How To Fix GMAVC069 - Overall 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: 069

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

What causes this issue?

The current budget consumption is &V2& less than the overall budget for
several document items from item &V1& onward. Availability control on
incoming amounts raised this message for the following combination of
availability control ledger 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& = '069'
INCLUDE GMAVC_OVERALL_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 GMAVC069 - Overall budget of &2 almost exhausted for several document items ?

  The SAP error message GMAVC069 indicates that the overall budget for a particular budget structure (identified by the budget structure number &2) is nearly exhausted. This message typically arises in the context of budget management within SAP's Public Sector Management (PSM) or Controlling (CO) modules, where budgetary controls are enforced to ensure that spending does not exceed allocated budgets.
  Cause:
  
  Budget Limit Reached: The overall budget for the specified budget structure is close to being fully utilized. This can happen if multiple documents (such as purchase orders, invoices, or other commitments) are consuming the budget.
  Incorrect Budgeting: The budget may not have been set up correctly, or there may be an oversight in the budget allocation process.
  High Volume of Transactions: A high volume of transactions against the budget can lead to rapid depletion of available funds.
  Budget Release Issues: If the budget has not been properly released or if there are restrictions on the budget, it may lead to this error.
  
  Solution:
  
  Review Budget Status: Check the current status of the budget for the specified budget structure. You can do this using transaction codes like S_ALR_87013558 (Budget/Actual/Commitment) or S_ALR_87013542 (Budget Overview).
  Adjust Budget: If the budget is indeed close to being exhausted, consider increasing the budget allocation if possible. This can be done through the budget adjustment process.
  Analyze Transactions: Review the transactions that are consuming the budget. Identify if there are any unnecessary or excessive commitments that can be reduced or eliminated.
  Check Budget Release: Ensure that the budget has been properly released and that there are no restrictions preventing the use of the budget.
  Consult with Finance Team: If you are unsure about how to proceed, consult with your finance or controlling team to understand the implications of budget adjustments and to ensure compliance with financial policies.
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes for budget management, such as FMBB (Budgeting), FMAVCR01 (Budget Availability Control), and FMX1 (Create Budget).
  Budget Control Settings: Review the settings in the budget control configuration to ensure they align with your organization's financial management policies.
  Documentation: Refer to SAP documentation or your organization's internal guidelines for managing budgets and understanding budget control messages.
  
  By following these steps, you should be able to address the GMAVC069 error and manage your budget effectively.