Budget Reporting and

Transfers in SAP

In SAP, there are several reports that allow you to view your budget, but

the most commonly used report is the

Budget-Actual Report

(Y_DEV_38000028). Choose this report and then Execute (green circle with

white check).

Reporting Administrative Budgets

Enter HF01 in the Fund field. Use the Fund center assigned to your unit. In this example, we’ll use 150007 – which is the Secretary’s Office Fund Center.

Double check the Fiscal Year field, which will usually default to the current Fiscal Year. Budget Version should default to Zero for your Authorized or “working” budget.

Click on the Execute button (white clock with green check).

Click on the line “Commitment Item” and then click the orange diamond

shaped object on the line 1500/HF01.

Once the report expands to show the breakdown between Personnel and Operating, click on the “hierarchy” button near the top of the screen. Select “Expand all” and this will completely open the report to show all commitment items.

In order to look at the charges made to a particular line item, you would need to select the amount in the Actual column and click on “Extras” at the top of this document. Then select “Line

Items”. This brings up a list of expenditures that make up the total charged to that line item. From there, you can drill down into individual charges by double clicking on an amount to see

the original document and determine if the charge is correct.

Investigating and Troubleshooting

To transfer funds within a fund center, in order to cover negative commitment items or anticipated charges. You are only allowed to transfer between Operating commitment items. The Personnel

line items are analyzed each month and realigned when necessary by the Budget Officer.

Note the items circled in red. These are some of

the commitment

items that have been expended

beyond budget limits

and will require a budget

transfer or “realignment”

of funds to clear up the

deficits.

Budget Transfers

After printing your budget by using the Budget-Actual (Y_DEV_38000028) report, use the ZBUDGET transaction to realign funds and clear up any Operating Budget deficits. Once in ZBUDGET, choose the FR58 – Transfer Budget tab. Fill in the current date and HF01 (Highway Fund) in the Sender and Receiver Fund fields. Execute the action (click the white clock with the green check).

After determining which commitment items you can use to pull funds to cover the negatives, start keying the information into the “transfer budget template”. When entering the commitment items, enter all “Senders” first and then the “Receivers”. There is no need to enter “Senders” as negative amounts since SAP knows to reduce the Sender items. Click the “Check Entries” icon to make sure it balances. If you get an error symbol, click the icon beside it (Yield sign) for an explanation. Once it balances, click the “Save” icon and this will generate a document number in the Status column. Then click the X at the top to exit.

Check entries icon

Document number

Save

No Errors message. Great job! Now click on the Save icon.

This will take you back to the Transfer Budget screen. Click on “Display User Documents” and then double click on the document number that was generated when you saved the transfer.

Once the document opens, click on the Header Text button and type a statement explaining why you are transferring these funds. Then save the text and click the arrow back to the transfer page. Now you can click on the “Workflow” button and choose “Submit”. The transfer will move into the Budget Officer’s workflow to review and approve. Once the Budget Officer has approved and reciprocated in IBIS, the transfer will show up in SAP.

Fiscal Budget Office Contact List

Sonya Lawrence – Budget Officer BEACON Funding Approver, Operating Budget Transfers, Expansion and Carryforward requests. (919) 707-4315 slawrence@ncdot.gov

Lynette Colson – Budget Officer BEACON Funding Approver, Personnel Budget and Position Transfers, Salary Reserves and Lapse Salary requests. (919) 707-4313 lscolson@ncdot.gov

Margie Sullivan – Budget Officer BEACON Funding Approver, Field Budget Reporting (919) 707-4314 mbsullivan@ncdot.gov

Wayne Rogers – Budget Director (919) 707-4290 wrogers1@ncdot.gov

mailto:slawrence@ncdot.govmailto:lscolson@ncdot.govmailto:mbsullivan@ncdot.govmailto:wrogers1@ncdot.gov