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 Budget Releases Locate this document in the navigation structure

Use

In many organizations, distributing a budget is not the same as releasing the funds allocated to it. For this reason, the Budget Control System contains a transaction (FMMPRELEN) for releases, which you can use to partially release the budget. Note the following:

  • A release is based on the current total budget, which you can release at one time. You can also release your budget periodically. However, the check to prevent you from releasing more budget than you have is annual or overall , depending on your time horizon. If you want to define a periodical budget release, it is recommended to define budget types that represent the period. In doing so, you can easily report on unreleased budget and define appropriate checks.

  • If you have defined consumable budget types in Customizing, only these budget types will be considered as "releasable" budget.

By default, you can only release budget for expenditures. If you also want to control the flow of incoming amounts, you should explicitly activate the release for revenues in Customizing, in the IMG activity Define Release Scenario .

Note Note

Note that you not only have the choice between manually releasing budget in the Budgeting Workbench and automatically releasing budget via a mass program, but also of defining document types in Customizing for which each budget amount entered is also automatically released (   Budget Control SystemBCS   BCSBudgeting      Budget Entry   Budget Entry Documents   Define Document Types   ) . You can define specific release scenarios in the column Scenario for Value Type . Read the field help on this column to obtain further information.

End of the note.

Prerequisites

When customizing the FM area, you must decide whether you want to use releases or not. If releases are activated, you can decide to:

  • Trigger an automatic release for specific account assignments:

    This means that any update of the releasable budget will automatically trigger a similar update of the release itself.

  • Exclude certain account assignments from being released:

    You do this by deactivating the release for specific account assignments. The consumable budget is then immediately available.

You can make these decisions for each fund or fund type and fiscal year in the Customizing of   Funds Management Government   Budget Control System (BCS)   Budgeting   Basic Settings   Definition of Budget Data   Budget Releases.  

Features

A release can take place automatically for selected processes (for example, for transfer postings or returns), depending on the document type involved.

  • If you use the automatic release function, please note that the maximum amount which can be transferred from the consumable budget is the amount that has already been released.

  • If you do not use the automatic release function, the maximum amount that can be transferred is the amount that has not yet been released.

Activities

You carry out a budget release in   Public Sector Management   Funds Management   Budgeting   Budget Control System (BCS)   Tools   Entry Documents   Release Budget Data.  

Then proceed as follows:

  1. For your FM area, enter the budget category, version and fiscal year for which budget is to be released.

  2. Specify your restrictions for FM account assignments or multi-level budget structures. Where Multi-Level Budget Structure has been activated, it is possible to select according to hierarchical elements.

  3. Enter a key figure, the document type, a budgeting process, and specify the processing options.

  4. Run the transaction.

The program calculates the budget to be released using the specified key figure and creates the corresponding budget entry document lines according to your selection criteria. If errors occur, an application log is generated and displayed.