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Purpose
The purpose of this document is to document the entire Configuration required for Budget Availability Control
(BAC) including Budget Profile and Tolerance Limits. At the end of the document, examples of BAC response
based on the tolerance limit set are documented.
General Information
The configuration for BAC can be divided into two steps
- Maintaining Budget Profile
- Defining Tolerance Limits
Transaction Code
OPS9
Menu Path
SPRO
> SAP Reference IMG
>> Project System
>>> Costs
>>>> Budget
>>>>> Maintain Budget Profile<
Profile Budget Profile Enter the name for the new Budget Profile, say ZCAP
Text Description for Budget Profile
Enter the Description for the Budget Profile, Example -> Profile for Capital Projects
Timeframe: Based on the business requirement, specify the number of years in the past/future
you would like to plan/budget projects for.
For the purpose of illustration, the budget profile is maintained such that the Budget can be maintained for 5
years in the past/ 5 years in the future and the start year (current year) as the reference point.
Total values (Indicator): Check this indicator so that overall values can be maintained for budget.
Annual values (Indicator): Check this indicator if business prefer to maintain the budget on
annual basis.
Representation: Decimal places and the Scaling factor would help in controlling the layout of
the filed group values that have constant units.
Maintain the exchange rate type that would be used for the BAC calculations.
Program Type Budget - Program type for budgeting In case of Investment Projects, this field will
be significant, as this will ensure that WBS elements with a given budget profile cannot receive
overall or annual budgets unless the WBS element (or a WBS element above it in the hierarchy) is
assigned to a program position of an investment program with the correct program type entered
here.
Select the Program Type for the Budget Profile, example Z001
This Field determines whether and how availability control should be activated.
Budgeting Currency- Controlling Area Currency(Indicator) - Budgeting/Planning in the Controlling Area Currency
- Object Currency (Indicator) - Budgeting/Planning in the Object Currency
- Transaction curency (Indicator) - Budgeting/Planning in the Transaction Currency
Result
Configuration of Budget Profile is completed for which Tolerance limits are to be set.
Example
Below is the screen shot for Budget Profile ZCAP as an Example.
Select Activity Group 00 for setting Tolerance limits to give warning message and an email
when PR exceeds 90% of Budget.
Enter 2 in this field as we want a warning message and an email when PR exceeds 90% of
Budget.
Usage - Usage rate in %
The "usage" represents the ratio of funds commitments to the budget, expressed as a percentage. If this value
is exceeded because of budget reductions or assigned funds in commitments which are too high, the specified
action is triggered.
Enter 90 in Usage Field.
Save the Tolerance Limits for PR for 90% Usage.
Below is sample of business requirement for Tolerance Limits for below Activity Group and
Budget Profile combinations.
Result
Tolerance Limits were successfully set for Budget Profiles and Activity Groups.
Example
Below is the screen shot of a Tolerance Settings for Budget profile ZCAP when budget exceeds 90% and
100% of WBS Budget.
Since the activation type maintained for the budget profile ZCAP is automatic activation upon
budget allocation, the status of the WBS for which the budget is
distributed will now be BUDG AVAC
WBS Person responsible is maintained on the WBS
Now create a PR for USD 901.00, which is 90.1% of the available budget (USD 1000.00). In this example,
created PR for qty 1, hence the valuation price is same as the PR amount.
Check that the account assigned object is the WBS element for which the budget has been maintained.
If the requisitioned tries to save the PR, then system will pop-up the below messages
Once the PR is saved, a warning mail will be triggered to the person responsible maintained
on the WBS. Below is the screen shot of how the message will look like at the SAP Business
Workplace (SBWP) in the inbox of the person responsible maintained on the WBS.
Similarly in case of the other activity groups, BAC would trigger appropriate action based on the
tolerance limits set.