How To Fix GMAVC004 - Annual budget of &2 exhausted for document item &1

SAP Error Message - Details

• Message type: E = Error

• Message class: GMAVC - Message class for Grant Management AVC

• Message number: 004

• Message text: Annual budget of &2 exhausted for document item &1

What causes this issue?

The annual budget of the availability control ledger &V2& has been
consumed for the document item &V1&. Availability control on outgoing
amounts raised this message for the following combination of
availability control ledger, fiscal year, and control object:
&V3&&V4&
<ZH>Note:</> The control object is defined for a grant/fund/sponsored
program/sponsored class/budget time slice.
DEFINE &N& = '004'
INCLUDE GMAVC_ANNUAL_MESSAGE_EXT

System Response

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

How to fix this error?

Procedure for System Administrators

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message GMAVC004 - Annual budget of &2 exhausted for document item &1 ?

  The SAP error message GMAVC004 indicates that the annual budget for a specific budget item has been exhausted. This error typically occurs in the context of budget management within the SAP system, particularly when working with the Public Sector Management (PSM) or Controlling (CO) modules.
  Cause:
  The error message GMAVC004 is triggered when:
  
  A transaction attempts to post an expense or commitment that exceeds the available budget for the specified budget item.
  The budget for the fiscal year has already been fully allocated or spent, and no further expenditures can be processed against that budget item.
  
  Solution:
  To resolve the GMAVC004 error, you can take the following steps:
  
  
  Check Budget Availability:
  
  Review the budget for the relevant budget item (identified by &2 in the error message) to confirm whether it has indeed been exhausted.
  Use transaction codes like S_ALR_87013558 (Budget Availability) or FMAVCR01 (Budget Control System) to check the budget status.
  
  
  
  Adjust the Budget:
  
  If the budget is exhausted, consider increasing the budget allocation for the relevant budget item. This can be done through the budget adjustment process, which may require appropriate approvals.
  Use transaction codes like FMBB (Budgeting: Change) to modify the budget.
  
  
  
  Reallocate Funds:
  
  If possible, reallocate funds from other budget items that have surplus amounts to the exhausted budget item.
  
  
  
  Review Commitments:
  
  Check if there are any outstanding commitments that may be consuming the budget. If there are commitments that can be canceled or reduced, this may free up budget space.
  
  
  
  Consult with Finance Team:
  
  If you are unsure about how to proceed or if you do not have the necessary permissions to adjust the budget, consult with your finance or budget management team for guidance.
  
  
  
  Related Information:
  
  Budget Control: Understanding how budget control works in SAP is crucial. Familiarize yourself with the budget types, budget periods, and how commitments are tracked.
  Transaction Codes: Familiarize yourself with relevant transaction codes for budget management, such as:
  
  FMBB: Change Budget
  FMAVCR01: Display Budget Availability
  S_ALR_87013558: Budget Overview
  
  
  Documentation: Review SAP documentation or user manuals related to budget management and financial controlling for more detailed procedures and guidelines.
  
  By following these steps, you should be able to address the GMAVC004 error and ensure that your budget management processes are functioning smoothly.