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PS – Availability Control
Availability Control Use These components enable you to monitor and control project costs. The project manager can use availability control to call up an overview of the assigned funds and see which type they are. Availability control enables you to control costs actively by issuing warnings and error messages when costs are incurred. Implementation Considerations The component is fully integrated with upstream and downstream components, for example: • Controlling (CO) • Financial ing (FI) • Production Planning and Control (PP) • Materials Management (MM) Features Availability control monitors funds using budget allocation. • ive Availability Control Overview of funds, their assignment and type • Active Availability Control Prevents the assignment of too many funds If you enter business transactions that create costs on a Controlling element (for example, posting of an invoice), the system checks whether there is still sufficient budget available for the controlling element. For projects, you can also use releases as an alternative to the current budget. It uses the tolerance limits specified in Customizing for the check. • For internal orders, see Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control. • For projects, see Project System → Costs → Budget → Define Tolerance Limits. For more information, see Defining Tolerance Limits. Availability control checks the current distributable budget (or release) against the assigned value. • Distributable Budget The budget from the controlling element that is not yet distributed to other, lower-level WBS elements. • Assigned Value Costs incurred by a Controlling element. For more information on the calculation of assigned values, see • Assigned Values in Internal Orders. • Assigned Values in Projects.
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PS – Availability Control
Assigned Values for Internal Orders The assigned value for internal orders is calculated from: • Actual costs • Statistical actual costs • Commitments • Debit from settlement to internal order • Credit from settlement to budget-controlled object (internal order, WBS element)
•
Not used for calculation of the assigned value: Actual costs with a cost element defined in Customizing for availability control as an exempt cost element For more information, see the Implementation Guide (IMG) under Controlling → Internal Orders → Budgeting and Availability Control → Specify Exempt Cost Elements for Availability Control (IMG transaction: OPTK).
•
Actual costs incurred from a business transaction that does not belong to the valid transaction groups in availability control. This can occur if you did not define ++ as the transaction group in Customizing for tolerance limits. For more information, see the Implementation Guide (IMG) under Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control (IMG transaction: SPRO).
• •
Credits from settlement to an object that is not budget-controlling (for example, cost center). Revenues
Assigned Values for Projects The assigned value for projects is calculated from: • Actual costs of WBS element carrying budget • Statistical actual costs of WBS element carrying budget • Actual costs of subordinate WBS elements if these do not carry budget • Statistical actual costs of subordinate WBS elements if these do not carry budget • Commitments of WBS element carrying budget • Commitments of subordinate WBS elements if these do not carry budget • Maximum of plan and actual costs + commitments from assigned networks or orders For more information, see the Implementation Guide (IMG) under Project System → Costs → Planned Costs → Define Order Value Updating for Orders for Projects (IMG transaction: OPSV).
• •
Debit from settlement to WBS element Credit from settlement to budget-controlled object (internal order, WBS element)
•
Not used for calculation of the assigned value: Actual costs with a cost element defined in Customizing for availability control as an exempt cost element
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PS – Availability Control For more information, see the implementation guide (IMG) under Project System → Costs → Budget → Specify Exempt Cost Elements (IMG transaction: OPTK).
•
Actual costs that resulted from a business transaction that does not belong to the valid business transaction groups of availability control This can happen if you have not defined ++ as a business transaction group in Customizing for tolerance limits. For more information, see the Implementation Guide (IMG) under Project System → Costs → Budget → Define Tolerance Limits (IMG transaction: SPRO).
• •
Credits from settlement to an object that is not budget-controlled (for example, cost center) Revenues
Setting Up Availability Control Obligatory Customizing Setting 1. In the budget profile, you define all values required for the budgeting process. To do so, in Customizing: • For projects, choose Project System → Costs → Budget → Maintain Budget Profile (IMG transaction: OPS9). • For internal orders, choose Controlling → Internal Orders → Budgeting and Availability Control → Maintain Budget Profile (IMG transaction: OKOB). a) Maintain Budget Profile
b) Maintain Budget Profile in Order types For more information, see Basic Settings for Availability Control in Budget Profile. 1. The tolerance limits for the checks during activity control are defined for each transaction group of a budget profile. To do so, in Customizing: • For internal orders, choose Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control (IMG transaction: SPRO). • For projects, choose Project System → Costs → Budget → Define Tolerance Limits (IMG transaction: SPRO). For more information, see Specifying Tolerance Limits.
Optional Customizing Settings Exempt cost elements are those which are not included during availability control (such as, interest or credits for activities that were provided in a t venture by one project for a partner project). To do so, in Customizing: • For projects, choose Project System → Costs → Budget → Specify Exempt Cost Elements (IMG transaction: OPTK). • For internal orders, choose Controlling → Internal Orders → Budgeting and Availability Control → Specify Exempt Cost Elements for Availability Control (IMG transaction: OPTK).
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PS – Availability Control
Basic Settings for Availability Control in Budget Profile Use In the budget profile you determine whether/how availability control is to be activated and which budget values should be checked by availability control. Features You control whether/how availability control should be activated using activation types 0 = Cannot be activated, 1 = Automatic Activation with Budget Allocation, 2 = Backround Activation. More information is available in Activating Availability Control. For internal orders, availability control checks against the current budget. For projects, availability control can check against the current budget or the released budget. Furthermore, you can decide whether availability control is carried out on the basis of year-independent (= total values) or year-dependent values. The check can be run in the controlling area currency or the object currency. The check in the object currency is only possible for projects if the same object currency is used for all objects (WBS elements, networks, and orders) in a budgeting hierarchy. Dependent on the settings in the budget profile, availability control checks against one of the following values: • Current overall budget in controlling area currency • Current overall budget in object currency • Current annual budget in controlling area currency • Current annual budget in object currency • Released overall budget in controlling area currency (only for projects) • Released overall budget in object currency (only for projects) • Released annual budget in controlling area currency (only for projects) • Released annual budget in object currency (only for projects) The current budget is made up of • Original Budget • Supplement • Return • Repostings from the Budget
Specifying Tolerance Limits Use When certain business transactions are entered that create costs on the corresponding Controlling-Element, the system checks whether the available budget or available released budget is sufficient. It uses the tolerance limits specified in Customizing for this check. For more information on specifying tolerance limits, see the implementation guide (IMG). • For internal orders, see Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control (IMG transaction: SPRO). • For projects, see Project System → Costs → Budget → Define Tolerance Limits (IMG transaction: SPRO). Features You can specify tolerance limits for each controlling area, budget profile, and different Business Transaction Group.
