Sap BCS

IES BUDGET TEAM - Budget Control System REFERENCE MANUAL
BUDGET CONTROL
SYSTEM (BCS)
Commonwealth of Pennsylvania
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IES BUDGET TEAM io
BCS Reference Manual
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July 2010
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Draft_V6 Page 1 of 63 June 3, 2010

Table of Contents
Introduction.............................................................................................3
Creating Budget Documents

Layouts for Process Transactions.......................................................................4
Preposting a Budget Document in BCS with Budgeting Workbench (FMBB)......……….7
Printing a Backup Document………………………………..………………………………………………….…10
Display Entry Documents

Transaction - FMEDD…….................................................................................11
Transaction - FMEDDW...................................................................................15
Preposted and Posted Documents – FMEDDW …..………………………………..………….......…18
OnLine Budget Reporting
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FM (Budget) Available Balances Report (Y_DC6_14000089)…...………………………………19
Transaction – FMRP_RW_BUDCON (General Budget Consumption Report).............21
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Appendices
Appendix A – Document Overview On/Off ........................................................28
Appendix
Appendix io
B – Holding Documents & Creating Templates......................................29
C – Creating a Document by Reference....................................…...…....32
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Appendix D – Compare & Change Layouts for FMBB Input Screens.......................34
Appendix E – Change & Create Layouts for FMEDDW..........................................36
Appendix F – Error Message on Budgeting Workbench (FMBB).............................37
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Appendix G – Frequently Asked Questions.…………………………………………………….…….....38

Appendix H – Special Notes for PDOT.………………...………………………………………..…….…..40
Appendix I – Special Notes for Approval and Post Role…………………………...…….....……43
Appendix J – Printing Document Copies and Reports.………………………………………...…...44
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Appendix K – BCS – Budgeting Workbench Process Transactions………………….………..49

Appendix L – Reversal Transaction (for Posted Documents)………..…………………………..51
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Appendix M – Workflow Review for Document Approvers.………………………………………..53

Appendix N – Key Figures ..………………………………………………………………………………………..57
Appendix O – Lapse Transaction and Process…………………………………………………………...59
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Appendix P – Special Notes ……………………………………………..…………………………………….….60

Appendix Q – GBO Required Long Text………………………………………………………………………61
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Tables
TABLE 1: Updated Earmarked Funds Transaction Codes ………………………………….………62
TABLE 2: Updated BCS Budget Adjustment Transactions ………………………………………..63

BUDGET CONTROL SYSTEM (BCS) REFERENCE MANUAL
On July 1, 2010, SAP Budget Execution will be migrated from former budgeting to
the Budget Control System (BCS). The transactions that you are currently using
within SAP to manage and monitor your budget will be changing. For example,
budget transfers will no longer be parked using transaction FR69. Instead, you will
be using the Budgeting Workbench transaction FMBB to prepost your budget transfer
documents.
Similarly, the on-line budget reports will also be changing. Please note that you will
be able to continue to use FM Budgetary Review Report (Y_DC1_32000238) or FM
Budgetary Review Detail Report (Y_DC1_32000602) to view your budgets and
available balance status. However, beginning fiscal year 2010 and after a new BCS
report will be available, FM Available Balances report (Y_DC6_14000089). This
manual is being provided to assist you in monitoring your budget using BCS. Below
is a crosswalk of some of the changes:
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Prior to NOTATION/
Function After 7/1/2010
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7/1/2010 COMMENT
Budget Park using Prepost using Budgeting
Transaction CHANGE
Transaction Transaction: FR69 Workbench Transaction:
& REPLACEMENT
Transfer
On-Line FM Budgetary Review io
FMBB - Transfer
FM Available Balances
NEW AVC Report
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Reporting Y_DC1_32000238 Y_DC6_14000089
FM Budgetary Review Budget Consumption
On-Line
Detail Report FMRP_RW_BUDCON NEW Detail Report
Reporting
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Y_DC1_32000602
Budget Document Entry Document Display Document Report
On-Line Report (Budget Report) FMEDD CHANGE &
Reporting Y_DC1_32000338 REPLACEMENT
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Budget Documents V2 Drilldown for Budget Entry

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(Posted) Report Documents (Report) Document Status

On-Line Y_DC1_32000824 FMEDDW (with document Report
Reporting Budget Documents V2 status criteria selected) CHANGE &
(Parked) Report REPLACEMENT
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Y_DC1_32000826
Changes in BCS that will be reviewed later in this document

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• Parked Budget Adjustment documents will change to Preposted FMBB documents.

• No need to input Fund repeatedly on Layout COPA10, it automatically fills (in cases of
multiple lines of input).
• Ability to do multiple transfers on one document even with different funds (Layout
COPA20).
• Ability to enter different text for each line item.
• Ability to copy line items to save data entry.
• Ability to “hold” a document.
• Ability to track status of all documents whether posted, preposted, undone, or held.
• Report view options allow user to switch between report views without re-running
transaction eliminating the need for multiple report transactions.
• New Availability Control report preset to highest control level for each Business Area.

