Funded Program problem for month crossover

[Former Member]

Hi experts,

We have activated BCS for our client and are maintaining Funded programs on a monthly purpose for budgetary control. However I am facing a problem when a PO raised in the month of December is processed for MIRO in the month of January.

The system is giving an error message that Funded Program 201209 is not valid at set date xxxx (in January). I understand that this is a logical problem because while creating the PO the funded program derived was 201209 for the month of December 2012. However in the month of January 2013 when the MIRO is being processed the funded program derived is 201210. My question is how we can eliminate this error.

Please note that we are allocating the budget on a monthly basis based on Funded Program. The funded program 201209 is maintained in the following manner:

Valid from: 01.12.2012

Valid to: 31.12.2012

Expiration Date: 31.12.2012 .....  so on.

Waiting for your invaluable inputs,

Regards,

AyanM.

[Former Member · Accepted solution]

Hi Mukherjee

Don't give funded program valid date as 01.12.2012 to 31.12.2012, instead of that maintain validity as for example 01.04.2012 to 31.12.9999, so that you can derive funded program based derivation rules.  Say for example based on posting date. So while creation of PO system will be derived respective funded program based on PO creation date.

Regards

Rao

[Former Member]

Dear Rao,

Thank you for your prompt reply.

We have tried the same. But our objective is to allocate budget on a monthly basis. For this we need the funded programs valid for a particular period only. For example funded program "201201" is valid for April 2012 only in our scenario.

If we maintain the funded program in the way you describe then we shall not be able to allocate budget for a particular month to a particular fund center.

Any alternate way that you can point out would be of great help.

Reagrds,

AyanM

[Former Member]

Hi MukherJee

You can achieve monthly budget control by using 'Budget period object'. Even by using Funded Program also you can achieve it. Work around solution is create 12 funded program (each month one) and maintain derivation rules based on posting date. 

But if you maintain funded program validity month wise (01.12.2012 to 31.12.2012) you can not post subsequent postings for that funded programs. For example PO is created for the month of Dec but IR posting in the month of Jan (Subsequent posting).

So, always funded program validity should be more than a month (Ex: 01.04.2012 to 31.12.9999).

By creating validity like this you can control month wise budget. Upload the budget month wise for the combination of  funded program,   fund center, Commitment item, fund etc.,  While posting of transactions FM objects (funded program, FC,CI etc.,) will be derived based on posting date. If you enter next month posting date in transactions (subsequent month) obviously system will be derived respective month funded program only. So that you can have a month wise budget control. In your scenario Dec month budget cannot use in the month of Jan, only subsequent/follow up transactions will be posted with this funded program  i.e., commitments to actuals.

Regards

Rao

[Former Member]

Dear Rao,

Thank you for your clarification on the matter. This seems to be working perfectly in our context.

However if we maintain the funded program in the said manner one problem that is being faced is the allocation of the budget periodically. In our case we need to allocate a provisional budget at the beginning of each month against which expenses would be incurred. Again this provisional budget would be replaced by actual budget at the end of the month. We have able to develop this functionality.

So my question to you is if we maintain the budget control in the said manner, what procedure should we take to allocate budget for a specific period say April 2012 or May 2012.... so on, so that we can view the budget consumption report just for a specific period to get an idea of the allocated budget and the expenses against the same.

Regards,

AyanM

[Former Member]

Hi Mukherjee

Yes you can do it. You can load the 12 months budget at a time  (funded program wise) or else load the budget month wise at the beginning itself  with respective combination (Mass uploading and Budget uploading BAPIs are available), this is up to your choice. While posting of transactions respective combination of objects will be derived and month wise control will be enabled. Also you have an option of  Earmarked Funds by creation of provision commitments, blocking, reservations etc.,

Commitments will be converted to actual, once actual postings are being posted, We have a standard reports which will be showing as month wise Budget Vs Consumptions and also you can  draw customized reports according to your client requirement.

Regards

Rao

[srinivasan_desingh]

Hi AyanM,

Allocate budget on a monthly basis is quite normal. If I understand your problem correctly, You need to tweak your derivation rules (FMDERIVE). During PO creation the funded program is pointed to one period but when you do MIRO, it is pointed to funded program in another period. Thsi is purely due to the derivation rule.

Please let me know your rules for PO and MIRO. Also please try to simulate in FMDERIVE.

Thanks

Srinivasan Desingh

I.bleed.SAP