Functional Area: Grants Management / Create Released Document
Purpose
Use this procedure to enter, return, supplement and transfer released budget in budget version 0.
Trigger
Perform this procedure when you need to enter, return (decrease), supplement (increase), and transfer released grant.
Prerequisites
- Budget release must be authorized by the Office of Sponsored Programs as part of the A323 process.
- Transaction GM_CREATE_BUDGET must have been processed in order to create unreleased budget.
- Released budget must not exceed unreleased budget. It is important to be careful when entering the budget amounts because the system will allow this.
Use the following menu path to begin this transaction:
- SelectAccounting Public Sector Management Grants Management Budgeting Tools Release Budget to go to the GM Budget - Create Released Document used by XXXX screen.
GM_BDGT_RELEASE
Business Process Information
- Budget version 0 is the only version that will be used at UC.
- Released budget can be entered in the Grants Management module on a grant and distributed to multiple FM fiscal years, even if the FM funds are closed for posting. If a fund is closed for posting in a period(s), the grant budget data is automatically stored in the GM module until the periods are opened. Transaction Transfer Residual Budget to Funds Management (GM_BDGT_TRANSFER_FM) is run periodically (normally at year-end) to distribute this stored budget to open FM periods (see GM_BDGT_TRANSFER_FM for details on this transaction).
- Start with budgeting the Sponsor’s funds first, and finish with budgeting the cost share funds (when cost sharing is required).
- Budgeting released budget is best executed bottom-up. This means enter the budget in the FM area of the grants management budgeting screen first, and then total them up into the higher level grant dimensions (sponsored program, fund, time slice and grant).
- Follow menu path DocumentCreate by Reference, so you can choose a similar document that was posted previously to create your released budget document. When using this option, the fields will be automatically populated with the contents of the previous document. Then you will only have to change certain fields such as document date, header description, budget reason code, and amount prior to posting the document.
- By clicking you can see an overview of the inception to date budget amounts entered for the grant.
- By clicking you can display a listing of the dimensions for the grant (time slice, sponsor programs, funds, sponsor classes). You can branch directly to the sponsor program, fund and sponsor class master record for the grant by double clicking on the icon to the left of the object. You can remove a dimension from the hierarchy view by removing the checkmark to the left of the object.
- By double-clicking on the object description in the hierarchy view you can branch directly to the grant, sponsored program and fund master record.
- The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
- On certain screens you may have to scroll to view some data entry fields.
Work Instruction
Functional Area: Grants Management / Create Released Document
Procedure
1. / Start the transaction using the menu path or transaction code.
GM Budget - Create Released Document used by XXXX
2. / Perform one of the following:
If / Then / Go To
Your role is Decentral Financial Processor Grants / --- / Step 3
Your role is Central Financial Processor and you want to enter release budget / --- / Step 3
Your role is Central Financial Processor and you want to post held documents / Click . / Step 55
3. / As required, complete/review the following fields:
Field / R/O/C / Description
Process / Required / The process used to post a budget document
Example:
Examples:
Select Enter when entering the initial released grant budget.
Select Return when the released budget on the grant needs to be returned or decreased. Enter the budget decrease amounts as positive numbers.
Select Supplement when the released budget on the grant needs to be supplemented or increased.
Select Transfer when released budget needs to be transferred WITHIN the same grant. Budget transfers cannot be executed between grants.
Grant / Required / At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards
Example:
1000018
Document Type / Required / Key that identifies to which group of documents this document will be assigned; Documents of the same type contain common information which is relevant to posting and updating of the value fields in the database
Example:
When cost sharing is required, start with budgeting the Sponsor’s funds first, and then finish with budgeting the cost share funds.
The final procedure uses Document Type CR to enter the Cost Share budget. This procedure should be performed after entering, reducing or supplementing the grant budget whenever cost share changes also occur. The example below uses the Enter process. The procedure for the Return and Supplement processes is the same.
Header Description / Required / A field used to insert optional notes or an explanation that applies to the document as a whole
Example:
A323 01/18/2005
Document Date / Required / The date the document is created
Example:
01/18/2005
Budget Version / Required / The budget version enables you to maintain two or more budgets in parallel; In Grants Management, the budget process begins with planning the proposal and continues with the application until a definite budget can be established for the Award; Version can be used to distinguish between the different plan budgets or real consumable budgets
Example:
Reason Code / Required / Reason for entering or changing a Grant Budget
Example:
01 - New Award
4. / Click .