CREATING BUDGET DOCUMENTS

Layouts for Process Transactions
Selecting BCS Screen Layout*

(* see Appendix D: Comparing & Changing Layouts)
1. Log on to BCS system using your own ID
2. Enter Budgeting Workbench Transaction FMBB
3. If you get a pop-up box to enter FM area, enter COPA
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4. Select your Layout:
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BCS for COPA will have two Screen Layouts available: The differences while
generally minimal can save the Single-Fund Business Area user considerable
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time and effort by opting for Layout COPA10 as the default, thus minimizing the
number of points on the Budgeting Workbench FMBB screen the user is
prompted to input the Fund.
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COPA10 – Single Fund per Document (Recommended for Single-Fund

Business Area Users)
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COPA20 – Multiple Fund per Document (Recommended for Cross-

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Business Area Users, i.e. Comptroller’s Office, GBO, etc.)

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5. To set your Layout default: Click “Extras” from the control line and from the
dropdown menu select “Change Budgeting Workbench Layout”:
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6. The following Layout Entry menu will appear:
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7. Click on the match key icon; so the following list of layout setting options
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appear:
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8. Highlight the Layout recommended for your usage.
9. Click the icon Layout Entry menu.

You will receive the following pop-up box:
10. Click on the “Default Layout” Box and click the again to continue.
11. You will receive the following message:
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12. Click the icon in this information box and your default Layout will be set.
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NOTE: Layout COPA10 is the recommended layout for Single-Fund Business Area
users and therefore it is used for the examples in this manual see Appendix D for a
detailed comparison between Layout COPA10 and Layout COPA20.
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Preposting a Budget Document in BCS
with Budgeting Workbench (FMBB)
BCS TRANSACTION CHANGE: “Preposting” a document in BCS is the equivalent

of “parking” a document in former budgeting. Process transaction “Transfer” will be
used in this example since it is the most common budget document that Business
Areas generate using Budget Adjustment Transactions. See Appendix K for a
complete list of BCS – Budgeting Workbench (FMBB) Process Transactions.
BCS Budgeting Workbench Process Transaction Input Screen Sequence
1. Enter Budgeting Workbench transaction FMBB
2. If you get a pop-up box to enter FM area, enter COPA
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3. Choose FMBB Process Transaction “Transfer” from the menu (see example
and notations below)
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4. Document Header Text is entered under the Additional Data tab.
5. Document Long Text is entered by clicking the Long Text button

(See Appendix Q for GBO Long Text Requirements)

6. Input budget data (example showing both “merge” and “split” options)
NOTE: This is the bottom section of the previous FMBB screen shot
6 a – example using the “merge” screen option:
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6 b – Same example as above using the “split” screen option:
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NOTE: The advantage to using the split screen option - The requirement of input
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data in the “+/-” column at the beginning of each line is not needed.

7. Check the document for errors using the check icon,
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If there are no errors then BCS will issue the following
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message (at the bottom of your screen).
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8. Once the document checks successfully, click on the Prepost button. This puts the
document into your business area’s budget workflow.
9. BCS assigns a document number and generates the following message at the
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bottom of the screen indicating the document has successfully Preposted in your
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Business Area workflow. Example:

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Printing a Backup Document
Note there are three different ways to access the print function –
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NOTE: All former budgeting print functions should continue to operate as before. If
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these functions are no longer operating consider doing the following:

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1. Check and/or review your workstation print settings.
2. See Appendix J for detailed printing instructions.

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3. Check and/or review your local location’s system print set-up with your local
IT Administrator.
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Displaying Entry Documents

Transaction “Display Entry Document” FMEDD
GENERAL: This display is used to view a single document entry for a Fund.
1. Enter FMEDD (Display Entry Document) transaction in the control line or choose
FMEDD from your Favorites (or Folder)
2. If prompted enter “COPA” in the FM Area
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3. If not prompted, and COPA is not the default entry, enter FM Area “COPA” and
Document Year
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4. Input the document number if known (if you do not know it, skip to step 6)
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5. Click “Execute” icon and Document will display

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6. If you do not know the document number; click the match key icon to access
the “Search” criteria menu:

7. The following search criteria menu screen will appear:
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a. Enter the document creator’s user ID as a search criteria (yours or

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someone else’s - if known,) AND/OR
b. Enter the date or probable date range as criteria to narrow or focus

the document search.
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c. Click on “execute” icon to conduct search.

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d. Search results are displayed (example):
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e. Double click on Document number to populate the document number

in the Display Entry Document window from Step 4 (example):
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f. Click on “Execute” icon to display the document.

g. Document displays:
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NOTE:
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This is a display function only – there are no editing capabilities or document
changes permitted.
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In addition to standard document header data, this also displays the Document
Status – (circled in the example above).
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Clicking on the “Additional Data” tab displays the following:

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This section automatically picks up for display the document history (creator,
creation date and time). The other document data fields are optional for completion.


Transaction “Display Budget Entry Documents” (FMEDDW)
GENERAL: This display can be used to view a single document entry or all entries for
a Fund. It can be used with specific criterion within a Fund or Business Area such as
Funds Center, Commitment item, date range, etc. As such, the versatility of this
display makes it an excellent resource, surpassing the speed and ease of the drill
down/GOTO connectivity of BI/BW. In all test environments this display combines
the best elements of data retrieval and budget consumption functions in real time.
1. Select transaction FMEDDW (Display Budget Entry Documents) from the main
menu (or your folder or enter it directly on control line):
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2. If prompted enter “COPA” in FM area

3. If prompted (or if it is blank) enter “9F” in Budget Category
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4. Enter Fiscal Year (NOTE – this display cannot be used for former budgeting in
prior fiscal years).
5. Enter search criteria of interest – Note the extensive array of options and
combinations of options to narrow your search (Fund, Fund Center,
Commitment Item, Document Date, Created by, etc.)

