SAP Funds Management - BCS Availability Control

6/22/2020
Funds Management
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BCS Availability Control

Use
You can use availability control ( AVC ) to monitor the availability of funds in the Budget Control System ( BCS ) of Funds
Management (FM).
Availability control and BCS Budgeting are exible tools that you can use to check consumable budget (budget or releases)
against consumed amounts (commitment or actual postings) within a budget process. If budget consumption reaches one of the
tolerance limits speci ed in Customizing, this can trigger system activities, for example, additional postings are prevented.
Overview of Availability Control
Using BCS availability control, you can:
De ne the budget values or relases to be used to cover budget consumption
Set activity-speci c tolerance limits
De ne availability control objects, for which a check can be carried out of the updated and summarized budget,
commitment and actual postings in Funds Management.
Carry out multi-level activation of availability control procedures
Use of a number of availability controls implemented in parallel
Implementation Considerations
AVCis an integral component ofBCS. To use it, you must carry out the Customizing activities under Funds Management
Government Budget Control System Availability Control.
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Availability control is designed so that you can use it for other components independently of BCS budgeting, for example, in
Grants Management .
Integration
Availability control checks the FM posting procedures and the posting data of the integrated components ( FI , CO , MM and so on)
updated in FM.
For further information on the components that can be integrated with FM, see Recording Actual and Commitment Data .
Features
Availability Control Ledger (AVC Ledger)
In the availability control ledgers, the account assignment-related updating and summarization of the complete consumable
budget are checked against the consumed amounts. This is carried out at the control object level. For more information, see
Availability Control Ledger .
AVC Filter Settings
If you work with releases or with different budget types in your organization, you can de ne which budget entered in the FM
account assignments (or budget addresses) is made available as consumable budget in the control objects. You can also specify
which commitment and actual postings update the availability control ledgers as consumed amounts. Fo r more information, see
Availability Control Filter Settings .
Tolerance Pro les
All posting procedures updated and checked in the availability control ledger are classi ed according to an activity group . Activity
groups subdivide postings according to speci c posting procedures. This is speci ed in Customizing, where you can de ne activity
groups and their assignment to posting transactions. You can combine different tolerance limits per activity group into a single
tolerance pro le. For more information, see Tolerance Pro les .
Availability Control Objects
The check of the posting data updated in AVC and the de nition of the consumable budget takes place at the level of the
availability control objects. You de ne the summarization of FM posting data and of budget data at the level of the AVC control
objects in a derivation strategy. For more information, see Availability Control Object .
Activation Status of Availability Control
You can implement availability control at different activation levels perAVCledger. You can set the update of posting data in
theAVCledger to without , with normal , or with strict availability control. You can nd more information in Funds Management
(FM) Customizing under Budget Control System (BCS) Availability Control De ne Activation of Availability Control.
Availability Control for Automatic Cover Eligibility Rules
You can use BCS cover eligibility to de ne automatic cover eligibility rules, which can subsequently also be used in BCS availability
control. For more information, see Availability Control for Automatic CE Rules .
Restrictions
You cannot use BCS availability control as a replacement for the availability control in Former Budgeting. If you use Former
Budgeting, not BCS , for budgeting in FM, you must also implement availability control for Former Budgeting.
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Availability Control Object

De nition
An AVC control object refers to an account assignment object in the availability control ledger for which FM budget data and
commitment/actual data is updated for BCS availability control.
Use
Summarizing FM posting data and BCS budget data
Updating Funds Management posting data and BCS budget data in the corresponding availability control ledgers is done on the
level of AVC control objects. This ensures that both budget data and commitment/actual data is updated for the same control
object and that in this way, budget consumption is controlled.
Updating “budget-consuming” posting data (actual and commitment postings) in the control objects of the AVC ledger occurs in
two successive derivation strategies. You start with the creation of a derivation strategy to derive budget addresses from the
corresponding posting addresses. You must rst de ne the assignment of posting addresses to budget addresses in a Budget
Structure .Next you de ne and assign a derivation strategy, which aggregates your budget addresses into the corresponding
control objects of availability control.
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By default, a 1:1 assignment is supported between the budget addresses of Funds Management and the control objects of the AVC
ledger. If you want to update the posting data or the BCS budget data of several budget addresses in an availability control object,
you must specify this by de ning and assigning a derivation strategy.
Account assignment derivation using the derivation tool
You de ne the account assignment of an availability control object by de ning a derivation strategy for the control object of an
AVC ledger. You use the derivation tool to de ne the derivation strategy. In a derivation strategy, you de ne the mapping of source
elds to target elds. The source and target elds are usually account assignment elements and other Funds Management
parameters.
You can summarize revenue and expenditure account assignments into one joint availability control object to allow for net-
balancing between revenues and expenditures.
You de ne a derivation strategy in the Customizing of Funds Management, under Budget Control System (BCS) →BCS
Availability Control → Settings for Availability Control Ledger → De ne Derivation Strategy for Control Objects.
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You can enhance the derivation strategy for control objects, by using the Business Add-In FMAVC_DERI_AFMA. You can nd more
information in the Customizing of Funds Management, under Budget Control System (BCS) → BCS Availability Control →
Business Add-Ins for Availability Control (BAdIs) → Enhance Account Assignment Derivation for AVC Control Objects .
Example
The following example shows the connection between posting addresses and budget addresses in Funds Management and the
corresponding availability control objects of the AVC ledger.
Deriving and updating availability control data
In the above example, the budget addresses A and B of Funds Management are grouped in the control object AB in the AVC ledger.
The two BCS derivation strategies are then as follows:
The budget data entered on the budget addresses is updated and summarized in the AVC ledger in control object AB according to
the derivation strategy de ned for the control object.
The two-step derivation of commitment/actual postings is depicted using the example of a purchase order for which posting is
carried out on posting address A1.
The corresponding budget address A is determined for the posted purchase order according to the derivation strategy de ned in
the budget structure for budget addresses.
Further updates of consumed amounts in the AVC ledger are based on the derivation strategy for control objects. The
corresponding control object AB is determined from the budget address determined in step 2a.
See Also
Account Assignment Derivation
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Index of Budget and Posting Addresses
Activity Groups for AVC

