How To Fix GMAVC009 - Annual budget of &2 almost exhausted for several document items

SAP Error Message - Details

• Message type: E = Error

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

• Message number: 009

• Message text: Annual budget of &2 almost exhausted for several document items

What causes this issue?

The current budget consumption is &V2& less than the annual budget for
several document items from item &V1& onward. 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& = '009'
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 GMAVC009 - Annual budget of &2 almost exhausted for several document items ?

  The SAP error message GMAVC009 indicates that the annual budget for a specific budget item (represented by &2) is nearly exhausted. This message is part of the budget control functionality in SAP, which helps organizations manage their financial resources effectively.
  Cause:
  The error occurs when the system detects that the budget for a particular cost center, internal order, or other budgetary item is close to being fully utilized. This can happen due to:
  
  High Spending: The actual expenditures or commitments against the budget have reached a level that is close to the defined budget limit.
  Budget Configuration: The budget may have been set too low for the expected expenditures.
  Multiple Document Items: If there are several document items that are consuming the budget, it can lead to this warning message.
  Incorrect Budgeting: There may be issues with how the budget was allocated or planned.
  
  Solution:
  To resolve the GMAVC009 error, consider the following steps:
  
  Review Budget Consumption: Check the budget consumption report to see how much of the budget has been utilized and which items are consuming the budget.
  Adjust Budget: If necessary, increase the budget for the relevant cost center or internal order. This can be done through the budget adjustment process in SAP.
  Reallocate Funds: If there are other areas with surplus budgets, consider reallocating funds to cover the shortfall.
  Analyze Spending Patterns: Review the spending patterns to identify any unusual expenditures that may need to be addressed.
  Consult with Finance Team: Work with your finance or controlling team to understand the implications of the budget status and to make informed decisions about budget adjustments.
  Monitor Future Budgets: Implement better forecasting and monitoring practices to avoid similar issues in the future.
  
  Related Information:
  
  Transaction Codes: You can use transaction codes like S_ALR_87013558 (Budget/Actual/Commitment) to analyze budget consumption.
  Budget Control Settings: Review the settings in the controlling area to ensure that budget control is configured correctly.
  SAP Notes: Check for any relevant SAP Notes that may provide additional insights or solutions related to budget control and error messages.
  Training: Consider training for users involved in budget management to ensure they understand how to manage budgets effectively within SAP.
  
  By following these steps, you should be able to address the GMAVC009 error and manage your budget more effectively.