Title: Overview of Annual Values Functional Area : Budget Process : Budget Maintenance

Transcription

1 Overview of Annual Values FMAVCR01 Change History Update the following table as necessary when this document is changed: Date Name Change Description 01/11/08 Kim Murray Initial Create Overview of Annual Values Page 1 / 26

2 Purpose Use this transaction to view your overall budget. This report displays the hierarchy of availability control objects, such as budget addresses and posting addresses, as well as annual AVC (higher level budget control address) addresses for specific account assignments. For each hierarchy node, the annual values of Consumable Budget, Consumed Amount and Available Amount (the difference between the Consumable and Consumed Amount values) are output. ECC utilizes two ledgers for budget control: The standard ledger, 9H, is the primary ledger for budget control. In addition, the system also checks a secondary ledger, B1. This ledger includes the following additional budget checks: for Fund 1000 (General Fund), activity only, any negative budget balance for overtime, supplements and other salary expenses (equivalent to old Use 0 ) in total reduces the amount available for non-salary spending. This is known as the overall budget check. A separate roll-up commitment item entitled Overall_Bdgt has been created for this purpose. To assist in the execution of this report, three variants have been created. The first variant, SBBC0001, will be utilized to view your overall budget balance when a funds exception occurs. This variant uses the second AVC ledger, or B1. The second variant, SBBC0002, utilizes the 9H ledger and should be run to view your overall budget balance. n addition, a third variant, SBBC SALARIES, has been created by the Area Offices. This variant will be used to view, in total, all non full-time salaries. Trigger Perform this procedure when you wish to view your overall budget, budget consumption or budget balance or to view your available budget when a funds exception occurs. When you wish to view available budget or for periodic results analysis, the budget report in BI (Business Intelligence). Prerequisites None Menu Path Use the following menu path(s) to begin this task: Accounting Public Sector Management Funds Management Information System Totals Records Budget Control System (BCS) Availability Control FMAVCR01 Overview of Annual Values Helpful Hints To view your overall activity budget utilizing the 9H ledger and variant SBBC0002, you will enter * in the Functional Area field. You can also do the same for each categorical line. Simply enter an (*) with the appropriate 5 digit activity number and 7 trailing zeroes. For example, if you wish to check your Accountability budget, enter * in the Functional Area field. If you wish to view a specific functional area, i.e., custodial , you should use the budget report available in BI (Business Intelligence). Page 2 / 26

3 Procedure 1. Start the task using the menu path or transaction code noted above. SAP Easy Access 2. Double-click. Page 3 / 26

4 3. Perform one of the following: You wish to view your overall budget using the primary, or 9H Ledger You wish to view the total other salaries You need to view your overall budget using the secondary, or B1 Ledger If Go To Step 4 Step 14 Step Click to select a variant. There are three variants that have been created to run these reports. SBBC0001 (B1 Ledger) should be selected if you are checking your budget balance due to a budget exception notification. Variant SBBC0002 (9H Ledger) should be selected if you want to view your budget or budget balance, either in total or by individual categorical. Variant SBBC SALARIES has been created to view all non full-time salaries. Page 4 / 26

5 Find Variant The find variant box appears. Your personnel identification number appears in the Created by box. You will need to clear-out your personnel number before executing this transaction. 5. Click to execute. In the future, if you create a variant specific to your location, you can leave your personnel identification number in the created by box and only those variants created by you will be displayed ABAP: Variant Directory of Program RFFMAVC_HIER_VIEW Page 5 / 26

6 An information box containing all variants created to date is displayed. Scroll down until you see SBBC0002, Overall Check 9H. Double-click on it. The main screen reappears. The reporting criterion has been set up to include only those commitment items that you are responsible for. The data is automatically populated. DO NOT CHANGE. 6. As required, complete/review the following fields: Field Name R/O/C Description FM Area R Description of the FM Area. There will only be one FM Area for BCPS. As such, the FM Area will always default to SBBC. Page 6 / 26

7 Field Name R/O/C Description Fiscal Year R Description of the Fiscal Year. The year you wish to report on. Example: 2008 Type of Account Assignments (Header) C C C Account assignment in AVC ledger (budget control ledger) on which the check of the complete consumable budget is carried out against consumed amounts. The report will show actual budget data according to budget control address (where budget is controlled). Use this report to view remaining budget at the control level and when analyzing budget exception errors. Funds Management account assignment (FM account assignment) intended for budget postings in the Budget Control System (BCS). The report will show budget data according to budget address (where budget was posted) compared to actuals. Use this selection to view reports of actual vs. budget. Funds Management account assignment used for the posting of actuals and commitments (posting address) in the Budget Control System (BCS). Selection of Account Assignments (Header) Fund O Description of the Fund. For this example, the fund has already been populated based on the criteria in the SBBC0002 variant. Example: 1000 Funds Center O Description of the Funds Center. In this example, we have selected This is the only information you will need to enter. Example: Commitment Item O Description of the Commitment Item. If control, 1-digit level. For this example, the commitment item field has been pre-populated with the appropriate information. Page 7 / 26