De nition
Activity groups “bundle” different posting transactions and facilitate the assignment of posting-speci c tolerance limits. Some
classi cations of commitment/actual postings in activity groups are, for example, the value type. or the CO business transaction.
 Example
For example, the values types 54 (invoice) and 57 (payment) of the component Financial Accounting are combined in activity
group 40 (actual postings).
Use
You need activity groups in order to properly set posting-speci c tolerance limits in tolerance pro les . You can de ne one or a
number of tolerance limits and the system activities resulting from them per activity group, if the speci ed tolerance limit is
exceeded.
 Caution
Activity groups only classify posting transactions for the assignment of speci c tolerance limits. But they do not, for instance,
determine which value types are updated in an availability control ledger.
SAP delivers a range of prede ned activity groups. You can also de ne additional user-speci c activity groups.
Overview of activity groups delivered by SAP
++ All groups
10 Earmarked funds
15 Forecast of revenues
20 Purchase requisition
30 Purchase order
40 Actual posting
60 Controlling posting
70 Trips
80 Payroll
90 Posted budget
95 Preposted budget
Integration
SAP delivers a prede ned derivation strategy which is used to assign commitment/actual postings to one of the above activity
groups.
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You can change this derivation strategy as required, for example, by assigning posting transactions to user-speci c activity
groups.
 Note
Note that the activity groups 90 (posted budget) and 95 (preposted budget) for checking budget data are not included in the
derivation strategy. Their assignments in the availability control ledger are preset.
See also:
You can nd more information on activity groups and maintaining the derivation strategy in the Customizing of Funds
Management under Budget Control System BCS Availability Control Activity Groups
Edit Activity Groups
Edit Derivation Strategy for Activity Groups
Tolerance Pro les

