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Configuration and Organization

Contents
The organizational factor: FM area
Update control
Planning layout and plan version
The steps involved in implementing Cash
Budget Management
Different procedures for going live
Taking over cash holdings
Activating Cash Budget Management

SAP AG 1999

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Configuration and Organization:
Unit Objectives

At the conclusion of this unit, you will be able to:

Carry out the configuration work needed to activate
Cash Budget Management in the system
Enumerate the individual data transfer variants
Explain how going live works

SAP AG 1999

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Course Overview Diagram

Introduction

Overview

Master Data

Update and Integration

Configuration and Organization

Customizing
Planning

Payment Transfers

Information System
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0.4
Maintaining FM Areas

Reports:
Val. factors
Periods
Currencies

Currency: USD

FM area Fiscal year variant:

A7

Company code 1000 Company code 2000 Company code 3000

DEM GBP USD

SAP AG 1999

The following are assigned to the FM area:

Plan profile
Report currency
Fiscal year variant (period apportionment)

You can combine as many company codes as you want in one FM area. Each of the company
codes can have a different currency and fiscal year variant.

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Defining Fiscal Year Variants

FMA Fiscal Year Variant

FA01 K4 Calendar year, 4 special periods

FA02 K3

Split over time

January February March

Opening balance 1000 1500
Revenues
Expenditures 1000 500
Closing balance 1000 1500

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By assigning the fiscal year variant, you are stipulatng how Cash Budget Management is to be
split over time.
You can plan and display the payment flows and cash holdings for any period(s) you wish. The
period split for each FM area is per the fiscal year variant.

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Update Control

No purchase orders
No parked documents
FM area ledger only
Bank lines as of posting date
Expenditure/revenue summarization
Clearing in batch RFFMRP18

SAP AG 1999

No purchase orders: The system does not record a purchase order commitment.
No parked documents: The system does not record a commitment for parked documents.
FM area ledger only: Normally, Cash Budget Management records data in the local currencies of
all the company codes and FM areas concerned. If you activate this switch, data is recorded in the
FM area currency only, thereby ensuring that line items are not duplicated.
Bank lines as of posting date: In Cash Budget Management, payment and bank clearing are
recorded as of the value date. Set this switch to have this done as of the posting date instead.
Expenditure/revenue summarization: This switch affects the number of "technical update chains"
in Cash Budget Management. The number of line items is reduced because the system disregards
additional information, such as accounts.
Clearing in batch: Cash Budget Management data is recorded as part of the process of updating FI
documents. Evaluating the clearing information can take a long time. If you choose clearing in batch,
the time-consuming steps are postponed. The payment is first displayed in a clearing item and the
payment commitment remains in place.

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Planning Layout

1 SAPTRCB FM area currency

2 SAPTRCB Fixed transaction currency
3 SAPTRCB Flexible transaction currency

Commt item Value/TCrcy Amt FMA Crcy ...

Assign planner profile

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Three standard layouts are available for planning. They are linked with planner profiles.
You can define your own planning layouts and assign them to the planner profiles.

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Defining Plan Versions

Plan values
Version 2

Version 1 Plan values

Version 0
Plan values
Revenues 1,000,000
Expenditure 500,000
.
.
.

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You can create various plan version IDs.

In the actual planning, you always store the plan values under a plan version.

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Implementing Cash Budget Management - 1

Cash Budget Management

Not active Active

Incoming invoices: 100 Outgoing payment: 100

and clearing

Commitment item
Report
of
G/L account line Commitment item Expenditures
?
Material
Personnel
Taxes

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Cash Budget Management was not yet active when you received the invoice, so the data was
not recorded in there.
When you pay, Cash Budget Management is active.
To update the "Material" expenditure item under the "Payments" factor in the report, the system
tries to determine the "Material" commitment item from the line item (FMEP) in the invoice.
As this is not possible (because there is no Cash Budget Management item), you must enter
commitment items for:
unassigned revenues/expenditures.

