SAP Funds Management - BCS Budgeting

6/22/2020
Funds Management
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BCS Budgeting
Use
This component includes all settings and functions in the budget control system that are necessary for processing budget data.
The functions include entering budget data, updating the budget and carrying out closing operations at the end of the scal year.
You can also use the simple evaluation functions of BCS budgeting. However,comprehensive Management Reporting is also
supported for the budget control system in the BW system, in particular for budget preparation.
BCS budgeting is similar to other components of the budget control system, in that you can combine the customer-speci c
adjustments with the settings delivered by SAP.
Integration
If you have de ned a budget structure and activated the check on budget addresses, only this selection of FM account
assignments can be budgeted in BCS budgeting.
If you are working with budget types, the only ones that are updated in BCS availability control are those you de ned as
consumable budget in the AVC lter settings.
Features
Budget entry document
The budget entry document contains a log of all budget processing data. Budget entry documents can be created in Mass
Processing – for example, when transferring data from plan data – or created selectively in individual processing.You can use the
Budgeting Workbench as an operational interface for displaying and processing.
Multi-level budget structures
In budgeting, the hierarchy, called the multi-level budget structure ,de nes the permissible account assignments, the paths of
nancing for activities, and control relations that have to be followed between account assignments. It can also be used to
regulate budget distribution.
Budgeting process
To differentiate between the respective budget processes, an entry document is characterized by its Budgeting Process . You can
supplement the budgeting processes delivered by SAP with different customer-speci c Budget Types in order to subdivide further.
Status Management
Status Management enables you to subdivide the budget planning and budget execution of a scal year into different budgeting
phases. This regulates the permitted budget processes for speci c points of time in the scal year.
Consistency check
The check rules managed in the check libraries regulate whether a budget value posting is allowed or not in BCS budgeting. You
can de ne these Consistency Checks according to customer-speci c perspectives.
Budget approval
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Budget entry documents that you save as preposted documents undergo an approval procedure. You can start the Budget
Approval in combination with speci cally de nable document types by using a work ow.
Closing Operations
At the end of the year you can carry over the residual budget of the previous year into the following year in a mass run. In closing
operations you can also stipulate whether the corresponding budget should be carried forward into the following year with a
commitment carryforward. For more information, see Closing Operations: Budget Carryover with Commitment .
BCS Key Figures
Database entries are read by means of Key Figures in BCS budgeting. You can use key gures as you like for Reporting purposes in
the budget control system; they also play an important part in selecting and processing datasets in mass processing.
Example
The following gure is an example of a budget supplement, whose processes are linked with the posting of a budget amount (or
could be). The check on the respective FM account assignments is not included in this example (see Budget Structure ).
Posting a budget supplement
1. You create this budget update in the budgeting workbench by creating a budget entry document with the process
Supplement .
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2. To save the entry document, you can use either Hold , Prepost or Post . Whilst held documents are saved locally at your
work center, preposted or posted documents are saved in the database instead. In this example, the budget supplement is
preposted.
A number of checks take place when you save entry documents:
3. There is a check in status management on whether the process supplement is permitted in the current status (in this
example, status 1). There is also a check on whether the respective processor has authorization in status 1.
4. The activated check rules are run one after the other with the consistency check.
5. The preposted supplement is saved in the database after a successful check, but still undergoes an approval procedure.
6. The budget amount is posted with the approval of the supplement. The status of the entry document changes when this
happens from Preposted to Preposted Posted .
Budget Entry and Budgeting Tools

In the Budget Control System, you can enter budget in several different ways. You can work with a single budgeting document
using Transaction FMBBC, or use one of the following two tools to enter budget and create more than one document at a time:
Budgeting Workbench (BWB)
Multiple Budget Entry Tool
You can use either tool for budgeting. The main difference between the above two tools is that you can only carry out budgeting for
one budget category in the Budgeting Workbench (Transaction FMBB), but in the Multiple Budget Entry Tool (Transaction FMPEP),
you can carry out budgeting for several budget categories simultaneously.
Budget Entry Document

De nition
Document which logs the entry of budget values in the Budget Control System (BCS).
Use
Each type of budget that you process in the budget control system is saved as a budget entry document or as an entry document
in database table FMBDT.
Entry documents are generated during the following processes:
When you process budget values in the Budgeting Workbench (BWB)
When you execute programs as mass runs. In a mass run, budget entry documents are generated automatically in the
background.Examples of such mass runs are: generating budget values from planning data, transfer postings to different
budget types, transferring residual budget to a different scal year, etc.
If you do budgeting using the business objects BudgetEntryDocFM or BudgetFM
If you use other components, for example Grants Management integrated with the budget control system ofFunds
Management .
A document number is assigned to a budget entry document by the system and provides proof of the processing of budget values.
After posting an entry document, only text information in the form of short and long texts can be changed. You can no longer make
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any changes to budget values or assign other attributes. You must make such changes in a new entry document.
A budget entry document can include one or more entry document lines. The total of all document line amounts is displayed in the
header data of the entry document.
You can use the budgeting workbench to individually process or display budget entry documents and budget change documents .
For more information on the functions of the budgeting workbench, see Budgeting Workbench .
Structure
Besides containing account assignment-speci c information, such as the FM area and FM account assignments, budget entry
documents also include a number of attributes which characterize the assignment of budget during the course of the different
budgeting phases of a managed scal year.
The following table gives you an overview of the elds that, depending on the layout speci ed for the budgeting workbench, are
either included in the header data or in document lines.
Header data elds ( tab page Header Data ) and document lines
Field This means:
Document number Budget entry document number assigned internally
Status Speci es which Processing Status the budget has in the budget
entry document.
Document year Is determined automatically from the scal year speci ed. The
target scal year is entered as the document year when transferring
budget.
Process Characterizes the Budgeting Process based on the budget entered.
Budget category De nes whether the budget is entered for budget category Payment
Budgetor Commitment Budget.
Document type Characterizes the document according customer perspectives. With

the document type, you also de ne whether the approval of
preposted budget is controlled using a work ow.
Fiscal year Fiscal year to which the budget is assigned.
Budget type Characterizes the budget according to customer perspectives. You

use Budget Types to break down the budgeting processes delivered
by SAP in greater detail.
You can assign the budget type either in the header data or as a
column of the document items.
Document family Identi es the program run through which the entry document was
generated. All entry documents of such a mass run are assigned the
same Document Family Number by the system.
Total Total amount of all document lines of an entry document.
Version Budget version in which the budget is entered.
Document date Entry date that can be de ned as you wish which is then assigned to
the entry document. The system date is proposed by default.
Period If you do not de ne a de nite period in the scal year, the budget
total of an entry document is distributed to the periods according to
Distribution key the selected Distribution Key .
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As soon as you select a period, the column Distribution Key in the
document lines is hidden.
FM account assignment elementssuch as funds center, Depending on the respective FM account assignment elements that
commitment item, fund, or functional area you activated in BCS, and the layout you select for the BWB, you can
position each account assignment element either in the header data
or as a column of the document items. Account assignment
elements that are not activated are hidden.
Amount Budget that is entered as an individual amount for a document item.
Text You can create an explanatory short text (text50) for each
document item.
 Note
You can insert document lines or replace data in the entry document by using Business Add-In FMKU_BUDGET_LINES. You
can nd more information in the IMG under Budget Control System (BCS) BCS Budgeting Tools Business Add-Ins for
Budgeting Enhance Budget Line Items.
You can assign further attributes to a budget entry document on the elds of tab page Additional Data :
Additional data elds
Manager You can enter a budget manager.
Document header text You can enter a short text (50 characters) for the entry
document.
Text name You can select a standard text.
Year cohort Further speci c entry elds for functions of the US Government.
Basis
Legislation
 Note
You can include further customer-speci c elds on the Additional Data tab page by using the Business Add-In
FMBW_CUSTOMER. You can nd more information in the Implementation Guide under Budget Control System (BCS) BCS
Budgeting Business Add Ins for Budgeting Create User-De ned Fields in Budget Entry Document.
Other information for the budget entry document
Apart from the elds mentioned above, you can also use the following entry or export information for each budget entry document
via the application toolbar of the budgeting workbench.
Entry or output information of application toolbar
Pushbutton: Long text You can create/change detailed information as a long text for each
budget entry document.
Pushbutton: Message log All errors that occurred when you posted the entry document are
displayed.
Pushbutton: Message per line All the errors of the document line are displayed if you selected the
corresponding document line beforehand.
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Integration
Apart from logging a budget process in the budget entry document, additional budget change documents are written to the
Budget Control System. Budget change documents log the complete document history. They are saved as line items in the
database table FMBDP.
Mass Maintenance of Entry Documents

Use
You can process budget entry documents individually for each entry document (individual maintenance) in the Budgeting
Workbench . Alternatively, if you have a large number of documents to process, you can start a program run in which the
processing for all speci ed entry documents (mass maintenance) takes place simultaneously.
The following is an overview of the programs that are available for the mass maintenance of budget entry documents in the
Budget Control System:
BCS budgeting programs
Generate Budget Data You generate budget data from planning data or budget data using
this program
Transfer Budget Data Using this program, you can transfer the budget from one budget
type to another budget type for each budget address and in doing
this, control the gradual release of consumable budget
Carry Over Budget Data You carry over budget from one scal year to another, for example,
carry forward residual budget to the following year using this
program
Reverse Budget Data Using this program, you can start the reversal of budget data that
was previously created in mass maintenance
Freeze Budget Data You can copy and freeze the current status of budget data for
documentation purposes at a particular time using this program
Budget Category
You can process more than one budget categoryat a time in all of the above mass maintenance transactions.
See Also
You can use the following additional programs for planning in the Budget Control System:
Copying Planning/Budget Data
Resetting Planning Data (see Copying Planning/Budget Data)
Generating Entry Documents from

Planning/Budget Data
Use
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You can use transaction Generate Budget Data (FMCYLOADN) to generate budget entry documents in a mass run. You use this
program to:
generate budget data from the planning data of a version at the end of your planning phase and use it for the budget execution of a
scal year. Budget entry documents with the process Entry are generated during this activity.
copy the budget data of a version to another version. It is possible to select another budget type in the target version in this
process.
To generate budget data in the target version using a process other than Entry , you have to use transaction Copy Budget Data
(FMCYDOC).
Integration
If errors occur when the program is executed, you can reverse the budget entry documents generated using a mass reversal by
executing the program Reverse Budget Data .
Prerequisites
It must be possible to record actual data for the (target) version for which you want to generate budget entry documents. You do
this by setting the indicator Actual in Customizing of Funds Management under Budget Control System (BCS) → Budgeting →
Basic Settings → De nition of Budget Data → Edit Versions
Features
The budget entry documents generated by each program run receive a common entry document family number in addition to an
individual budget document number.
You can also de ne the following common settings or information for all entry documents to be created for each program run:
Document type
Document date
Person responsible
Hierarchical element
Short text information and standard text
Settings for US Federal Government functions
This information is displayed in the budgeting workbench for each budget entry document in the header data (tab page Header
Data ) or on the tab page Additional Data .
Activities
You execute the program in the Funds Management menu under Budgeting → Budget Control System (BCS) → Tools → Entry
Documents → Generate Budget Data
Use the selection options to limit the FM account assignments that can be taken into account
Result
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The program generates a detailed list with the results of the program run if this option was chosen. This list contains the following
information:
FM account assignment elements
Year(s) of cash effectivity
Budgeting process
Budget type
Total amount of the budget entry document line
Indicator specifying the maximum error degree (error, warning, information)
Document number - in case the document was not posted (test run or errors) ,a temporary document number is generated by the
program and displayed
If errors occur, an application log is generated and displayed.
See Also
For more information, especially in relation to Processing Options, Basis for Calculation, and Reassignments, see the program
documentation.
Transfer Postings Between Budget Types

Use
With program FMMPTRAN, you transfer budget values from one budget type to another in a mass run. You use this program to
control the speci c release of budget values as consumable budget. This means that you can, for example, release the budget for
consumption in the current scal year per quarter.
The budget values to be transferred are calculated on the basis of a key gure.
Integration
Budget values are only updated in the availability control ledger and can be “consumed” if these budget values are classi ed as
consumable budget. You de ne the classi cation of the consumable budget per budget type . You determine which budget types
are to be considered as consumable budget in the availability control lter setttings .
If errors occur when the program is executed, you can reverse the budget entry documents generated using a mass reversal by
executing the program Reverse Budget Data .
Prerequisites
You are working with several budget types in BCS budgeting and have de ned budget types in Customizing of Funds
Management under Budget Control System (BCS) BCS Availability Control Settings for the Availability Control Ledger
De ne Filter Settings for Budget Values.
You have de ned a key gure for the calculation of budget values and agged it for the category Transfer Posting in
Customizing of Funds Management under Budget Control System (BCS) BCS Budgeting Control Budgeting Flow
De ne Key Figures .
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Features
You execute the program run in the FM area/ scal year per budget category and version.
The budget entry documents generated by each program run receive a common entry document family number in addition to an
individual budget document number.
You can also de ne the following common settings or information for all entry documents to be created per program run:
Document type
Document date
Person responsible
Short text information and standard text
Settings for US Federal Government functions
This information is displayed in the budgeting workbench for each budget entry document in the header data (tab page Header
Data ) or on the tab page Additional Data .
Activities
You execute the program in the Funds Management menu under Budgeting Budget Control System (BCS) Tools Entry
Documents Transfer Between Budget Types.
For more information, see the program documentation.
Reversing Entry Documents

Use
Using this program, you can reverse entry documents that were generated during a mass run. All relevant entry documents are
determined for the program run via the document family .
A corresponding reversal document is generated for each entry document. For the program run, you can de ne whether all
reversal documents are posted directly or are subject to an approval procedure as preposted reversal documents. The reversal
documents then receive either the status Posted (Reversal) or Preposted (Reversal) .
Prerequisites
You can only reverse entry documents that have the status Posted .
Activities
You execute a mass reversal in the Funds Management menu under Budgeting Budget Control System (BCS) Tools Entry
Documents Reverse Entry Documents.
For more information, see the program documentation.
Freezing Budget Data

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Use
You can use Freeze Budget Data (transaction FMCYFREEZEN) to copy the budget values of a version to a second "frozen" version.
In doing this you generate a copy of the budget values at a particular time. The budget data of a frozen version cannot be changed
by any application.
Where your reporting requirements demand it, it is possible to freeze budget data and specify the target scal year as the
following year. In such a case, the budget data is copied using the derivation strategy for reassignment. This budget data can the
be used for reporting purposes if you need to display reference budget data from the previous year in a way that correctly re ects
Funds Management (FM) account assignment changes between the previous and current scal year.
Features
When you use Freeze Budget Data , all application data in table FMBDT matching the selection criteria you have speci ed is read
and copied to a frozen version.
Only budget total data is copied to the frozen version. The program does not create any budget entry documents in the frozen
version.
Any budget or released or statistical data already existing for the given selection in the frozen version is overwritten.
The program does not perform any checks on the validity or consistency of the copied budget data.
The resulting data in a frozen version cannot be changed afterwards with any other application.
You can run the program as either a test run or an update run. Background and parallel processing is also possible.
Prerequisites
You have already created a frozen version in Customizing of Funds Management under Budget Control System (BCS) →
Budgeting → Basic Settings → De nition of Budget Data → Edit Versions . The frozen version in agged for area Budget Control
System (BCS): Frozen Version in the eld Exclusive Use .
Activities
You execute the program in the Funds Management menu under Budgeting → Budget Control System (BCS) → Version → Freeze
Budget Data of a Version .
Selection
Specify the FM area, the budget categories, the source scal year, the corresponding years of cash effectivity (if de ned), the
value type (budget or release or statistical), as well as the source and target versions (frozen version).
As an option, you can restrict the selection to speci c combinations of processes and budget types.
In addition, you can copy the budget data to some speci ed target budget type in the frozen version and you can choose a target
scal year that is different from the source scal year. If the target scal year is equal to the source scal year +1, then the budget
data is copied by applying the derivation strategy for reassignment.
You can limit the FM account assignments taken into account by using the selection options.
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Result
The program generates a detailed list with the results of the program run if you chose the corresponding option. The detailed list
contains the following information:
FM account assignment elements, such as the funds center or commitment item.
Work ow status
Year of cash effectivity
Budgeting process
Budget type
See Also
For more information and an example, see the program documentation.
Entry Document Family

De nition
Identi cation number assigned by the system for budget entry documents generated simultaneously in one program run.
Use
Budget entry documents generated in a mass run (that is, not entered manually in the Budgeting Workbench) receive a common
document family number in addition to an individual entry document number. The document family number refers to all budget
entry documents generated simultaneously in a mass run and makes it easier to search for these documents and process them
further, for example, in a mass reversal.
If a budget entry document also has a document family number, this is displayed in the header data in the eld Document Family .
This eld is automatically hidden for entry documents without document families.
Document families are created in the following program runs:
During the generation of budget entry documents from planning or budget data
During the carryforward of residual budget to the next scal year
During transfers between budget types within one scal year
During the generation of entry documents using the method BAPI_50_CREATE
During the generation of entry documents triggered by a Grants Management document
Integration
You de ne the settings necessary for the document family in Customizing of Funds Management under Budget Control System
(BCS) Budgeting Budget Entry Budget Entry Documents Document De nition De ne Number Range Interval for
Document Family .
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Customer enhancement
You can implement the document family for your customer enhancements using the Business Add In FMKU_BUDGET_EVNT . You
can nd more information in the implementation guide under Budget Control System (BCS) Budgeting Tools Business Add-
Ins for Budgeting Enhance Checks and Document Postings.
Budgeting Workbench
Use
In the Budgeting Workbench (BWB), you can process budget entry documents, as well as call up and display budget entry
documents generated by the system in a mass run.
User-speci c settings are loaded when you call up documents in the BWB.
Structure
The BWB is made up of the screen areas Header, Line Items and Document Overview:
Document Overview
The panel on the left side of the screen displays the last 20 entry documents that the user called up or generated in BWB. There is
no maximum display restriction on held documents. The documents are sorted according to processing status (Posted -
Preposted - Undone - Held). You can create a document or create a document by reference of another document using the
context menu. You can show and hide this area using the pushbutton Document Overview on/off.
Header
The document header contains the general data of an entry document valid for all line items. The FM account assignment
elements that are generally valid are arranged in the document header, depending on the BWB layout settings made in
Customizing.
The selection and input control (required eld or optional eld) of the FM account assignment elements displayed depend on
which account assignment elements you activated for the budget control system. In Funds Management, the account assignment
elements funds center and commitment item are mandatory. All other account assignments can be de ned as mandatory,
optional or not used.You make these settings in Customizing of Funds Management under Budget Control System (BCS)
Budgeting Basic Settings Use of Master Data Activate Account Assignment Elements in Budget Control System .
Line Items
Line items are displayed and entered using the SAP List Viewer (ALV). Depending on the Budgeting Workbench Layout, line items
are displayed on different tabs for each budget category. If you want to work in parallel with payment and commitment budget,
you have to choose the corresponding BWB layout.
The line amounts are displayed in the line items for each FM account assignment. In the BWB layout settings, you can de ne that
FM account assignment elements are to be included as a column in the line items and are therefore ready for input line item by line
item.
It is also possible to include key gures as columns (see below).
You can nd more information on the individual elds in the document header and line item under Budget Entry Document.
Budgeting Process
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The input elds of the document header and line item are adapted depending on the budgeting process ( eld Process) selected.
For example, input elds for the sender and receiver account assignment are displayed for the processes Transfer and
Distribution.
Period Screen
If the budget of an entry document is divided between the periods of a scal year according to a distribution key, you can display
the distribution of the budget between the periods using the period screen. To do this, select the line item and choose Period
Screen in the ALV toolbar.
If you want to enter budget only in one single period, you have to determine a single Period in the Header area. The ALV function
Period Screen is inactive and the column Distribution Key is hidden.
Features
BWB Key Figures
You can insert up to ve key gures in the Budgeting Workbench. A key gure displays a user-de ned data aggregation and
provides additional information for the processing of budget values. You can, for example, include a key gure which displays the
current consumable budget of a FM account assignment.
To activate the display of key gures, choose Extras Key Figures on/off . If you activate the simulation, the key gure evaluation
takes into account the current document data. To select key gures, choose Select Key Figures in the ALV toolbar of the Line
Items area.
Generic Object Service
The functions of the generic object service are available in the Budgeting Workbench: You open the object services toolbox by
selecting the pushbutton Services for Object on the title line of the BWB.
 Example
You can call up the processing status of budget entry documents subject to an approval procedure. If the budget to be
approved is not processed by a work ow, the person responsible for the budget can call up the entry document to be approved
using the object service. For more information, see Budget Approval with/without Work ow.
More Information
You can nd an overview of all processing functions for entry documents available in the Budgeting Workbench under
Process Budget Entry Documents.
You can nd an overview of the elds in the budget entry document and other functions not described here under Budget
Entry Document.
You can nd a description of the different layouts used in the BWB in Layouts for the Budgeting Workbench.
Purpose of the Budgeting Workbench

