SAP Finance Notes and Rules (Infotype 1509)

Use

You can use this function to make changes to the position plan which are necessary due to external, budgetary requirements such as internal re-structuring. You can map changes to the pay scale valuation and locks or deletions of positions.

Features

It is often not possible to make the changes mentioned above because the positions in question are still staffed. If this is the case you can first create a note in the position or a group note on the organizational unit in the transaction PPOME (Organization and Staffing Change). You can then activate the change when the position becomes vacant. The system automatically indicates that a note exists if you delimit the holder link between an employee and a position with a note. Alternatively, you can create an automatic reassignment lock centrally in Customizing of Position Budgeting and Control.

Events or dates can be used for activating a note:

· Event-controlled notes: You create event-controlled notes if you do not know when the change will become effective in the position. This is the case, for example, if a position is to be deleted as soon as the person holding the position changes department.

An event-controlled note must be activated. By delimiting a holder link between an employee and a position with an event-controlled note, the system automatically leads the user to the function Activate Note.

· If the note/rule should be valid from a specific date, create a date-controlled budgeting rule. This budgeting rule does not have to be activated separately. It is effective in the validity period of the date, that it, the system reduces the current budget by the number of full-time equivalents entered for this period. The prerequisite for this is that the full-time equivalents are available in the period, that is, there are not staffed and are not locked by another note.

You define the different meanings of the budgeting rules in the form of rule/note types in Customizing. You define the subtypes of the infotype budgeting rule PBC (1509) for them. You can assign the following rule/note categories (notes which control the processing of the rules) to the rule/note types:

· Notes in Positions

¡ Lock Notes (event and date-controlled):

¡ “To be Deleted“ Notes (event-controlled)

¡ “To be Reclassified“ Notes (event-controlled)

· Notes in Organizational Units

¡ Group Lock Notes (event-controlled)

¡ Group “To be Deleted“ Notes (event-controlled)

· Automatic reassignment locks (event-controlled). The automatic reassignment lock is set up in Customizing of Position Budgeting and Control. It affects all positions that comply with certain conditions. You can also define these conditions in Customizing.

All rule/note types can be specified as internal or external. External rules/notes are displayed in the explanations of the budget and position plans in reporting.

You can also use a workflow for managing notes. If you have activated the workflow for notes In Customizing of Position Budgeting and Control, the notes are not proposed to the user immediately; a workflow-work item is sent to the person responsible for the position plan of the organizational unit. The person responsible for the position plan then activates the note manually or using a system proposal. This makes sense if the delimiting of holder links and notes management is not carried out by the same person. The system creates temporary locks to prevent the full-time equivalent from being staffed in the time between the delimiting of the holder link and the execution of the workflow work item.

See also:

You can find more information in the implementation guide of Organizational Management for Public Services under the following sections:

· Lock Notes and “To be Deleted” Notes

· “To be Reclassified” Notes

SAP Finance Carryforward Log

Use

Any errors that occurred during the budget carryforward are displayed in a carryforward log. You can process the errors directly from the carryforward log or send mails to the persons responsible for budget. You can find more information on budget carryforwards under Carryforward of Position Plan (financial year position plan).

Prerequisites

The following prerequisites must be met so that you can inform the person responsible for budget by e-mail about errors that occurred during a carryforward in their budget type group:

· You must have maintained persons responsible for budget for your budget or budget area.

· You must have carried out the steps in the section Set Up of Mail Connection in Customizing of Position Budgeting and Control.

Activities

To call up a carryforward log, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Personnel Budget Plan Management ® Position Plan ® Carry Forward Position Plan ® Carryforward Logs and select the log you want.

SAP Finance Carryforward of a Position Plan (position plan for a fin. yr)

Use

In this process, you can transfer a position plan to the following financial year.

The terms carryforward of position plan and budget carryforward are used synonymously in this documentation.

Prerequisites

The following IMG activities must be carried out in the Customizing of Position Budgeting and Control:

· Maintain budget carryforward

You define how infotype records are handled in the budget carryforward here.

· Set up of a mail connection

A mail connection must be set up if the person responsible for budget should be informed about errors via e-mail.

Process Flow

The budget carryforward has three stages. To check whether errors have occurred at a stage, call up the carryforward log.

...

