Knowledge TransferKnowledge TransferFunds Management Session 3

Bruce Burnett, InstructorJulie Bonnette, InstructorKnowledge TransfergColumbia, SC Summer 2009

Welcome to Class!

Introductions

Ground Rules

Important Ground Rules– Sign the attendance sheet– Feel free to ask questions

T ff ll h d– Turn off your cell phones and pagers– No email or internet usage during class except at breaks– Have a good time!Have a good time!– Complete course evaluation at the end of training

Course Agenda

Module 1: Create Earmarked FundsTransactionsModule 2: Availability ControlModule 3: Security

Approximate Course Time- 3 hours

Course Learning Objectives

Upon completion of this course, you should be able to:– Create earmarked funds documents

Module 1: Maintain Earmarked Funds

Module 4 Learning Objectives

Upon completion of this module, you should be able to:able to:– Understand the use of Earmarked Funds– Create Change or Display Funds BlockCreate, Change or Display Funds Block– Create, Change or Display Funds Reservation

Earmarked Funds Overview

In SAP ECC there are several ways to set budget y gaside or earmark funds for specific purposes:– Funds Block (active in SCEIS)

Funds Reservation (active in SCEIS)– Funds Reservation (active in SCEIS)

Earmarked Funds Overview (cont.)

Using one of the transactions allows for an Agency t it b d t f f tto reserve its budget for future use. These transactions actually show the funds set

id f ifi d b iaside for a specific reason and may be seen in reporting. The budget is assigned to a fund fund center andThe budget is assigned to a fund, fund center and commitment item. If all the budget reserved is not used then theIf all the budget reserved is not used, then the budget may be released back to it’s original budget address or line item.

Earmarked Funds

Earmarked funds may be reduced by purchasing documents, financial accounting documents or manually.The graphic represents the options you have for reducing the earmarked funds by Materials Management and Financial Accounting commitment documents and actualFinancial Accounting commitment documents and actual documents.

Earmarked Funds (cont.)

Earmarked funds are found here on the SAPSAP menu.

Earmarked Funds (cont.)

This is the initial screen for all earmarked funds.

All earmarked funds will use11 or WF as the document typetype.

Earmarked Funds (cont.)

This is the detail fscreen for

earmarked funds.There must be a complete budget address entered to reserve theto reserve the fund.AVC is checked for all earmarked fund transactions.

Earmarked Funds (cont.)

An earmarked fund may befund may be released by an AP invoice, AR invoice or a GL transaction.

That is done by placing the earmarked document number in the Earmarked field.

Earmarked Funds (cont.)

This is the detail screen for earmarked funds.T ll i tTo alleviate unused funds click on Go to -> Detail line Detail line itemThis will bring up the screen which will allow the completion of the fundthe fund release transaction.

Earmarked Funds (cont.)

This screen h thhas the completion indicator.

This is done by l i thplacing the

earmarked document number in the Earmarked fieldfield.

T tiTransactions

Module 2: Availability Control (AVC)

Availability Control

Availability Control: Availability Control and BCS Budgeting fl ibl t l th t t h k blare flexible tools that you can use to check consumable

budget (budget or releases) amounts against consumed amounts (commitment or actual postings) within a budget process.

If budget consumption reaches one of the tolerance limits ifi d i C t i i thi t i t ti itispecified in Customizing, this can trigger system activities.

For example, additional postings are prevented once the tolerance limit is reached. (85% warning 100% hard)( g )

Availability Control (cont)

Each agency will determine the level at which it will setg yAvailability Control, being knowledgeable of the fact that lower levels provide greater control but require moremaintenancemaintenance.

One Availability Control level will determined by each th t l l ill b t f ll t tiagency, that level will be set for all transactions.

Availability Control (cont)

Highest Level

Funds Center H7100000

Functional Area 000000000000000Functional Area 000000000000000

Commitment Item 512001

AVC set at the highest Funds Center level will check AVC for all agencyFunds Centers at the highest level. There will be no AVC check by specific Funds Center.p

Availability Control (cont)

AVC set at the highest Functional Area level will check AVC for each specific Functional Area at the associated State Funded Program (mini code). There will be no AVC check by specific Functional Area.

AVCAVC for Comm

Availability Control (cont)

Availability Control Options

Funds Center

H7100000 Highest Level H710A00000H710A00000 H710AA0000H710AAA000H710AAAA00H710AAAAA0H710AAAAA0H710AAAAAA Lowest Level

F nctional AreaFunctional Area

0000000000000000 Highest LevelH710 0000 Lowest LevelH710_0000 Lowest Level

M d l 3 S itModule 3: Security

Security

Security Levels

The Security Level selected by an agency determines FundsCenter/Cost Center at which an employee can view andCenter/Cost Center at which an employee can view and process transactions

Security Level Options

H7100000H7100000H710A00000H710AA0000

Any Questions?