SAP USER MANUAL - Finance Departmentfdsindh.gov.pk/site/userfiles/UPDATED Manual 1.pdf · 7 Reporting on Chart of Accounts Reports in SAP system can be obtained on the basis of Chart

SAP USER MANUAL

(Budget, Budget Execution & Reporting)

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TABLE OF CONTENTS Introduction To Servers .......................................................................................................... 4

1. Finance Department Server (FDS) and AG Sindh server (PRS) ............................................... 5

Introduction to Chart of Accounts ......................................................................................... 6 New Naming Conventions and Ranges for Cost Centers (District Wise) ........................... 11 Budget Data Entry on Finance Department Server (FDS) .................................................. 13 Budget Data Entry................................................................................................................ 14 Display System Documents.................................................................................................. 20 SAP Financials ...................................................................................................................... 28 User Manual ......................................................................................................................... 28 SNE Maintenance ................................................................................................................ 28

1. Business Process Overview:........................................................................................................... 29

2. Process Steps: ................................................................................................................................... 29

3. Tips and Tricks: ............................................................................................................................... 32

4. Conclusion: ....................................................................................................................................... 32

Maintain Sector/Sub Sector (for Development Budget only) ............................................. 33 1. Business Process Overview:........................................................................................................... 34

2. Process Steps: ................................................................................................................................... 34

3. Tips and Tricks: ............................................................................................................................... 39

4. Conclusion: ....................................................................................................................................... 39

Supplementary Budget Data Entry ...................................................................................... 40 1. Business Process Overview:........................................................................................................... 41

2. Process Steps: ................................................................................................................................... 41

3. Tips and Tricks: ............................................................................................................................... 46

4. Conclusion: ....................................................................................................................................... 46

Editing Supplementary Documents ..................................................................................... 47 1. Business Process Overview:........................................................................................................... 48

2. Process Steps: ................................................................................................................................... 48

3. Tips and Tricks: ............................................................................................................................... 51

4. Conclusion: ....................................................................................................................................... 51

Supplementary Documents Inquiry ..................................................................................... 52 1. Business Process Overview:........................................................................................................... 53

2. Process Steps: ................................................................................................................................... 53

3. Tips and Tricks: ............................................................................................................................... 58

4. Conclusion: ....................................................................................................................................... 58

Receipt Data Entry ............................................................................................................... 59 1. Business Process Overview:........................................................................................................... 60

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2. Process Steps: ................................................................................................................................... 60

3. Tips and Tricks ................................................................................................................................ 63

4. Conclusion: ....................................................................................................................................... 63

Edit Receipt Budget Document ........................................................................................... 64 1. Business Process Overview:........................................................................................................... 65

2. Process Steps: ................................................................................................................................... 65

3. Tips and Tricks: ............................................................................................................................... 69

4. Conclusion: ....................................................................................................................................... 69

Display System Document (Receipts) ................................................................................. 70 1. Business Process Overview:........................................................................................................... 71

2. Process Steps: ................................................................................................................................... 71

3. Tips and Tricks: ............................................................................................................................... 76

4. Conclusion: ....................................................................................................................................... 76

Budget Transfers (Re-appropriations) ................................................................................. 77 1. Business Process Overview:........................................................................................................... 78

2. Process Steps: ................................................................................................................................... 78

3. Tips and Tricks: ............................................................................................................................... 81

4. Conclusion: ....................................................................................................................................... 81

Budget Returns (Surrenders) ............................................................................................... 82 1. Business Process Overview:........................................................................................................... 83

2. Process Steps: ................................................................................................................................... 83

3. Tips and Tricks: ............................................................................................................................... 87

4. Conclusion: ....................................................................................................................................... 87

Releases (Non-development) ............................................................................................... 88 1. Business Process Overview:........................................................................................................... 89

2. Process Steps: ................................................................................................................................... 89

3. Tips and Tricks: ............................................................................................................................... 92

4. Conclusion: ....................................................................................................................................... 92

Project System – Project Creation (Development Budget) .................................................. 93 1. Business Process Overview:........................................................................................................... 94

2. Process Steps: ................................................................................................................................... 94

3. Tips and Tricks: ............................................................................................................................. 100

4. Conclusion: ..................................................................................................................................... 100

Project System – Original Budget Entry/Posting (Development) ..................................... 101 1. Business Process Overview:......................................................................................................... 102

2. Process Steps: ................................................................................................................................. 102

3. Tips and Tricks: ............................................................................................................................. 106

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4. Conclusion: ..................................................................................................................................... 106

Project System –Transparent Table .................................................................................... 107 1. Business Process Overview:......................................................................................................... 108

2. Process Steps: ................................................................................................................................. 108

3. Conclusion: ..................................................................................................................................... 109

Project System – Summaries & Reports .............................................................................. 110 1. Business Process Overview:......................................................................................................... 111

2. Process Steps: ..................................................................................................................................... 111

3. Conclusion: ......................................................................................................................................... 114

SAP Financials ..................................................................................................................... 124 Project System – Budgeting Process (Fi-Funds Management).......................................... 124

1. Overview ......................................................................................................................................... 125

2. Business Process ............................................................................................................................ 125

3. Roll up Release Payment – FR51 ................................................................................................ 126

4. Budget Process (All) On PRS ...................................................................................................... 128

5. Transfer Budget Payment (Re-appropriation) – FR58 ............................................................ 129

6. Roll up Return Payment (Surrenders) – FR53 .......................................................................... 130

SAP Parallel Entry Solution for Development Projects/DDOs .......................................... 132 1. Business Process Overview:......................................................................................................... 133

2. Conclusion ...................................................................................................................................... 140

SAP Budget Execution Report ............................................................................................ 142 1. Business Process Overview:......................................................................................................... 143

2. Process Steps: ................................................................................................................................. 143

3. Conclusion: ..................................................................................................................................... 146

SAP Budget Execution Report ............................................................................................ 168 1. Business Process Overview:......................................................................................................... 169

2. Process Steps: ................................................................................................................................. 169

3. Conclusion ...................................................................................................................................... 172

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INTRODUCTION TO SERVERS

User Manual

OCTOBER 2016

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1. Finance Department Server (FDS) and AG Sindh server (PRS)

Finance Department Sindh has a separate server for budget making which is physically present at Finance Department, Sindh. This server is used for budgeting (Budget books are printed directly from FDS) only and has all the data regarding budget such as:

Original Budget

Revised Budget

Supplementary

Sanctioned Posts

The data which is not available on FDS is as follows

Modified Budget (changes in budget during the year)

Releases

Re-appropriations

Working strength

Employees‟ data (CNIC, Personal No, DOB, DOA, Length of service etc)

Expenditure

This data is available on PRS (AG Sindh Server) due to which Budget Execution Reports can only be generated on PRS. It is right to say that FDS is budgeting server and is used only to print budget books on a certain format. That format is not required on PRS as budget books are printed only once in a fiscal year. PRS has up-to-date information regarding budget, releases, re-appropriations, supplementary, surrenders and expenditure on different formats which are required by the Administrative Departments to reconcile the expenditure or to have a check on releases and expenditure of their department. Authorization of changing budget and release entries on PRS is with the Finance department and expenditure booking is with the accounting offices (AG/DAOs). AG/DAOs cannot make changes in the budget.

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Introduction to Chart of Accounts

User Manual

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Reporting on Chart of Accounts Reports in SAP system can be obtained on the basis of Chart of Accounts (CoA). There are five elements in CoA as follows: 1. ENTITY 2. OBJECT 3. FUND 4. FUNCTION 5. PROJECT There is a coding structure in the above elements with both alpha and numeric characters. The elements and the structure is explained below: 1-Entity

Entity means department of the provincial government. Each government has a unique range for its entities/departments. For Sindh the range is denoted by „S‟, that is S01 to S99. This means up to 99 departments can be created in the system. Under a department there may be attached departments. Each attached department has a function and under each one are defined the Cost Centers/DDOs.

