Use this screen to calculate, and print, commitments for purchase requisitions, purchase orders, and subcontract POs. This process is designed to produce reports that will accurately predict general ledger charges or future financial obligations. You can print reports from within this function to display committed amounts by project, organization, and account. You can also use this screen to update tables in the system for use by the Project Status Report in displaying committed amounts. Entry of a purchase requisition, purchase order, or subcontract PO initiates a purchase commitment. As the items ordered on the purchase order are received, accepted, and eventually vouchered, the commitment is labeled accordingly. When the expense for the items is booked to the general ledger through the Voucher Distribution Posting, the items are removed from the commitments calculations. You can optionally exclude any purchase order line commitment process by changing the Commit/Dollar field in the table window of the Enter POs screen to be excluded ("E") from commitments.
Use this group box to select criteria for processing the data that will display on the commitment report.
Use this group box to select the methods to determine how commitments will be computed.
Select this radio button to compute and print commitments for all purchase requisition/purchase order activity in the system, regardless of transaction dates. The date of the last computations performed using this method will be displayed in the Last Calc Date field. Computing with this method will populate the following tables: PO_RT_COMMIT_SUM and PO_RT_COMMIT_DETL.
Select this radio button to compute and print commitments based on the fiscal year, period, and subperiod entered. Any activity performed in subsequent periods will be ignored. The date of the last computations performed using this method will be displayed in the Last Calc Date field. Computing with this method will populate the following tables: PO_COMMIT_SUM and PO_COMMIT_DETL.
Use this group box to determine for which fiscal year, periods, and subperiods commitments will be computed.
Select the fiscal year for which you want to compute commitments. If you selected the Real Time radio button in the Calculation Method group box, this field will be unavailable.
Use this group box to select the periods and subperiods for which commitments will be computed. Commitments will be computed for all open periods within the fiscal year selected, up to and including the To period and subperiod entered. If you selected the Real Time radio button in the Calculation Method group box, this group box will be unavailable.
Use the drop-down box to select the range of open periods to be computed. The system-defined selections are as follows: "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Select the periods to start and/or end the commitment calculations.
Select the subperiod that will be the starting and/or ending points for the commitment calculations.
Select this checkbox to include retention amounts when calculating PO commitments. Subcontract PO retention amounts will be included in the commitment calculations only if this checkbox is selected. If you intend to accrue PO liability amounts for accepted/received amounts (in the Create Purchase Order Accruals screen under the Journal Entries (JEs) menu in Costpoint General Ledger) or PO retention amounts (in the Create Subcontract PO Retention Accruals screen), retention amounts should not be included in the commitment calculations in order to avoid duplication. If you selected the Include Retention Amts checkbox, the completed work retention amounts and stored materials retention amounts for subcontract POs will be included with the accepted amount commitments. Retention amounts will not affect the open amount commitments.
Use this group box to select criteria for printing the commitment report.
Use this group box to determine the type of output to be printed.
Select this radio button to print a summary report displaying, by project/organization/ account, a listing of the commitment amounts selected, categorized by Open Amounts, Received Amounts, Accepted Amounts, and Vouchered Amounts.
Select this radio button to print a detailed report displaying, by project/organization/account, a listing of the commitment amounts selected along with purchase requisition/purchase order line item information.
Use this group box to determine how the report will be sorted. If you selected the Summary radio button in the Type group box, this group box will be unavailable.
Select this radio button to sort the report based on the charge codes.
Select this radio button to sort the report based on the purchase requisition/purchase order.
Select this checkbox to print only commitments not charged to a Project ID. When this checkbox is selected, the Project to Print group box will be disabled. If you do not select this checkbox, all commitments will be printed, those without projects and those with projects selected in the Project to Print group box.
This group box contains the selection criteria for choosing the projects whose commitments will be printed.
Use the drop-down box to select the range of Projects to be included. The system-defined selections are: "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or select using Lookup, the project ID that will be the starting and/or ending points for the project range.
Use this group box to select the period and subperiod for which commitments are to be printed. These are required fields if you selected the By Open Period radio button in the Calculation Method group box. When these fields are required, you must select a valid period and subperiod for the Fiscal Year entered in the Compute For group box.
Select the period, based on the Fiscal Year entered in the Compute For group box, for which commitments are to be printed. This field is accessible, and required, only if you selected the By Open Period radio button in the Calculation Method group box.
Select the subperiod, based on the Fiscal Year entered in the Compute For group box and the Period entered above, for which commitments are to be printed. This field is accessible, and required, only if you selected the By Open Period radio button in the Calculation Method group box.
Use this group box to determine which commitment amounts will be printed. When commitments are computed, all commitment amounts are categorized and stored in the various tables. Only those commitment categories selected will be printed.
Select this checkbox to print pending purchase requisition amounts on the commitments report. If you do not select this checkbox, purchase requisitions not yet approved will not be included on the commitments report.
Select this checkbox to print approved purchase requisition amounts on the commitments report. If you do not select this checkbox, purchase requisitions that have been approved, but not yet turned into purchase orders will not be included on the commitments report.
Select this checkbox to print pending purchase order amounts on the commitments report. If you do not select this checkbox, purchase orders not yet open will not be included on the commitments report.
Select this checkbox to print open purchase order amounts on the commitments report. If you do not select this checkbox, purchase orders that are open but not yet received or vouchered will not be included on the commitments report. The open commitments calculation is as follows: (for three-way matching) purchase order quantity/amounts less any received quantity/amounts plus any rejected-replace quantity/amounts; and (for two-way matching) purchase order amounts less vouchered amounts.
Select this checkbox to print received, but undispositioned (not accepted or rejected) purchase order amounts on the commitments report. If you do not select this checkbox, purchase orders received but not yet dispositioned will not be included on the commitments report.
Select this checkbox to print accepted purchase order amounts but not yet vouchered on the commitments report. If you do not select this checkbox, purchase orders that have been received and accepted but not yet vouchered will not be included on the commitments report.
Select this checkbox to print vouchered purchase order amounts that have not been posted by Voucher Distribution on the commitments report. If you do not select this checkbox, purchase orders that exist in the Enter PO Vouchers screen will not be included on the commitments report.
Select this checkbox to print unreleased blanket order amounts on the commitments report. If you do not select this checkbox, blanket order balances will not be included on the commitments report. This checkbox is accessible only when you have selected the Include Unreleased Blanket Amounts on Commitments checkbox in the PO Settings screen. The blanket release orders are treated just like regular purchase orders. Blanket orders will appear on commitments only when this checkbox is selected. The amount included will be the blanket balance, that is, the amount of the blanket order not yet released.
Select this button on the toolbar to compute the commitments.
Select this button on the toolbar to compute commitments and print the commitment report.