WBS Original Budget versus Approved Budget

[Former Member]

Dear Experts,

In a Project, I have original budget of 100 INR for a WBS element, If customer may approve 80 INR or 120 INR.

This 100 I can show in CJ30 original budget column now where this approved amount I need to show?

Because user wants to see Original Budget and approved budget column in a report.

Please Suggest

Thanks,

[Former Member · Accepted solution]

Hi,

As I know, there is no any standard functionality of budget approval in SAP PS. So there is no any report for approved budget vs Original in standard.

May be you are using some different functionality like BCS for budget approval. Please share some more info, if you are using any standard or custom tranx/Workflow for this. Then only we can suggest for the same.

Also let other experts comment on this.

Regards

Shishir

[Former Member · Accepted solution]

Hi,

Now they activating budgeting control in Project systems.

User want to see original budget+Working or Approved Budget+PRPO commitments+Actual+FBL1N Vendor outstanding, payment information.

Original Budget

Approved Budget

PR_PO Commitments(CJI5)

Actuals (CJI3)

FBL1N.

In S_ALR_87013558, we can get report on Origina budget+commitments+actual

He wants to see approved budget?

and also comment on how to add column of FBL1N, as we are going for Z report, how to pull the data from FBL1N to Z report.

Please Suggest

Thanks

[Former Member · Accepted solution]

Dear Experts,

Please comment,

At Level 1 WBS element the original and approved budget is same but at level 2-5 the budget will differ shown in example.

Can I propose this solution-

Original Budget - will update in CJ30

Approved Budget will update in CJ32 (Release column)

Please comment on this?

Thanks,

[Former Member · Accepted solution]

Hi Pavan,

Exactly that what you proposed is correct because as said by sirvatsa there is no standard configuration to find out actual budget this is the correct solution by looking at above said process you can have a clear track of approved budget and actual budget

Regards

RAJU

[Former Member · Accepted solution]

Hi,

Yes, You can suggest original budget will update in CJ30 and approved in CJ32. Because some business treated released budget (from CJ32) as Approved Budget who don't have functionality like BCS. They use some other way of budget approval and enter the approved budget as released budget in CJ32.

For FBL1N data, you can use BSIK table.

Regards

Shishir

[Former Member · Accepted solution]

Dear Experts,

Example -

My Original Budget is 50 and approved is 60 and variation is 10, If I maintain 60 directly in CJ32 system will throw budget exceeded error.

The variation amount of 10 need to maintain in CJ30 then only I can update 60 in CJ32 in release field.

Here User wants to see Original budget as 50 only not 60 and approved budget as 60(approved is okay).

Please suggest.

Thanks,

[former_member195427 · Accepted solution]

HI,

It is not logical to approve the budget more than the overall current budget. And its SAP std. behavior that you cant approve/release more than current budget.

Convince your business to follow the same. ELSE create a customize scenario for contingency (variance) budget ,release,current budget etc.

Thanks

[Former Member · Accepted solution]

Hi,

One option is there, you can develop one more field of Current Budget and supplement Budget. Because Original Budget will remain same and extra budget(50 -> 60) will be add to Current Budget as supplementary.

Regards

Shishir

[Former Member · Accepted solution]

Hi Shishir,

AS you said develop one more field of current budget, this field do i need to add in CJ30?

If yes for CJ30 Do i need to go for customize t-code ZCJ30?

Please suggest.

Thanks,

[Former Member · Accepted solution]

No, In CJ30, current budget is already there. I was talking about your custom report. There you can develop new column for current budget. because the screen shot you attached, current budget is not there.

[Former Member · Accepted solution]

Hi Shishir,

You Right, we can add one more column in custom report.

Now my question is -

Here User wants to see Original budget as 50 only not 60 and approved budget as 60(approved is okay).

How can this be done? because i will change amount in CJ30 to 60 right, then only i will update 60 in CJ32 as said in earlier discussion.

Please Suggest.

Thanks,

[Former Member · Accepted solution]

Hi,

First I want to tell you that adding extra budget in CJ30 is not standard practice.here in CJ30, you can give only original budget at initial time. At this stage original budget=current budget

Extra budget or supplementary budget(In SAP terms) can be given only thru CJ36/CJ37. Then this extra budget will add up to current budget and then you can release the budget from current budget not from Original, using CJ32.

Keep in mind that your budget will release from Current Budget/column not from Original Budget.

Regards

Shishir

[Former Member · Accepted solution]

Hi Shishir,

This is clear now, but user says my level 1 wbs element original budget and approved budget is same.

But at Level 2 and level 3 wbs elements are different amount.

In this case i cannot suggest Supplement right, because at level 1 budget is same for original and approved only the changes at low level wbs elements.

Example  -

Please Suggest.

