SAP Funds Management - Budget Period PDF
SAP Funds Management - Budget Period PDF
SAP Funds Management - Budget Period PDF
Funds Management
Generated on: 2020-06-22
PUBLIC
Warning
This document has been generated from the SAP Help Portal and is an incomplete version of the official SAP product
documentation. The information included in custom documentation may not re ect the arrangement of topics in the SAP Help
Portal, and may be missing important aspects and/or correlations to other topics. For this reason, it is not for productive use.
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Budget Period
De nition
The budget period is the period of available budget authority. It is a master data element that is part of the account assignment,
not a transaction-speci c element like the posting date. It is an integral part of funds availability control and enables you to record
budget appropriation/execution items independently of the scal year or any other master data information.
You may commit funds during the budget period. After it, however, you may post only follow-on documents, such as goods
receipts, invoices, and payments. Each combination of a budget period and a fund is considered to be a separate pot of money
that must be kept intact, even into future accounting scal years.
Prerequisites
To make use of the budget period in conjunction with the New General Ledger (G/L), you need either to create new ledgers or
migrate data from your existing ones. See the appropriate documentation for details.
Integration
The budget period account assignment element is always used with the fund account assignment element. It appears in all
account assignment screens for the application components listed below.
Where links are indicated, you can use them to access additional information on the use of the budget period in the relevant
application component.
Funds Management
Wherever you intend to use it, you create the budget period in Funds Management (FM). Use the link to access detailed
information on what this involves and on the use of the budget period within FM.
You can also use the budget period if you are using the Funds Management (PSM-FM) component together with one of the
following components:
industry component Public Sector Contract Accounts Receivable and Payable (IS-PS-CA)
For more information, see Budget Period in Contract Accounts Receivable and Payable.
In addition to being included in transactions and account assignment screens, the budget period is included in FI
documents that update other application components, such as FM and CO, and in documents from other applications that
update FI.
In the new General Ledger (G/L), speci c tables (PSGLFLEXT*) and a scenario supporting the fund and budget period
account assignment elements are available. These support the creation of full balance sheets by fund and budget period.
The asset master record includes a budget period eld and it can be used in FI-AA posting transactions.
US Federal Government
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The budget period is only available for use if your agency is using the Budget Control System (BCS). It is not used in
Former Budgeting.
The following areas have been enhanced with the Budget Period data element:
Personnel Administration, Organizational Management, Travel Privileges and Time Management Infotypes (Master
Data)
Third-Party Remittance
Time Evaluation
Budget period is available for enterprise services for Employee Time Sheet and Work Agreement.
Controlling (CO)
Budget period was added to transactions in the controlling module that display the funds management account
assignments (fund, functional area, grant). This includes activity allocation, overhead and planning transactions.
The account assignment screen for the following transactions has the budget period:
Contracts
Services
Purchase orders
Purchase requisitions
Invoices
Real Estate Objects can be created with assignment to a budget period and postings in Real Estate can be performed using
the budget period.
The budget period is an account assignment element in sales-related transactions such as those for quotations,
sales orders, and resource-related billing (RRB).
The account assignment tab for document entry, change, and display transactions includes the budget period.
It behaves in the same way as other FM account assignment elements for such things as FM master data checks,
validity checks, and COBL checks.
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Travel Management (FI-TV)
The budget period has been added to travel privileges of the personnel master data and the alternative cost assignment
screens in travel transactions.
Features
Any given budget period can be assigned to any number of funds to create budget-period-dependent combinations of
funds. There is a mass assignment mechanism you can use to create such combinations.
The budget period appears as an account assignment element in all transactions integrated with FM.
The time span for which a budget is approved for consumption need not coincide with a scal year.
Features
You create the budget period in FM.
All reports that include the fund as a selection parameter now also include the budget period as a selection
parameter.
FMB
MDF
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Procedure
Proceed as follows:
1. If you want to use a new ledger, you must rst create it. To do this, access Customizing and choose Financial Accounting
(New) —> Financial Accounting Global Settings (New) —> Ledgers —> Ledger —> De ne Ledgers for General Ledger
Accounting.
2. Choose New Entries in the resulting view and enter a 2–character identi er and a name for your new ledger. Specify totals
table PSGLFLEXT for the new ledger.