8 Field Name R/O/C Description Functional Area O Description of the Functional Area. If control, 1 or 2-digit functional area (i.e., or ) if you wish to view by a specific functional area. You can also run this transaction for your activity budget. Simply enter * in the entry box. You cab also run the report in the same way for each categorical by entering * the 5-digit activity and 7 trailing zeroes (i.e., * ). Example: Leave blank for this example. Funded Program O Description of the Funded Program. If necessary, enter the funded program number. If this option is selected, you do not need to enter the funds center. Example: Leave blank. Page 8 / 26

9 7. Click to execute. Page 9 / 26

10 The display screen appears. The screen is broken down into two sections: The top section, or report header, not only displays the FM area, fiscal year, and control ledger you are using, but also displays the account assignment elements which were entered in the selection parameter on the previous screen. The bottom section, or the report list, displays the selected control objects, together with their budget and posting addresses. In this example, the Several Commitment Item Values line indicates that for this location there is an available budget of $519,997.86, they have consumed $221,861.81, and there is a remaining available balance of $298, for the funds center in total (all functional areas and related commitment item values selected). 8. Click next to to expand the folder and view additional details under each commitment item value. Page 10 / 26

11 A listing of the all commitment items in the search criteria on the previous screen is displayed. Each commitment item group is by the respective control object (budget control roll-up). You can further expand/open each node, or folder, to view more detailed information by selecting. 9. Click next to commitment item to expand this folder. Page 11 / 26

12 Each time there is a next to a folder or control object (i.e., ) there is additional information for viewing. When opened, the detailed actual account assignment used for posting actuals or budget is displayed along with the respective budget amount or expense amount. You can also open all folders simultaneously. To do so, highlight and select (expand subtree). All the folders are opened as indicated below. Alternatively, selecting (collapse subtree), will close all folders at one time. Within this folder, detail is further broken down by functional area where the control occurs (i.e., at the 1 digit level for all 5000 functions and 2-digit level for all others). Select and open by clicking on. Page 12 / 26

13 In this example, there is $152, available budget in total for all 5000 functions with zero activity. Each budget address (where budget is posted) is shown via the icon. To view actual expenses, select a line item with next to it. For example, select This account assignment is broken down as follows:. Grant (Not Relevant)/Fund (1000)/Funds Center ( )/Commitment Item /Functional Area ( )/Funded Program (Not Relevant) Page 13 / 26

14 The detail is displayed. The icon indicates a posting address (where expenses have been posted). This example indicates there is $23, in total expenses in commitment item , functional area, To view the details of any expense line (consumed amount) item, simply double-click on it. For example, double-click on. Page 14 / 26

15 Document Journal The transactional data (document journal) is displayed. This screen lists all entries that make-up the total expense amount you selected in the previous step. To further drill-down into the original document, you can double-click on the amount or document number fields. For example, double-click on the Purchase Order Number. The following screen appears: Page 15 / 26

16 Purchase Order The actual purchase order is displayed. You can view specific details of the Purchase Order, as necessary, by selecting the appropriate tab or line. 11. Click twice to return to the previous screen. Page 16 / 26

17 12. You can also drill-down on the consumable budget amount. To do so, simply double-click on a budget address that has budget assigned to it. For example, double-click on. Page 17 / 26

18 Selection List for Entry Documents A list of budget entry documents that comprise this number is displayed. This list includes the Document Year, Entry Document Number, Version, Document Type, Process, Budget Type, Account Assignment and Amount. To view a particular document, double click on it. For example, double-click on. Page 18 / 26

19 Entry Document The original entry document is displayed. 13. Click until you return to the main FMAVCR01 screen. 14. To view all non full-time salaries, repeat steps 4 and 5 above, however, select the variant SBBC SALARIES. Page 19 / 26

20 The reporting criterion has been set up to include all other salary commitment items. DO NOT CHANGE. 15. For this example, enter in the funds center entry box and click. Page 20 / 26

21 For further detail on opening folders, viewing details and drill-down functionality, refer to steps 8-13 above. Page 21 / 26

22 Only the salary commitment items are displayed. Each folder can be opened to display details by functional area. 16. If you wish to run the second ledger, B1, repeat Steps 4 and 5 above, however, select the variant, SBBC0001. Page 22 / 26

23 The main screen reappears. The reporting criterion has been set up to include commitment item Overall_Bdgt. This rolls-up old Use 0 other salaries along with all non-salary commitment items, DO NOT CHANGE. 17. Fill in your Funds Center in the appropriate entry box. This is the only entry you will need to make at this time. For this example, enter Page 23 / 26

24 18. Click to execute. Page 24 / 26

25 The display screen appears. Note that the header section lists the Control Ledger as B1 and the commitment item as Overall_Bdgt. The report will now list each functional area and commitment item that is included in the Overall_Bdgt check. 19. Click to expand the folder and display the details. Page 25 / 26

26 A listing of all account assignments by commitment item and functional area are displayed. Repeat steps 9 14 to view the individual entry lines. 20. Click to return to the SAP Easy Access Menu. 21. You have completed this task. Result You have successfully executed the FMAVCR01 report utilizing the 9H and B1 ledgers. You have also executed the FMAVCR01 report to view all non full-time salaries. Comments None Page 26 / 26