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PS – Availability Control You can specify different tolerance levels with three possible options: [1] issue with a warning, [2] a warning and a mail to the project manager, [3] or an error message. You can define the tolerance limits as the usage level, and / or as an absolute variance from the current budget or the release. Usage Level This is the relationship between assigned funds and the budget, displayed as a percentage. Absolute Variance This is the difference between assigned funds and budget, displayed in an absolute amount. Irrespective of the settings in the budget profile, absolute variances can only be specified in the controlling area currency SAP recommends that you either specify a percentage usage rate, or an absolute variance for tolerance limits in availability control. If you defined a percentage usage rate and an absolute variance as a tolerance limit for a budget profile and a transaction group, the action you specified is triggered if the assignments exceed one of the two tolerance limits. Example Availability control of a current overall budget (EUR 100,000) Business Transaction Group
Action
++
1
++
2
01
3
Percentage Usage Level
Absolute Variance
80 %
For all business transactions, a warning is issued once EUR 80,000 assigned value reached. 1000
110%
System Reaction
For all business transactions, a warning is issued and a mail is sent to project manager once assigned value of EUR 101,000 is reached. Purchase orders are prevented by error message once the assigned value of EUR 110,000 has been reached.
See also: Setting up Availability Control
Availability Control Actions When the tolerance limit is exceeded, the system does one of the following: Warning (Action One) The system informs you when the tolerance limit is exceeded. You can still execute the business transaction that triggered this (such as posting an FI document). Warning and Mail to The Project Manager (Action Two) The system sends the project manager a message containing the WBS element on which the budget was exceeded, and the business transaction triggered the excess. The amount by which the budget was exceeded and the document number are also specified.
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PS – Availability Control If no manager name is stored in the master record for the project or the WBS element, the system issues an error message instead of a warning and a mail. For orders, you maintain the budget manager in Customizing, under Controlling → Internal Orders → Budgeting and Availability Control → Maintain Budget Manager (IMG transaction: SPRO).
Warning (Action Three) The system issues an error message if an action leads to the specified tolerance limit being exceeded. The system rejects the business transaction (such as a purchase order) that causes the budget to be exceeded.
Business Transaction Group All business transactions are assigned to a transaction group in availability control. You can define an action that the system is to execute if a transaction were to use too many assigned funds. For more information, see Availability Control Actions. For the following transaction groups, you can define tolerance limits for different actions in each budget profile. To do so, in Customizing: • For internal orders, choose Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control (IMG transaction: SPRO). • For projects, choose Project System → Costs → Budget → Define Tolerance Limits (IMG transaction: SPRO). • All transaction groups This general transaction group simplifies entry and is useful if you do not want to define separate tolerance limits for every transaction group. If a tolerance limit is defined for all transaction groups, you can still define a limit for one transaction group. This limit takes precedence before the "general" tolerance limit. The tolerance level and action defined for all transaction groups are ignored if additional entries are available for a specified transaction group. • Purchase Requisition • Purchase order • Project Orders During planning for a project order, changes to the residual order plan are checked. The system also uses this transaction group to check the assignment and dependency of an order/network that already has assigned values.
• • • •
• •
Postings to project orders are checked in the relevant transaction group, for example a purchase order from a project order is checked in the purchase order transaction group. Goods withdrawal Financial ing document For postings in Financial ing Controlling Document For postings in Cost ing. Budgeting During the project, it is possible that the budget may be reduced, even though assigned funds already exist in the project. You require this transaction group to enable availability control to take into any retrospective budget changes. If this causes the assigned funds to exceed the tolerance limit of availability control, the system refers you to the error log when you check or save the budget. The log contains warnings or error messages issued by the system when the tolerance level was exceeded. Funds reservation (manual commitment) Fixed prices in project
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PS – Availability Control
Activating Availability Control Use In the budget profile, you use Activation Type to define whether, and how, availability control is to be activated. Features There are three different activation types: • 0 = Cannot be activated • 1 = Automatic Activation With Budget Allocation • 2 = Background Activation If you chose background activation, you can activate Online Availability Control for a specific project. Activities When availability control is activated, the system does the following: • Determination of WBS elements carrying budget ("controlling elements") • Determination of associated assigned funds. It checks the assigned funds against the controlling element budgets. The assigned funds can be on the budget-carrying WBS element, the lower-level WBS elements and their assigned project orders. After activation, each posting to the project is checked by the availability control. As availability control affects system performance, you should activate it in the background for projects with less detail, only when you think that the budget may be exceeded.
Activating Availability Control with Budget Allocation Use In the budget profile, you selected Activation type 1 for availability control. This means that the availability control is automatically activated when you make entries (or release budget, if this is to be checked). Availability control is always defined for a particular budget profile, and you need to define a tolerance limit for at least one business transaction group for the budget profile. Once you enter a budget for a project with the corresponding budget profile, the availability control is activated. For technical reasons, availability control cannot be activated automatically for hierarchical projects (assigned to an investment program) when budget is allocated from the investment program item to the assigned WBS element. Activation follows automatically during the first background activation run or during further allocation in the project. Availability control for internal orders from existing projects for top WBS elements is activated automatically during budget allocation of investment program items.
Activating Availability Control in the Background Course Prerequisites In the budget profile, you chose activation type 2 (background activation) for availability control. Background activation for availability control checks whether or not the usage level defined in the budget profile has been reached. If the usage level is exceeded, availability control is activated. You can start the batch run for availability control automatically. In The Project System (Same Procedure as for Internal Orders) In the project system, select the projects that you want to start in the batch run.
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PS – Availability Control ... 1. Choose Logistics or ing → Project System → Financials → Budgeting → Tools → Activate Availability Control (SAP Easy Menu transaction: CJBV). For internal orders, choose ing → Controlling → Internal Orders → Budgeting → Availability Control → Activate (SAP Easy Menu transaction: KO30). 2. Enter the controlling area and the database profile. The screen Background Activation of Availability Control for Projects appears. 3. Enter data as required. Background activation of availability control logs the objects for which you activated availability control. If you set the Detailed dicator, the system also displays all projects of the specified variant (object selection) for which you did not activate availability control. 4. To save the project selection as a variant, choose Goto → Variant → Save as Variant.... The ABAP: Save as Variant screen appears. 5. Enter the variant name and text (meaning) and set the Only for Background Processing indicator. 6. Save the variant with . You return to the initial screen and the system informs you that the variants were saved. Job Definition You can start the batch run for availability control using a job definition.
Activating Availability Control Online In the budget profile, you chose activation type 2 (background activation) for availability control. However, you can activate online availability control for one project. You can activate availability control for a project before the usage level is reached or before the next batch run. In The Project System (Same Procedure as for Internal Orders) You activate online availability control as follows: 1. Choose Logistics or ing → Project System → Controlling → Budgeting → Original Budget → Change (SAP Easy Menu transaction: CJ30). For internal orders, choose ing → Controlling → Internal Orders → Budgeting → Original Budget → Change (SAP Easy Menu transaction: KO22). The Change Original Budget: Initial Screen appears.