3. In the same part of Customizing, choose Assign Scenarios and Customer Fields to Ledgers.
4. Select your ledger (either the new one created above or your old one) in the resulting list and choose Scenarios in the
Dialog Structure. Then choose New Entries.
5. In the resulting list, enter scenario PS_BUDPER (Budget Period and Fund) for your ledger.
6. If you are using an old ledger, you need to migrate your data from the old scenario to the new. Use transaction FAGL_MIGPS
to do this.
7. Drilldown reporting is available for the budget period. To access it, use transaction FGIO and pick report type 6: Reporting
for PSGLFLEXT, where you can access the following reports:
Cash Flow
The budget period is available in all transactions integrated with Funds Management (FM) as an account assignment element. It is
always used in combination with at least one fund.
Prerequisites
You need to activate the budget period as an account assignment element. To do this, go to Customizing and choose Public
Sector Management —> General Settings for Public Sector Management —> Basic Setting: Account Assignment
Elements —> Activate Account Assignment Elements. In the resulting view, check the appropriate box and save this
setting.
If you need to be able to allow blank as an initial value for the budget period in some applications, you need to make an
appropriate setting in the step Allow BLANK as Value for Account Assignment Elements.
Procedure
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You create and maintain the budget period using the Business Data Toolset (BDT). See the BDT documentation for complete
information on how to use it.
1. In the Easy Access menu, choose Accounting —> Public Sector Management —>Funds Management —>Master Data —
>Account Assignment Elements —> BDT: FM Budget Period.
2. Switch to create mode by clicking the Create pushbutton. Then enter the following data as desired:
Expiration date
Reversal date
Authorization group
3. Having made all your entries, choose Validate to have the system verify that they are complete, correct, and consistent. If
they are, you can save the new budget period.
4. Use the same transaction in the same menu path to change or display existing budget periods. Changes are recorded in
change documents.
5. To assign a budget period to a fund, return to the FM part of the menu and choose Master Data —> Account Assignment
Elements —> Fund. Then choose Change to access a fund that already exists.
6. In the resulting screen, enter or access details of the fund you want to process, then choose Budget Period Assignments
7. In the resulting screen, enter the budget period(s) to which you want to assign the fund.
If you want merely to store the assignment and activate it later, check the Inactive box for the relevant line. You can
activate the assignment later by returning to this screen and unchecking the box.
If you have a large number of such assignments to make, use transaction FMBPD_MASS to access a mass
processing feature that includes an option for assigning the budget period to fund groups as well as to individual
funds.
Constraints
The budget period can only be used if the Fund account assignment element is also used, and subject to the following additional
restrictions:
If the budget period is de ned as “mandatory” for use in BCS, the fund must also be mandatory.
The budget period must be de ned as mandatory in BCS if all of the following apply:
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You have de ned the budget period as mandatory in Funds Management (FM).
You have stipulated that the budget period does not allow blank values (see below).
If the budget period is de ned as “optional” for use in BCS, the fund can be either optional or mandatory.
If the value BLANK is allowed for the budget period in the Customizing step Allow Blank as Value for Account Assignment
Elements, then the budget period must not be de ned as “mandatory” for BCS.
Prerequisites
To use the budget period account assignment element, you must rst activate it. To do this, access Customizing and
choose Public Sector Management —> General Settings for Public Sector Management —> Basic Settings: Account
Assignment Elements —> Activate Account Assignment Elements .
To allow BLANK as a value for the budget period, you need to make the appropriate entry for your FM area in the step Allow
BLANK as Value for Account Assignment Elements.
There is no migration tool for populating budget period data records. This means that, if you want to start using the budget
period, you must create new data for entities such as budget addresses and RIB rules. Existing budget or availability
control data records, however, remain valid.
If you use the multi-level budget structure, you must de ne the role of the budget period for the multi-level budget
structure in the Customizing activity Determine Hierarchy Settings for Budget Structure.
Features
Once activated for BCS and for posting, the budget period is used in BCS in the following areas:
De nitions and use of rules for revenues increasing the budget (RIB)
You can derive the budget period value for control objects using the derivation strategy for control objects.
You can assign the tolerance pro le and the checking horizon per budget period value of the control object.
The program for reconstructing availability control data supports data processing per budget period value.
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