Use
In a tolerance pro le de ned in Customizing, you can specify individual tolerance limits (budget consumption/usage rates or
absolute variances), per ceiling type . You also specify tolerance limits for the validation points resulting from the ceiling type, as
well as availability control messages and event control information.
For this purpose and after selecting the desired ceiling type, you de ne a percentage usage rate or an absolute variance for the
availability check between the total budget consumption per control object and the entire consumable budget. You do this for a
speci c activity group or for all activity groups ( ++) and the associated reactions of availability control.
If you want to use absolute variances in your tolerance pro le, you must choose Usage rates and absolute variances allowed as
the pro le category and assign a currency to this tolerance pro le. This currency must be equal to the currency of your FM area.
Features
In Customizing, you must assign a default tolerance pro le to each AVC ledger that you are using, so that you can implement the
functions of availability control correctly. SAP delivers the standard tolerance pro le 1000 with a simpli ed default setting for two
tolerance limits (usage rate 90% and 100%) for all activity groups ( ++). You can enhance the standard pro le according to your
requirements or create additional tolerance pro les.
One or Multi-Level Tolerance Limits
You can de ne one or several tolerance limits per activity group in a tolerance pro le. You de ne multiple-level tolerance limits or
validation points for the various usage rates or absolute variances for the consumable budget to be checked.
Example of Multi-Level Tolerance Limits for Actual Postings (Activity Group 40)
Activity Group Usage rate % Message type AVC event
40 70 % Information
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40 85 % Warning Mail
40 100 % Error message
Message and Event Control
You can assign one of the three message types (information, warning or error message) to each validation point. This message
type is issued for AVC messages if a validation point is exceeded when a document is checked or posted.
You can also assign an event to each validation point with message type Information or Warning , which is triggered by AVC when
the document is posted.
As the “event” you can currently only choose to inform the budget manager via an email sent through SAPoffice (Business
Workplace). The budget manager is the person de ned as the funds center manager in the respective funds center of the control
object.
You can enhance the message and event control using the Business Add-In FMAVC_EVENT. You can nd more information in the
Customizing of Funds Management, under Budget Control System (BCS) → BCS Availability Control → Business Add Ins for
Availability Control → De ne Mail Recipient for Availability Control Check .
Overriding the Default Tolerance Pro le
You must assign a default tolerance pro le in the Customizing of Funds Management, under Budget Control System (BCS) →
BCS Availability Control → Settings for Availability Control Ledger → Assign Tolerance Pro les and Strategy for Control
Objects . The following applies:
If you do not specify a derivation strategy for tolerance pro les, availability control uses the settings of this default tolerance
pro le for all checks.
However, if you want to use the tolerance limits of another tolerance pro le for speci c control objects, you must de ne a
derivation strategy in theCustomizingof BCS Availability Control, under Settings for Availability Control → De ne Derivation
Strategy for Tolerance Pro les and assign this speci c derivation strategy in the IMG activity mentioned above ( Assign
Tolerance Pro les and Strategy for Control Objects )
Availability control then works with a speci c tolerance pro le in the cases where your derivation strategy assigns another
tolerance pro le, and with the default tolerance pro le in all other cases.
You can enhance the derivation strategy for tolerance pro les using the Business Add-In FMAVC_DERI_AFMT. You can nd more
information in the Customizing of Funds Management, under Budget Control System (BCS) → BCS Availability Control →
Business Add Ins for Availability Control → Enhance Derivation Strategy for Tolerance Pro le of AVC Ledger .
Parallel Processing: Relative Usage Rates and Absolute Variances
You can de ne tolerance pro les that simultaneously use consumption/usage rates and absolute variances for de ning tolerance
limits. In this case you must specify whether the lower or the higher value of both limits is to be taken into account by availability
control.
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In the IMG activity Edit Tolerance Pro les , you specify the following tolerance pro le settings: usage rate = 110%, absolute
variance = $1,000 and Take maximum tolerance from usage rate and absolute variance . With this de nition the system always
uses the upper limit of both de nitions. This means that, for a consumable budget of $8,000, you could post expenditures up to a
total amount of $9,000 by taking the value from the absolute variance (which is higher than the value of $8,800 calculated from
the usage rate = 110%). If the consumable budget was $11,000, then the system would allow you to post a budget consumption of
up to $12,100, by automatically selecting the higher tolerance value from the usage rate.
Activities
You de ne the settings of the tolerance pro le in Customizing of Funds Management under Budget Control System (BCS) → BCS
Availability Control
You rst de ne your tolerance pro les in the IMG activity Edit Tolerance Pro les .
If you want to assign speci c tolerance pro les per control object, de ne a strategy for them in the IMG activity De ne Derivation
Strategy for Tolerance Pro les .
You assign a default pro le and, if required, a derivation strategy for overriding this default tolerance pro le for each ledger you are
using in the IMG activity Assign Tolerance Pro les and Strategy for Control Objects .
See Also
Ceiling Types and Example: Earmarked Fund Document with Speci c Tolerance Limit
Example: Earmarked Funds Document with

