ERP and Related Software Implementation Services

The Vendor is required to provide ERP and related software implementation services for include:
1. General ledger
• Classic (pre-new GL) GL structure.
• Financial postings create an fi accounting document in the classic GL and are simultaneously recorded in several complementary public sector modules—special purpose ledger, controlling, funds management, and grants management—each producing its own linked document for reporting, budgeting, and compliance.”
• Uses FI-SL special ledger/ classic GL + special purpose ledger c
• Document splitting is implemented by fund and grant (FM/gm using public sector management)
• Single ledger is used, with fund 99900-2004 simulating a parallel ledger.
• Multiple business areas are used.
• One company code, controlling area, and chart of accounts.
• Fiscal year runs October – September.
2. Financial reporting
• Hierarchical structure (fund, fund/cost centers, functional area, business areas, grants, order numbers, funded programs, account numbers, commitment items) is used extensively to prepare the annual comprehensive financial report (ACFR).
• Numerous custom reports have been developed using ABAP, report painter and sap queries to meet business requirements.
3. Accounts receivable
• The county performs most accounts receivable billing directly in the financial accounting (fi-AR) module using standard fi customer invoicing transactions.
• Commonly used transactions include fb70 (customer invoice), fb02 (document change), fbd2 (parked/recurring documents), and fd01/fd03 (customer master maintenance and display).
• Approximately 2,700 invoices are processed annually.
• Invoices are receipted and cleared through the sap cash journal.
4. Controlling
• The county uses the controlling (CO) module primarily for internal order management.
• Statistical internal orders are used for tracking and reporting where costs are posted statistically and not settled.
• Real internal orders are used to accumulate and track costs associated with construction in progress (CIP) projects.
• Costs are settled periodically to a CIP asset during the project lifecycle, and then to the final fixed asset upon project completion.
• Cost center accounting used.
• Functional areas used to capture expenses by function.
• County does not have allocations.
5. Funds management
• FM serves as the county’s primary tool for budget control and oversight in the sap r/3 environment.
• The module records and monitors budgets, commitments, obligations, and actual expenditures.
• FI journal entries (fi postings) automatically generate corresponding FM postings, ensuring that all financial activity is reflected in the county’s budget position.
• Materials management (mm) transactions also create FM postings, supporting encumbrance accounting and real-time tracking of procurement-related commitments.
• Requisition is entered in mm, FM automatically consumes budget through commitment posting, reducing available appropriations before a purchase order or invoice is issued.
• Budgetary compliance is enforced through availability control, ensuring spending does not exceed approved budgets.
• FM structures (funds, commitment items, functional areas, and other public sector elements) provide the foundation for detailed budget reporting.
• Period-based encumbrance tracking (PBET) is active.
• Budget control system (BCS) is active.
• FI GL accounts mapped to FM commitment items through derivations.
• Derivations allow budget by GL and cost center groups and by fund year.