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Asset PO not throwing 'Budget Exceeded' Error

Former Member
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Hi Experts,

We are having a query with respect to Budgeting of Asset-Procurement-through-MM-Cycle via Internal-Order.


Below are the configurations we have done in this regard.


  • Maintained the Internal Order Type having  the Object Class as 'Investment'.
  • Maintained the budget profile and assigned to the order type.
  • Maintained the order availability control.
  • Created a new investment order in T.Code- KO01 and maintained the budget for the same Via T.Code- KO22.
  • Assigned the above internal order to the asset master data.


Expected Result- While the creation of Asset PO for value more than the Budgetary figure (.i.e.the Budget amount set for the assigned internal order for the year), system needs to trigger the Error message-Item XXX Order XXXX budget exceeded).


                  At the time of Asset PO we are posting more than the available budget. Still the system is not throwing any Warning/Error message.

        We have replicated the same scenario in our internal system and it is working fine.(Getting error , Item XXX Order XXXX budget exceeded) But the same message we are not getting in the client system.

Best Regards.

Accepted Solutions (1)

Accepted Solutions (1)

former_member198650
Active Contributor
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Hi,

Have you created as a cost element with category 91 for asset recon.accounts?

Regards,

Mukthar

Former Member
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This message was moderated.

Answers (10)

Answers (10)

Former Member
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Hi there.

I am wondering if you have problems with 1) PO configuration, 2) asset master data and 3) budget configuration for internal order.

One very importante step is to set the internal order for PO item as detailed by Ajay and mentioned in another replies - this will be final requirement.

Another step will be the budget set up for the internal order.

I woud like to suggest one single test, just to see if everything is ok for the internal order budget:

- you coud post a single vendor invoice in Accounts Payable directly using FB60 or F-43  without any asset - just to get the budget warning and verify if the budget set up is ok.

This post would be credit a vendor and debit an GL expense account with your internal order and a cost center (once the internal order is statistical, the system will require a real object).

With the test, if budget warning appears, you will garantee that there is no problem with the configuration for budget set up/activation. Without the budget warning, something must be done from the budget perpective.

Of course, all the preparation and set up for PO and asset master data is mandatory. But both activities can be done in parallel.

Best regards,

Nilton Duque.

ajaycwa1981
Active Contributor
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Hi

1. Hope you assigned the Internal Order in the INVESTMENT ORDER Field in ORIGIN Tab of Asset Master... This corresponds to EAUFN in ACSET

2. If you maintained it in INTERNAL ORDER Field, choose CAUFN in ACSET

3. In ACSET, choose * as your TTY

4. Make sure the Internal Order pops up in the PO line item.. Is it already there?

Ajay  M

Former Member
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HI, there.

As Michael said, the correct cost element category is 90 and not 91 as I wrote before.

The "91" was a (my) typing error, my bad. Sorry.

If you are not having internal order in the Purchase Order item, please go to the configuration:

IMG> Material Management> Purchasing> Account Assignment> Maintain Account Assignment Categories

In this screen, category "A", and set field status for internal order as mandatory.

This will enable the internal order and asset master key in the PO item.

As you want budget control, you have to use the internal orden in the Purchase Order (ME21N/ME22N). Transaction MIGO will use the internal order from the purchase order item previously created.

In the documentation Michael well mentioned (sap help), it is very important to note the field in the asset master data to maintain the internal order: "The CO object (order or WBS element) has to be entered in the asset master record as investment account assignment ( not as maintenance order/cost order under time-dependent data)".

The wrong use of internal order in the time-dependent data will result in monthly depreciation posts to the interna order wich have budget for acquisitions, not depreciations as I mentioned in my last reply.

Hope it helps.

Best regards,

Nilton Duque.

Former Member
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Hi,

To avoid any confusion: There is no cost element 91, cost element 90 is the correct one to use.

In Asset Accounting, what you need in order to enable budget monitoring via internal orders/projects is to setup your customizing so that the order/WBS from the asset is set in the acquisition line items during postings. That's all.

So first what you should check is if the order from the asset master data is set in the line item of your posting. If "Yes", then there is no problem with FI-AA customizing and instead something is wrong with the budget setup. But if the order does not appear in the asset line item, then probably customizing is wrong on FI-AA or FI side and you need to find out why the order is not set in the posting.

