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RFFMMP_UPLOAD_BUDGET_FROM_EXCE - Create Budget Document from Excel

RFFMMP_UPLOAD_BUDGET_FROM_EXCE - Create Budget Document from Excel

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Purpose

This program uploads budget data to Funds Management (FM) budgeting from an external file in the CSV format according to the selection criteria specified, and automatically creates budget entry documents.

You use this program for monthly budget planning to upload budget planning data from external sources.

Integration

Prerequisites

  • The external file must have the CSV format.
  • All budget amount values must be positive.

Features

You run this program for each FM area.

The program only supports thebudgeting processes Enter,Return andSupplement.

The program generates one budget entry document for each record. This means that only one budget line is created for each budget entry document.

Update Mode

The delta update mode is the default update mode. This means that the budget from external sources is always synchronized with the budget in the budget control system. The program identifies the budget key for each record in the CSV file and then calculates the current annual budget for this budget key in the budget control system (BCS). If the budget in the BCS is not the same as the budget in the record for the CSV file, a delta is calculated and posted using a new budget entry document.

The mode "Add Data" can also be set. Then the amounts of the CSV file will be added to the budget.

Selection

Processing Options

If the same budget is loaded again, the error message FMBAPI034 is displayed with the notification 'No line relevant for update. Process has been stopped'.

Test Mode

You can run the program as a test run or an update run. Background processing is not possible.

When you use the test run mode, you might encounter a lock table overflow due to a large list of AVC objects. In this case, you need to choose the test mode without the AVC check. This mode deactivates this AVC check and avoids a lock table overflow. However, the program does not guarantee to produce the same result in the test run mode as it does in the update run mode.

Post / Prepost

You can choose the final document status. If you choose Prepost this is fully compatible with the budgeting workflow you have set. But be very careful if you use at the same time these two document status in addition with the update mode. This mode calculates the delta between the database budgeting and the target amount you have chosen. This calculation only takes into account the amounts which have been approved. So the budgeting amount created from any preposted document will not be taken into account. Take care of a scenario as:

  • You want to have a budget of 100 for a given budget address. The current budget amount is 50 so the report will create a document of 50 to reach the target amount. You choose the prepost document status.

  • Before approving this preposted document, a user posts on the same budget address the amount of 50.

  • Conclusion: you preposted document previously created is then wrong as now the database has reached the target amount of 100 and approving the document will lead to an amount of 150.

Show Input File Template

You can export the structure of the CSV file by choosing this option and then exporting the structure by choosing 'More/List/Export/Spreadsheet'. The record structure of the CSV file must be as follows:

SAP Field TYPE LENGTH DESCRIPTION
FinancialManagementArea CHAR 04
BudgetingProcess CHAR 04
BudgetVersion CHAR 03
BudgetEntryDocumentType CHAR 04
DocumentDate CHAR 10
FinMgmtAreaFiscalYear CHAR 04
BudgetCategory CHAR 02
BdgtCashEffectivityFiscalYear CHAR 04
BudgetType CHAR 04
BudgetedFund CHAR 10
BudgetedBudgetPeriod CHAR 10
BudgetedFundsCenter CHAR 16
BudgetedCommitmentItem CHAR 24
BudgetedFunctionalArea CHAR 16
BudgetedFundedProgram CHAR 24
BudgetedGrantID CHAR 20
BudgetedFundsMgmtCustomerField CHAR 10
Perd01BudgetAmountInFMACrcy CHAR 16
Perd02BudgetAmountInFMACrcy CHAR 16
Perd03BudgetAmountInFMACrcy CHAR 16
Perd04BudgetAmountInFMACrcy CHAR 16
Perd05BudgetAmountInFMACrcy CHAR 16
Perd06BudgetAmountInFMACrcy CHAR 16
Perd07BudgetAmountInFMACrcy CHAR 16
Perd08BudgetAmountInFMACrcy CHAR 16
Perd09BudgetAmountInFMACrcy CHAR 16
Perd10BudgetAmountInFMACrcy CHAR 16
Perd11BudgetAmountInFMACrcy CHAR 16
Perd12BudgetAmountInFMACrcy CHAR 16
BudgetEntryDocumentDescription CHAR 50
BudgetEntryDocItemDescription CHAR 50
BudgetingResponsiblePersonName CHAR 20

Standard Variants

Output

The program generates a detailed list with the results of the program run if this option was chosen. This list contains the following information:

  • FM account assignment elements
  • Years of cash effectivity
  • Budgeting process
  • Budget type
  • Total amount in the budget entry document line
  • Indicator specifying the maximum error degree (error, warning, information)
  • Document number
    If the document was not posted (test run or errors), a temporary document number is generated by the program and displayed.

If errors occur, an application log is generated and displayed.

Download Error File

The program might generate an error file in the same folder as the input file with the same name plus the suffix ERROR.

Activities

Example

Case A: The BCS does not yet have any budget loaded.

  1. You are loading a CSV file with two records, one with the process ENTR and another one with the process SUPL. This creates two budget entry documents.
  2. You are loading a CSV file with two records and each record has the same budget addresses, same budget type, same version, same fiscal year and the same process ENTR. This means that the budget key is identical.
  • If the total amount for all periods is different for each record, two new budget entry documents are created.

  • If the total amount for all periods is identical for each record, only one budget entry document is posted, and the other records generate the error message FMBAPI034 with the message text 'No line relevant for update. Process has been stopped'.

Case B: You have already posted budget to the budget address for the record in the BCS.

  1. You load a CSV file with one record, which has an overall amount of 120 UNI and the budget in the BCS is 120 UNI. You receive the error message FMBAPI034 with the message text 'No line relevant for update. Process has been stopped'.
  2. You load a CSV file with one record, which has an overall amount of 120 UNI and the budget in the BCS is 200 UNI. This creates one budget entry document with an amount of -80 UNI.






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