1. In the first stage, the budget structure is carried forward to the next financial year. The budget structure with its BS elements, the original budget of the BS elements and the pay scale evaluations of full-time equivalent budgets are carried forward to the following financial year. The budget carried forward automatically has the status proposed.

You can repeat this process as often as necessary to transfer any new changes in the current budget to the following financial year. Note: BS elements that were deleted are created again in the following year.

The budget structure is always carried out for the whole budget, regardless of the initial object.

2. In the budget planning for the following year, if necessary you can change the budget structure of the budget of the following year, the original budget of the budget structure elements or the pay scale evaluation of the full-time equivalent budget.

Budget rules can only be carried forward for sub areas of the budget.

3. At the second stage (after the carryforward of the budget structure), the budget rules are carried forward to the following year. Note that it is only possible to carry forward budget rules once for each budget structure element and financial year.

4. If necessary, you change the budget rules or define new ones as part of the budget planning in the budget of the following year.

5. At the third stage, the current status of financing of persons and positions is carried forward to the following financial year. For this, it is necessary that the budget of the following year with status proposed or under revision (due to the carryforward of the budget structure and the budget rules) change its status to released or provisionally released. The financings from the current budget can only be carried forward when the budget status of the following year is changed.

You should have completed your budget planning in this way before you change the status of the following budget to released or provisionally released because no changes are possible after that.

If there if a change in currency, the system automatically converts the old local currency to the new currency.

Result

You have carried your current budget forward to the next year. This follow-on budget can be used for budget planning and managed at the beginning of the new financial year.

SAP Finance Budget Control

Use

You can use this function to look at the current budget of a budget structure element as well as the budget distributions, budget uses and available budget for a specific budget structure element.

Integration

Budget control can be called from practically all functions of Personnel Budget Plan Management, for example, with postings or position/reclassification rules.

Prerequisites

If the budget structure element stems from a financial year personnel budget plan, the budget must have the budget execution status released, closed, blocked, provisionally released or under revision.

Features

The way in which the displayed budget values are determined depends on which type of personnel budget plan the budget structure element stems from:

With financial year personnel budget plans, the full-time equivalent budget is determined from annual mean values and displayed.

The budget control displays a budget for a budget structure element with an original budget of 4 full-time equivalents and an available budget of 2.75 full-time equivalents. These 2.75 full-time equivalents are calculated from the following funds that are still available in the current financial year:

Availability period	Full-time equivalents	Annual mean value
01.01. - 31.03.	4	1 (4 x 0.25)
01.04. - 30.09.	2	1 (2 x 0.5)
01.10. - 31.12.	3	0.75 (3 x 0.25)

For personnel budget plans without reference to a financial year, the full-time equivalent budget is determined on a key date and displayed.

The following budget information is displayed for the budget control:

Budget amount	Contained values
Original budget	Original budget assigned to the budget structure element. For financial year personnel budget plans, there is only original budget in full-time equivalents. For full-time equivalents without reference to a financial year, both money and full-time equivalent budgets are possible.
Budget changes	· Budget updates (increases or reductions) · External budgeting rules · External reclassification rules · Incoming postings
Current budget	Total of original budget and budget changes
Budget distributions	· Budget that was distributed to lower-level budget structure elements · Internal budgeting rules · Internal reclassification rules · Outgoing postings
Budget uses	· Financing of positions · Financing of persons · Indirect financing of persons through positions
Available budget	Current budget deducting budget distributions and budget uses

If a corresponding tab page is saved in the system for a budget amount, the system displays a corresponding tab page with detailed information on it. If you want to trace back to find the origin of a value, select the corresponding line on the tab page and choose Detailed Display.

If you also want to consider financings for the budget control that are excluded from the availability control, select Include Exceptions from the Availability Check. This option affects the budget uses. The available budget of a budget structure element can also be negative in this case.

SAP Finance Transfer Posting (position plan without ref. to a fin. year)

Use

If the budget of one budget structure element is tight and the budget of another BS element is not completely utilized, you can transfer budget from one BS element to another using a transfer posting.

Prerequisites

To enable a value-based transfer posting, you must define default values for the pay scale evaluation in the Customizing of Position Budgeting and Control.