2. Enter the necessary data and choose Original budget. 3.
The Change Original Budget: WBS Element Overview screen appears. Use Extras → Availability Control → Activate to activate availability control for your project. The system issues a message confirming activation.
4.
Availability control is activated the next time you choose Save or Check. After activation, every posting in the project is checked by the availability control. The system calculates the assigned values that you can compare to the budget values using Views → Assigned in CoAr Currency. If you now reduce the budget and the assigned funds exceed the tolerance limit of availability control, the system refers you to the error log when you check or save the budget.
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PS – Availability Control
Checking Whether Availability Control is Active You can see whether availability control is active by looking at the system status of the potential budget object, or the display and change mode in the budgeting function (original budget, release, and so on). Availability control is active in the following cases: • The Availability control activated system status is set for the WBS element budget object. 1. Choose Logistics or ing → Project System → Project → Special Maintenance Functions → Structure Planning → Change Project. The Change Project: WBS Element Overview screen appears. 2. The system displays the system status of the WBS elements via basic data. In The Project System (Same as for Internal Orders) • The display and change sessions in the budgeting function contain a corresponding message. 1. Choose Logistics or ing → Project System → Financials → Budgeting → Original budget → Change or Display (SAP Easy Menu transaction: CJ30 / CJ31). For internal orders, choose ing → Controlling → Internal orders → Budgeting → Original budget → Change or Display (SAP Easy Menu transaction: KO22 / KO23). 2. Enter the necessary data and choose Continue. 3. Choose Extras → Availability Control → Info. You can see whether the system issued a relevant message. •
1. 2. 3. •
1. 2. 3.
The Assigned column is visible in the budgeting transactions. Choose Logistics or ing → Project System → Financials → Budgeting → Original budget → Change or Display (SAP Easy Menu transaction: CJ30 / CJ31). Enter the necessary data and choose Continue. If you set Availability Control in Object Currency in the budget profile, choose Views in Object Currency. For an overview of the assigned amounts on the WBS-Element overview, choose Extras → Availability control → Reference. Choose Logistics or ing → Project System → Financials → Budgeting → Original budget → Change or Display (SAP Easy Menu transaction: CJ30 / CJ31). Enter the necessary data and choose Continue. Choose WBS Element overview → Extras → Availability control → Reference. As well as the assigned and the distributable budget, the system displays the element with budget (which is on a higher level in the project structure) in the Controlling element column for each WBS element without budget. The system posts assigned funds from the WBS element and all lower-level WBS elements (that do not have any budget) to the controlling element.
The current assigned and distributable values are displayed after the budget is checked.
Deactivating Availability Control Once availability control is activated, you can deactivate it for one or several projects. This is useful if: • Availability control was activated in by mistake. • If availability control on the basis of the annual budget was active for the previous year, but activation for the recently started fiscal year is not advisable.
Procedure In The Project System (Same as for Internal Orders)
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PS – Availability Control 1. Choose Logistics or ing → Project System → Financials → Budgeting → Tools → Deactivate Availability Control (SAP Easy Menu transaction: CJBW).
For internal orders, choose ing → Controlling → Internal Orders → Budgeting → Availability Control → Deactivate (SAP Easy Menu transaction: KO32).
For activation type 1, availability control is reactivated at the next budget. Permanent deactivation of availability control can only be ensured using activation type 0.
Excluding WBS Elements From Availability Control A project and its WBS elements go through different stages, or statuses. The status determines whether or not you can use certain business transactions. You can exclude a WBS element with budget and the lowerlevel assignment elements from availability control. You do this by activating a status for the controlling element, for which the availability control business transaction is not allowed. If a WBS element has this status, then the assigned funds are not included in the availability control, in other words, no action is triggered. However, the assigned values are still updated on the controlling element. For more information on how to create a status, see the SAP Library under Financials → PS-Project System → Structures → Status Management.
Reconstructing Availability Control In Customizing, you can start reconstruction of the assigned values. You need to do so if: • You are introducing a new release • You have changed the settings for availability control in the budget profile • You have changed the tolerance limits for availability control • You have redefined exempt cost elements • You have changed the settings for updating order values on orders for the project • You suspect that there may be data inconsistencies, for example in objects from older releases, or after corrections were installed for budgeting / availability control. When you execute this function, the system redetermines the assigned values for the selected projects. It also creates references to the budget carrying objects, and transfers the new settings for the budget profile to the budget table. IMG path: Project System → Costs → Budget → Reconstruct Availability Control (IMG transaction: CJBN).
Notes for Problems with Availability Control Problem Availability control is not reacting, despite correct settings and activation.
Symptom
Cause
Solution Check to see if the corresponding entries are in the control tables TRWCI and TRWCA (see below: Entries in
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PS – Availability Control Problem
Symptom
Cause
Solution TRWCI and TRWCA).
Activation type 1 (activation with budget allocation) was selected for activation of availability control. Availability control is to be executed on a project, although the project has not yet been budgeted. Availability control with action two (mail to project manager) does not send a mail when the assigned values are exceeded.
Post an original budget to the top WBS element. Then execute a return for the same amount. The current budget is zero. Availability control is now active. An error message appears.
No manager name has been entered in the WBS element, or in the project definition.
Enter the project manager name in Customizing, under Project System → Structures → Operative Structures → Work Breakdown Structure → Specify Person Responsible for WBS Element (IMG transaction: OPS6).
A warning appears.
In Customizing for the project manager, the has not been entered correctly.
Enter the name of the project manager in Customizing, under Project System → Structures → Operative Structures → Work Breakdown Structure → Specify Person Responsible for WBS Element (IMG transaction: OPS6). Note that you need to enter the name in upper case letters.
When you post a goods receipt or enter an activity, this does not trigger an availability control action, although the tolerance limit was exceeded.
Neither a warning nor an error message appears.
Availability control is not active, or the tolerance limits have not yet been exceeded.
Activate availability control or maintain the tolerance limit accordingly. For more information, see: • Activating Availability Control • Specifying Tolerance Limits
The system does not check the assigned values during goods receipt.
For technical program reasons, only the assigned value is updated when you post a goods receipt, or enter an activity.
Check whether you can solve the problem by using one of the solutions suggested below (see below: Posting a goods receipt or entering an activity).
Entries in TRWCI and TRWCA The program control table TRWCI (in which the installed components are stored) must contain the COFC entry (Controlling Funds Control). The TRWCA table contains the same components (fiscal year-related) as the TRWCI table. You can use this table to deactivate specific components for certain fiscal years. In the TRWCA table, the COFC component should be active until the year 2050. Posting a Goods Receipt or Entering an Activity • Use the commitment values from the purchase order for the budget check.
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PS – Availability Control • • •
Check whether tolerance limits were maintained for the purchase order transaction group. Before the purchase order, activate availability control. Check whether you can work with unevaluated goods receipts. In this case, the system updates the assigned values only once the goods receipt has taken place. When goods are received, the system checks the assigned values and if necessary, triggers the corresponding actions. Do not allow any more assignment changes for the goods receipt posting.