Example S25- Provincial Assembly of Sindh (Department) S250- Provincial Assembly Secretariat (Attached Department) S250011101-Parliamentary/Legislative Affairs (Attached Department + Function) KQ0001-Provincial Assembly (Cost Center/DDO) 2-Object

Object is type of expenditure or receipt. System captures receipts and expenditure at Object level. Any item below Object level cannot be captured in accounting transaction. For example, Stationary is a detailed Object on which expenditure can be booked. However, any sub-detailed item such as „paper‟ will not be captured by the system hence no report can be obtained. The use of detailed object element is mandatory for all accounting transactions. Object element consists of one alpha (accounting) element and up to five numeric characters (account number) which classify each transaction: A= Expenditure B= Tax Receipts C= Non-Tax Receipts E= Capital Receipts F= Assets G= Liabilities H= Equity

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Object element has three sub-elements: Accounting element A Expenditure Major Object A01 Employee Related expenses Minor Object A011 Pay Detailed Object A01101 Basic Pay of Officers 3-Fund

This is basically the demand/grant. However, to define the source, nature, type of demand, further codes are added at the beginning of the demand number. Fund consists of 7 alpha numeric characters which are as follows: - 1st character is alpha which shows the government S = Sindh - 2nd character is alpha which differentiates between public and consolidated fund C= Consolidated - 3rd character is source of fund 1 = Capital 2= Revenue - 4th character is Sub Fund. It divides the consolidated fund between Current, Development and Capital under the headings of Voted and Charged expenditure. 1= Voted Current Expenditure 2= Voted Development Expenditure 3= Voted Capital Expenditure 4= Charged Current Expenditure 5= Charged Development Expenditure 6= Charged Capital Expenditure Last three characters demand/grant number. Example of Fund is given below: Since public account is not budgeted therefore no grant number is given to it. Thus Fund number is not given to it. It is simply created on Object codes. 4- Function

This explains the nature of expenditure. The function code is numeric and it is mandatory for transactions relating to expenditure. There are four sub elements of function. An example of their coding structure is defined as under:

Major Function 03 Public order and safety affairs Minor Function 031 Law Courts Detailed Function 0311 Law Courts Sub-Detailed Function 031102 Attorneys/Legal Services 5-Project Project coding is not yet listed in CoA. However, it is mandatory in the system in order to obtain reports on projects in the development budget. A project is defined through 10 digits alpha numeric code as follows:

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KA District initials (district in which scheme will be executed, for example, Karachi. (See below

for multiple districts) 1617 Fiscal Year (starting year of the schemes) 0001 Scheme number (this number is sequential) In the existing system the combination of Project definition/code and Object code is called the Work Breakdown Structure (WBS Element) e.g. KA16170001-A03970. With each WBS there is an ADP number. Each scheme must have one WBS at minimum. When a scheme is broken down into several districts, the alpha code of that district is assigned but the ADP number stays the same. This allows in clubbing data at ADP number level and produce reports on each scheme. In the subsequent financial year when the ADP number has changed, project definition will remain the same and new ADP number will be assigned. This will allow production of reports for previous year for same scheme. ADP number is maintained in a separate field. If a scheme is created in the system during the year and it is not available in budget book of that year then that scheme will be treated as NON-ADP scheme and will not be given ADP number. Same will be the case for federal grants, district ADP schemes and foreign funded projects.

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TERMINOLOGIES USED IN THE SYSTEM

S.No Technical Term Explanation

1 Business Area Attached Department

2 CA Controlling Area. Use CGA wherever system requires you to enter controlling area

3 Commitment Item Or GL code

Detailed Object Code

4 Company Code Government. Use S whenever system requires you to enter company code

5 FM Area Financial Management Area. Use CGA whenever system requires you to enter FM area

6 Fund Center / Cost Center

DDO Code. The term Fund center is used for budgeting and cost center is for expenditure

7 Fund Demand/Grant

8 Ministry In some cases system will show Ministry. For Sindh this is same as department

9 Plant Plant stands for Government. Use S whenever system requires this

10 Profit Center District

11 Version Type of Budget. 0 is used for original budget and 999 for revised budget.

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New Naming Conventions and Ranges for Cost Centers

(District Wise) User Manual

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Cost Center code is a combination of 2 alpha and 4 numeric characters. 2 alpha characters for district plus 4 numeric characters. For numeric characters there are three distinct ranges for current, capital and development as given below. Combination of alpha and numeric character defines the cost centre in each district. For example: BI0001 for District Badin + Current Revenue, BI5001 for Badin + Current Capital and BI5001 for Badin + Development. Profit centre is the payment district and each cost centre is also assigned a profit centre. Profit centre codes are also listed below but authorisation to create profit centre is vested with the IT cell of the particular wing in the Finance departemnt. Profit centres can be used to generate report for a particular district or for whole province. For example, if you use AG-BN in profit center field it will give ouput for Badin only but if you give AG-* it will give output for whole province. (How to execute reports is covered in subsequent chapters).

S.No District Name

Initials for Cost Centers

Range for Budget Wing

Current Revenue

Range for Resource

Wing Current Capital

Range for Development

Profit Center

(Payment District)

1 Badin BI 0000-4000 4001-5000 5001-7000 AG-BN

2 Dadu DD 0000-4000 4001-5000 5001-7000 AG-DU

3 Ghotki GO 0000-4000 4001-5000 5001-7000 AG-GH

4 Hyderabad HB 0000-4000 4001-5000 5001-7000 AG-HD

5 Jamshoro JO 0000-4000 4001-5000 5001-7000 AG-JS

6 Jacobabad JK 0000-4000 4001-5000 5001-7000 AG-JD

7 Karachi KQ 0000-4000 4001-5000 5001-7000 AG-KA

8 Kashmore KK 0000-4000 4001-5000 5001-7000 AG-KE

9 Khairpur KX 0000-4000 4001-5000 5001-7000 AG-KP

10 Kamber QS 0000-4000 4001-5000 5001-7000 AG-SD

11 Larkana LN 0000-4000 4001-5000 5001-7000 AG-LA

12 Matiari MY 0000-4000 4001-5000 5001-7000 AG-MQ

13 Mithi MX 0000-4000 4001-5000 5001-7000 AG-MT

14 Mirpurkhas MP 0000-4000 4001-5000 5001-7000 AG-MS

15 Nawabshah SB 0000-4000 4001-5000 5001-7000 AG-NH

16 Naushehroferoze NX 0000-4000 4001-5000 5001-7000 AG-NF

17 Sukkur SY 0000-4000 4001-5000 5001-7000 AG-SK

18 Sanghar SN 0000-4000 4001-5000 5001-7000 AG-SR

19 Shikarpur SQ 0000-4000 4001-5000 5001-7000 AG-SP

20 Tando Allah Yar TQ 0000-4000 4001-5000 5001-7000 AG-TD

21 Tando M.Khan TN 0000-4000 4001-5000 5001-7000 AG-TM

22 Thatta TX 0000-4000 4001-5000 5001-7000 AG-TA

23 Umerkot UT 0000-4000 4001-5000 5001-7000 AG-UK

24 Sujawwal SL 0000-4000 4001-5000 5001-7000 AG-SQ

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Budget Data Entry on Finance Department Server

(FDS) User Manual

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SAP Financials User Manual Budget Data Entry

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1. Business Process Overview for Estimates of Expenditure: Data Entry in the SAP system begins as soon as Finance department receives the forms contained in Budget Call Circulars (BCCs) from the respective departments. Data entry is always at detailed object level for both estimated expenditure and revenue. It should follow the following method for expenditure.

2. Process Steps:

1-Go to data entry screen (YPFD)

2-Select enter new documents

3-Enter fund, function and cost center

4-Start entering budget at detailed object level

Access main screen of Budgeting System by using: Transaction Code → YPFD

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The following screen appears.

In Data Entry head, select the option i.e. Enter New Documents and press the Next button. The following screen appears.