6. The following sample display is generated (using the default layout):
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7. Click the Change Layout icon to customize and save your own display
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output Layouts. The full range of display customizing options is available,
including selection and ordering of display elements in columns; choosing
alternative report views, and creating your own display layouts.
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See Appendix E for more detailed instructions on FMEDDW display layouts.
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See Appendix J for detailed report printing instructions.
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Preposted & Posted Documents
Using FMEDDW (Display Budget Entry Documents)
The versatility of FMEDDW can best be illustrated by its use as a replacement for the
reports: Budget Documents V2 Posted Report (Y_DC1_32000824) and Budget
Documents V2 Parked Report (Y_DC1_32000826). [These former budget reports will
continue to be available for pre-FY2010 data]. Remember that before a BCS Budget
document is posted it is Preposted (not Parked) to enter workflow. Therefore,
selecting BCS “Document Status” as one report criterion (in combination with any
other business area budget variable or variables), will yield the same results as the
former budget parked and posted document reports. The BCS Display Budget Entry
Documents as a report opens many data variables that can be used as report criteria
that were not previously available in the former budget reports (examples include
date range, document creator, etc). This display is an excellent resource for both
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business area users as well as approvers, as it provides information in real time.
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1. Select transaction FMEDDW from the main menu (see previous example
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on page 17 for screen shot). If prompted enter “COPA” in FM area
2. If prompted (or if it is blank) enter “9F” in Budget Category
3. Enter your report criteria.
a. Document Status selection options are:
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b. Enter other report criteria (ex: Fiscal Year, Fund, Funds Center,
etc.)
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4. Click green check to execute report – Sample for selection “Posted”:

ON-LINE BUDGET REPORTING

FM (Budget) Available Balances Report
GENERAL: With the implementation of Budget Control System (BCS), users are
strongly encouraged to seek budget detail status reports through BW/BI.
Recognizing users still need access to “live” budget data the following on-line report
has been created. [NOTE: This will be in addition to the current live budget reports
in former budgeting: the FM Budgetary Review report, (Y_DC1_32000238) and the
FM Budgetary Review Detail report, (Y_DC1_32000602).]
FM AVAILABLE BALANCES REPORT – (Y_DC6_14000089)
NOTE: The FM Budgetary Review report and FM Budgetary Review Detail report allow
the user to specify the summary level of the report generated. These two budget
reports will continue to remain available in BCS.
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BCS Rule: Budget Availability Control (AVC) checking will occur ONLY at the Fund,
Funds Center (level 1), and Commitment Item (level 1).
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1. Enter transaction Y_DC6_14000089 or select from SAP menu path:
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2. The following input screen appears:
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3. Enter Fiscal Year (use current year)
4. Enter Fund (or SubFund if used by your Business Area).
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5. Leave Fund Center BLANK – (or Funds Center at level 1).
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6. Leave Commitment Item Blank (or enter a Commitment Item at level 1 to
display that Commitment Item only).
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7. Click “Execute” icon.
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8. The following report is generated which will automatically provide updated

totals and percentage consumption by line –
Example:
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Budget Amount column - the total for the AVC check at level 1: Fund, Funds Center,
and Commitment Item.
Actuals/Commitments column – the total at AVC level 1 of: all commitments

(Earmarked Funds Transactions), PLUS actuals (Budget Adjustment
Transactions and Expenditures).
Available Balance column – the difference between Budget Amount and Actuals/
Commitment columns
% Consumption column – the percentage of the Budget Amount consumed as of the

time of the report.

ON-LINE BUDGET REPORTING

BUDGET USAGE REPORT (FMRP_RW_BUDCON)
OVERVIEW OF BUDGET CONSUMPTION REPORT
GENERAL: Prior to BCS the FM Budgetary Review report (Y_DC1_32000238) and the
FM Budgetary Review Detail report (Y_DC1_32000602) allowed the user to specify
the summary level of detail he/she needed in the report generated. This budget
report expands the level of report-detail the user can specify, and also allows the
user to adjust and fine tune and/or drilldown on the level of detail presented after
the report is generated without the necessity of the user having to re-run the report.
1. Enter transaction FMRP_RW_BUDCON or select FMRP_RW_BUDCON from your

favorites (or Folder).
2. The following input screen appears:
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3. If the user enters a Fund ONLY, all Fund Centers with budget for that Fund
will be included in the report output. If one Fund Center (or a range of Funds
Centers) is specified, all Commitment Items under that one Funds Center only
(or the specified range only) will display. If a Fund and only one Commitment
Item (or range of commitment items) is specified, the report that will be
generated will be only for those selected Commitment Items separated and
subtotaled for all Funds Centers under the specified Fund.