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PS – Availability Control
Reconstruct Availability Control for Projects IMG Path: Project System → Costs → Budget → Reconstruct Availability Control Transaction: CJBN In this IMG activity, you reconstruct all the data for availability control. The assigned values are recalculated and references are created to the objects that have budget. The new budget profile settings are copied into the budget table. Recommendation SAP recommends that you reconstruct the PS Info Database with transaction CJEN before activating availability control Activities Carry out this step if: 1. you install a new release 2. you haved changed the availability control settings in the budget profile (e.g. from overall to annual values) 3. you have changes the tolerance limits for availability control 4. you have defined exempt cost elements - that is, cost elements which are not subject to availability control 5. you have changed the order update settings for orders for projects 6. you suspect errors in the data - for example, in objects from older releases or after incorporating corrections relating to budgeting or availability control
Rebuild Project Information Database Recommendation Use this transaction before activating availability control
IMG Path: Project System → Information System → Costs/Revenues Information System → Project Info Database (Costs, Revenues, Finances) →Rebuild Project Information Database Transaction: CJEN The project information database must be reconstructed: • Before you do any of the following for the first time: o Call up the hierarchy reports for costs, revenues, and payments o Use the interest calculation o Use the earned value analysis o Use the planning board o Create project versions • If you change value categories subsequently • In the event of a data failure in the hierarchy reports and planning board
Further notes If you plan costs hierarchically in WBS elements and the values appear incorrectly in the hierarchy reports, start program BPDIST00 before reconstruction the project info database. This program reconstructs the distributed values.
Run Budget Update Reports Procedure To display totals records for supplements, returns and transfers for projects, proceed as follows: SAP Menu Path: Logistics or ing → Project System → Information System → Financials → Costs → Budget related → Budget updates Transaction: S_ALR_87013560
Change / Display Budgets To display the budget line items for a WBS element, choose:
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PS – Availability Control SAP Menu Path: Logistics or ing → Project System → Financials → Budgeting → Original budget → Change / Display Transaction: CJ30 / CJ31 The Selection: Budget Updates screen appears. Enter a project and choose Execute. Example: You can go from the totals records to the line item display, and call up a document chain that displays the sender-receiver relationship for each budget update.
The system displays the totals records for the budget values in the controlling area currency only. Recommendation If you use more than one currency for budgeting, and require the budget values in the report to be in each currency, then define corresponding reports. Alternatively, the line item report is available.
Activities
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PS – Availability Control To transfer budget, choose
Transferring Budgets SAP Menu Path: ing → Project System → Financials → Budgeting → Transfer Transaction: CJ34 Use In an area of responsibility, it is possible that the budget becomes tight for one project while the budget for another project is still adequate. Transfers enable you to make the budget for one project available to another project. On the Transfer Budget: Initial Screen, you can enter a sender- and receiver year and a default value text for a large number of similar transfers. You can also specify whether the overall values are to be included for the sender WBS element. Enter the sender- and receiver WBS element, the amount and the currency for the transfer. The sender year, receiver year, overall value, text and long text fields contain the default values. You can use the Detail function to change these fields. Course Prerequisites The currency of the transfer must be permitted for both of the affected WBS elements. The WBS elements can belong to the same project, or to several projects. Features You can differentiate between: • • •
Transfers between different WBS elements in the same period. The sender and the recipient cannot belong to the same subtree. Transfers between the same WBS element in different periods (also recourse or carryforward). Transfers between different WBS elements in different years
You cannot execute transfers in all project statuses. The WBS elements between which you want to transfer budget must have a status that permits the business transaction budget transfer. There are three different transfer transactions: •
Budget Transfer Recipient If the WBS element has a status that allows this business transaction, the WBS element can receive budget during a transfer.
•
Budget Transfer Sender If the WBS element has a status that allows this business transaction, the WBS element can send budget during a transfer.
•
Budget Transfer (Transfer) If the WBS element has a status that allows this business transaction, the WBS element can send and receive budget during a transfer.
The procedure for a transfer is the same as for a Supplement for a Project or a Return From a Project, except that you specify a sender or recipient WBS element (or year). The system also maps any transfers between objects of lower hierarchy levels to the objects on higher hierarchy levels.
If budgeting in the object currency, the following problems may occur with transfers:
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PS – Availability Control The system only includes budget items in the relevant object currency in the Entered Budget. Transfers made in other currencies are not displayed as an entered value in objects from higher hierarchy levels. The system includes all budget items in the current budget.
To display the budget line items for a WBS element, choose Logistics or ing → Project System → Financials → Budgeting → Original budget → Change (SAP Easy Menu transaction: CJ30). You entered the following budget values in a project structure plan with two subtrees and five objects with different object currencies. You now make a transfer between two WBS elements of the lowest hierarchy level: $100 from WBS element 1.1.1 to WBS element 1.2.1. The current budget in the project structure plan is now composed as follows: The WBS elements 1.1 and 1.2 have the object currency EUR. The transferred $100 is displayed in the line item report. The entered value of WBS element 1.1 is still 2000 EUR and the entered value of WBS element 1.2 is still 100 EUR, as the system only includes budget items entered in EUR.
Overall values too Use When you choose this indicator, the tozal budget is changed by the same amount as the annual budget: • In supplements to the budget for the receiver • In returns and transfers against the budget of the sender
Dependencies If you set this indicator in Funds Management, you must also specify a fund for the FM area. If you want to add, return, or transfer total values, choose this indicator and leave the year fields empty.
Note: For each line included in this document, the system creates 8 lines (4 for sender structure and 4 for receiver structure). Take care at total line number because the system allowds only 999, in fact in this case (CTA project) 992 = 8 x 124 (8 multiple)! So, only 124 lines can be included in each document.
Change / Display Original Budgets for a WBS element To display the budget line items for a WBS element, choose SAP Menu Path: Logistics or ing → Project System → Financials → Budgeting → Original budget → Change / Display Transaction: CJ30 / CJ31 The Change Original Budget: Initial Screen appears. Enter the necessary data and choose Continue or Original budget. Choose the WBS Element overview. The Change Budget: WBS Element Overview screen appears. Choose Extras → Line item.
Change / Display Transferring Budgets Documents Page 16 of 17
PS – Availability Control SAP Menu Path: ing → Project System → Financials → Budgeting → Document → Change / Display Transaction: CJ3A / CJ3B
Display Budget Line Items SAP Menu Path: ing → Project System → Information System → Financials → Line Items → Budget Transaction: CJI8 Flag for annual values (" ") and overall values ("X") This flag determines whether the overall values are displayed as well as the annual values.