Use
In contrast to the multiple budget entry tool (transaction code FMPEP), which you can use to process budget based on budget
addresses, you use the Budgeting Workbench (BWB) to process budget based on budget entry documents.
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Features
Work with Held Documents
If you enter budget on a budget address and the check ( ) issues a message because the budget address is not yet valid, you can
save your work as a Held document. The held document is user-dependent. However, held documents can be retrieved and used
by another user. To do so, you click on the node Held in the Document Overview area and choose Create by Reference in the
context menu.
Work with Preposted Documents
Before approving a preposted document, you might need to make some changes. Depending on the settings in Customizing, you
might be allowed to make these changes, except for changing the document type, scal year, and process. For more information,
see Enabling Changes to Preposted Documents in Approval Process.
Upload Budget Address from Different Sources
In the Line Items area, you can upload the budget addresses from one of the following sources:
Multiple Selection FM Account Assignment tool (choose Master Data Select Master Data )
Budgeting table FMBDT (choose Master Data Find FMAA from Budgeting Data )
Revenues increasing the budget (choose Master Data Select Master Data )
Multi-level budget structure (choose Master Data Select Master Data )
Simulate Results
You can simulate the result before posting. Go to Extras Key Figures on/off , set the appropriate On radio button, and select
Simulation.
Substitute Budget Address
You can use the substitution function. You de ne the substitution in Customizing for Budget Control System (BCS) under
Budgeting Budget Entry Budget Entry Documents De ne Substitution for Entry Documents
Work with Additional Description Fields
If you need to work with additional description elds at line level like the fund name or the funds center name, add the necessary
elds to your SAP List Viewer layout in the Line Items area.
Copy the Budget Between Budget Categories
To copy the budget from Payment Budget to Commitment Budget, or vice-versa, you can use the function Copy Payment to
Commitment or Copy Commitment to Payment in the toolbar of the Line Items area.
Work with Additional Lines
If you need to work with additional budgeting lines, implement the Business Add-In (BAdI) FMKU_BUDGET_LINES.
Work with Special Periods
If you need to budget on special periods for non year-end processes, implement the BAdI FMKU_BUDGET_HEADER with method
ALLOW_PROCESS_FOR_SP_PERIOD.
Work with Non-Consecutive Fiscal Year for Carry Over
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If you need to do the carry over for non-consecutive scal years, implement the BAdI FMKU_BUDGET_HEADER with method
ALLOW_COVR_FOR_NON_CONSECUTIVE.
Work with Supplementary Budget Document
If you need to generate an additional budget document with, for example, a different budget version, implement the BAdI
FMKU_BUDGET_DOC.
Authorization in Budget Control System

Use
In order to authorize the posting of budget, you have to use the authorization object Budgeting: Account Assignment
(F_FMBU_ACC).
 Note
Assigning only the authorization objects Funds Management: Authorization Group for Funds Center (F_FICA_FSG) or
Funds Management: Authorization Group for Commitment Item (F_FICA_FPG) might not be enough to trigger a proper
authority check.
More Information
For more information about the authorization concept in Funds Management, see Authorizations.
Processing Budget Entry Documents

Use
The following is a description of the processing functions Post – Create According to Reference – Prepost – Hold – Reverse
which are available for entry documents in the budgeting workbench (BWB).
You can nd information on the processes available for creating entry documents under Budgeting Process.
 Note
Enter always positive numeric values as budget in the budgeting workbench. The system automatically determines the
appropriate plus/minus sign of an amount using the process and processing function. However, the entry of negative budget
values is not prevented by default. If you do not want to allow the entry of negative budget values, you must de ne an
appropriate check rule in the consistency check.
Activities
Choose Budgeting Budget Control System (BCS) Entry Documents Budgeting Workbench in Funds Management.
Features
Search Functions for Entry Documents
If you want to reference an entry document that already exists, the following BWB search functions are available:
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Double-click the document if it is available in the document overview.
If the document is not in the document overview, but you know the document number, choose Edit Search . Enter the document
number in the dialog box and click .
If you do not know the document number, start the search for a held entry document under Edit Search Held or search for a
posted or preposted entry document by choosing Edit Search Effective .
Post Entry Document
Select a process and make all other necessary settings.
Choose .
Create Entry Document Using a Reference Document
Choose Document Create by Reference .
Enter the document number of an existing entry document in the dialog box Reference Document whose data you want to copy
for the new entry document and choose .
The complete data (except the document number) of the reference document is copied for the new entry document.
Change the default values of the reference document and choose .
Prepost Entry Document
Select a process and make all the entries required, if necessary by copying the default values of a reference document, and click
on the button Hold .
Choose the pushbutton Prepost in the application tool bar.
Hold Entry Document
Make all the necessary entries, if necessary using a reference document, and click on the button Hold Document.
Enter one of the alphanumeric keys (that you can de ne) in the dialog box Hold and choose .
You can process held entry documents or delete them (Document → Delete) at a later date.
Reverse Entry Document
Only entry documents that were “really” posted can be reversed, preposted entry documents cannot.
Select the entry document to be reversed using one of the search functions described above.
Choose Document →Reverse
The system generates a reversal document in the processing status Initial (Reversal)
If you want to complete the reversal straight away, choose . If the reversal is subject to an approval procedure, choose Prepost
instead.
Result
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When you save entry documents using or Prepost, the consistency checks that you activated are carried out. You can also
carry out consistency checks for held entry documents by choosing the pushbutton .
The entry documents generated are sorted according to processing status and entry document number. They are displayed in the
document overview for the corresponding user. The display of posted, preposted or reversed entry documents is restricted to a
maximum of twenty documents.
Preventing Negative Budget

The Budget Control System does not prevent postings that lead to negative budget. If you need to prevent negative budget, you
have to de ne a rule in Customizing for Budget Control System (BCS) under Budgeting Control Budgeting Flow Consistency
Check De ne Check Libraries for Budget Addresses .
 Example
You can use the standard Library 0000002 and assign it to your FM Area and the corresponding Fiscal Year in Assign Budget
Address Check Libraries.
Enabling Changes to Preposted Documents

in Approval Process
Use
In the Budget Control System, you can set up an approval process for budget entry documents. For this approval process, you can
allow that changes can be made to the documents in the approval process. You can allow changes to the values of some or all
elds and you can allow that new budgeting lines can be added or existing can be deleted.
To display the history of changes to the document or to single values of changeable elds, run the report FMEDHISTDIS under
Change Log for Preposted Budget Documents Display Change Log for Preposted Budget Documents in Customizing.
Activities
1. In Customizing for Budget Control System (BCS) under Budgeting Budget Entry Budget Entry Documents Field
Control for Budget Entry Documents Changeable Fields in Budget Docs , go to De ne Pro le of Changeable Fields in
Budget Docs.
2. De ne a pro le for each pair of document type and process.
3. In the Edit Pro le for Preposted Documents subdialog, select the elds as Changeable.
If you do not select all elds as changeable, you cannot create new budgeting lines but you can duplicate existing
budgeting lines and also delete budgeting lines.
4. In the Edit Functions for Preposted Documents subdialog, activate those functions you want to allow.
 Example
By activating the function Copy Commitment to Payment, you allow new budgeting lines to be added for budget
category Payment Budget based on the Commitment Budget.
More Information
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For more information about working with preposted documents, see Processing Budget Entry Documents, section “Prepost Entry
Document” and Processing Status of Entry Documents.
Processing Status of Entry Documents

Use
Depending on the respective processing function (post, preposted, hold...), with which you save a budget process in the budgeting
workbench, a processing status is assigned to the budget entry document. The processing status is displayed in the header data
of an entry document in the eld Status .
Integration
The budget entry documents processed by the user are displayed according to their respective processing status in the document
overview of the budgeting workbench.
Budget that you save with the Status Preposted undergoes an approval procedure with/without work ow connection. For more
information, see Budget Approval with/without Work ow .
Features
Budget entry documents can have the following status:
Processing status of budget entry documents
Status This means:
Initial A new entry document has this status before it is saved.
Initial (Reversal) Reversal document before saving.
Posted After saving an entry document using the Post pushbutton.
Posted (reset) With a reversal, the status of the original document changes to
Posted (reset) – the corresponding reversal document includes the
Posted (reversal) status Posted (reversal)
Preposted If you want to control a budget entry with/without work ow

connection using an approval procedure, then save the entry
document by pressing the Prepost pushbutton.
Posted (reset) With a reversal that should be processed as approval procedure and
saved using the Prepost pushbutton.In the original document, the
status changes from posted (reset) – the corresponding reversal
Preposted (reversal)
document then gets status Preposted (reversal).
Undone Preposted budget that is rejected by the budget manager receives

the status Undone .
Held You store budget temporarily that you want to process later by
clicking on the pushbutton Held .The budget document receives a
user-de ned document number and is stored temporarily in your
work center and not in the database.
Held documents can only be processed by the respective user/work

center.In contrast to all other processing statuses, you can delete
held entry documents again.
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Layouts for the Budgeting Workbench

Use
You can con gure the display of budgeting data in the Header and Line Items area by using the following complementary
methods:
1. The Budgeting Workbench Layout de nes the display and the position of the elds either in the Header or in the Line
Items area. You de ne this layout in Customizing for Budget Control System (BCS) under Budgeting Budget
Entry Budget Entry Documents Document De nition De ne Layout for Budgeting Workbench . You select this layout
when you start the budgeting workbench (BWB). If the current layout hides a mandatory eld like a mandatory FM account
assignments element, the system adjusts the layout automatically. To choose a different layout, go to Extras Change
Budgeting Workbench Layout .
2. The SAP List Viewer (ALV) Layout de nes the display and the position of the columns in the Line Items area. It overwrites
the Budgeting Workbench layout settings for this area. If you set an ALV layout as default ALV layout, this layout will be
used in the Line Items area when you start the BWB.
3. The Field Status De nition is relevant for the elds in the Line Items area. It affects the ALV layout as you can choose
between the options hide or output and mandatory or optional. You de ne these settings in Customizing for Budget
Control System (BCS) under Budgeting Budget Entry Budget Entry Documents Field Control for Budget Entry
Documents Field Status Maintain Field Status De nition and assign it to the budgeting process and document type
(Field Status Group), and FM area (Field Status Variant) in Assign Field Status De nition.
Prerequisites
1. You have activated the FM account assignments elements as Mandatory or Optional that you want to have displayed
for the FM area in Customizing for Budget Control System (BCS) under Budgeting Basic Settings Use of Master
Data Activate Account Assignment Elements in Budgeting .
2. You have done all necessary settings in the Field Status customizing.
Dependencies
ALV Layout
Please note the following restrictions:
You can hide a eld that has been de ned as mandatory. Nevertheless, the Budget Control System checks will guarantee
consistency of your documents, and raise an error if they are not consistent.
You cannot use FM account assignment elements that are de ned as Not used or elds that are set to hidden in the eld
status de nition in Customizing. No deviation or constraint will be detected here.
If you want to add the description of the FM account assignments element like Funds Center, the corresponding FM
account assignments element must be displayed and you have to choose one layout as default.
Budget Type
If the eld is de ned as hide, the eld is permanently hidden.
If the eld is de ned as output, the eld is displayed but budget type values can be retrieved using the substitution tools.
Year of Cash Effectivity
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The Time Horizon must have been set.
If the eld is de ned as hide, the eld is permanently hidden. Without valid substitution rules, you will receive the error
message “Year of cash effectivity is mandatory for budget category” (FMCU096) when posting the budget document.
If the eld is de ned as output, the eld is displayed but cash effectivity values can be retrieved using the substitution
tools.
Fields De ned in the Customer Include CI_FMBL
The method ADD_FIELDS_TO_LINE_ITEM of the Business Add-In FMBW_CUSTOMER controls the display of these elds.
Working with Several Budget Categories

Use
With the multiple budget entry tool (transaction FMPEP), the Budget Control System contains a second alternative budgeting tool
to the Budgeting Workbench. Speci cally, you can use this tool for the following purposes:
in order to plan your budget using more than one budget category
in order to plan your budget for more than one scal year
in order to directly update the database if necessary, or work only with delta values
Integration
The multiple budget entry transaction is fully integrated with Public Sector Funds Management.
Prerequisites
BCS must be con gured and running. See the link at the bottom for further prerequisites.
Features
Transaction FMPEP provides the following features:
You can enter budget (using only the budget processes ENTER, SUPPLEMENT and RETURN) for the payment budget, the
commitment budget, and the nancial budget at the same time.
Entering several budget categories simultaneously enables budget planners to obtain an overview of the budget of any FM
account assignment (FMAA), no matter what budget category it was planned for.
This means that you only enter an account assignment once , since it is valid for all budget categories. This prevents errors that
might occur if you cannot enter budget values for several budget categories at the same time.
Provided Customizing has been correctly carried out, you can work with different scal years in one screen.
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Provided this is speci ed in Customizing, you can work with the “additive mode”, which means that you decide whether you want
to directly update the database values, or simply enter the delta values.If you update the database values (additive mode “off”),
you will see the annual budget values in the entry columns.
No matter whether the additive mode is on or off, when you post your budget data, you always generate an entry document , in
which the delta values are posted using the distribution key speci ed in Customizing and displayed in this transaction.
Activities
In Transaction FMPEP, you enter the FM account assignment elements for your budget categories. You can enter them manually or
carry out a database search for the elements in question. Then you can carry out budgeting as in the Budgeting Workbench. The
following functions are supported:
You can enter additional lines in the SAP List Viewer section.
The automatic release function is also supported.
You can enter a budget text for this budget (menu Goto →Budget Text )
See the link below for further procedures on how to work with this transaction.
Restrictions
The following business scenarios are not supported:
Preposted documents for different scal years: You cannot use a layout which has the document status Preposted de ned in the
header and with columns containing different scal years.
Preposted documents using different budget categories: You cannot use a layout with document status Preposted de ned in the
header and with columns containing different budget categories.
Budgetary Ledger in one scal year: If the budgetary ledger is active, you cannot use a layout with columns containing different
scal years.
See also

Use
Using the multiple budget entry transaction FMPEP, you can enter budget for more than one budget category at the same time.
Usually, you either enter budget values for the commitment budget or for the payment budget. If you use the Budgeting
Workbench, you have to create values for each budget category separately.
A third budget category exists, called the nancial budget (9J), which you can useto plan the budget for payments in future years.
The nancial budget can be entered at the same time as the payment and commitment budget for several years of cash effectivity.
In contrast to the payment or commitment budget, the nancial budget is not consumed and is usually not changed during the
year. The purpose of having nancial budget values is to obtain a mid-term overview of the budget.
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You can use this transaction for the budgeting processes ENTER, SUPPLEMENT, DISTRIBUTION, TRANSFER, and RETURN.
Prerequisites
In Customizing, you de ne a layout for the header and the budget columns that you want to maintain budget data for.For this, go
to Customizing for Public Sector Management → Funds Management Government → Budget Control System ( BCS ) → Budget
Entry → Budget Entry Documents → Document De nition → De ne Layout for Multiple Budget Entry
A layout is not dependent on the FM area you have speci ed, it is exible and user-de ned.Within this layout, you can de ne meta
values, such as “#”, that are to be lled when you run the transaction.
If you want to work with several scal years, use layoutSAP004.
If you want to use multi-level budget structures, use layout SAP009 or layout SAP010.
Procedure
In order to work with this tool, call up transaction FMPEP and enter the FM area and layout variant de ned in Customizing. Then
proceed as follows:
Depending on the layout speci ed in Customizing, click Expand header if necessary, and enter the corresponding header data in
the upper frames called Budget Settings and Document Settings . For the document settings, you can enter further information
under the button Additional Header Data . Then collapse the header in order to have working space.
Expand the Overview Lines if necessary and decide whether you want to search for FM account assignments or enter them
manually:
Manually: Choose Enter FMAA Manually .
Using the dropdown box of button Select FM Account Assignments . Here you have the following options:
Find FMAA From Budgeting Data (from table FMBDT)
The search tool window opens. The dropdown list contains all the FMAA elements necessary to make a correct selection.
Use Multiple Selection FM Assignment
The FMAA selection screen opens. Select the account assignments you want to work with.
You can use the different search tools in the same session.The system then adds all the lines to the budget addresses in the line
item section of the screen.
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After you have selected the budget address by clicking Apply Selection , you can enter the desired budget values in the lower right
screen section.Notethat any Display columns you may have customized are grayed-out, as they are not ready for input.
If necessary, check your data and then save it. If you want to save the current selection for the next work session, or you must
interrupt your work, you can save it as a variant. See the Saving Variants section of Entering Data for Individual Account
Assignments for further information.
The new entry document has been posted.
To display it, use menu Budget Entry →Display Document .
To display detail information on the FM account assignments involved, double-click a document line. The overview lines collapse
and the detail lines are automatically expanded. You can also click Details , in the icon section of theSAPList Viewer.
When you expand an overview line, or double-click it, you get a “column view” of the budget data for all maintained budget
categories. In this way, you can see the entire maintained budget in one column.
To work with and display the detail information on the individual account assignments, see Entering Data for Individual Account
Assignments .
Result
When you enter all your nancial/budgeting data, your budget documents for one or more years are saved to the database.
Easy Multiple Budget Entry Tool

Use
You use the Easy Multiple Budget Entry (FMPEPE) transaction, to enter budget for more than one budget category at the same
time. The difference with the Multiple Budget Entry (FMPEP) transaction, is that, by means of a template, transaction FMPEPE
allows users with no technical background to enter budget in an easy way.
 Note
You can only use this transaction for the budgeting processes ENTER, SUPPLEMENT, TRANSFER, and RETURN.
Prerequisites
1. De ne a session variant with an ALV grid view. For this, follow the De ning a Session Variant procedure.
2. In Customizing, de ne a mask to select the options you want to have displayed on the FMPEPE transaction screen. For this,
go to the Customizing for Public Sector Management Funds Management Government Budget Control System
(BCS) Budget Entry Budget Entry Documents Document De nition De ne Mask for Easy Multiple Budget Entry .
3. Create a template. For this, follow the Creating a Template for Easy Multiple Budget Entry procedure.
Procedure
To work with this tool, call up transaction FMPEPE. The template assigned to your user group is automatically selected. However, if
you are assigned to more than one template, select the template you want to use. Then proceed as follows:
1. Enter the desired budget values in each line of the Overview Lines section. Note that any Display columns you may have
customized in your template will be grayed-out, as they are not ready for input. The FM account assignment elements
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selected in your template are always displayed on the screen.
2. If necessary, check your data and the save it. If you want to save the current selection for the next work session, or you
must interrupt your work, you can save it as a variant. See section Saving Variants of Entering Data for Individual Account
Assignments for further information.
You can choose a different template by selecting the Change Template pushbutton.
3. The new entry document has been posted. To display it, use menu Budget Entry —> Display Document.
Result
After entering all your nancial/budgeting/planning data, your budget documents for one or several years have been saved to the
database.
De ning a Session Variant

Procedure
To use the Easy Multiple Budget Entry (FMPEPE) transaction, you rst need to de ne a session variant with an ALV grid view in
the Multiple Budget Entry (FMPEP) transaction.
To de ne a session variant, proceed as follows:
1. On the SAP Easy Access screen, choose Accounting Public Sector Management Funds Management Budgeting Budget
Control System (BCS) Entry Documents Multiple Budget Entry .
2. Select an FM area and layout variant, and choose Continue.
3. Expand the overview lines and choose Select FM Account Assignments and select the Multiple Selection FM Account
Assignment option.
4. Select the relevant FM account assignment elements and choose Execute.
5. A list of FM account assignment elements appears. From the list, choose the ones that are relevant for you, then choose
Copy values.
6. In the Overview Lines section, choose the Save Layout option.
7. Give your session variant a name and con rm.
Result
A session variant has been created and saved.
Creating a Template for Easy Multiple Budget

