Budget

Control System

BCS Training Manual

HOW TO PRE-POST A BUDGET TRANSFER

BUSINESS SCENARIO
Scenario
It becomes apparent that one funds center is running short of funds. An administrative manager
wishes to transfer budget from a different funds center and make it available to the other. The
administrative manager needs to pre-post the budget transfer for approval from the Budget
Office.

TRANSACTION CODE
FMBB Budgeting Workbench

PROCEDURE
Logon to the SAP system.
Open your Favorites BCS Transactions folder and click on the FMBB transaction.

Enter FM Area SSHE

and click the green

Note: If you get a pop-up box to enter a layout, enter layout variant - SSHE

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This will bring up the Budgeting Workbench Create Document. Your screen will

appear as follows including a breakdown of each area of the entry form.

Budget Header
information.
This can be
turned on/off
using this icon.

Personal documents tree. This

will contain any documents
you have preposted or put on
hold. This can be turned on/off

using the icon

This is the body of the budget transfer. Transfers can now

be made between multiple funds and can include text for
each line item.

Note: Your screen may look slightly different until after you select Transfer as your process.

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Complete the Budgeting Workbench Header Data information.

1
2

3
5

4
6

Reminder:
Back date
the transfer
to 6/30/XX
at year end

7
8

10
11

1. Process: will always be Transfer when Transfer is selected, screen will change appearance
2. Budget Category: will always be Payment
3. Document type: will always be BGT when entered, screen will change as above
4. Version: will always be 0
5. Document Date: enter todays date (If transfer is taking place at year end, back date the
transfer to 6/30/XX)
6. Sender Fiscal Year: will be the current fiscal year. The fiscal year MUST be the same as
what is entered in #9. Current fiscal year will always be the last two numbers of the fiscal year,
e.g. 2008-09 = 2009; 2009-10 = 2010
7. Sender Budget Type: will always be NREC (Non-Recurring)
8. Sender Period: change to 001. The default is ALL. (split between 12 periods)
9. Receiver Fiscal Year: will default from the Sender fiscal year.
10. Receiver Budget Type: will always be NREC (Non-Recurring)
11. Receiver Period: change to 001. The default is ALL. (split between 12 periods)

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Complete the Budgeting Workbench Body line items.

1. -/+: enter - to indicate the funds center the funds are being transferred FROM. Enter +
to indicate the funds center the funds are being transferred TO.
2. Funds Center: enter the funds center number for each line item.
3. Commitment Item: enter the appropriate commitment item for each line item.
Non-Personnel - Transfer to/from the pool
901 Transfer to/from personnel expense reserve
902 Transfer to/from operating expense reserve
903 Transfer to/from capital expense reserve
510580 Transfer to/from student wages (NOTE: Student wage budgets can only be
transferred TO other student wage budgets.)
4. Amount: enter dollar amount you want to transfer. Enter only as positive amounts.
5. Text: enter a description for each line item. See below for example:

SPECIAL NOTES:
You no longer need to enter the fund or functional area on the budget transfer entry.
These fields will default based on the funds center entered.
You may process transfers between different funds on the same budget transfer entry.
You may enter a different description on each line item of the budget transfer entry.
ICONS:

- Insert row(s)
- Delete row(s)
- Duplicate a row
- Sort rows in ascending order depending on column selected
- Sort rows in descending order depending on column selected
- Adds a total for the amount column

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Once you have verified that you have no errors, click

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Budgeting Workbench Personal Documents Tree

To turn the Personal Documents tree on or off, click

This area allows you to see any documents you have pending.

o You can verify the status of a pre-posted document. If the document is no longer
in your Preposted folder, it has been reviewed and posted by the Budget Office.
o The document will appear in your Posted folder as soon as Budget approves.
o You can hold documents to finalize at a later time. These will appear in your
Held folder.
The Budget Office will then post document. It will move into your Posted Folder at
that time.

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HOLDING DOCUMENTS
If you have not completed a transaction but need to exit the transaction to return later,

BCS offers the user the ability to hold a document. Click

Enter a name for the document and click HOLD. You can name the document

anything you want as you will be the only user able to see this document.

You may get an error message depending on how far you are in your entry. Just click

the green

to accept.

The held document will appear in your personal documents tree in your Held folder.

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To open the document, find it in your held documents folder and double click on the

document. Revise/complete the document.

Once you have verified that you have no errors, click

. The document will

move from your held folder into the Preposted folder.

The Budget Office will then post document. It will move into your Posted Folder

at that time.

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TO PRINT THE POSTED DOCUMENT FOR BACK UP

Select Document Display < - > Change

Select Print Preview

Note: The printer name that appears

when you choose local will be your
own network printer.

Click the Print icon

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Set the Print properties as follows:

Click the green check

mark

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to print

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