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Availability Control Use These components enable you to monitor and control project costs. The project manager can use availability control to call up an overview of the assigned funds and see which type they are. Availability control enables you to control costs actively by issuing warnings and error messages when costs are incurred. Implementation Considerations The component is fully integrated with upstream and downstream components, for example: • Controlling (CO) • Financial ing (FI) • Production Planning and Control (PP) • Materials Management (MM) Features Availability control monitors funds using budget allocation. • ive Availability Control Overview of funds, their assignment and type • Active Availability Control Prevents the assignment of too many funds If you enter business transactions that create costs on a Controlling element (for example, posting of an invoice), the system checks whether there is still sufficient budget available for the controlling element. For projects, you can also use releases as an alternative to the current budget. It uses the tolerance limits specified in Customizing for the check. • For internal orders, see Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control. • For projects, see Project System → Costs → Budget → Define Tolerance Limits. For more information, see Defining Tolerance Limits. Availability control checks the current distributable budget (or release) against the assigned value. • Distributable Budget The budget from the controlling element that is not yet distributed to other, lower-level WBS elements. • Assigned Value Costs incurred by a Controlling element. For more information on the calculation of assigned values, see • Assigned Values in Internal Orders. • Assigned Values in Projects.
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PS – Availability Control
Assigned Values for Internal Orders The assigned value for internal orders is calculated from: • Actual costs • Statistical actual costs • Commitments • Debit from settlement to internal order • Credit from settlement to budget-controlled object (internal order, WBS element)
•
Not used for calculation of the assigned value: Actual costs with a cost element defined in Customizing for availability control as an exempt cost element For more information, see the Implementation Guide (IMG) under Controlling → Internal Orders → Budgeting and Availability Control → Specify Exempt Cost Elements for Availability Control (IMG transaction: OPTK).
•
Actual costs incurred from a business transaction that does not belong to the valid transaction groups in availability control. This can occur if you did not define ++ as the transaction group in Customizing for tolerance limits. For more information, see the Implementation Guide (IMG) under Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control (IMG transaction: SPRO).
• •
Credits from settlement to an object that is not budget-controlling (for example, cost center). Revenues
Assigned Values for Projects The assigned value for projects is calculated from: • Actual costs of WBS element carrying budget • Statistical actual costs of WBS element carrying budget • Actual costs of subordinate WBS elements if these do not carry budget • Statistical actual costs of subordinate WBS elements if these do not carry budget • Commitments of WBS element carrying budget • Commitments of subordinate WBS elements if these do not carry budget • Maximum of plan and actual costs + commitments from assigned networks or orders For more information, see the Implementation Guide (IMG) under Project System → Costs → Planned Costs → Define Order Value Updating for Orders for Projects (IMG transaction: OPSV).
• •
Debit from settlement to WBS element Credit from settlement to budget-controlled object (internal order, WBS element)
•
Not used for calculation of the assigned value: Actual costs with a cost element defined in Customizing for availability control as an exempt cost element
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PS – Availability Control For more information, see the implementation guide (IMG) under Project System → Costs → Budget → Specify Exempt Cost Elements (IMG transaction: OPTK).
•
Actual costs that resulted from a business transaction that does not belong to the valid business transaction groups of availability control This can happen if you have not defined ++ as a business transaction group in Customizing for tolerance limits. For more information, see the Implementation Guide (IMG) under Project System → Costs → Budget → Define Tolerance Limits (IMG transaction: SPRO).
• •
Credits from settlement to an object that is not budget-controlled (for example, cost center) Revenues
Setting Up Availability Control Obligatory Customizing Setting 1. In the budget profile, you define all values required for the budgeting process. To do so, in Customizing: • For projects, choose Project System → Costs → Budget → Maintain Budget Profile (IMG transaction: OPS9). • For internal orders, choose Controlling → Internal Orders → Budgeting and Availability Control → Maintain Budget Profile (IMG transaction: OKOB). a) Maintain Budget Profile
b) Maintain Budget Profile in Order types For more information, see Basic Settings for Availability Control in Budget Profile. 1. The tolerance limits for the checks during activity control are defined for each transaction group of a budget profile. To do so, in Customizing: • For internal orders, choose Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control (IMG transaction: SPRO). • For projects, choose Project System → Costs → Budget → Define Tolerance Limits (IMG transaction: SPRO). For more information, see Specifying Tolerance Limits.
Optional Customizing Settings Exempt cost elements are those which are not included during availability control (such as, interest or credits for activities that were provided in a t venture by one project for a partner project). To do so, in Customizing: • For projects, choose Project System → Costs → Budget → Specify Exempt Cost Elements (IMG transaction: OPTK). • For internal orders, choose Controlling → Internal Orders → Budgeting and Availability Control → Specify Exempt Cost Elements for Availability Control (IMG transaction: OPTK).
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PS – Availability Control
Basic Settings for Availability Control in Budget Profile Use In the budget profile you determine whether/how availability control is to be activated and which budget values should be checked by availability control. Features You control whether/how availability control should be activated using activation types 0 = Cannot be activated, 1 = Automatic Activation with Budget Allocation, 2 = Backround Activation. More information is available in Activating Availability Control. For internal orders, availability control checks against the current budget. For projects, availability control can check against the current budget or the released budget. Furthermore, you can decide whether availability control is carried out on the basis of year-independent (= total values) or year-dependent values. The check can be run in the controlling area currency or the object currency. The check in the object currency is only possible for projects if the same object currency is used for all objects (WBS elements, networks, and orders) in a budgeting hierarchy. Dependent on the settings in the budget profile, availability control checks against one of the following values: • Current overall budget in controlling area currency • Current overall budget in object currency • Current annual budget in controlling area currency • Current annual budget in object currency • Released overall budget in controlling area currency (only for projects) • Released overall budget in object currency (only for projects) • Released annual budget in controlling area currency (only for projects) • Released annual budget in object currency (only for projects) The current budget is made up of • Original Budget • Supplement • Return • Repostings from the Budget
Specifying Tolerance Limits Use When certain business transactions are entered that create costs on the corresponding Controlling-Element, the system checks whether the available budget or available released budget is sufficient. It uses the tolerance limits specified in Customizing for this check. For more information on specifying tolerance limits, see the implementation guide (IMG). • For internal orders, see Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control (IMG transaction: SPRO). • For projects, see Project System → Costs → Budget → Define Tolerance Limits (IMG transaction: SPRO). Features You can specify tolerance limits for each controlling area, budget profile, and different Business Transaction Group.