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Fill in the fields as shown in the table below:

Fields Description

Fiscal Year Automatically picked up by the system

Fund 07 character field to enter fund

Function 10 character field to enter superior fund center

Budget Type : SNE (F) → SNE(C) discontinued Permanent →

Select appropriate type. Statement of New Expenditure (Fresh) Regular Budget

Total Revised Estimates Amount of Revised Budget at document level

Allows entry in case of Permanent Expenditure only.

Total Budget Estimates Amount of Budget at Document Level

Match Totals Check if want to confirm amounts at document level & Object Level

It can be used to verify budget at document level with budget entered at object level

Fund Center 06 character field to enter fund

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center

Keep Intact It is used to hold information for several entries in order to avoid data entry

SNE No. A number that is allocated to SNEs

Mandatory for SNE (F). In case of permanent budget this field will not be used

Object Code 06 character field to enter object code

A is by default

BS Scale Basic Pay Scale as per document If A01101 or A01106 is used you can only enter BS Scale ranging from 16-22 & 99 for A01151 or A01156 BS Scales ranging from 1 – 15 would be used

Designation Designation as per document

No. of Posts No. of posts as per document

Rev. Estimate Amount of Revised Estimate at object level

Recurring An amount of expense which is repeatedly used by DDO in previous years.

Non-Recurring An amount of expense which is only demanded in current year.

Budget Estimate Total amount of budget at object level (recurring plus non recurring)

It is calculated at run time

After entering information press F5 or Park Document button to post the document. (park and post are same). The following screen appears.

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You can edit the document afterwards by using the Diary Number assigned to the document by the system as shown in the above message, Document with Diary Number SNE P-2004-999997 has been posted successfully

3. Tips and Tricks: F4 key can be used for Help Search F8 key can be used to add budget F5 key can be used to park the document F7 key can be used to clear all fields F9 key can be used to edit the document

4. Conclusion: You can enter budget data into the system successfully.

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SAP Financials

User Manual

Display System Documents

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1. Business Process Overview: The SAP system provides you the facility of opening the parked/posted document in the view only mode. With the help of this feature you can identify any required changes that are to be made in the system without affecting the original data. The inquiry system also provides the facility of printing the header data as well as details of parked/posted documents.

2. Process Steps:

1-Go to data entry screen (YPFD)

2-Select display system documents

3-Enter year, fund/ fund center or document number

4-System will display the documents on given criteria

Access the budgeting system main screen by using: Transaction Code → YPFD

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In Inquiry head, select the option i.e. Display System Document (view parked/posted/both documents).

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Select any criteria from the given options and press View Documents button.

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To view a document select it from extreme left, the system then highlights the selected document as shown below:

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After selection, press View Document button.

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To reverse any document, select it and then press Reverse Document button. To see the print preview of a document press Print Preview button

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3. Tips and Tricks: F4 key can be used for Help Search F2 key can be used to enter date F7 key can be used to see the Print Preview F11 key can be used to reverse the document F6 key can used to view a document.

4. Conclusion: You can successfully view your required document and its detail.

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SAP Financials

User Manual

SNE Maintenance

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1. Business Process Overview:

The SAP system provides you the facility of maintaining SNE No.‟s pertaining to the combination of Fund, Function, and Fund Center. The system automatically proposes the next SNE No. and provides the facility of Updating the Description of SNE No. Similarly you can also Delete/Display/Update the already created SNE No.‟s.

2. Process Steps:

FD-Budgeting system main screen can be accessed by using: Transaction Code → YPFD

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In Maintain SNE No. head select the option i.e. Add/Edit/Delete SNE No. for FD and press NEXT button.

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Fill in the fields as shown in the table below:

Fields Description

Fund 07 character field to enter fund

Function 10 character field to enter function

Fund Center 06 character field to enter fund center

Budget Type: SNE No. (F)

Select required type: Statement of New Expenditure (Fresh)

SNE No. A number that is allocated to SNE‟s

SNE Description Name or Explanation of SNE

To create an SNE No., enter the above information and press Create button.

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The following screen appears displaying message, SNE No. saved successfully.

To view the description of any previous entry of SNE No. enter Fund, Function, Fund Center, Budget Type, SNE No. and press Display button, the system then displays the description of SNE. To update nay previous entry, modify it and press Update button, the system then updates the information. To delete any SNE No. enter its information and press Delete button, the system then deletes the information. To clear all fields press Clear All button, the system then clears all fields.

3. Tips and Tricks:

F4 key can be used for Help Search

4. Conclusion:

You can maintain SNE No. successfully.

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SAP Financials User Manual Maintain Sector/Sub Sector (for Development Budget only)

34


The SAP system provides you facility to maintain Sector and Sub Sector wise development budget. With the help of this system you can create, modify, and delete the information related to Sectors and their Sub Sectors.

2. Process Steps:

FD-Budgeting System main screen can be accessed by using: Transaction Code → YPFD

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In Maintain Sector/Sub-Sector head, select the option i.e., Add/Edit/Delete Sector/Sub Sector for FD and press NEXT button.

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To create a Sector, in Sector Maintenance head, enter a new Sector Code and then Sector Description and press Create button. The system displays the message as shown in the next screen.

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To create Sub Sector of the new sector, enter the new information in Sub Sector Maintenance head as shown below:

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After entering information, press Create button. The system displays the message as shown in the next screen.

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To view description of any Sector/Sub Sector, enter the Sector/Sub-Sub Sector Code and press Display button. The system then displays the description of the sector/sub sector. To modify any data related to Sector/Sub Sector, edit it and press Modify button, the system then updates the information. To delete any entry, enter the information and press Delete button, the system then deletes the information from the system. To clear all fields, press the Clear All button.

3. Tips and Tricks:

F4 key can be used for Help Search.

4. Conclusion:

You can maintain Sector/Sub Sector successfully.

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SAP Financials User Manual Supplementary Budget Data Entry

41


If funds provided to a particular DDO (Fund Center) for a particular object are not sufficient in original budget then supplementary budget is approved or granted to that DDO. The SAP system provides you with efficient ways to enter supplementary budget in the system. Supplementary Budget is entered into the system as soon as it is approved by the authorities. In order to enter data for supplementary budget, the information that is required to enter in the system includes: Fund, Function, Budget Type, Budget Estimate on Fund Center (DDO) level, Fund Center, Object Code, Recurring Amount, and Non-Recurring Amount.

2. Process Steps:

In the “SAP Easy Access” screen enter: Transaction Code → ZFDSUPPP

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In Data Entry head select the option, Enter New Documents and press the NEXT>> button. The following screen appears.

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Enter the information in the Input Screen as shown in the table below:

Fields: Description:

Fund* 07 character field to enter fund

Function* 10 character field to enter sub detailed function

Budget Type:* Regular → Token → Technical → Others →

Select your required budget type from the options The supplementary approved for already funded objects in original budget for a particular DDO. The supplementary approved for an unfunded object for a particular DDO. The supplementary awarded to a particular DDO when another DDO in the same fund surrenders his funded object. Any other supplementary which does not fall in above mentioned categories

Budget Estimates* The total amount of budget estimate

Fund Center* 06 character field to enter Fund Centre

Object Code* That object code for which supplementary budget is to be allocated

Recurring Amount An amount of expense which is of repeatedly used by DDO in previous years.

Non-Recurring Amount

An amount of expense which is only demanded in current year.

Note: Fields marked with an asterisk (*) are mandatory.

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In the above screen the field of Budget Estimate shows the running total for the document level if the option of Match Totals is not checked.

If you check the Match Totals option given with the Budget Estimate field then you must enter the amount of total supplementary budget against the document in Budget Estimate field. The system then matches the total amount of budget estimate on document level with the amount entered as Recurring Amount and Non-Recurring Amount on object level. In this case, posting would only occur when both are equal otherwise would be parked in error mode. If the document contains errors, the system parks the document in error mode and displays a window which shows the difference of amount and displays a message that the document is parked in error mode as shown below:

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If the document is correct, the system validates it and posts it and displays a message as shown in the next screen.

