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Funds Reservation used in term of Earmarked Funds (Fund Management)

Contents

Funds Reservation in Earmarked Funds. 2

Configuration of Earmarked fund. 3

Assign Field Status variant to Company Code. 3

Define Field Status Groups. 3

Define Field Selection String. 4

Assign Field Selection String. 6

Define Document Types. 6

Define Rules for Account Assignment Transfer. 7

Assign Rules. 9

Process to Fund reservation for Earmark fund.. 11

Use of Earmark reservation against PR/PO or FI documents. 15

 

Funds Reservation in Earmarked Funds

Purpose

This contains the process Fund reservation as a part of earmarked fund under Fund management. This function needed to process earmarked funds and funds transfers. The posting data is stored as totals and as line items.

End of the document you will get the idea of configuration and process to perform Fund reservation as a part of Earmarked Fund.

 

Earmarked Fund

Earmarked fund is the sub-process of Fund management which claim already allocated budget for expected expenditures. Some of the Business transactions are below in the term of “earmarked fund”

 

Integration

Within the framework of budget execution, you can claim the earmarked budget funds both via the business transactions in accounting and via purchasing. The earmarked funds are reduced by financial accounting documents or purchasing documents. In doing so, the budget is consumed.

 

Functions-

Reducing earmarked funds with purchasing documents

Reducing with financial accounting documents

 

Configuration of Earmarked fund.

Assign Field Status variant to Company Code

In this work step you assign a field status variant to your company codes. You can assign a field status variant to as many company codes as you want.

IMG Menu Public Sector Management ® Funds Management Government ® Funds Management-Specific Postings ® Earmarked Funds and Funds Transfersà  Filed Control for Earmarked Funds & Funds Transfers ® Define Field Status Variant
Transaction Code

 

 

IMG Menu Public Sector Management ® Funds Management Government ® Funds Management-Specific Postings ® Earmarked Funds and Funds Transfersà  Filed Control for Earmarked Funds & Funds Transfers ® Assign Field Status Variant to Company Code
Transaction Code

 

 

Define Field Status Groups

Use

 In this step, you define field status groups. You must assign the field status groups, along with a field status variant, to a field selection string, and enter them when defining document types.

Procedure

 Access the activity using one of the following navigation options

IMG Menu Public Sector Management ® Funds Management Government ® Funds Management-Specific Postings ® Earmarked Funds and Funds Transfersà  Filed Control for Earmarked Funds & Funds Transfers ® Define Field Status Groups
Transaction Code

 

 

Define Field Selection String

Use

 In this step, you can define the field selection strings – that is, you can specify which fields are ready for entry, required or hidden during Earmarked funds and transfers. In another step, you must assign a field status variant and field status group to the field selection string.

Procedure

Access the activity using one of the following navigation options:

IMG Menu Public Sector Management ® Funds Management Government ® Funds Management-Specific Postings ® Earmarked Funds and Funds Transfersà  Filed Control for Earmarked Funds & Funds Transfers ® Define Field Selection String
Transaction Code

 

Select the Field Selection String MITTELRESER, and choose Copy As.

Name the newly-copied object as Z*.

Select the Z* entry, and in the Dialog Structure pane, double-click Maintain Field Status for Field Selection String.

 

Make the following Fields settings:

Description Hide Display Opt.entry Req.entry
Fund Center Selected
Fund Selected
Functional Area Selected
Grant Selected
Business Area Selected

Review all other Field statuses for your business process needs.

Choose Enter.

Save your entries.

 

 

Assign Field Selection String

Procedure

Access the activity using one of the following navigation options:

IMG Menu Public Sector Management ® Funds Management Government ® Funds Management-Specific Postings ® Earmarked Funds and Funds Transfersà  Filed Control for Earmarked Funds & Funds Transfers ® Assign Field Selection String
Transaction Code

Define Document Types

Use

In this IMG activity, you create the document types for the documents in Funds Management. Document types are used to classify the documents. You can define characteristics for each document type that controls how the document is entered or they may be recorded in the document itself. For each document type, you must specify:

Procedure

Access the activity using one of the following navigation options:

IMG Menu Public Sector Management ® Funds Management Government ® Funds Management-Specific Postings ® Earmarked Funds and Funds Transfersà  Filed Control for Earmarked Funds & Funds Transfers ® Define Document Types
Transaction Code

Choose the New Entries button.

Make the following entries:

Field Name Description User Action and Values Comment
Document Type Category 30 – Fund Reservation
Document Type  11
Number Range  03
Field Status Group 1000
Group Key for Earmarked Funds Copying Template FMRE

Choose Enter.

Save your entries.

 

Define Rules for Account Assignment Transfer

Use

In this step you define which account assignments are to be transferred from the earmarked fund to the follow-on document when posting a document with reference to an Earmarked fund.