5. / Perform one of the following:
If The Process Field Is / Go To
Enter / Step 6
Return / Step 27
Supplement
The Supplement process increases the released budget of an existing grant. / Step 36
Transfer / Step 46
GM Budget - Create Released Document used by XXXX (2)
6. / Review the displayed information.
/ Note the three sections in the screen:
7. / Perform one of the following:
If You Want To / Then
Hide the data / Click to the left of the section that you want to collapse.
Display the data / Click to expand the section that you want to view.
Display all lines in the FM Budget section instead of only those line items associated with one Commitment Item / 1. Click .
2. Click to return.
8. / Perform one of the following:
If You Want To / Then
Enter release budget / ---
Add a new line or copy a row in the FM FY Dist Data section / 1. Click on the line to copy.
2. Click .
A new line appears below the copied line.
Distribute a Sponsored Class budget among different FM Commitment Items / 1. Perform the copy a row function above.
2. Divide the amount between the two lines.
9. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount (FM FY Dist Data) / Required / Indicates the value of the line item of an accounting document
Example:
$1,000.00 Salary Budget
You may get an error message if you delete a dollar amount on a line. To avoid this, leave all other fields on that line filled in with a $0.00 dollar amount.
Commitment Item / Required / A commitment item represents individual revenues and expenditure line items within a financial management area (FM area)
Example:
530201 = Supplies
If the Commitment Item on the screen is not the one defined on the A323, enter the new Commitment Item in the field.
Functional Area / Required / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions. Equivalent to function as defined by NACUBO
Example:
Functional Area 1 = Sponsored Program Research
The Functional Area number corresponds to the Sponsored Program.
Funds Center / Required / A clearly defined area of responsibility in Funds Management; The Funds Center is an organizational unit within a Financial Management area to which budget can be assigned
Example:
6500000000
The Funds Center is the same as the Grant’s Cost Center.
10. / Click .
/ The system defaults the GM budget amounts from the input in the FM section. Although it is possible to enter the budget amounts in the GM section of the screen these amounts will also need to be added to the FM section and distributed by Fiscal Year and Commitment Item.
GM Budget - Create Released Document used by XXXX (3)
11. / Review the displayed information.
12. / Perform one of the following:
If The Status Indicator Displays / Then / Go To
Check not OK / An error exists.
Within a budgeting document the total GM budget amount must equal the FM distribution amount in order to post the budget document. The system will not save the document unless the Grants Management budgeted amounts are equal to the amounts distributed in Funds Management. / Step 13
Check OK / No errors are present. / Step 18
13. / Click .
14. / Double-click on to the left of<Others>.
Overview
15. / Review the displayed information.
/ The error message will vary according to the error. The error message is indicating that the FM budget has not been entered in GM thus causing the FM and GM budgets to be out of balance.
16. / Click to leave the error log.
GM Budget - Create Released Document used by XXXX (4)
17. / Click .
GM Budget - Create Released Document used by XXXX (5)
18. / Review the displayed information.
/ The system defaults the GM budget amounts from the input in the FM section. Although it is possible to enter the budget amounts in the GM section of the screen these amounts will also need to be added to the FM section and distributed by Fiscal Year and Commitment Item.
19. / Perform one of the following:
If / Then / Go To
You have the role of Decentral Financial Processor Grants / Click .
This will save the document on the system for review and approval by SPA. / Step 20
You have the role of Central Financial Processor / Click . / Step 62
GM Budget - Create Released Document used by XXXX (6)
20. / As required, complete the following field:
21. / As required, complete/review the following fields:
Field / R/O/C / Description
Document Number / Required / The unique identification field used to manually assign a held document number in SAP
Example:
1000018_BG
The document number should be easily recognized when searching for held documents.
22. / Click .
Information
23. / Review the displayed information.
24. / Click .
/ You have entered a budget and held the document.
25. / Click until you return to the SAP Easy Access screen.
26. / You have completed this transaction.
Result
Comments
GM Budget - Create Released Document used by XXXX (7)
27. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount (FM FY Dist Data) / Required / Indicates the value of the line item of an accounting document
Example:
$1,000.00 Salary Budget
The budget decreases in the Return process are entered as positive numbers.
You may get an error message if you delete a dollar amount on a line. To avoid this leave all other fields on that line filled in with a $0.00 dollar amount.
Commitment Item / Required / A commitment item represents individual revenues and expenditure line items within a financial management area (FM area)
Example:
530201 = Supplies
If the Commitment Item on the screen is not the one defined on the A323, enter the new Commitment Item in the field.