4. Following is a sample report output for one Fund and one Commitment Item:
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5. Sample for a single Fund with single Commitment Item range. Note the
breakdown by all Fund Centers of that Fund :
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6. The Consumable Budget Column (first column) will display the entire current
budget available* at level 1: depending on your drill-down query, this could
include Commitment Item and/or Funds Center, and Fund. * NOTE: The
Consumable Budget is the amount available to spend and is less all lapse and
non-expendable but appropriated fund amounts.
7. The Consumed Budget Column (second column) is the sum total of

earmarked (reserved and committed) and (approved preposted and posted)
budgeted funds. This would be similar to combining the columns circled on
the FM Budgetary Review Report:
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8. The Available Amount Column (third column) is the difference between the
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first column and the second column; which is not unlike the “Available
Balance” column on the Budgetary Review Report or Budgetary Review Detail
Report.
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9. The last column, Current Budget, is the same as the first column of the
Budgetary Review Report or Budgetary Review Detail Report.
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10. To save report as an Excel spreadsheet, use the following menu path:
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Select> System>List>Save As>Local file>Spreadsheet
11. To view this report in Excel you must convert it to “Excel-In-Place”:

a. From Control line select Environment > Options:
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b. Make the following option selections (circled in red):
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c. Click the icon to continue depending on your Windows version you

may receive additional warning pop-up box prompts – example:
1. Click “Trusted Sources” if a pop-up box prompts you
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regarding “expert mode”

2. Click “accept” if a pop-up box prompts you about integrating
Microsoft Excel.
3. Be sure worksheet protection box is checked
d. Click the icon to continue and complete the entry criteria for the
report you wish to run

Sample Report should display now in Excel-In-Place portion of your screen:
NOTE: Be sure and ONLY use Excel-In-Place control line to execute report functions
such as print and save.
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Example using Excel-In-Place control line to execute report functions such as:
a) save; b) print; and/or c) send to another user:
1. Highlight area of report you wish to save, or print, or send
2. Select File from report control line:
3. Select (1 of the following 3 options):
a. “Save Copy As” – THEN: Enter File name to be saved and save location
b. Print Area>Set; then Print - THEN: Confirm Printer ID, and printing
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parameters/page layout
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c. “Send To” – THEN: Select “Mail Recipient as attachment” and include
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Recipient email address and any notations.
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4. Confirm entries and execute (save; print/OK; or send).

SAMPLE REPORT DIAGRAM:
Note: Automatic Drilldown/Detail Level Indicator:
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The above example the Fund and Commitment Item for the selected Funds
Center are at the lowest level of budget detail.
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Below is the same example but with the level set to Fund, Funds Center level 1
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and Commitment Item level 1:

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Note level 1 settings for the Fund, Funds Center and the Commitment Item would
yield the same results as (FM (Budget) Available Balances Report,
Y_DC6_14000089 as illustrated and discussed beginning on page 19).

APPENDIX A: Document Overview On/Off
The Document Overview function is accessible by clicking the
button on the BCS system control line.
The column headed “Documents of FM Area COPA” (on the right side of screen)
displays when activated:
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Each folder contains approximately the last 20 documents you have processed,
although wide fluctuations have been observed in actual displays of individual users.
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This function does NOT display documents created by other users. Clicking on any of
the documents listed under these folders will cause the document to display. If you
are interested in displaying a document that is not listed or a document created by
another user, you must use the FMEDD transaction and enter the document number
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(see page 11).

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NOTE: The contents of “Documents of FM Area COPA” folders will refresh to reflect
changes in document status (example – Preposted to Posted), but NOT usually as an
“auto-update”. Typically documents will remain in the screen display folder
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consistent with their status in the current BCS session until one of two conditions is
met: 1) The session is ended and then restarted; or 2) the user clicks on the
document at which time BCS checks and the document status is refreshed.
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Example – a document created as Preposted will be listed in the “Preposted” Folder

and will not move to the “Posted” Folder (after the document actually has been
posted) until the user clicks on the document to display it, (or if the user ends the
current session and logs back in).

APPENDIX B: Holding Documents & Creating Templates
The Hold document functionality is new and available via the “Held” Folder.
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There are two fundamental tenets regarding “Held” documents:
1) The document creator is required to assign a document reference number

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2) A “Held” document does not enter or begin any Budget Workflow

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It is because of these tenets that users who generate the same type of document
frequently are encouraged to create document templates using the “Held” function.
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Example – Creating a standard “Transfer-Document” Template:
1. Open up a Budgeting Workbench (FMBB) session and complete the “standard”

budget input for your business area (items circled in Bright Green)
2. Ignore all items that BCS derives (items identified with Blue “Derived”)
3. Leave Blank all areas that will need to be updated/completed for each
subsequent document (items circled in bright purple)
4. Click on the Hold button on the BCS control line and a pop-up box appears
containing your user name and a blank space for the document name
5. Enter a name for the template (or document to be held) up to 10 characters.

In this example the name used is “Trans Temp”.
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6. Now click the “Hold” button in the pop-up Box

7. You will receive a system message that the document was held, and the
template is now saved and ready for use in your Held folder:
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8. Not only is this convenient for creating templates, but it is equally helpful for
saving documents you have started that you cannot complete or encounter
errors that need to be investigated and resolved – you do not lose your work.
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9. Double Click on name of the Held Document and it will come up ready for
completion.
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10. When input is complete, check the document and Prepost as usual to for the
document to enter Budget workflow.
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NOTE: If the Held document is to be used as a template proceed to