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Implementing Cash Budget Management - 2

Cash Budget Management

Unassigned revenues: Transaction : 30
Item category : 2 (revenue item)
Unassigned expenditures: Transaction : 30
Item category : 3 (Expenditure item)

Cash Budget Management

Not active Active
Incoming invoice: 100 Outgoing payment: 100
and clearing

Report: Commitment item Expenditures

Unassigned expenditures 100
Material
Personnel
Taxes

Document line
SAP AG 1999

You cannot activate the FM area until you have defined the following commitment items:
Unassigned revenues (transaction 30, item category 2)
Unassigned expenditures (transaction 30, item category 3)
When you post payments which clear invoices posted before the FM area was activated, the
payments are displayed under these commitment items.

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Checking Company Codes

Fiscal year variant: A7 Currency: USD

Unassigned revenues
FM area Unassigned expenditures

Assignment

Company code 1000 Company code 2000 ...

Check

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There is a checking facility which you can use before the production startup.
The system checks the company code to ensure that all the parameters required for Cash Budget
Management to run smoothly have been maintained.
If the parameters are incomplete, the system generates an error log.

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Production Startup / Reorganization

Transaction Data:
Actual / Plan
Totals + line items

Delete Purchase orders Invoices Funds reservation Payment transfer

Master data in the test phase

Commitment item

Remove from G/L account(whole company code)Delete(whole FM area)

SAP AG 1999

The following apply to all activities:

Back up your data first.
The FM area must be deactivated before you run the program.
Transaction data is deleted first, then master data.
At present, you cannot delete master data selectively, but must do so for the whole
company code/FM area.
Before you can delete the commitment items from the FM area, you must remove them
from the company code in all the G/L accounts.
Caution: Commitment items are also used in Funds Management and Project Cash
Management.

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Data Transfer / Different Characteristic

Characteristic: Minimum Maximum

- +
Mean
Performance: Maximum Minimum
+ -
Transfer Financial accounting:
cash holdings Take over some or Take over
data all data
Take over data
from Materials Take over
Management (purc.orders) all data

Funds reservations
Payment transfers

Prod.startup only Production startup + reconstruction

SAP AG 1999

The diagram shows not only the data transfer made on production startup, but also Cash Budget
Management reconstruction in a system which is already active.
You must carry out the activities in background processing and must deactivate the FM area
first. You must also ensure that no other activities can be carried out in the system while the
program is running.

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Taking Over Cash Holdings/Production Startup

Current year 01.07. July 1 in current year

t
Financial Accounting Cash Budget Management active
Commitment item: Transfer
Bank Financial trans: 30

100 200 Long text 2

400
Report:
Cash Val.type Opening Revenues Expend Clsg
balance balance
500
Payments 800 800

Commitment item
transfer 800
SAP AG 1999

Before you can transfer the cash holdings (cash/bank postings, (item category 1)) posted in
Financial Accounting to Cash Budget Management, you must define a commitment item for
them to flow into:
Financial transaction: 30 Post revenue, expense...
Item category: 2 (Revenues)
The transfer is a one-time process for each company code, as part of configuration.
The values taken over are stored as from the first period of the specified year.
The FM area must be deactivated before you make the transfer.

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Taking Over/Reconstructing Data from Materials
Management

Creating Line Items

PO no.: 14000003 G/L acct: Expenditure
Raw materials

Commitment item

Program run:

Funds line item

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Production Startup
The program reads the commitment item from the G/L account specified in the purchase order
and generates the appropriate line item.

Important:
Always back up your data.
Do not enter any documents while the reconstruction is running. The periods must be closed.
Run the reconstruction in batch.
Run program RFFMS180 first. This enters commitment items in unassigned MM documents.

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Taking Over/Reconstructing Some Data from
Financial Accounting
Cash Budget Mgt
Not active Active / Reconstruct
Posting periods 1 2 3 4 5 6 7

First run From month: 1

To month: 3
Determine
cash holdings: X Set only in first run

Second run From month: 4

To month: 6
Determine
cash holdings: _ Do not set in subsequent runs

SAP AG 1999

Production Startup
This procedure offers a step-by step method of setting up Cash Budget Management.
In the process, the commitment items of the G/L accounts addressed in the posting
lines are determined.
In using this procedure, you are opting not to take over all the commitments, but only
those from certain periods and cash holdings.
Data Reconstruction
Deleting old transaction data
Before running the partial reconstruction for the first time, you must delete the old actual
data (line items).