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3. Tips and Tricks:

F4 key can be used for help search. Enter key can be used to move from one field to another. If you want to see the running total of the amounts of supplementary budget keep the Match Totals option uncheck and if you want to match the total then keep it check. You can use the Keep Intact option to avoid repetition of writing same Fund Center and Object Code for that particular document. F8 key or Add Budget button can be used to add budget. F5 key or Park/Post Document button can be used to Park or Post the document. To clear all fields use F7 key or Clear Fields button. To see the List of Parked Documents press Shift+F2 or List of Parked Documents button. To edit the document press Ctrl+F1 or Edit button. To move to the first field, last field or if you want to change the document or want to go to the next field, you can use buttons given in the extreme right at object level.

4. Conclusion:

You can successfully enter the Supplementary Budget information in the system.

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SAP Financials User Manuals Editing Supplementary Documents

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The SAP system provides you facilities to edit the documents you have already entered into the system. You can easily access your required document with the help of Old Document Number that was assigned to the document by the system at the time of its creation.

2. Process Steps:

In the SAP Easy Access screen enter: Transaction Code → ZFDSUPPP

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In Data Entry head select the option, Edit Documents and press the NEXT>> button. The following screen appears.

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To edit your required document, enter its old document number and press Enter, the system automatically displays all previous information as shown in the above screen. Check Push Key option to edit all fields turn by turn. After editing the document, press F5 to park or post the document. The following screen appears displaying message, Document has been posted successfully.

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3. Tips and Tricks:

F4 key can be used for help search Enter key can be used to move from one field to another. F8 key or Add Budget button can be used to add budget. Push Key option can be used to reduce extra effort of editing the amounts. F5 key or Park/Post Document button can be used to Park or Post the document. To clear all fields use F7 key or Clear Fields button To see the List of Parked Documents press Shift+F2 or List of Parked Documents button. To move to the first field, last field or if you want to change the document or want to go to the next field, you can use buttons given in the extreme right at object level.

4. Conclusion:

You can successfully edit your required document.

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SAP Financials User Manuals Supplementary Documents Inquiry

53


With the help of SAP system you can view supplementary documents that have already been entered into the system. You can select any criteria from the given options which include date, fund, function, fund center, document number, budget type, status.

2. Process Steps:

You can access the main screen through the following transaction code: Transaction Code → ZFDSUPPP

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In Inquiry head, select the option Display System Document (View Parked/Posted/Both Documents) and press Next button.

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Select any option as shown in the above screen (Doc. Number is selected) and press View Documents button.

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The following screen appears

To see the detailed document select it from extreme left, the system then automatically highlights the document as shown below in the next window.

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After selection press the View Document button. The following screen appears.

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To see the Print Preview of the document, press Print Preview button. The following screen appears.

3. Tips and Tricks:

F4 key can be used for Help Search. F2 key can be used to enter date.

4. Conclusion:

You can view your required document successfully.

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SAP Financials User Manuals Receipt Data Entry

60


The SAP receipts system is especially designed for Finance Departments keeping in view their requirements. The system provides facility of entering new documents of Receipts Data, Parking Documents, Viewing the Parked and Posted Documents, making changes in Parked and Posted documents, integrated with the main budget entry system.

2. Process Steps:

Receipt Budgeting System main screen can be accessed by using: Transaction Code → ZFDREC

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In Data Entry head select the option i.e. Enter New Documents and press Next button.

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Fill in the above fields as shown in the table below:

Fields Description

Budget Year* Automatically picked up by the system.

Department* Department for which data is to be entered

Type* Type of Receipt

Object Code* Commitment Item

Item 1 and 2 Sub Item of Commitment Item if required

Description Description of the item

Actual Accounts* Actual Amount of Budget

Revised Estimates* Amount of Revised Budget

Budget Estimates* Budget Estimate pertaining to Fiscal Year

Note: Fields marked with an asterisk (*) are mandatory. After entering data into above fields press F8 or Post Document button. The following message appears with a Diary Number.

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3. Tips and Tricks

F4 key can be used for help search Keep Intact Option can be used if data to be entered is related to one object Area Menu YPMAIN is developed for running of all Data Entry Screens, Reports, and Summaries etc. By executing this command, the SAP system will provide you three options which include Data Entry Screen, Reports & Summaries. You can click the desired folder for process. Unique Diary Number is allocated to each document for the same year for same year. Enter key can be used to move from one field to the other

4. Conclusion:

You can successfully enter Receipt Budget Data into the system.

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SAP Financials User Manuals Edit Receipt Budget Document

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The SAP system provides you with efficient ways to edit Receipt Budget documents already entered into the system. The documents that are posted can be viewed and then edited if required.

2. Process Steps:

Receipt Budgeting System main screen can be accessed by using: Transaction Code ZFDREC

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In Data Entry head select the option i.e. Edit Documents and press Next button.

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Enter Diary Number and press Enter.

Now enter the Object Code and press Change button. The following screen appears.

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Make the required changes and press F8 or Post Document button.

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The following message appears.

3. Tips and Tricks:

F4 key can be used for help search Push key can be used Change entries turn by turn. Area Menu YPMAIN is developed for running of all Data Entry Screens, Reports, and Summaries etc. By executing this command, the SAP system will provide you three options which include Data entry Screen, Reports & Summaries. You can click the desired folder for process. Enter key can be used to move from one field to the other

4. Conclusion:

You can successfully edit your required document.

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SAP Financials User Manuals Display System Document (Receipts)

71


SAP System provides the facility of opening the posted document in the view only mode. From here the user can identify any required changes to be made in the document without disturbing the original one. Therefore, here user can only identify the documents for desired action, but cannot edit them. The Inquiry system also provides the facility of printing the header data as well as details of posted documents. From this the user can also rectify duplication of document and if required, the system provides the facility of reversing the document i.e. to nullify the effect of that document in the data base.

2. Process Steps:

Receipt Budgeting System main screen can be accessed by using: Transaction Code → ZFDREC

72


In the Inquiry head select the option i.e. Display System Document and press Next button.

73


In this screen Enter any criteria to view your required document and press View Documents button.

74


To view the details of the document select it from extreme left as shown in the next screen.

75

To see the Print Preview press Print Preview button, if you want to reverse the document press Reverse Document button, and if you want to view the document press View Document button as shown in the next screen.

76

Press Ctrl + P to print the document.

3. Tips and Tricks:

F4 key can be used for help search. F2 can be used to enter date.

4. Conclusion:

You can successfully view your required document.

77

SAP Financials User Manuals Budget Transfers (Re-appropriations)

78


It may happen that one fund center is running short of funds while another still has plenty. Transfers are a tool in Funds Management, which you can use to place budget from one budget structure and object element at the disposal of another. In budget transfer, budget amounts are debited for one budget address and credited at another. The budget can be divided into two different value types: Commitment Budget Payment Budget (this is used by default)

2. Process Steps:

Budget Transfer screen can be accessed by using: Transaction Code ►FR58 The following screen appears.

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Fields Description

Document Date* Issue date for the original document

FM Area* An FM area is an organizational unit which plans, controls and monitors funds and commitment budgets

Version* Key that uniquely identifies the required budget version

Sender Fund* Key that uniquely identifies the fund

Receiver Fund* Key that uniquely identifies the fund

Sender Year* The year from which sender object takes the budget fund

Receiver Year* The year in which the receiving object receives additional budget funds

Note: Fields marked with an asterisk (*) are mandatory. After entering data into above fields press Enter. The following screen appears.

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Fields Description

Sender Fund Center* Alphanumeric code for the funds center, which you are creating, changing, or displaying, or to which you are assigning budget.

Commitment Item* Alphanumeric code of the commitment item you are creating, changing, displaying, or to which you are assigning budget

Receiver Fund Center* Alphanumeric code for the funds center, which you are creating, changing, or displaying, or to which you are assigning budget

Commitment Item* Alphanumeric code of the commitment item you are creating, changing, displaying, or to which you are assigning budget

Amount* The budget amount that is to be transferred

Note: Fields marked with an asterisk (*) are mandatory. After entering data into above fields press Enter. The following screen appears.