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PS – Availability Control You can specify different tolerance levels with three possible options: [1] issue with a warning, [2] a warning and a mail to the project manager, [3] or an error message. You can define the tolerance limits as the usage level, and / or as an absolute variance from the current budget or the release. Usage Level This is the relationship between assigned funds and the budget, displayed as a percentage. Absolute Variance This is the difference between assigned funds and budget, displayed in an absolute amount. Irrespective of the settings in the budget profile, absolute variances can only be specified in the controlling area currency SAP recommends that you either specify a percentage usage rate, or an absolute variance for tolerance limits in availability control. If you defined a percentage usage rate and an absolute variance as a tolerance limit for a budget profile and a transaction group, the action you specified is triggered if the assignments exceed one of the two tolerance limits. Example Availability control of a current overall budget (EUR 100,000) Business Transaction Group
Action
++
1
++
2
01
3
Percentage Usage Level
Absolute Variance
80 %
For all business transactions, a warning is issued once EUR 80,000 assigned value reached. 1000
110%
System Reaction
For all business transactions, a warning is issued and a mail is sent to project manager once assigned value of EUR 101,000 is reached. Purchase orders are prevented by error message once the assigned value of EUR 110,000 has been reached.
See also: Setting up Availability Control
Availability Control Actions When the tolerance limit is exceeded, the system does one of the following: Warning (Action One) The system informs you when the tolerance limit is exceeded. You can still execute the business transaction that triggered this (such as posting an FI document). Warning and Mail to The Project Manager (Action Two) The system sends the project manager a message containing the WBS element on which the budget was exceeded, and the business transaction triggered the excess. The amount by which the budget was exceeded and the document number are also specified.
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PS – Availability Control If no manager name is stored in the master record for the project or the WBS element, the system issues an error message instead of a warning and a mail. For orders, you maintain the budget manager in Customizing, under Controlling → Internal Orders → Budgeting and Availability Control → Maintain Budget Manager (IMG transaction: SPRO).
Warning (Action Three) The system issues an error message if an action leads to the specified tolerance limit being exceeded. The system rejects the business transaction (such as a purchase order) that causes the budget to be exceeded.
Business Transaction Group All business transactions are assigned to a transaction group in availability control. You can define an action that the system is to execute if a transaction were to use too many assigned funds. For more information, see Availability Control Actions. For the following transaction groups, you can define tolerance limits for different actions in each budget profile. To do so, in Customizing: • For internal orders, choose Controlling → Internal Orders → Budgeting and Availability Control → Define Tolerance Limits for Availability Control (IMG transaction: SPRO). • For projects, choose Project System → Costs → Budget → Define Tolerance Limits (IMG transaction: SPRO). • All transaction groups This general transaction group simplifies entry and is useful if you do not want to define separate tolerance limits for every transaction group. If a tolerance limit is defined for all transaction groups, you can still define a limit for one transaction group. This limit takes precedence before the "general" tolerance limit. The tolerance level and action defined for all transaction groups are ignored if additional entries are available for a specified transaction group. • Purchase Requisition • Purchase order • Project Orders During planning for a project order, changes to the residual order plan are checked. The system also uses this transaction group to check the assignment and dependency of an order/network that already has assigned values.
• • • •
• •
Postings to project orders are checked in the relevant transaction group, for example a purchase order from a project order is checked in the purchase order transaction group. Goods withdrawal Financial ing document For postings in Financial ing Controlling Document For postings in Cost ing. Budgeting During the project, it is possible that the budget may be reduced, even though assigned funds already exist in the project. You require this transaction group to enable availability control to take into any retrospective budget changes. If this causes the assigned funds to exceed the tolerance limit of availability control, the system refers you to the error log when you check or save the budget. The log contains warnings or error messages issued by the system when the tolerance level was exceeded. Funds reservation (manual commitment) Fixed prices in project
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PS – Availability Control
Activating Availability Control Use In the budget profile, you use Activation Type to define whether, and how, availability control is to be activated. Features There are three different activation types: • 0 = Cannot be activated • 1 = Automatic Activation With Budget Allocation • 2 = Background Activation If you chose background activation, you can activate Online Availability Control for a specific project. Activities When availability control is activated, the system does the following: • Determination of WBS elements carrying budget ("controlling elements") • Determination of associated assigned funds. It checks the assigned funds against the controlling element budgets. The assigned funds can be on the budget-carrying WBS element, the lower-level WBS elements and their assigned project orders. After activation, each posting to the project is checked by the availability control. As availability control affects system performance, you should activate it in the background for projects with less detail, only when you think that the budget may be exceeded.
Activating Availability Control with Budget Allocation Use In the budget profile, you selected Activation type 1 for availability control. This means that the availability control is automatically activated when you make entries (or release budget, if this is to be checked). Availability control is always defined for a particular budget profile, and you need to define a tolerance limit for at least one business transaction group for the budget profile. Once you enter a budget for a project with the corresponding budget profile, the availability control is activated. For technical reasons, availability control cannot be activated automatically for hierarchical projects (assigned to an investment program) when budget is allocated from the investment program item to the assigned WBS element. Activation follows automatically during the first background activation run or during further allocation in the project. Availability control for internal orders from existing projects for top WBS elements is activated automatically during budget allocation of investment program items.
Activating Availability Control in the Background Course Prerequisites In the budget profile, you chose activation type 2 (background activation) for availability control. Background activation for availability control checks whether or not the usage level defined in the budget profile has been reached. If the usage level is exceeded, availability control is activated. You can start the batch run for availability control automatically. In The Project System (Same Procedure as for Internal Orders) In the project system, select the projects that you want to start in the batch run.
Page 7 of 17
PS – Availability Control ... 1. Choose Logistics or ing → Project System → Financials → Budgeting → Tools → Activate Availability Control (SAP Easy Menu transaction: CJBV). For internal orders, choose ing → Controlling → Internal Orders → Budgeting → Availability Control → Activate (SAP Easy Menu transaction: KO30). 2. Enter the controlling area and the database profile. The screen Background Activation of Availability Control for Projects appears. 3. Enter data as required. Background activation of availability control logs the objects for which you activated availability control. If you set the Detailed dicator, the system also displays all projects of the specified variant (object selection) for which you did not activate availability control. 4. To save the project selection as a variant, choose Goto → Variant → Save as Variant.... The ABAP: Save as Variant screen appears. 5. Enter the variant name and text (meaning) and set the Only for Background Processing indicator. 6. Save the variant with . You return to the initial screen and the system informs you that the variants were saved. Job Definition You can start the batch run for availability control using a job definition.
Activating Availability Control Online In the budget profile, you chose activation type 2 (background activation) for availability control. However, you can activate online availability control for one project. You can activate availability control for a project before the usage level is reached or before the next batch run. In The Project System (Same Procedure as for Internal Orders) You activate online availability control as follows: 1. Choose Logistics or ing → Project System → Controlling → Budgeting → Original Budget → Change (SAP Easy Menu transaction: CJ30). For internal orders, choose ing → Controlling → Internal Orders → Budgeting → Original Budget → Change (SAP Easy Menu transaction: KO22). The Change Original Budget: Initial Screen appears.