For quantity-based transfer postings, you must define recalculation factors for the relevant evaluations in Customizing or the recalculation must be activated.

Features

When the posting is made, the budget of the source BS element is reduced and the target BS element’s budget is increased.

Enter a validity period for the budget you want to carry forward. It is only possible to make transfer postings between BS elements of full-time equivalent budgets for position plans without a reference to a financial year.

For transfer postings between full-time equivalent budgets, you can choose between a value-based transfer posting (using a default value) and a quantity-based transfer posting. In value-based transfer postings, the conversion of the source budget unit to the target budget unit using a default value in the system. In the case of a quantity-based transfer posting and the full-time equivalents are different, the conversion is made between the two full-time equivalent budgets using a conversion factor saved in the system. There can be differences in the result between the value and quantity-based transfer postings.

You want to make a transfer posting from a budget structure element with a full-time equivalent budget of value D8 to another full-time equivalent budget with the value D5.

You have saved default values of EUR 100.00 for D5 and EUR 125.00 for D8 in the system. You have also saved a conversion factor of 1.3 between D8 and D5 in the system. This means that 1.3 full-time equivalents D5 come from one full-time equivalent D8.

In the case of a value-based transfer posting of a full-time equivalent D8, 1.25 full-time equivalents D5 are transferred to the other full-time equivalent budget. For quantity-based transfer postings, 1.3 full-time equivalents in D5 go to the full-time equivalent budget.

If a transfer posting is created, active availability control checks that the budget is still available in the BS element.

Activities

To create a transfer posting, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Personnel Budget Plan Management ® Position Plan ® Change and then click on the tab page Transfer Posting.

SAP Finance Transfer Postings (position plan for a fin. year)

Use

If the budget of one budget structure element is low and the budget of another BS element is not completely utilized, you can transfer budget from one BS element to another using a transfer posting.

Prerequisites

The budget must have the status released.

To enable a value-based transfer posting, you must define default values for the pay scale evaluation in the Customizing of Position Budgeting and Control.

For quantity-based transfer postings, you must define recalculation factors for the relevant evaluations in Customizing or the recalculation must be activated.

Features

In the course of the current year, you can transfer approved budget from a BS element of a budget to the budget of a different BS element. When the posting is made, the budget of the source BS element is reduced and the target BS element’s budget is increased.

You define a validity period for the budget you want to transfer in accordance with the budget basis (monetary or full-time equivalent) of the source BS element.

The following combinations are allowed (these combinations apply in both directions):

· Monetary amount ® Monetary amount

· Monetary amount ® Full-time equivalent

· Full-time equivalent ® Full-time equivalent

A value-based transfer posting is made for the transfers between monetary and full-time equivalent budgets or between full-time equivalent and monetary budgets. That is, the conversion from the source budget unit to the target budget unit is carried out using a default value saved in the system.

You want to transfer EUR 100,000 from a BS element with a monetary budget to a budget structure element with a full-time equivalent budget. You evaluated a full-time equivalent with a default value of EUR 75.000 per year. 1.33 full-time equivalents are transferred to the full-time equivalent budget.

For transfer postings between full-time equivalent budgets, you can choose between a value-based transfer posting (using a default value) and a quantity-based transfer posting. In the case of a quantity-based transfer posting and the full-time equivalents are different, the conversion is made between the two full-time equivalent budgets using a conversion factor saved in the system. There can be differences in the result between the value and quantity-based transfer postings.

You want to make a transfer posting from a budget structure element with a full-time equivalent budget of value D8 to another full-time equivalent budget with the value D5.

You have saved default values of EUR 100.00 for D5 and EUR 125.00 for D8 in the system. You have also saved a conversion factor of 1.3 between D8 and D5 in the system. This means that 1.3 full-time equivalents D5 come from one full-time equivalent D8.

In the case of a value-based transfer posting of a full-time equivalent D8, 1.25 full-time equivalents D5 are transferred to the other full-time equivalent budget. For quantity-based transfer postings, 1.3 full-time equivalents in D5 go to the full-time equivalent budget.

If a transfer posting is created, active availability control checks that the budget is still available in the BS element.

Activities

To create a transfer posting, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Personnel Budget Plan Management ® Position Plan ® Change and then click on the tab page Transfer Posting.

