Compute Commitments

Use the Compute Commitments screen to calculate advance, expense authorization, and expense report commitments in preparation for exporting those amounts to Costpoint, where an accrual journal entry is created.

After commitments are computed, you can immediately export them to Costpoint, or you can view them using the Commitment Inquiry/Report.

Note: If you do not use Costpoint, you can still compute commitments, but you cannot automatically export the file.

You can calculate expense commitments for the following:

• Advances
• Expenses that have been recorded but not processed
• Expense Authorization amounts less unprocessed expenses
• Unprocessed Expense Report amounts

Compute Commitments Screen

To display the Location Compute Commitments screen, complete the following step:

1. Click Time & Expense > Expense > Expense Interfaces > Compute Commitments.

Contents

Screen Fields

Field	Description
Parameter ID	Enter, or click to select a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen. When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameters using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.
Description	Enter, or click to select a parameter description of up to 30 alphanumeric characters.
Last Calculated Date/Time	This field displays the date and time commitments were last calculated. When you run the Commitment Inquiry/Report, the information that displays in the report is exactly what was available as of this date and time.
Execute	Click to calculate commitments, including expense report, expense authorization, and advance amounts. For an expense amount to be included in the commitments calculation, the following configuration settings must be enabled: The Commitments check box must be selected for that expense type on the Expense Types tab of the Expense > Settings > Expense Report Types screen. From the Commitments section of the Miscellaneous tab in the Expense > Settings > Expense Configuration screen, select either Approved or Submitted as the status for including expense authorization or expense report amounts. If you select Approved, amounts from expense authorizations and expense reports with a status of Approved are included. If you select Submitted, amounts from expense authorizations and expense reports with a status of Approved, Submitted, and Under Review are included. Note: Commitments are calculated using all expense authorizations and expense reports based on the configuration settings described above. To filter the results by selected criteria, you must use the Commitment Inquiry/Report. Note: The Compute Commitments screens excludes subcontractor resources, since these commitments are already reflected in Costpoint purchase orders.