Prevent release of WBS-element before Budgeting

The objective of this article is to guide you through SAP PS system customizing that prevents Release for WBS-elements before the budget allocation.  Same approach can be applied to orders.

It is a very common business requirement to avoid any postings before the budget is assigned and availability control is activated.  It can be achieved in few easy configuration steps with a user status profile.

Step 1: Create initial WBS user status

In a new or existing user status profile create a new initial user status.  This initial user status should prevent everything except budgeting, and it can auto delete afterwards.

Let us assume I do not use any user status profiles with my WBS-elements yet, therefore I will create a new user status profile called ZWBS0001.  Use the following IMG path:

Next click on New entry icon and populate the data as on the below screen:

Next double-click on the new profile record to drill down into setup of user statuses and maintain the following data:

Double-click the newly created NOBU status to browse into the overview of available operations, the system will display a pop-up window suggesting profile assignment to allowed object types:

I will select Yes option and maintain a check-mark for WBS-element:

Save the data, go back, drill-down again on the NOBU status and click on New entries button.  This is a radio-button selection to allow or disallow different business transactions.  I will keep budget related transactions active with status Delete option on Budgeting.  Besides I will keep Release forbidden as shown on two next screens:

In case you are using availability control based on released budget you need to enable additional business transaction into the User Status list of managed business transactions that can influence the User Status.

Use transaction code BS32 and set a check mark for KBFR as shown on the below screen:

Next it will show up on the list of business transactions with additional radio-buttons and similar settings can be made:

Step 2: Assign the user Status Profile within Project Profile

Use the following IMG path:

Next I will assign the user status profile ZWBS0001 to the project profile 0000001 for the purpose of this example as shown on the below screen:

Now the customizing is completed and I can proceed with testing.

Step 3: Unit test

I will create a new project and a sample account assignment WBS-element with CJ01 transaction code. You can see that the initial user status NOBU is being automatically assigned:

Next I will try to Release the WBS-element using CJ02 transaction, the system will display an error message:

Finally I will go to transaction CJ30 to maintain original budget for the Project/WBS and next will display WBS master data in CJ03:

You can see that system status BUDG was raised by the system, while user status NOBU has disappeared.

This configuration setup is based on OSS Note 602588 – Availability control before budgeting and the note can provide additional support information as well as references to related OSS notes.

You are welcome to suggest any improvements to this article!

Thank you for reading,

Paulo