1 Budget Execution Availability Control Scenarios November 21, 2002

2 We will demonstrate some Parking and Posting transactions for Earmarked Funds and Budget Transfers to see the effect of Availability Control. We will use the FM Budgetary Review report to analyze Availability Control messages. Objective :

3 Scenario 1. Effect of Parking an Earmarked Funds Document On the Available Balance

4 First, we run the FM Budgetary Review report from the FI/CO/FM Viewer menu for the desired Fund.

5 Drill down on the Fund to see Commitment Item Detail.

6 Scroll right to see Actuals and Available Balance, plus the effect of parked documents and open purchase requisitions on the Potential Available Balance. Available Balance is the value checked by Availability Control for hard stops.

7 Next, we park a commitment using transaction FMX1 Create Funds Reservation.

8 Scroll right to fill in the cost object(s): a combination of cost center, internal order, and WBS element.

9 The user clicks the “Check” icon for an online edit of the transaction … … and the system returns an informational message … … and the system displays a message with the assigned number of the parked document. … the user then clicks on the “Park Document” icon …

10 If the user reruns the Budgetary Review report for the Fund, we see that the amount of the parked funds reservation is subtracted from the Potential Available Balance.

11 Scenario 2. Effect of Parking an Earmarked Funds Document With Potential Budget Overrun.

12 What if the user parks an Earmarked Funds document such that the total of parked documents overruns available budget??

13 If the user clicks the “Check” icon for an online edit of the transaction … … the system shows no problem … … because parked Earmarked Funds documents are excluded from availability checking.

Negative Pot. Avail. Balance

15 Scenario 3. Effect of Posting an Earmarked Funds Document With Negative Potential Available Balance, But Within Available Balance

16 The approver finds the Earmarked Funds documents waiting in his/her SAP Workplace (transaction SBWP).

17 The approver double clicks on the workflow item to open it.

18 The approver clicks on the “Approve” icon … … the system responds with a confirmation message … … the approver confirms … … and the system posts the document.

19 If we rerun the Budgetary Review report, the funds reservation amount appears in the Pre-Commitment column. 1 1 Because the document type is BU. A BR-type funds reservation would be included in the Budgetary Reserved column of the report.

20 The Available Balance and the Parked Commitment amounts are both reduced by the amount of the posting. The Potential Available Balance is unchanged – and still negative.

21 Scenario 4. Posting Failure for an Earmarked Funds Document Due to Availability Control

22 The approver has a second funds reservation document awaiting approver in his/her SAP Workplace (transaction SBWP).

23 Double clicking to open the work item, the approver would not know there is an AVC problem without running the Budgetary Review Report. Amount exceeds available budget.

24 The approver clicks on the “Approve” icon … … the system responds with a confirmation message … … the approver confirms … … but AVC causes an error message.

25 The Budgetary Review Report shows that the amount of the parked Document exceeds the Available Balance.

26 Scenario 5. Negative Budget Check on Budget Transfers

27 The Agency might address the shortfall in Operational Expenses by transferring budget from another major object.

28 The user starts transaction FR69 Park Budget Transfer.

29 The user wants to transfer budget from Fixed Asset Expense To Operational Expenses.

30 If the user clicks the “Check” icon for an online edit of the transaction … … the system returns a confirmation message. When the user then clicks on the “Save” icon … … the system displays the automatically assigned number of the new parked document. Sufficient budget is available on the Sender to cover the amount of the transfer.

31 Because the budget transfer document is only parked, not posted, the Budgetary Review report shows no effect on the Current Budget amount for either Sender or Receiver …

32 … and the report shows that Available Balances and Potential Available Balances are unchanged.

33 Scenario 6. Availability Control on Budget Transfers -- Receiver Side

34 The posting failure for the funds reservation document returned it to the originator’s SAP Workplace.

35 If the user double clicks to open the work item, he/she sees the AVC error message under “Reason for failure,” as well as a “Repost” button.

36 If the user clicks on the “Repost” button … … the system requires confirmation. If the user clicks to confirm … … the system immediately produces another posting failure message. Remember that the budget transfer document is only parked, not posted, and the Available Balance on the Receiver has not been affected.

37 The user can click The “Process later” icon to return the work item to the SAP Workplace.

38 Scenario 7. Availability Control on Budget Transfers -- Sender Side

39 The Budgetary Review report does not show the effect of a $4,000,000 parked budget transfer document on the Available Balance for the Sender.

40 The user can park an Earmarked Funds document such that its value, combined with the Sender value of a parked budget transfer, would exceed the available budget.

41 When the user clicks on the “Check” icon … … the system displays an AVC message. The user can click on the message to display additional details.

42 In spite of the AVC message, the user can click on the “Park Document” button … … and park the Earmarked Funds document. Close the message window by clicking this icon. And the user could park without first checking also. There is no hard stop on a parked document because the Available Balance is not affected.

43 If the user reruns the Budgetary Review report, the value of the newly parked funds reservation document appears in the Parked Commitment column. The Potential Available Balance is reduced by the same amount.

44 View of the parked funds reservation document when the approver opens it in the SAP Business Workplace (transaction SBWP).

45 If the approver clicks the “Approve” icon … … the system displays a confirmation message. The approver clicks to confirm … … but the system produces an error message.

46 Back in the SAP Business Workplace (transaction SBWP) of the originator of the document …

47 … if the user double clicks to open the work item, he or she sees an Availability Control error message under “Reason for failure.”

48 Scenario 8. Effect of Budget Transfer on Available Balance

49 The approver 1 has the parked budget transfer document in his/her SAP Business Workplace (transaction SBWP). 1 This is the GBO approver. The agency approval step is not shown in this example.

50 The approver double clicks on the work item to open it. Click to view document.

51 View of the previously parked budget transfer document. Status indicates parked.

52 The user can click the “Approve” button … … and the system returns to the SAP Business Workplace overview.

53 But if the user checks the document status using transaction FR72 Display Parked Document … … the status shows Updated (posted).

54 The Budgetary Review report now reflects the transfer of $4,000,000 budget from Fixed Asset Expense to Operational Expenses under Current Budget.

55 The Available Balances and Potential Available Balances also show the effect of $4,000,000 transferred from Fixed Asset Expense to Operational Expenses.

56 Scenario 9. Posting an Earmarked Funds Document After Budget Transfer

57 The Earmarked Funds documents that previously failed posting are in the originator’s SAP Business Workplace. The older document is parked for the Receiver (Operational Expenses), and the newer document for the Sender (Fixed Assets).

58 Double clicking to open the older document, the user sees the posting error message under “Reason for failure,” as well as a “Repost” button.

59 If the user clicks on the “Repost” button … … the system requires confirmation. If the user clicks to confirm … … the previously failed document is posted, because sufficient Budget was transferred.

60 The Budgetary Review report now reflects the total of 2 funds reservation documents, for $9,000,000 and $11,000,000, in the Pre-Commitment column.

61 Scrolling right on the report, we see the Available Balance and Potential Available Balance for Operational Expenses reduced by the amount of the newly posted $11,000,000 funds reservation. Fixed Asset Expense still shows negative Potential Available Balance.

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