Thanks,

[varshal_kachole3 · Accepted solution]

Hi,

Follow the below steps:

1. Original Budget is CJ30 Budget (50 USD in your case)
2. Approved Budget is CJ32 Budget (60 USD In your case)
3. In this case CJ32 will not allow to release a budget more than current Budget (Current Budget=Original+ Supplement-Return) it will give some error message. Not down the Error Message number (e..g BQ-046) when carrying out the step 2 in CJ32.
4. Convert the Reported Error message to Warning or Supress (Using OBMSG and OBA5)
5. In one of the S_ALR_* budget report create a column "Approved budget" which will fetch data for Released budgets.
6. Allow user to test the Report.

Hope it helps!

Varshal Kachole

The SCN Rules of Engagement

[Former Member · Accepted solution]

Hi,

As I understood your case, In your custom report:

1) Original Budget: Can be from CJ30 original budget column

2) Approved Budget: Can be released budget from CJ32 released column

Here you want at level 1, Original Budget=Approved Budget-> This case can only be happen if your collective budget of all child (level2) = level1 Original budget

for ex: as you shown above, if you enter 40(Car exp) and 60(hotel exp) in CJ32 and edit->total-up. Then 40+60=100 Rs will roll-up to level 1 and this will equal to original level1.

But from this, you have to always maintain the values in released budget column if extra budget will be added and released so that it will be equal to original level 1 WBS budget. This is very complex.

Because when you add some extra Budget say 50->60 on a WBS and total up, the level 1 WBS in CJ32 released value will greater than level1 WBS in CJ30 Original Budget. Its standard. You can't change it.

Why don't you tell your client to focus on Original, Current, Release and Supplement. This will be more logical and standard.

Regards

Shishir

[Former Member · Accepted solution]

Hi Varshal,

As you said to update this Message number  BQ-046  in OBMSG and OBA5.

I wont be getting budget exceeded errors in future, then what is the use of tolerance limit?

There we mention 80% Warning and 100 Error, now this wont work i think.

Please suggest

[varshal_kachole3 · Accepted solution]

Hi,

I believe, the Budget Exceed error message would be With BP* and not BQ*. I dont think both will interfere.

Hope that helps!

Thanks and Regards,

The SCN Rules of Engagement

[Former Member · Accepted solution]

Hi Varshal,

I tried a demo, only warning message am getting.

BQ077 warning.

Thanks,

[Former Member · Accepted solution]

Hi Pavan,

You are not using the standard process that is why you are facing the error.

I and other exerts  have already mentioned in earlier replies that you can't enter release budget more than current budget. This is logical and standard.

In the screenshot,  you are entering  released budget more than current in WBS T-06421.1 and T-06421.2. Then system will throw error as its standard & logical behavior.

You should firstly study about all budget types in PS and related working and then go for development and process.

Regards

Shishir

[varshal_kachole3 · Accepted solution]

Nice. So no action on converting Error to Warning.

Now continue to test the AVAC scenario.

And complete the solution with Step 5 and 6 in one of my earlier reply.

Thanks and Regards,

Varshal Kachole

The SCN Rules of Engagement

[Former Member · Accepted solution]

Hi Varshal,

My question is if budget is not available then we get same warning message.

Then user created PO and post actuals if budget is not available.

Please Suggest

Thanks,

[varshal_kachole3 · Accepted solution]

Hi,

Depending on your Budget profile setting; the AVAC would either check current budget or released budget. This information is not known here.

Secondly whatever is your budget profile setting; can you post commitment/actual cost of 1500 EUR on T-6421.2 and confirm the AVAC message again?

Hope that helps!

Thanks and Regards,

Varshal Kachole

The SCN Rules of Engagement

[Former Member · Accepted solution]

Hi Varshal,

You right, My release amount is 1200 EUR, I tired 1500 EUR.

Getting Budget Exceeded error ( screenshot below)

I can go for this solution-

CJ30 - Original Budget

CJ32 - Approval Budget with Message settings.

When budget exceeds will get BP messsages.

This solution is good for me.

Thanks,

[Former Member]

Hi,

Please check CJ31 , You will get original budget and Release budget column.

[former_member189209]

Hi,

as per my experience there is not SAP standard Report Budget vs Approved Budget ,

but budget report is their - S_ALR_87013558

if you want Budget Vs Approved Budget means you have to Develop/Create - Z Report or SAP Query or Report Painter/writer please try

one more option take help of ABAPer develop screen for Budget entry - and Approved options

Thanking you

Regards

Mahesh

[former_member195427]

Hi,

Go with SQVI query. Use tables BPGE (value type 41,45...) PRPS,COOI,RPSCO and BSEG for joining.

Copy the program and assign a Z-t-code to it. You can develop the report this way easily.

Let me know if it works for you.

Thanks