Several time we will have budget issues in project system. I am giving some examples how the Project System availability control behaves & its consequences.
Note : In this case I am taking example of direct FI Posting to the WBS Elements
Step 1 ) Creation of 4 WBS elements for Testing
Step 2) Assigning & releasing budget for the specific Budget H-0021-4
Here I enter Rs.1000/- as a Budget & released Rs.800/- only. The same you can get it in the PS Budget Report CJ32
Note the Budget is allocated only in the higher WBS Element i.e., H-021 only
Step 3 ) Booking the expenses using FB50 for the 4th level WBS element H-0021-04, even though the budget allocated at Higher WBS Element. Here system will allow to post expenses or not..? let see..!
Its saving with out giving any error message & it consider the Budget from the top level WBS Element. isn’t it..?
Step 4 ) Check the Budget Report :
You can observe in the 4th line item, availability as 100 -ve value & the actual and assigned value as 100/-. It is because we have done some postings to the 4th level WBS Element.
In the top level WBS Element, Current budget is 1000/-, Released is 800/-, Actual cost is 100/- (This is 4th Level WBS Element Actual amount), Finally it is showing that Available Budget as 900.
Step 5) Now, I distributed budget amount 200/- to the 4th level WBS Element
Here it shows that available or remaining 200/- at 4th WBS Element. If you are trying to post 100 then, will the system allow you to post ..? Lets see…! A document has posted with 100/- INR. Now the Available balance is 100/- INR.
Step 6) If the Available balance is 100/- INR, then trying to post 250/- to the 4th level WBS. As per the standard report it should allow up to 200 since its showing for 200/-, but here the life has changed to error message…!
As expected system should through an error message stating that “150/- Budget exceed. (Since Available Balance = 100 & Posted amount 250 = -150)
its giving the error message for 150/- even through 200/- available in the specific WBS Element budget.
Reason : System behavior is, after distribution to the 4th WBS system will consider 100/- already consumed with -ve value. After assigning that it will consume the first & remain value would be 100/- & the invoicing amount would 250/- that is the reason, error triggered for 150.
But the budget report it shows availability for 200/-. max time business have a confusing since it showing in budget available, even though system will not allow you to process further due to the above error.