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SAP FICO

User manual
Published by Team of
SAP Consultants
at
SAPTOPJOBS
Visit us at www.sap-topjobs.com

Copyright 2009-11@SAPTOPJOBS

All rights reserved. No part of this publication may be reproduced, stored in a


retrieval system, or transmitted in any form, or by any means electronic or
mechanical including photocopying, recording or any information storage and
retrieval system without permission in writing from SAPTOPJOBS

Availability Control Budget Monitoring


Purpose
This process enables a fine-tuned monitoring of
available funds. Active availability control can prevent
an excessive allocation of funds as soon as they occur.
When you enter particular transactions, such as
purchase orders or funds reservations, the system
checks whether the available or released budget is still
sufficient. The check is based on the current budget
profile. The check takes into account the availability
control tolerance limits you set in Customizing. You
can restrict these tolerance limits to particular
transactions.
Prerequisites
The availability control is always active, unless you
deactivate it for particular fiscal years. The availability
control for revenues is not active in the system.
If the monitoring function is to be effective, you must
define tolerance limits in Customizing; Depending on
the budget profile, you can also define tolerance limits
for individual funds centers, commitment items, or
funds.

Process Flow
1. Posting with account assignment
The availability control checks begin when you make a
posting in the system which involves an account
assignment in Funds Management. The system first of

all checks whether an expenditures or revenues FM


account assignment has been affected by an
assignment.
2. Determining budget object elements
System will first of all determine the element that has
budget when you make postings to an expenditures
FM account assignment. The element with budget can
be a different FM account assignment to the one that
was posted.
3. Determining a valid budget profile
If you have entered an account assignment with a
fund, the system first verifies that there is a budget
profile in the fund. If there is no profile in the fund, the
system determines the budget profile from the
assignment to the FM area made in Customizing. If
you have defined a budget profile in fund, then this is
the valid budget profile. If you have not entered a
budget profile in the fund, the system uses the budget
profile of the FM area. If you have entered an account
assignment without a fund, then the budget profile of
the FM area is valid.
4. Calculation of available budget according to
settings in budget profile
In the budget profile, you can stipulate whether
availability control conducts its checks against the
overall budget, annual budget, released overall budget,
or released annual budget.
5. Checking the tolerance limits
First, the system checks whether a specific tolerance
limit has been defined for the account assignment
specified. If it has, the system uses the budget profile

assigned to the specific tolerance to verify the


tolerance limits. If no specific tolerance has been
defined, the system uses the tolerance limits from a
previously determined budget profile for checking.
6. Determining status entry
If the status is "No availability control", the posting is
permitted.
7. Actions according to tolerance definition and
definitions for commitments postings
Result
A exceeding of tolerance limits triggers the action
defined in that tolerance limit and definitions for
commitments postings. Possible actions are:
Warning
Warning with Mail to funds center manager
Error message
If the tolerance limits are not exceeded by a posting to
an expenditures FM account assignment, the system
generates the appropriate assigned values based on
the existing assigned funds.
Procedure:
As availability Control is only a tool for preventing
overrun of Budgets in the system, there is no specific
procedure or transaction to be displayed here.

The Graphic on next page shows the process of


availability control in a simplified form.

Example: Active Availability Control

SAP FICO
User manual
Published by Team of
SAP Consultants
at
SAPTOPJOBS
Visit us at www.sap-topjobs.com

Copyright 2009-11@SAPTOPJOBS

All rights reserved. No part of this publication may be reproduced, stored in a


retrieval system, or transmitted in any form, or by any means electronic or
mechanical including photocopying, recording or any information storage and
retrieval system without permission in writing from SAPTOPJOBS