Entry
Procedure
To de ne a template, proceed as follows:
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1. On the SAP Easy Access screen, choose Accounting Public Sector Management Funds Management Budgeting Budget
Control System (BCS) Entry Documents Create Template for Easy Multiple Budget Entry .
2. Select an FM area and choose Continue.
3. On the change modus, choose New Entries and enter the following values:
Template name for the template you are creating
Session variant author
User group
Validity dates of the template
Mask ID
4. Select Save.
Result
The system creates a template with a session variant assigned to a user group and a mask ID.
Entering Budget Data for FM Account

Assignments
Use
From the overview section for multiple budget entry, you can access a detail screen in which you can enter budget data for
individual account assignment elements. Here you can maintain the followinginformation:
The FM account assignments involved (commitment item, funds center, fund, functional area, funded program, grant).
Link to master data, for the display of additional information on an individual FM master data element.
Under the button Rules , you can access information on whether an FM account assignment is part of a cover group or of a
RIB rule.
Prerequisites
See Multiple Budget Entry Tool .
Procedure
There are various screen sections for FM account assignments: the budget data section, the overview section (containing all line
items) and the detail section (containing details on one line item).
Budget Data Section
This area is automatically expanded when you click on it. The display column will appear at the bottom and the entry column at
the top. These two kinds of columns are clearly separated, since the data in the display column is grayed-out.
Expand/Collapse Overview Lines
In the different screen sections, you can display all the FMAA with the corresponding column values. Furthermore, you can:
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Expand a detail line or display the detail information on an FMAA. Use the buttons Previous or Next to switch to other line
items.
Select a line of the SAP List Viewer (ALV) and then click on the button Detail , in order to expand the detail area.
Enter the budget values in the corresponding area.
Note that if the funds center remains the same, it will not be displayed in the list; only the commitment items will be displayed.
However, if the FMAA elements differ, the list will display the linked FMAA elements.
Expand/Collapse Detail Lines
The detail section contains the following three subsections:
Line item section
Subsection that opens when you click on the button Master Data
Subsection that opens when you click on the button Rules ( RIB rulesand CE rules)
 Note
You cannot switch back and forth between the overview line section and the line item section.
Master Data Description Section
If you want to see the detail information on the other FM account assignments, click on the button Detail . The system then
branches to the master data detail screen for the corresponding FM account assignment. You return to Transaction FMPEP by
clicking on the green Back arrow.
You can collapse or expand the Master Data Description section as necessary.
Rule Section
When you are working with a detail line, you can see a section containing information on rules that have been maintained in
Customizing for cover eligibility and Revenues Increasing the Budget. If you click on the button Rules , this screen section is
automatically expanded. You can collapse or expand this section as necessary. To see the details on a rule, click on the line item
and then click on the button Show Detail FMAA .
Saving Variants
If you have entered FM account assignments but you have not posted any budget data, you can save this information as a variant
by clicking on the button Save Variant in the left screen section.
Budget Texts
You can access, change and print BCS budget texts by positioning the cursor on a line item and clicking on menu Goto Budget
Text. To close the budget text window, click on Close Window .
Budget Types
De nition
Customer-de ned object for characterizing and subdividing the annual budget in BCS.
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Use
You create budget types in Customizing of Funds Management and assign them to the processes delivered by SAP. You do this in
Customizing of Funds Management under Budget Control System (BCS) Budgeting Basic Settings De nition of Budget Data
Budget Types Assign Budget Types to Processes .
You can de ne the following individual settings using budget types in combination with other BCS functions:
Customer-De ned Budget Types
The budget in your organization can be divided into different budget types, such as for budget entry, budget supplements,
etc. You can use your organization’s terminology to describe each budget type. You can group the budgeting processes
within these budget types in any way you like, to re ect budget processing in your speci c organization.
You create budget types in Customizing of Funds Management under Budget Control System (BCS) Budgeting Basic
Settings De nition of Budget Data Budget Types De ne Budget Types .
Controlling Budget Processing
In BCS budgeting, you can de ne in which phase in the course of the budgeting process the processing of particular budget
types is permitted or not permitted in combination with status management .
You de ne the budget types permitted per status in Customizing of Funds Management under Budget Control System
(BCS) Budgeting Control Budgeting Flow Edit Status .
Controlling Consumable Budget
Besides being able to bundle different budget types for consumption in a budget type group, you can also de ne which
budget types are classi ed as consumable budget per fund or per fund type.You make these settings in Customizing of
Funds Management under Budget Control System (BCS) Budgeting Basic Settings De nition of Budget Data
Budget Types De ne Budget Type for Consumable Budget. .Please note that if no settings are found on the fund level,
the settings made for the fund type level apply.
In the lter settings for availability control , you de ne which budget types are released as consumable budget for
consumption and are updated in availability control during the entry or transfer of budget values.You make these settings in
Customizing of Funds Management under Budget Control System (BCS) Availability Control Settings for Availability
Control Ledger De ne Filter Settings for Budget Values .
For the current year, you can change budget types that are not released as consumable budget by making AVC lter
settings for the “released” budget within a program run. You carry out transfers between budget types to do this. This
makes it possible to control the release of consumable budget, for example, per quarter.
Controlling Budget Releases
For carrying out budget releases, there is a new budget type. See Budget Releases for further information. You de ne
budget release data in the Customizing of Funds Management under Budget Control System (BCS) Budgeting Basic
Settings De nition of Budget Data Budget Releases De ne Budget Types for Release.
Budgeting Process
Use
Different budgeting processes are available in the Budget Control System, which you can use for different types of budget
processing. The process used in an entry document indicates whether you want to enter new budget data or, for example, update
the budget by increasing it or decreasing it.
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Whereas the processes Enter, Supplement, Return, Distribution, Transfer Posting and Carryover are available for processing
entry documents, Preparation is exclusively used in Planning in the Budget Control System . In mass processing , you can use the
planning data saved with the process Preparation for generating budget data of the process Enter .
 Example
You can nd an example of how the sequence of budget processing works with different processes under Example: Entry
Documents with Different Processes .
Integration
In combination with status maintenance in BCS, you can control which processes are permitted during budgeting. For more
information, see Status Management .
If you use different budget types, you can subdivide the process delivered by SAP according to additional customer-speci c
requirements. For further information, see Budget Types in BCS .
Features
SAP delivers the following processes for budgeting in BCS:
Enter You use this process when you post new budget to a FM account
assignment. You generally enter new budget values before the
budget execution of a scal year. Planning data that you transfer as
budget values to the FM account assignments is posted with the
process Enter there.
Balanced Entry Using this process, you enter source data only for revenue
commitment items, and target data only for expenditure
commitment items. The amounts for the source and the target
must be identical. A system check is carried out per scal year (and
per year of cash effectivity if applicable).
Carryover Use this process if you want to carry forward the residual (that is,
unconsumed budget to another scal year at the end of the current
year. Here also, you must de ne source (sender) and target
(receiver) data.
Revenues Increasing the Budget (RIB) Use this process if you want to post revenues that increase your
expenditure budget. You must maintain the corresponding source
and target FM account assignments in the line item section of the
screen.
Transfer If you want to transfer budget from one FM account assignment to

another in a scal year, use the process Transfer Posting . Note that
the overall budget in the current budget remains unchanged.
Return Use the process Return to reduce the available budget in an FM

account assignment. The budget is then decreased in the current
scal year.
Distribution Use the process Distribution if you want to transfer budget from
one FM account assignment on a higher node in the hierarchy to
another FM account assignment on a lower node. Note that the
distribution sender and distribution receiver must be in the same
hierarchical path of the structure, and that the sender must be on a
higher level than the receiver.
Reduce Distribution Use the process Reduce Distribution if you have distributed
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amounts in excess and wish to transfer or call back some of these
amounts from a lower level assignment to a higher one. In contrast
to process Distribution , the sender must be on a lower level in the
hierarchy than the receiver.
Supplement If the budget in an FM account assignment is insufficient, this can

be increased by the process Supplement . The budget is then
increased in the current scal year.
Transfer using cover groups If you want to make budget accessible to other FM account
assignments, you carry out a transfer CE posting. Here again, you
have to enter the sender and receiver FM account assignments
involved.
You can display the internalbudgeting process keys by clicking on the icon Customizing of Local Layoutin the uppermost icon
line of any screen. Here: Options Tab Expert Show keys in all dropdown lists .
Note the following for the budgeting processes :
If you enter an asterisk (*) then all processes are valid for all budget types.
The process Balanced Budget is divided up into the two budgeting processes for sending (BALS) and receiving (BALT)
budget. In order to obtain a balanced budget, the residual budget or a portion of it (in percentage form) is transferred to
speci c FM account assignments according to prede ned rules speci ed in the IMG activity Assign Strategy for
Reassignment to FM Area .
The process Transfer is divided into the two budgeting processes for sending (SEND) and receiving (RECV) budget.
The process Distribution is divided into the two budgeting processes for sending (DISS) and receiving (DISR) budget.
 Note
The distribution process is only valid for use in the Budgeting Workbench if you have activated distribution in the IMG
activity Activate/Deactivate Budget Distribution in the Customizing of Funds Management under Budget Control
System Budgeting Basic Settings De nition of Budget Data Budget Distribution
The process Carryover is divided into the two budgeting processes for carryover sending (COSD) and carryover receiving
(CORV).
The process Revenues Increasing the Budget is divided into the budgeting processes for RIB source/sending (RBBS) and
for RIB target/receiving (RBBT).
The process Transfer using cover groups is divided up into the budgeting processes for sending (TRCS) and receiving
(TRCR) budget for purposes of cover eligibility.
 Caution
Always enter budget values as positive amounts in the Budgeting Workbench. The system automatically determines -
via the budgeting process in question - whether the current budget of an FM account assignment is increased or
decreased.
Example: Entry Documents with Different

Processes
The following diagram illustrates how the budget processes (budget entry, budget update, closing operations) are documented in
different entry documents during a scal year using examples of individual FM account assignments.
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Budgeting with different processes
1. The planning data from the scal year 2003 entered in the planning of the budget control system is transferred as budget
data in a program run. In this process, budget entry documents with the process Enter are created, including the budget
amount 100 on budget address A .
2. If measures for saving are in place, it is necessary to correct the budget at the start of the current scal year 2003 . The
budget of the budget address A is also affected by this budget update. The budget decrease of 20 is posted in an entry
document with the process Return .
3. In the course of the scal year it becomes clear that the budget distributed to some budget addresses at the beginning is
not sufficient and similarly, all of the budget in some budget addresses is not required. It is necessary to redistribute or
transfer budget. In this example a transfer of 10 is made from budget address A to receiver budget address B . The transfer
posting is logged in an entry document with the process Transfer posting .
4. At the end of 2003 , the budget that was not consumed is carried forward to the following year 2004 . The carrying forward
of residual budget to the following year is logged in an entry document with the process Carry over .
Budget Type Groups

Use
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Budget type groups are used to bundle together several budget types for mass operations in BCS. Using budget type groups, you
can bundle the budget types which have the same or a similar use.
 Note
One budget type can belong to several budget type groups, and a budget type group can contain several individual budget
types.
Prerequisites
To de ne a budget type group for budgeting, you must have de ned several budget types for budgeting purposes in the
Customizing of Funds Management: Budget Control System Budgeting Basic Settings De nition of Budget
Data Budget Types De ne Budget Types.
To de ne a budget type group for statistical budget, you must have de ned several budget types for statistical budget in
the Customizing of Funds Management: Budget Control System Budgeting Basic Settings De nition of Budget
Data Statistical Budget De ne Budget Type for Statistical Budget .
Procedure
Create a budget type group in Customizing and assign it to a budgeting process delivered by SAP. The individual settings are as
follows:
De ne Budget Type Group
If you want to de ne budget type group for budgeting, you can create it in the Customizing of Funds Management
under Budget Control System Budgeting Basic Settings De nition of Budget Data Budget Types De ne
Budget Type Groups .
If you want to de ne budget type group for statistical budget, you can create it in the Customizing of Funds
Management under Budget Control System Budgeting Basic Settings De nition of Budget Data Statistical
Budget De ne Budget Type for Statistical Budget De ne Budget Type Group for Statistical Budget.
Assign Budget Type Group to Process
You can assign the budget type group you have de ned to a budgeting process. This means that all budget types which are
in the budget type group will automatically be assigned to the speci c process.
If you want to assign a budget type group for budgeting to a process, you can go to Customizing of Funds
Management under Budget Control System Budgeting Basic Settings De nition of Budget Data Budget
Types Assign Budget Type Group to Processes (Mass Maintenance) .
If you want to assign budget type group for statistical budget to a process, you can go to Customizing of Funds
Management under Budget Control System Budgeting Basic Settings De nition of Budget Data Statistical
Budget De ne Budget Type for Statistical Budget Assign Statistical Budget Type Group to Budgeting Process .
Control Budget Processing
In BCS budgeting, you can de ne in which phase in the course of the budgeting process the processing of particular budget
types is permitted or not permitted in combination with status management .
You de ne the budget type group permitted per status in the Customizing of Funds Management under Budget Control
System Budgeting Control Budgeting Flow Edit Status .
Result
Your budget type groups have been con gured.
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Budget Releases
Use
In many organizations, distributing a budget is not the same as releasing the funds allocated to it. For this reason, the Budget
Control System contains a transaction (FMMPRELEN) for releases, which you can use to partially release the budget. Note the
following:
A release is based on the current total budget, which you can release at one time. You can also release your budget
periodically. However, the check to prevent you from releasing more budget than you have is annual or overall , depending
on your time horizon. If you want to de ne a periodical budget release, it is recommended to de ne budget types that
represent the period. In doing so, you can easily report on unreleased budget and de ne appropriate checks.
If you have de ned consumable budget types in Customizing, only these budget types will be considered as "releasable"
budget.
By default, you can only release budget for expenditures. If you also want to control the ow of incoming amounts, you should
explicitly activate the release for revenues in Customizing, in the IMG activity De ne Release Scenario .
 Note
Note that you not only have the choice between manually releasing budget in the Budgeting Workbench and automatically
releasing budget via a mass program, but also of de ning document types in Customizing for which each budget amount
entered is also automatically released ( Budget Control SystemBCS BCSBudgeting Budget Entry Budget Entry
Documents De ne Document Types ) . You can de ne speci c release scenarios in the column Scenario for Value Type .
Read the eld help on this column to obtain further information.
Prerequisites
When customizing the FM area, you must decide whether you want to use releases or not. If releases are activated, you can decide
to:
Trigger an automatic release for speci c account assignments:
This means that any update of the releasable budget will automatically trigger a similar update of the release itself.
Exclude certain account assignments from being released:
You do this by deactivating the release for speci c account assignments. The consumable budget is then immediately
available.
You can make these decisions for each fund or fund type and scal year in the Customizing of Funds Management Government
Budget Control System (BCS) Budgeting Basic Settings De nition of Budget Data Budget Releases.
Features
A release can take place automatically for selected processes (for example, for transfer postings or returns), depending on the
document type involved.
If you use the automatic release function, please note that the maximum amount which can be transferred from the
consumable budget is the amount that has already been released.
If you do not use the automatic release function, the maximum amount that can be transferred is the amount that has not
yet been released.
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Activities
You carry out a budget release in Public Sector Management Funds Management Budgeting Budget Control System (BCS)
Tools Entry Documents Release Budget Data.
Then proceed as follows:
1. For your FM area, enter the budget category, version and scal year for which budget is to be released.
2. Specify your restrictions for FM account assignments or multi-level budget structures. Where Multi-Level Budget Structure
has been activated, it is possible to select according to hierarchical elements.
3. Enter a key gure, the document type, a budgeting process, and specify the processing options.
4. Run the transaction.
The program calculates the budget to be released using the speci ed key gure and creates the corresponding budget entry
document lines according to your selection criteria. If errors occur, an application log is generated and displayed.
Distribution Key
De nition
Key which speci es the rules for the distribution of plan values or budget values to the individual scal year periods in the Budget
Control System.
Use
The following is an overview of the distribution keys provided by SAP in the standard system:
SAP Standard Distribution Keys
Distribution key 0 You can enter the budget values manually per period.
Distribution key 1 The input value (annual budget) is distributed equally over all
periods.
Distribution key 2 The input values (of the annual budget) are distributed according to
the previous distribution.
Distribution key 3 The input value is interpreted as a percentage and multiplied by the
previous value.
Distribution key 4 The periods with contents not equal to zero are distributed to the
next empty periods.
Distribution key 5 The periods with contents not equal to zero are copied to the next
empty periods.
The SAP system distinguishes between real distribution keys and

input help:
If a plan value is distributed to periods with a real

distribution key, you always receive the plan value entered
originally from the total of the period values.
In input help, the value entered originally can change.
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Distribution key 6 The period value entered is copied to the following periods.
This distribution key has no effect on the values planned manually

because it is used at period level. The distribution keys are only
available at annual level.
Distribution key 7 The input value (annual plan value) is distributed to the individual
periods according to calendar days per period.
 Note
The standard distribution keys 0, 3, 4 and 5 are input help. You change the plan values entered. The system does not save these
distribution keys in order to avoid new changes to the plan values. The system resets these distribution keys to zero instead
after it has used them.
User-Speci c Distribution Keys
In addition to the standard distribution keys delivered by SAP, you can de ne your own distribution keys in the budget control
system which are tailored to your requirements for planning data or budget distribution.
When you de ne your own distribution keys you determine which periods receive budget and how the overall budget is distributed
to the individual periods.
You de ne your own distribution keys in Customizing of Funds Management under Budget Control System (BCS) BCS
Budgeting Control Budgeting Flow De ne Distribution Keys .
Integration
You can use a distribution key that you created in the Budget Control System in other applications. Furthermore, distribution keys
can also be used by other applications, for example, by Controlling or the FI Special Ledger as well as for planning and budget
entry purposes in the Budget Control System.
Period-Based Budgeting
Use
Period-based budgeting deals with supplementary functionality in the Budget Control System which enables you to:
control which periods of a given scal year are open and which are closed
control which funds are managed according to the period settings made
Integration
Period-based budgeting is fully integrated with the Funds Management BCS functionality.
Prerequisites
In order to do period-based budgeting, you must rst have activated period control in Customizing (IMG menu path Funds
Management Government Budget Control System (BCS) Control Budgeting Flow Activate Period Control .
 Note
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If period control is not activated here – that is, if you have not made any entries – the default setting de nes that all periods are
open for budgeting.
Activities
After carrying out the IMG activity under Prerequisites above, go to the Public Sector main menu Funds Management Additional
Functions Closing Operations Open and Close Periods/Fiscal Years Budget (BCS) Individual Processing (Transaction
FMOPER) and maintain the budgeting periods for your FM area.
If you want to carry out fund-based period control, you can do so here as well. In this way, you can open and close periods for
speci c funds.
 Note
If period control has been activated in Customizing, all periods are automatically closed until you open them using the above
transaction.
Period Control and BCS Status Management

When you use period-based budgeting, BCS status management remains active in parallel. SAP recommends that you use the two
functions in the following way:
Period-based budgeting to control which period is open for budget changes in general. It therefore provides a period-based
view of your budgeting data.
Status management to control the combination of budget process and budget type to be used during a certain phase of
the budget cycle. Status management provides a process-oriented view of the same data.
De ning Year(s) of Cash Effectivity