Speci c Tolerance Limit
The following diagram illustrates how availability control reacts when a tolerance limit (checking point) in a tolerance pro le has
been reached (and exceeded) after a posting transaction, such as the posting of an earmarked funds document.
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The example illustrates how a created earmarked funds document is processed further by the system if availability control is
active when the budget is exceeded, according to the tolerance limit speci ed in the tolerance pro le. Before the earmarked funds
document is saved to the database, availability control is called in the background at the time of saving .
1. The earmarked funds documentdebits FM account assignment A with a commitment. In the account assignment
derivation of availability control, FM account assignment A is assigned to availability control object A in the ledger for
payment budget.
2. The posting value for the earmarked funds document is updated as a consumed amount for control object A and checked
against the consumable budget.
To what extent availability control reacts to this updated posting data depends on the settings in the tolerance pro le, in this case,
the settings of activity group 10. To keep the example simple, only one tolerance limit is de ned for activity group 10, which is
reached here at consumption/usage rate 90%.
In this example, the tolerance limit is exceeded when a further earmarked funds document is posted. This triggers the following
system reactions de ned for this tolerance limit:
1. The processor who wants to post the earmarked funds document receives a warning message indicating that the total
consumption has already reached (and exceeded) 90% of the consumable budget .
 Note
If a warning message is issued, the system allows the posting to be made. However, if an error message is issued, the
system rejects the earmarked funds document posting.
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2. The funds center manager is informed about the usage rate of more than 90% via SAPoffice (Business Workplace). This
manager receives an email at the time that the processor who received the warning message posted the earmarked funds
document .
Ceiling Types
Use
In normal budgeting and posting, availability control is set up to only limit the outgoing cash ow of an organization (for instance,
through expenditures in purchase orders or vendor invoices). This logic allows for accepting incoming cash amounts (for example,
through customer invoices) without limitations.
Using ceiling types, you can also maintain tolerance limits in your tolerance pro le to restrict incoming cash amounts .
The following graphic shows the normal logic in which availability control limits the outgoing ow of funds:
This diagram illustrates how availability control only restricts positive or normal expenditures. Negative expenditures, however,
which correspond to credits or revenues, are not limited.
If you also want to limit incoming amounts (such as revenues posted to a revenue account assignment or negative expenditures,
as in the diagram above ), you can set tolerance limits in your tolerance pro le using ceiling type Incoming amounts (see graphic
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below), in the IMG activity Edit Tolerance Pro les in BCS Availability Control.
With such tolerance limits, the system reverses its check logic. This means that a similar logic is applied for checking revenues as
for checking expenditures (see the example above). The graphic below illustrates the effect of AVC checking using tolerance limits
with ceiling type Incoming amounts :
 Note
Negative revenues from commitments/actuals correspond to positive or normal expenditures (see the rst graphic above).
In the above example, only inactive tolerance limits for ceiling type Outgoing amounts are de ned. This means that the system
accepts posted revenues only until the limit set by the revenue budget, but authorizes expenditures (or negative revenues from
commitments/actuals) without any limit. However, if you don’t want the system to authorize the posting of expenditures (=
negative revenues) to a revenue account assignment, you can combine tolerance limits for ceiling type Incoming amounts with
tolerance limits for ceiling type Outgoing amounts :
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Integration
Ceiling types are integrated with the availability control (AVC) functionality of the Budget Control System.
Prerequisites
The availability control functionality of the Budget Control System must be con gured in order to use ceiling types.
Features
By selecting a ceiling type for tolerance pro les, you have a exible tool for controlling the logic of availability checking, enabling
you to restrict the amounts of outgoing funds, incoming funds or both.
If you do not specify a tolerance limit with ceiling type Outgoing amounts for the activity group of a given transaction, the system
will automatically take the following standard check: error at budget usage rate 0% . However, there is no such standard check
with ceiling type Incoming amounts , if you do not specify any tolerance limit for incoming amounts. Therefore, if you do not want
to have checks with ceiling type Outgoing amounts , you must de ne tolerance limits with this ceiling type for all activity groups
(or for activity group ++), which are marked as Inactive.
Availability Control Ledger

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De nition
The availability control ledger (AVC ledger) is managed in a separate database area of the component Special Ledger (FI-SL).
Here, BCS budget data and commitment/actual data of Funds Management (FM) is updated to availability control objects (
control objects), which are derived from the speci c account assignment elements (budget and posting addresses) of the budget
or commitment/actual records.
Use
Availability control carries out the update and summarization of all Funds Management postings (commitment/actual data or
budget data) to be checked in an AVC ledger. In the standard system, two ledgers are supported: ledger 9H for the payment
budget and ledger 9I for the commitment budget. You can also create additional user-speci c ledgers.
Per default, that is, without a derivation strategy or with an empty derivation strategy, SAP supports a 1:1 derivation of Funds
Management budget addresses to the corresponding control objects of the AVC ledger (example: ledger 9H).
Availability Control Objects without a Derivation Strategy
 Note
The update of “budget-consuming” posting data (commitment/actual postings) in the control objects of the AVC ledger takes
place in two successive derivation steps. You start with the derivation of the budget address from the posting address of the
commitment/actual posting item, using the derivation strategy de ned in the BCS Budget Structure . Then the derivation of
the control object is applied to the budget address, which is assigned to the posting address from the budget structure.
If you want to update budget or commitment/actual data in the AVC ledger according to your own requirements, you can do this
using a derivation strategy for availability control objects.
The example below shows how the data from three budget addresses is summarized in one control object. Although this example
shows the derivation for budget addresses contained in one master data hierarchy, this is not relevant for the de nition of a
derivation strategy for availability control objects. In this way, you can also have data from hierarchy-independent budget
addresses summarized in one control object.
Summarization Using a Derivation Strategy
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You must assign a default tolerance pro le, as well as de ne the tolerance limits in this pro le, for each AVC ledger you want to
use. You do this in your FM area from a selected scal year onward. You can also use different tolerance pro les for particular
control objects. You then de ne and assign a derivation strategy for tolerance pro les, which overrides this default tolerance
pro le. For these particular cases, the tolerance settings of another tolerance pro le are then used for online AVC checks, instead
of the settings from the default tolerance pro le.
User-Speci c Availability Control Ledger
However, if the use of a single AVC ledger per budget category does not meet the requirements of your organization, you can
de ne additional user-speci c AVC ledgers. In this case, you work with a number of parallel AVC ledgers in one FM area/ scal year.
. In each ledger, the budgetand commitment/actual data from Funds Management can be summarized according to ledger-
speci c derivation strategies for control objects and for tolerance pro les. Each document to be posted has to pass the AVC
checks of all parallel AVC ledgers.
 Note
Note that using parallel activated availability control checks can have a negative effect on system performance. SAP
recommends that you do not use more than three or four AVC ledgers simultaneously.
You de ne user-speci c ledgers in the Customizing of Funds Management, under Budget Control System (BCS) BCS Availability
Control Settings for Availability Control Ledger Maintain Customer-Speci c Ledger for Availability Check .
See also:
Example: Parallel Availability Control Checks
Reconstruction of Availability Control Ledgers
Example: Parallel Availability Control Checks

