How To Fix GMAVC005 - Annual budget exceeded by &2 for document item &1

SAP Error Message - Details

• Message type: E = Error

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

• Message number: 005

• Message text: Annual budget exceeded by &2 for document item &1

What causes this issue?

The annual budget is exceeded by &V2& 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& = '005'
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 GMAVC005 - Annual budget exceeded by &2 for document item &1 ?

  The SAP error message GMAVC005 indicates that the annual budget has been exceeded for a specific document item. This message is part of the budget control functionality in SAP, which is used to ensure that expenditures do not exceed the allocated budget for a given period.
  Cause:
  The error occurs when a transaction attempts to post an expense or commitment that would cause the total expenditures for the fiscal year to exceed the approved budget for that particular budget item. The message provides two key pieces of information:
  
  &1: This represents the document item (e.g., cost center, internal order, etc.) that is being referenced.
  &2: This indicates the amount by which the budget has been exceeded.
  
  Solution:
  To resolve this error, you can take the following steps:
  
  
  Review the Budget: Check the budget assigned to the relevant cost center, internal order, or other budgetary item. Ensure that the budget is sufficient to cover the planned expenditures.
  
  
  Adjust the Budget: If the budget is indeed insufficient, you may need to increase the budget allocation. This typically requires approval from the relevant authority within your organization.
  
  
  Modify the Transaction: If increasing the budget is not an option, consider modifying the transaction to reduce the amount being posted or to split the transaction across multiple budget items that have available funds.
  
  
  Check for Errors: Ensure that there are no errors in the budget configuration or in the way the budget is being tracked. Sometimes, incorrect settings can lead to misleading budget status.
  
  
  Consult with Finance Team: If you are unsure about how to proceed, consult with your finance or budgeting team for guidance on how to handle the situation according to your organization's policies.
  
  
  Related Information:
  
  Budget Control Configuration: Familiarize yourself with the configuration settings for budget control in SAP, which can be found in the SAP IMG (Implementation Guide) under the Public Sector Management or Controlling modules.
  Transaction Codes: You may need to use transaction codes such as FMBB (Budgeting) or FMAVCR01 (Budget Availability Control) to analyze and manage budgets.
  Documentation: Refer to SAP documentation or help resources for detailed information on budget control and error messages related to budget overruns.
  
  By following these steps, you should be able to address the GMAVC005 error and ensure that your budget management processes are functioning correctly.