Determining Budget Assignment 

Use

·        During an OTB check, the system determines the relevant budget for the purchase order document or for each schedule line of a document item.

·        For the sake of simplicity, no differentiation is made below between document and item or schedule line.

If you want to use your own customer field at budget level, then you must implement BAdI: Determine the Budget Number. This BAdI can be found in Customizing for Seasonal Procurement under Open-to-Buy (OTB) → Budget Planning → Enhancements Using Business Add-Ins.

Process Flow

The system determines a budget that is indicated by a unique budget number as follows:

...

...

       1.      Determining the budget type

If you use multiple budget types, the system determines which budget type is used in the purchase order document with which you are currently dealing.

To do this, the system performs the following steps:

¡        The system determines all active budget types.

¡        For each active budget type, the system uses the BAdI Determination of Budget Type implementation assigned in Customizing to check whether the budget type applies to the current document data. This BAdI can be found in Customizing for Seasonal Procurement under Open-to-Buy (OTB) → Budget Planning → Enhancements Using Business Add-Ins.

¡        If no budget type applies, the system terminates the search with an error message.

¡        If several budget types apply, the system uses the priority setting you have made for budget types in Customizing, to decide which budget type to use.

You can procure a specific article using both centralized purchasing (budget type 01) and decentralized purchasing (budget type). The system determines that both budget types are relevant for the purchase order document. However, as budget type 01 has a higher priority, the system uses this one.

       2.      Determining the assigned budget

When a budget is first identified for a purchase order document, the system must use the existing document information to determine the attributes of the budget level fields and the budget with its unique number.

As long as the key fields do not change, all other access is performed with the budget number.

The key fields for your budgets are season, category (level of article hierarchy) and month. You order article 4711 with delivery date 10/11/2008. The system uses the budget type to determine the key fields for the budget level – season, category and month. The system uses the master data to determine that article 4711 is assigned to season 0002 (Fall/Winter) and category 0815. The delivery date 10/11/2008 falls into the delivery period 10/01/2008 to 10/31/2008. The system can therefore determine the budget uniquely with its number.

If the master data changes and this has an effect on the budget (for example, you assign the article to another season), the assignment of a purchase order to a budget can change. You must differentiate here between:

¡        Non-time-related changes

Changes that are not related to time do not have an effect on existing purchase order documents, they only affect purchase order documents that you create after your change. This master data is determined only once when creating the purchase order document, during this time the system saves the relevant attributes in the purchase order document.

¡        Time-related changes

Time-related changes relate to the use of a scheduled article hierarchy, in other words, they change the time-related assignment of an article to an OTB-relevant node in the article hierarchy.

Your budgets use the category characteristic (level of the article hierarchy). Article 100001 is assigned to category 0815. You now change the future assignment to ensure that the article is assigned to category 4711 from 03.01.2007.

If you use an article hierarchy level (for example, category) in the budget level (when the article hierarchy is OTB-relevant), changes to the article hierarchy are subject to the following restrictions:

§         The reference date for determining the time-related assignment of an article to a node is always the delivery date of the purchase order document.

§         You cannot change the article hierarchy assignment within a delivery period.

§         New article hierarchy assignments must correspond to the start of the delivery period, for example, for planning at monthly level with month-begin.

If open documents exist for an article, and if the budget assignment changes, you must repost the documents (see OTB transfer posting).

To prevent master data changes (time-related and non-time-related) leading to inconsistencies in the planning and the purchasing system, and to guarantee transparency, you should restrict changes (for example, using change authorizations).