The following example illustrates how you can carry out parallel availability control checks using two AVC ledgers. To each AVC
ledger, you can assign individual tolerance pro les and an individual derivation strategy for the account assignment derivation of
availability control objects.
In this case, it is required that the total available budget of an organization should be checked at the top level, up to a maximum of
100% consumption. When this tolerance limit is reached, additional postings are prevented by the system and an error message is
issued. A warning message should be issued if the consumption level reaches 90%. In this example, all budget addresses are
summarized in one control objectin Strategy I. The total budget distributed among all three account assignments (budget
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addresses) is checked in a single control object. The consumption of an individual budget address is not relevant, since only the
total of all account assignments is checked.
This does not apply to the individual departments represented in this example by the three budget addresses. In individual cases,
it should be possible for the system to prevent additional postings when a consumption of 130% is reached. A warning message is
issued when 100% is reached. This occurs in Strategy II below, where there is a corresponding control object for each budget
address (this derivation strategy corresponds to the default strategy applying a 1:1 assignment for the derivation of the control
object).
Parallel Availability Control
Note that in the example above, the assignments of posting addresses to budget addresses are not included, in order to simplify
the procedure. The FM account assignments used represent posting addresses as well as budget addresses. You can nd more
information on the assignment of posting addresses t o budget addresses in Account Assignment Derivation in BCS .
Filter Settings for Availability Control

Use
In the AVC lter settings, you de ne the budget values considered as the “consumable budget” that is intended to cover budget
consumption through commitment/actual data. You can also exclude commitment/actual data from the FM update to be treated
as consumed amounts.
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In the lter settings for budget values, you de ne which budget or release data is updated in the AVC ledger, which in this way
de nes the consumable budget. Here you select the budget version, determine whether you want to work with preposted budget
or not, and choose between the following basic options:
Availability control uses fund-speci c de nitions of BCS budgeting. This enables you to specify whether releases or
speci c budget types determine the scope of the “consumable budget”.In this case, AVC uses the Customizing settings of
Funds Management under Budget Control System (BCS) Budgeting Basic Settings De nition of Budget Data ,
sections Budget Types and Budget Releases .This option is used as the default de nition, unless you explicitly select the
second option below.
AVC uses a ledger-speci c selection of budget types.In this case, you cannot make a fund-speci c selection of budget
types, nor are releases are taken into account.The Customizing settings under Budgeting Basic Settings De nition of
Budget Data , are ignored. Availability control exclusively bases the de nition of the “consumable budget” on budget data
(and not on releases ), allowing for a ledger-speci c selection of budget types.If you do not de ne any budget types as
consumable budget, all budget data posted in Funds Management is updated in availability control. However, if you select
budget types, this restricted selection applies.
 Example
You can control the release of budget amounts during the scal year, for each quarter for example, through different
budget types, or through a release scenario offered by BCS budgeting.
When you make lter settings for commitment/actual values, you can exclude value typesfrom the FM update from availability
control. This means that these excluded value types do not contribute to the de nition of the consumed amount that has to be
covered by the consumable budget.
Per default, if you do not specify lter settings for commitment/actual values, the system automatically takes all budget-relevant
(that is, non-statistical) commitment/actual values from the FM update into account for availability control.
 Caution
As far as possible, you should exclude only the value types that are at the start of a chain of commitment documents (for
example, purchase requisitions, funds reservations, purchase orders and so on), but not cash-relevant value types, such as
invoices or payments.
When excluding a given value type, you must also exclude all other value types of earlier steps in the commitment chain. For
example, if you exclude funds precommitments, then you must exclude at least funds reservations, too.
Example
If you want to distinguish "soft" commitments, such as purchase requisitions and funds reservations, from “hard” commitments
(that is, other commitments and actuals), you can use separate tolerance limits or budget values to de ne the consumable
budget. You carry this out by setting up two separate availability control ledgers and de ning lter settings for commitment/actual
values as follows:
Standard ledger (for example, 9H) for “hard” checks: De ne lter settings that exclude all "soft" commitments according
to your de nition. Then assign normal tolerance pro les (for example, with an error at usage rate 100%) and if applicable,
de ne lter settings for budget values according to your needs.
Customer-de ned ledger for "soft" checks: You do not de ne any lter settings for commitment/actual values for this
ledger, but assign tolerance pro les with "soft" limits (for example, warning at usage rate 100%) or de ne lter settings for
budget values that result in higher amounts of the consumable budget.
Integration
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In BCS budgeting, you can also change the amount of the consumable budget, as de ned in the lter settings for budget values,
by transferring budget data from one budget type to another or by releasing budget data. For more information, see Transfer
Postings Between Budget Types and Budget Releases .
Features
If – when making the lter settings for budget values – you want to base the de nition of the consumable budget on the active
budget version (in general, this is version 0), you should leave the eld Version empty. Only enter a value if you want to check
actual/commitment data against another budget version.
You can specify that only posted budget, or preposted and posted budget, should be updated in the AVC ledger. If you also update
the preposted budget, only preposted budget documents that lower the consumable budget are included in the de nition of the
consumable budget (principle of prudence).
If you do not enter any lter settings for budget values, then the system takes the following default de nitions:
Active budget version
Preposted and posted budget
Fund-speci c de nitions of the consumable budget (budget or releases) taking into account the Customizing de nition in
the IMG activities under BCS Budgeting Basic Settings De nition of Budget Data.
You can also set up your own AVC ledgers for the purpose of budget consistency checks in the Customizing of BCS Availability
Control, under Settings for Availability Control Ledger , IMG activities Maintain Customer-Speci c Ledger for Availability Check
and De ne Filter Settings for Budget Values . This means that you can have the system check budget values (instead of
commitment/actual data) against your consumable budget. In such cases, you can also de ne budget values as consumed
amounts (in addition to the usual de nition of the consumable budget ) in the IMG activity De ne Filter Settings for Budget
Values .
Activities
You de ne these lter settings in the Customizing of Funds Management, under Budget Control System (BCS) BCS Availability
Control Settings for Availability Control Ledger De ne Filter Settings for BudgetValues and De ne Filter Settings for
Commitment/Actual Values .
Note the following for the enhancing or changing of lter settings:
You can enhance the lter settings for budget values and for commitment/actual values using the Business Add-In
FMAVC_ENTRY_FILTER . You can nd more information 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.
If you change lter settings for an AVC ledger, you must reconstruct it using transaction FMAVCREINIT. See also:
Reconstruction of Availability Control Ledgers .
Checking Horizon for Availability Control

