OTB Check 

Use

The system performs an OTB check when you create or change a purchase order in the seasonal procurement processes or the allocation table. This checks whether sufficient budget is available for the purchase order.

Integration

Business Add-Ins

You can override the standard settings for the OTB check and budget planning with customer-specific settings. To do so, implement the following BAdIs in Customizing for Seasonal Procurement under Open-To-Buy →

·        Enhancements Using Business Add-Ins

·        BAdI: Overwrite Planning Period (WRF_POTB_X_PERIOD_E)

·        BAdI: Calculate OTB Amount (WRF_POTB_X_VALUE_E)

·        BAdI: Deactivate OTB Check (WRF_POTB_X_CHECK_E)

·        Budget Planning → Enhancements Using Business Add-Ins

·        BAdI: Determine Budget Number (WRF_BUDG_X_KEY_E)

·        BAdI: Determine Budget Type (WRF_BUDG_X_TYPE_E)

Prerequisites

·        You have made the necessary settings in Customizing for SAP BI under SAP NetWeaver à Business Intelligence à Settings for BI Content à Retail à Budget Planning. Among other things, you have set the Type of OTB Check under Budget Type and transferred this to SAP ECC.The following check types are available:

·        No OTB check

If you do not plan budgets for certain purchasing processes and therefore do not want to perform an OTB check, you can use an appropriate budget type (for example, for purchase order items for consumable materials).

·        Restricted OTB check

The system checks here whether there is an active budget. With the automatic replenishment process, you order articles according to your requirements, for which, however, you need to allow budget in the planning process.

·        Complete OTB check

The system checks whether sufficient budget is available.

With the complete OTB check, you can use OTB allocation. When creating a purchase order, it should be noted that you cannot enter an order date in the future, with the following exception:

You can enter an order date in the future, provided it is the next possible workday in the factory calendar of the receiving site.

·        You have activated the relevant budget types in Customizing for SAP BI (transaction UPARI_BUDG01) and SAP ECC (transaction WBUDG01).

·        You have made the necessary settings for the OTB check in SAP ECC in Customizing for Seasonal Procurement under Open-To-Buy (OTB). You have configured or checked the following:

·        Control regarding the check at header and item level

·        Tolerances

·        System behavior when the result of the check is negative

Process Flow

When creating an OTB-relevant purchase order document, the system performs the following steps for the OTB check:

...

...

       1.      Check for deactivation of OTB check

By implementing the BAdI WRF_POTB_X_CHECK_E, you can deactivate the OTB check. If the OTB check is deactivated, the purchase order document in question is considered to have a positive check result and no budget is reserved in the system The OTB check is closed.

       2.      Check for the existence of at least one active budget type

If there is no active budget type in Customizing, the purchase order document in question is considered to have a positive check result and the system does not reserve any budget. The OTB check is closed.

       3.      Check whether a purchase order document item is subject to a restriction.

This is the case when:

·        The item is static

·        The item is a returns item or an empties item

·        The item category is one of the following:

·        Limit

·        Subcontracting

·        Text

·        Stock transfer

·        Service

If the item is subject to a restriction, the purchase order document in question is considered to have a positive OTB check result and the system does not reserve any budget. The OTB check is closed.

       4.      Determining Budget Assignment

This depends on the budget type and the type of OTB check. If the budget type does not define a check, the system does not determine a budget number. The purchase order document in question is considered to have a positive OTB check result and the system does not reserve any budget. The OTB check is closed.

When a restricted or complete check is performed, the system tries to determine a unique and active budget. If a budget cannot be found the OTB check terminates with an error and the purchase order document cannot be created.

You can deactivate budgets on the planning side in SAP BI using the Budget Monitor. Once this information has been transferred to SAP ECC, documents can no longer be created for inactive budgets.

In Customizing, you can configure how the system is to behave if several budget numbers are determined (for example, for multiple assignments of an article in the article hierarchy).

·        Open a dialog box for you to select a budget number

·        Terminate the OTB check with an error

If the budget type defines only a restricted check and a unique, active budget is found, the order document item is considered to have a positive OTB check result and the system does not reserve any budget. The OTB check is closed.

If the budget type defines a complete check, the system determines the available budget using the budget number from the difference between the target value and the actual value already exhausted.

       5.      Determination of the required budget

The system calculates the required budget using the required quantity and the value per unit of measure determined using a calculation schema. When customizing the budget type, you can decide which condition from the calculation schema you want to use.

       6.      Comparison between available and required budget for the assigned budget number:

·        Available budget is more than or equal to the required budget:

The result of the OTB check is positive and the purchase order document is given the relevant status. The already exhausted actual value of the budget number is increased by the amount of budget required for the purchase order document item. As a result, less budget is available for subsequent OTB checks relating to this budget number.

·        Available budget is less than the required budget:

The result of the OTB check is negative and the purchase order document is given the relevant status. In Customizing (for online and background processing), you can define how the system behaves when this is the case:

·        OTB check is terminated with an error. The system does not create the purchase order document and does not reserve any budget.

·        Remaining available budget is reserved.

·        Remaining available budget is not reserved.

¡        Screen on which you can choose whether you want to reserve the budget amount.

For purchase order document items with the deletion indicator, the system sets a green OTB status (the OTB check ended positively) and releases the budget that has already been reserved for the relevant budget number.

Result

The OTB status of a purchase order document with OTB check at schedule line level is derived from the OTB status of the schedule lines:

If the check result of all schedule lines is positive, the entire purchase order document has the status OTB Check Positive. If at least one schedule line has a negative check result, the purchase order document is given the negative check status and is automatically placed in the worklist for OTB procurement.

See also:

Purchase Order Processing (Seasonal Procurement)

Characteristics of the OTB Check for Delivery Date Changes