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Rules Based Account Assignment – “How to” and “Whys”

 

Rules Based Account Assignment or ‘RBAA’ as I love to call it, is a powerful feature in SAP Public Sector Accounting.  RBAA is no different from the document splitting functionality active in New GL.

SAP has created this little gem of functionality in the otherwise dull Public Sector solution to alleviate a lot of complicated features currently being carried out in the Federal space

Why RBAA?

 

Cost Allocation as we understand it in SAP is a bit complicated in the Public Sector (or atleast that is what many Government agencies make it out to be).  Most Federal Agencies use a mirror Fund to split costs across Programs/Funds or WBS Elements. (e.g. a Truck can be bought by one agency with multiple splits across other agencies to distribute costs (err Funds…J ))

I have encountered this problem in a few cases where Funds needed to be split across agencies to distribute their utilization. While Cost Assessment within SAP is an easy enough way to fix this problem, most Agencies demand that these Funds be split at the ‘front-end’ i.e. most agencies demand that these Funds be split across multiple Funds when goods are bought (i.e when a Purchase Order is created up front rather than when expenses have been posted into a Cost Center/WBS at the back end)

Ofcourse RBAA can also be used with standard processes without resorting to twisting the process by simply splitting an Accounting entry the way it was meant to be split – at the front end, with multiple lines and without resorting to playing a fund ‘switcheroo’ which is what most agencies seem to use it for anyways.

RBAA can be used in both instances above with great effect and thereby solving a lot of issues for Federal business. However one severe limitation of this neat feature is the fact that this can be used only for Purchase Orders and Purchase Requisitions thereby cutting out many critical processes such as Payroll, SD, straight forward Journal Entries etc from utilizing this process.

How RBAA?

I have detailed the steps on how this feature can be setup in SAP. If you need specific information feel free to contact me by leaving comments below.

 

1-Create a Field Profile — Use this step to identify which account assignment fields can be modified during the distribution process. Plenty of standard fields are provided by SAP which can be utilized for the split. This is a mandatory step. (e.g. split an entry with a Cost Center, Fund, Funds Center combo or simply split an entry with a Fund and GL Account combo and so on)

IMG : Select the reference IMG pushbutton ® Public Sector Management ® General Settings for Public Sector Management ® Integration ® Rule-Based Account Assignment Distribution ® Maintain Field Profiles

 

2-Create an Action Profile — Use this step to control actions such as messages or displaying the results of splitting in a popup window. The message class FMSPLIT_ACTION contains some standard messages designed for use in the action profiles. This step is not a mandatory step.

IMG : Select the reference IMG pushbutton ® Public Sector Management ® General Settings for Public Sector Management ® Integration ® Rule-Based Account Assignment Distribution ® Action Profile

3 – Maintain Rule Groups — Distribution rules are organized in groups for management and authorization purposes. This is a simple step and is self-explanatory. Setup Rule Groups which need to be used in step 4 below.

IMG (transaction SPRO): Select the reference IMG pushbutton ® Public Sector Management ® General Settings for Public Sector Management ® Integration ® Rule-Based Account Assignment Distribution ® Maintain Rule Groups

4-Maintain Rules for Rule-Based Acct Assignment Distribution (Of course an important mandatory step!)

(Easy Access) Accounting ®  Public Sector Management ® Funds Management ® Master Data ® Use of Account Assignment Elements ® FMSPLITMAINT  Maintain Rules for Rule-Based Acct Assignment Distribution

 

5-Maintain Derivation Strategy for Rule-Based Acct Assignment Distribution (raise your hands if you work in the Public Sector and do not know how to use FMDERIVE!)

IMG (transaction SPRO): Select the reference IMG pushbutton ® Public Sector Management ® General Settings for Public Sector Management ® Integration ® Rule-Based Account Assignment Distribution ® Maintain Derivation Strategy for Rule-Based Acct Assignment Distribution

6 – Test your work by creating a PO or PR and pray that the rule works J

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1 Comment

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  1. Mariano Rojas

    Hello Shreekar,

    My name is Mariano Rojas, I’m a consultant from Mexico. I saw your post, and wanted to ask if you have any documentation about it, because I’m in a public sector client in México that has these requirements.

    They need to distribute costs between different funds.
    For example, the consulting services have to be distributed in specific percentages, between 5 different funds. Also they’re distributed in Fund Centers, but we’re using the split document functionality.

    But for distribution in funds I saw your post and I think it is what we need because we don’t know any other standard functionality.
    We have ECC 6 EPH 4, and configured Ledger with table FAGFLEXT. Could you please help me with an configuration example and prerequisites for Rule Base Account Assignment.

    In advance, thank you very much for your help.
    Mariano Rojas

    (0) 

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