Explaining the Reporting Options for Budget Management

This unit describes the ability to produce detailed budget and budget consumption reports and reporting of important key performance indicators like available budget, value and age of open commitments, and nearly consumed budget addresses. In addition, these are described are the budget consumption dashboard and the revenue increasing the budget overview report.

Detailed reporting is covered with the apps commitment / actual line item analyzer, budget line item analyzer, budget and commitment / actual line item analyzer, and display line items public sector. Furthermore, the apps available are the commitment / actual analyzer and budget analyzer, which are similar to the corresponding line item analyzer apps.

KPIs are covered with the apps' open commitments, budget AVC overview, and budget alerts.

The Budget Consumption Dashboard app for the current fiscal year opens a dashboard with multiple pages for different aspects of the budget consumption.

The reports

• commitment / actual line item analyzer,
• budget line item analyzer,
• budget and commitment / actual line item analyzer,
• budget and payment line item analyzer

display data relevant for budget execution. The measures available are commitments and actuals separated into expense and revenue. Hierarchies can be used for selection and display of the data. The reports allow you to drill down to all available account assignments, selected master data attributes like fund type and document attributes like document number, item number, and posting date.

The difference between the reports is the data source used and, as a consequence, the data displayed.

• Commitment / actual report uses data from ACDOCA (View C_PUBSECCMTMTACTLITEMQRY2)
• Budget report uses data from the planning table ACDOCP (View C_PUBSECBDGTLINEITEMQRY1)
• Budget and commitment/actual uses data from both tables (View C_PUBSECBDGTACTLITEMQRY2)
• Budget and Payment/Open Invoices (View C_PUBSECBDGTPAYTITEMQRY)

Please note that "budget and payment line item analyzer" show data which has been paid. This can be only done via account assignments which are split and balancing characteristics in the general ledger (fund, grant, cash origin account, segment).

This app allows you to analyze availability control figures. It shows you the consumable budget, consumed budget, and available budget on AVC control object level (see Unit 4, Lesson 2, Understanding Availability Control, for an introduction to control objects). A drill down to document level and account assignment level can be done.

The tile shows a micro chart with the overall consumable budget, consumed budget, and available budget.

When it is opened, the app shows the figures broken down by different attributes. The result can be filtered by control objects.

When you select one object, the consumable and consumption details can be displayed.

Detail views by account assignment and document information are available. From here you can jump to the document display.

This app can be used to get an alert if a customizable budget threshold is exceeded for a control object combination.

The tile displays the number of alerts and when opened the app shows a chart with the number of control object combinations exceeding the threshold by fund. Other control objects and a table of control object combinations exceeding the threshold with consumable, consumed, available budget and consumed ratio displayed is also available.

The following figure displays the Chart by Fund in the Budget Alert screen.

This app can be used to monitor commitment documents not fully consumed and created longer ago than a definable threshold.

The tile displays the total open amount of all commitment documents older than a set number of days. When opened, the app shows the open number of commitment documents in definable age brackets. A drill down to a list of documents is possible.

The following figure shows you the Open Commitment by Document (in the screenshot, Open Cmtmts by Document) option.

List of open commitment documents with the ability to navigate to a document display.

You can use this app to monitor the RIB process during the fiscal year. It allows you to compare the relevant amounts for all selected RIB rules based on RIB control objects.

The following measures are available for each RIB control object for comparison:​

• Revenue Budget: The total current revenue budget entered for the selected RIB rules​
• Total Revenue Amount: The total revenue amount posted to the selected RIB rules
• Available Revenue Amount: The revenue amount posted to the selected RIB rules available for RIB
• Transferred Amount: The total revenue amount already transferred to the RIB rule's receivers using RIB budget documents
• ​Transferable Amount: The total revenue amount still available for a budget transfer to the RIB rule's receivers using future RIB budget documents

The tile displays a micro card with the available revenue amount, transferred amount, and transferable amount for all RIB rules. When open the amounts can be displayed by various account assignments in a chart or as a table.

The Budget Consumption Dashboard Fiori app visualizes the budget consumption data, which can enable the organization to perform efficient and reliable analysis of the budget and budget consumption patterns so that intelligent decisions and required actions can be taken.

The Fiori tile displays key performance indicators like Budget Amount, Available Amount, and Consumed Amount and it offers three views with the following key features:

Budget:

The actual budget details for the time-period specified are visualized. It displays total budget allocated, budget allocated across departments, periodic and continuous resolution budget allocation, internally and externally funded budgets, project and non-project budgets, and budgets by budget types.

It also displays budgets by fiscal year, and process types and budget by different account assignment types.

Budget Consumption:

The budget consumed details for the time-period specified are visualized. It displays the total budget consumed and the budget consumed by departments.

It also displays budget consumption details by budget consumption type group for the past budget periods. You can also view the budget consumption by amount type, by cost center, by fund, by fund type, by grant, by budget account, by functional area, and by WBS Element External ID.

Budget Availability:

The budget available details for the time-period specified are visualized. It displays the cumulative amount details like cumulative budget, consumption, and available budget for the fiscal period end date.

It also displays budget available details by fund such as total and consumed budget by each fund and the budget consumption percentage and the budget available details by cost center.

This app uses the C_PubSecBdgtActlItemQry2, C_PubSecBdgtLineItemQry1, C_PubSecCmtmtActlItemQry2, and C_PubSecCumltvBdgtCnsmpnQ CDS views.

The following charts are visualized in the Budget Details section:

• Periodic and Continuous Resolution Budgets: You can use this chart to view periodic and continuous resolution budget amounts for the fiscal year. Internally and Externally Funded Budgets: You can use this chart to view internally and externally funded budget amounts for the fiscal year.
• Project and Non-Project Budgets: You can use this chart to view project and non-project budget amounts for the fiscal year.
• Budget Types: You can use this chart to view the release and unreleased budget amounts for the fiscal year and also the budget types.
• Budget by Fiscal Year: You can use this chart to view the trend of the budget amount details across fiscal years.
• Budget by Process Type: You can use this chart to view the increased and decreased budget amount, for the each of the process types. You can also view the total available budget amount.
• Budget by Account Assignments : You can use this chart to view the budget amount details for each cost center, fund, fund type, grant, budget account, or WBS element external ID, based on your selection.

The following charts are visualized in the Budget Consumption Details section:

• Budget Consumption by Groups: You can use this chart to view the budget consumed amount and the budget consumed date for each of the budget consumption type groups, such as actuals, advanced payments, encumbrances, pre-encumbrances, and agreements.
• Budget Consumption by Past Budget Periods: You can use this chart to view the budget consumed amount across the different budget consumption type groups, for the past budget periods.
• Budget Consumption by Amount Types: You can use this chart to view the increased and decreased budget amount for each of the amount types. You can also view the total open amount.
• Budget Consumption by Account Assignments: You can use this chart to view the budget consumption amount details for each of the cost center, fund, fund type, grant, budget account, functional area, or WBS external element ID, based on your selection.

The following figure displays the Budget Availability Page.

You can use the chart in this section to view the trends plotted based on the budget amount, consumed amount, and available amount, for each of the fiscal period end dates.

The following charts are visualized:

• Total and Consumed Budget per Fund: You can use this chart to view the total and consumed budget amount, and available amount for each fund.
• Budget Consumption Percentage: You can use this chart to view the budget consumption percentage. The budget levels plotted on this chart are OK, Alert, Warning, and Critical.

You can use the table in this section to view the budget available details such as the amount in company code. The table also displays the total budget, consumed budget, available budget, and budget consumption percentage for each cost center.

You are now able to explain the reporting options for budget management.