BUDGET - INSTALLATION

1. OBJECTS

A) Folder with Tables and Fields (01 UDO)

B) Views (02 Views)
• 01 Budget Real.sql
• 02 Budget Month.sql
• 03 Budget_Linea.sql
• 04 BudgetDim.sql
C) Folder with functions, buttons, and validations for B1UP (03 B1UP)
D) Folder with Dashboard (04 Dashboard)

2. INSTALLATION

A. Import UDO folder (creation of tables, fields, and User Define Object)
i. Select the Metadata Manager functionality in the following path:
Modules\Administration \Add-Ons\B1 Usability Package\Configuration Module\Master Data Management\Metadata Manager

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 ii. Click Import and select the “01 UDO” folder.

iii. At the end, the system will send this notification of created tables and fields.

B. Update the following objects, with the same code and order.
i. Select the “Object Registration Wizard” functionality in the following path:

Tools\Customization Tools\Object Registration Wizard

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 ii. Select the option “Update an existing object”.

iii. Select the objects: first BUDGET_v1 and then BUDGREC

iv. Select Detailed/Advanced Budget, start registration.

The name could be

changed.

2
1

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 v. Select the fields in the same order. The Column description can be modified.

vi. Select Budget Reclassification, start registration.

1 2 3

vii. Select the fields in the same order. The description can be changed.

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 1

C. Create views (for Hana update commands, filters can be adjusted). Execute in order in the Management
Studio.

D. Import all functions, validations, buttons, etc., from the B1UP folder , in the following order:

i. Universal Functions
ii. Validations
iii. Buttons
iv. Item Placement Tools
v. Mandatory Fields
vi. Configuring Read Only Fields
vii. Print & Delivery
a. Report Action
b. Bulk Send Settings
c. Report Settings
viii. Menu *

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 Example:

2
3

1 4

*If you have a previous menu, it is better to create it manually.

ix. Import the Budget Dashboard and add it to the dashboard.

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 E. Create and save the following queries in the query manager.

SELECT '' "Code",'' "Description" UNION ALL SELECT T0."Code", T0."Name" FROM "@BUDGET_TYPE" T0

SELECT T0."Name" FROM "@BUDGET_TYPE" T0 WHERE T0."Code"=$[$0_U_G.C_0_4.NUMBER]

IF $[$38.U_Type.0]='OHEM'
BEGIN
SELECT T0.[empID], T0.[firstName]+' '+ T0.[lastName] AS "Name" FROM OHEM T0
END
IF $[$38.U_Type.0]='OUSR'
BEGIN
SELECT "INTERNAL_K" AS "ID","USER_CODE" AS "Codigo" FROM OUSR
END

IF $[$38.U_Type.0]='OHEM'
BEGIN
SELECT T0.[firstName]+' '+ T0.[lastName] AS "Name" FROM OHEM T0 WHERE T0.[empID]=$[$38.U_Solicitante.NUMBER]
END
IF $[$38.U_Type.0]='OUSR'
BEGIN
SELECT "USER_CODE" AS "Codigo" FROM OUSR WHERE "INTERNAL_K" = $[$38.U_Solicitante.NUMBER]
END

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 F. Set up formatted search on the following fields.
- Budget Line
- Concept

- Request: ID_Solicitante
- Request Name: Name_Solicitante

3. SETTING

3.1. Print and Delivery

a) Open Report Action “BG-002”.

• Configure the SMTP email account and update.

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 • Set the email destination (email and message settings need to be customized).

• Report action “BG-001”, the message can be customized.

b) In the Universal function BG-023, the Macro must be configured with the internal ID of the Report “Budget
Authorization Notification”.

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 c) In Universal Function BG-034, Update the internal ID of Report Action BG-002.
SELECT * FROM "@BOY_85_ACTION" WHERE "Code"='BG-002'

3.2. B1 Usability Package

a) Create a business partner with code “INT” for creating activities.

b) Create the classifications in the Activities and configure them in the Universal Function BG-022.

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 c) The Universals BG-007 and BG-053 functions must be adapted to the number of Cost Centers to be
managed or if another structure needs to be managed in the authorization models.

d) The messages and/or texts of the Universal functions can be updated:

• BG-022
• BG-024
• BG-029
• BG-032
• BG-033
• BG-054
• BG-055
• BG-056

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3.3. SAP Authorization Models

a) Configure the Authorization Models for the creation of new documents in this case of the Purchase
Request:
i. Create Authorization Model in SAP:
• Authorization Model, must be configured by query. The model code is the same as the user
code. If it is required to handle more complex authorization models, it is necessary to adjust
the universal function BG-007.
• Authorization Stages
Example:

SELECT CASE WHEN $[OPRQ.U_MODELO]='manager2' then 'TRUE' else 'FALSE' end

ii. Configure Budget Models and Budget amounts for new documents, based on the ID of SAP models,
users and Human Resources employees.

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 - ID: HR employee ID and authorization model ID (internal SAP user ID).

- Define if the Line is budgeted or unbudgeted.

- The ranges of amounts that this model authorizes.

User SAP or ID
Employee and
Name

User SAP and

Name
Type: User SAP or
ID Employee

iii. Configure the authorization flow for Budget changes:

- Name: Name to identify the Model.
- Requester: Internal SAP user ID that registers the adjustment in the Budget.
- Authorizer: Internal SAP user ID that authorizes the adjustment in the Budget.

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4. WORKFLOW

4.1. Application in the Purchase Flow – Purchase Request

a) Enter the path Modules\Budget\Advanced Budget. Create the Budget, it can have Cost centers of one or
more dimensions.

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 b) This use case is configured for documents of type Item and Purchase Request. In the form configuration,
make sure that the following columns are visible:
• General Account
• Dimensions (Cost Center) – must be separated by column
• Those indicated in the following image

c) The System will start the standard SAP authorization flow

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4.2. Application in the Purchase Flow – Purchase Order (Authorization by Line)

a) This use case is configured for documents of type Item and Purchase Order. In the form settings, make
sure that the following columns are visible:

b) Create the Purchase Order making sure to fill out the following additional fields:
- Project and Cost Centers (if is necesary), Type, Requester.

The document is created with the status "Not confirmed".

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 c) When the document is created, a notification is sent to the authorizing user by each line.

d) Enter the path Modules\Budget\ Authorization By Line Reports\ Pending Authorization By Line Report.

Select the Document and update.

e) When all lines are authorized, the document status changes to "Open" and you can continue with the
purchasing workflow.

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4.3. Budget Changes

a) In the Budget Reclassification Module, we select the account, cost centers (only if applicable) and the
month. There are 3 types of changes:
- Reclassification: For reclassification we need to select the account, origin cost centers and month
of origin, as well as the destination.
- Increase: We only need to define the destination that we need to increase, Account, Cost Center
and Month.
- Decrease: We only need to define the destination that we need to decrease, Account, Cost Center
and Month.

Select and create the document.

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 b) When you create the Reclassification document, the system creates:
- Create an activity internal to the Authorizer user.
- Send a notification email.
- Send an internal notification in SAP.

c) To Authorize the budget adjustment, the Authorizing user enters the Pending Authorizations Report:
Modules\Budgets\Reports\ Pending Authorizations Report

Select the Document and update.

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 d) The requesting user will receive a notification if the quote was rejected or authorized.

e) The requesting user may modify the budget adjustment, as long as he or she is not authorized, and a new
notification will be sent to the Authorizing user. From the reclassification module you can send an Email
notification to remind the Authorizer of the pending document.

f) The Authorizing user may modify their decision from the Authorizations report.

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