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.
Use this screen anytime you want a report of current purchasing commitments. If you want to include the purchasing commitments on the project status report, you must run this process before you run the Update Project Status Report Table screen (Projects\Process\Project).
What are purchasing commitments?
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 Enter Purchase Orders screen (Materials\Transactions\Purchase Orders)to be excluded ("E") from commitments.
Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.
Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen, such as “PERIOD” or “QUARTERLY.”
When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.
Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.
Use the fields in this block to select the period to calculate, the period to print, and the projects to calculate.
Period to Calculate
Use this drop-down box to select the range of periods for which you want to calculate purchasing commitments. The following options are available:
All - Select this option to include all available periods. The Start and End fields are disabled for this option.
One - Select this option to include only one period. You must enter that value in the Start field. The End field is disabled for this option.
Range - Select this option to include a contiguous range of periods. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
From Beginning - Select this option to include all the periods from the beginning of the available periods to a specific period in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option.
To End - Select this option to include all the periods from a specific period to the end of all the available periods. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter, or use Lookup to select, a starting fiscal year for the range that you want to include in the process.
If you select "One," "Range," or "To End," in the Period to Calculate Option field, you must enter a fiscal year in this field.
If you select "All" or "From Beginning" in the Period to Calculate Option field, this field will be inactive.
Enter, or use Lookup to select, a starting period number for the range that you want to include in the process.
If you select "One," "Range," or "To End," in the Period to Calculate Option field, you must enter a period number in this field.
If you select "All" or "From Beginning" in the Period to Calculate Option field, this field will be disabled.
Enter, or use Lookup to select, a starting subperiod number for the range that you want to include in the process.
If you select "One," "Range," or "To End," in the Period to Calculate Option field, you must enter a subperiod number in this field.
If you select "All" or "From Beginning" in the Period to Calculate Option field, this field will be disabled.
This non-editable field displays the subperiod ending date of the subperiod entered in the Subpd Start field.
Enter, or use Lookup to select, an ending period number for the range that you want to include in the process.
If you select "All," "Range," or "From Beginning" in the Period to Calculate Option field, you must enter a period number in this field.
If you select "One" or "To End" in the Period to Calculate Option field, this field will be inactive.
Enter, or use Lookup to select, an ending subperiod number for the range that you want to include in the process.
If you select "All," "Range," or "From Beginning" in the Period to Calculate Option field, you must enter a subperiod number in this field.
If you select "One" or "To End" in the Period to Calculate Option field, this field will be inactive.
This non-editable field displays the subperiod ending date of the subperiod entered in the Subpd End field.
Period to Print
This non-editable field displays the "One" option because you can print for only one period at a time.
Enter, or use Lookup to select, a starting period number for the period that you want to include on the purchasing commitments report.
Enter, or use Lookup to select, a starting subperiod number for the subperiod that you want to include in the process.
This non-editable field displays the subperiod ending date of the subperiod entered in the Subpd Start field.
Project
Use this drop-down box to select the range of projects for which you want to calculate purchasing commitments. The following options are available:
All - Select this option to include all available projects. The Start and End fields are disabled for this option.
One - Select this option to include only one project. You must enter that value in the Start field. The End field is disabled for this option.
Range - Select this option to include a contiguous range of projects. You must enter the beginning value for the range in the Start field and the ending value of the range in the End field.
From Beginning - Select this option to include all the projects from the beginning of the available projects to a specific project in the range. You must enter the last value for the range in the End field. The Start field is disabled for this option.
To End - Select this option to include all the projects from a specific project to the end of all the available projects. You must enter the value from which the range should begin in the Start field. The End field is disabled for this option.
Enter, or use Lookup to select, a starting project number for the range that you want to include in the process.
If you select "One," "Range," or "To End," in the Projects Option field, you must enter a project number in this field.
If you select "All" or "From Beginning" in the Projects Option field, this field will be disabled.
Enter, or use Lookup to select, an ending project number for the range that you want to include in the process.
If you select "All," "Range," or "From Beginning" in the Projects Option field, you must enter a project number in this field.
If you select "One" or "To End" in the Projects Option field, this field will be inactive.
Use the fields in this block to select the sorting for the report.
1st Sort *
This non-editable drop-down box displays the "Proj/Acct/Org" selection. This is the only option currently available for sorting.
Use the fields in this group box to select criteria for processing the data that will display on the commitment report.
Use the fields in 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.
This non-editable field displays the last system date that the Compute and Print Purchasing Commitments screen (Project\Process\Project) was executed.
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 (Accounting\Process\General Ledger) or PO retention amounts in the Create Subcontract PO Retention Accruals screen (Accounting\Process\General Ledger), 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.
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Note: If you select this checkbox, a warning appears indicating that including retention amounts in commitments will cause duplication of the retention amounts in PO Accruals or Subcontract PO Retention Accruals. We recommend that you leave this checkbox unselected during processing if such accrual processes will be calculated. |
Use the fields in this group box to select criteria for printing the commitment report.
Type *
Use this drop-down box to select the type of report that you want to print. The options are "Summary" or "Detail."
Select this checkbox to print only commitments not charged to a Project ID.
If this checkbox is selected, the Project to Print field 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 Selection Ranges group box.
Use the fields in 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 (Accounting\Transactions\Vouchers)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.
* A red asterisk denotes a required field.
Executing this process creates the PO_COMMIT_SUM (Purchase Order Commitment Summary) and the PO_COMMIT_DETL (Purchase Order Commitment Detail) tables.
