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  • BudgetControlSystem

    BCSTrainingManual

    ansfieldUniversitNovember,2008

    M y

    BCS Training

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page2

    TABLEOFCONTENTS

    BCSIntroduction..3

    SetupfortheNewBCSTransactions....4

    CreatingaNewFolderforBCSTransactionsinFavorites......4 CreatingNewFavorites5

    BudgetReports....7

    ChoosingaLayout...7 ZFM01&ZFM02...9 BUDSTAT_w/CF.12 SOURCES_w/CF..13 ACTCOM_wCF..13 DrilldownCapability...14 HowtoSaveReporttoExcel..15 HelpfulTipsWhileUsingZFM02.16

    HowtoCreateaVariant....17

    HowtoViewActualExpenses(ZGENLED)....20

    HowtoPrePostaBudgetTransfer(FMBB)....22

    BudgetingWorkbenchPersonalDocumentsTree...23 HoldingDocuments.28 ToPrintPostedDocument..31 HelpfulTipsWhileUsingFMBB...33

    HowtoLocateaBudgetTransferorViewBudgetLineItems(FMEDDW)...35

    ChoosingandSavingLayout.37 HelpfulTipsWhileUsingFMEDDW...40

  • BudgetC Manual

    November,2008 Page3

    ontrolSystem BCSTraining

    BUDGETCONTROLSYSTEM(BCS)TRAININGMANUAL

    OnNovember24,2008,theSAPFinancesystemmigratedfromtheformerbudgetingmoduletotheBudgetControlSystem(BCS)module.

    TransactionsthatyouarecurrentlyusingwithinSAPFI(ZBUDSTAT_NOCForY_DV2_04000008)tomonitoryourbudgethavechanged.

    BudgettransfersarenolongerparkedusingFR69.Instead,youwillprepostyourbudgettransfersusingtheBudgetingWorkbench(FMBB).

    PleasenotethatyouwillcontinuetouseZBUDSTAT_NOCFtoviewyourbudgetsandtransactionsforfiscalyear2008andprior.However,anytransactionsprocessedforfiscalyear2009andafterwillneedtobeviewedusingtransactionsZFM01orZFM02.ThistrainingmanualisbeingprovidedtoassistyouinmonitoringyourbudgetusingtheBCSmodule.Belowisacrosswalktoaidyourunderstanding:

    Function Fiscalyears2008andPrior Fiscalyears2009andafter

    OnLineReporting ZBUDSTAT_NOCF ZFM01orZFM02

    Function Priorto11/24/08 After11/24/08

    BudgetTransfer ParkusingFR69 PrePostusingFMBB

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page4

    SETUPFORTHENEWBCSTRANSACTIONS

    CREATEANEWFOLDERFORBCSTRANSACTIONSINYOURFAVORITES

    Tocreateasubfolder:

    RightmouseclickonthefoldercalledFavorites.ChooseInsertfolder.

    Namethefolderasshownbelow.Clickthegreencheckmark .

    ABCSTransactionsfolderwillnowappearintheFavoritesfolder.

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page5

    CREATINGNEWFYouwillneedtoaddseveralnewtransactionstoyourBCSTransactionsFavoritesfoldertoaccesstheBCStransactions.

    AVORITES

    Toaddafavorite:

    Onthefollowingscreen,theBCSTransactionsFavoritesfolderhasbeenhighlighted.Toaddatransac ing:tioncodetothelistoffavorites,completethefollow

    RightClickontheBCSTransactionsFavoritesfolder

    ClickonInsertTransaction

    TypeinthetransactioncodeZMF01.Clickthegreencheckmark .

    ZFM01willappearundertheBCSTransactionsFavoritesfolderasshownbelow:

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page6

    Repeattheabovestepstoaddtransactioncodes:o ZFM01(completedinabovestep)Revenue&Expenseso ZFM01_EXPExpensesOnlyo ZFM02Revenue&Expenseso ZFM02_EXPExpensesOnlyo ZGENLEDActualExpenseReporto FMBBBudgetTransfero FMEDDReviewASingleBudgetTransferReporto FMEDDWReviewVariousBudgetEntriesorSearchforABudgetTransfer

    YourBCSTransactionsFavoritesfoldershouldappearasfollowswhencomplete:

    Toputtransactionsintheaboveorder,highlightthetransactionandusetheMoveFavoritesdownorMoveFavoritesuparrowsicon.

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page7

    CHO UTBUDGETREPORTLAYOUTDIFFERENCES

    OSINGALAYO

    ZFM01vs.ZFM02ZFM01ZFM01layouthastheabilitytoviewarangeoffundcenterseitherrolledtogetherorexpanded

    onereport.allwithin

    Expand & collapse sections of the report by clicking on these buttons.

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page8

    ZFM02FM02layouthastheabilitytoviewarangeoffundcentersoneatatimeusingthenavigationane.

    Zp

    Note:screenshotsfromtheZFM02layouthavebeenusedtoassemblethismanual.

  • BudgetControlSystem BCSTrainingManual

    November,2008 age9

    BUDGETREPORTSUSINGZFM01&ZFM02

    USE

    Thesetransactionswillbeusedtoprovideyourbasicreportingrequirementsformonitoringyourbudgetsuchasdisplayingyourtotalbudget,actualexpenditures,opencommitments,andbudgetbalanceavailableforyourselectedfundcenter(s).Inaddition,itwillbeusedtodrilldownintothelineitemdetailsofallpostingstotheselectedfundcenter.Itcanalsoprovideareporttodetailthesourcesofyourbudgetbalance.