Use
Using the checking horizon, you can specify whether availability control should perform checks on annual data or on overall data.
Annual check: only budget data and commitment/actual data of a given scal year are taken into account for AVC checks.
Overall check: budget data and actual/commitment data of all scal years are totalled up for AVC checks.
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You can choose between the following options:
AVC evaluates the master data information of the fund, as de ned in the Funds Management master data section (column
Budget Scope from the fund type de ned in Customizing), in order to assign the value of the checking horizon.
AVC takes a ledger-speci c default value for the checking horizon and ignores the master data information of the fund. This
default value can be overridden by de ning a derivation strategy for the checking horizon.
 Caution
The value of the checking horizon is always assigned at the level of the control object. For example, the fund value of the
posting or budget address from which the control object is derived is never relevant for this assignment.
Integration
If possible, choose the rst option for standard AVC checks and use the fund master data information to assign the desired value
of the checking horizon. You de ne your fund types in the Customizing of Funds Management, under Master Data Account
Assignment Elements Fund Create FM Fund Types , and yourfunds in the SAP menu of Public Sector Management, under Funds
Management Master Data Account Assignment Elements Fund Create .
Features
The system automatically selects Checking horizon is entirely de ned in fund master data , unless you specify a ledger-speci c
entry in the Customizing of BCS Availability Control.
Activities
You de ne the assignment of the checking horizon for availability control in the Customizing of Funds Management, under Budget
Control System (BCS) BCS Availability Control Settings for Availability Control Ledger Specify Checking Horizon .
AVC Monitors Used in Reporting

Use
BCS availability control (AVC) has the following monitoring transactions, enabling you to carry out evaluations and reporting for
your AVC data.
FMAVCR01 : Display Annual Values of Control Objects
Use this to display the annual values for your control objects.
FMAVCR02 : Display Overal Values of Control Objects
Use this to display the overall values for your control objects (that is, for all years since AVC activation).
FMAVCDIFF : Display Availability Control Discrepancies
Use this to identify where any inconsistencies arise between AVC data and Funds Management (FM) totals records and to
analyze those inconsistencies.
Prerequisites
See the Prerequisites section under BCS Availability Control .
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Features
You can access the monitoring transactions from the Easy Access menu by choosing Accounting Public Sector
Management Funds Management Information System Totals Records Budget Control System (BCS) Availability
Control,then selecting the report you require.
The reports work as follows:
Display Annual Values of Control Objects
With this report you can display the hierarchy of availability control objects, such as budget addresses and posting
addresses, as well as annual AVC values for speci c account assignments.
The report displays the hierarchy of control objects, containing budget and posting address. The selection is
determined by derivation strategies for availability control and the budget structure. For each hierarchy node, the
annual values of Consumable Budget, Consumed Amount and the difference between these two values (the
Available Amount ) for a selected AVC ledger are output.
Display Overall Values of Control Objects
With this report you can display the hierarchy of availability control objects, such as budget and posting addresses,
as well as overall AVC values f or speci c account assignments.
For each control object selected, the report displays the overall values of the Consumable Budget , Consumed
Amount and the difference between these two values - the Available Amount - for a selected AVC ledger.
Display Availability Control Discrepancies
With this report, you can detect inconsistencies between AVC totals and FM updatetotals. You can then reconstruct
the AVC data using transaction FMAVCREINIT .
You can run this report as a regular batch job. If inconsistencies occur, you must analyze transactions occurring
since the last batch job and this one to identify their source.
See the system documentation on each report for more information.
Reconstruction of Availability Control

