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Budget Office

Budget Office. Budget Control System (BCS) Linda Moore – Interim Director November, 2008. Budget Control System (BCS). Budget Transaction Processor/Requestor New in BCS: Budgeting Workbench (FMBB) Display Entry Document (FMEDD) Entry Document (FMEDDW) November, 2008.

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Budget Office

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  1. Budget Office Budget Control System (BCS) Linda Moore – Interim Director November, 2008

  2. Budget Control System (BCS) Budget Transaction Processor/Requestor New in BCS: Budgeting Workbench (FMBB) Display Entry Document (FMEDD) Entry Document (FMEDDW) November, 2008

  3. Budget Control System (BCS) FMBB replaces: Budget Transfer Posting (FM58) Park Transfer Posting (FR69) November, 2008

  4. Budget Control System (BCS) Budget Encumbrance Processor/Requestor: Remains the same in BCS: Funds Reservation: Create Funds Reservation (FMX1) Change Funds Reservation (FMX2) Change Funds Reservation (FMX3) Reduce Funds Reservation Manually (FMX6) FMBB – Budgeting Workbench Prepost Budget Transfer November, 2008

  5. 1. Process: Will always beTransfer – when Transfer is selected, screen will change appearance 1 2. Budget Category: Will always be Payment 2 4. Version: Will always be 0 4 5. Document Date: enter today’s date (If transfer is taking place at year end, back date the transfer to 06/30/XX 3 5 6 8 3. Document type: will always be BGT – when entered, screen will change as above 7. Sender Budget Type: will always be NREC (Non-Recurring) 7 8. Sender Period: change to 001. The default is ALL. (split between 12 periods) 9 11 10 9. Receiver Fiscal Year: will default from the Sender fiscal year 10. Receiver Budget Type: will always be NREC (Non-Recurring) 6. Sender Fiscal year: will be the current fiscal year. The fiscal year MUST be the same as what is entered in #9. Current fiscal year will always be the last two numbers of the fiscal year, e.g. 2008-09 = 2009; 2009-10 = 2010 11. Receiver Period: change to 001. The default is ALL. (split between 123 periods)

  6. Input Additional Data: Optional (as you choose to populate) Input Data for Budget: Funds Center: use Funds Center listed on your master data sheet Commitment Item: Amount: $ Text: is optional (but suggested) Hit enter or the green check to bring in Fund and Functional Area Choose Prepost and record document number.

  7. 1 6 2 3 7 4 8 5 • Park Budget Supplement Park budget supplement using transaction FMBB. • Input Header Data: • Process: Supplement • Budget Category: Payment • Document Type: BGT • Fiscal Year: 2009 • Budget Type: NREC (Non-Recurring) • Version: 0 • Document Date: can let this default or you can change it • Period: can let this default to All or input 001

  8. Input Additional Data: Optional (as you choose to populate) Input Data for Budget: Funds Center: use Funds Center listed on your master data sheet Commitment Item Amount: $ Text: is optional but suggested Hit enter or the green check to bring in Fund and Functional Area Choose Prepost and record document number.

  9. Two Ways to Display a Budget Document Display a budget document by using transaction FMEDD FM Area: SSHE Document Year: input Fiscal Year document was created Entry Document Number: input document number if known Execute OR

  10. RESULTS…

  11. Display a budget document by using transaction FMEDDW FM Area: SSHE Fiscal Year: 2009 Funds Center: enter funds center number Execute ***Continue to next page for results: FMEDDW will give you additional search (enter) criteria (note the account assignment selections) and you can also use this as a budget line item report as you used FMRP_RFFMEP1BX in former budgeting:

  12. This will bring up a list of transfers for the fiscal year To view a entry, double click on document ***Continue view on next page

  13. Document Results…

  14. Tips & Tricks while FMBB To check the document To Hold the document To Prepost (Park) the document To Post the document To turn Document Overview on or off to display or not display your personal documents tree (Posted, Preposted, Undone, and Held folders) To save changes (can save text changes only) Long Text is available Toggling between change and display mode : …or by using You can turn off/on the Budget Header information by using You no longer need to enter a Fund or Functional Area on the budget documents; these will both default from the Funds Center you enter. You must enter Funds Center, Commitment Item, Amount, and Text (if desired).

  15. Line item text is now available: Information available on Additional Data tab: To search for documents while in FMBB

  16. This takes you to search criteria in FMEDD: 1. FM Area: will default to SSHE 2. Budget Category: will always be 9F 3. Entry Document Number: enter the document number 4. Created by: enter SAP user ID of the person who input the entry 5. Created on: enter the date on which the document was first entered 6. Fiscal Year: enter the fiscal year in which document was posted 7. Fund: enter the fund number or range of funds to view all of the budget entries associated with the fund(s) entered 8. Funds Center: enter the funds center number or range of funds center numbers to view all budget entries associated with the funds center(s) entered 9. Commitment item: should be used in conjunction with the fund or funds center to limit the budget entries selected

  17. Creating an attachment in FMBB While in the Change mode in FMBB, dropdown on the Services for Object and choose Create Create Attachment: Select a file to attach Once document is saved, then choose it through the attachment list: ***Once you attach to a budget document, you CANNOT delete the attachment! Many of you will find the Long Text as useful.

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