3223379 - Error Message: Field Budget category not supplied/missing for budget check

When creating a Purchase Order or Supplier Invoice, system raises an error message: "Field Budget category not supplied/missing for budget check."

SAP Business ByDesign

Take Purchase Order as an example:

1. Go to Purchase Requests and Orders work center. 
2. Go to Purchase Orders view. 
3. Search for ABC (ABC refers to the purchase order ID).
4. Click in Edit button. 
5. Click in Check button, error message raises: 

Field Budget category not supplied/missing for budget check.

System requires a budget category for Purchase Order/Supplier Invoice item when below conditions matching:

• The Budget Control function is activated in the system, which can be checked by following the below steps:

1. 1. Go to Business Configuration work center.
   2. Go to Implementation Projects view.
   3. Select the implementation project entry titled "First Implementation".
   4. Click in Edit Project Scope button. 
   5. Click in Next button until reach to "4. Questions" section. 
   6. Expand "Financial and Management Accounting".
   7. Expand "Management Accounting".
   8. Expand "Financial Planning". 
   9. In the group "Budget Control", the question "Do you want to perform budget checks during the integrated procurement or manual invoicing process?" is scoped. 

• Purchase Order is marked as relevant for Budget Check, which can be checked by following the below steps:

1. 1. Go to Business Configuration work center.
   2. Go to Overview view. 
   3. Select activity Budget Control.
   4. Open it, Purchase Order is marked for Budget Check.

• The Cost Center assigned to the Purchase Order/Supplier Invoice item is marked as Budget Check Enabled, which can be checked by following the below steps:
  1. Go to Organizational Management work center.
  2. Go to Org Structures view.
  3. Select the respective Org Unit (Cost Center).
  4. Go to Definitions tab, the checkbox Budget Check Enabled is flagged.

However, in Purchase Order or Supplier Invoice, Items tab, Basic Data subtab, the Budget Category Field is blank (Add the field through Adaptation Mode in case it is not visible).

Hence system raises the error message. 

The Budget Category Field can be blank due to below reasons:

Case 1: The Purchase Order or Supplier Invoice item is assigned with a product ID.

The Budget Category is not maintained in the product master data.

Case 2:The Purchase Order or Supplier Invoice item is assigned with a free text product with a product category.

The Budget Category is not maintained in the product category master data.

Case 3:The Purchase Order or Supplier Invoice item is not assigned with product ID or product category, but a G/L account.

The Budget Category needs to be manually maintained in the document.

Case 1: The Purchase Order or Supplier Invoice item is assigned with a product ID.

1. Open Purchase Order ABC.
2. Navigate to Items tab.
3. Do a double click in the product to open its master data. 
4. Click in View All button.
5. Navigate to Valuation tab. 
6. Maintain the Budget Category as per the business requirement. 
7. Save it. 

Case 2:The Purchase Order or Supplier Invoice item is assigned with a free text product with a product category.

1. Go to Product and Service Portfolio work center.
2. Go to Product Categories view.
3. Select Maintain Product Categories button.
4. Select the respective product category.
5. Maintain the Budget Category in the Details as per the business requirement. 
6. Save it. 

Case 3:The Supplier Invoice item is not assigned with product ID or product category, but a G/L account.

• Manually select a Budget Category from the dropdown list on the document screen.

After performing the change, the error should not appear in the newly created documents anymore.

Note: System checks the available budget at the time of purchase order release, approval or change after release. It checks the anticipated to be spent amount on the purchase order against the respective available budgets.

• Help Portal: System Setup - Budget Category
• Help Portal: Budget Check on Purchase Order and Supplier Invoice Creation
• KBA: 3094508 - Error 'Budget not available for Budget Category ABC Cost Center DEF Fund GHI Function JKL' While Creating Purchase Orders
• Blog: Active Budget Control in SAP Business ByDesign – Budget Category

Purchase Order; Field Budget; Budget check , KBA , SRD-SRM-PRO , Purchase Requests and Orders , How To