Functional Area / Required / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions. Equivalent to function as defined by NACUBO
Example:
Functional Area 1 = Sponsored Program Research
The Functional Area number corresponds to the Sponsored Program.
Funds Center / Required / A clearly defined area of responsibility in Funds Management; The Funds Center is an organizational unit within a Financial Management area to which budget can be assigned
Example:
6500000000
The Funds Center is the same as the Grant’s Cost Center.
28. / Click .
GM Budget - Create Released Document used by XXXX (8)
29. / Review the displayed information.
/ The system defaults the GM budget amounts from the input in the FM section. Although it is possible to enter the budget amounts in the GM section of the screen these amounts will also need to be added to the FM section and distributed by Fiscal Year and Commitment Item. The error light has changed from red to green and the message reads Check OK.
30. / Perform one of the following:
If / Then / Go To
You have the role of Decentral Financial Processor Grants / Click .
This will save the document on the system for review and approval by SPA. / Step 31
You have the role of Central Financial Processor / Click . / Step 62
GM Budget - Create Released Document used by XXXX (9)
31. / As required, complete/review the following fields:
Field / R/O/C / Description
Document Number / Required / The unique identification field used to manually assign a held document number in SAP.
Example:
1000018_BG
The document number should be easily recognized when searching for held documents.
32. / Click .
Information (2)
33. / Review the displayed information.
34. / Click .
/ You have returned budget and held the document.
35. / You have completed this transaction.
Result
Comments
GM Budget - Create Released Document used by XXXX (10)
36. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount (FM FY Dist Data) / Required / Indicates the value of the line item of an accounting document
Example:
$1,000.00 Salary Budget
You may get an error message if you delete a dollar amount on a line. To avoid this leave all other fields on that line filled in with a $0.00 dollar amount.
Commitment Item / Required / A commitment item represents individual revenues and expenditure line items within a financial management area (FM area)
Example:
530201 = Supplies
If the Commitment Item on the screen is not the one defined on the A323, enter the new Commitment Item in the field.
Functional Area / Required / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions. Equivalent to function as defined by NACUBO
Example:
Functional Area 1 = Sponsored Program Research
The Functional Area number corresponds to the Sponsored Program.
Funds Center / Required / A clearly defined area of responsibility in Funds Management; The Funds Center is an organizational unit within a Financial Management area to which budget can be assigned
Example:
6500000000
The Funds Center is the same as the Grant’s Cost Center.
37. / Click .
GM Budget - Create Released Document used by XXXX (11)
38. / Review the displayed information.
/ The system defaults the GM budget amounts from the input in the FM section. Although it is possible to enter the budget amounts in the GM section of the screen these amounts will also need to be added to the FM section and distributed by Fiscal Year and Commitment Item. The error light has changed from red to green and the message reads Check OK.
39. / Perform one of the following:
If / Then / Go To
You have the role of Decentral Financial Processor Grants / Click .
This will save the document on the system for review and approval by SPA. / Step 40
You have the role of Central Financial Processor / Click . / Step 62
GM Budget - Create Released Document used by XXXX (12)
40. / As required, complete/review the following fields:
Field / R/O/C / Description
Document Number / Required / The unique identification field used to manually assign a held document number in SAP
Example:
1000018_BG
The document number should be easily recognized when searching for held documents.
41. / Click .
Information (3)
42. / Review the displayed information.
43. / Click .
/ You have supplemented a budget and held the document.
44. / Click until you return to the SAP Easy Access screen.
45. / You have complete this transaction.
Result
Comments
GM Budget - Create Released Document used by XXXX (13)
46. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount (FM FY Dist Data) / Required / Indicates the value of the line item of an accounting document
Example:
$1,000.00 Salary Budget
You may get an error message if you delete a dollar amount on a line. To avoid this leave all other fields on that line filled in with a $0.00 dollar amount.
Commitment Item / Required / A commitment item represents individual revenues and expenditure line items within a financial management area (FM area)
Example:
530201 = Supplies
If the Commitment Item on the screen is not the one defined on the A323, enter the new Commitment Item in the field.
Functional Area / Required / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions. Equivalent to function as defined by NACUBO
Example:
Functional Area 1 = Sponsored Program Research
The Functional Area number corresponds to the Sponsored Program.
Funds Center / Required / A clearly defined area of responsibility in Funds Management; The Funds Center is an organizational unit within a Financial Management area to which budget can be assigned
Example:
6500000000
The Funds Center is the same as the Grant’s Cost Center.
47. / Click .
GM Budget - Create Released Document used by XXXX (14)