Ledgers
Use
Using this function you can reconstruct or “reinitialize” commitment/actual data from Funds Management update (consumed
amounts) and BCS budget data (consumable budget), which was updated in the availability control ledger (AVC ledger) using
transaction FMAVCREINIT.
The reinitialization of an availability control ledger is carried out in two steps:
1. The existing data of the updated FM commitment/actual or BCS data is deleted in the corresponding AVC ledger (table
FMAVCT) .
2. The AVC ledger is reconstructed when the system reads the relevant posting data from the Funds Management update or
from BCS budgeting.
 Note
You must reconstruct your AVC ledgers if you change the Customizing settings for availability control. This is usually the
case if you have activated a new AVC ledger, or have changed the lter settings for budget or commitment/actual values
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or the account assignment derivation of control objects. If you work with automatic cover eligibility rules in BCS, you
must also reconstruct your AVC ledgers in the following cases:
if you have added a budget address to an automatic cover group
if you have removed a budget address from an automatic cover group.
For more information on the conditions requiring reconstruction, see Note 725266.
Features
Note that if you reconstruct an AVC ledger, this results in a data transfer between Funds Management commitment/actual update
and BCS budgeting as the data sources on one side, and the AVC ledger (FI Special Ledger), on the other side. You can in uence
the program run using the appropriate settings.
Restricting the Volume of Data
The volume of AVC ledger data updated can be restricted by only running the program for certain fund values or for the AVC
ledgers affected and/or by de ning the record types (consumable budget and/or consumed amounts) to be re-initialized.
Parallel Processing with a Number of Application Servers
You can maximize performance by transferring update tasks on various servers working in parallel. For more information on
parallel processing, see:
Implementing Parallel Processing
De ning RFC Groups for Parallel-Processed Jobs
Activities
You reconstruct availability control ledgers in the Funds Management menu under Budgeting Budget Control System (BCS)
Tools Availability Control Reconstruct(transaction FMAVCREINIT).
For more information, see the program documentation.
Availability Control for Revenue Account

Assignments
Use
The following examples illustrate the system behavior if you want to carry out active availability control (AVC) for revenue account
assignments:
 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 pro le to these control objects in the derivation strategy for tolerance pro les. In an “inactive” tolerance
pro le, there is at least one line for the ceiling type Outgoing Amounts , and all lines are agged as “inactive”.As an alternative
solution, you can implement the Business Add-In FMAVC_ENTRY_FILTER and specify that budget records and
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commitment/actual records containing revenue account assignments are to be excluded from being updated in the AVC
ledgers. You can nd 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.
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 pro le used for the checks. If
the tolerance pro le 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 pro le 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 .
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 in uence 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
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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
If you work with a tolerance pro le 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 de ned, then
availability control will behave in the following way:
a. 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.
b. 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.
c. 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.
Example 2
Now the behavior of availability control is regarded for a tolerance pro le 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 simpli ed 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:
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For the sake of simplicity, assume that the tolerance pro le 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 rst 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 rst 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.
Revenue-Based Expenditure Control

