what is budgeting and availability control in sap co

BUDGETING AND AVAILABILITY CONTROL

Planning	Budgeting
1. We can plant cost element wise in the order	1.Budgeting will be done order wise
2. We can do planning period wise in a year (Month wise)	2. Budgeting should be done year wise
3.Micro level  (Lower level)	3. Marco level (High level)

For budgeting SAP has given availability control

Order no.AP9Z1234

Budget amount 500000

Option 1          Option2           Option 3

Give                Give warning  Give

Warning          To the user      Error1

To the user      And inform to

                        Budget manager

If actual amount exceeds 85% of budget 425000

                        Or

If the variance is above 20000 i.e actual 5200000

                        Or

Both                Whichever activity comes first

                        Or

If a actual amount exceeds 70% of budget go for option1

If actual amount exceeds 85% of budget go for option 2

If actual amount  exceed 100% of budget go for option 3

When we do budgeting it generate a document –We have to give budgeting –No. range interval only for 04 (Hard coded by SAP)

This is given at client level and not at controlling area level –it is not year specify.

Note :  Order Eg.Vehicle Expenses

            Cost element :Eg.Vehicle for  petrol, repairs,Driver salary etc.,

Maintain no.range for budgeting:

Path :SPRO-Controlling-Internal orders-Budgeting / availability control-Maintain no.ranges for budgeting (Tr code is OK11)

Select change intervals button

Define tolerance limits for availability control

Same path

Select new entries button

Controlling area                      :BIL

Profile                                     :select 000001 General budget profile

Tr.group                                  :++ all activity groups

Action                                                 :select 2 waring with mail to person response

Usage                                      :85

Save

Press enter to save in your request

Specify exempt cost elements from availability control

Same path

Petrol expenses

Repairs

Drivers salary is Fixed cost

We can specify when we post to driver’s salary all with order AP9Z1234 –Even if, it exceeds 85% of budget no. message need to be given.

It is known expenditure

Select new entries button

Controlling area                      :BIL

Cost element                           :400100 Salaries account

Save

Press enter to save in your request

Maintain budget manager

Same path

Select new entries button

Controlling area                      :BIL

Order                                       :BILV

Object class                             :OCost (Overhead cost)

User name                               :SAP user (budget manager)

Save

Press enter to save in your request

Budgeting order wise (END USER AREA)

Path :Accounting-Controlling –Internal order-Budgeting-Original budget –Change (Tr code is K022)

Order               :AP9Z1234

Enter

For the period             :500000 (Budget amount)

Over / budget also 500000

From the menu select Extras –Availability: Control –Activate

Save

Posting of petrol expenses (F-02)

Give the document date         :Today’s date

Type                                        :SA

Company code                        :BIL

Posting key                             :40

Account no.                            :400310 Petrol expenses

Enter

Give the amount                     :350000

Order                                       :AP9Z1234

Text                                         :Petrol expense

Posting key                             :50

Account no.                            :200105 SBI current account

Enter

Give the amount                     :*

Business area                           :BILH

Text                                         :+

From the menu select –Document –Simulate and save

Ignore the message press enter

To view in box of the budget manager

Path :SAP MenuàOffice –Work place (Tr code is SBWP)

Select inbox folder

We get a message accounting document no.