Releasing The Budget

Use

In many companies, distributing the budget is not the same as releasing funds. Therefore the Project System enables you to release the budget successively.

You can release budget on a total or an annual level (providing budgeting using total or annual values is included in the budget profile).

Prerequisites

The release is based on the current budget, meaning the original budget changed by supplements, returns, or transfers.

Activities

Releasing The Budget

  1. Choose Logistics or Accounting ® Project System ® Controlling ® Budgeting ® Release ® Change.
    The Change Release: Initial Screen appears.
  2. Enter the necessary data and choose Release.
    The Change Release: WBS Element Overview screen appears.

You can release the budget for a project or for an individual WBS element. Enter the corresponding WBS element.

The Release business transaction is allowed only on the WBS elements that are ready for input, and thus can be released.

  1. Choose the timeframe that you want to release by choosing Goto ®Timeframe.
    Use Settings
    ® Plan Total Version to choose the version whose plan values you want to transfer as a release.
  2. Choose Continue.
    The system displays the values in the selected plan version as a view.
  3. Select the WBS elements that contain the plan values you want to use as the budget.
  4. Choose Edit -> Copy view
    If the current budget currency differs from the controlling area currency, the system translates the planning data from the controlling area currency to the budget currency.
    The Copy view dialog box appears.
  1. Enter the percentage of the plan total and decide whether the value is to
  • Overwrite the existing value
  • Be added to the existing value
  1. Choose Continue.
    You transfer the plan totals for the selected WBS elements as budget values, taking into account the selected percentage. You can adapt the values by overwriting.
  2. Save your release.

Check Release

You can check the release at any time by choosing Release -> Check. The system automatically checks the budget release when you save it.

Providing the availability control is not active you can save a budget release without checking it.
If availability control is active this is no longer possible. The system then only allows you to save a budget release that does not contain any errors.

  • Project structure
    In the project structure the system checks whether the releases in a lower level of the WBS element (Distributed values) exceed those in the level above.
  • Time level
    For each WBS element, the system checks whether the total of the annual releases (cumulated releases) exceeds the total release.
  • Releasing the current budget
    The system checks whether
  • The total release exceeds the current total budget
  • The annual releases exceed the current annual budget

The consistency checks take place either in the controlling area currency or object currency, and also include budget line items that were entered in different currencies. For more information, see Check Budgeting.

  • Checking availability control
    In Customizing under Project System ® Costs ® Budget ®
    Maintain Budget Profile, you can make define whether the system executes availability control against the overall budget, annual budget, overall release, or annual release. If availability control is active, the system also checks the following:
  • Availability control for overall releases
    If this is active, the system checks whether the Assigned values (= actual + commitment) exceed the overall release.
  • Availability control for annual releases
    If this is active, the system checks whether the Assigned values on an annual level exceed the annual release.

According to the settings in the budget profile, the check take place either in the controlling area currency or object currency, and also includes budget line items that were entered in different currencies.

For more information on availability control, see: Activate Availability Control.