cancel
Showing results for 
Search instead for 
Did you mean: 

Availability control and budget verification per year to Requisitions

0 Kudos

Hello all

We have one case where we add a Investment program and budget for 2013 with 10 thousand EUR .

The project related is scheduled in network header from 2013 until 2015.

We have two activities in this network header. First activity is scheduled for 2013 in the constraints and the value assigned is 7993 EUR.

We have the second activity scheduled to 2014 in the constraints and the value assigned is 7993 EUR.

We have availability control activated for each year and the tolerance to requisition with error message if the budget is exceed in 100%.

We didn't receive any error message during the creation of this requisition although we don't have budget and the availability is activated.

Do you if there are some customization that must be consider or some functionality that can be implemented to avoid this kind of situation ?

Regards

Cristina Romanato

Accepted Solutions (1)

Accepted Solutions (1)

Former Member
0 Kudos

Hello Cristina,

Please read : http://scn.sap.com/docs/DOC-34141

I think you situation is quite similar. Please check whether you are having negative amount for the sub- ordinate WBS in the budget report.

Regards,

Jindow Joseph.

0 Kudos

Hello Joseph

I checked and any negative values is assigned for the WBS.

I have values distributed like:

LevelWBSBudgetCurrencyCurrent budgetDistributedDistributablePlan
1YY-014009-0120.000,00EUR20.000,0010.000,0010.000,0010.000,00
2 YY-014009-0210.000,00EUR10.000,00010.000,005.000,00
3  YY-014009-03                     EUR                                                               5.000,00

If you see I don't have any budget assigned for the third level and I got to add the requisition.

The follow values was released:

LevelWBSReleasedCurrencyCurrent budgetDistributedDistributablePlan
1YY-014009-0120.000,00EUR20.000,0010.000,0010.000,0010.000,00
2 YY-014009-0210.000,00EUR10.000,00                     10.000,005.000,00
3  YY-014009-03                     EUR                                                               5.000,00

The customizing was assigned to control "Release" and the requisition was created in the third level, but the system doesn't consider that the values was not release for the third level.

Find the date for the CJ32 - Analyses.

Customizing settings

    Budget profile: Z00001

        Availability control against: Overall

        Availability control against: Releases

        Availability Control in the Controlling Area Currency:

        Activation type: Automatic activation during budget allocation

        Usage level in %:  0,00

    Exempt cost elements

    Tolerance limits

        ++ 1 90,00                 0,00

        ++ 2 80,00                 0,00

        ++ 3 100,00                 0,00

My doubt is related with the availability control for each level.

Do you know if there are other point that I need to consider to control the availability in all level.

Regards

Cristina Romanato

former_member203108
Active Contributor
0 Kudos

You seem to have problem in understanding how budgeting works in Project system. I would suggest you to read SAP Help first and understand how budget system works.

0 Kudos

Thank you for your hint.

I just read the documentation and also read your documentation.

In your first example you mention one case with release only in the TOP and the system allowed to add costs for the fourth level without error. This show that the control was done in the top level.

In the second example you showed one case with release in the fourth level where the system control this value there and if you try to post more than you have in the fourth level the error appear.

So, As I understood the availability control checks the values released in the TOP if the lower WBS is empty.

And this is my doubt : If you have release activated for the budget profile even if you doesn't have value for the lower level the availability control must be done by level.

I understood that the concept of Release means that only the level that you release with value can be used. But as I saw in your example and in the test I didn't get this.

Regards

Cristina

former_member209919
Active Contributor
0 Kudos

Hi Cristina,

No, the rules for release budget are the same as for normal budget (it checks the budget release in the WBS and if there isn't any in the superior WBS and so on.

With the "release " budget the system also checks that you can only release in the low level budget release in the superior level.

@You have 20t at superior (distributed to the low levels) and You don't want to be used--then not release it

@ you have 20t at superior level and you want 5t can be used in WBS A but nothing in WBS B, then release 5T and and also release 5T in the WBSA

Regards

Former Member
0 Kudos

Hi Cristina,

Can you please confirm whether you created a commitment for a value greater than 100 for the last level WBS element. Thanks.

Regards,

Jindow Joseph

Answers (4)

Answers (4)

0 Kudos

Hello Joseph and Clara

Thank you so much for your support.

I understood the points and also the documentation that Joseph shared with us was very helpul to clarify the concept.

Now is clear how the budget and availability is controlled in PS side.

Thank you so much for the advanced support from both.

Have nice day.

Cristina Romanato

0 Kudos

Hello Clara, thank you so much for your explanation.

But in case I have the values for the superior WBS without distribute then the availability consider that the values can be used for all WBS where the values is not assigned.