Appendix C: Creating a Document by Reference.
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APPENDIX C: Creating a Document by Reference
In BCS once a document is Preposted, NO changes may occur. (This is regardless of

user role – Comptroller, GBO, BFM). Any Preposted document that requires changes
or modifications to Fund, Funds Center, Commitment Item, text, etc., can ONLY be
rejected and a new document created and submitted. However, this is not quite as
labor intensive as it may sound since BCS permits the creation of new documents
with reference to previous documents.
1. Enter Budgeting Workbench transaction FMBB; and click on “Document” on the

main control line to bring up the following dropdown menu.
2. Select “Create by Reference” option
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3. The following Pop-up box appears:
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4. Selecting the Radio Button for Effective Document allows the user to select any
pre-existing document in the system as a point of reference.
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5. Enter the Effective Document Year and Effective Document Number (a search
option exists if you are uncertain of the document number); OR

6. Selecting the Radio Button for Held Document allows the user to access any
Held documents (or templates) the user has created. NOTE: Changing the User
(Identification number) that other users’ held documents and templates may be
accessed.
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7. Enter the Held Document User identification number and Held Document
Number (a search option exists if you are uncertain of the document number);
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8. Click the green check to continue and the document selected is brought up (to
your screen) with all data input item selections active (modifiable).
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9. Review and update the period and make whatever other changes are necessary
to the active document screen(s).
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10. Click the document check icon and once the document checks,
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11. Click the Prepost button , and a new document is created. It is

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assigned a new number and re-entered into the business area’s budget
workflow approval process.
NOTE: Business Area users can share held documents with each other (example:
templates). This way one user can create a template and share it with all other
users in their business area. The result is standard documents for that business area
can be created by reference over and over again by any user in that business area.

APPENDIX D: Compare & Change Layouts for

Budgeting Workbench (FMBB) Input Screens
See page 4 regarding Budgeting Workbench (FMBB) screen layout defaults. A screen
layout (including a default layout) can be changed at anytime.
COPA10 Layout is the standard and appears below:
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Note that the COPA10 Layout – requires the input of the fund only once (per sender
and per receiver in the case of a transfer).
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COPA20 Layout with screen differences (from COPA10 Layout) identified:
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The difference from the COPA10 Layout screen is the location of the Fund and
Functional Area fields. Layout COPA20 requires the input of Fund with every line of
data input (Functional Area derives).
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APPENDIX E: Change & Create Layouts for

Display Budget Entry Documents (FMEDDW)
To change & save customized layout for FMEDDW Click the “Choose Layout”
icon from the BCS Control line. The following window appears:
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1. Select and move column names between “column set” options and
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“displayed columns”. Then order displayed columns.

2. Click “Save” icon and complete input on the following pop-up:
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3. Click Green check to complete layout “save”.

APPENDIX F: Error Message on Budgeting Workbench
NOTE: Budgeting Workbench Transaction (FMBB) Transfer will generate an error

message after inserting an extra line if the user neglects to change the sign of
the receiver fund.
EXAMPLE:
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Click on the Green Check icon to receive the following error explanation:
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Click on the Exit X icon (circled in red) to close message. You will note your
document as displayed on the screen now has a new line (line 3 red circle) with a
“+” symbol (designating receiver status).
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Note lines 1 and 2 (circled in blue) – both have “-” symbol designating sender
status.
To correct this error – correct sign of existing line; delete system added line; re-
check document and prepost. NOTE if you use the split screen option you would
not need to input either the “+” or the “-” sign (See p 8 in Manual).

APPENDIX G: FREQUENTLY ASKED QUESTIONS
Q: What happens to budget workflow with BCS does it “go away” or can it be
changed to streamline my budget process?
A: Budget workflow as used in former budgeting will neither “go away”, nor be
changed by BCS implementation. With BCS your business area budget workflow
should be identical to budget workflow under former budgeting. Changes to budget
workflow require submission of a Remedy Ticket via your business area IT Help desk.
Q: How do I enter text after I have preposted a transfer document and receive a
message that text is missing?
A: If you receive an error message before the document preposts (is assigned a
number in BCS), add the text, recheck the document, and prepost it. If the message
is from one of the document approvers, the document must be rejected (by the
approver making the request), re-created, and then preposted.
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Q: When will I be able to spend the money that was transferred?
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A: The funds will not be availalbe until the document is fully posted (completes
workflow). You can determine whether posting has occurred either by checking the
BI balance for your fund, or checking when the document number appears in your
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“posted” folder in Document Overview. When the document is fully posted the funds
that were to be transferred through the document are available.
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Q: I entered a document and preposted; why is it not in my preposted folder?
A: Check in your “posted” folder. The document may have been approved by all
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level approvers and subsequently posted. Once posted, the document moves to the
appropriate display folder.
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Q: I receive an error, how can I tell what is wrong?

A: If it is not stated in the error, click on the error icon at the bottom of your screen
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to display the full error text.
Q. How do I find my document number if it isn’t in the posted folder on document

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overview?
A: If you are in Budgeting Workbench transaction FMBB, go to Edit and choose the
match key icon. This takes you to the “Search Effective” search screen. You can
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search by entering your user id in “Created by” and a date range in “Document Date”
then click execute.
Q. Does anything change regarding Funds Reservations?

A: No. The Funds Reservation process remains the same; the ONLY change
pertaining to Earmarked Funds Transactions relates to Funds Blocking (FMW1). This
is now covered as a Budget Transaction.

