966_BPD_EN_US

EHP3 for SAP ERP 6.0

June 2009

English

Year-end Closing of Funds Management (966)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Year-end Closing of Funds Management (966): BPD

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Cross-references to other documentation.

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Contents

Year-end Closing of Funds Management (966)...................................................................................5

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Roles..................................................................................................................................... 6

3 Process Overview Table...............................................................................................................7

4 Process Steps.............................................................................................................................. 8

4.1 Open and Close Periods/Fiscal Year....................................................................................8

4.2 Close Commitments..............................................................................................................9

4.3 Carry Forward Commitments/Actuals and Budget..............................................................10

4.4 Carry Forward Remaining Budget.......................................................................................12

4.5 Other Closing Operation Programs.....................................................................................13

5 Follow-up Processes.................................................................................................................. 15

5.1 Period End Closing of Financial Accounting with Funds Management (967)......................15

6 Appendix.................................................................................................................................... 16

6.1 SAP ERP Reports...............................................................................................................16



Year-end Closing of Funds Management (966)

1 Purpose Year-end closing activities in Funds Management affect budget usage and the way in which commitments, actuals, and budget are displayed in reporting. If you do not carry out closing operations, actual values are not carried forward for funds with annual values; open commitments documents remain in the old year; and residual budget in the old year is not available for activities in the new year. The purpose of this document is to explain the Funds Management functionalities at year end closing. The main activities are

Carry forward of open commitments

Carry forward of budget linked to these open commitments

Carry forward of remaining budget

2 Prerequisites

2.1 Master Data and Organizational DataDefault Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, Funds Management data for funds, functional areas, and funds centers.

The business process is enabled with this organization-specific master data, examples are provided in the next section.

Additional Default Values

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other Funds Management data exists.

Using Your Own Master Data

You can also use customized values for any Funds Management or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Org. Structure Value Comment

Funds Management Area 1000



Company Code 1000

Plant Plant 1 (1000) Production Plant

Sales organization Sales Org. 1 (1000) Sales Org. 1000

Distribution channel 10 Direct Sales

Division 10 Product Division 01

Purchase organization Purchasing Org 1 (1000) Purchasing Org. 1000

2.2 Roles

UseThe following roles must have already been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business Role Technical Name Process Step

Budget Administrator SAP_FI_FM_ALL_STANDARD



3 Process Overview Table

Process step External process reference

Business condition

Business role (not technical role for BP)

Trans-action code

Expected results

Open Posting Period Budget Administrator

FMIR

Open Budget Period Budget Administrator

FMOPER Planned orders for material and dependent requirements for raw materials

Close Commitments Budget Administrator

FMMC

Carry Forward Commitments/Actuals and Budgets

Budget Administrator

FMJ2

Carry Forward Remaining Budget

Budget Administrator

FMMPCOVR



4 Process Steps

4.1 Open and Close Periods/Fiscal Year

4.1.1 Open Posting Period

UseTo prevent postings to the period to be closed, one can close the posting periods. This can be done in conjunction or independently of the Finance posting period. With active availability control and integration to funds management, the funds management period control affects finance postings regardless of the finance period control settings.

Procedure1. Access the transaction by choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP menu Accounting Public sector management Funds Management Additional functions Closing operations Open and close periods/fiscal years Posting Individual Processing

Transaction code

FMIR

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business Role

Budget Administrator (SAP_FI_FM_ALL_STANDARD)

Business Role Menu

Funds Management Additional functions Closing operations Open and close periods/fiscal years Posting Individual Processing

2. In the FM area field, enter 1000 and press Enter to continue.

3. Choose Change/Display to close periods or fiscal year.

4. To open a new fiscal year, choose New Entries.

5. On the Specify open time intervals screen, make the following entries:

Field name Description User action and values Comment

Budget category Payment

Fiscal year <current year> + 1 ex. 2010

From period and To period 1-12 Month

4.1.2 Open Budget Period

UseThere is a separate transaction to close the period for entering budget figures.





SAP menu Accounting Public sector management Funds Management Additional functions Closing operations Open and close periods Budget BCS Individual Processing

Transaction code

FMOPER


Business Role


Business Role Menu

Funds Management Additional functions Closing operations Open and close periods Budget BCS Individual Processing

2. On the New entry screen, make the following entries:


budget category Payment

Version 0

fiscal year <current year> + 1 ex. 2010

from period and to period Month 1-12

3. Save your entries.

4.2 Close Commitments

UseIf not all open commitments have to be carried forward to the next year, you can close those commitments by setting the completion indicator on the related requisitions, orders, and earmarked funds.

PrerequisitesA purchase order, purchase requisition, or earmarked funds with delivery date in the previous year should exist.



SAP menu Accounting Public sector management Fund Management Additional functions Closing operations Preliminary steps Close commitments

Transaction code

FMMC




Business Role Budget Administrator (SAP_FI_FM_ALL_STANDARD)

Business Role Menu

Fund Management Additional functions Closing operations Preliminary steps Close commitments

2. Make the following entries

Field name Description User action and values

Comment

Purchase Requisitions: Set completed Indicator

Set flag

Purchase orders: Set final Invoice and del. Compid ind.

Set flag

Earmarked Funds Set completed Indicator

Set flag

Test Run X Activate

Detail List X Activate

3. Choose Execute.

4. The program provides a list of items to be closed. In addition, one can restrict the closing of open commitments by fm account assignment.

5. Deactivate the Test Run checkbox and choose Execute.

4.3 Carry Forward Commitments/Actuals and Budget

UseThis activity transfers open commitments/actuals such as open orders to the next fiscal year and the budget associated to it.

PrerequisitesA purchase order, purchase requisition, or earmarked funds with delivery date in the previous year should exist.