So, in this how we can assure that only if the values were distributed for all level the PR can be created ?SAP cover this scenario ?

Because usually if we have level belong to the superior level only if the budget is assigned means that the budget can be used.

Thank you again for the advanced support.

Regards

Cristina Romanato

former_member209919
Active Contributor
0 Kudos

Hi,

You should work with release/ not release budget. If it is not released it can not be used.

If you need to distribute x amount you can release only this x amount and the difference will be in the superior WBS but cannot be spent because it is not released.

Regards

0 Kudos

Hello Clara

Thank you so much for your explanation.

I did a new test with budget approval and I add 20 thousand for 2013.

I approved only 10 thousand for 2013 in the third WBS level, but the availability control allowed to create PR until 20 thousand. I think even if I use the approval budget the program consider the superior WBS level.

Do you know Is it any customization that I need to run to SAP consider the lower WBS availability ?

Regards

Cristina Romanato

former_member209919
Active Contributor
0 Kudos

Hi Cristina,

Your WBS has the budget availability control activate ( this is activated for all project).

Not sure if I understand your example :

WBS Level 1 : Budget = X  --> Budget Release = Y

WBS Level 3 : Budget = Z  --> Budget Release = P

Could you let me know the amount X, Y, Z,P for these WBS in 2013?

Regards!!

0 Kudos

Hello Clara,

Find the values for 2013

WBS Level 1 : Budget = 20T  --> Budget Release = 20T

WBS Level 2 : Budget = 20T  --> Budget Release = 20T

WBS Level 3 : Budget = 20T  --> Budget Release = 10T

Regards

Cristina Romanato

former_member209919
Active Contributor
0 Kudos

Hi Cristina,

Could you check h here you can go to Extras --> Availability Control -- > Analysis if you only display 10T for your WBS level 3? ( distributable)

Regards!!

0 Kudos

Hello Clara

For 2013 the analyses show me 20T in the third level , but in the release show me 20T, could be a database inconsistency ?

I just run the CJEN to verify the inconsistency, but I don't have any changes.

Cristina Romanato

former_member209919
Active Contributor
0 Kudos

Hi Cristina,

The system understand that you have released 20T.

Check in trasaction CJI8 all your budget documents. Here there is a field "budget type". When budget type = KBFR this is the release budget.

You need to check for your WBS and budget type KBFR which is the amount for 2013.

- If it is 20T --> Then someone has released 20T for 2013... there is not an error.

- If it is other amount --> Then you are right and there is a problem in the budget control --> In this case execute CJBN transacion to reconstruct budget availability control.

Regards

0 Kudos

Hello Clara

I checked CJI8 and the values distributed for the third level was 10T, I also run the CJBN and nothing was changed.

WBSYY-33059310068768510.09.2013KBUD20.000,00EUR
WBSYY-330593201310068768510.09.2013KBUD20.000,00EUR
WBSYY-330593-20-0910068768610.09.2013KBUD20.000,00EUR
WBSYY-330593-20-09201310068768610.09.2013KBUD20.000,00EUR
WBSYY-33059310068768710.09.2013KBFR20.000,00EUR
WBSYY-330593201310068768710.09.2013KBFR20.000,00EUR
WBSYY-330593-2010068768710.09.2013KBFR20.000,00EUR
WBSYY-330593-20201310068768710.09.2013KBFR20.000,00EUR
WBSYY-330593-20-0910068768710.09.2013KBFR10.000,00EUR
WBSYY-330593-20-09201310068768710.09.2013KBFR10.000,00EUR
WBSYY-330593-20100009247910.09.2013KBUD20.000,00EUR
WBSYY-330593-202013100009247910.09.2013KBUD20.000,00EUR

It is seems that the availability is only consider the first level and if this is a regular behavior of SAP, how I can assure the values per sub level ?

Regards

Cristina

former_member209919
Active Contributor
0 Kudos

Hi Cristina,

I think it is not possible that a WBS ( level >1) has distributable budget and the "assigned value" is checked against the WBS level 1.

Could you send us the  screeshot CJ31 -->  Extras --> Availability Control -- > Analysis where you have done a posting > 10T

Are you sure that you WBS is checking the budget availability control? ( I mean you cannot spent more than 10T or 20T?)

Regards

former_member209919
Active Contributor
0 Kudos

Hello Cristina,

I was thiking it is possible you haven't activated the budget availability cotrol against release budget? ( could you check if you have the release flag activated in your budget profile)?

