Changes to Budget and Splitting Fund - Infotype 1018

Trigger:

 Agency has received information that budget needs to be changed and that their funds need to be split.

 

Business Process Procedure Overview

 

 Infotypes 1018 and 9018 are accessed through transaction PO13.  IT1018 is for the Cost Distribution.  The cost center, fund, and internal order are the key fields for cost distribution.  On custom IT9018, the total budget for the position is shown.  Also, there is a reason code for any changes made to IT1018/IT9018.

The toggle button in IT9018 is used to open detail amount fields to be able to adjust the percentage splits into whole dollars.

 

  

 

Access Transaction:

 

Via Menu Path

Human Resources >> Organizational Management >> Expert Mode >> PO13 - Position

Via Transaction Code

PO13

 

 

 

Procedure:

 

SAP Easy Access

1. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Command

White alphanumeric box in upper left corner used to input transaction codes

R

Enter value in Command.

Example: PO13

2. Click Enter button.

Maintain Position

3. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Position

Eight digit unique number identifying the characteristics and attributions of a position

R

Enter value in Position.

Example: 60035949

4. Click Cost Distribution button.

5. Click Copy infotype (Shift+F9) button.

Information:  Good Rule of Thumb:  Never use the Change (Pencil) button.  If you try to use the create button you will get an error.

Copy Cost Distribution

6. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Start date

Effective date of the personnel action

R

Enter value in Start date.

Example: 01/01/2008

Information:  You must change the Start Date.

7. Click the COAr column.

8. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

COAr

Code identifying the highest level of the legal entity for which cost center accounting and profit center accounting can be consolidated

R

Enter value in Column COAr.

Example: NC01

Pct.

Percent

R

Enter value in Column Pct..

Example: 40.00

9. Click the Pct. column.

10. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Pct.

Percent

R

Enter value in Column Pct..

Example: 60.00

11. Click the Fund column.

12. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Fund

Fund is a strategic organizational unit for identifying the origin or source of funds in the SAP system.

R

Enter value in Column Fund.

Example: 161140005

Functional Area

The Cost Center, Functional Area and Fund fields will default from the Organizational Unit and therefore be grayed out. There is only one Functional Area for the whole State. There is only one default Cost Center and one default Fund per Agency. Neither the Functional Area nor the Fund are associated with the position.

R

Enter value in Column Functional Area.

Example: G000000000000001

13. Click Enter button.

Budget Distribution

14. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Action/Reason Code

Defines/identifies the circumstances which have initiated a personnel action

R

Enter value in Action/Reason Code.

Example: 110

Total Budgeted Amount

Total amount of dollars budgeted for the position or activity

R

Enter value in Total Budgeted Amount.

Example: 93,067.00

15. Click Continue (F8) button.

Information:  If you hit enter on the keyboard it will update the detail amounts without returning you to IT1018.

Copy Cost Distribution

16. Click Enter button.

Information:  You need to return to IT9018 to verify detail amounts are in whole dollars.

Budget Distribution

17. Click Toggle button.

Information:  This button (toggle button) will open the details Budgeted Amount line for input.

18. Click the Budgeted Amount column.

19. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Budgeted Amount

Amount of dollars budgeted for the position or activity related to a specific fund

R

Enter value in Column Budgeted Amount.

Example: 55,840.00

20. Click the Budgeted Amount column.

21. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Budgeted Amount

Amount of dollars budgeted for the position or activity related to a specific fund

R

Enter value in Column Budgeted Amount.

Example: 37,227.00

22. Click Continue (F8) button.

Copy Cost Distribution

23. Click Save (Ctrl+S) button.

Information:  Do not return to IT9018 or the amounts will change back to dollars with cents.  use the maintain overview button from PO13 to review.

CostDistribution Create

24. Click Yes button.

Maintain Position

25. Click Back (F3) button.

26. The system task is complete.