Q: Our appropriation uses SubFunds; will they “roll-up” for new BCS FM (Budget)
Available Balances Report (level1/1)?
A: SubFunds do not rollup – each SubFund will act as Fund, Fund Center Level 1 and
Commitment Item Level 1 for the FMAVC report. However, PennDOT is an exception
and PennDOT users should reference Appendix H.
Q: I have just discovered that our business area has Double-entered a document;
how can we correct this?
A: The simplest remedy is for you is to reverse the document. To do this open the
document in Budgeting Workbench (FMBB); click on the word “Document” on your
control line; select “Reverse” from the drop down menu and click. The document is
now reversed and should appear in the appropriate folder in the Overview area of
your Budgeting Workbench FMBB screen with the notation the document is reversed.
Q: I’ve input a wrong Funds Center (or Commitment Item, or Fund) and preposted
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the document – how do I correct this?
A: Since BCS does NOT allow any corrections to a document once it has entered
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budget workflow, your most expedient option would be to reverse the document (or
have the next approver reject the document) and then create a new document by
reference, making the correction to the Funds Center (or Commitment Item, or
Fund) checking the new corrected replacement document and then preposting it into
your Business Area budget workflow.
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Q: I have been contacted by the next approver that I need to correct a code entry
on my preposted document before the next approver (AGCY 2 or Comptroller or GBO
or BFM) will approve (or post) the document – how do I make the requested
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correction?
A: The answer is very much the same as the previous question, as if you discovered
a mistake on your document that you needed to correct. Since BCS does NOT allow
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any corrections or changes to a document once is has entered workflow; have the
approver requesting the change reject the document. Once rejected, you can then
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create a new document by reference, making the requested correction; then check
the new document and prepost it into workflow.
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APPENDIX H: SPECIAL NOTES FOR PENNDOT
The presentation and discussion of the FM (Budget) Available Balances Report (page
15) pertains to the vast majority of Business Areas under FM Area COPA. These have
Budgets that are appropriated at the Fund level. In former budgeting this was
known as budget structure -3L. The rollup of this type of budget was by
Appropriation (that is Fund, Funds Center Level 1 and Commitment Item Level 1). A
Funds Center at Level 1 corresponds to the Business Area or Fund (Appropriation).
Example:
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Understanding this concept is essential to understand the two different types of
Budget Control (and conversely Budget roll-up) that is applicable to the Funds under
PennDOT. This also explains how and why the new FM (Budget) Available Balances
Report which does the same calculations for all Funds in BCS is going to display
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report results that might look as if it is functioning very differently for PennDOT.
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Example 1: PennDOT Funds Control Level X (Former Budgeting X4L):
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PennDOT Funds with this level of Budget Control signifies Budget appropriation (and
similarly roll-up of Funds) will be to Funds Center Level 3. Since Funds Center is a
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ten digit number, Level 3 corresponds to the fifth digit of the Funds Center number:
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Above is an example of BCS report FM Available Balances Report (Y_DC6_14000089)

for Budget Control Level “FC 3/CI 1” (also know in former budgeting as level X4L).
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Example 2: PennDOT Fund Control Level Y (Former Budgeting Y4L):
PennDOT Funds with this level of Budget Control signifies Budget appropriation (and
similarly roll-up of Funds) will be to Funds Center Level 4. Since Funds Center is a
ten digit number, Level 4 corresponds to the seventh digit of the Funds Center
number (NOTE: Commitment level remains at Level1).
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Example of this type of roll-up follow (former budgeting Y4L Fund):
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Example above is a partial screen shot from BCS report FM Available Balances.

APPENDIX I: Special Notes for Approval and Post Roles
General System Rules:

1. Once a document is created and preposted NOTHING on a budget
document can be changed or corrected by anyone (i.e. the former
FR73 transaction functionality no longer exists in BCS). Budget
documents requiring changes to any field must be rejected and re-
created (see “Creating a Document by Reference” APPENDIX C).
2. Document “Date” – (posting date v. created date v. period date v.
any other noted date). Since these may all be set or manipulated
in BCS; the BI/BW posting date shall be the recognized document
date of record entry regardless of any date or period entry on
Budgeting Workbench FMBB document.
Tips for Document Approval & Post
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The Inbox Screen for persons with “Document Approver” Roles is identical in BCS
from what it was in former Budgeting. The items circled in blue highlight the
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document review options available to the “Document Approver role” in BCS.
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The reviewer can view the document by either scrolling the screen shown above, or
by clicking the eyeglass icon which will call up the actual document for review.
The FM Budgetary Review buttons each take the reviewer to the Budget Report to
ensure there are sufficient funds for the document to be successfully (Approved or)
Posted. The (Approve or) Post/Reject/Process later/Replace buttons all work as they
did in former budgeting.