Procedure1. Access the activity choosing one of the following navigation options:


SAP ECC Menu

Accounting Public sector Management Funds Management Additional functions Closing operations Commitments/actuals Commitment carry forward Carry Forward Documents

Transaction code

FMJ2


Business Role


Business Role Menu

Funds Management Additional functions Closing operations Commitments/actuals Commitment carried forward Carry Forward



Documents

2. On the Year-End Closing: Carryforward of Open Items screen, make the following entries:


Sender fiscal year <current year> An open PO must exist

Value type 51 = purchase orders

Test run x First do a test run

Process with dialog -

Block documents -

Detailed list x

Availability control U = Update without check See remark SAP:

3. Choose Execute.

You can report on the items that were forwarded via report: FMRP_RFFMEP1GX - Commitments and Budget Carried Forward



SAP menu Accounting Public sector Management Funds Management Additional functions Closing operations Commitments/actuals Commitment carry forward display

Transaction code

FMJ_DISPLAY


Business Role


Business Role Menu

Funds Management Additional functions Closing operations Commitments/actuals Commitment carried forward Display Fiscal year Change Documents

2. On the Display Fiscal Year Change Documents screen, make the following entries:


Comment

Sender fiscal year <current year> An open PO must exist

Value type 51 = purchase orders

Sender Ledger 9A

Receiver Ledger 9A



Company Code 1000

FI doc. no. fiscal year

Document number

FYC document number

3. Choose Execute.

4.4 Carry Forward Remaining Budget

UseThis activity lets you carry forward unused or uncommitted budget for certain investment projects.

PrerequisitesCommitment budget or remaining budget exists.

4.4.1 BCS Budget Carry Forward

UseThis activity carries forward the remaining budget of a budget address (FM account assignment).

Procedure1. Access the activity choosing one of the following navigation options:


SAP ECC Menu

Accounting Public sector Management Funds Mgt Additional functions Closing operations Budget BCS Residual budget Carry forward

Transaction code

FMMPCOVR


Business Role Budget Administrator (SAP_FI_FM_ALL_STANDARD)

Business Role Menu

Funds Mgt Budgeting Budget Control System (BCS) Tools Carry Over Residual Budget

2. On the Create commitment item Screen, make the following entries:


Comment

Version 0

Fiscal year <current year>

ex. 2009

Type of Account



Assignments

Budget addresses

Selected

Basis for Calculation

Key figure A key figure defines a formula to aggregate values of a database. You define key figures in FM Customizing.

Document Settings

Document type

BPCF

Sender budget type

CF

Sender period 12 Period signifying the start of the analysis or processing timeframe

Receiver budget type

CF

Receiver period

1 Period signifying the start of the analysis or processing timeframe

Test run Selected First run in test mode.

Detailed list Selected

3. Choose Execute.

4.5 Other Closing Operation Programs The following programs and transactions are available for carrying over open commitment and budget, and carrying forward balances. The ones used for this scenario were explained above.

To access individual programs, choose Accounting Public Sector Management Funds Management Closing Operations Menu Path.

Program Function Menu path

Preliminary Steps Preliminary Steps

FMYCR Maintain account assignment derivation

Maintain account assignment derivation

BPCARRY01 Copy budget structure from last year

Copy budget structure from last year

FMSRCICHNG Reassign standing request Reassign standing request

RFFMCCLS Closing operations: close open commitment

Close commitment

RFFMFYCVA Closing operations: Adjust amounts of document chains

Amount Adjustment of Document Chains Execute

RFFMFYCVA_REV Closing operations: Adjust Amount Adjustment of Document



amounts of document chains

Chains Reverse

Commitments/Actuals Commitments/Actuals

RFFMCCF1 Closing operations: Carrying forward open items

Commitment carryforward Carry forward documents

RFFMCCFD Carry forward documents by entry date

Commitment carryforward Carry forward documents by entry date

RFFMCCFR Closing operations: Reverse carryforward of open items

Cmmt carryforward Reverse

RFFMCCF1_CHAIN Closing Operations: Carry Forward Open Items (Chains)

Commitment carryforward Carry forward documents

RFFMCCFR_CHAIN Closing Operations: Reverse Carryforward of Open Items (Chains)

Cmmt carryforward Reverse

RFFMCCF_APPROVE Approve carryforward of open items

Cmmt carryforward ® Approve

RFFMCCF_DISPLAY Display fiscal year change document

Commitment carryforward ® Display fiscal year change documents

RFFMCCF_DP Carry forward down payments and down payment clearings

You can only use this program if you work with Update profile 000400.

Carry forward down payments/down payment clearings

SAPFMVTR Carry forward balance Carry forward fund balance

Budget Carryforward BCS Budget Budget Control System (BCS) Residual Budget

RFFMMP_COVR Carryforward

Not all of them are needed for the current setup of this SAP Best Practices package.


http://help.sap.com/saphelp_erp2005vp/helpdata/en/88/7c7857584511d295970000e835339d/content.htm


5 Follow-up Processes

5.1 Period End Closing of Financial Accounting with Funds Management (967)

External Process

UseYou have finished all activities that are a part of the business process described in this document.

To accomplish subsequent activities of this business process, carry out the process steps described in the referenced scenario, using the master data from this document.

Once the FM closing activities have been performed, subsequent closing activities for Financial Accounting and controlling may proceed. In most instances, these processes must be coordinated as certain activities are either predecessor or dependent activities that cross modules.

ProcedureComplete all activities described in the Business Process Documentation of the scenario:

Period End Closing of Financial Accounting with Funds Management (967)



6 Appendix

6.1 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

ReportsReport Title Transaction Code Comment

Commitments and Budget Carried Forward FMRP_RFFMEP1GX
