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Project Budget Availability Control Profile – Budget Currency Type

Customers operating in multiple geographic locations may want to track budget overruns and budget consumption in currencies local to each geographic location in addition to Global CurrencyWith SAP S/4HANA Cloud 1905to help track budget overruns and budget consumption in currencies defined at each project level, Budget Availability Control Profile can be associated with projects. 

How to define Budget Currency Type 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 the semantic tag with Budget Availability Control Profile, select Maintain Budget Availability Control Profile for Projects and choose Configure  
  6. Choose New Entries, under Profiles, choose either Global Currency or Project Currency as Budget Currency Type 

How to define Project Currency for a Project 

  1. Log on to the Fiori launchpad with the role PROJ_FIN_CONTROLLER 
  2. Launch the Project Control app 
  3. Choose to create a New project  
  4. Under Controlsmaintain the required currency in Project Currency field                              Note: Project currency can be defined for the project only during creation of the project. Once a project is created, project currency cannot be assigned to it and once a project currency is defined for a project, it cannot be changed. 
  5. Choose a Budget Availability Control profile and activate it and choose Save                  Note: If a project has no project currency defined, then it cannot be associated with a Budget Availability Control profile that has Budget Currency Type set to Project Currency. 

 

Project Financial Controller Overview 

In the Project Financial Controller Overview app, if projects are associated with Budget AVC which have Project Currency as Budget Currency Type, and if project currency is maintained for such projects, then they will be displayed in the Overall Budget Consumption and Annual Budget Consumption cards with Budget and Assigned Value displayed in Project Currency. 

If the projects are associated with Budget AVC which have Global Currency as Budget Currency Type, then they will be displayed in the Overall Budget Consumption and Annual Budget Consumption cards with Budget and Assigned Value displayed in Global Currency. 

Project Budget Report – Overview 

If a Project is associated with an AVC that has Budget Currency Type set as Project Currency and if a Project Currency is defined for that Project, then the costs will be displayed in Project Currency in the following columns: 

  • Actual Costs (AVC) in Project Currency 
  • Actual Costs in Project Currency 
  • Budget (AVC) in Project Currency 
  • Budget in Project Currency 
  • Commitments (AVC) in Project Currency 
  • Commitments in Project Currency 
  • Planning Category Costs (AVC) in Project Currency 
  • Planning Category Costs in Project Currency 
  • Variance in Project Currency (Plan Category – Actual) 
  • AVC Assigned Value (AVC Actual + AVC Commitments) 
  • Available Budget (AVC Budget – AVC Assigned Value) 
  • Assigned Value (Actual + Commitments) 

If a Project is associated with an AVC that has Budget Currency Type set as Global Currency and the project has no Project Currency maintained, then no costs will be displayed in the following columns: 

  • Actual Costs (AVC) in Project Currency 
  • Actual Costs in Project Currency 
  • Budget (AVC) in Project Currency 
  • Budget in Project Currency 
  • Commitments (AVC) in Project Currency 
  • Commitments in Project Currency 
  • Planning Category Costs (AVC) in Project Currency 
  • Planning Category Costs in Project Currency 
  • Variance in Project Currency (Plan Category – Actual) 

And Calculated Costs will be displayed in Global currency in the following columns: 

  • AVC Assigned Value (AVC Actual + AVC Commitments) 
  • Available Budget (AVC Budget – AVC Assigned Value) 
  • Assigned Value (Actual + Commitments) 

If a Project is associated with an AVC that has Budget Currency Type set as Global Currency and the project has Project Currency defined for the project, then costs will be displayed in project currency in the following columns: 

  • Actual Costs (AVC) in Project Currency 
  • Actual Costs in Project Currency 
  • Budget (AVC) in Project Currency 
  • Budget in Project Currency 
  • Commitments (AVC) in Project Currency 
  • Commitments in Project Currency 
  • Planning Category Costs (AVC) in Project Currency 
  • Planning Category Costs in Project Currency 
  • Variance in Project Currency (Plan Category – Actual) 

And Costs will be displayed in global currency in the following columns: 

  • AVC Assigned Value (AVC Actual + AVC Commitments) 
  • Available Budget (AVC Budget – AVC Assigned Value) 
  • Assigned Value (Actual + Commitments) 

 

Project Budget Report – Line Items 

If a Project is associated with an AVC that has Budget Currency Type set as Project Currency and if a Project Currency is defined for that Project, then the costs will be displayed in Project Currency in the following columns: 

  • Actual Cost in Project Currency 
  • Budget in Project Currency 
  • Commitment in Project Currency 
  • Planning Category Cost in Project Currency

If a Project is associated with an AVC that has Budget Currency Type set as Global Currency and no Project Currency is maintained for the project, then no costs will be displayed in the following columns: 

  • Actual Cost in Project Currency 
  • Budget in Project Currency 
  • Commitment in Project Currency 
  • Planning Category Cost in Project Currency 

If a Project is associated with an AVC that has Budget Currency Type set as Global Currency and if a Project Currency is defined for the project, then costs will be displayed in Project Currency in the following columns: 

  • Actual Cost in Project Currency 
  • Budget in Project Currency 
  • Commitment in Project Currency 
  • Planning Category Cost in Project Currency 

 

Example of the Project Budget Report – Overview application behavior 

The three projects are defined in the system with the following configuration and the same Budget, PlanningActual and Commitment Costs are posted for all the three projects as mentioned in the tables. 

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   Budget Currency Type of the AVC associated with the Project  Project Currency Defined for the Project ? 
Project 1  Project Currency  Yes (EUR) 
Project 2  Global Currency (USD)  Yes (EUR) 
Project 3  Global Currency (USD)  No 

 

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 three projects: 

  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 
Project 3  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 
Project 3  10000 USD  8000 USD  0  0 

 

  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 
Project 3  0  0  0  0  0  0 

 

  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  9000 USD  11000 USD  12000 USD 
Project 3  9000 USD  11000 USD  12000 USD 

As explained above with this feature the customers can easily monitor the Project Budget and Project Budget Consumption in local currencies as well as global currency.

This blog post is third in a series of three.

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

and the second one in the series is Project Budget Availability Control Profile: Time Range

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