2. Enter the necessary data and choose Original budget. 3.
The Change Original Budget: WBS Element Overview screen appears. Use Extras → Availability Control → Activate to activate availability control for your project. The system issues a message confirming activation.
4.
Availability control is activated the next time you choose Save or Check. After activation, every posting in the project is checked by the availability control. The system calculates the assigned values that you can compare to the budget values using Views → Assigned in CoAr Currency. If you now reduce the budget and the assigned funds exceed the tolerance limit of availability control, the system refers you to the error log when you check or save the budget.
Page 8 of 17
PS – Availability Control
Checking Whether Availability Control is Active You can see whether availability control is active by looking at the system status of the potential budget object, or the display and change mode in the budgeting function (original budget, release, and so on). Availability control is active in the following cases: • The Availability control activated system status is set for the WBS element budget object. 1. Choose Logistics or ing → Project System → Project → Special Maintenance Functions → Structure Planning → Change Project. The Change Project: WBS Element Overview screen appears. 2. The system displays the system status of the WBS elements via basic data. In The Project System (Same as for Internal Orders) • The display and change sessions in the budgeting function contain a corresponding message. 1. Choose Logistics or ing → Project System → Financials → Budgeting → Original budget → Change or Display (SAP Easy Menu transaction: CJ30 / CJ31). For internal orders, choose ing → Controlling → Internal orders → Budgeting → Original budget → Change or Display (SAP Easy Menu transaction: KO22 / KO23). 2. Enter the necessary data and choose Continue. 3. Choose Extras → Availability Control → Info. You can see whether the system issued a relevant message. •
1. 2. 3. •
1. 2. 3.
The Assigned column is visible in the budgeting transactions. Choose Logistics or ing → Project System → Financials → Budgeting → Original budget → Change or Display (SAP Easy Menu transaction: CJ30 / CJ31). Enter the necessary data and choose Continue. If you set Availability Control in Object Currency in the budget profile, choose Views in Object Currency. For an overview of the assigned amounts on the WBS-Element overview, choose Extras → Availability control → Reference. Choose Logistics or ing → Project System → Financials → Budgeting → Original budget → Change or Display (SAP Easy Menu transaction: CJ30 / CJ31). Enter the necessary data and choose Continue. Choose WBS Element overview → Extras → Availability control → Reference. As well as the assigned and the distributable budget, the system displays the element with budget (which is on a higher level in the project structure) in the Controlling element column for each WBS element without budget. The system posts assigned funds from the WBS element and all lower-level WBS elements (that do not have any budget) to the controlling element.
The current assigned and distributable values are displayed after the budget is checked.
Deactivating Availability Control Once availability control is activated, you can deactivate it for one or several projects. This is useful if: • Availability control was activated in by mistake. • If availability control on the basis of the annual budget was active for the previous year, but activation for the recently started fiscal year is not advisable.
Procedure In The Project System (Same as for Internal Orders)
Page 9 of 17
PS – Availability Control 1. Choose Logistics or ing → Project System → Financials → Budgeting → Tools → Deactivate Availability Control (SAP Easy Menu transaction: CJBW).
For internal orders, choose ing → Controlling → Internal Orders → Budgeting → Availability Control → Deactivate (SAP Easy Menu transaction: KO32).
For activation type 1, availability control is reactivated at the next budget. Permanent deactivation of availability control can only be ensured using activation type 0.
Excluding WBS Elements From Availability Control A project and its WBS elements go through different stages, or statuses. The status determines whether or not you can use certain business transactions. You can exclude a WBS element with budget and the lowerlevel assignment elements from availability control. You do this by activating a status for the controlling element, for which the availability control business transaction is not allowed. If a WBS element has this status, then the assigned funds are not included in the availability control, in other words, no action is triggered. However, the assigned values are still updated on the controlling element. For more information on how to create a status, see the SAP Library under Financials → PS-Project System → Structures → Status Management.
Reconstructing Availability Control In Customizing, you can start reconstruction of the assigned values. You need to do so if: • You are introducing a new release • You have changed the settings for availability control in the budget profile • You have changed the tolerance limits for availability control • You have redefined exempt cost elements • You have changed the settings for updating order values on orders for the project • You suspect that there may be data inconsistencies, for example in objects from older releases, or after corrections were installed for budgeting / availability control. When you execute this function, the system redetermines the assigned values for the selected projects. It also creates references to the budget carrying objects, and transfers the new settings for the budget profile to the budget table. IMG path: Project System → Costs → Budget → Reconstruct Availability Control (IMG transaction: CJBN).
Notes for Problems with Availability Control Problem Availability control is not reacting, despite correct settings and activation.
Symptom
Cause
Solution Check to see if the corresponding entries are in the control tables TRWCI and TRWCA (see below: Entries in
Page 10 of 17
PS – Availability Control Problem
Symptom
Cause
Solution TRWCI and TRWCA).
Activation type 1 (activation with budget allocation) was selected for activation of availability control. Availability control is to be executed on a project, although the project has not yet been budgeted. Availability control with action two (mail to project manager) does not send a mail when the assigned values are exceeded.
Post an original budget to the top WBS element. Then execute a return for the same amount. The current budget is zero. Availability control is now active. An error message appears.
No manager name has been entered in the WBS element, or in the project definition.
Enter the project manager name in Customizing, under Project System → Structures → Operative Structures → Work Breakdown Structure → Specify Person Responsible for WBS Element (IMG transaction: OPS6).
A warning appears.
In Customizing for the project manager, the has not been entered correctly.
Enter the name of the project manager in Customizing, under Project System → Structures → Operative Structures → Work Breakdown Structure → Specify Person Responsible for WBS Element (IMG transaction: OPS6). Note that you need to enter the name in upper case letters.
When you post a goods receipt or enter an activity, this does not trigger an availability control action, although the tolerance limit was exceeded.
Neither a warning nor an error message appears.
Availability control is not active, or the tolerance limits have not yet been exceeded.
Activate availability control or maintain the tolerance limit accordingly. For more information, see: • Activating Availability Control • Specifying Tolerance Limits
The system does not check the assigned values during goods receipt.
For technical program reasons, only the assigned value is updated when you post a goods receipt, or enter an activity.
Check whether you can solve the problem by using one of the solutions suggested below (see below: Posting a goods receipt or entering an activity).
Entries in TRWCI and TRWCA The program control table TRWCI (in which the installed components are stored) must contain the COFC entry (Controlling Funds Control). The TRWCA table contains the same components (fiscal year-related) as the TRWCI table. You can use this table to deactivate specific components for certain fiscal years. In the TRWCA table, the COFC component should be active until the year 2050. Posting a Goods Receipt or Entering an Activity • Use the commitment values from the purchase order for the budget check.
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PS – Availability Control • • •
Check whether tolerance limits were maintained for the purchase order transaction group. Before the purchase order, activate availability control. Check whether you can work with unevaluated goods receipts. In this case, the system updates the assigned values only once the goods receipt has taken place. When goods are received, the system checks the assigned values and if necessary, triggers the corresponding actions. Do not allow any more assignment changes for the goods receipt posting.
