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PSM_FM_EBR_ACTVAL - Activate Validation

PSM_FM_EBR_ACTVAL - Activate Validation

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This validation imposes a restriction regarding the sending limit of a Commitment Item. The rules can be defined in the BRFplus decision (Sending Rules Table) table and you can define the following types of sender limits (budget process Send):

  • Fixed limit:You can define a fixed limit for transfer of budget between commitment items, for example, EUR 2,000. The limit applies to the current fiscal year.
  • % Limit Curr. Year (also for Year -1, for Year -2, for year -3 and for Year -4): You can specify a percentage (%) of the total budget as the upper limit for transfer of budget between commitment items that spans the current fiscal year as well as the previous 4 (four) years. If no percentage value is inserted in a given year, that year is not factored in to the calculation.

Rules are defined at commitment item level and from a sender perspective. For example, if a rule specifies that commitment item 101 can transfer 10% of the current budget to commitment item 102, the limit applies to transfers from commitment item 101 to 102. Amounts received by commitment item 102 are not taken into account.

The following settings can be defined for this validation:

  • Validation ID:shown in the error message when a transfer limit has been reached.
  • FM Area:Financial Management Area for which the validation will be applied
  • Filter ID:defines one or several Versions, Budget Categories and Years for which the validation will be applied. Define in Define Filter
  • Configuration ID:defines what Version and Budget Types are taken into consideration when calculating yearly budget and previous transfers. Define in Define Configuration
  • Budget Key Source:defines whether the budget key that is taken into consideration when calculating yearly budget and previous transfers is the one from the document being posted in FMBB or from the rule defined in the BRFplus decision table.
  • Rule not found:defines if the transfer is still allowed when no rules are found
  • Inactive:when check the validation will not be executed

  • Fixed limit:For this type of limit, the previous transfers for that year for the pair of Commitment items are retrieved. If the previous transfers, plus the value that the user is trying to post is greater than the limit, an error message is shown and the document is not allowed to be posted.
  • % Limit Curr. Year (also for Year -1, for Year -2, for year -3 and for Year -4): in this case, the system uses the following formula: Total limit = (% Limit Curr. Year * Budget for current Year) + (% Limit for Year -1 * Budget for Year -1) + (% Limit for Year -2 * Budget for Year -2) + (% Limit for Year -3 * Budget for Year -3) + (% Limit for Year -4 * Budget for Year -4). Then the system sums all the transfers for the years that have limits defined and for the pair of commitment items being checked. If the sum of those transfers plus the sum trying to be posted in FMBB is greater than the limit, an error message is issued and the document is not allowed to be posted.

Please also take into consideration that:

  • Only Posted documents are taken into consideration when calculating both the budget and the current transfers.
  • Current budget is based on processes: ENTER, SUPPLEMENTand RETURN
  • Previous transfers are based on process: SEND.
  • Users with permission related to the authorization object F_GENFM_EB, have extra information in the error messages regarding the current budget and the limit.
  • The budget key used when retrieving the current budget and the previous transfers can come from the FMBB document or from the rule. In both cases if one of the dimensions is empy, the calculations will be made for all values of that dimension (i.e. if the budget key used is the one from the rule and the rule has no Funds Center defined, the current budget for the specific Commitment Item will be calculated taking into consideration all Funds Center).
  • For the following settings: FM Area, Budget Category and Commitment Item Sender, values from the Document being checked/posted in FMBBare always used.
  • For the following settings: Budget Version and Budget Type, the configuration settings are used Activate Validation. If no configuration ID is defined, the version used for all years is the one defined in the Document in FMBB and all Budget Types are taken intol.

More than one validation for the Sender Limits can be defined at the same time. In such scenarios all the validations whose filters conditions apply will be run. Please take into consideration that when several validations run at the same time there can be performance issues. Due to that fact we recommend to use the filters setting to limit the scope of the validations, to have for example one active validation per year.

Among other factors (such as the number of previous documents posted), the performance of the solution is mainly influenced by:

# Document Lines x # Validations that apply x # rules that apply x # limits defined in each rule

For a better performance we recommend to:

  • If the Document has many Sender and Receiver lines, try to separate it into different documents
  • Have only one active validation per year. This can be done by using the filters
  • Try to avoid generic rules (fill in all the possible fields and mainly avoid leaving the Commitment Items columns empty)

If there is at least one validation active for a specific FM Area, the following limitations are imposed to every Transfer Budget document that is being checked/posted in FMBB:

In the Commitment Item Senders list cannot exist a Commitment Item with different budget keys. The same is applied for the Receivers' list. e.g. Document Line 1: Commitment Item 101, Functional Area 0001, Sending 10 EUR; Document line 2: Commitment Item 101, Functional Area 0002, Sending 20 EUR.

A possible solution to mitigate this limitation can consist in separating the transfer between different documents.

In the same document, there cannot exist Commitment Items with different Fiscal Years.

In addition, in order to bypass the check you can also:

Or, a user with the appropriate permissions can:

The Sender Limits' validation is performed every time that:

  • Switch FMLOCGEN_SFWS_04is active
  • A user checks or posts a Transfer document in transaction FMBB
  • The filter conditions apply (if no filter is defined, the validation will be applied for all conditions)
  • The Document Type is not defined for Workflow bypass

  1. Insert a new entry by choosing 'New Entries'
  2. Define a Validation ID, FM Area, Filter ID (optional), Configuration ID (optional), Budget Key Source and R. Not Fnd.

You want to ensure that for the Financial Management Area '0001', for Fiscal Year 2013, Commitment Item 101 can only send 100.000€.

In order to do that, first edit the rules table accordingly (Edit Rule), afterwards create the following entry:

Validation ID: LIMITS_VAL1
FM Area: 0001
Filter ID: FilterID1 (previously created filter for year 2013)
Configuration ID: (leave empty)
Budget Key Source: in this case both options are valid
R. Not Fnd: again, both options are be valid
Inactive: (make sure it is unchecked)






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