Procedure

Access the activity using one of the following navigation options:

IMG Menu Public Sector Management ® Funds Management Government ® Funds Management-Specific Postings ® Earmarked Funds and Funds Transfersà  Filed Control for Earmarked Funds & Funds Transfers ® Account Assignment Transfer à Define Rules for Account Assignment Transfer
Transaction Code

Choose the New Entries button.

Make the following entries:

Field Name Description User Action and Values Comment
Rule 1000
Description BP Rule 1000

Choose Enter.

Save your entries.

Select the newly created entry, and in the Dialog Structure pane, double-click Maintain Field to be

Transferred.

Group the fields as follows:

Group 1 Group 2 Group 3
Order Number, Fund, Fund Center, Functional Area, Grant Cost Center, Network Number, WBS GL Account

Save your entries.

 

Assign Rules

Use

In this IMG activity, you assign the rules for the account assignment transfer from the earmarked funds to individual activities (such as purchase order, G/L account posting).

Procedure

Access the activity using one of the following navigation options:

IMG Menu Public Sector Management ® Funds Management Government ® Funds Management-Specific Postings ® Earmarked Funds and Funds Transfersà  Filed Control for Earmarked Funds & Funds Transfers ® Account Assignment Transfer à Assign Rules
Transaction Code

Choose the New Entries button.

Make the following entries:

Field Name Description User Action and Values Comment
Activity   *
Rule  GENERAL

Choose Enter.

Save your entries.

Result

The newly created Rule is now assigned to ALL activities.

 

Process to Fund reservation for Earmark fund

Check the available budget before reservation

 

IMG Menu SAP Menu : Accounting à Public Sector Managementà Postingà Earmarked Fundsà Funds Reservationà FMX1 – Create
Transaction Code FMX1 – Create

 

Enter

Double click on line item

Click on More and select Account assignment changeable (optional can be)

Save it

This document can be used for both process PR/PO and FI posting this document reserve the fund as entered amount and reduced from available budget.

Display reservation document and its follow-on documents

IMG Menu SAP Menu : Accounting à Public Sector Managementà Postingà Earmarked Fundsà Funds Reservationà FMX1 – Create
Transaction Code FMX3 – Display

 

Enter

Check document flow against this document

Again, check availability after reservation of earmark fund.

 

Amount of 100 is reduced from availability

 

Use of Earmark reservation against PR/PO or FI documents.

Reducing Funds Reservations: Purchasing Documents-

Purchasing documents can reduce funds reservations in Funds Management. In this way, the process chain in purchasing is linked with the fund’s reservation document. The funds reservation provides a framework for future budget consumption, within which all purchasing activities must take place.

When posting a purchasing document, enter a funds reservation document number in the Earmarked funds field of the account assignment coding block. The system automatically transfers the Funds Management account assignment from the funds reservation.

Purchase requisitions reduce funds reservations with the open amount (open quantity X price). Purchase orders reduce funds reservations with the purchase amount.

When posting a purchase order that refers to a purchase requisition, the funds reservation account assignment is automatically transferred from the purchase requisition. In doing so, the purchase order reduces the quantity of the purchase requisition according to the purchase amount and, in turn, the amount still open as well.

In funds reservation consumption reporting, the purchase requisition amount that may still be open as well as the purchase order value appear. You will find an example under Funds Reservation-Purchase Requisition-Purchase Order.

 

Funds Reservation-Purchase Requisition-Purchase Order.

 In the line item reports, an original record is displayed under the document number of each corresponding business transaction. If the document is reduced, a reduction record is also displayed corresponding to the current reduction.

 

I am using FB01 for FI posting

 

 

Please note that any account assignment can be used but commitment and fund center should be same as entered in Earmark reservation.

Save the document let’s check earmarked reservation

Release fund unutilized fund from Earmarked reservation- In case Earmarked reservation amount not utilized completely and no more require for further processing you can complete it system will release unutilized fund from Earmarked reservation to availability

 

IMG Menu SAP Menu : Accounting à Public Sector Managementà Postingà Earmarked Fundsà Funds Reservationà FMX1 – Create
Transaction Code FMX2 – Change

You can see that this document have open amount set “completion indication” to release unutilized amount.

Now system release unutilized amount to available budget.

Check follow on document for history, system released unutilized amount with amt type “500”

 

Conclusion of document

By this lesson you learned Configuration of Earmarked fund, process to use of earmarked reservation, earmarked reservation creation, posting and reporting.

 

Additional Information

https://help.sap.com/saphelp_47x200/helpdata/en/8c/2e40cf380811d295750000e835339d/content.htm?no_cache=true

https://help.sap.com/doc/saphelp_470/4.7/en-US/8c/2e40e7380811d295750000e835339d/frameset.htm

 

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