SAP Finance Availability Control

Use

This function allows active fund controlling. Availability control prevents persons or positions from budget structure elements with insufficient budget from being financed. The system also calculates full-time equivalents in monetary amounts.

Integration

You can define check exceptions in Customizing of Position Budgeting and Control which you use to switch off the availability check for funds.

Features

Availability control is automatically carried out on all transactions that use or change the budget of a budget structure element.

SAP Finance Budget Status (position plan for a financial year)

Use

You can use this function to map the different budget statuses of a budget. The budget status controls the availability of user functions. It is therefore not possible to create transfer postings in a budget with the status proposed.

Prerequisites

Only budget structure elements from position plans for a financial year can have a budget status.

Features

Changing the budget status for a budget structure element always affects the whole budget.

The following budget statuses are possible:

Proposed (1)

This budget status is used in the planning phase for settings up the budget. You can only create or change the budget structure and budget assignments to budget structure elements in the budget status proposed. Note that you cannot make any more changes to the budget structure or to the budget of a budget structure element once you have changed the status.

Fixed (2)

You use this budget status when the planning is completed and the draft budget is presented to the responsible political committee. You cannot make any changes to the overall budget in this status.

Released (3)

You use this budget status when the political committee has approved the budget and the financial year starts. It is not possible to change from the status released to proposed.

Locked (4)

You use this budget status to represent a budget lock in the system. In this status you cannot finance any new persons or positions.

Closed (5)

Once the financial year expires, you change the budget status to Completed. You cannot make any changes to an overall budget that has this status.

Provisionally Released (6)

This budget status is used in the interim time, that is, the budget year has already begun, but the budget has not yet been approved. This status is practically the same as the status Released.

Under Revision (7)

If the political committee approved the budget in the interim period, you change the budget to the status under revision. In this status, you can enter any changes (such as budget estimates) made as a result of the consultations on the budget. Once you have made the appropriate changes, you change the status of the overall budget to Released so that you can execute it.

The following table gives an overview of the availability of functions depending on the budget status:

Function	Overall budget statuses
	1	2	3	4	5	6	7
Creation of Budget Structure Elements	x		x				x
Assignment of Budget	x						x
Budget Usage			x			x	x
Creation of Earmarkings	x		x			x	x
Definition of Budgeting Rules	x		x			x	x
Activation of Budgeting Rules			x			x	x
Definition of Reclassification Rules	x		x			x	x
Activation of Reclassification Rules			x			x	x
Creation of Transfer Postings			x
Update of Budget			x			x
Update of Budget	x	x	x	x	x	x	x

The following diagram shows the connection between the different budget statuses:

Release Before the Start of the Planning Year

Release Before the Start of the Planning Year

Activities

To change the budget status of a budget structure element, choose the following from the SAP Easy Access screen choose Human Resources ® Personnel Management ® Position Budgeting and Control ® Personnel Budget Plan Management ® Position Plan ® Change Budget Status.

SAP Finance Managing the Position Plan

Use

In personnel budget plan management, you can allocate the budgets of budget structure elements for financing employees and/or positions. The position plan can also be adjusted using budget updates and transfer postings.

Features

The following functions are relevant to the management of position plans.

· Budget Status (position plan for a financial year)

· Availability Control

· Budget Updates

· Transfer Postings (position plan for a fin. year)

· Transfer Posting (position plan without reference to a fin. year)

· New BS Elements in Released Budget (position plan with a fin. year)

SAP Finance Financing from the Position Plan

Use

You use this function to finance employees of your organization from the budgets of budget structure elements (BS elements). Financing (providing funds for persons or positions from the budget of budget structure elements) is possible from two directions: You can assign a person or position to a BS element and assign a BS element to a person or position.

Prerequisites

If you want to carry out financing, you require a budget structure with BS elements and their budgets, an organizational structure with positions, personnel master data and links between positions and personnel master data. You can only finance objects with the budgets of allocatable budget structure elements (i.e. the budget structure elements in question must not be summarization items).

