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Project Budget Availability Control Profile – Time Range

With SAP S/4HANA Cloud Edition 1902Budget Availability Control Profile (AVC) can be associated with projects. This will help you track budget overruns and budget consumption for specific time range either Annual or Overall in the Project Budget Report, Project Financial Controller Overview & Monitor Projects applications. 

How to Define a Time Range for Budget Availability Control Profile: 

  1. Log on to the Fiori launchpad with the role BPC_EXPERT 
  2. Launch the Manage Your Solution app and choose Configure Your Solution 
  3. Choose Finance as the Application Area and Overhead Cost Management as the Sub Application Area  
  4. In the list items retrieved, choose the item with Item Name Budget Management  
  5. To associate a semantic tag with Budget Availability Control Profile, select Maintain Budget Availability Control Profile for Projects and choose Configure  
  6. Choose New Entries, under Profileschoose either Annual Budget or Overall Budget as Time Range 

 

Project Financial Controller Overview 

In the Project Financial Controller Overview app, the projects associated with Budget AVC with Time Range chosen as Overall Budget will be displayed in the Overall Budget Consumption card and the projects associated with Budget AVC with Time Range chosen as Annual Budget will be displayed in the Annual Budget Consumption card. 

The Budget Consumption, Budget and Assigned Value are calculated for the current fiscal year for all projects displayed in the Annual Budget Consumption card whereas in the Overall Budget Consumption card Budget Consumption, Budget and Assigned Value are calculated for the entire project duration. 

 

Monitor Projects 

When the user clicks on the card header of the Annual Budget Consumption card in the Project Financial Controller Overview app, the user is navigated to the Monitor Projects app with the Fiscal Year filter pre-populated with the current fiscal year and the filter AVC Time Range Type pre-selected as Annual and the Budget related columns like Budget Consumption, Available Budget, Budget and Costs & Budget in Global Currency columns displayed as default set of columns. 

When the user clicks on the card header of the Overall Budget Consumption card in the Project Financial Controller Overview app, the user is navigated to the Monitor Projects app with the Fiscal Year filter pre-populated with the current fiscal year and the filter AVC Time Range Type pre-selected as Annual and the Budget related columns like Budget Consumption, Available Budget, Budget and Costs & Budget in Global Currency columns displayed as default set of columns. 

Project Budget Report – Overview 

In the Project Budget Report – Overview app, the Fiscal Year filter is provided to analyze Budget overruns for specific fiscal year. 

For a Project associated with a Budget Availability Control profile with Time Range defined as Overall Budgetif filter condition is maintained in Fiscal Year, then the following behavior can be expected: 

  • Budget columns will not display any data 
  • Available Budget column will not display any data 
  • Rest of the cost columns (Planning category, Actual CostsCommitments and Assigned Value) will display the corresponding costs applicable only for the Fiscal Year maintained as the filter 

For a Project associated with a Budget Availability Control profile with Time Range defined as Annual Budget, if filter condition is maintained in Fiscal Year, then the following behavior can be expected: 

  • Budget columns will display Budget corresponding to the Fiscal Year maintained in the filter 
  • Available Budget column will also be calculated for the Fiscal Year maintained in the filter 
  • Rest of the cost columns (Planning category, Actual Costs, Commitments and Assigned Value) will display the corresponding costs applicable only for the Fiscal Year maintained as the filter 

For a Project associated with a Budget Availability Control profile with Time Range defined as Overall Budget or Annual Budget, if filter condition is not maintained in Fiscal Year, then the following behavior can be expected: 

  • Budget columns will display Budget for the entire project duration 
  • Available Budget and the Assigned Value columns will also be calculated for the entire project duration 
  • Rest of the cost columns (Planning category, Actual Costs and Commitments) will display the corresponding costs posted till date 

Project Budget Report – Line Items 

In Project Budget Report – Line Items app, the Fiscal Year filter is provided to analyze Budget overruns for specific fiscal year. 

Aggregated Costs Timeline Chart 

 

For a Project associated with a Budget Availability Control profile with Time Range defined as Overall Budget, if filter condition is maintained in Fiscal Year, then the Aggregated Costs timeline chart will not display any aggregated Budget. 

For a Project associated with a Budget Availability Control profile with Time Range defined as Annual Budget, if filter condition is maintained in Fiscal Year, then the Aggregated Costs timeline chart will display the aggregated Budget for all the fiscal periods belonging to that Fiscal Year only. 

For a Project associated with a Budget Availability Control profile with Time Range defined as Overall Budget, if filter condition is not maintained in Fiscal Year, then the Aggregated Costs timeline chart will display aggregated Budget across all fiscal years for all periods. 

For a Project associated with a Budget Availability Control profile with Time Range defined as Annual Budget, if filter condition is not maintained in Fiscal Year then the Aggregated Costs timeline chart will display aggregated Budget for each fiscal year with the budget value of all the previous fiscal years considered in the current fiscal year. 

 

Fiscal Year Filter Maintained in Project Budget Report -Line Items? 

Time Range in AVC  Yes  No 
Overall  Aggregated Budget will not be displayed  Aggregated Budget across all fiscal years for all periods will be displayed 
Annual  Aggregated Budget for all the fiscal periods belonging to that Fiscal Year only will be displayed  Aggregated Budget for each fiscal year will be displayed with the budget value of all the previous fiscal years considered in the current fiscal year 

Costs by Cost Category Visual Filter 

 

For a Project associated with a Budget Availability Control profile with Time Range defined as Overall Budget, if filter condition is maintained in Fiscal Year, then the Costs by Cost Category visual filter will be constructed without considering the budget postings of the project.

