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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:

24-12-2014 13-30-26_img_01.png

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

24-12-2014 13-40-31_img_02.png

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

24-12-2014 13-46-20_img_03.png

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:

24-12-2014 13-54-26_img_05.png

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

24-12-2014 13-59-44_img_06.png

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:


24-12-2014 16-38-33_img_07.png

24-12-2014 16-52-51_img_08.png

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:


BS32_KBFR.PNG

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


BS32_result.PNG



Step 2: Assign the user Status Profile within Project Profile


Use the following IMG path:


24-12-2014 16-58-46_img_10.png

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:

24-12-2014 16-57-10_img_09.png

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:


24-12-2014 17-40-07_img_11.png


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


24-12-2014 17-43-09_img_12.png


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


24-12-2014 17-54-38_img_13.png


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


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27 Comments

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  1. Sammar Razdhan

    Good work Paulo.. I have used this solution so many times.. I have to even block the creation of PR as well till the Budgeting was not done..

    this article will be very handy for new comers and refreshing for the old timers.. As you have given both the Business case, Customizing and testing in One article..

    Regards

    Sammar

    (0) 
      1. Sammar Razdhan

        Hi Paulo,

        You can create PR/PO as well  while the WBS is in CRTD Status. system doesn’t stops users from creating these as  there is no actual cost associated with PR/PO. PR is an internal document and PO is a commitment item only.. 🙂 At the time of GR it checks for the REL status..

        Regards

        Sammar

        (0) 
    1. Paulo Vitoriano Post author

       

      Hi Pradeep,

      I can also see that it looks like the data migration was messed up, that text has nothing to do with my original article.  Need to alert SAP/Moderators.

      Regards,
      Paulo

      (0) 
  2. Former Member

    Dear Paulo

    I have a scenario where system allowing SES to be reversed after capitalization. Which led to the negative balances in AUC. Need a solution where system wont allow reversal after settlement for that activity. Your help would be much appreciated.

    Regards,

     

    Nadeem

     

    (0) 
    1. Paulo Vitoriano Post author

       

      Hi Nadeem

      In my opinion you should allow negative balances for AuC.  Reversal is completely normal procedure, just imagine that something is posted by mistake, therefore you have to reverse.  Also if you are booking some accruals that are reversed next period.  In my opinion a negative amount in a certain accounting period is completely normal business, the abnormal situation is a cumulative credit balance.

      Regards,

      Paulo

      (1) 
    2. Paulo Vitoriano Post author

       

      Hi Nadeem,

      As another option you can roll back everything including the settlement too.  First reverse the settlement, next reverse the SES.

      Regards,

      Paulo

      (1) 
      1. Former Member

        Thanks Paulo.

        Much Appreciated.

        ‘First reverse the settlement, next reverse the SES.’ is the right way of reversing SES. But here users reverse the SES before settlement hence required some check so system wont allow reversal before settlement reversal. Any USER Exit might help? Thanks again.

        (0) 
        1. Paulo Vitoriano Post author

           

          I think it is easier to enable negative balance on that specific AuC linked with WBS and settle again after SES reversal.  No need to complicate with user exits!

          (1) 
  3. Former Member

    Hello Paulo,

    Thanks for this post.

    I have couple of questions please.

    • When assigning a transaction control to the Status, I do not have any radio button under column ‘Delete’. Would it be authorizations topic?

     

    • When you go to BS32 and flag Userstatus. How do you know which Business transaction should be used for avoiding change status is LIV invoices are pending on PO/GR assigned to the WBS?

    Many Thanks in advance.

     

    (0) 
    1. Paulo Vitoriano Post author

       

      Hello Angel,

      Identifying correct business transaction code is often some investigation effort as sometime descriptions are the same and you will need to test the impact.

      The radio button under Delete is exactly the result of Userstatus flag for the business transaction.

      Regards,

      Paulo

      (0) 
  4. Saurabh Tiwari

    Hi Paulo,

    Is there a way to add multiple status profiles within a project profile?

    I have come across scenarios where a task is achieved by setting up more than 2 status profiles. How can we do that?

    Thanks.

    (0) 
    1. Paulo Vitoriano Post author

       

      Not exactly sure what do you mean. From customizing perspective only one can be defaulted, but manually different WBS-elements probably can be using different user status profiles, I never tried that myself…

      (0) 

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