Use
One principle of budget planning is the “principle of cash effectivity” , enabling organizations to de ne the so-called year(s) of
cash effectivity. This enables you to set up a budget that contains:
expenditures to be paid for within a speci c planning year (= scal year)
revenues received in the same scal year.
During this scal year, entitlements (commitments) can be made to pay invoices in future years, in this way specifying the years
that these commitments can be paid, that is, the years that “cash effectivity” is active.
Together with the scal year, the year of cash effectivity forms a second “time dimension” which can be used in the following
areas:
Budget planning and preparation , for example, when you transfer planning data from CO or BW
Budget entry, for example, using the Budgeting Workbench
BCS availability control
Mass transactions for budgeting, such as freezing or copying budget , transferring budget , releasing budget , and carrying
over residual budget in which the year of cash effectivity is used.
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Reporting: all budget and commitment/actual values can be listed according to the year(s) of cash effectivity that were
maintained.
Integration
The year of cash effectivity is fully integrated with Public Sector Funds Management and the Budget Control System (BCS).
Prerequisites
The Budget Control System must be installed and running in order to con gure the year of cash effectivity.
Procedure
1. In order to use the year of cash effectivity in your FM area, go to the IMG activity BCS Budgeting Basic Settings
De nition of Budget Data Choose Budget Category.
2. For each FM area and budget category, in the column Time Horizon , enter the number of years that “cash effectivity” is to
be active.
3. Specify whether the following year is to be the starting year, by checkmarking the column Start Next Year .
4. Save your entries.
Result
You can use the year of cash effectivity for BCS budgeting and reporting.
Example
A nancial budget (or “ nancial plan”) is set up for 2005. It contains the budget planning data for the following three years, that is,
the commitments with the years of cash effectivity 2006, 2007 and 2008.
Budgeting Using Multi-Annual Documents

Purpose
Multi-annual budgeting refers to the creation of a budget that is consumed over several years. It is carried out using the year of
cash effectivityand can be used for BCS cover eligibility .
You create this budget by creating documents in the Budgeting Workbench . These documents are posted in the current scal
year, however, they apply to different years of cash effectivity .
Note that this functionality has been developed for Spanish customers and is to be used in the context of BCS Availability Control .
 Note
You can only use one budget category (payment or commitment budget) for multi-annual documents.
Prerequisites
In order to use multi-annual budgeting you must rst:
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Maintain the corresponding budget categories and the year of cash effectivity (YCE) in the IMG activity Choose Budget
Category .
Read the corresponding IMG documentation under Funds Management Government Budget Control System (BCS)
Availability Control Other Settings for Availability Control Settings for Multi-Annual Budgeting. From this
documentation, you can access the following three BAdI implementations:
1. BAdI to create additional lines for AVC checks
2. BAdI to enhance the lter settings for AVC
3. BAdI used for checks on budget entry documents and line items under the Customizing menu Budgeting Tools
Enhance checks and document postings. This BAdI also enables you to post data in applications other than BCS.
Read the documentation on the BAdI implementations and then copy the sample coding for the implementation into an
implementation of your own. Each sample implementation also contains speci c documentation, which you should also
read (Menu Document Class ).
Maintain the budget options, standard percentages and time horizon for percentages , to be used together with the YCE, in
Customizing under Funds Management Government Budget Control System (BCS) Availability Control Other
Settings for Availability Control Settings for Multi-Annual Budgeting.
Process Flow
Once you have carried out the proper Customizing and implemented the three Business Add-Ins, which are accessed from the
IMG activity Settings for Multi-Annual Budgeting , you can carry out multi-annual budgeting as follows:
The budgets for the rst N (de ned as time horizon) years following the current one are calculated at the cover group
level, as a percentage of the current year’s budget. Note that you cannot manually enter these budgets in the Budgeting
Workbench . Instead, they are created automatically and only updated during Availability Control. These budgets are not
updated in budgeting tables.
The budgets for the future years beyond N can be created using xed value amounts only for “multi-annual” budget
addresses. Whether a budget address is de ned as “multi-annual” depends on whether the No Future Budget indicator in
the commitment item master data has been checkmarked in the Tab Basic Data 2 : Note that if this indicator is
checkmarked, you cannot use multi-annual budgeting.
In the Budgeting Workbench, you can only make manual entries for the current year and for the future years beyond N if
you have maintained multi-annual budget addresses in the master data of the corresponding FM account assignments (see
above). The manual entries are updated in both the budgeting and the AVC tables. You can assign the percentage values
used for calculation at the cover group level.
Moreover, the budget of the current scal year, which is used as the basis for calculation, depends on the budget option selected
in the IMG activity Settings for Multi-Annual Budgeting :
Original budget, created only with budgeting process “Enter”
Current budget, created with other budgeting processes, such as “Enter” plus “Supplement”, “Return”, “Transfer” and
“Carryover”
Using the rst option, only the original budget of the current scal year is considered as the basis of the calculated budgets,
meaning that only budgets with the process “Enter” are considered .
Using the second option, the actual budget of the current scal year is considered as the basis of the calculated budget, meaning
that all budgets created by all processes are taken into consideration.
Result
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You are able to use multi-annual budgeting in your organization.
Example
You want to use multi-annual budgeting with the following master data:
“A” is the multi-annual budget address.
“B” is the normal budget address.
“C” is then de ned as the cover group containing both “A” and “B”.
The years of cash effectivity are then de ned as follows:
Year Budget on “A” Budget on “B” Budget in Cover

Group “C”
ENTER SUPPL ENTER ORIGINALBUDGET CURRENTBUDGET
2005 100 Euros 150 Euros 200 Euros 450 Euros 450 Euros
2006 - - - 70% (100+200) 70%

(100+150+200)
2007 - - - 60% (100+200) 60%

(100+150+200)
2008 - - - 50% (100+200) 50%

(100+150+200)
2009 - - - 50% (100+200) 50%

(100+150+200)
2010 20 Euros - - 20 Euros 20 Euros
Depending on the option you select, the percentage calculations include the sum of the actual/original budget in the current year
for all budget addresses (whether multi-annual or not) contained in the same cover group.
Status Management
Use
Subdividing into budgeting phases
Status management in the budget control system (BCS) allows you to subdivide the budgeting in Funds Management into
successive budgeting phases. The individual budgeting phases differ in that only certain budget processes can be executed (
Budgeting Process in combination with a Budget Type or a Budget Type Group ). Each phase is mapped in the system as a status.
Whereas you de ne all required statuses and the executable budgeting activities for each status in Customizing, you select the
current valid status(es) in the current scal year in the menu of Funds Management.
Authorization control of budgeting
You can also de ne a different authorization allocation for each status in status management. This enables you to assign an
authorization group to each status and de ne speci c user roles for budgeting in the budget control system by using the
authorization concept.
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Prerequisites
You have already created budget types in the Customizing of Funds Management in section BCS budgeting.
Activities
You de ne the required status in the Customizing of Funds Management, under Budget Control System (BCS) BCS
Budgeting Control Budgeting Flow Maintain Status .
You de ne the status valid at a particular time in the menu of Funds Management, under Budgeting Budget Control
System (BCS) Version Assign Status to a Version.
Example
The following graphic depicts the chronological order of the individual budgeting phases. The permitted activities are
characterized in each phase by one or more statuses.
Sequence of budgeting phases
Only budgeting processes are shown in the example, not budget types, in order to simplify the content. In phases I, II and IV, only
one status is selected. Phase III is different in that two statuses are selected. This allows you to control different authorizations in
the budgeting process at the same time.
Budgeting phases and assigned status
Phase Status Permitted budgeting processes Auth. grp
I Planning Prepare A
II Budgeting 1 Enter A
III Budgeting 2a Return, transfer A
Budgeting 2b Supplement, return, transfer B
IV Close Carryover A
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The planning for the following scal year 2006 takes place in Phase I . This planning phase takes place over a long time in scal
year 2005. In this time period, you can only enter plan data in which only the Prepare process is allowed.
Phase II replaces Phase I at the end of 2005. Budget data is generated from the transferred plan data via a mass run. Budget data
can also be entered manually. In this phase only the Enter process is allowed.
Phase III takes place over the entire scal year 2006. This phase is different in that the activities are restricted to budget updates.
The processes Supplement, Return and Transfer are now allowed. The budget supplement should only be executed by certain
employees (group B). This special user role is possible with budgeting status 2b.
Phase IV includes the closing operations of scal year 2006. In this phase only the Carryover process is permitted, in order to
carry forward residual budget into the following scal year (2007).
BCS Key Figures

De nition
Aggregation of posting data for evaluation purposes or processing functions in the Budget Control System (BCS).
Use
You can use key gures for a range of functions in BCS.They can be used in one or a number of the following categories:
Category Use
Consistency check for the key gures used in the check rules of the check library
Carryover in closing operations for calculating residual budget for the

carryforward of budget data to the following year
Display in Budgeting Workbench for information evaluation in the Budgeting Workbench in the form
of additional line item columns
Release for the key gures used in the release budget data transaction
Display in reporting for reporting purposes with the reporting tool in BCS
You start the reporting tool in the Funds Management menu under
Information System Budget Control System (BCS) Tools
Evaluation using Key Figures. For more information, see the
program documentation.
Transfer for transfer postings of budget between budget types used for
multi-year budget scenarios.
Standard Delivery and Customer-De ned Key Figures
SAP provides a range of key gures that you can use in your FM area. You can use these key gures as templates for de ning
customer-speci c key gures or de ne your own without using templates.
 Note
The use of customer-de ned key gures is restricted for the category Carryover . SAP delivers prede ned key gures for this
category. You must use the key gures provided by SAP as a template if you want to use customer-de ned key gures.
Changes are only possible in budget data term not in actual term.
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Structure
The following diagram displays how a key gure is de ned in the budget control system. A key gure is made up of aggregated
posting data from user-de ned data sources.
Key Figure for Calculating Residual Budget
1. The available data sources are the database tables of the budget data and actual data and the data updated in the
availability control ledger.
In the example: data from the actual database and the budget database is read for the calculation of residual budget.
2. The selection of the posting data of a data source is de ned in a term. A key gure can come from the summation of
several terms. The plus/minus sign indicates whether data is added or subtracted per term.
In the example: the residual budget is calculated from the total available budget (term A) minus the actual data (term B).
3. The elds that are available in a term depend on the data source selected. Fixed values or meta-values can be entered in a
eld. Meta-values allow the universal use of key gures and are copied from the entries of the relevant application.
In the example: for the calculation of the residual budget, data such as the scal year, the category and the version is
copied from the entries for the program run Carry Forward Residual Budget .
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Budget Consistency Checks

Use
You use this function to de ne consistency checks in BCS, which are always run before a budget value can be saved in the
database. If you are using the integrated BCS Planning Tool , the consistency check also takes place when you enter plan data.
The consistency checks you activated are run in the background when you post or prepost a budget amount. A consistency check
is not automatically carried out for held documents. However, you can run a consistency check for held entry documents by
pressing the Check Document pushbutton in the Budgeting Workbench.
If you are using BCS as your operative budgeting tool in Funds Management, consistency checks are not activated by default. You
de ne and activate your own checks in the Customizing de nition of check rules. One or more check rules are managed in a check
library. If a check rule is not complied with in the consistency check, you can de ne the corresponding system reaction via
message control and thereby issue a system message to the user.
 Caution
The Negative Budget indicator in BCS in the master record of commitment items is not considered. If you want to prevent
negative budget from being posted in your organization, you must de ne this in a check rule.
Prerequisites
Key gures and customer-de ned messages are used in the consistency check. You must have created both before de ning the
check rules:
You de ne the key gures in the Customizing of Funds Management, under Budget Control System (BCS) Budgeting
Control Budgeting Flow De ne Key Figures .
You de ne customer-de ned message classes and the messages they contain from the SAP Easy Access screen, under
Tools ABAP Workbench Development Programming Environment Messages.
Features
Check libraries
Consistency checks are managed in check libraries. Check libraries can be used in different FM areas/ scal years and versions.
You de ne the valid currency for each check library. For example, you work in an international organization and can copy the check
libraries already de ned and change the currency to match the respective FM area.
Structure of a check rule
In a check rule, you select the account assignment elements to be evaluated in the check rule by using an aggregation of the non-
relevant FM account assignment elements.
You de ne one or more check rules for each check library, which are run one after the other. A check rule consists of three
sections:
Prerequisites
In the prerequisites section, you de ne the selection of budget postings by using a formula which undergoes this check rule.
Check
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This section includes the actual consistency check. By using key gures or xed values, you can de ne a formula that a budget
posting must ful ll in order to be consistent. Tolerance values can also be considered. If an inconsistency occurs, the
corresponding system reaction that you de ned in the Message section is issued.If the consistency check is successful, the
following check rules are run. Only when all checks have been successfully competed is the budget amount saved in the database.
Messages
In this section you de ne the system reaction in the case that the consistency check nds an error. Depending on the de nable
message class, budget postings can be prevented and warning/success messages are issued. You can specify the issued
messages using message variants. SAP delivers prede ned message variants for this.
Check for each budget entry document or for each budget address
In the BCS consistency check, checks either include only the amounts in the entry document to be posted and checks for which
the amounts in the entry document to be posted are compared with the budget amounts in the database already posted. Check
libraries that are used to check budget entry documents or budget addresses are also distinguished accordingly. Note that
consistency checks for budget account assignments may affect system performance.
Activities
You de ne these check rules in the Customizing of Funds Management, under Budget Control System (BCS) Budgeting
Control Budgeting Flow Consistency Check .
For more information, see the corresponding Customizing activity and IMG documentation.
Budget Approval With/Without Work ow

Use
The budget control system (BCS) only works with a prede ned budget approval procedure. This means that a processor can only
enter a request for budget in the system in which the request can be approved by a superior employee.
You can control the approval procedure using a work ow connection. Budget requests and budget approvals are automatically
distributed by the mail system. You can specify whether the approval procedure should be controlled using work ow when you
create an entry document.
Prerequisites
You must have activated the corresponding work ow template for a work ow-supported approval procedure.
You do this in the Customizing of Funds Management, under Work ow Role De nition Role De nition: Preposted
Budget in the Budget Control System .
You have also de ned an entry document type for a work ow-supported approval procedure.
You de ne this in the Customizing of Funds Management, under Budget Control System (BCS) BCS Budgeting Budget
Entry Budget Entry Documents Document De nition De ne Document Types .
Features
SAP delivers the work ow templates WS12300025 and WS12300026 ,which you can use to activate the settings of the work ow-
supported approval procedure.
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The two work ow templates are different in that WS12300026 allows you to change the budget request if it is rejected. The
rejected budget entry document can be used here as a template for creating a new request.
The functions of the generic object service are available in the budgeting workbench: You open the Object Service Toolbox by
selecting the pushbutton ( Services for Object ) on the title line of the BWB. Now you can display an overview of all budget
entry documents that must undergo an approval procedure. If the budget to be approved is not processed by a work ow, the
person responsible for the budget can call up the entry document to be approved using the Object Service Toolbox.
Revenues Increasing the Budget (RIB)

Purpose
Often, budgets are made available for expenditure only after the corresponding revenue has been recognized. This is true for the
already approved budget as well as for additional portions of the budget that were not part of the original approved or voted
budget. For such requirements, Revenues Increasing the Budget (RIB) enable you to de ne rules for when and how such budget
increases should take place.
In order to use Revenues Increasing the Budget, you must de ne RIB calculation formulas and RIB rules for RIB objects
orrevenue cover groups :
A RIB calculation formula is used to calculate the amount ("RIB amount") available in the RIB process. This is the amount
posted in RIB documents that increases the budget of receiving budget addresses.
A RIB rule contains all de nitions necessary for increasing the budget of speci ed expenditure budget addresses from
speci c revenues. It is assigned to a RIB object and comprises, amongst others, the RIB calculation formula and the
receiving budget addresses.
A RIB object is an aggregation object for the application of a RIB calculation formula. The RIB object is derived from a
revenues budget address using a derivation strategy de ned in Customizing.
A revenue cover group is a group of revenue budget addresses. It presents an alternative to RIB objects for creating RIB
rules. Before you can create a RIB rule based on a revenue cover group, you must rst create the revenue cover group.
RIB objects and revenue cover groups are created for the purpose of bundling revenues to be used for increasing the budget. After
the bundling, the "RIB amount" obtained by applying a RIB rule can be distributed to different expenditure budget addresses, as
shown in the graphic below.
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One revenue budget address may not contribute to a RIB object and to a revenue cover group at the same time but must be
assigned to one or the other.
One, and only one, member of a revenue cover group is given the role RIB source address and it functions as the source address in
budget documents using the RIB process.
Implementation Considerations
If your organization has revenues that can be used to increase the budget, carry out the Customizing activities in Funds
Management Government BCS BCS Budgeting Control Budgeting Flow Revenues Increasing the Budget:
Activate Budget Memos for RIB
De ne Derivation Strategy for RIB objects
Maintain Calculation Formulas for RIB
Maintain Derivation Strategy for Rule Generation
After carrying out the above Customizing activities, proceed as follows:
1. If you want to use budget memos with RIB rules, you must rst activate this function in Customizing.
2. If you want to use RIB rules based on revenue cover groups or RIB rules with call procedure, then you must activate cover
eligibility for your organization. Activate the use of RIB call procedure in Customizing for Public Sector Management under
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Funds Management Government -> Budget Control System (BCS) -> Budgeting -> Control Budgeting Flow → Cover
Eligibility -> Activate Cover Eligibility
3. You can create and edit RIB rules using the mass generation of RIB rules (transaction FMRBGENMD) or transaction
FMRBRULE for editing single RIB rules. If you want to create RIB rules with call procedure, then you must also create
automatic cover groups (automatic CE rules) and assign them to the RIB rules with call procedure.
4. After changing the derivation strategy for RIB objects, you must reconstruct the index that assigns budget addresses to
RIB objects using transaction FMRBIDXREC.
5. After creating RIB rules or changing existing RIB rules, you must reinitialize the RIB ledger using transaction FMRBREINIT if
application data already exists.
Integration
The functionality of Revenues Increasing the Budget is fully integrated with the Budget Control System and SAP Public Sector
Funds Management. Furthermore, FI-GL and Accounts Receivable are also integrated.
Features
Using Revenues Increasing the Budget, you can choose between different phases of revenue recognition (commitment from
forecast of revenue or sales order, invoice, or true cash received in bank account). The expenditure budget is then increased in the
budget address according to the stipulated RIB rules.
In the RIB calculation formulas de ned in Customizing, you can also set lower and upper thresholds for the increase, requiring a
base revenue before the increase starts and limiting it to a maximum amount of increase. As an option, you can de ne RIB rules
that use the surplus amount exceeding the upper threshold to increase the expenditure budget of an assigned surplus budget
address.
In BCS, SAP provides an automated totals-based distribution procedure for increasing the expenditure budget and a call
procedure for increasing the consumable budget in automatic cover groups.
For RIB rules with distribution procedure, you directly increase the expenditure budget. Such rules allow you to automatically
increase and distribute the expenditure budget in a mass process, transaction FMMPRBB.
RIB rules with call procedure are used to virtually increase the consumable budget in automatic cover groups. In doing so,
availability control may use the additional budget resources provided by such RIB rules without the need to rst increase the
expenditure budget after the creation of budget documents.
Both types of RIB rules may also be used to manually increase the expenditure budget by creating budget entry documents in the
Budgeting Workbench (transaction FMBB) using the budgeting process "Revenues Increasing the Budget".
Generate RIB Rules (Mass Procedure)