APPENDIX J: PRINTING DOCUMENT COPIES AND REPORTS

Using Control Line “List” command sequence
1. With Report displayed, on Control Line click on “List”, and follow sequence of
consecutive drop down menus:
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2. Select (if not default option) Excel (in MHTML Format):
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3. Click on the green check to continue

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4. On the next screen (below) indicate the location to save the spreadsheet and
enter a name for the spreadsheet:
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5. Click the button marked “Save”

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6. The spreadsheet is both saved AND displayed (Sample):

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PRINTING DOCUMENT COPIES AND REPORTS

Excel Inplace function
NOTE: There are several ways to print report outputs, and current user print settings
should continue to function as normal. If they do not, contact your local IT
Administrator to find out which export pathways are enabled at your location.
1. Click on the Excel in place icon
2. The following pop-up prompt is returned:
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3. Click on the Excel radio button (if it is not the default)
4. Click the green check button to continue

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5. The following pop-up box is returned:
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6. You are forced to save the report file; select the location, and specify a file
name (hint: if you use “export” as the extension, these files are easy to
identify later).
7. Now click the “Save” button

8. The report is BOTH saved as an Excel file AND the report is displayed in
Excel:
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9. Complete any final report formatting you desire; re-save the file; click on the
printer icon , or using the control line button sequence:

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File -> Print Area (to Set) -> Print Preview -> Print
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APPENDIX K: BCS – Budgeting Workbench (FMBB)

PROCESS TRANSACTIONS
BCS – Budgeting Workbench (FMBB) Process transactions include:
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NOTE: Former Budgeting Transaction Codes (FR61, FR63, FR64, FR69, FR70,
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FR71, FR73 and FR90) are no longer available in BCS. The functionality of these
transactions is converted to the BCS Budgeting Workbench Process Transactions:
FR61 “Park Original

Budget” = FMBB io
Process Prepost “Enter”
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FR63 “Park Supplement” = FMBB Process Prepost “Supplement”
FR64 “Park Return” = FMBB Process Prepost “Return”
FR69 “Park Transfer” = FMBB Process Prepost “Transfer”
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FR90 “Park Reversal” = FMBB Process Prepost “Document Reverse” (See

Appendix L)
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FR70, FR71, FR73 functionality is not available in BCS

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ADDITIONALLY – Earmarked Funds Transaction FMW1 (Funds Block) is also no

longer available in BCS. This functionality has been replaced by a new Budget
Type in BCS called “Pending Lapse”
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UPDATED TRANSACTION TABLES – are attached at the end of this manual.

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Budget Category
NOTE: The ONLY selection option is “Payment”

Document Types:
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NOTE: Document Type selections are strictly controlled by user ID security
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although the complete dropdown menu is typically displayed for everyone.
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Budget Types under BCS Budgeting Workbench (called “Subtypes” in Former
Budgeting):
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NOTE: Budgeting Workbench FMBB Process Types (Enter, Supplement, Return, &
Transfer) only have listed in their dropdown menus the appropriate Budget Type
selection choices for the transaction. Above is the complete listing.

APPENDX L: Prepost a Posted Document Reversal
In Former Budgeting Budget Adjustment Transaction FR90 was used to park a

document reversal. In BCS the document reversal procedure is the same. With
BCS only posted documents can be reversed, a document in workflow
(preposted) cannot be reversed; it can only be rejected in workflow.
To reverse a Posted document:
1. Using Budgeting Workbench transaction FMBB select the posted document to

be reversed (NOTE – only posted documents can be reversed, a document in
workflow (preposted) must be rejected in workflow).
2. From BCS Control line select Document.
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3. From the Document dropdown menu select “reverse”
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4. The document is automatically formatted for workflow for a reversal – see

change in document status line of the display screen after you click on
Reverse
5. Click on the check icon. If document checks successfully go to step 6.
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6. Click on Prepost button to input reversal transaction document into business
area budget workflow
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7. User receives a new separate document number and confirmation that
reversal has successfully preposted.
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APPENDIX M: Workflow Review for Document Approvers
As a document approver, BCS provides the same readily usable single click tab
that directs the approver to view the workflow of any document received in their
inbox as part of their Business Area Budget Workflow.
Using the “Workflow” Document Tab
Access your SAP-Inbox using SAP Easy-Access Business Workplace Inbox icon:
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NOTE: DO NOT access workflow items using your ESS Universal Worklist (SAP
Portal) as this functionality is not guaranteed to be fully operational.
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From the left side of your screen, select the budget document you wish to
process or review.
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Double click on the item to activate or “call-up” the budget document of interest.

NOTE: To Access Document Error log:
After the document is called up, click the GOTO on the BCS Control Line, and
select “Error Log”
Example:
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This will display all errors associated with this document. When finished viewing,
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you can choose to go back and click “Display document” and View Workflow icon
to view workflow; or simply click on the Workflow tab.
With the document called up you will see the tab labeled “Workflow”
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Selecting the Workflow tab will reveal the complete workflow for this document –
Example:
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REMINDER TO ALL APPROVERS: Remember if you access a document that you do

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not intend to process; such as you access a document by mistake;

USE THE “REPLACE” Button so the document is returned to the pool of approver
agents and the appropriate person(s) can then access the document.
DO NOT “X-out” or “back-out” of the document as the document will be taken
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out of the workflow and placed in your inbox exclusively.

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APPENDIX N: Key Figures
General: With BCS control level set at the appropriation (Fund, Funds Center
Level 1 and Commitment Item Level 1) users, particularly approvers may find the
activation of the screen key figures options especially useful when making
“approve/post” or “reject” document decisions.
To access and select Key Figures option:
Enter Budgeting Workbench transaction: FMBB
On control line select Extras > Select Key Figures
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A pop screen of 31 items will appear. It is recommended that the user select by
clicking on the following entries:
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A Business Area user may select any of the options available in any combination. Those
with “ZZ” before the key figure name denote a customized key figure derived especially by
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the IES team for use by COPA.
(Example follows)
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Example:
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(Recommended selection: “ZZAvailable” and “ZZCommitments”) Check by

clicking on selected key figures.
Click on the green check to continue and your selection is made.