For a Project associated with a Budget Availability Control profile with Time Range defined as Annual Budget, if filter condition is maintained in Fiscal Year, then the Costs by Cost Category visual filter will be constructed considering budget postings of only the fiscal periods belonging to the filtered Fiscal Year

For a Project associated with a Budget Availability Control profile with Time Range defined as Overall Budget or Annual Budget, if filter condition is not maintained in Fiscal Year, then the Costs by Cost Category visual filter will be constructed by considering the budget postings of all the selected Projects and WBS elements from start date of the project until end date of the .

Example of the Project Budget Report – Overview application behavior

We have two projects defined in the system with the below configuration and same Budget, Planning, Actual and Commitment Costs are posted for all the projects for fiscal years 2019 and 2020 as mentioned in the below table. Project Currency is defined for all them as EUR and Budget Currency Type of all Projects is set as Project Currency

The following configuration is maintained in the system:

G/L Account of Budget Relevant Semantic Tag (Travel Cost & Training Cost) = 10000

G/L Account of Non-Budget Relevant Semantic Tag (Purchased Services) =20000

 

Project Time Range Type of the AVC associated with the Project Budget, Planning, Actual & Commitment costs posted for the Fiscal Year?
Project 1 Overall Budget 2019 & 2020 equally
Project 2 Annual Budget 2019 &2020 equally

 

G/L Account Budget Actual Costs Commitments Planning Category Costs
10000 5000 USD 8000 USD 1000 USD 8000 USD
20000 20000 USD 2000 USD 1000 USD 2000 USD

 

Project Budget Report Overview application will show the below cost details for the projects when:

  • Fiscal Year filter is not maintained
Budget in Global Currency Budget (AVC) in Global Currency Actual Costs in Global Currency Actual Costs (AVC) in Global Currency Commitments in Global Currency Commitments (AVC) in Global Currency
Project 1 25000 USD 20000 USD 10000 USD 8000 USD 2000 USD 1000 USD
Project 2 25000 USD 20000 USD 10000 USD 8000 USD 2000 USD 1000 USD

 

Planning Category Costs in Global Currency Planning Category Costs (AVC) in Global Currency Planning Category Costs in Project Currency Planning Category Costs (AVC) in Project Currency
Project 1 10000 USD 8000 USD 8333.33 EUR 6666.66 EUR
Project 2 10000 USD 8000 USD 8333.33 EUR 6666.66 EUR

 

Budget in Project Currency Budget (AVC) in Project Currency Actual Costs in Project Currency Actual Costs (AVC) in Project Currency Commitments in Project Currency Commitments (AVC) in Project Currency
Project 1 20833.33 EUR 16666.66 EUR 8333.33 EUR 6666.66 EUR 1666.66 EUR 833.33 EUR
Project 2 20833.33 EUR 16666.66 EUR 8333.33 EUR 6666.66 EUR 1666.66 EUR 833.33 EUR

 

AVC Assigned Value (AVC Actual + AVC Commitments) Available Budget (AVC Budget – AVC Assigned Value) Assigned Value (Actual + Commitments)
Project 1 7499.99 EUR 9166.67 EUR 9999.99 EUR
Project 2 7499.99 EUR 9166.67 EUR 9999.99 EUR

 

  • Fiscal Year filter is maintained as current Fiscal Year (2020)
Budget in Global Currency Budget (AVC) in Global Currency Actual Costs in Global Currency Actual Costs (AVC) in Global Currency Commitments in Global Currency Commitments (AVC) in Global Currency
Project 1 5000 USD 4000 USD 1000 USD 500 USD
Project 2 12500 USD 10000 USD 5000 USD 4000 USD 1000 USD 500 USD

 

Planning Category Costs in Global Currency Planning Category Costs (AVC) in Global Currency Planning Category Costs in Project Currency Planning Category Costs (AVC) in Project Currency
Project 1 5000 USD 4000 USD 4166.66 EUR 3333.33 EUR
Project 2 5000 USD 4000 USD 4166.66 EUR 3333.33 EUR

 

Budget in Project Currency Budget (AVC) in Project Currency Actual Costs in Project Currency Actual Costs (AVC) in Project Currency Commitments in Project Currency Commitments (AVC) in Project Currency
Project 1 4166.66 EUR 3333.33 EUR 833.33 EUR 416.66 EUR
Project 2 10416.66EUR 8333.33 EUR 4166.66 EUR 3333.33 EUR 833.33 EUR 416.66 EUR

 

AVC Assigned Value (AVC Actual + AVC Commitments) Available Budget (AVC Budget – AVC Assigned Value) Assigned Value (Actual + Commitments)
Project 1
Project 2 3749.99 EUR 4583.33 EUR 4999.99 EUR

As explained above with this feature the customers can easily monitor the Project Budget and Project Budget Consumption for specific time range like Annual or Overall as per the customer need.

This blog post is second in a series of three.

The first one in the series is Project Budget Availability Control Profile: Project Budget Relevant Costs

and the last one in the series is Project Budget Availability Control Profile: Budget Currency Type

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