Check and update the available budget

Budget account distribution (BAD)

The available budget for a purchase requisition line, order line, or receipt line can be checked only if a correct budget account distribution (BAD) is linked to the line. The generated or defaulted BAD is used to link the purchase transaction to the budget.

A BAD requires this data:

  • Financial company
    The financial company is determined based on the requisition's or order's Purchase Office field. If no purchase office is specified, LN cannot generate a BAD and check the budget.
  • Ledger account and dimensions
    The ledger account and dimensions are determined based on the requisition or order line's General Ledger field. If no general ledger is specified on the line, a default ledger account and default dimensions are retrieved from the Mapping Scheme (tfgld4573m000) session.
  • In a requisition line without a project, the ledger account and dimensions mapping is defaulted from integration document type, 10001045 Purchase order/General costs.
  • In a requisition line with a project, the ledger account and dimensions mapping is defaulted from integration document type, 10090060 Budget Procurement/On order.
  • Budget check date
    The check date is defaulted from the Budget Control Policy (tfbgc0110m000) session for the relevant document type.
  • Quantity
    A total quantity that must be equal to the line's ordered or received quantity. Therefore, the percentage in the BAD must be equal to 100.

You can view and modify a BAD in the Budget Account Distribution (tcbgc1100m000) session, which you can start by selecting Budget Account Distribution from the appropriate menu in these sessions:

  • Purchase Requisition Lines (tdpur2502m000)
  • Prepare Conversion Purchase Requisition Lines (tdpur2502m100)
  • Purchase Order Lines (tdpur4101m000)
  • Purchase Order Line Details (tdpur4101m200)
  • Purchase Receipts (tdpur4106m000)
Note

If, for example, a purchase requisition line is converted to a purchase order line, the BAD from the requisition line is defaulted and linked to the purchase order line.

Checking and updating the available budget

When the budget is checked for a line, the budget check can fail. In this case, the Budget Exception check box can be selected in the applicable session. If this check box is selected, the budget exception must be handled before you can continue with the purchase procedure.

However, the Budget Exception check box is selected only if:

  • Insufficient budget is available for the checked line
  • The When Budget is Exceeded field is Block in the Budget Control Policy (tfbgc0110m000) session

To resolve the budget exception, you can, for example, change the line amount or the BAD. You can then manually check the budget for lines that have the Budget Exception check box selected and have a correct BAD.

To check the budget, select Check Budget from the appropriate menu in these sessions:

  • Purchase Requisition Lines (tdpur2502m000)
  • Prepare Conversion Purchase Requisition Lines (tdpur2502m100)
  • Purchase Order Lines (tdpur4101m000)
  • Purchase Order Line Details (tdpur4101m200)
  • Purchase Receipts (tdpur4106m000)
Note

If insufficient budget is available for a line and the When Budget is Exceeded field is:

  • Continue, the budget transactions are written and the purchase procedure can continue.
  • Warn, the user is notified about the budget shortage, but the budget transactions can be written and the purchase procedure can continue.

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