    TRANSACTIONCODE

    rZFM02ChooseeitherZFM01o

    PROCEDURE

    eSAPsystem.Logontoth

    OpenyourFavoritesBCSTransactionsfolderandclickoneitherZFM01orZFM02transaction.

    1

    2

    3

    4 Note: Defaults to current fiscal year. However, in future fiscal years, users will have the ability to enter a multiple fiscal year range.

    SelectionValues

    TheinformationintheSelectionValues ult.areawilldefa

    1. Financial llalwaysbeSSHE

    P

    Managementteg

    3. Version:will

    Area:wi2. BudgetCa ory:willalwaysbe9F

    alwaysbe04. FiscalYear:enterthefiscalyearonwhichyouarereportingcanrunformultipleyears.

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page10

    SelectionGroups

    1. Funds ntersCenterValue:enterthefundcenterorrangeoffundce

    a. SSHE_3B2. CommitmentItem:

    E&GFundCenters(withoutpersonnel)willalwaysbeb. GrantFundCenters(withpersonnel)willalwaysbeSSHE_2A

    lickC .E&GFundCenters

    GrantFundCenters

    1

    2

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page11

    AReportwillreturnwiththeappropriatedataasshownbelow:

    Navigationwithinthereport:

    The Navigation Pane can be turned on/off using this icon.

    Expand & collapse sections of the report by clicking on these buttons.

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page12

    NOTE:Thistransactioncontainssixdifferentreportingoptions:

    TheBudgetOfficeisrecommendingthatusersusethew/CFreportsformonitoringbudgets.

    1. w/CF:Budget,Commitments,ActualsandAvailablebalancebyfundcenter.BUDSTAT_

    Navigate to the various reports in ZFM02 by simply clicking on the appropriate report in the navigation pane.

    BUDSTAT_w/CF = With Carryforward

    BUDSTAT_w/oCF = Without Carryforward

  • BudgetControlSystem al

    November,2008 Page13

    BCSTrainingManu

    SOURCES_w/CFTotalofallbudgetentriesbycommitmentitembyfundcenter.2.

    3. ACTCOM_wCFShowsonlycommitmentsandactualsbyfundscenterbycommitmentitem.

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page14

    Todrilldowntothelineitemdetail,doubleclickonthedollaramount.

    To find the entries behind dollar amount, double click on that amount.

    Toseealltransactionsinaspecificcolumn,doubleclickonthecolumnsheaderorthetotalline.Repeatasshownabove.

    Bluelinesonthereportrepresentwherepostingstakeplace(budget,commitment,actual).hereportrepresenttotals.Yellowlinesont

    ATextboxwillpopup:

    Aftermakingaselectionclick .

    If looking at Actuals or Commitment columns amount, make this selection.

    If looking at Current Budget or Consumable Budget column amount, make this selection.

    Note: Replaces the SAP Extra & Line Item Feature

  • BudgetControlSystem CSTrainingManual

    November,2008 Page15

    B

    heentriesbehindthenumberwillappearasshownbelow:T

    TOSAVEREPORTINTOEXCEL:

    Main r:Toolba

    emSyst List Save LocalFile

    o Savetolocalfileondesktoporotherdesiredfolder.

  • BudgetControlSystem CSTrainingManual

    November,2008 Page16

    B

    HELPFULTIPSWHILEINZFM01orZFM02

    TIP:Recommendedreportsformonitoringyourbudgets:

    TIP:ToturnNavigationPaneon/offclicktogglebuttonbelow:

    TIP:Toexpandandcollapsesectionsofthereportclickonthesebuttons:

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page17

    HOWTOCREATEAVARIANT

    AsinSAP,BCSUserscansavetheirfundcentersbyusingthevariantfeaturecapabilityinZFM01orZFM02.

    EnterfundcentersusingSngleValuestaborbyenteringarangeunder1Rangetab.

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page18

    Savevariantoncealltheinformationisentered.

    1. IMPORTANT:Variantnamemustbesavedusing55astheprefix.ame)

    etReport)(Suggestion:55UserInitials_ReportName,i.e.,55LR_ReportN

    2. VariantMeaning:Briefdescriptionofthevariant.(i.e.,Budg3. ClickontheSavedisktosavevariantnameanddescription.

    3

    1

    2

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page19

    Clicktheexecuteicon torunreport.

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page20

    ACTUALS(EXPENSE)REPORTUSINGZGENLED

    1. BusinessArea2. Fund:Fund

    :55r

    3. FundsCentenumber:F

    4. undscenternumber

    FiscalYear:20095. PostingPeriods:FiscalYearmonths(i.e 2,September=3,etc)orleave

    blanktopulltheentirefiscalyearexpens.,July=1,August=es

    6. AccountNumber(Commitmentitem):600000to799999

    Clicktheexecuteicon

    NOTE:

    Reporttakesawhiletorun! Doesnotpullincommitments!

    1

    5 4 3

    2

    6

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page21

    AReportwillreturnwiththeappropriatedataasshownbelow:

  • BudgetControlSystem BCSTrainingManual

    November,2008 Page22

    HOWTOPREPOSTABUDGETTRANSFER

    BUSINESSSCENARIO

    Scenario

    Itbecomesapparentthatonefundcenterisrunningshortoffunds.AFundCenterAdministratorwishestotransferbudgetfromadifferentfundcenterandmakeitavailabletotheother.Theadministr