User Manual: CAPEX BUDGET Project: LAKSHYA Author: B RAMESH

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Index
1 2 3 4 5 6 7 8 9 10 CREATION OF INTERNAL ORDER ................................................................................................................. 3 ASSIGNING INTERNAL ORDER IN ASSET MASTER .................................................................................. 8 MAINTAIN BUDGET FOR INTERNAL ORDER ............................................................................................. 9 ACTIVATE AVAILABILITY CONTROL ........................................................................................................ 10 CREATION OF PURCHASE ORDER .............................................................................................................. 11 RELEASE OF PURCHASE ORDER ................................................................................................................. 14 GOODS RECEIPT FOR ASSET......................................................................................................................... 16 BUDGET DISPLAY AFTER GR ........................................................................................................................ 21 BUDGET REPORT .............................................................................................................................................. 21 INVOICE VERIFICATION ................................................................................................................................ 22

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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 Transaction Code Accounting Controlling Internal Orders Master Data Special Functions Order Create KO01

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Select Menu Item Extras, then select Create Complete Asset

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Select required asset class and Plant. Then go to Control Data tab of Internal order creation and click on release button.

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Save the internal order

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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 Transaction Code Accounting Financial Accounting Fixed Assets Asset Change AS02

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Save the Asset Master.

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 Transaction Code Accounting Controlling Internal Orders Budgeting Original Budget KO22

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Save the Budget.

Activate Availability Control

Once Budget is maintained, activate the availability control using transaction code KO30.
Menu path Accounting Controlling Internal Orders Budgeting Availability Control

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Transaction Code

KO22

Avaialability control can be done for single order or multiple orders at a time. Click on execute button.

Creation of Purchase Order

Capex purchase order has to be created with purchase document type ZAST using transaction code ME21N.
Menu path Transaction Code Logistics Materials Management Purchasing Purchase Order Create ME21N

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Check Amount Entered

Account Assignment Category Asset master created above for which After entering all check has to A has to select. the information in purchase , click on iconmaintained Button. be budget has been inserted. error message: Once it has been clicked, system will give the below

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.

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PO Value > 90% of Budgeted Amount

Save the Purchase Order.

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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.

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Menu path Transaction Code

Logistics Materials Management Purchasing Purchase Order Release ME29N

Click on pencil mark in order to release.

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Goods Receipt for Asset

Once purchase order is released, Goods Receipt can be processed using transaction code MIGO.
Menu path Transaction Code Logistics Materials Management Purchasing Purchase Order Follow-On Functions MIGO - Goods Receipt MIGO

Insert PO number

Tick check box Item OK

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Click on Post Button

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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:

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Click on FI documents Icon

Display of Accounting Document:

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Display of Asset Transaction:

Display of Controlling Document:

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Budget Display after GR

Once Goods receipt is posted, Commitment of Budget will be updated. Budget can be displayed using transaction code KO23.
Accounting Controlling Internal Orders Original Budget KO23

Menu path Transaction Code

Budgeting

Budget Report

Budget Reports can be displayed using the transaction code S_ALR_87013019 List: Budget/Actual/Commitments.
Menu path Transaction Code Accounting Controlling Internal Orders Information System Reports for Internal Orders More Reports S_ALR_87013019 - List: Budget/Actual/Commitments

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Click on Execute Button

10

Invoice Verification

Once Goods receipt is done for Asset, Vendor Invoice can be posted using transaction code MIRO.
Menu path Transaction Code Logistics Materials Management Logistics Invoice Verification Document Entry MIRO

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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.

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

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

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

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