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PS – Availability Control
Reconstruct Availability Control for Projects IMG Path: Project System → Costs → Budget → Reconstruct Availability Control Transaction: CJBN In this IMG activity, you reconstruct all the data for availability control. The assigned values are recalculated and references are created to the objects that have budget. The new budget profile settings are copied into the budget table. Recommendation SAP recommends that you reconstruct the PS Info Database with transaction CJEN before activating availability control Activities Carry out this step if: 1. you install a new release 2. you haved changed the availability control settings in the budget profile (e.g. from overall to annual values) 3. you have changes the tolerance limits for availability control 4. you have defined exempt cost elements - that is, cost elements which are not subject to availability control 5. you have changed the order update settings for orders for projects 6. you suspect errors in the data - for example, in objects from older releases or after incorporating corrections relating to budgeting or availability control
Rebuild Project Information Database Recommendation Use this transaction before activating availability control
IMG Path: Project System → Information System → Costs/Revenues Information System → Project Info Database (Costs, Revenues, Finances) →Rebuild Project Information Database Transaction: CJEN The project information database must be reconstructed: • Before you do any of the following for the first time: o Call up the hierarchy reports for costs, revenues, and payments o Use the interest calculation o Use the earned value analysis o Use the planning board o Create project versions • If you change value categories subsequently • In the event of a data failure in the hierarchy reports and planning board
Further notes If you plan costs hierarchically in WBS elements and the values appear incorrectly in the hierarchy reports, start program BPDIST00 before reconstruction the project info database. This program reconstructs the distributed values.
Run Budget Update Reports Procedure To display totals records for supplements, returns and transfers for projects, proceed as follows: SAP Menu Path: Logistics or ing → Project System → Information System → Financials → Costs → Budget related → Budget updates Transaction: S_ALR_87013560
Change / Display Budgets To display the budget line items for a WBS element, choose:
Page 13 of 17
PS – Availability Control SAP Menu Path: Logistics or ing → Project System → Financials → Budgeting → Original budget → Change / Display Transaction: CJ30 / CJ31 The Selection: Budget Updates screen appears. Enter a project and choose Execute. Example: You can go from the totals records to the line item display, and call up a document chain that displays the sender-receiver relationship for each budget update.
The system displays the totals records for the budget values in the controlling area currency only. Recommendation If you use more than one currency for budgeting, and require the budget values in the report to be in each currency, then define corresponding reports. Alternatively, the line item report is available.
Activities
Page 14 of 17
PS – Availability Control To transfer budget, choose
Transferring Budgets SAP Menu Path: ing → Project System → Financials → Budgeting → Transfer Transaction: CJ34 Use In an area of responsibility, it is possible that the budget becomes tight for one project while the budget for another project is still adequate. Transfers enable you to make the budget for one project available to another project. On the Transfer Budget: Initial Screen, you can enter a sender- and receiver year and a default value text for a large number of similar transfers. You can also specify whether the overall values are to be included for the sender WBS element. Enter the sender- and receiver WBS element, the amount and the currency for the transfer. The sender year, receiver year, overall value, text and long text fields contain the default values. You can use the Detail function to change these fields. Course Prerequisites The currency of the transfer must be permitted for both of the affected WBS elements. The WBS elements can belong to the same project, or to several projects. Features You can differentiate between: • • •
Transfers between different WBS elements in the same period. The sender and the recipient cannot belong to the same subtree. Transfers between the same WBS element in different periods (also recourse or carryforward). Transfers between different WBS elements in different years
You cannot execute transfers in all project statuses. The WBS elements between which you want to transfer budget must have a status that permits the business transaction budget transfer. There are three different transfer transactions: •
Budget Transfer Recipient If the WBS element has a status that allows this business transaction, the WBS element can receive budget during a transfer.
•
Budget Transfer Sender If the WBS element has a status that allows this business transaction, the WBS element can send budget during a transfer.
•
Budget Transfer (Transfer) If the WBS element has a status that allows this business transaction, the WBS element can send and receive budget during a transfer.
The procedure for a transfer is the same as for a Supplement for a Project or a Return From a Project, except that you specify a sender or recipient WBS element (or year). The system also maps any transfers between objects of lower hierarchy levels to the objects on higher hierarchy levels.
If budgeting in the object currency, the following problems may occur with transfers:
Page 15 of 17
PS – Availability Control The system only includes budget items in the relevant object currency in the Entered Budget. Transfers made in other currencies are not displayed as an entered value in objects from higher hierarchy levels. The system includes all budget items in the current budget.
To display the budget line items for a WBS element, choose Logistics or ing → Project System → Financials → Budgeting → Original budget → Change (SAP Easy Menu transaction: CJ30). You entered the following budget values in a project structure plan with two subtrees and five objects with different object currencies. You now make a transfer between two WBS elements of the lowest hierarchy level: $100 from WBS element 1.1.1 to WBS element 1.2.1. The current budget in the project structure plan is now composed as follows: The WBS elements 1.1 and 1.2 have the object currency EUR. The transferred $100 is displayed in the line item report. The entered value of WBS element 1.1 is still 2000 EUR and the entered value of WBS element 1.2 is still 100 EUR, as the system only includes budget items entered in EUR.
Overall values too Use When you choose this indicator, the tozal budget is changed by the same amount as the annual budget: • In supplements to the budget for the receiver • In returns and transfers against the budget of the sender
Dependencies If you set this indicator in Funds Management, you must also specify a fund for the FM area. If you want to add, return, or transfer total values, choose this indicator and leave the year fields empty.
Note: For each line included in this document, the system creates 8 lines (4 for sender structure and 4 for receiver structure). Take care at total line number because the system allowds only 999, in fact in this case (CTA project) 992 = 8 x 124 (8 multiple)! So, only 124 lines can be included in each document.
Change / Display Original Budgets for a WBS element To display the budget line items for a WBS element, choose SAP Menu Path: Logistics or ing → Project System → Financials → Budgeting → Original budget → Change / Display Transaction: CJ30 / CJ31 The Change Original Budget: Initial Screen appears. Enter the necessary data and choose Continue or Original budget. Choose the WBS Element overview. The Change Budget: WBS Element Overview screen appears. Choose Extras → Line item.
Change / Display Transferring Budgets Documents Page 16 of 17
PS – Availability Control SAP Menu Path: ing → Project System → Financials → Budgeting → Document → Change / Display Transaction: CJ3A / CJ3B
Display Budget Line Items SAP Menu Path: ing → Project System → Information System → Financials → Line Items → Budget Transaction: CJI8 Flag for annual values (" ") and overall values ("X") This flag determines whether the overall values are displayed as well as the annual values.
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