How To Fix GMAVC056 - Annual budget of &2 almost exhausted for document item &1

SAP Error Message - Details

• Message type: E = Error

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

• Message number: 056

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

What causes this issue?

The current budget consumption is &V2& less than the annual budget for
the document item &V1&. Availability control on incoming 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& = '056'
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 GMAVC056 - Annual budget of &2 almost exhausted for document item &1 ?

  The SAP error message GMAVC056 indicates that the annual budget for a specific budget item 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 a transaction (such as a purchase order, commitment, or expense) is being processed, and the system detects that the budget for the specified item is close to being fully utilized. The message typically includes:
  
  &1: The document item (e.g., a specific purchase order or commitment).
  &2: The budget code or budget item that is nearly exhausted.
  
  Solution:
  To resolve this issue, you can take several steps:
  
  
  Review the Budget: Check the budget allocation for the specific budget item. You can do this by navigating to the budget management reports in SAP (e.g., transaction codes like S_ALR_87013558 or S_ALR_87013559).
  
  
  Increase the Budget: If the budget is indeed exhausted or nearly exhausted, consider increasing the budget allocation for that item. This can be done through the budget planning transaction (e.g., transaction code FMBB for budget adjustments).
  
  
  Reallocate Funds: If increasing the budget is not an option, consider reallocating funds from other budget items that have surplus amounts.
  
  
  Check Commitments: Review any existing commitments or purchase orders that may be consuming the budget. If there are any that can be canceled or reduced, this may free up budget space.
  
  
  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.
  
  
  Monitor Future Transactions: Implement monitoring processes to keep track of budget utilization to prevent similar issues in the future.
  
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes for budget management, such as:
  
  FMBB: Change Budget
  FMAVCR01: Display Budget Availability
  S_ALR_87013558: Budget/Actual/Commitment Report
  
  
  Budget Control Settings: Understand the configuration settings for budget control in your SAP system, as these can affect how budgets are monitored and enforced.
  User Roles: Ensure that you have the necessary authorizations to view and modify budget information in SAP.
  
  By following these steps, you should be able to address the GMAVC056 error and manage your budget effectively.