.</p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page32 </p><p>TOPRINTTHEPOSTEDDOCUMENTFORBACKUP</p><p> SelectDocumentDisplayChange</p><p> SelectPrintPreview</p><p>Note: The printer name that appears when you choose local will be your own network printer. </p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page33 </p><p> SetthePrintpropertiesasfollows:</p><p>Click the green check </p><p>mark to print </p><p>Click the Print icon</p></li><li><p>BudgetControlSystem CSTrainingManual</p><p>November,2008 Page34</p><p> B</p><p>HELPFULTIPSWHILEINFMBB</p><p>TIP:Youcanturnoff/ontheBudgetHeaderinformationbyusing </p><p>TIP:Toeasilyenterordeleteanextrarowusethefollowingicons:</p><p>TIP:YounolongerneedtoenteraFundorFunctionalAreaonthebudgetdocuments;thesewillbothdefaultfromtheFundsCenteryouenter.YoumustenterFundsCenter,CommitmentItem,Amount,andText.</p><p>TIP:Lineitemtextisnowavailable:</p><p>TIP:ToPrepost(Park)thedocument </p><p>TIP:ToturnDocumentOverviewonoroff todisplayornotdisplayyourpersonaldocumentstree(Posted,Preposted,Undone,andHeldfolders)</p><p>TIP:Hitgreenarrowbacktoenteranewtransactionnolongerneedtoexittomainmenu.</p><p>Highlight row by clicking the grey square to left of row. </p><p>Click to insert row and </p><p> to delete row. </p></li><li><p>BudgetControlSystem BCSTrainingManual</p><p>November,2008 Page35 </p><p>TIP:ToHoldthedocument </p><p>TIP:Whencompletingabudgettransfer,youcanchoosesplitscreenfeatureasshown:</p><p>The following screen will appear on which you can separately enter your Sender amounts on the top and the Receiver amounts on the bottom. Click Merge to return to normal </p></li><li><p>Bud</p><p>November,2008 Page36</p><p>getControlSystem BCSTrainingManual</p><p>HOWTOVIEWBUDGETDOCUMENTSORBUDGETTRANSACTIONS</p><p>BUSINESSSCENARIO</p><p>Scenario</p><p>AFundCenterAdministratorwouldliketoquicklyse...</p></li></ul>