The following IMG activities must be carried out in Customizing of Position Budgeting and Control:

IMG Activity	Information
Set Up Financing Types for each Object Type	Which financing types (monetary amounts or full-time equivalents) are permitted for positions and persons
Origin of Funds Required	For which employee grouping does the system determine the financing requirement? In personnel budget plan management, the financing requirement is always determined from the working time and default values defined in the master data. However, it is possible not to define a financing requirement for an employee grouping
Maintain Evaluation of Absences	Effect of employee absence on financing For example, an employee who takes unpaid vacation does not require any funds

Features

If you provide budget from a person or position, a distinction is made between direct and indirect financing:

If you finance an employee directly using the budget of a budget structure element, you supply funds to cover the personnel expenditures incurred by this employee. This type of financing is referred to as direct financing because funds are assigned directly to the employee (and not via a position). This means that you can finance employees who are not assigned to positions.

You have hired a temporary worker for 6 months. This worker is not assigned to a specific position.

In the case of indirect financing, you can provide budget from a BS element for a position to cover personnel expenses for the employee assigned to this position. This form of financing is called indirect financing because it is carried out via positions and the employee is not financed directly.

You can also use indirect financing to reserve funds for positions that have not yet been staffed.

You can combine both types of financing as you please (in other words, you can finance a portion of the personnel costs incurred by an employee directly, and a portion indirectly).

If the budget structure element from which you want to finance the position or person is from a position plan with a financial year, the budget and financial requirements are available in monetary amounts or full-time equivalents. The type of budget possible for a BS element has been defined in Customizing of Position Budgeting and Control in the IMG activity Maintain Budget Structure Element Types. Only full-time equivalent budgets are available for position plans without a reference to a financial year.

If you have already defined a financing assignment, and you want to change/supplement this, you can only use budgets of budget structure elements with the same budget unit as the object that already provides financing.

When you create or change financings, the system checks the financing rules defined in Customizing of Position Budgeting and Control and availability control is run too. If you want to make exceptions for this check, define an exception reason in the financing. Check exceptions are defined in Customizing of Position and Budgeting Control and are used to allow exceptions to the financing rules or availability control defined.

The financing assistant generates a proposal for distributing the budget of a BS element for an employee or position.

If the funds required for an employee or position exceed the budget available (yellow traffic light), the financing assistant does not change this. You have to adjust the available budget manually.

When you create or change financings, you can enter legal grounds, which explain why a financing was created or ended. Legal grounds are defined in Customizing of Position Budgeting and Control.

Activities

To select a financing from the position plan, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Personnel Budget Plan Management ® Position Plan ® Change and then click on the tab page Fin. Position Plan.

SAP Finance Monitoring Tasks

Use

You use this function if you want the system to remind you of deadlines for which follow-on activities are required for a budget structure element.

Prerequisites

This function must be activated in the Customizing of Position Budgeting and Control in IMG activity Activate Task Monitoring.

Features

When processing the position plan, you can set a deadline or a reminder date for a budget structure element on the tab page Task Monitoring when the system should remind you of any necessary follow-on activities. As soon as the date entered is reached, the user is informed that open deadlines exist for them in the system the first time they call the position plan processing.

You can use the search help Search Using Task Monitoring in the position plan processing to determine which budget structure elements have open deadlines. This search helps you to look for budget structure elements whose deadlines have not been met and correspond with the selection criteria.

The search enables you to make a user-specific selection. To evaluate deadlines generally, you can use the evaluation tool Task Monitoring in the Information System.

If you do not want the message to appear again, you can postpone the deadline or the reminder to a later date, or set the processing note to Deadline Met if the follow-on activities have been completed.

From a technical point of view, task monitoring is mapped using infotype 1515.

Activities

To enter a deadline or reminder for a budget structure element, from the SAP Easy Access screen choose Human Resources ® Personnel Management ® Position Budgeting and Control ® Personnel Budget Plan Management ® Position Plan ® Change. Then search for the budget structure element you want, copy it over to the selection area by double-clicking and navigate to the tab page Task Monitoring.

If you received a message when calling the position plan informing you that open deadlines exist for budget structure elements, call the processing of the position plan and choose Search Using Task Monitoring in the search area.

If you do not want to search for open deadlines and reminders for a specific user, from the SAP Easy Access screen, choose Human Resources ® Personnel Management ® Position Budgeting and Control ® Information System ® Personnel Budget Plan Management ® General ® Monitoring of Tasks.

Example

You hire an employee and want to have a short conversation with him/her before their probationary period comes to an end.