Bd Fico Capex Budget User Manual

Internal & Confidential

User Manual: CAPEX BUDGET

Project: LAKSHYA

Author: B RAMESH


Index 1 CREATION OF INTERNAL ORDER ................................................................................................................. 3

2 ASSIGNING INTERNAL ORDER IN ASSET MASTER .................................................................................. 8

3 MAINTAIN BUDGET FOR INTERNAL ORDER ............................................................................................. 9

4 ACTIVATE AVAILABILITY CONTROL ........................................................................................................ 10

5 CREATION OF PURCHASE ORDER .............................................................................................................. 11

6 RELEASE OF PURCHASE ORDER ................................................................................................................. 14

7 GOODS RECEIPT FOR ASSET ......................................................................................................................... 16

8 BUDGET DISPLAY AFTER GR ........................................................................................................................ 21

9 BUDGET REPORT .............................................................................................................................................. 21

10 INVOICE VERIFICATION ................................................................................................................................ 22


1 Creation of Internal Order

In order to maintain budget, first internal order has to be created using order type Z600 using transaction code “KO01”. Controlling area is 1000.

Menu path Accounting ® Controlling ® Internal Orders ® Master Data ®

Special Functions® Order ®Create

Transaction Code KO01


Select Menu Item “Extras”, then select Create Complete Asset


Select required asset class and Plant.

Then go to Control Data tab of Internal order creation and click on release button.


Save the internal order



2 Assigning Internal Order in Asset Master

Select the Asset created through above process and assign internal order in origin tab of asset master using transaction code “AS02”.

Menu path Accounting ® Financial Accounting ® Fixed Assets ®Asset ®

Change

Transaction Code AS02


Save the Asset Master.

3 Maintain Budget for Internal Order

Once Internal Order is created and assigned in Asset Master, then maintain the budgeted amount for internal order using the transaction code “KO22”.

Menu path Accounting ® Controlling ® Internal Orders ® Budgeting ®

Original Budget



Save the Budget.

4 Activate Availability Control

Once Budget is maintained, activate the availability control using transaction code “KO30”.

Menu path Accounting ® Controlling ® Internal Orders ® Budgeting ®

Availability Control



Avaialability control can be done for single order or multiple orders at a time.

Click on execute button.

5 Creation of Purchase Order

Capex purchase order has to be created with purchase document type “ZAST” using transaction code “ME21N”.

Menu path Logistics ® Materials Management ®Purchasing ® Purchase

Order ® Create

Transaction Code ME21N


After entering all the information in purchase , click on icon check Button.

Once it has been clicked, system will give the below error message:

Note: As the budget amount maintained is Rs. 1,00,000 and amount entered in purchase order is Rs.1,20,000, system will not allow to save the purchase order.

Now amount has been modified to save the purchse order.

Once budget amount exceeds 90%, system will give warning message, but , it allows to save the purchase order.

Account Assignment Category “A” has to select.

Asset master created above for which budget has been maintained has to be inserted.

Check Amount Entered


Save the Purchase Order.

PO Value > 90% of Budgeted Amount


6 Release of Purchase Order

Purchase Order has to be released using transaction code “ME29N” in order to process further. At present there are two level release strategies.


Menu path Logistics ® Materials Management ®Purchasing ® Purchase Order ® Release

Transaction Code ME29N

Click on pencil mark in order to release.


7 Goods Receipt for Asset

Once purchase order is released, Goods Receipt can be processed using transaction code “MIGO”.

Menu path Logistics ® Materials Management ®Purchasing ® Purchase

Order ® Follow-On Functions ®MIGO - Goods Receipt

Transaction Code MIGO

Insert PO number

Tick check box Item OK


Click on Post Button


Note: Three Documents will be generated, one is material document, second one is FI dcoument and another one is Asset document.

Display of Material Document:


Display of Accounting Document:

Click on FI documents Icon


Display of Asset Transaction:

Display of Controlling Document:


8 Budget Display after GR

Once Goods receipt is posted, Commitment of Budget will be updated. Budget can be displayed using transaction code “KO23”.

Menu path Accounting ® Controlling ® Internal Orders ® Budgeting ® Original Budget


9 Budget Report

Budget Reports can be displayed using the transaction code “S_ALR_87013019 - List: Budget/Actual/Commitments”.

Menu path Accounting ® Controlling ® Internal Orders ® Information

System ® Reports for Internal Orders® More Reports

Transaction Code S_ALR_87013019 - List: Budget/Actual/Commitments


10 Invoice Verification

Once Goods receipt is done for Asset, Vendor Invoice can be posted using transaction code “MIRO”.

Menu path Logistics ® Materials Management ®Logistics Invoice

Verification ® Document Entry

Transaction Code MIRO

Click on Execute Button


After entering invoice date,reference,Purchase order number, press Enter, system will automatically display details of PO,then enter amount in amount field. After that click on Simulate button.


If accounting document shown is OK, then click on Post Button.


Note: Two Documents will be generated, one is Material Document and another one is Accounting Document.

Display of Documents:


Click on Follow on docs button, in order to see accounting document.