Now press Ctrl +S or button to save the transaction.

sapevent:DOCU_LINK/GL:funds_center

sapevent:DOCU_LINK/GL:commitment_item



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3. Tips and Tricks:

Use F4 key for help search

Use or [shift+F2] to delete one or many lines selected

Use or [F5] to cut line(s) selected

Use or [F6] to copy a line(s) selected

Use or [F7] to paste objects previously cut or copied

Use or [F2] to access the detail screen for the selected line

Use or [F9] to check budget consistency for the entered data

4. Conclusion:

You can successfully transfer budget.

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SAP Financials User Manuals Budget Returns (Surrenders)

83


Within the execution of the approved budget additional budget amendments need to be made which includes:

Supplementary Budget (Outside Budget)

Budget Returns (Surrenders)

Budget Transfers (Re-Appropriations) To clearly separate return budget from the other budget categories, separate transactions allow its registration. SAP provides 2 transactions to enter the budget figures:

A transaction for hierarchical treatment (not used)

Direct entering with automatic rollup Within the transaction, you only need to identify the budget hierarchy to be effected and the amount. The system automatically rolls up the budget to the next higher levels within the budget hierarchy until the top is reached. The transactions aim to provide:

Easy data entry

Quick data entry

Automatic roll-up (always consistent) capabilities In contrast to the hierarchical budget transactions, the rollup transactions should be used for the following:

To avoid blocking of complete/partial hierarchy and allow multiple users to enter budget data at the same time

To allow quick data entry

To keep the budget consistent due to automatic rollup

To minimize impact on performance

2. Process Steps:

Roll up Returns Payment screen can be accessed by using: Transaction Code ► FR53

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Fields Description


FM Area* This is Financial Management area. In Pakistan we write CGA (for Controller General Accounts. This is already configured in back-end). An FM area is an organizational unit which plans, controls and monitors funds and commitment budgets.

Version* Key that uniquely identifies the required budget version. 0 for Original budget and 999 for Revised.

Fund* 10 character field to enter fund

Year* Budget year

Note: Fields marked with an asterisk (*) are mandatory. After entering data into above fields press Enter.

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Enter data into above fields as shown in the table below:

Fields Description

Fund Center* Alphanumeric code for the funds center, which you are creating, changing, or displaying, or to which you are assigning budget.

Commitment item* Alphanumeric code of the commitment item you are creating, changing, displaying, or to which you are assigning budget

Amount* The budget amount that is to be returned




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Now press Ctrl + S or button to save the transaction.

87


3. Tips and Tricks:

Use F4 key for help search Delete line using [shift+F2]: to delete one or many lines selected Incase the user wants to delete any of the entered data entries, select the line items which are to be deleted by clicking on the check boxes at the extreme left of the data grid. After selecting all the required lines, press the “delete” icon. Select all [shi ft+F3]: to select all lines in the grid This facility allows the user to select a number of lines at the same time without having to mark each line separately, one by one. This can be done by pressing the “select” icon (as shown below in the screen shot) Deselect all [shift+F4]: to deselect all the selected lines Another facility provided to the users is the option to deselect all the items all the together without having to do them separately, one by one. This can be done by pressing the “deselect all” icon.

4. Conclusion:

You can successfully enter budget returns into the system.

88

SAP Financials User Manuals Releases (Non-development)

89


In many organizations distributing a budget is not the same as releasing the funds. For this reason, Funds Management includes a release option which can be used to release the budget bit by bit. Releases can be expressed in percent or as absolute amounts. The Release is based on the final budget i.e. the original budget as amended by supplements, returns and transfers. The budget release allows an incremental “opening of budget for consumption”. Budget availability control is placed on released funds. Budget cannot be made available for use unless released.

2. Process Steps:

Access the Budget Release screen by using: Transaction Code → ZRELEASE

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Enter data into above fields as shown in the table below:

Fields Description


FM Area* 4 character field to enter the funds management area. However, CGA may be written here.

Version* 3 character field to enter budget version

Fiscal Year* 4 character field to enter budget year

Fund* 10 character field to enter a fund

Fund Center 10 character field to enter a fund center

Commitment Item 10 character field to enter a commitment item


After entering data press F8 or to execute the transaction.

91


In the above screen you can release budget by amount or by percentage against all, selected or each commitment item (Object Code). After entering amounts press Ctrl+S.

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The following screen appears displaying message i.e. Document Posted.

3. Tips and Tricks:

F4 key can be used for Help Search F2 key can be used to release percentage and to enter date F5 key can be used to delete

4. Conclusion:

You can release budget successfully.

93

SAP Financials User Manuals Project System – Project Creation (Development Budget)

94


The Project System is a solution for Development Budget in SAP. First, a project needs to be created in order to enter budget on it. Project system is different from Funds Management system.

2. Process Steps:

Access the Project Builder screen by using: Menu Path ►Logistics or Accounting →Project System →Project →Project Builder Transaction Code ► CJ20N

95


96

Now press the Project button to create project as shown in the above screen. The following screen appears.


Fields Description

Project definitions* District code+fiscal year+sequential number for every scheme

Project Profile* Key identifying project profile (by default)


97



Fields Description

Company Code* Key identifying company code for project. This is the government key. For Sindh always use S.

Business Area* Key indicating the business area for project. Attached department code.

Plant Key identifying plant/ Not to be used, left blank

Profit Center* Key that identifies profit center in controlling area. District code.

Project Currency Currency Id of the country (PKR)


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After entering above information press WBS Element Overview icon near the top of the right screen. The following screen appears.

In the Basic Data tab fill in the fields as shown in the table below:

Fields Description

Level* Level in Hierarchy of WBS i.e 1

WBS* The Project Definition along with the objects of the scheme

Billing* Checked box (by default). This is used to allow/disallow expenditure booking against bills.

Note: Fields marked with an asterisk (*) are mandatory. Now go to Responsibilities tab.

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Fill in the fields as shown below:

Fields Description

CA* Controlling area. This is CGA under which the transaction would be processed

Responsible Cost Center* The code of the cost center in the WBS element


After entering data into above fields press Ctrl + S or button on the top of the screen.

sapevent:DOCU_LINK/GL:cost_center

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3. Tips and Tricks:

For each scheme we create on project. A scheme may have multiple projects thus each Project is a scheme in SAP System Each Function is an Executing Agency used in a Project Definition unique code after the district code, consisting of two digits Each Function is also used as Fund center/ project Before creating any project for a scheme, it‟s Fund, Fund center and Cost center must already be created Use F4 key for help search

4. Conclusion:

You have successfully created a project and its WBS Elements.

101

SAP Financials User Manuals Project System – Original Budget Entry/Posting (Development)

102


This document describes how to enter original budget for a project in the system. Budget entry is also called posting of budget. Budget data is entered by WBS element by year and for the total cost of the project (multi-year project cost). Spending can then be monitored against this budget. At this point in time the total cost of the project is not used (field is disabled) and only the next FY budget is entered. However, it may be enabled in future.

2. Process Steps:

Access the Change Original Budget initial screen by using: Menu Path ►Accounting →Project System →Financials →Budgeting →Original Budget →Change Transaction Code ► CJ30

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Fields Description

Project Definition* Multi character value for project

WBS Element WBS Element Value

Project Currency PKR


104


Enter Original Budget figures (first overall budget if functionality is enabled) then budget estimates for the year as shown in the next screen below:

105

106

Press Enter.

Now press Ctrl + S or button.

3. Tips and Tricks:

Use F4 key for help search

4. Conclusion:

You can enter/post original budget successfully.

107

SAP Financials Project System –Transparent Table

108


For reporting purpose, it is necessary to fill a transparent table either manually or through Microsoft Excel. The information relating to a project/ scheme like ADP #, Sector, Sub Sector etc is provided in this table.