Regards

former_member209919
Active Contributor
0 Kudos

Hi Cristna,

My advice is you go to CJ31 transaction and display the budget, here you can go to Extras --> Availability Control -- > Analysis

Here you can see all postings that are part of the assigned budget. Check if your 2014 request is here and it is active:

1) if it is here you should review your settings, budget tilerance, iif the avac is deactivated for your network ( by user status)...

2) if it is here but it is inactive you should review your except cost elements

3) if it is not here you should review your document generated  ( reserve, PR..)

Check this and if you don't find the problem let us know.

Regards

0 Kudos

Hello all

I just checked the tolerance and we have the customization to group 00 - message 3 and 100%.

Also we have the availability control activated with option 1 in the customizing and the budget done by year. The values posted in the budget was only for 2013, distributed in the third WBS level.

I enter in the CJ31 and I did the analyses and the following steps was performed in the analyses view :

I created two requisition - one has the delivery date for 2013 and the other for 2014.

First requisition is considered in the analyses for 2013 and appear with availability correct in 2013.

The second only appear in 2014 - but without budget available in the analyses view. The same status of availability is activated in both years.

So the points that was mentioned was covered but the system allowed to create more PR than my budget and availability is defined.

1) if it is here you should review your settings, budget tilerance, iif the avac is deactivated for your network ( by user status)... (The avac was not deactivated)

2) if it is here but it is inactive you should review your except cost elements (the cost element is the same used in the first requisition)

3) if it is not here you should review your document generated  ( reserve, PR..) - do you know which point should I review in the PR? I just check the delivery date and is required for 2014. There are other fields that I need to check ?

Thank you so much in advanced for all support.

Regards

Cristina Romanato

former_member209919
Active Contributor
0 Kudos

Hi Cristina,

You say "The second only appear in 2014 - but without budget available in the analyses view"

Is it Budget available = blank or = 0,00?

If it is 0,00 it is correct, if it is blank it is not correct.

let us know...

0 Kudos

Hello Clara, for 2014 the budget for the TOP WBS appear with 20thousand EUR, but in the sub project that the network is assigned with don't have 0, the field values is empty.

Find the details below.

Project YY3305800000000000

       Customizing settings

           Budget profile: ZPS009

               Availalability control against: Annual values

               Availability control against: Budget

               Availability Control in the Controlling Area Currency:

               Activation type: Automatic activation during budget allocation

               Usage level in %:  0,00

           Exempt cost elements

           Tolerance limits

               00 3 100,00                 0,00

               01 3 110,00             2.500,00

               02 3 110,00             2.500,00

               03 3 110,00             2.500,00

               04 3 110,00             2.500,00

               05 3 110,00             2.500,00

               06 3 100,00                 0,00

               07 3 100,00                 0,00

               08 3 100,00                 0,00

       Entries in this color make no contribution to the assigned value!

       Controlling element      Distributable               Assigned

   TOP:    YY3305800000000000                  20.000,00  EUR               7.993,87  EUR

   Sub Proj1:        YY3305802000000000

   Sub Proj1.1:            YY3305802008000000

                   NWA 5000639157 0010

   Sub Proj1.2:            YY3305802009000000

                   NWA 5000639158 0010

                   NWA 5000639158 0020 (Network with PR without Budget)

                       COSP 2014 22 1427210800  RMBE D EUR                             7.993,87  EUR

                       COSP 2014 21 1427210800  RMBA D EUR                                 0,00  EUR

                       COSP 2014 01 1427210800  KPPP D EUR                             7.993,87  EUR   P

                   NWA 5000639168 0010

Regards

Cristina Romanato

former_member209919
Active Contributor
0 Kudos

Hi Crisina,

Then it is correct the user can create requisitions.

Your WBS in not budgeted for this year, the the availability control is checked in  the superior WBS and so on.

Example:        WBS 1 : budget 20K

           WBS 2.1.  No budget.      WBS 2.2 budget 5K.       WBS 2.3 budget 0K

Your WBS 2.1 has available : 15K budget.. Because it is not budgeted and it takes the budget from the available in the superior level

WBS 2.2. It  is clear

WBS 2.3 has 0 budget available... Because it is budgeted but with 0 .( this is not the normal situation, it is only to explain it)

If you need that your budget 2014 cannot be consumed you should work with " release budget" and only release it when it is going to be distributed.

But As i supposed you cannot change right now the situation you can distribute to your WBS 1 $ , then your budget available will be 1$.

I think if you budget it and delete the budget your WBS change from situation 2.1 to situation 2.3 ( not totally sure)

Regards

Former Member
0 Kudos

Hello Cristina,

Please check if Tolerance Group is maintained as 00 for Budget profile in following config

SPRO-Project System - Cost - Budget - Define Tolerance Limit

Also please activate Budget availabilty control through CJBV.

Regards

Tushar