Use
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Using Revenue-Based Expenditure Control(RBE), you can perform a further availability control check in which FM
commitment/actual documents consuming expenditure budget are checked against FM commitment/actual documents
consuming revenue budget.
This enables the posting of FM documents consuming expenditure budget only if FM posting documents consuming revenue
budget were previously posted with a sufficient amount.
 Note
The commitment item category, which is maintained in the commitment item master record, is used to distinguish FM
documents consuming revenue budget from those consuming expenditure budget.
Prerequisites
The following Customizing prerequisites apply:
1. You must have de ned a customer-speci c availability control ledger to be used for revenue-based expenditure control.
2. You must have de ned a derivation strategy for availability control objectswith the following contents:
all budget addresses must be aggregated at the fundlevel, enabling RBE to be performed at the fund level of the
availability control objects. This means that budget addresses with the same fund are always assigned to the same
control object.
3. You must have de ned a tolerance pro le in which the tolerance limits are inactive. The following steps must subsequently
also have been carried out:
You de ned a derivation strategy for the tolerance pro les, in which you assigned the previous tolerance pro le to
all fund types which are not RBE-relevant.
You assigned the standard tolerance pro le to the fund type used in RBE.
4. You must have assigned the derivation strategies for control objects and tolerance pro le to your customer-speci c
availability control objects for RBE.
5. Finally, you must have activated availability control for your control ledger in Customizing.
Activities
The activities involved in Revenue-Based Expenditure Control are carried out mainly in Customizing, menu Funds Management
Government Budget Control System Availability Control Other Settings for Availability Control:
1. In the IMG activity Commitment/Actual Values: De ne Filter for Revenue-Based Expenditures , you de ne the AVC lters
for commitment/actual values for RBE. This user-de ned set of lters represents a combination of value types with
speci c business transactions, such as invoice or payment processing. Here, you also specify whether the lter should be
used for revenue operations or for expenditure operations.
2. You must then assign these AVC lters to an availability control ledger, scal year and fund type in the second IMG activity
in the second IMG activity Assign Revenue-Based Expenditure Settings to Availability Control Ledger . Here you:
De ne the actual settings for revenue-based expenditure control, including the fund type to be used
Assign them to an AVC ledger.
3. In the IMG node for Business Add-Ins , you must create your implementation for the Business Add-In
FMAVC_ENTRY_FILTER, Enhance Filter Settings for Availability Control , by copying the sample coding.
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Features
SAP delivers the following six standard lters:
01 "Funds Reservation" is a lter for expenditure operations, which lters all FM earmarked funds, invoices and payments
consuming expenditure budget for the RBE control ledger.
02 "Funds Precommitment" is a second lter for expenditure operations, which lters all FM earmarked funds starting at
the precommitment level, including invoices and payments consuming expenditure budget for the AVC ledger for RBE.
 Caution
If you use this lter in your settings, funds reservations will not be checked.
03 "Funds Commitment" is a third lter for expenditure operations, which lters all FM earmarked funds starting from the
commitment level, invoices and payments consuming expenditure budget for the AVC ledger for RBE. Funds reservations
and precommitments are not checked using this lter.
04 "Forecast of Revenue" is a lter for revenue operations, which lters all forecasts of revenue, invoices and payments
consuming revenue budget for the AVC ledger for RBE.
05 "Invoice" is a second lter which can be used for revenue or expenditure operations, which lters all invoices and
payments for the AVC ledger for RBE. Earmarked funds are not checked using this lter.
06 "Payment" is a third lter which can be used for revenue or expenditure operations, which lters all payments for the
AVC ledger for RBE. Earmarked funds and invoices are not checked using this lter.
 Note
You cannot use this lter if payments are updated in Funds Management via program RFFMS200, because this program
does not access the BCS availability control functions.
Example
You want to use the lter "02 – Funds Precommitments" as a lter for expenditure operations and "05 - Invoices" as a lter for
revenue operations. These settings are valid for a given fund type and scal year.
This means that all earmarked funds documents (with the exception of funds reservations), invoices and payments consuming
expenditure budget will be checked against invoices and payments consuming revenue budget, with the following result:
If you post a forecast of revenue, this will be ltered out in the AVC ledger for RBE. You can now no longer post any
documents consuming expenditure budget (with the exception of funds reservations).
You now post an invoice consuming revenue budget of $100. This means that you can post funds precommitments, commitments,
invoices and payments (with the above exception) up to $100. You can also post a funds reservation, because it will not be
checked and will not consume the $100.

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BCS Availability Control

Overview of Availability Control

Using BCS availability control, you can:

De ne the budget values or relases to be used to cover budget consumption

Set activity-speci c tolerance limits

Carry out multi-level activation of availability control procedures

Use of a number of availability controls implemented in parallel

AVC Filter Settings

Tolerance Pro les

Availability Control Objects

Activation Status of Availability Control

Availability Control for Automatic Cover Eligibility Rules

Availability Control Object

Account assignment derivation using the derivation tool

Deriving and updating availability control data

Activity Groups for AVC

Overview of activity groups delivered by SAP

Edit Activity Groups

Edit Derivation Strategy for Activity Groups

Tolerance Pro les

One or Multi-Level Tolerance Limits

Activity Group Usage rate % Message type AVC event

40 100 % Error message

Message and Event Control

Overriding the Default Tolerance Pro le

Parallel Processing: Relative Usage Rates and Absolute Variances

Example: Earmarked Funds Document with

Availability Control Ledger

Availability Control Objects without a Derivation Strategy

Summarization Using a Derivation Strategy

User-Speci c Availability Control Ledger

Example: Parallel Availability Control Checks

Reconstruction of Availability Control Ledgers

Example: Parallel Availability Control Checks

Parallel Availability Control

Filter Settings for Availability Control

Active budget version

Preposted and posted budget

Note the following for the enhancing or changing of lter settings:

Checking Horizon for Availability Control

AVC Monitors Used in Reporting

FMAVCR01 : Display Annual Values of Control Objects

FMAVCR02 : Display Overal Values of Control Objects

FMAVCDIFF : Display Availability Control Discrepancies

The reports work as follows:

Display Annual Values of Control Objects

Display Overall Values of Control Objects

Display Availability Control Discrepancies

See the system documentation on each report for more information.

Reconstruction of Availability Control

The reinitialization of an availability control ledger is carried out in two steps:

if you have added a budget address to an automatic cover group

if you have removed a budget address from an automatic cover group.

Restricting the Volume of Data

Parallel Processing with a Number of Application Servers

Implementing Parallel Processing

De ning RFC Groups for Parallel-Processed Jobs

For more information, see the program documentation.

Availability Control for Revenue Account

Revenue-Based Expenditure Control