To activate your selection; from the control line select:

Extras > Select Key Figures On/Off:
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A pop screen of the following items will appear. It is recommended that the user
select by clicking “on” all radio buttons (see example below) so the selected key
figures appear in all document environments:
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Finally, click on the green check to continue and your selection is activated.

APPENDIX O: Lapse/Waiver* Transaction and Process

(Budgeting Workbench FMBB Process Transaction Lapse)
Select Budgeting Workbench Process Transaction FMBB - Transfer:
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Sender Budget Type for Current Year lapse is 1000;

Prior Year lapse - Budget Type should be 9000
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The Sender line is completed as follows:

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The Receiver Budget Type for Current Year as well as Prior Year lapse is 5000.
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The Receiver line is completed as follows:
This is all the Business Area needs to complete; after checking and preposting the
document, the rest of the process completes through Budget Lapse Workflow.
*For Waivers: Complete as for Lapse; Receiver Line Budget Type is 7000.

APPENDIX P: SPECIAL NOTES
BFM – For ESNs, BFM is to use Document Type “BFM” and enter Version “999”
Input Screen Example:
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NOTE: Document type selection as well as Version is controlled by security settings
by user ID; ONLY BFM staff have the security clearance to successfully check,
prepost, and post “BFM” document type; Version “999”.
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APPENDIX Q: GBO REQUIRED LONG TEXT
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Earmarked Funds Transaction Codes
Create
Create
Reduce
Reduce
Create
Create Change
Change Display
Display Value
Value
Manually
Manually Adjustment
Adjustment
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Funds
Funds FMX1
FMX1 FMX2
FMX2 FMX3
FMX3 FMX6
FMX6 FMXPM1
FMXPM1
Reservation
Reservation
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Funds
Funds Pre-
Pre-
Commitment
Commitment
FMY1
FMY1 FMY2
FMY2
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FMY3
FMY3 FMY6
FMY6 FMYPM1
FMYPM1
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Funds
Funds FMZ1
FMZ1 FMZ2
FMZ2 FMZ3
FMZ3 FMZ6
FMZ6 FMZPM1
FMZPM1
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Commitment
Commitment
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IES BUDGET TEAM - Budget Control System REFERENCE MANUAL

Draft_V6 Page 1 of 63 June 3, 2010

Creating Budget Documents

Display Entry Documents

OnLine Budget Reporting

Appendix G – Frequently Asked Questions.…………………………………………………….…….....38

Appendix K – BCS – Budgeting Workbench Process Transactions………………….………..49

Appendix M – Workflow Review for Document Approvers.………………………………………..53

Appendix P – Special Notes ……………………………………………..…………………………………….….60

Draft_V6 Page 2 of 63 June 3, 2010

BUDGET CONTROL SYSTEM (BCS) REFERENCE MANUAL

Budget Documents V2 Drilldown for Budget Entry

(Posted) Report Documents (Report) Document Status

Changes in BCS that will be reviewed later in this document

• Parked Budget Adjustment documents will change to Preposted FMBB documents.

Draft_V6 Page 3 of 63 June 3, 2010

CREATING BUDGET DOCUMENTS

Selecting BCS Screen Layout*

1. Log on to BCS system using your own ID

2. Enter Budgeting Workbench Transaction FMBB

3. If you get a pop-up box to enter FM area, enter COPA

COPA10 – Single Fund per Document (Recommended for Single-Fund

COPA20 – Multiple Fund per Document (Recommended for Cross-

Business Area Users, i.e. Comptroller’s Office, GBO, etc.)

Draft_V6 Page 4 of 63 June 3, 2010

8. Highlight the Layout recommended for your usage.

9. Click the icon Layout Entry menu.

Draft_V6 Page 5 of 63 June 3, 2010

You will receive the following pop-up box:

11. You will receive the following message:

Draft_V6 Page 6 of 63 June 3, 2010

CREATING BUDGET DOCUMENTS

BCS TRANSACTION CHANGE: “Preposting” a document in BCS is the equivalent

BCS Budgeting Workbench Process Transaction Input Screen Sequence

1. Enter Budgeting Workbench transaction FMBB

2. If you get a pop-up box to enter FM area, enter COPA

4. Document Header Text is entered under the Additional Data tab.

5. Document Long Text is entered by clicking the Long Text button

Draft_V6 Page 7 of 63 June 3, 2010

6 a – example using the “merge” screen option:

Draft_V6 Page 8 of 63 June 3, 2010

7. Check the document for errors using the check icon,

Business Area workflow. Example:

Draft_V6 Page 9 of 63 June 3, 2010

CREATING BUDGET DOCUMENTS

these functions are no longer operating consider doing the following:

1. Check and/or review your workstation print settings.

2. See Appendix J for detailed printing instructions.

Draft_V6 Page 10 of 63 June 3, 2010

Displaying Entry Documents

2. If prompted enter “COPA” in the FM Area

5. Click “Execute” icon and Document will display

the “Search” criteria menu:

Draft_V6 Page 11 of 63 June 3, 2010

7. The following search criteria menu screen will appear:

a. Enter the document creator’s user ID as a search criteria (yours or

someone else’s - if known,) AND/OR

b. Enter the date or probable date range as criteria to narrow or focus