Use
You can automatically generate a new RIB rule based on an RIB object or revenue cover group using transaction FMRBGENMD.
RIB objects:
You de ne a RIB rule by specifying the revenue and expenditure FM account assignments to be used in the RIB process. Each RIB
rule is assigned to a RIB object, which aggregates revenues from revenue posting addresses. The system applies a two-step
procedure for assigning a RIB object to its contributing posting addresses, as shown below:
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To generate new RIB rules, you must specify the set of addresses on which the generation is based. You can choose between
posting or budget addresses, from which new RIB objects will be derived, and you can also decide to select addresses from
application data ( revenue documents or budget documents ) or from the budget structure.
Revenue cover groups:
Revenue cover groups offer an alternative to RIB objects for de ning contributors to RIB rules. A revenue cover group consists of
revenue budget addresses, and bundles revenue and revenue budget data. A single member of each revenue cover group must
have been assigned the role of 'RIB source address' before it can contribute to the creation of RIB rules. This address functions in
a similar way to a RIB object in budget documents.
For more information on generating revenue cover groups for use with RIB rules, see Creating Cover Groups .
 Note
Please note that for each generated RIB rule, only a single receiving budget address can be assigned. This is the budget
address which will receive the full RIB amount calculated according to the new RIB rule. If you need to distribute this amount to
several budget addresses, you must specify them, together with the desired percentages, in the Process Single RIB Rule
transaction FMBRBRULE.
Prerequisites
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To have RIB rules generated automatically, you must have set up a derivation strategy for the generation of RIB rules in
Customizing activity Maintain Derivation Strategy for Rule Generation in Customizing for Public Sector Management under
Funds Management -> Budget Control System (BCS) -> Budgeting -> Control Budgeting Flow -> Revenues Increasing the
Budget .
The speci cation of a procedure (distribution procedure or call procedure) is also possible in the same Customizing activity.
Where call procedure is chosen, you can assign one, and only one, automatic cover group to the new RIB rule with call procedure. If
you prefer, however, you can manually assign an automatic cover group later in single maintenance of the RIB rule (transaction
FMRBRULE) or single maintenance of the automatic cover group (transaction FMCERULE).
Activities
1. Enter the FM area, the scal year, and the budget category to be used for RIB.
2. Specify whether you want to base the generation on budget addresses or on posting addresses.
3. If you want to do a test run, checkmark the corresponding box. If you only want to update the index, that is, only add new
contributing revenue budget addresses to already existing RIB rules,checkmark the corresponding box.
4. After all entries are made, click on the Execute icon. In the subsequent output list, you will see the list of new RIB rules
generated.
RIB Ledger
Use
All RIB-relevant application is automatically stored in an FM ledger called the RIB ledger. This ledger is updated online, that is,
whenever you post revenues or budget data relevant to a RIB rule.
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The RIB ledger automatically carries out the following:
Online update when you post a document containing data that is relevant to a RIB rule
Aggregation of data for:
Collected revenues
Revenue budget values (if needed as relative thresholds in RIB rules)
Budget increases from previously created RIB documents (that is, budget documents that increase the expenditure
budget via RIB)
Features
The main reason to use the RIB ledger is performance, since it facilitates the monitoring and reporting on RIB data. Furthermore,
using the RIB ledger improves the performance of the existing totals-based distribution procedure in BCS and enables RIB call
procedure.
Activities
If you are already using Revenues Increasing the Budget, no Customizing is necessary. The RIB ledger is generated in the
background and can be accessed through the RIB Monitor .
 Note
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You can reconstruct the RIB ledger from the application data using transaction FMRBREINIT. You must run this transaction
after upgrading to SAP release ECC 6.00, if you have already used the RIB functionality in an earlier SAP release.
Process Single RIB Rule

Use
A RIB rule de nes the processing path used to generate an expenditure budget in the Revenues Increasing the Budget process.
This enables you to specify the exact conditions under which you permit that revenues may be used to increase the budget.
Each RIB rule is based either on a RIB object or on a revenue cover group, each bundling a set of contributing revenue FM account
assignments for the calculation of the available revenues, and linking such a group of contributing FM account assignments to a
set of receiving expenditure budget addresses. Furthermore, the RIB rule de nes how the budget amount is calculated for
increasing the budget on the receiving budget addresses.
You can process single RIB rules in the transaction FMRBRULE:
You can review existing RIB rules by specifying the RIB object or the revenue cover group a RIB rule has been based on, or
by selecting a posting or budget address contributing to a RIB object or revenue cover group for which a RIB rule already
exists.
You can also create single RIB rules. A new RIB rule can be entered by selecting a posting or budget address, from which a
new RIB object is derived using the derivation strategy for RIB objects de ned in FM Customizing; or by specifying a
revenue cover group for which a new RIB rule is to be created.
When creating a new RIB rule, you must assign an activation status, a lter pro le (for selecting the kind of revenues for the
RIB procedure), and a calculation formula. With the help of the calculation formula, you stipulate whether you want to work
with lower or upper limits for the RIB procedure.
You must specify the RIB procedure (distribution procedure or call procedure) to be used. If you choose distribution
procedure, then you have the option of assigning a surplus budget address as the receiver of the revenues exceeding the
upper limit (the "surplus amount"), as de ned by the calculation formula. You must assign at least one receiving
expenditure budget address which receives the expenditure from the distribution procedure, but you can also specify
several receiving expenditure budget addresses, including the percentages for distributing the budget increase among
them. Please note that the percentages must total 100%.
If you choose call procedure for a new RIB rule, you must assign the RIB rule to an automatic cover group, and the
de nition for using the surplus amount becomes unavailable. A single RIB rule cannot be assigned to more than one
automatic cover group in any one availability control (AVC) ledger . RIB rules with call procedure provide additional
consumable budget for availability control checks for automatic cover groups without increasing the expenditure budget.
That is, the budget is only virtually increased for the purposes of availability control in the framework of automatic cover
eligibility.
Prerequisites
Before you can use this function, you must carry out the following Customizing activities under Funds Management Government
Budget Control System (BCS) Budgeting Control Budgeting Flow Revenues Increasing the Budget :
De ne Derivation Strategy for RIB Objects
Maintain Calculation Formulas for RIB
Maintain Derivation Strategy for Rule Generation
If you want to use Budget Memos , you must activate them in the rst Customizing activity in this node.
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If you want to use RIB rules with revenue cover groups or with call procedure, then you must activate cover eligibility . You have to
activate RIB call procedure in Customizing activity Activate Cover Eligibility under Funds Management Government Budget
Control System (BCS) Budgeting Control Budgeting Flow -> Cover Eligibility.
Procedure
1. In the SAP Easy Access menu, choose Public Sector Management -> Funds Management -> Master Data -> Use of
Account Assignment Elements -> Budget Control System -> Revenues Increasing the Budget -> Rules for Revenues
Increasing the Budget -> Change (transaction FMRBRULE)
2. Enter the scal year and the budget category to be used for revenues increasing the budget (RIB ledger).
3. If you want to review an existing RIB rule, select the corresponding tab for RIB objects or revenue cover groups and use the
search function. You can also enter the full account assignment for the RIB object which a RIB rule is already assigned to,
select the tab for budget addresses or posting addresses and enter an address that is linked to a RIB object or revenue
cover group (or you can enter a revenue cover group in the revenue cover group tab). After making your selection, click the
icon Display Rule , if you want to see the individual RIB rule information, or select Change Rule , if you want to change the
RIB rule.
4. If you want to create a new RIB rule, select the corresponding tab for budget addresses or posting addresses and enter the
revenue account assignment the new RIB object is to be derived from, to which a new RIB rule will be assigned. If you work
with revenue cover groups, you can also choose the tab for revenue cover groups and enter a revenue cover group for which
no RIB rule has yet been de ned. Then click on Create New Rule or Create New Rule Using Derivation Strategy .
 Note
The latter function can only be used if you have maintained a derivation strategy in the IMG activity De ne Derivation
Strategy for Rule Generation . In this case you will branch to the same screen as for creating a new RIB rule, but it
already contains the settings as assigned by the derivation strategy for the RIB rule generation. You can change these
settings here. When you are done, save the new rule.
5. If you want to assign a revenue budget address to a RIB object, choose the tab for budget addresses and enter the desired,
and as yet unassigned, budget address.
6. Click on the icon Assign Address to RIB Object .
Result
When you review an existing RIB rule or when you create a new RIB rule, the program branches to a detail screen after you select
the desired function. On the detail screen, you see the RIB object or revenue cover group and all contributing revenue FM account
assignments on the left-hand side. De nitions for calculating the RIB amount and the assignment of the receiving expenditure
budget addresses or automatic cover groups (if you use RIB call procedure) are maintained on the right-hand side.
Here you can also insert, delete and copy receiving budget addresses or automatic cover groups by using the corresponding
buttons.
For further information, see Detail Screen: Single RIB Rule .
 Note
If you change an existing RIB rule, or if you create a new RIB rule for FM account assignments, for which application data such
as revenue documents or budget data already exists, it is recommended that you reinitialize the RIB ledger after saving the new
or changed RIB rule.
Detail Screen: Single RIB Rule

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Use
In the detail screen for creating and changing RIB rules, you can enter speci c information for each RIB rule.
On the left side, you can see the FM account assignments that represent revenues available for the Revenues Increasing the
Budget (RIB) process, the Contributing Addresses .
On the right side, you can enter speci c data to control the handling of the RIB process, in the sections De nitions and
Surplus/Receiving Budget Addresses .
Prerequisites
For prerequisites, see Process Single RIB Rule.
Procedure
Maintain the elds on the right side of the detail screen as follows:
1. Activation status: Specify whether the RIB rule is currently active, frozen, or inactive.
2. Filter pro le to specify the type of FM posting records (actuals or commitments) that become relevant for RIB.
3. The RIB calculation formula to be used.
4. The message type to be used for manual transfers, which tells the system how to react if a RIB document is posted that
transfers more budget than available from a RIB rule.
5. Budget memo templates to be used for RIB rules. For each RIB rule, you can assign up to two different text templates,
corresponding to the role that a budget address assumes in the RIB rule (contributing revenue address or receiving
expenditure address).
 Tip
If in Customizing you specify that budget memos are mandatory, you must rst de ne text templates of the text
category BMRB (Budget Memos for Revenues Increasing the Budget) in Customizing and assign these templates to a
RIB rule.
6. The RIB procedure: You can choose between a totals-based distribution procedure (default selection) and the call
procedure. You can only use the call procedure if have activated cover eligibility for your organization and if you have also
activated the RIB call procedure in Customizing.
7. Indicator specifying whether to use surplus/residual amounts (only available for RIB rules with distribution procedure): If
revenues exceeding the upper limit increase the budget of an assigned surplus budget address, you must specify a surplus
budget address for these revenues in the section directly below.
8. If you have de ned a RIB rule with call procedure, then you assign an automatic cover group to which this RIB rule will
contribute for availability control checks. Please note that you can only assign one automatic cover group for each
availability control ledger. After assigning an automatic cover group, the program will display all receiving budget addresses
of the automatic cover group (that is, addresses with the roles "Sender & Receiver" or "Only Receiver"). Other members of
the cover group, which also contribute to the cover group like the present RIB rule, are not displayed.
9. Receiving budget addresses: If your RIB rule uses the distribution procedure, then you must assign at least one expenditure
budget address to which the budget is to be distributed. You can assign more than one receiving address, but the
percentages used for the mass increase in transaction FMMPRBB must total 100%. If you use a RIB rule with call
procedure, the entry of receiving budget addresses is optional. But if you plan to create budget documents with process
"Revenues Increasing the Budget", either manually in transaction FMBB or automatically in transaction FMMPCEBAL, then
it is strongly recommended to add all receiving budget addresses from the assigned automatic cover group as receiving
budget addresses here. To do this, you can use the Take over from cover group button
10. Save the RIB rule.
Result
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The new RIB rules are now activated and can be used for manual RIB transfers in the Budgeting Workbench.In addition, RIB rules
with distribution procedure can be used in mass distribution (see Increase Budget from Revenues ) and RIB rules with call
procedure are now ready for use in availability control checks using automatic cover eligibility or for balancing automatic cover
groups .
Increase Budget from Revenues

Use
Using transaction FMMPRBB (Increase Budget from Revenues), you can calculate the budget amounts to be distributed and
increase the budget from the revenues received.
With this transaction, you can increase the expenditures budget at any point.
However, the budget will not automatically be increased when you make a posting to a revenue posting address, even if you
provide sufficient revenues according to an existing RIB rule. The budget will also not automatically be increased if the budget of
an expenditure budget address, which is to receive additional budget through a RIB rule, does not contain sufficient funds to cover
the posting of a budget consumption.
The budget is increased on the basis of the total revenue amounts that were updated at the time of the budget increase on the
revenue posting addresses which contribute to a RIB rule. Individual revenue documents are not considered.
Prerequisites
You must create RIB rules with distribution procedure manually or automatically generate them with the help of a
derivation strategy de ned in RIB Customizing.
You must make the settings required for posting RIB documents in Funds Management Government Customizing, section
Budget Control System (BCS). In particular, you have to maintain budget types for the RIB source process (RBBS) and RIB
target process (RBBT) in the corresponding BCS budget type Customizing activity.
If you are working on a payment basis (because of the update pro le speci ed) and you have stipulated in the RIB rule
maintenance that the budget is not increased until the incoming payment is received, you must run the RFFMS200
program before increasing the budget, unless you work with the new General Ledger in FI with online payment update in FI
(in which case this step is obsolete). RFFMS200 converts the line items in Funds Management from the status "invoice" to
the status "payment". For more information on program RFFMS200, see the program documentation.
Procedure
1. Run the Increase Budget by Revenues program ( FMMPRBB ) in the Tools section of the BCS main menu. Note that this
program is only executed for RIB rules with distribution procedure. For more information, see the program documentation.
2. Enter the FM area, the budget category to be used for the increase, and the scal year. The budget version is xed to the
active version, in general this is budget version 0.
3. Next, enter selection criteria for RIB objects by selecting speci c funds or funds centers, in this way restricting the sources
of revenues and the targets for receiving expenditure budget. Using the Multiple Selection button, you access the FM
account assignment selection screen, in which you can enter further search data. You can also use a prede ned variant for
selection.
4. Under Document Settings , you must specify the document type and date, as well as the posting date, the source and
target budget types, and the source and target periods. Under Additional Data , you can enter further information, such as
the person responsible or a standard text to be used.
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5. Finally, under Processing Options , you can specify whether you want to carry out a test run, create a detailed list, or use
grouping settings, which enable you to bundle FM account assignments in the same budget documents. You can use the
indicator Test Run to choose between the following two processing options:
Monitor for possible budget increase : If you check Test run , the program does not create budget documents that
increase the budget. Instead, you receive a log showing all the documents where a budget increase is possible. This
allows you to monitor potential increases and to decide whether to manually perform these increases by posting
budget documents with the process "Revenues Increasing the Budget" in the Budgeting Workbench (transaction
FMBB).
Automatic budget increase : If you do not check Test run , the budget is increased in line with the amounts
determined for the budget addresses concerned. Budget documents ("RIB documents") are now generated
automatically.
6. Run the program. The results are displayed in the output list.
Result
In the output list, you can see the number of posted budget documents containing the amounts that increase the budget, as well
as any warning and error messages issued. To see individual error messages, click on Message log .
RIB Monitor
Use
To obtain an overview of all RIB-relevant application data, you can use the RIB monitor (transaction FMRBMON01) to display of the
corresponding RIB data for all or part of the speci c RIB objects or RIB rules based on revenue cover groups de ned in your
system. This includes the contributing and receiving addresses attached to them, organized in a hierarchical list. All application
data relevant to the RIB process is displayed for each RIB rule (RIB object or revenue cover group), budget address and posting
address:
the revenue budget, used as a reference value for RIB rules with relative thresholds
the posted revenue amount
the amount transferred by the RIB process (= total amount of expenditure budget distributed by RIB documents)
the amount still available for transfer
the revenue shortfall triggering a transfer (that is, the revenue amount which is still missing on the RIB object before a
transfer is permitted).
The RIB calculation formula is directly accessible from any displayed RIB rule or RIB object. Additionally, for each budget address,
the budget memo template is displayed. The budget memo long text can be displayed in a dialog box via a button. No Customizing
activity is required.
Using the RIB Monitor with RIB Rules with Call Procedure
You can use the Overview of Values for Automatic Cover Groups (transaction FMCEMON01) to view automatic cover groups with
contributing RIB rules with call procedure. From there, you can select an individual contributing RIB rule and navigate either to the
de nition of the RIB rule or to the RIB Monitor.
Within the RIB monitor, the RIB procedure column allows you to distinguish RIB rules with distribution procedure from those with
call procedure. For those de ned with call procedure, the assigned automatic cover groups are displayed as sub-nodes of the RIB
rules.
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You can navigate from the RIB monitor to the cover group monitor to view AVC data for a selected automatic cover group.
Prerequisites
See Implementation Considerations in Revenues Increasing the Budget .
Activities
You select RIB rules:
Via unrestricted selection, or
By specifying the desired type of account assignment (RIB objects; budget or posting addresses) or
By selecting cover groups (if you have activated cover eligibility). Such cover groups may be automatic cover groups (only
for RIB rules with call procedure), in which case you must specify Automatic Cover Groups ; or revenue cover groups, in
which case you must specify the type RIB Rules to select RIB rules based on RIB objects or on revenue cover groups.
Under Layout Options , you can select:
Complete view: All contributor and budget receiver account assignments are output.
Revenue side view: only the contributor nodes are expanded on the list screen.
Expenditure side view: only the receiver nodes are expanded.
Under Filtering Options , you can further restrict the selection:
You can select a RIB object or revenue cover group and click Display RIB Rule . The system then displays the
corresponding RIB rule. From there you can also access the RIB calculation formula.
If the RIB rule is based on a revenue cover group, you can select the revenue cover group and click Display cover group.
The system then displays the de nition of the revenue cover group.
For a RIB rule with call procedure, you can select an automatic cover group to which this RIB rule contributes and click
Display AVC Data. The system then navigates to the cover group monitor and displays the availability control data for this
automatic cover group.
Deleting RIB Rules

Use
Using transaction FMRBDEL, you can delete rules de ned for Revenues Increasing the Budget which you no longer need. It is
possible to delete RIB rules based on revenue cover groups along with RIB objects in a single mass run.
Prerequisites
You can only delete RIB rules for which no RIB documents have been created. If you have already increased the budget of the
receiving expenditure budget addresses using these RIB rules, you must rst reverse these RIB documents before you can delete
the RIB rules.
Procedure
In order to delete RIB rules, proceed as follows:
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1. Read the program documentation and call up FMRBDEL via the SAP Easy Access menu under Public Sector Management
Funds Management Master Data Use of Account Assignment Elements Budget Control System (BCS) Revenues
Increasing the Budget Rules for Revenues Increasing the Budget Delete.
2. Specify the selection options in the initial screen. For RIB rules based on revenue cover groups, restrict your selection of
revenue cover groups or RIB source addresses of revenue cover groups.
3. In the eld RIB object activation status , you can enter a desired value for the RIB rule activation status ("A" for active
objects, "F" for frozen objects, "I" for inactive objects) if you want to restrict the deletion to RIB rules with this speci ed
activation status.
4. If necessary, further restrict the deletion to RIB rules using a speci c RIB calculation formula.
5. Specify whether you want to rst carry out a test run and the screen layout to be used.
6. Run the program.
7.
When deleting RIB rules based on revenue cover groups, only the RIB rules de ned for the revenue cover group are
deleted. The revenue cover groups themselves are not affected.
When you delete RIB rules with call procedure, these RIB rules are automatically removed as contributors from the
member lists of the automatic cover groups to which they were assigned.
Result
The selected RIB rules have been deleted.
Copying RIB Rules

Use
You can copy existing rules for Revenues Increasing the Budget (RIB rules) from one scal year to another or from one RIB ledger
to another.
You can copy RIB rules based on revenue cover groups along with RIB objects in a single mass run. Select RIB rules based on
revenue cover groups by restricting the selection of source data by name or by RIB source address of the revenue cover group.
 Note
When you copy RIB rules based on revenue cover groups, the revenue cover group used to de ne the target RIB rule must already
exist in the target before the copy run takes place. The attribute RIB procedure is also copied into the target RIB rule.
When you copy RIB rules with call procedure, the assignment relationship to cover groups is also copied. In such cases, the
automatic cover group to be assigned to the target RIB rule must already exist in the target.
Prerequisites
To use the copy program, you must have already created RIB rules.
Procedure
In order to copy RIB rules, proceed as follows:
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1. Read the program documentation and call up transaction FMRBDEL in the SAP Easy Access menu under Public Sector
Management -> Funds Management -> Master Data -> Use of Account Assignment Elements -> Budget Control System
(BCS) -> Revenues Increasing the Budget -> Rules for Revenues Increasing the Budget -> Copy.
2. Specify an FM area in which to proceed.
3. When you have speci ed a scal year and budget category, you can further restrict your selection using the following
options: Revenue Cover Group, Grant, Fund, Budget Period, Funds Center, Commitment Item, Functional Area, Funded
Program, Customer Field.
4. Specify your target criteria ( Fiscal Year and Budget Category).
5. Run the program.
Result
A list of copied RIB rules with their attributes is displayed. The error log is displayed in a separate dialog box.
Using the RIB Rule Change Log