2. Process Steps:

Access the Transparent Table Upload for Project System through following T-Code YPTOOLS Project Systems Upload YPFD_BUD_UPLOAD_PS ( Budget Data Upload) Following screen will appear:

Prepare an Excel file and save it in TXT format, the fields are as shown in the table below:

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Fields Description

Clint ID Client of Production Server 200 by default for PRS

Fiscal Year Enter the Financial Year for which report is required.

Prog_code Not required / column left blank in this table

Project Definition Enter the definition of project

Fund Enter the Development Fund of the Project / Scheme

Sector ID Enter the sector ID of development project/ scheme, this is created in YPFD- Maintain Sector/ Sub Sector

Sub Sector ID Enter the Sub Sector ID of Project / Scheme

Function Enter the Sub Detailed Function only consisting of six digits e.g 045702

Fund Ctr Fund Center or DDO of the Scheme

ADP Enter the Annual Development Plan (ADP) number of project

Budget Type Enter the budget type SNEF for a new scheme, SNEC for an ongoing scheme

Enter the required fields in above mention table and press the Ctrl + S or button. Execute the program and give path where the file is saved

3. Conclusion:

Now you can successfully run all the Project System Reports.

client ID year prog_code

Project Def Fund

Sector Id

Sub Sector Id Function Fundctr

ADP Number

Bud Type

200 2007 PR01000058 SC22058 01 0190 456782 PR5678 90876652 SNEF

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SAP Financials Project System – Summaries & Reports

Fund wise

Sector/ Sub sector wise

Scheme wise

Detailed Object wise

111


These are some of the reports which may be used in the sections often. These are executed on real time basis that means the system will search for data directly from the database when the command is given. The data so obtained will be up to that time. Accordingly, very large size reports which include voluminous data are not recommended to be executed in real-time. Other methods are available for large reports and are discussed later.

2. Process Steps:

Access these Project System Reports through following area menu T-Code: YPTOOLS Following screen will appear:

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Fund Wise Summary a) Access the report by using: Menu Path ►YPTOOLS →Project System → YPFD_DEV_FUND_WISE - Fund wise summary The following screen will appear:


Fields Description

Budget Year* Enter the Financial Year

Starting Page Number Enter the Starting Page Number


After entering data press F8 or to execute the report. The following screen appears.

113

d) Enter the output device/ printer and press print preview: The following screen will appear:

114

3. Conclusion:

You can successfully run Fund wise Project System Report/ Summary

115

Sector / Sub Sector Wise Summary a) Access the report by using: Menu Path ►YPTOOLS →Project System → YPFD_SEC_SUB_SEC - Sector Sub-Sector Wise Report The following screen will appear:


Fields Description




After entering data press F8 or to execute the report.

116


d) Enter the output device/ printer and press print preview:

117

The following screen will appear:

Conclusion: You can successfully run Sector / Sub sector wise Project System Summary.

118

Scheme Wise Development Report a) Access the report by using: Menu Path ►YPTOOLS →Project System → YPFD_DEV_BUD_SC_WISE - Scheme wise Developmental Report The following screen will appear:


Fields Description

Fund* Enter the Fund code




After entering data press F8 or to execute the report.

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120


Conclusion: You can successfully run scheme- wise report.

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Detailed Object level Development Report a) Access the report by using: Menu Path ►YPTOOLS →Project System → YPFD_DEV_DETAIL - Detail Developmental reports The following screen will appear:


Fields Description

Fund* Enter the Fund code



Budget Type* Choose SNEF, SNEC, DFG for SNEF+SNEC



122


123


Conclusion: You can successfully run Detail Object wise Development Report.

124

SAP Financials

Project System – Budgeting Process (Fi-Funds Management)

125

1. Overview

Why is this process needed? In the development budget so far you have used the PS module. The system requires that projects be created in the PS system/project builder. However, in parallel, the system requires that budget should also be entered on the fund centre/cost centre in Funds Management module. Funds Management is used for current budget and has already been explained in the earlier chapters. Budgeting Process includes the following: Roll up Original Budget Payment (screen rolls up and goes to another screen. T-code is unchanged but the screen changes) Roll up Release Payment Roll up Supplement Payment Transfer Budget Payment (Re-appropriations) Roll up Return Payment (Surrender) Roll up Original Budget Payment – FR50

2. Business Process

Budget is entered against “Fund, Fund Center, Commitment item, Year and Period etc.” through this FR50.

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3. Roll up Release Payment – FR51

BUSINESS PROCESS Once you have entered the original budget through FR50 screen then you need to release the entered budget through FR51. The releases are period based i.e. quarterly, annually, bi-annually. The lump sum releases are also possible and supported.

127

The routine business transactions cannot be carried out until the characteristic is having the release status of original budget. The budget is released against “Fund, Fund Center, Commitment item, Year and Period etc.” through this FR51.

128

4. Budget Process (All) On PRS

Budget Entries Roll up Supplement budget – FR52 BUSINESS PROCESS Once the original budget has been entered into the system and consumed then the system also supports additional budget input in form of “Roll up Supplementary Payments through FR52”. The budget is also entered against “Fund, Fund Center, Commitment item, Year and Period etc.” through this interface.

129

5. Transfer Budget Payment (Re-appropriation) – FR58

BUSINESS PROCESS It may happen that one fund center is running short of funds while another still has plenty. Transfer is a tool in Funds Management, which you can use to transfer/move budget from one budget structure plan element at the disposal of another. In budget transfer, budget amounts are debited for one budget address and credited at another i.e. “Transfer In” and “Transfer Out”. Both amounts have to be equaled and radio buttons have to be selected for „sender‟ and „receiver‟. It can be done for multiple head of accounts at same time provided they belong to same Fund.

130

6. Roll up Return Payment (Surrenders) – FR53

BUSINESS PROCESS This function is helpful if any selected object i.e. fund center have excess budget and the excess is to be returned then through this interface user can return budget. The budget is returned against “Fund, Fund Center, Commitment item, Year and Period etc.” through FR53.

131

132

SAP Parallel Entry Solution for Development Projects/DDOs (YPCJFI)

User Manual

133


Budget, Releases, Supplementary and Surrender for development projects/ DDOs have to be entered by SAP users in two modules i.e. Project System and Fund Management separately. This results in a two-time exercise of an entry. Often a user forgets to enter in one of the modules. To reduce the time, efforts, chances of errors and finally facilitate the system users, a solution has been developed that allows the users to enter budget, releases, supplementary and surrender for Development Projects/ DDOs simultaneously using one screen. User can access the solution by entering the transaction code YPCJFI. The following screen appears:

134

The above screen has following options. Original Budget FR33/FR50 (DDO and GL) / Fund Management CJ30 (WBS Element) / Project System Supplementary budget FR21/FR52 (DDO and GL) / Fund Management CJ37 (WBS Element) / Project System Surrender Budget FR29/FR53 (DDO and GL) / Fund Management CJ38 (WBS Element) / Project System Release Budget FR35/FR51 (DDO and GL) / Fund Management CJ32 (WBS Element) / Project System Deduction Use of this check box is optional. This option can only be used/ticked when subtracting budget from Controlling Project/DDO, while adding it to Spending Project/DDO. Note: It is used only for original & supplementary budget. Overall budget

135

Use of this check box is optional. This option can only be used/ticked if user maintains the Overall Cost of any WBS Element, then user will choose this option. Parent WBS Use of this field is optional. This option can only be used when user also wants to subtract the budget from controlling Project/DDO and add to Spending Project/DDO. This option is used with point (5) Deduction. Note: It is used only for original & supplementary budget. Diary No. Use of this field is optional. This option can only be used when user wants to enter any reference/ letter number. Reverse If a user wants to subtract / reverse the budget, releases supplementary and surrender from any Project/ DDO. Delete This option can be used for deleting the data from any row before posting/ reversing. For the purpose, user has to select one or more lines and then he will use this button. Post. After complete entry of budget etc against all required WBS element and selecting any of above budget activity, then user will use this option so that budget can be posted. Clear All. If the user thinks that data entered in different columns is not correct then he can use this option for clearing all fields. A VALIDATION CHECK IS IMPOSED IN WBS FIELD. IT CHECKS THE USER ENTRY IN ZPROFIT TABLE AGAINST PROFIT CENTER. Note:- Re-appropriation functionality is not offered in this solution.

