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Use

The following examples illustrate the system behavior if you want to carry out active availability control (AVC) for revenue account assignments:

Caution Caution

AVC checks both the expenditure account assignments (FM account assignment with commitment item category 3) and the revenue account assignments (FM account assignments with commitment item category 2).

This means that if you want to suppress AVC for control objects with commitment items of item category 2, you assign an “inactive” tolerance profile to these control objects in the derivation strategy for tolerance profiles. In an “inactive” tolerance profile, there is at least one line for the ceiling type Outgoing Amounts , and all lines are flagged as “inactive”.As an alternative solution, you can implement the Business Add-In FMAVC_ENTRY_FILTER and specify that budget records and commitment/actual records containing revenue account assignments are to be excluded from being updated in the AVC ledgers. You can find more information on this Business Add-In in the Customizing of Funds Management, under   Budget Control System (BCS)   BCS Availability Control   Business Add-Ins for Availability Control   Enhance Filter Settings for Availability Control.  

End of the caution.

Revenue budget and revenues are updated in AVC as negative amounts on the control objects - expenditure budget and expenditures, on the other hand, are updated as positive amounts.

The logic applied by availability control for revenue account assignments depends on the tolerance profile used for the checks. If the tolerance profile only contains tolerance limits for ceiling type Outgoing Amounts , the posting of revenues is not restricted. For posting expenditures, however, availability control applies the following rules:

  • If the revenue account assignment has (positive) revenue budget, which is updated in AVC as a negative amount, then availability control does not check against this budget value, but against the budget value zero , if the tolerance profile only works with tolerance limits based on usage rates.

  • As a result, expenditure postings may not exceed the total of revenue postings on this account assignment.

Example 1

The following example shows the availability control check on a revenue account assignment. The update on the control object is carried out exclusively using tolerance limits with ceiling type Outgoing amounts .

This graphic is explained in the accompanying text.

  1. A user enters a budget of $1,000 for expected revenues. The revenue budget is updated as a negative amount on the control object of the availability control.

    This revenue budget does not influence availability control. At this point, expenditure postings would not be possible because revenue postings do not exist.

  2. Two revenue postings of $500 and $750 are made. These are updated as negative amounts on the control object the same as the revenue budget.

  3. When the user now saves an expenditure of $2,000, this causes an error message in availability control. If permitted, this expenditure would be updated as a positive amount on the control object. However, the system will not permit the posting because in this case the total of expenditures ($2,000) exceeds the total of revenues ($1,250). ). In other words, the posting is blocked, because the total consumption of $750 would exceed the threshold budget value $0, as calculated from the usage rate = 100% and the negative consumable budget value -$1,000.

    Note Note

    If you work with a tolerance profile that uses limits based on absolute variances, note that availability control will behave in a different way. Assuming that only one tolerance limit with error at the absolute variance = $0 was defined, then availability control will behave in the following way:

    1. The revenue posting of $500 is updated as a negative amount of -$500. This exceeds the available (revenue) budget of -$1,000 by $500. If the availability control ledger was activated with a strict check logic, this would lead to an error due to the absolute permitted variance of $0. Assuming that the activation status is “active with usual check logic”, the error will be converted into a warning, since the available amount on the control object is not reduced by the posting, and in this way a revenue posting of $500 is permitted.

    2. The second revenue posting of $750 is also updated as a negative amount and decreases the total budget consumption to -$1,250, which is $250 less than the consumable budget of -$1000. Due to the tolerance limit with an absolute variance =$0, availability control issues no message and the revenue posting is carried out.

    3. It is now not possible to save the expenditure of $2,000. It will be blocked because the resulting total budget consumption of $750 would exceed the consumable budget by $1750. Even if you post an expenditure of only $300, the system will block this, because the total consumption of -$950 exceeds the consumable budget by $50.

    End of the note.

Example 2

Now the behavior of availability control is regarded for a tolerance profile containing limits with both ceiling types ( Outgoing Amounts and Incoming Amounts ). Here the tolerance limit for both ceiling types is set to output an error at consumption/usage rate 100%, in a simplified example.

An update on the control object using tolerance limits with both ceiling types ( Incoming amounts and outgoing amounts : error at usage rate 100%) is illustrated in the following graphic:

This graphic is explained in the accompanying text.

For the sake of simplicity, assume that the tolerance profile used for this example does not contain any tolerance limits based on absolute variances.

  1. Again, the user enters a revenue budget of $1,000 for the same revenue account assignment A, which is updated as a negative amount on the control object.

  2. A first revenue posting of $500 is made. The tolerance limit for ceiling type Incoming amounts (error at 100% usage rate) now checks the revenue of $500 to be posted against the available (revenue) budget of $1,000 and therefore accepts the posting. The revenue of $500 is updated as a negative amount on the control object, in the same way as for the revenue budget.

  3. When a second revenue posting of $750 is saved, AVC rejects this posting, because the total revenue of $1,250 would exceed the available revenue budget of $1000 (tolerance limit for ceiling type Incoming amounts ).

  4. Posting an expenditure of $2,000 again causes an error message, as in the first example. Usingthe logic applied for ceiling type Outgoing amounts , the system will not permit the posting because the total of expenditures ($2,000) would exceed the total of revenues ($500 ). Stated differently, this occurs because the total budget consumption of $1,500 would exceed the threshold budget value $0, calculated from the usage rate = 100% and the negative consumable budget value -$1,000.