Use
Change documents for Revenues Increasing the Budget (RIB) rules provide you with the ability to track changes applied to the
rules with any of the following transactions:
RIB Rule Single maintenance ( FMRBRULE)
Mass Copy of RIB Rules ( FMRBCPY)
Mass Deletion of RIB Rules ( FMRBDEL)
Reconstruction of Index Assigning Revenue Budget Addresses to RIB Objects ( FMRBIDXREC)
The change log gives you an overview of what changes were made, when they were made, and by whom they were made, as well as
information on contributing FM account assignments, receiving expenditure FM account assignments, and the attributes de ned
for RIB rules.
Prerequisites
You have activated the change log for RIB rules in Customizing for Public Sector Management under Funds Management
Government -> Budget Control System (BCS) -> Budgeting -> Control Budgeting Flow -> Revenues Increasing the Budget ->
Activate Change Log for RIB Rules.
You have created, deleted or modi ed RIB rules using at least one of the transactions mentioned above.
 Note
Once activated, the change log for RIB rules has a continuous growth. To preserve system performance and reduce an
accumulation of unwanted data, you can delete older records in Customizing activity Delete Change Log for RIB Rules in
Customizing for Public Sector Management under Funds Management Government -> Budget Control System (BCS) ->
Budgeting -> Control Budgeting Flow -> Revenues Increasing the Budget
Activities
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Navigate to Display Change Log ( FMRBRULEHIS) in the SAP Easy Access Menu under Public Sector Management -> Funds
Management Government -> Master Data -> Use of Account Assignment Elements -> Budget Control System -> Revenues
Increasing the Budget -> Display Change Log
Enter an FM area, a scal year, and a budget category for RIB (RIB ledger). If only one budget category is activated for the
corresponding FM area and scal year, the RIB ledger is derived from the activated budget category and is available in display
mode only.
Restriction on FM account assignments:
You can restrict the selection of the change history records to be displayed by selecting the FM account assignments of the RIB
objects or RIB source addresses of revenue cover groups and cover group names if cover eligibility is activated.
Restriction on user logs:
You can further restrict the selection of change history records to be displayed by selecting the users responsible for the changes
and dates of the changes.
Layout option:
Select the layout to be used for the output list.
Result
The output list contains all change records for RIB rules according to the selection criteria.
 Note
By default, the RIB object/RIB source address is displayed as a concatenated string of its FM account assignment values.
However, you can display separate columns for each FM account assignment element by setting the layout of the output list
under the menu Settings -> Layout.
When the change records for the index assigning revenue budget addresses to RIB objects are displayed, the value of the grant
for both the RIB object and budget address is displayed as '*'.
Cover Eligibility
Purpose
Public administrations must always attempt to achieve a working compromise between the necessary level of detail for budgeting
and further possible levels of detail for posting. However, in some cases it is not practical to shift budgets from one budget address
(budgeting account assignment) to another. This could be the case, for example, if a certain distribution pattern of expenditures
was not originally planned. Nor is it acceptable to intentionally change posting addresses, just because the budget distribution
does not follow a certain expenditure pattern.
For this reason, the Budget Control System contains functionality that enables you to de ne the cover eligibility for your FM
budget and posting addresses, so that additional budget can be made available if you require more funds on the expenditure side
than originally planned in your budget.These additional expenditures are then "covered" by other expenditures (or by revenues in
the case of pseudo-cover eligibility) in other areas of a public organization.
This coverage can be unilateral (only sending or only receiving budget) or reciprocal (both sending and receiving), by means of
user-de ned cover groups linking budget addresses. Before you can create such cover groups, or cover eligibility rules (CE rules),
you must rst customize cover eligibility in your system.
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By specifying whether an account assignment (budget address) sends or receives budget, and whether this occurs manually or
automatically , you create cover groups or CE rules that clearly de ne which account assignments can participate in cover
eligibility and in which way.
Implementation Considerations
Before you begin using cover eligibility, there are several activities in the Implementation Guide that you must maintain. For this go
to the Implementation Guide, Public Sector Management Funds Management Government Budget Control System
(BCS) Budgeting Control Budgeting Flow Cover Eligibility .
Cover eligibility must be activated for your FM area.
If you want to work with budget memos for cover eligibility rules, you must activate their use.
Internal or external number range intervals must be maintained for cover groups. These number range intervals are used for the
generation or manual creation of cover eligibility rules.
If you want to use pseudo-cover eligibility, you must rst activate RIB call procedure.
If you want to generate cover groups, you must maintain a derivation strategy in Customizing to determine which budget
addresses should be involved in a cover group (or CE rule).
Integration
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Cover eligibility is an integral part of the Budget Control System (BCS).
Features
You can generate cover eligibility rules automatically via the derivation strategy for the generation of cover groups. You can also
manually create, change and display individual cover groups. For more information, see Cover Eligibility Rules .
The following graphic illustrates one possible way to set up a cover eligibility rule.
Constraints
Pseudo-cover eligibility(see above gure), which would enable an organization to use additional unplanned revenues for
expenditures in an automatic manner via availability control checking, is available under the term RIB call procedure.
Example
Several public administrations in one organization decide to join and share expenditure budgets automatically via AVC checking.
For this, multiple individual budgets are to be combined in an automatic cover group containing all of the respective budget
addresses, with the following results:
For each cover group, the head organization de nes the participating budget addresses and the relationships of the addresses
(sender, receiver of budget, or both) within the group to each other.
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The system checks postings to any of the participating expenditure addresses for availability. It not only checks against the
individual budget of the relevant budget address, but also against the grouped budget of the automatic cover group to which this
individual budget address belongs. For more information, see Availability Control for Automatic CE Rules.
Cover Eligibility Rules

Use
Rules for cover eligibility (CE rules) de ne particular links between budget addresses . CE rules are always based on the de nition
of a cover group and are used in budget planning as well as in budget execution. The section Features provides the details on this.
Prerequisites
You must have maintained the necessary Customizing settings in the Implementation Guide for Public Sector Management →
Funds Management Government → Budget Control System → BCS Budgeting → Control Budgeting Flow → Cover Eligibility .
Features
Budget planning: here you de ne which budget addresses are to be used, how much budget might be required for them and how
different budget addresses share their budgets for expenditures. Cover eligibility rules may not yet have been de ned during the
budget planning/budget preparation phase. However, it must be clear before the budget execution phase how CE rules will
subsequently be used to implement the sharing of budget between different budget addresses.
Budget execution: Special budget transfers between budget addresses are only permitted if the sending and receiving budget
addresses are linked using a manual CE rule. For more information, see section Manual Budget Transfers in Automatic and
Manual Cover Eligibility . You can create manual cover groups using transaction FMCERULE (see Processing an Individual CE Rule
), and transaction FMCEGENCG (see Generating Cover Groups).
In transaction FMCERULE for processing individual cover groups, you can create and maintain manual or automatic cover groups.
You can also maintain revenue cover groups, which are used to de ne rules for Revenues Increasing the Budget (RIB rules).
If you have generated cover groups using transaction FMCEGENCG, you can manually modify these cover groups in transaction
FMCERULE. However, there are scenarios for which it is inadvisable to do this. For example, if you want all your automatic cover
groups to remain consistent with your de nition of the derivation strategy for generating cover groups, you should never manually
process them in transaction FMCERULE.
Availability control: if the consumable budget of an address is not sufficient, additional available funds are automatically taken into
account, provided that automatic cover eligibility rules have been created. For more information, see Availability Control for
Automatic CE Rules You can either manually create automatic cover groups using transaction FMCERULE, or generate them in a
mass run, using transaction FMCEGEN. For more details on the generation procedure, see Derivation Strategy for Generating CE
Rules and Generating Cover Eligibility Rules .
For information on how to maintain cover eligibility rules, follow the above links on Generating Cover Eligibility Rules or
Processing Single Cover Eligibility Rules .
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Transfers between different grant values are not permitted in budgeting. For this reason, the account assignment element grant is
not included in the de nition of cover groups.
Activities
If you want to generate automatic or manual cover eligibility rules, maintain the derivation strategy for generating cover groups or
CE rules in Customizing (see section Prerequisites above).
You adapt table entries for derivation steps of step type Derivation Rule in the main menu (transaction FMCERGR): Public Sector
Management → Funds Management → Master Data → Usage of Account Assignment Elements → Budget Control
System (BCS) → Cover Eligibility .
You can subsequently create CE rules in one of the following two ways via the main menu:
Using transaction FMCEGENCG (Generate CE Rules), via the previously de ned derivation strategy for generating CE rules .
By manually assigning budget addresses to automatic cover groups with transaction FMCERULE ( Processing an Individual CE
Rule ).
If you change an existing automatic CE rule (or automatic cover group), or create a new automatic CE rule for budget addresses to
which application data has already been posted, you should run the transaction FMAVCREINIT ( Reconstruction of AVC Ledgers )
with the option Reset Index Table .
Automatic and Manual Cover Eligibility

Use
The sharing of budget between budget addresses, as de ned in cover eligibility (CE) rules, can take place either automatically or
manually.
Manual cover eligibility: You create manual CE rules in transaction FMCERULE by specifying that the cover group to be used is
manual. You can also generate manual cover groups in transaction FMCEGENCG. The budget addresses of such manual cover
groups share budget via Manual budget transfers .
Manual budget transfers: In this case, budget is transferred manually by a processor, to increase the budget of the receiving
budget address. You do this in the Budgeting Workbench by carrying out a speci c manual transfer process ( Transfer Cover
Eligibility ) for a budget document in the Budgeting Workbench. The Budgeting Workbench checks whether each sending budget
address and each receiving budget address adheres to the same manual cover eligibility rule, and whether their roles as
sender/receiver match the de nition in the manual CE rule.
After the transfer document has been posted, a budget-consuming document such as an invoice can be posted. For more
information on manual budget transfers, see section Manual Budget Transfers below.
Automatic cover eligibility: Automatic cover groups (or automatic CE rules) share budget in an automatic manner, when the
availability control component (AVC) checks new budget consumption on any member of the cover group. AVC issues an error
message if funds are not found for coverage, neither by the budget address affected by the budget consumption, nor by other
members of the cover group. For more information, see Availability Control for Automatic CE Rules .
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An FM account assignment (budget address) can be a member of only one automatic cover group (per availability control ledger
and per scal year), but at the same time, it can be a member of several manual cover groups.
 Note
You may need to use both automatic and manual cover eligibility processes in your organization. To obtain greater control of
the cover eligibility process, you can use manual cover eligibility for critical areas. This means that cover eligibility was
originally de ned as running automatically (via availability control checks), but for each individual case, a processor must
decide whether budget can really be consumed.
In particular, manual processing is recommended for expenditure account assignments that are members of several cover
groups . In this case, only one of these cover groups can be de ned as automatic, all other cover groups must be manual. This
means that the individual processor must decide which manual cover group the budget should come from.
Manual Budget Transfers

To carry out a manual transfer using a manual cover eligibility rule, proceed as follows:
1. Access the Budgeting Workbench (transaction FMBB) and enter budget data using the process Transfer Cover Eligibility .
 Note
You must previously have maintained the corresponding budget type and allocated it to this budgeting process .
The system has now changed the Budgeting Workbench screen to enable you to enter sender and receiver data.
2. Enter a scal year, the period involved and the budget type, which must previously have been de ned in Customizing. After
you enter the sender and receiver data, the system checks whether all sending and receiving budget addresses belong to
the same manual cover group. The system also checks whether their roles within the manual cover group correspond to
their roles in the transfer document as follows:
A sending budget address must be de ned as Sender or Receiver and Sender in the manual cover group
A receiving budget address as Receiver or Receiver and Sender .
After posting this transfer document, the system transfers budget from the sender to the receiver budget addresses. In this way,
the budget of the receiving budget addresses is increased and can cover future budget consumption.
Creating Cover Groups

Use
To use BCS cover eligibility, you need to create cover groups.
BCS cover groups bundle budget addresses so that they have a common budget and common budget consumption values (or
common revenues for the purpose of Revenues Increasing the Budget, when you deal with revenue cover groups). This makes it
possible for different areas of a public organization to share budget, budget consumption, and revenues with each other.
Budget addresses of a cover group are de ned according to whether they are entitled to receive budget from other budget
addresses, send budget to other budget addresses, or both. When you create cover groups in your organization, you can choose to
automatically create the cover group numbers from the internal number range interval 01; or to assign an explicit cover group
name using external number range intervals which you de ne in Customizing.
Prerequisites
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To create cover groups, BCS cover eligibility must have been activated for your FM area and scal year. See Cover Eligibility for
further information.
The following additional Customizing steps are required, before you can start to create cover eligibility rules:
1. Go to the Implementation Guide for Public Sector Management: Funds Management Government Budget Control
System BCS Budgeting Control Budgeting Flow Cover Eligibility MaintainNumberRangefor Cover Groups . Set up
at least one number range interval for the cover group numbers to be assigned during the creation of cover eligibility
rules.If you want to automatically create cover group numbers, then you must de ne the internal number range interval 01.
2. If you want to generate cover groups, you must de ne a derivation strategy for this in Customizing. Via the derivation
strategy, you specify how budget addresses are to be assigned to cover groups. The generation of cover groups takes the
new cover group numbers from the number range intervals you de ned previously. If you specify the name of the cover
group to be created, this name or number must be included in an appropriate external number range interval.
Automatic and Manual Cover Groups

Cover groups generated automatically via the derivation strategy for generating cover groups may be automatic or manual . For
automatic cover groups, this means that AVC automatically shares consumable budget from different members of the automatic
cover group. This then covers budget consumption from any member of the same cover group. For more details on AVC for
automatic cover groups, see Availability Control for Automatic Cover Groups .
You can also generate manual cover groups using the derivation strategy for generating cover groups.
In addition, you can de ne individual cover groups or CE rules using transaction Process Single CE Rule (FMCERULE), in which you
must choose whether you want to create an automatic or manual cover group or CE rule. When you specify that the cover group is
to be manual , then the budget addresses assigned to the manual cover group will share their budget values for manual transfers
in the Budgeting Workbench. This is done by using the budgeting process Transfer CE .
Revenue Cover Groups

You can also create revenue cover groups. A revenue cover group must have a single speci ed member to which you have assigned
the role 'RIB source address'. This address is then the source address for all related budget documents increasing the budget with
budgeting process Revenues Increasing the Budget.
For further information on mass generation of revenue cover groups (using transaction FMCEGENCG) see Generating Cover
Eligibility Rules and for further details on the use of revenue cover groups for Revenues Increasing the Budget, see the chapters on
Revenues Increasing the Budget .
Process Single Cover Groups/Generation of Cover Groups

You can create single cover groups (manual or automatic CE rules or revenue cover groups) using transaction FMCERULE. This
transaction also enables you to display or change existing cover groups.
In contrast to this, you can also automatically generate cover groups for budgeting in your organization via transaction
FMCEGENCG. The prerequisite for this is that Customizing has been correctly set up for the derivation strategy for generating
cover groups. After the generation, you can then maintain individual exceptions to the derivation strategy in the form of new or
modi ed cover groups using transaction FMCERULE.
Assigning RIB Rules with Call Procedure to Automatic Cover Groups
You can assign RIB rules with call procedure to automatic cover groups using transaction FMCERULE. RIB rules with call
procedure are a special kind of contributor to automatic cover groups (pseudo-cover eligibility), allowing availability control to
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automatically use additional revenues or transferable amounts from those RIB rules to cover the over-consumption of receiving
expenditure budget addresses of automatic cover groups.
You can subsequently post budget documents with process 'Revenues Increasing the Budget' to increase the budget of receiving
budget addresses in the automatic cover group using the contributing RIB rules with call procedure. You can do this in the
Budgeting Workbench (manually), or by using the new process for balancing automatic cover groups .
You must have activated RIB call procedure in Customizing activity Activate Cover Eligibility , under Public Sector Management -
> Funds Management Government -> Budget Control System (BCS) -> Budgeting -> Control Budgeting Flow -> Cover
Eligibility.
You must have also made the appropriate settings for Revenues Increasing the Budget under Public Sector Management ->
Funds Management Government -> Budget Control System (BCS) -> Budgeting -> Control Budgeting Flow .
Generating Cover Eligibility Rules

Use
You can generate cover eligibility (CE) rules and cover groups in mass transaction (FMCEGENCG), using the derivation strategy for
generating cover groups.
You only need to maintain one derivation strategy for CE rules which the system can then use to generate different types of cover
groups and for different budget categories, AVC ledger or RIB ledger.
Prerequisites
See the Derivation Strategy for Generating CE Rules for the prerequisites that you must ful ll before you can generate cover
groups/CE rules.
Procedure
1. Via menu path Public Sector Management Funds Management Master Data Use of Account Assignment Elements
Budget Control System (BCS) Cover Eligibility Cover Eligibility Rule, call uptransaction FMCEGENCGto generate
cover groups.
2. Enter the FM area and the scal year . Specify the category of cover group you wish to generate (automatic, manual or
revenue cover group) and the desired ledger or budget category.
3. In the section Selection of Source Data , specify whether you want to base the cover group generation on the selection of
budget or posting addresses. Also specify whether you want to use the budget structure or the individual application data
(budget totals or actual/commitment values) for the selection of FM account assignments (budget or posting addresses)
to be assigned to cover groups. Select one of the following combinations:
Budget Addresses and Budget Structure : Budget addresses that are within a budget structure are used to
generate cover groups.
Posting Addresses and Budget Structure : Posting addresses within a budget structure are used to generate cover
groups. In this case, the generation tool rst selects posting addresses from the budget structure. In a further step,
it determines the budget addresses assigned to them using the budget structure de nition. Only these budget
addresses can then serve as input for the derivation strategy for generating cover groups.
Budget Addresses and Application Data : B udget addresses with existing budget totals are used to generate cover
groups.
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Posting Addresses and Application Data : P osting addresses with actuals/commitment data are used to generate
cover groups. As before, rst the appropriate posting addresses are determined, and then the relevant budget
addresses (as assigned in the budget structure de nition) are used for the generation process.
4. You can enter restrictions for the selection of FM account assignments to be used for generating cover groups.
5. If you checkmark Add Addresses Only , you can update existing cover groups for new budget addresses without creating
new cover groups. In this case, no new cover groups will be generated. Only new members (budget addresses) will be
added to existing cover groups.
6. Checkmark Test run if you want to simulate the results in a test run before actually running the transaction.
7. If necessary, select a layout to be used for the output list.
8. Execute the transaction.
9.
When using this transaction for the mass generation of revenue cover groups, be aware that:
A revenue account assignment can only be assigned either to a single RIB object or to a single revenue cover group.
A revenue account assignment which has been assigned the 'RIB Source Address' role in a revenue cover group cannot be
an RIB object at the same time.
Only one revenue account assignment in a cover group can be speci ed as the 'RIB Source Address'.
Result
The output list displays the cover groups that were generated for the FM account assignments you have speci ed.
Setting Up a Derivation Strategy for CE Rules

Use
To generate cover eligibility rules (CE rules) which automatically assign budget addresses to cover groups (cover eligibility rules) in
a mass transaction (FMCEGENCG), you need to set up a derivation strategy in Customizing.
You must distinguish between the derivation strategy and a speci c derivation rule f or this strategy:
You can only maintain a derivation strategy in Customizing. It cannot be changed in the production system of an
organization.
You can, however, maintain a derivation rule for a particular derivation strategy, with speci c contents, in the production
system. For example, this might be necessary in order to adapt the derivation strategy to changed conditions in your
organization. For example, you might want to reassign budget addresses (which are already assigned to a speci c cover
group) to another cover group.
Access the links below to obtain further information on these two subjects.
Prerequisites
Before you can work with a derivation strategy for generating cover eligibility rules, you must have activated cover eligibility in
Customizing. See Cover Eligibility for further information.
Activities
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1. You must rst de ne a derivation strategy in Customizing. For this, go to the Implementation Guide of Public Sector
Management Funds Management Government Budget Control System (BCS) Budgeting Control Budgeting Flow
Cover Eligibility De ne Derivation Strategy for Generating CE Rules .
2. After the derivation strategy has been maintained in Customizing, authorized users can process the derivation strategy in
the main menu using transaction FMCERGR. Here, you can update the FM account assignments in question (for example,
to add or reassign budget addresses). For this, go to the main menu in Public Sector Management Funds Management
Master Data Usage of Account Assignment Elements Budget Control System (BCS) Cover Eligibility Derivation
Rules in CE Rule Strategy .
 Note
Currently the generation program, transaction FMCEGENCG, only permits the generation of automatic cover groups (or
automatic cover eligibility rules), as based on the de nition of this derivation strategy. For more details on the
generation process, see Generating Cover Eligibility Rules .
Customizing: Derivation Strategy for