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Taking Over/Reconstructing All Data from
Financial Accounting

Cash Budget Mgt

Not active Active
Posting periods 1 2 3 4 5 6 7

FM area: FA00
Fiscal year: YYYY

Onetime run

To period: 06

SAP AG 1999

The objectives of this procedure are the same as for the partial reconstruction.
All the documents, up to the limit you specify, are taken over at one go.
System performance might be a problem.
You can take over the materials data and the financial accounting data in one run. However, this
is not recommended for performance reasons.

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Reconstructing Data from Funds Reservations and
Payment Transfers

Funds reservation/payment transfer

Reconstruct line items

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If line items from the test phase were deleted during preparation for the production startup
(delete actual data)
or
if the values were changed in the FM documents, the relevant FM line items must be
reconstructed.

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Activating Cash Budget Management

FM area
1000

Company code Company code Company code

1000 2000 3000

Activate Activate Activate

on April 15, 2000 on July 15, 2000 on December 15, 2000

SAP AG 1999

You have the option of activating Cash Budget Management for individual company codes.
Each company code must satisfy the following criteria before you can activate it:
The company code must be assigned to an FM area.
A fiscal year variant, currency key, and plan profile must be assigned to the FM area.
You have assigned a commitment item for unassigned revenues, and another for
unassigned expenditures, to the FM area.
If any of these criteria is not met, you cannot activate the FM area. Read the error log to find out
what you must do if this happens.

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Configuration and Organization: Unit Summary

As well as the corporate structure settings, you

must also enter the basic Cash Budget
Management settings, and settings to control
planning, postings, and integration.
When reorganizing Cash Budget Management, you
can delete master data and transaction data separately.
Various options are available for the internal
data transfer.

SAP AG 1999

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0.21Configuration and Organization: Exercises

Unit: Configuration and Organization

At the conclusion of these exercises, you will be able to:

- Make the basic Cash Budget Management settings
- Post documents in Cash Budget Management

The project team decides how the organizational structure will

look and on the basic settings in Cash Budget Management. The
aim is to activate Cash Budget Management.

1-1 Check the following basic settings:

1-1.1 Definition of FM area FA##

1-1.2 Assignment of company code AC##

1-1.3 Assignment of commitment items for unassigned revenues and expenditures

1-2 Define fiscal year variant for K4 for FM area FA##.

1-3 Post a vendor invoice.

1-4 Activate Cash Budget Management.

1-5 Display the commitment/actual line items in the Cash Budget Management information
system.

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0.22Configuration and Organization: Solutions

Unit: Configuration and Organization

1-1 Tools > Accelerated ASAP > Customizing > Edit Project > SAP Reference IMG:

-Enterprise Structure > Definition > Financial Accounting > Maintain Financial
Management Area

- Enterprise Structure > Assignment -> Financial Accounting > Assign Company
Code to Financial Management Area

-Treasury > Cash Budget Management and Financial Budgeting > Integration >
Define Commitment Item for Unassigned Revenues/Expenditures

1-2 Tools > Accelerated ASAP > Customizing > Edit Project > SAP Reference IMG:

- Treasury > Cash Budget Management-> Basic Settings > Fiscal Year Variant >
Assign Fiscal Year Variant to FM Area

1-3 Tools > Accelerated ASAP > Customizing > Edit Project > SAP Reference IMG

- Treasury > Cash Budget Management -> Integration > R/3 Internal Data Transfer
> FI Documents > Take Over Part of Data

=> System > Services > Reporting

=> Goto > Variants > Create Variant "Group##"

Field Name or Data Type Values

FM area FA##
From Today's date
To Today's date
Determine Cash Holdings X
Clearing item 2411
=> Save variant
=> Execute program with variant

1-4 Tools > Accelerated ASAP > Customizing > Edit Project > SAP Reference IMG:

- Treasury > Cash Budget Management-> Integration- Activate Cash Budget

Management
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1-5 Accounting -> Treasury -> Cash Budget Management -> Information System ->
Report Selection -> Line Items -> Commitment/Actual Line Items

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