In Release 3.0, you cannot automatically transfer remaining budgets that were not used within the year-end closing into the new year.
This is caused by missing functions in Release 3.0.
If a budget is transferred into the following year for a few orders or WBS elements only, you can carry out the carry forward manually as return/supplement, original budget change or (only for WBS elements) as a transfer, if necessary.
In Release 3.1G, two new transactions in the standard R/3 System allow a carry forward budget for projects and orders:
- 1. Transaction KOCO: Carry Forward Order Budget
The carry forward budget is available for CO internal orders and maintenance orders.
Budgets of a closed fiscal year that are not used up can be transferred into the following year.
The carry forward budget can be executed repeatedly in succession and it can run in the test run and in the production run. The differences to the last run are posted in each case. A detail list is issued optionally.
Selecting the orders is carried out via selection variants.
The budget of an order that is not used up results from the annual budget minus the actual costs. Commitments and sales revenues are not considered. Credits from settlements are only considered if the order in question was settled to another order, WBS element, network or network activity (elimination of internal business volume).
If the calculated value is negative, the program checks whether a carry forward run has already occurred before and writes the possibly existing carry forward amounting to the calculated value back into the initial year. The budget already transferred is retrieved as a maximum in this case. It is not possible to transfer a newly assigned budget into a previous year. With this an "actual" negative carry forward budgets are not possible.
An error log is issued in the case of an error. No carry forward occurs for the order in question.
For reasons of performance, you should execute the program in the background if the used selection variant contains many orders.
No active availability control occurs.
- 2. Transaction CJCO: Project Carryover Funds
Budgets of a closed fiscal year that are not used up can be transferred into the following year.
The carry forward budget can be carried out repeatedly in succession and it can run in the test and in the production run. The differences to the last run are posted in each case. A detail list is issued optionally.
Selecting the projects is carried out via the logical database of the Project System. The selection criteria can be restricted as desired using dynamic selections. However, the database profile is predefined for technical reasons and it cannot be changed.
The budget of a WBS element that is not used up results as follows:
Budget not used up = Annual budget
- Distributed value
- Actual costs
The actual costs contain the costs of the WBS element with budget and the actual costs of all assigned orders, all networks and all network activities as well as the actual costs of the lower-level WBS elements without budget.
Sales revenues and commitments are not taken into account. In contrast to the availability control, planned costs of apportioned orders and networks are also not included in the calculation of the carry forward. Reductions from settlements are only taken into account if the WBS element in question (or order, network or network activity) was settled to a WBS element, an order, a network or network activity (elimination of internal business volume).
If the calculated value is negative, the program checks whether a carry forward run has already occurred previously and it transfers the possibly available carry forward that amounts to the calculated value back into the initial year, if necessary. The budget already transferred is retrieved as a maximum in this case. It is not possible to transfer a newly assigned budget into a previous year. With this an "actual" negativ carry forward budgets are not possible.
An error log is issued in the case of an error. No carry forward occurs for the affected WBS element.
If a carry forward budget is carried out on a WBS element of a lower level, the corresponding value is also transferred into the following year on the higher-level WBS elements to ensure that the distributed values of the higher-level WBS elements are not higher than the budget available there.
Since the balance of the carry forward (budget minus distributed value) resulting from it is equal to zero on the higher-level WBS elements, only the carry forward of the lower WBS element is displayed in the detail list. For the same reason, a status validation is also only carried out for the lower WBS element in this case: it is checked whether the activities "Carry forward budget sender (GJA)" and "Carry forward budget receiver (GJA)" are permitted.
If the projects for which a carry forward is carried out contain many WBS elements or if you want to edit a large number of projects, you should execute the program in the background, due to reasons of performance.
No active availability control occurs.
As of Release 3.0D, the function described above is available via SAPSERV3 as a preliminary delivery.
The required files for transport request P30K160981 (old: P30K160981) are available in the directory /general/R3server/abap/note.0023633. See Note 13719 on how to pick up the files.
In addition, execute the following actions in your system manually:
- a) Create a message for message class BP with number 595 using Transaction SE91:
Short text: 'Live run only possible for closed financial years'
Long text:
Cause
You tried to close the current fiscal year, or a future one, in the production run.
As you cannot reverse the activity, you may only close a fiscal year which has elapsed.
System response
The system switches automatically to the test mode.
What to do
Start the transaction again, if required, for a fiscal year which has elapsed.
- b) Call Transaction SE37 and choose 'Utilities -> Repair funct. group -> Compare funct. group'. Enter AIPA as function group. Select the two top items (AIPA_CHECK_MEAS_YRCHG and AIPA_CHECK_MEAS_YRCHG_PREREAD) and choose 'Repair'. (If your logon language is not German, you must maintain in the *original* language).
- c) Activate the two function modules AIPA_CHECK_MEAS_YRCHG and AIPA_CHECK_MEAS_YRCHG_PREREAD. You must first change the source code of function module AIPA_CHECK_MEAS_YRCHG_PREREAD as specified under "Corrections" (see also the next point). If in doing so problems with the editor lock occur proceed according to related Note 112111.
- d) Make the source code changes specified under "Corrections".
Insert the lines marked with "<=== INSERT and delete those marked with "<=== DELETE.
Note the specified Releases to which the corrections apply in each case.
- e) For Releases 3.0D and 3.0E implement Note 50457 first.
If you work with releases and do not want to adjust them manually, you must implement Note 93841 (Release 3.0D - 3.0F, 3.1G - 3.1H, 4.0A) in addition, which ensures that releases of the old year are reduced according to the budget during carry forward budget. However, no carry forward of the releases to the new year takes place. The note is required to avoid error messages caused by too high releases in the old year within budgeting.
Additional key words
budget forwarded, fiscal year change, fiscal year end, budgeting, budget
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