Generating CE Rules
Use
In the Implementation Guide, you create a derivation strategy to de ne how budget addresses used for cover eligibility or revenue
cover groups are to be assigned to new or already existing cover groups. The derivation strategy for the generation of cover groups
consists of a sequence of derivation steps that are executed in the given order.
This will enable the system to automatically generate the corresponding cover groups, using transaction Derivation Strategy for
Generating Rules for CE (FMCEGENCG, see Generating Cover Eligibility Rules ).
Prerequisites
The Budget Control System must be installed before you can work with BCS cover eligibility, and cover eligibility must have been
previously activated.
Procedure
1. Go to the Implementation Guide for Public Sector Management: Funds Management Government Budget Control
System (BCS) BCS Budgeting Control Budgeting Flow Cover Eligibility De ne Derivation Strategy for Generating
CE Rules.
2. Create the derivation steps that carry out the desired derivation for a selected budget address or addresses.
3. If you create a derivation step of the type derivation rule , you can enter values for this derivation rule in the productive
system using transaction FMCERGR from the menu.
You create a derivation rule by specifying the source and target elds to be used. As the source elds, you use the account
assignment elements of the budget address to be assigned to a cover group. The target elds must contain either the
name of a cover group or of another budget address, which should belong to the same cover group as the budget address
from the source elds.
 Note
The target elds to be selected here are available from the dropdown box in the lower half of the De nition tabstrip.
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For more information on the derivation strategy, see the IMG documentation for the corresponding activities, as well as
Account Assignment Derivation .
4. Next, assign the short text for new cover groups .
5. Specify the role of each budget address within a cover group (sender/receiver, or both).
6. You can assign budget memo templates to automatic or manual cover groups (CE Rules) if you have activated budget
memos for cover eligibility rules in Customizing.
7. If a selected budget address is not to be assigned to a cover group, set the indicator Do Not Assign Budget Address using
an appropriate derivation step.
8. If you want to generate a manual cover group, you can decide that a budget address should belong to several manual cover
groups by setting the indicator Multiple Assignment
9. Save your derivation strategy. If you want to transport the modi ed derivation strategy, assign it to an appropriate
transport request.
10. You can now test the derivation strategy to ensure that it runs correctly. You do this from the overview screen of the
derivation strategy by clicking on the Test icon (F8). In the test window, enter the FM area, scal year, category of cover
group, ledger or budget category and the desired budget address to be assigned to a cover group.
11. Run the derivation test by clicking on the button Derive .
12. If the budget address is not to be assigned to a cover group, the indicator Do Not Assign Budget Address is set.
13. In other cases, the derivation will either assign a desired cover group, to which the budget address should belong, or
another budget address which should belong to the same cover group as the selected budget address .
Using the rst option, you can either assign an existing cover group or choose a new cover group name from an
external number range interval.
Using the second option, where you assign another budget address, the system will automatically create a new
cover group number using the internal number range interval 01 from Customizing. This happens if the second
budget address does not yet belong to an existing cover group (assuming that you have created the internal number
range interval 01 for cover groups). However, if the second budget address already belongs to a cover group, the
selected budget address will be assigned to the same one, and the system does not need to create a new cover
group number.
Result
You have set up a derivation strategy for generating cover groups in Customizing, which you can now use in the generation of
cover groups or CE rules (transaction FMCEGENCG) .
Main Menu: Derivation Strategy for CE Rule

Generation
Use
Due to authorization issues, the derivation strategy maintained in Customizing is usually restricted to users with authorization to
change Customizing objects. Furthermore, in productive system environments, changes to Customizing objects may be
prohibited.
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To permit restricted modi cations of this derivation strategy for users without this authorization or in productive systems, the
main menu contains transaction FMCERGR. Here, you can only change the derivation steps of step type Derivation rule , which
have been previously created in Customizing.
Prerequisites
You must have maintained the derivation strategy to be used for generating cover groups/eligibility rules in Customizing. Note
that in this transaction (FMCERGR), you can only maintain derivation steps of type Derivation Rule that have been previously set
to active in Customizing. Se e De ning a Derivation Strategy for Generating CE Rules for more information.
Features
In transaction FMCERGR, you can change derivation steps of step type Derivation rule that you have activated in Customizing.
 Note
In this transaction, you cannot create any new derivation steps or deactivate any derivation steps. You can also not change the
target/source elds or other settings made for an individual derivation rule. You can only maintain individual table entries for
derivation rules previously de ned in Customizing, in order, for example, to enhance existing cover groups by adding further
budget addresses or to reassign budget addresses to other cover groups.
Activities
1. Maintain the values for the derivation rules to be used.
2. Save your data.
Scenario: Adding Budget Addresses to

Existing Cover Groups
In the budget planning phase, an organization has created several commitment items (used in budget addresses) for its planned
expenditures. The organization has assigned these budget addresses to cover groups using the mass generation of cover groups
(transaction FMCEGENCG), together with a speci c derivation strategy for generating cover groups (cover eligibility rules). In this
scenario, however, it becomes necessary to create a new commitment item during the scal year, for use in new budget addresses
that must be included in existing cover groups.
For these reasons, you may have to carry out the following steps in your productive system:
You must ensure that the budget addresses with the new commitment item exist in the budget structure you de ned.
You can change the existing cover groups manually using the transaction FMCERULE and add the new budget addresses to
be included. However, you can also use the mass generation of cover groups, transaction FMCEGENCG, to include these
new budget addresses in the corresponding cover groups.
Before you do so, you may rst have to update the derivation strategy for generating cover groups. In a productive system
it is only possible to change the corresponding derivation rules in transaction FMCERGR, for example, by adding further
account assignment elements.
 Note
If you create a new commitment item, you can add new budget addresses with this commitment item to automatic CE
rules, without subsequently reconstructing your AVC ledgers (transaction FMAVCREINIT). In this case, no application
data (budget or consumption data) exists so far for these new budget addresses.
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Processing an Individual CE Rule

Use
Budget consumption due to cover eligibility (CE) can take place either automatically or manually. For more information, see
Automatic and Manual Cover Eligibility .
An FM account assignment (budget address) can be a member of only one automatic cover group per AVC ledger. However, it can
also simultaneously be a member of several manual cover groups.
Prerequisites
See Cover Eligibility Rules for the prerequisites that must be ful lled before you can process CE rules.
Procedure
Call up transaction FMCERULE to process individual cover groups (Public Sector Management Funds Management Master
Data Use of Account Assignment Elements Budget Control System (BCS) Cover Eligibility Cover Eligibility Rule -> Edit).
Enter the FM area, the scal year and the budget category.
Specify whether you want to start processing by specifying a cover group or a budget address .Depending on the choice you
make, processing differs somewhat.
Specifying Cover Groups
You can create new cover groups, display, change or delete existing cover groups, or search for a cover group in the following way:
Click on the radio button By Cover Group .
To change or display an existing cover group (or CE rule), enter the desired cover group in the corresponding eld, or press the
Search button to perform a search for existing cover groups. Then press the Change or Display button.
If you are creating a new cover group, either enter a new name for the cover group or leave this eld blank.
You can only create a new cover group by specifying a name for it if you are using external number range intervals as de ned in
Customizing. If you leave the cover group eld empty, you must have de ned the internal number range interval 01.The next
available number will be automatically taken from this number range interval after you save the new cover group.
Choose the desired category of the new cover group. If you want to create a CE rule, choose the category Automatic or Manual . If
you want to create a revenue cover group(for use in a rule for Revenues Increasing the Budget),, choose the category Revenue
Depending on the choice you have just made, you must now specify the ledger of the cover group to be created.
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If you have chosen the category Automatic, you must select a valid control ledger. All control ledgers de ned for FM availability
control can be used, including customer-de ned AVC ledgers.
Click on the icon Create New Rule.
In the next screen, Create Single Cover Group , enter a text for the cover group you want to create.
If you want to work with budget memos for automatic or manual CE rules, you must have activated their use for CE rules in
Customizing. You must also have de ned budget memo templates using budget text category BMCG. You then assign them to
your CE rules in this transaction. You can assign different budget memo templates for each role of the budget address in the cover
group.In this way you can have, for example, one budget memo template for all sending budget address and another template for
all receiving budget addresses. You cannot assign a budget memo template to a revenue cover group. If you work with budget
memos for RIB rules, you must assign the budget memo templates when de ning the RIB rule which is based on the revenue cover
group.
Next, enter the FM account assignments (budget addresses) for which you want to create a cover group. For automatic or manual
cover groups you can specify whether the role of the budget address in the cover group is for a sender and receiver, only a sender,
or only a receiver. For revenue cover groups, the roles contributor and RIB source address are available. Only one budget address
of the revenue cover group can have the role RIB source address - it is a special contributing budget address for the RIB rule which
acts as source address in budget documents with process Revenues Increasing the Budget (this is similar to the RIB object of
normal RIB rules which are not based on revenue cover groups).
You need to enter expenditure budget addresses for automatic or manual cover groups (CE rules) and revenue budget addresses
for revenue cover groups.
Save your new cover group. If you have initially left the cover group eld empty, the system has now assigned a cover group
number from the internal number range interval 01, which you can now see in the eld Cover Group .
Specifying Budget Addresses
By selecting the budget address, you can also create, change, or display a cover group as follows:
Select the desired category of cover group (automatic, manual or revenue) and the corresponding ledger in the same way as
described above.
Click on the radio button By Budget Address .
In the Budget Address section of the screen, enter the FM account assignment for budgeting (budget address) for which you want
to process or create a cover group.
If you want to change an existing cover group, enter a budget address that is already assigned to a cover group. If the budget
address you select belongs to several cover groups (only valid for manual cover groups), a dialog box with all available cover
groups listed appears.After choosing the desired cover group, click on the icon Change Rule .
Alternatively, you can click on the icon Create New Rule Using Derivation Strategy .In this case, you will create an automatic
cover group using the derivation strategy for generating cover groups.
On the next screen, enter the same information as above.
Save the new or modi ed cover group. If you have created a new cover group, the system has assigned a new cover group number
from the internal number range interval 01, which you can now see in the eld Cover Group .
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If you create or modify automatic cover groups for budget addresses, for which budget or consumption data already exists, you
must reconstruct the AVC ledger for which the automatic cover group is valid, using transaction FMAVCREINIT.
Assigning RIB rules with call procedure to automatic cover groups
If you have activated RIB call procedure in Customizing for Public Sector Management under Funds Management Government ->
Budget Control System (BCS) -> Budgeting -> Control Budgeting Flow -> Cover Eligibility -> Activate Cover Eligibility , you can
assign RIB rules with call procedure to automatic cover groups using transaction Process Single CE Rule (FMCERULE).
Using these RIB rules, availability control can automatically use additional revenues or transferable amounts, as de ned by the RIB
rule, to cover the over-consumption of the receiving (expenditure) budget addresses of the automatic cover groups. This process
virtually increases the consumable budget in the automatic cover group in order to cover additional budget consumption without
increasing the budget on any budget address.
However, you can also post budget documents with process Revenues Increasing the Budget to increase the budget of the
receiving budget addresses of the automatic cover groups using the contributing RIB rules with call procedure. You can do this
either manually (in the Budeting Workbench), or using the new mass process for balancing automatic cover groups . Before you
can increase the budget in this way, you must specify the receiving budget addresses in the de nition of those RIB rules. You can
add these budget addresses manually to each RIB rule, or you can use a pushbutton to take over all receiving budget addresses
from the automatic cover group to which the RIB rule is assigned.
Copying Cover Groups

Use
Copy Cover Groups (transaction FMCECPYCG) copies existing source cover groups to new target cover groups.
The program copies the existing cover groups from one year to the next, or from one AVC ledger, budget category, or budget
category for RIB Ledger to another. You can use the program for manual, revenue, and automatic cover groups.
Prerequisites
You have previously created cover groups.
Activities
You execute the program for an FM area. Select the source and target data as follows:
Source data:
FM area
Fiscal year
Source cover group selection:
For manual cover groups, select options for budget category.
For automatic cover groups, select options for AVC ledger.
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For revenue cover groups, select options for budget category for RIB ledger.
Restriction on FM account assignment elements:
Select options for FM account assignment elements.
Target data:
For manual cover groups, select budget category.
For revenue cover groups, select budget category for RIB ledger.
For automatic cover groups, select AVC ledger.
 Note
For all categories of cover groups, you can select more than one source budget category or source ledger. The budget
category or ledger of the target cover group is then automatically the same as for the corresponding source cover
group. However, when you select a single source budget category or ledger, it is possible that the target budget category
or ledger be different to the source.
In relation to scal year, the target scal year must be later than the source scal year.
If you choose to Copy from source cover group number, the target cover group numbers are copied from the source
cover group numbers. In this case, the target cover group numbers should exist in some external number range.
You can change the target cover group number by implementing the BAdI Enhance Cover Groups/Cover Eligibility
Rules ( FMCE_COVER_GROUP) in Customizing for Public Sector Management under Funds Management Government
-> Budget Control System (BCS) -> Budgeting -> Tools -> Business Add-Ins for Budgeting (BAdIs).
If you choose to Generate internal cover group numbers, the target cover group number is generated automatically
from the internal number range 01.
You can change the short text of the target cover group using the same BAdI ( FMCE_COVER_GROUP) as mentioned
above.
Result
The output list contains the cover groups with the assigned budget addresses and their roles. You can also display an error log if
there were errors during the copying of cover groups.
Deleting Cover Groups

Use
If speci c cover groups are no longer in use, it is recommendable to delete them, so that they cannot be used inadvertently to fund
expenditures, transfer budget or create RIB rules.
When you run transaction FMCEDELCG, all automatic, manual or revenue cover groups are deleted according to the selection
criteria.
 Note
When you delete automatic cover groups (automatic CE rules) with assigned budget addresses which already have budget or
posting data , you must subsequently reconstruct the AVC ledgers involved using transaction FMAVCREINIT.
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You can only delete revenue cover groups in cases where no RIB rules exist for them. If an RIB rule does exist, you must delete it
before proceeding to delete the revenue cover group. If RIB documents exist for the RIB rule, then you must also reverse these
documents before deleting the RIB rule.
Prerequisites
You have generated cover groups using transaction FMCEGENCG and the derivation strategy for generating cover groups, or using
manual maintenance (transaction FMCERULE).
Procedure
To delete cover groups, proceed as follows:
1. Via the main menu for Public Sector Management Funds Management Master Data Usage of Account Assignment
Elements Budget Control System (BCS) Cover Eligibility Cover Eligibility Rule , access transaction FMCEDELCG
Delete .
2. In the initial screen, you can restrict the cover groups to be deleted. First, select the categories of cover groups you want to
delete. You can select any of the three categories: Automatic, Manual, or Revenue. Then choose the budget categories or
ledgers of the cover groups to be deleted. You can further restrict the selection by directly de ning selection options for the
cover groups, or by specifying ranges for the account assignment elements of the budget addresses involved in the cover
groups you want to delete.
3. Specify whether you rst want to carry out a test run, and if necessary, the layout to be used for the output.
4. Run the transaction.
Result
The selected cover groups have been deleted. The output list contains the deleted cover groups with their assigned budget
addresses. If there were errors during the deletion of cover groups, you can also display an error log.
Change History for Cover Groups

Use
If you have created several cover eligibility (CE) rules with automatic, manual or revenue cover groups, you may need to track the
changes made to these cover groups, since:
The attributes of the cover groups involved may have changed.
Budget addresses may have been added or removed from the cover groups.
The attributes of the assigned budget addresses may have changed.
Prerequisites
The following prerequisites apply:
You have activated cover eligibility for your organization (FM area) in Customizing.
You have activated the recording of change documents for cover groups in Customizing.
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You have created CE rules with automatic, manual or revenue cover groups, either manually using transaction FMCERULE, or by
using the derivation strategy for generating cover groups, in combination with transaction FMCEGENCG.
Activities
To see the changes made to speci c cover groups or CE rules, go to the SAP Easy Access menu: Accounting Public Sector
Management → Funds Management → Master Data → Use of Account Assignment Elements → Budget Control System (BCS)
→ Cover Eligibility → Cover Eligibility Rule → Create Change History List (Transaction FMCEHISCG). Proceed as follows:
Enter the FM area, scal year and budget category. The budget category (9F or 9G) for selecting change documents of an
automatic cover group is the budget category of the AVC ledger to which the automatic cover group is assigned. The budget
category for selecting change documents of a revenue cover group is the corresponding budget category of the RIB ledger (or
budget category for RIB) to which the revenue cover group is assigned.
Make restrictions applying to cover groups or to budget addresses assigned to them.
In the section Restriction to User Logs , you can enter speci c user names (who made the changes) and/or dates (when the
changes were made) for selection.
Run the report.
The output list contains thefollowing information:
All document numbers of the change documents (change records)
The date, time, and type of change
The cover group involved, as well as the assigned budget addresses and their roles (sending, receiving or both, for automatic or
manual cover groups; contributor or RIB source address for revenue cover groups)
The user responsible for the change
The old and new values of the changed elds
If you have only changed the attributes of the cover group, the output list will nevertheless contain two lines, one for the cover
group table itself, and one for the text table involved.
You can print or export this list, as well as send it via email to the colleagues that may need to access this information.
Additional information on Change History Functions
There is a deletion program for cover group change logs, enabling you to delete old change history records for performance
reasons. Access this deletion program in the Customizing for Public Sector Management under Funds Management → Budget
Control System → Budgeting → Cover Eligibility → Cover Eligibility Rule → Delete Change Log for Cover Eligibility
If you want to use the functionality of change documents for cover groups, you must rst activate this in Customizing activity
Activate Change Log for Cover Eligibility in Customizing for Public Sector Management under Funds Management Government
-> Budget Control System (BCS) -> Budgeting -> Control Budgeting Flow -> Cover Eligibility . If you do not want to use the
change history function for cover groups, you can leave the update of change records deactivated, which improves performance
when you run the maintenance transactions for cover groups.
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Availability Control for Automatic CE Rules

Use
If you have assigned a budget address to an automatic cover eligibility rule, availability control (AVC) automatically shares the
budget and the budget consumption values of all budget addresses belonging to the same automatic cover group used for this CE
rule.
 Note
A given budget address can be used in several manual cover eligibility rules at the same time, but it can belong to only one
automatic cover group per AVC ledger. For automatic unilateral CE rules, all members of the cover groups have the roles
Receiver (only) or Sender (only) . This means that a given budget address cannot be simultaneously subject to cover (that is,
having the role of Sender ) for receiving budget addresses in different automatic cover groups.
For further information, see Automatic and Manual Cover Eligibility .
For budget addresses assigned to an automatic cover group, availability control applies the following two-level logic for checks:
The budget consumption is rst checked against the available budget at the level of the budget address. If the role of the
budget address is Sender , availability control may already issue an error message when the budget is exceeded.
 Note
For other roles ( Receiver or Receiver & Sender ), AVC will not issue an error message at this level. For these roles,
errors are automatically converted into warning messages, so that an availability check can be carried out at the cover
group level.
Depending on the role of the budget address, availability control calculates and checks new contributions (that is, changes
to the total shared consumable budget or total shared consumed amounts at the level of the cover group) to the cover
group in the following way:
If there is no new contribution for the cover group, availability control stops here.
However, if a new contribution for the shared budget or budget consumption is calculated, AVC also performs a
second check at the level of the cover group. This second check includes the previously posted contributions from
all other members of the cover group. AVC then issues an error message if the total shared budget of the cover
group is exceeded by the total shared budget consumption.
Integration
Cover eligibility rules are fully integrated in the Budget Control System and BCS Availability Control .
Prerequisites
Before you can use automatic CE rules, you must activate BCS in general and at least one AVC ledger in BCS availability control. In
release EA-PS 5.00 the functionality of automatic cover eligibility is restricted to the standard AVC ledgers 9H and 9I. For more
information, see sections Implementation Considerations in Cover Eligibility and Prerequisites of Cover Eligibility Rules .
Restrictions
The following restrictions apply:
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Only annual checks are supported with automatic CE rules. If you are carrying out fund-based accounting, you must have
set the corresponding fund type to annual in Customizing ( Public Sector Management Funds Management Government
Master Data Fund Create FM Fund Types ).
By default, consumable budget values or releases are eligible for cover. If you want to work with budget values or releases
that are not eligible for cover, you must specify this for the individual budget types. See De ning Non-Eligible
Budget/Releases for Automatic CE Rules for more information.
Activities
Before de ning automatic CE rules , you must have activated cover eligibility for your FM area in Customizing. For this, go to the
Implementation Guide, Public Sector Management Funds Management Government Budget Control System (BCS)
Budgeting Control Budgeting Flow Cover Eligibility Activate Cover Eligibility.
You can subsequently create automatic CE rules in one of the following two ways:
Using transaction FMCEGENCG (Generate CE Rules), via an appropriate derivation strategy for generating CE rules
By assigning budget addresses to automatic cover groups with transaction FMCERULE ( Processing an Individual CE Rule
).
 Note
If you change an existing automatic CE rule or create a new automatic CE rule for budget addresses to which data has
already been posted, you should run the transaction FMAVCREINIT ( Re-Initialize Availability Control Ledgers ), with the
option "Reset Index Table".
Example: AVC for Cover Eligibility

