Budget Control System Training Manual: Using ZFM01 and ZFM02 for Budget Reports, Study notes of Finance

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Budget Control System BCS Training Manual BCS Training M ansfield Universit November, 2008y

• BCS Introduction………………………………………………………………………………………………………..…3Setup fBudget • • • • • • • • • oCreating a New Folder for BCS TrCreating New Favorites………………………………………………………………………………………5 Choosing a Layout……………………………ZFM01 & ZFM02………………………………………BUDSTAT_w/CF………………………………SOURCES_w/CF………………………………ACTCOM_wCF……………………………………………Drilldown Capability…How to Save Report to ExceReports ………………………………….…………………………………………………………………...……7r the New BCS Transactions…………………………………………………….………………………...4 TABLE …………………………………………………………………………………...…14l……………………………………..………………………………………15 OF ansactions in Favorites…………………………………......4 ………………………………………………………………..13 CONTENTS ………………………………………………….……………12…………………………..…………………………………….7…………………………………………………….…..9………………………………………………….….
• How to Create a Variant……………………………………………………………………………………………....17 How to View Actual Expenses (ZGENLED)……………..……………………………………………………..20How toHow to • • • • • • • Helpful Tips While Using ZFM02…………………………………………………………….…………16Budgeting Workbench Personal DHolding Documents…………………To Print Posted DocumeHelpful Tips While Using FMBB…………………………………………………………………….…..33Choosing and Saving LayoutHelpful Tips While Using FMEDDW…………………………………………………………………...40 Pre‐Post a Budget Transfer (FMBB)………………………………………..…………….………….22Locate a Budget Transfer or View Budget Line Items (FMEDDW)……………….……..35nt………………………………………………………………………….…….31 …………………………………………………………………………….37……………………………………………………………………….28ocuments Tree…………………………………….………..

To crea ‰ ‰ CREATE A NEW FOLDER FOR BCS TRANSACTIONS IN YOUR FAVORITESRight mouse click on the folder calledName the folder as shown below. Click the green check markte a subfolder:^ SETUP^ FOR^ THE^ NEW Favorites^ BCS. Choose^ TRANSACTIONS Insert folder..

‰ A BCS Transactions folder will now appear in the Favorites folder.

You will need to add several new transactions to yourthe BCS transactions. To On the following screen, the BCS Transactions Favorites folder has been highlighted. To add atransac add ‰ ‰ ‰ Right Click on theClick onType in the transaction code t a ion code to the list of favorites, complete the follow favorite: Insert Transaction BCS^ CREATING Transactions ZMF01 Favorites. Click the green check mark^ NEW^ folder F BCS^ AVORITES Transactions ing: Favorites. folder to access

ZFM01 will appear under the BCS Transactions Favorites folder as shown below:

ZFM01 ZFM01 layout has the ability to view a range of fund centers either “rolled” together or “expanded”– all withinone report.^ BUDGET REPORT LAYOUT DIFFERENCES^ CHO^ ZFM01 vs. ZFM02^ OSING^ A^ LAYOUT

Expand & collapse sections of thereport by clicking on these buttons.

ZFM02 Zp FM02 layout has the ability to view a range of fund centers one at a time using the navigationane.

Note: screen shots from the ZFM02 layout have been used toassemble this manual.

Selection 1. 2. FundsComm ‰ Groups a. b. Click (^) E&G Fund Centers itCe E&G Fund Centers (without personnel)‐ will always beGrant Fund Centers (with personnel) – will always be mentnter. Item:Value: enter the fund center or range of fund ce 12 Grant Fund Centers SSHE_2ASSHE_3B nters

‰ ‰ A Report will return with the appropriate data as shown below:Navigation within the report: The NavigationPane can be Expand & collapse sections of thereport by clicking on these buttons.turned on/offusing this icon.

Budget Control System al

2. 3. SOURCES_w/CFACTCOM_wCF – Shows only commitments and actuals by funds center by commitment – Total of all budget entries by commitment item by fund center.^ BCS Training Manu item.

‰ To drill down to the line item detail, double click on the dollar amount. To find the entriesbehind dollar amount,double click on thatamount. A Text box will pop up:^ ‰^ ‰ ‰^ To see all transactions in a specific column, double click on the columns header or the total^ line. Repeat as shown above.Blue lines on the report represent where postings take place (budget, commitment, actual).Yellow lines on tAfter making a selection clickhe report represent totals.. If looking at Consumable Budget make this selection. If looking at columns amount Actuals or CommitmentCurrent Budget or Note: Replaces the SAP “Extra & LineItem” Feature, make this selection. column amount,

Budget Control System CS Training Manual

TIP TIP : Recommended reports for monitoring your budgets:: To turn Navigation Pane on/off click toggle button below:^ HELPFUL TIPS WHILE IN ZFM01 or^ ZFM02^ B

TIP : To expand and collapse sections of the report click on these buttons:

As in SAP, BCS Users can save their fund centers by using the variant feature capability inZFM01 or ZFM02.^ HOW^ TO^ CREATE^ A^ VARIANT

‰ Enter fund centers using Sngle Values tab or by entering a range under 1Range tab.

‰ Click the execute icon to run report.

ACTUALS (EXPENSE) REPORT USING ZGENLED

1.2. 3. 4. 5. 6. BusinFund:Funds FiscalPosting blank to pull the entire fiscal year expens Account ‰ NOTE: Click the execute icon • • es Year:CenteReportDoes Fund sPeriods: Number Area^153^ n r: 2009^426 umbe not : F 55 un takes Fiscal Year months (i.e (Commitment ds center number r pull awhilein commitments! item): to run! es .,600000 to 799999 July = 1, August =2, September = 3, etc) or leave