Using the Budget feature is either done by the SAP Easy Access transactions or using SAP Fiori HTML transaction tile Maintain Original Internal Order (KO22).
The system recognizes the following budget types:
The original budget is the budget that was originally allocated.
Budget updates for orders include supplements and returns and are used when unforeseen events and additional requirements force a correction to the original budget.
The current budget includes the original budget and all budget updates.
In addition to the budget update functions, you can also make changes to the original budget. You can freeze the original budget using status management. To do this, you must create a user status that prohibits the budgeting business transaction but allows budget supplements and returns.
When you create or update your budget, the system documents the transaction in a line item. You can then display the budget line items. You can also enter text for budget line items that provide additional information for budgeting.
In order to create a budget for an order, you must define a budget profile and assign it to the order type. The budget profile defines the parameters for budgeting.
In Customizing, you must define a number range for your budget documents. To do so, use number range 04.
When you save the budget, the system checks that the sum of the annual values matches the overall value for the order.
In order to create a budget for an order, you must define a budget profile and assign it to the order type. The budget profile defines the parameters for budgeting. In Customizing, you must define a number range for your budget documents. To do so, use number range 04.
In the profile, you can specify whether the availability control cannot be activated, is activated manually via a function in the component menu, or is activated automatically during budgeting. You can check funds availability using either the annual or overall budgeted value.
Certain business transactions result in actual costs and commitments being posted to the order. Commitments represent obligations that will lead to actual costs through subsequent business events. A purchase order, for example, may result in a commitment in Management Accounting, which is then reduced by the subsequent goods and invoice receipts.
Costs and commitments are funds allotted to an order and they can be checked against the budget using the availability control.
Note
In Customizing, you define how availability control will operate for your order types:
Is availability control active?
For which transactions does availability control apply?
What are the tolerance limits?
What action will be initiated when tolerance limits are exceeded?
Should certain types of costs be exempted from availability control?
Use the tolerances to define how the system should respond to a given degree of budget overrun. In our example, if the budget is exceeded by 5% (105%), the system generates a warning and a message is sent automatically to the person responsible for the budget. If the budget is exceeded by 15% (115%), an error message displays. The document that caused the budget to be exceeded can no longer be posted. The tolerance levels for budgets are defined in the budget profile according to business transaction groups. Different tolerance levels can be set for different business transaction types.
If you select the action Warning with Mail, you must specify a budget manager in Customizing. If no budget manager is entered, the system generates an error message. A budget manager may be established for each order type and object class. If more than one budget manager is defined for an order type and class, a mail is sent to each individual. For example, in the preceding figure, the user Peter Miller receives a mail for any deviations that occur in order type 0100, object class OCOST.
You can transfer unused funds to the next fiscal year using the budget carryforward function. The SAP system carries forward the difference between the budget and the actual amounts for the year specified.
You cannot carry forward budgets for orders that have system status Complete or that are flagged for deletion, nor can you carry forward negative budget amounts.
You can execute the carry forward run more than once for a fiscal year. Each execution of the program carries forward budget not previously processed. You can also return funds to the "old" fiscal year, up to the amount of budget actually carried forward.
To execute the carry forward program, enter the fiscal year of the budget you want to carry forward and a selection variant that specifies which orders are to be included. Maintain the selection variant in Customizing.
Commitments are not considered in the calculation of the unused funds. You should, therefore, carry forward your commitments before carrying forward the budget.
Multinational business locations may require you to perform budgeting in different currencies. You can choose different currencies to enter your budget. All budget items are converted and saved automatically in the controlling area currency and the object currency.
If you choose budgeting in the controlling area currency, all budget items are entered in the controlling area currency.
If you choose budgeting in the object currency, you can enter the budget in this currency for each object. The object currency is stored in the master record of the object.
You should specify in the budget profile of the order type or the project profile, in which currency the budget items for the order or the project can be entered.