Two budget addresses, BA1 and BA2, belong to the automatic cover group CG1. The role of BA1 has been de ned as Sender (only)
and the role of BA2 as Receiver & Sender . This is illustrated in the following example:
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This has the following consequences:
BA1 shares its entire budget, assuming that the entire budget is eligible for cover, with other members of cover group CG1.
Since BA2 is de ned as Receiver and Sender , it is able to consume its entire budget and all budget contributions from
other budget addresses that share their budget with the automatic cover group CG1. This means that BA1 is also entitled to
consume the budget of other members of the cover group, for instance, the budget contributions from the “sender”
budget address BA1.
However, since BA1 is de ned as Sender , it can only consume (that is, receive) budget up to the limit of its budget, but
cannot consume the budget of other members of cover group CG1.
In this example, it is assumed that initially the consumable budget of BA1 is $1,000 and of BA2 is $500, and that this entire budget
is eligible for cover. No budget has been consumed yet. These budget values are bundled in cover group CG1, yielding a total
budget of $1,500 at the level of CG1.
Next, the following documents that consume budget are posted:
1. Document 1 –Invoice of $1,100 to BA1
2. Document 2 –Invoice of $700 to BA2
3. Document 3 –Invoice of $900 to BA1
Availability control proceeds as follows for these three documents (tolerance limit: up to 100% budget consumption is allowed,
then an error message will be output). The following checks are run:
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For Document 1:
Check at level 1 (= budget address): the budget of BA1 ($1,000) is exceeded by $100 from the consumption posted to BA1
– AVC issues an error message, because BA1 is de ned as Sender .
Check at level 2 (= cover group): the budget of CG1 ($1,500) could theoretically cover the consumption of $1,100. However,
the document is ultimately rejected and cannot be posted, due to the error message already issued at the budget address
level (level 1).
For Document 2:
Check at level 1: The budget of BA2 ($500) is exceeded by $200. However, since BA2 is de ned as Receiver and Sender ,
AVC issues a warning instead of an error message for this check level. AVC now proceeds to check level 2.
Check at level 2: Here the total budget of CG1 ($1,500) is not exceeded by the total consumption ($700). This means that
the document is accepted and then posted. There is still $800 budget left at this check level.
For Document 3:
Check at level 1: The budget of BA1 ($1,000) is not exceeded, because there would still be $100 budget left. Therefore AVC
does not issue an error at this level.
Check at level 2: There is already a budget consumption of $700 (from Document 2) for the cover group. With the new
document, the total budget consumption of $1,600 exceeds the consumable budget of the cover group ($1,500), which
means that the document is rejected and cannot be posted.
De ning Non-Eligible Budget/Releases for

Automatic CE Rules
Use
You can specify whether budget values are de ned as eligible or non-eligible for cover in the Customizing for the BCS budget type .
There are the following options for customizing the budget types for cover eligibility:
A budget type can be non-consumable (that is, this budget cannot be used to cover budget consumption in availability
control)
A budget type can be consumable and non-eligible for cover or
A budget type can be consumable and eligible for cover
If you work with budget releases in your organization, in Customizing you can create up to two budget types for releases:
One budget type for releases can be non-eligible for cover
One budget type for releases can be eligible for cover.
By de ning whether your budget types are consumable and eligible/non-eligible for cover or by de ning releases as eligible/non-
eligible for cover, you can more closely control how cover eligibility in uences budget execution processes in your organization.
 Caution
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The distinction between budget values (or releases) that are eligible or non-eligible for cover is only relevant for availability
control with automatic cover groups. The following graphic explains the logic applied for availability control:
For budget addresses with the roles Sender or Receiver & Sender , only the eligible budget values (or releases) contribute to the
total shared budget of the automatic cover group. However, for budget addresses with the role Receiver , this distinction has no
effect: these budget addresses never share their budget with the automatic cover group, since their entire budget is implicitly non-
eligible .
The use of non-eligible budget (or releases) enables you to de ne budget values that can be only consumed by postings to the
speci c budget address to which they belong. In this way, you can de ne a minimum consumable budget amount per budget
address, which cannot be consumed by any other member of the automatic cover group.
Prerequisites
See Cover Eligibility for the prerequisites on maintaining cover groups. Furthermore, you must have maintained budget types for
BCS .
Activities
1. Access the IMG Public Sector menu in Funds Management Government Budget Control System (BCS) BCS Budgeting
De nition of Budget Data Budget Types De ne Budget Types.
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2. In the corresponding column, specify whether a budget type is to be eligible for cover or not.
3. If you work with releases, go to the IMG Public Sector menu in Funds Management Government Budget Control
System (BCS) BCS Budgeting De nition of Budget Data Budget ReleasesàDe ne Budget Types for Release.
4. Here you can create two budget types for releases, and specify one of them as non-eligible for cover by marking the
checkbox of the corresponding column. The second budget type for release must be eligible for cover .
Displaying Automatic Cover Group Values

Use
After setting up cover eligibility in Customizing and creating cover groups and CE rules, you can call up a report (transaction
FMCEMON01) to obtain a hierarchical list of automatic cover groups and their members (expenditure budget addresses or
contributing RIB rules with call procedure). The output displays the following data:
For each AVC ledger and cover group, annual values are displayed for the consumable budget and consumed amounts that are
shared at the level of the cover group. For each budget address assigned to a selected cover group, the eligible/non-eligible budget
of this address and the respective contributions to the consumable budget and consumed amounts of the cover group are
displayed.
If an RIB rule with call procedure contributes to the automatic cover group, then the contribution from this RIB rule is displayed as
a consumable amount.
Furthermore, the available amounts at the level of the cover groups and of the individual budget addresses, calculated as the
difference between the respective consumable budget and the consumed amounts, are displayed.
Prerequisites
See Cover Eligibility Rules for the prerequisites that you must ful ll before you can create automatic CE rules and get an overview
of automatic cover groups and their values.
Procedure
To display all automatic cover group values, choose transaction FMCEMON01, menu path Public Sector Management → Funds
Management → Information System → Totals Records → Budget Control System → Budget → Cover Eligibility → Overview of
Automatic Cover Group Values
Enter the FM area, a scal year (and if required, a year of cash effectivity) and an availability control ledger. Note that only the
availability control ledgers 9H and 9I are supported.
Enter the corresponding cover group numbers, set the output/display options in the bottom section of the screen, and run the
transaction.
Result
The report displays a hierarchical list of cover groups and their members (expenditure budget addresses or contributing RIB rules
with call procedure), with the following annual values:
For each automatic cover group, the list displays the total consumable budget and consumed amounts that are shared between all
budget addresses of the cover group. You can also see the available amounts at the level of the cover group, calculated as the
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difference between the latter two values.
For each member (expenditure budget addresses) of the cover group, the system displays the following values:
The individual contributions to the consumable budget and consumed amounts at the cover group level
The eligible/non-eligible budget/releases and total budget consumption at the level of the budget address and the individual
available amounts per budget address. This is calculated as the sum of the eligible and non-eligible consumable budget/releases,
minus the total budget consumption posted to all posting addresses assigned to the budget address via the budget structure.
In addition, the following data is displayed:
The description of each cover group
The role that each budget address assumes in the cover group, such as sender or receiver
The budget memo templates used for each budget address, if you have activated budget memos in Customizing for cover
eligibility rules.
The following functions are supported in the hierarchical list:
To see details, choose a cover group or budget address and choose the Details button. A new window displays all details for this
cover group or budget address line.
If you have activated budget memos for cover eligibility rules, you can display the budget memo for each budget address of a
cover group. To do this, select a budget address for which a budget memo template exists, and press the Display Budget Memo
button. The system transforms the budget memo template into a budget memo text, retrieving the necessary information from
the budget address and the cover eligibility rule.
You can drill down to the budget or posting documents, by choosing the relevant value of a budget address and pressing the Get
Documents button. Currently the drill-down functionality is not supported for all columns containing values at the level of the
budget address. For values at the level of the cover group, there is also no drill-down functionality.
For automatic cover groups with contributing RIB rules with call procedure, you can select a contributing RIB rule and navigate to
the de nition of the RIB rule or to the monitor of RIB values .
Assigning Percentage Distribution to

Automatic Cover Groups
Use
To use cover eligibility for multi-annual budgeting (scenario for Spanish customers), you can assign percentages to various years
of cash effectivityfor a given FM area, scal year and AVC ledger, thereby distributing budget over these years. In this way, you can
use this function for BCS Availability Control .
 Note
The budget distributed in this way is not a real budget, it is only generated from an AVC point of view, to control the posting of
earmarked funds for future years.
Prerequisites
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See Cover Eligibility for further information on general Customizing, and access the IMG under Public Sector Management
Funds Management Government Budget Control System BCS Budgeting Control Budgeting Flow Business Add-Ins for
Availability Control (BAdIs) Settings for Multi-Annual Budgeting.
Here you can specify the time horizon for the percentages to be used for automatic cover groups, per budget category. This is the
prerequisite for using transaction FMMACGPERC.
 Note
The percentage time horizon de nes the time horizon of the year(s) of cash effectivity in which the budget is automatically
calculated as a percentage of the budget for the current scal year and updated only for availability control purposes.
Procedure
1. Access the function via transaction FMMACGPERC.
2. Enter the FM area, the scal year and the AVC ledger to be used.
3. In the following screen, create entries for your cover groups that enable you to distribute the budget over the speci ed
years of cash effectivity. Access the column eld help via F1 for further information.
Result
You have distributed the budget in automatic cover groups over various scal years, using the year of cash effectivity as a basis,
for AVC purposes.
Balancing Automatic Cover Groups

Use
Used before year-end closing, Balancing Automatic Cover Groups (FMMPCEBAL) is a mass transaction which allows you to
balance expenditure budget addresses in automatic cover groups.
Depending on the de nition of the automatic cover group in question, two types of budget document may be created to achieve
this balancing:
RIB (Revenues Increasing the Budget) documents transfer budget from RIB rules to expenditure budget addresses. Note
the following:
The RIB rule must use call procedure and must be assigned as a contributor to the automatic cover group in
question.
An RIB budget document can only refer to one RIB rule.
The receiving budget address must be de ned in the RIB rule as a budget receiver and must have been assigned the
role receiver or sender and receiver in the de nition of the automatic cover group.
The sender must have been assigned the role Call RIB Contributor.
Normal budget transfer documents transfer budget between expenditure budget addresses in the same automatic cover
group, using process Transfer. For this process, the sender must have been assigned the role sender or sender and
receiver, while the receiving budget address must have been assigned the role receiver or sender and receiver in the
de nition of the automatic cover group.
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For both types of budget document mentioned above, all budget addresses (or an RIB source address) of a new budget document
must belong to the same automatic cover group.
Features
De ning the amount:
The calculation of the amount to be transferred is based on AVC data on the over-consumption of expenditure budget addresses
with the roles receiver or sender and receiver.
Ordering the sequence of budget transfer:
If an automatic cover group contains both RIB rules and normal expenditure budget addresses as senders, you can de ne the
sequence in which the different types of budget transfer documents (RIB and Transfer) should be created in Customizing for
Public Sector Management under Funds Management Government —> Budget Control System (BCS) —> Budgeting —>
Control Budgeting Flow —> Cover Eligibility —> Activate Cover Eligibility.
For each balancing process, you can de ne the sequence for handling budget senders (including contributors with RIB call
procedure) and budget receivers in automatic cover groups in Customizing for Public Sector Management under Funds
Management Government —> Budget Control System (BCS) —> Budgeting —> Tools —> Business Add-Ins for Budgeting
(BadIs) —> BAdI: Enhance Cover Groups/Cover Rules (FMCE_COVER_GROUP).
Document settings:
You can specify aspects of each balancing process:
For both RIB and normal Transfer, you can choose different kinds of budget types on both sender (source) and receiver
(target) sides; you can specify the document type for the balancing process.
In addition to the above, the following general common header data relevant to the balancing process to be used in all budget
entry documents created by the program is required:
You must specify a document date.
You must set a sender period.
On the receiver side, you can either:
a) Specify a single receiver period, or
b) Distribute the budget to different periods according to a chosen distribution key.
You may choose Additional Data to add further information such as the document header text and the person responsible.
Selection:
In addition to the options outlined above, you must also specify the FM Area, Budget Category, Version, and Fiscal Year. If you
use the Year of Cash Effectivity for budget categories in your organization, you can enter a range of valid years valid of cash
effectivity. One AVC ledger must be speci ed for each budget category you have chosen.
You can limit the selection of automatic cover group by using selection options for cover group names and for FM account
assignments.
Result
If you choose the detailed list option, the system produces a list showing the following information:
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An indicator showing the maximum degree of error (Error, Warning of Information)
Document number (if the document was not posted, because it was a test run or because of errors, a temporary document
number is generated by the system and displayed)
FM account assignment element
Year of cash effectivity
Budget process
Budget type
Total amount of the budget entry document line
Automatic cover group name
AVC ledger used
BAPIs for Budget Control System

Use
A Business Application Programming Interface (BAPI) is a standardized programming interface that facilitates external access to
business processes and data in the SAP System.
BAPIs are de ned in the Business Object Repository (BOR) as methods of SAP business objects or SAP interface types.
The BAPIs are implemented and stored as RFC-enabled function modules in the Function Builder of the ABAP Workbench.
See Features below for detailed information on BAPIs in BCS.
Prerequisites
You must have installed the Budget Control System in order to use BCS BAPIs.
Features
In the Budget Control System, BAPIs have been developed in the areas of entry documents and totals data . The relevant BAPI
scenarios offered in the Budget Control System are:
Create a budget entry document (method BudgetEntryDocFM.Create ):
Using this BAPI, you can create pre-posted and posted documents, but not held documents.
Get detailed information on a budget entry document (method BudgetEntryDocFM.GetDetail ):
You can access an individual effective (posted, preposted, undone) document.
Get a list of FM entry documents (method BudgetEntryDocFM.GetList ):
This method retrieves effective documents according to your selection criteria.
Reverse an FM entry document (method BudgetEntryDocFM.Reverse ):
This method creates a new document which reverses the one speci ed in the BAPI interface.
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Mass process for entering budget data (method BudgetFM.Update ):
You can use this BAPI to import the results of the budget preparation phase to the SAP System, since budget preparation
work is often done in another system.
Mass process for reading budget data (method BudgetFM.GetTotals ):
You can use this BAPI, for example, to initialize data for budget preparation with the budget data of the previous year.
Activities
1. Call Transaction BAPI and navigate to the menu area Public Sector Management Funds Management.
2. Access the BAPIs you want to work with. Under the tabstrips Detail, Documentation and Tools , you can nd further
information about BCS BAPIs.
If you need help in working with BAPIs, call the BAPI Explorer Help under the menu Help Application Help.
Distribution of Data using Application Link

Enabling
Use
Using Application Link Enabling, you can distribute budget data between different systems. This means that, in the Budget Control
System (BCS), you can send budget information from a sender to a receiver system, which will then post this budget data.
Integration
The following restrictions apply to budget data linked via ALE:
Only budget entry documents are taken into account for distribution .
Only posted documents can be distributed (not preposted or held documents).
Only data created through a budgeting transaction (that is, in the initial document created) will be taken into account. If the
reference elds are not empty, distribution will not take place.
Only budget documents originating in BCS are distributed. Note that there is no distribution of budget entry documents
created by a previous distribution run. This means that a document created in the receiver system cannot be used for
distribution to another system.
Prerequisites
In order to use ALE distribution for BCS, you must carry out the following IMG activities:
1. De ne Central System in ALE Environment You must rst specify the central system to be used for ALE underFunds
Management Government Basic Settings.
2. Under Public Sector Management Budget Control System BCS Budgeting ALE Distribution of Budget Dat a, the
following two IMG activities need to be maintained :
Create Standard ALE Customizing Settings
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Here, note that all the objects that are needed in order to use ALE must have been created using the IDoctype
FMEDIDOC and message type FMEDMSGTYPE.
De ne Derivation Strategy for Distributed Budget Data Creating a derivation strategy enables the distribution of
budget data to ALE-linked systems for the source elds FM area, scal year, budget category, version and funds
center.
Features
Via Application Link Enabling, budget data is transferred between two systems using the IDoc technique.
 Note
If you send additional budget lines created in the document of the sender system to a receiver system, these lines will not be
deleted.
Furthermore, If a budget document for which data has been distributed is reversed in the sender system, this reversal
information is then sent to the receiver system. The inbound processing (receiver side) subsequently reverses the
corresponding document.
Activities
After setting up your distributed system landscape, carry out the necessary Customizing activities. The ALE setup is then ready
for use.

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Original content: https://help.sap.com/viewer/d56edf94353d4beeabb7f9b90adf081a/1909.002/en-US

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Multi-level budget structures

BCS Key Figures

Posting a budget supplement

A number of checks take place when you save entry documents:

Budget Entry and Budgeting Tools

Budgeting Workbench (BWB)

Multiple Budget Entry Tool

Budget Entry Document

Entry documents are generated during the following processes:

When you process budget values in the Budgeting Workbench (BWB)

If you do budgeting using the business objects BudgetEntryDocFM or BudgetFM

Field This means:

Document number Budget entry document number assigned internally

Process Characterizes the Budgeting Process based on the budget entered.

Document type Characterizes the document according customer perspectives. With

Fiscal year Fiscal year to which the budget is assigned.

Budget type Characterizes the budget according to customer perspectives. You

Total Total amount of all document lines of an entry document.

Version Budget version in which the budget is entered.

Amount Budget that is entered as an individual amount for a document item.

Additional data elds

Manager You can enter a budget manager.

Text name You can select a standard text.

Other information for the budget entry document

Entry or output information of application toolbar

Mass Maintenance of Entry Documents

BCS budgeting programs

Copying Planning/Budget Data

Resetting Planning Data (see Copying Planning/Budget Data)

Generating Entry Documents from

Short text information and standard text

Settings for US Federal Government functions

FM account assignment elements

Year(s) of cash eﬀectivity

Total amount of the budget entry document line

Indicator specifying the maximum error degree (error, warning, information)

If errors occur, an application log is generated and displayed.

Transfer Postings Between Budget Types

Short text information and standard text

Settings for US Federal Government functions

For more information, see the program documentation.

Reversing Entry Documents

For more information, see the program documentation.

Freezing Budget Data

FM account assignment elements, such as the funds center or commitment item.

Year of cash eﬀectivity

If errors occur, an application log is generated and displayed.

Entry Document Family

Document families are created in the following program runs:

During the carryforward of residual budget to the next scal year

During transfers between budget types within one scal year

During the generation of entry documents using the method BAPI_50_CREATE

During the generation of entry documents triggered by a Grants Management document

It is also possible to include key gures as columns (see below).

Generic Object Service

Purpose of the Budgeting Workbench

Work with Preposted Documents

Upload Budget Address from Diﬀerent Sources

Multi-level budget structure (choose Master Data Select Master Data )

Substitute Budget Address