The following link contains information on the topic:

Budget Monitoring Using Statistical Orders or WBS Elements - Asset Accounting (FI-AA) - SAP Library

Under "Activities" it explains all the steps that are necessary from FI-AA perspective so that the internal order is correctly set in the line item during postings. If the order does not appear in the asset line item, it's nearly sure that one of these steps is missing.

Regards, Michael

Former Member
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Hi Michael Esslinger,

Thanks for the advise.

But the configurations mentioned in the link which you have provided, are already there in place. But still we are not getting the expected result.

Regards,

former_member198650
Active Contributor
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Hi,

Where you have maintained the order in the asset master or share screen shot of it.

Regards,

Mukthar

Former Member
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What about previous question:

Is the order from the asset master set in the asset line item during posting or not?

Regards, Michael

PS.: If you're posting asset acquisition via GR (transaction MIGO) or IR (MIRO) also check if the order is correctly set in the PO item. The field "order" has to be filled also in the PO if you want it to work correctly. Normally the order in the PO is automatically copied from the asset. So check if this works.

Former Member
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Hi Mukthar,

Regarding the maintenance of Internal Order, please find the screen shot attached.

Thanks,

former_member200703
Active Contributor
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Hi

Kindly refer to the below document it might provide you a better view of whole asset purchasing scenario

Regards

Mahmoud

Former Member
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Hi Mahmoud Elnady,


Thanks for your reply. Your document is on cost element category 90. But the experts who have answered in the same thread are suggesting Cost element category 91. All other settings are there in place.

Note: The scenario which we are trying is not AUC.


Former Member
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Hi, there.

Please check these sap notes about statistical budget control for direct asset acquisitions:

-  21583 - Stat. update of cap. inv. order/WBS el. from asset

-  61414 - Meaning of cost element type 90

-  202053 - Statistical cost elements f.balance sheet accounts

These old note still refers the use of internal order in the asset master data, but I am still looking for a better note. 🙂

Anyway, a lot of very important requirements/checks are listed in the note 21583.

Please, be carefull: I am quite sure you wont want the montly depreciations posted to the same internal order you used for control asset acquisition.

Best regards,

Nilton Duque.

Former Member
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This message was moderated.

Former Member
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HI, FI Consultant.

The problem is in the way you are using the internal order.

An internal order in the asset master data will be used by the system to monthly post depreciation to GL using internal order as cost object instead of cost center. In this manner no matter wich budget you set in it, once this internal order will not be used for asset acquisitions.

Briefely, to have budget control for direct asset capitalization, ie, the use of asset in the (instead of internal order/wbs settlement) you will have to:

1. have an statistical internal order (not real)

2. configure budget for this order (I believe you already done)

3. configure/run OAK7 to have the GL Cap accounts created in CO as statistical cost elements (category 91) as Mukthar said above. The only way to create cost elements with category 91 is from OAK7 (from KA01/KA06 is not allowed)

4. In the purchase order item, you will have to choose Account Assignment Caegory "A". And in the itens details, tab Account Assignment you will have to have asset master data key AND your statistical internal order with budget. For that, you will have to configure Account Assignment Category A in MM to receive asset key and internal order.

As a result, you will have the exceed budget warning from purchase order creation, and when posting MIGO, you will have a credit to EM/EF account and a debit in you asset (direct capitalization), the last will reflect in CO as a debit in your internal order with the asset aquisition account (as statistical cost element category 91).

Note that this aquisition account is a Balance Sheet (Asset) account and not a P&L account.

There is a very old sap note that describes all this procedure and steps.

I will try to find it and post here, ok?

PS: All this procedure is very diferent when you use a PO/MIGO posting asset aquisition to a P&L account and posting to an internal orden/WBS element wich have to be settled to assets at the montly end closing process.

Hope it helps.

Best regards,

Nilton Duque.

former_member198692
Active Contributor
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Hi,

Check below setting

1.Check wthether in availability control maintained for all transation group

2.What is your order status?

3.In OKOB what is activation type in availability control?

please check it.If any further assitance required let me know.

Regards

Prasad

Former Member
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Hi Mukthar,

Thanks for the response.

Both the settings , Cost element with category 90 (as Cost element 91 is not defined) & maintenance of  EAUFN for APC posting , are already in place. But still we are not getting the expected result- .i.e. Error message is not triggered while creating the purchase order  with value more than Budgetary figure.

Regards

former_member198650
Active Contributor
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In addition to that maintain EAUFN for APC posting for the dep.area of the co.code in ACSET