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Grants Management without SD module


At client there is no SD module , FI-AR will be used to to book any kind to receivables. There is a an issue, client treats Grants received as liability in his book of accounts. I want to know that in this case should i still create Business partner as Sponsor with type Customer or it should be linked to Vendor. If we treat Grant Sponsors as customer then how will the billing to Sponsor be done in this case.

There is also a requirement from client to have Sponsor wise reporting which comprises of Receipts (Grant received from it), amount of expenses incurred from the sponsor Grant and any surplus or loss left over. Will this kind of reporting be available in GM ? If not then i guess a customized report can be developed based on the sponsored class. For every research project there will be separate sponsored classes for expense and revenue heads through which Expense GL/Cost element will be derived through GMDERIVE. Sponsored class related spending and budgets will be stored in GM ledger for every Sponsor's related classes so from it we can make customized report as well.This is is my understanding. Please correct me if i am wrong.


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    author's profile photo Former Member
    Former Member
    Posted on Sep 07, 2012 at 05:40 PM


    It is always better to create the Sponsor as a business partner in the customer role. The general idea behind treating grants as liabilities is usually that it is an advance received from a customer that is earned as grant expenses are incurred. A vendor master is not required as you will not be maintaining data related to vendors.

    Regarding surplus or deficit reporting for a grant, this report can be created from a grant. You can also create a grant group (set) that includes all grants for a particular sponsor and determine whether a surplus or deficit exists at the Sponsor's level. You will need to define whether the surplus or deficit is calculated as Advance - Payments, Revenue - Expenditure or Budget - Expenditure.



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    • Former Member Atif Farooq


      While the interface for entering GM budget documents is different, they are created just like BCS budget documents (in table GMIP). GM Budget documents can be reversed in transaction GM_MODIFY_BUDGET - Change Budget Document (look under Document menu in the transaction) and displayed using transaction GM_DISPLAY_BUDGET - Display Budget Document.



  • Posted on Sep 07, 2012 at 10:35 AM


    Grants Management (GM) uses the Sales and Distribution (SD) billing function to inform sponsors of the expenses incurred on the projects they are financing by means of grants. Each billing operation is based on the transactions posted to the grant and the grant rule stipulated on the billing tab in the grant master data.

    With SD integration, you can use Resource related billing, Milestone Billing and Periodic billing.

    But still you can use the manuall billing without specific integration with SD. In such case, Postings from certain FI document types can be considered as relevant for the calculation of the billed amount, and therefore marked as „billed“ when posted

    Grantee Reporting is available in SAP menu

    Accounting > Public Sector Management > Grants Management > Grantee Management > Information System

    For example:

    n Budget Overview

    n Budget vs. Actuals/Commitments

    n Totals

    n Line Items

    n GM Line Items

    n Billing Report

    This is what other customers use....

    Also in the IMG :

    n Public Sector Management> Grants Management> Reporting> Report Tracking/ Monitoring>

    You can use this for documenting sponsor reporting requirements. Badis are available as well.




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    • Hi Mar:

      I had a meeting with client , he says they do have milestone billing scenario for some of their sponsored projects. Client is not running any Sales & Distribution module , so in order to cater milestone billing scenario do we really need SD module or there is way out to cater this scenario in FI-AR as well.


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