136

Original Budget Entry in Projects/DDO There is option for the user to place budget only in Fund Management (DDO and GL) or only for Project System (WBS Element) or both. When user wants to enter / post the Original budget, select/click the “Original Budget”

radio button and also Check boxes of “FR33/FR50” and CJ30”.

Enter data into above screen as described in the table below:

Fields Description

Year* Enter the fiscal year e.g 2017

WBS Element* Enter WBS Element i.e Project code-Detailed Object code Note:-The solution will automatically detect Project/DDO code and GL code for entry.

Amount* Enter amount

Diary Number Enter reference/ letter number. (optional)

DDO / GL Account Budgeting

WBS Element Budgeting

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Press the “Post” button. Following screen will appear. Note:- User can enter 1 or more rows data in this screen.

Confirmation message regarding the “Overall Budget” will appear. Its means that either user wants to add the budget as “overall budget” or not. If user does not want then he has option to press “No” and vice versa. (Option may already be disabled in Sindh for the time being). Reversal / Minus of Budget

Option Description

◙ Radio button (allows only to select one option only)

□ Selection box (allows multiple selection when checked/ticked) .

138

If the user wants to reverse or minus budget from any WBS Element or any development

DDO then user will press the Reverse button. There is no need to put

minus sign with the amount and no need for pressing the “Post” button. Following screen

will guide you in this scenario.

After pressing the “Reverse” button, again system will prompt for “Overall Budget”. User can choose one option from “Yes” or “No”. Note:- The solution can reverse budget/releases/supplementary/ surrender now. This functionality is not fully operational up to some extent. Therefore user must verify the reversal by running a report.

To reverse the budget

139

Supplementary / Release / Surrender Budget Like the original budget user can enter Supplementary, Releases and Surrender. But only one option can be used at one time because all these options are available with Radio Button.

Only one Radio Button can be chosen for performing task of budget. But in one radio button user has the option either to exercise his task only in Fund Management (DDO and GL) or Project System (WBS Element) or both.

Supp. Budget Surr. Budget Rel. Budget

Fund Management (DDO and GL) Project System

(WBS Element)

140

Transfer the budget from Controlling to Spending (Project and DDO) Note: The following is currently not in use in Sindh. If there is requirement to transfer budget from controlling project to spending projects (it works for Original or Supplementary budget only) then this screen also provides the functionality. User should not confuse this transfer of budget with Re-Appropriation of budget. Both concept are different from each other. Re-appropriation functionality is not offered in this solution. The fields should be filled as given below picture/ instructions:

2. Conclusion

In order to transfer (minus from controlling and adding in spending project/DDO simultaneously) the original/ supplementary budget from Controlling WBS Element/DDO to Spending WBS Element/DDO, user must:

1. Click on Radio Button for Original/ Supplementary Budget.

2. Enter Year, WBS Element (spending project/DDO), Amount, Diary number( if

required)

Spending WBS Elements Column

Controlling WBS Element Column

Transfer Check Box

141

3. Check the “Deduction” check box

4. Enter the “Parent WBS” (of controlling project/DDO).

5. Click on “Post” button.

142

SAP Budget Execution Report

Integrated Financial Management Information System

(IFMIS)

(YPIFMISPN)

User Manual

143


The Integrated Financial Management Information System Report (YPIFMISPN) is available in AG -Sindh Server (PRS) after the closing of monthly account by AG office (usually account is closed around 10th of every month for the previous month e.g for expenditure of March, the report will be available after 10th April). This report is not run on real time basis. It is based on „dumped‟ data. Data dumping is on automatic schedule every night. Since AG office keeps making changes in the monthly expenditure figures up till the 10th of next month therefore it is advisable to run this report after 10th of next month. Functionality of ALV (Active List Viewer) makes the report output flexible and easy to use.

2. Process Steps:

Budget Execution Report main screen can be accessed by: Transaction Code → YPIFMISPN Press enter button. The following selection screen appears:

144

The report screen consists of two parts:

Program Selection (refers to the selection of input fields/user requirement)

Output Format , that is, the report format a. Sap list Viewer (user may select any report output layout – explained in tips and tricks of ALV Report portion) b. Option (refers to output of the report available in the checked columns only) as shown on page 142 of this manual. a) Enter data into above Program Selection as shown in the table below:

Note: Fields marked with an asterisk (*) are mandatory. You can use other fields to specify your requirement.

Fields Description

Company Code* Enter Company Code S (Sindh Govt)

Year* Enter the fiscal year

Server ID* Enter 3 characters server code(s), PRS- (for AG Sindh) The yellow arrow/multiple selection allow user to enter multiple field inputs.

Fund Enter 07 characters Fund code e.g SC21C01 or for all Sindh Government funds enter SC*. (In case of receipt data do not enter anything in this field)

Profit Center* Districts (Profit centre) in Sindh

Posting Date* Start and end date e.g 01.07.2016 to Last date of the closing month

Option Description

◙ Radio button (allows only to select one option either expenditure or receipt) Do not use both option as system will not allow this.

□ Selection box, two options available “Select all” & “Deselect all”. After checking √ the Select all box press enter button, it will select all report output options. Check “Deselect all” and press enter will uncheck all. User may check options directly by clicking on to check the output option.

145

SELECTION SCREEN


146

OUTPUT SCREEN

3. Conclusion:

You can run the report for estimates of expenditure successfully. Note: - For Estimates of Receipt budget and actual take following steps:

Enter Company code S, YEAR 2016 (Fiscal Year 2016-17).

Add PRS Server in Server ID field for SINDH

Do not give any Fund code

Give posting date

Select Radio button “Receipt” instead of Expenditure.

Check/tick on only Include Objects Major, Minor, Detail

147

After entering data press F8 or to execute the report. The following OUTPUT screen appears.

You can run the report for estimates of receipt successfully. NOTE: - ALWAYS USE FILTER OF GREATER ( >)THAN 0 ON COLUMNS: FOR THE MONTHLY EXPENDITURE AND PROGRESSIVE EXPENDITURE AND ACTUAL RECEIPTS.

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TIPS & TRICKS CUSTOMIZATION OF ACTIVE LIST VIEWER (ALV) REPORTS (YPIFMISPN) Customization means that you can get the information from huge data according to your requirement. Methods for Customization

After you run the report by pressing the button or press “F8” from your key board, the report provides output in the layout that is entered in SAP List Viewer. User can see the following tool bar on screen. The tool bar is used to customise the report as per user requirement. Every function/button of tool bar is explained below:

Detail of any Field The first button like Zoom Mirror shows the detail of any Cell or Line. When you press this button the following window will appear before you. The short cut key from Key board is Ctrl + Shift

149

This Detail Window contains all the information that is displayed against any Fund, Fund Center, and Object Head etc in Horizontal form. This is vertical Scroll Bar window in which you can see all the information about any row or cell. Note:- It works only on fields that are not totaled.

Sorting the Data (Ascending / Descending)

The next two buttons are for sorting in Ascending Order and Sort in Descending Order. The short cut key from Key Board for first button is Ctrl + F4 and for second button is Ctrl + Shift + F4. Through these two buttons you can arrange whole data in ascending or descending order. For this purpose you have to select the column on which you want to apply the criteria. When you press any button the following window will appear before you.

150

In this window all fields are shown in Right Panel (Column Set). You can choose any one or more field on which you can apply the Ascending or Descending criteria. For this purpose

first select the field and then click the button for adding in Sort criteria /

Subtotals pane and press at Left corner. The data will be sorted. Tip: If you withdraw any field from Sort criteria / Subtotals then simply select the field

and press the field will automatically be removed from Sort criteria / Subtotals. Filtering the data Filter is used to extract specific information from given data. There is possibility that the user may require report on the basis of any specific Head of Account or Fund or any other specific field. For this purpose you can use Filter option.

For this, press the button. The following window will appear before you.

