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
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
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.
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
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:
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:
Review all other Field statuses for your business process needs.
Choose Enter.
Save your entries.
Procedure
Access the activity using one of the following navigation options:
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:
Choose the New Entries button.
Make the following entries:
Choose Enter.
Save your entries.
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:
Choose the New Entries button.
Make the following entries:
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:
Save your entries.
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:
Choose the New Entries button.
Make the following entries:
Choose Enter.
Save your entries.
Result
The newly created Rule is now assigned to ALL activities.
Check the available budget before reservation
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
Enter
Check document flow against this document
Again, check availability after reservation of earmark fund.
Amount of 100 is reduced from availability
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
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”
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_cac...
https://help.sap.com/doc/saphelp_470/4.7/en-US/8c/2e40e7380811d295750000e835339d/frameset.htm
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_cac...
https://help.sap.com/doc/saphelp_470/4.7/en-US/8c/2e40e7380811d295750000e835339d/frameset.htm
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