Like the Ascending / Descending Window, here you have to select fields on which you

require report. Select the field first and then press button for adding in Filter criteria

pane and press at Left corner. The data will be filtered on your required field. Tip: If you withdraw any field from Filter Criteria then simply select the field and press

the field will automatically be removed from Filter criteria.

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Total / Sum of any Numeric Field By default every numeric field is displayed with sum. But if any field which is not displayed with total, you can use this option to do the sum of a column or remove the sum.

For this purpose, you have to select the numeric column and then press button on tool bar. The total will be displayed in Yellow colour on bottom of line like in the following figure. OUTPUT SCREEN

For removing sum of the above numeric columns, select the columns and press button, this will remove the Sum/Total and vice versa.

152

Sub Total the column The Sub Total means to get the total of any value which is coming repeatedly. For this

purpose you have to press the button.

Select the field you want to subtotal, check the subtotal selection box and press . The following screen along with subtotals (with yellow background) and details (grey back ground) will appear:

153

On the upper left corner of the report layout, press white club button to view only subtotals (skipping details) OUTPUT SCREEN after Sub-Totals at FUND

154

Removing the Sub Total If we want to remove the subtotal of column(s), then press the “Change Layout” button

from the tool bar menu. The following screen will appear.

On the above screen go to the “Sort order” tab. The following screen will be displayed.

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In “Sort Criteria/Subtotals” pane, uncheck the box under Subtotal icon which is not

required now and press button. The Function of Subtotal will be removed from Selected column. Print Preview Before printing the report, it is required to view the report in print format. For this purpose

press the button from Tool Bar. The short cut key from Key Board for Print Preview is Ctrl + Shift + F10. The following screen will appear.

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OUTPUT SCREEN for Print

Now press print button the following screen will appear,

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The SAP system will take the printer installed in User computer, in the tab “Cover Sheets” delete “D” from SAP Cover page and Operating System cover page, click for check on “Print immediately” and “uncheck new spool request” as given in the screen below, Now Press “Continue” button, The report will be printed.

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View in Microsoft Excel & Microsoft Word Format If you want to transfer/download the report in Microsoft Excel sheet/MS Word, then press

one of the buttons from Tool Bar. All data from SAP R/3 will transfer into Microsoft Excel sheet. The short cut key from Key Board for transferring data in to Microsoft Excel is Ctrl + Shift + F7 and for Microsoft Word is Ctrl + Shift + F8 Another way to transfer data into Excel, Text, HTML formats is to click on Local file button

, the following screen will appear,

Click on spread sheet to transfer the data into Excel file and then press continue button , then in the next screen give path of location where you want to save the file, file name with” extension” and press “Transfer” as given in the screen below:

The SAP System will create an Excel file on the specified location with the data. Note: - Open the file and Save as it as Excel work book.

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Graphical View The report can be aided with graphics. In graphical mode, different charts like Pie Chart, Column chart, Line Chart, Area Chart etc can be applied to report columns. For this, select

column(s), click on the button or press Ctrl + Shift + F11 from your Keyboard. The following screen containing the graphical view of the report will appear:

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CUSTOMIZING THE GRAPHICAL VIEW You can change the graphical view according to your need and requirements.

For this purpose right click on the graph. The following Popup menu will be displayed

containing the following options.

Format Plot Area Format Data Series Copy Chart Type Chart Options Print Print Preview Undo the changes

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Format Plot Area This option is very helpful in formatting the whole chart or graph. When you click on this option following screen will appear before you.

In the above view / option, you can change the style of line, colour of lines, width and filling of line. The border of line can also be changed.

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Format Data Series For changing the colour, border, pattern of bars, right click on any bar and click on Format Data Series, following screen will appear on screen.

On this screen, tabs like Pattern, Axes, Error Bar, Data Labels, Options are very helpful in changing the colour, pattern, names, error messages, data labels on X axes, Y axes can be changed according to your requirement. Format Data Series When we click the above mentioned option, all columns containing the numeric data can be changed according to your requirement like changing the colour, name and pattern.

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Chart Type There are different chart types which can be used for displaying the data in different shapes. Following screen helps in choosing the type of graph.

Each chart type contains different view in chart subtype window. Chart Option When we select the option “Chart Option” from Popup menu the following screen will appear before us.

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Changing, naming and customizing the screen and graph, labelling data, axes, and legend can be handled through this window. Print and Print Preview Printing the graph and viewing its view before print can also be obtained through this option.

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LAYOUT CUSTOMIZATION Hiding the column In report, if you want to hide any column, apply right click on that column. Following screen will appear before you.

The Option “Hide” can be selected for hiding the column. Tip: For multiple selection of column, you can use the “Shift/Ctrl” button from your keyboard. Unhide the Column For displaying the hide column, repeat the above mentioned procedure and then click “Show” option. The following screen will appear.

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In above window, the “Columns” pane contains the name of columns which are displayed in report (on left) whereas the “Column set” pane contains the columns which are hiding

(on right). For displaying, just select the column name from right pane and then press button. The column will be displayed in report.

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Save Layout When you have made a customize layout in which you have made your own subtotal, unnecessary columns are hidden etc, then you can save this layout by clicking on “Save Layout” button for using it next time by Select Layout option on any different report of any year.

For this press the button from tool bar. The following screen will appear before you.

In Filed “Save Layout” give short name of layout and “Name” field give brief description of layout and select the option from “User Specific” and “Default setting” and press Enter

button. The layout will be saved. By checking the Default setting option, whenever the report is run it displays the saved layout set as default. By checking the User-specific option, only the user can view, access, use, and edit the layout.

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SAP Budget Execution Report Scheme wise Report on DUMPED data (YPPROJ_01) User Manual

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The Scheme wise report with budget and releases along with expenditure up to last working day is available in AG -Sindh Server (PRS). This report provides actual data upto last working day. It runs on dumped data (Data dumping is a feature through which system dumps transactional data on a certain schedule and on certain parameters at a time when transactions are not in process currently it is scheduled at 10:00 pm daily). This report is recommended for huge data sets e.g. district wise or scheme wise data foe whole province although it can be used for a single scheme or one sector or one district. Functionality of ALV (Active List Viewer) makes the report output flexible and easy to use.

2. Process Steps:

Scheme wise report on dumped data can be accessed by: Transaction Code → YPPROJ_01

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Press enter button. The following selection screen appears:

You can see last row of the selection screen where multiple options are available for selection in form of RADIO BUTTONS (as discussed in earlier chapter radio buttons are used to select one option only at a time) Following are the radio button options

1- Provincial ADP (It includes only provincial schemes as per Vol 5 including FPA Schemes)

2- District ADP (It includes District ADP schemes only) 3- Foreign Project Assistance (Foreign funded projects operated through RFAs)

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4- All (it includes all above mentioned options) User can select the default layout out of pre-defined layouts (as in this case few layouts are already saved for all the users) It can be seen in the following screen

Out of these available layouts any ONE can be selected at a time. After entering data press F8 or to execute the report.

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Following OUTPUT screen will appear:

You can change this layout by applying filters or by selections of more columns or change of coulmns as discussed in previous chapter.

3. Conclusion

Following coulmns are available in this report

Scheme Counter (It provides number of schems as per Vol 5)

Project Counter (It provides number of projects against a schems e.g. a scheme is bifurcated in 5 districts means 1 scheme and 5 projects)

Orignial Budget, Monthly Realeases and Expenditure

Final Budget which includes all the changes to orignial budget(these are reflected in separate coulmns as well e.g. reappropriations, supplemtary and surrenders)

Progressive releases and expenditure (total releases and expenditure up to a month)

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Up to date expenditure (expenditure without assignment accounts)

Total expenditure with assignment account (includes assignment account expenditure)

Sectors and Sub-Sectors (in FPA Donors are sectors and Departments are sub-Sectors)

Districts (for all sources e.g. provincial, district, federal and foreign)

Percentage of expenditure against releases is also available(it works correctly on scheme level only as it add ups the percentages like figures when you apply sub-totals)

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