COMPUTE/PRINT PURCHASING COMMITMENTS
Use this screen to calculate, and print, commitments for purchase requisitions, purchase orders (POs), and subcontract POs. This process is designed to produce reports that 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 Costpoint 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 Type field in the table window of the Manage Purchase Orders screen to be Excluded from commitments.
You can also access this screen in Costpoint Projects.
Location
Identification
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. After 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. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
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, 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 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.
Selection Ranges
Period to Calculate
Option
Select the range option from the drop-down list. The values are:
-
All
-
One
-
Range
-
From Beginning
-
To End
(Start) Fiscal Year
Enter, or click 
to select, the fiscal year for which you want to compute commitments. If you select the Real Time option in the Calculation Method group box, this field is unavailable.
(Start) Period
Enter, or click to select, the starting period.
(Start) Subpd
Enter, or click to select, the starting subperiod.
(Start) Ending Date
This field displays the subperiod end date corresponding to the (Start) Subpd field.
(End) Period
Enter, or click to select, an ending period number for the range that you want to include in the process.
(End) Subpd
Enter, or click to select, an ending subperiod number for the range that you want to include in the process.
(End) Ending Date
This field displays the subperiod ending date corresponding to the (End) Subpd field.
Period to Print
Option
This field displays One because you can only print one period at a time.
Fiscal Year
This field displays the (Start) Fiscal Year, if any.
Period
Enter, or click to select, a starting period number you want to include on the purchasing commitments report.
Subpd
Enter, or click to select, a starting subperiod number you want to include in the process.
Ending Date
This field displays the subperiod ending date corresponding to the Subpd field.
Project
Option
Select the range option for projects from the drop-down list. The values are:
-
All
-
One
-
Range
-
From Beginning
-
To End
Start
Enter, or click to select, a starting project number for the range that you want to include in the process.
End
Enter, or click to select, an ending project number for the range that you want to include in the process.
Sort By
Use this group box to determine how the report is sorted. If you select the Summary option in the Type drop-down list in the Report Options group box, the 1st Sort drop-down list is unavailable.
1st Sort
Select the primary sort option from the drop-down list. The values are:
Options
Process Options
Calculation Method
Use this group box to select the methods to determine how commitments are computed.
Real Time
Select the Real Time option to compute and print commitments for all purchase requisition/purchase order activity in Costpoint, regardless of transaction dates. The date of the last computations performed using this method are displayed in the Last Calc Date field. Computing with this method populates the following tables: PO_RT_COMMIT_SUM and PO_RT_COMMIT_DETL.
By Period End Date
Select the By Period End Date option to compute and print commitments based on the fiscal year, period, and subperiod entered. Any activity performed in subsequent periods is ignored. The date of the last computations performed using this method displays in the Last Calc Date field. Computing with this method populates the following tables:PO_COMMIT_SUM and PO_COMMIT_DETL.
Last Calc Date
This field displays the last system date that the Compute and Print Commitments process was executed.
Include Retention Amts
Select this check box to include retention amounts when calculating PO commitments.
Subcontract PO retention amounts are included in the commitment calculations only if this check box is selected. If you intend to accrue PO liability amounts for accepted/received amounts (on the Create Purchase Order Accruals screen) or PO retention amounts (on the Create Subcontract Purchase Orders Retention Accruals screen), retention amounts should not be included in the commitment calculations in order to avoid duplication.
If you select the Include Retention Amts check box, the completed work retention amounts and stored materials retention amounts for subcontract POs are included with the accepted amount commitments. Retention amounts do not affect the open amount commitments.
If you select this check box, a warning appears indicating that including retention amounts in commitments causes duplication of the retention amounts in PO Accruals or Subcontract PO Retention Accruals in Costpoint General Ledger. We recommend that you clear this check box if such accrual processes are calculated.
Include Overshipments
Select this check box to include overshipment amounts in the calculation of Received and Accepted Commitments. An overshipment is a quantity or amount greater than what was ordered.
Report Options
Use this group box to select criteria for printing the commitment report.
Type
Select the type of output to be printed from the drop-down list. The values are:
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Summary - Select this option 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.
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Detail - Select this option 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.
Print Non-Project Accts Only
Select this check box to print only commitments not charged to a Project ID. When this check box is selected, the Project Option drop-down list is disabled. If you clear this check box, all commitments are printed, those without projects and those with projects selected in the Project Option drop-down list, Start or End fields.
Amounts to Include on Report
Use this group box to determine which commitment amounts are printed. When commitments are computed, all commitment amounts are categorized and stored in the various tables. Only those commitment categories selected are printed.
Pending Req Amts
Select the Pending Req Amts check box to print pending purchase requisition amounts on the commitments report. If you clear this check box, purchase requisitions not yet approved are not included on the commitments report.
Approved Req Amts
Select the Approved Req Amts check box to print approved purchase requisition amounts on the commitments report. If you clear this check box, purchase requisitions that have been approved, but not yet turned into purchase orders are not included on the commitments report.
Pending PO Amts
Select the Pending PO Amts check box to print pending purchase order amounts on the commitments report. If you clear this check box, purchase orders not yet open are not included on the commitments report.
Open PO Amts
Select the Open PO Amts check box to print open purchase order amounts on the commitments report. If you clear this check box, purchase orders that are open but not yet received or vouchered are not included on the commitments report. The open commitments calculation is as follows:
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For three-way matching - Calculated as purchase order quantity or amounts – any received quantity or amounts + any rejected-replace quantity or amounts
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For two-way matching - Calculated as purchase order amounts – vouchered amounts
Received PO Amts
Select the PO Amts check box to print received, but undispositioned (not accepted or rejected) purchase order amounts on the commitments report. If you clear this check box, purchase orders received but not yet dispositioned are not included on the commitments report.
Accepted PO Amts
Select the Accepted PO Amts check box to print accepted purchase order amounts but not yet vouchered on the commitments report. If you clear this check box, purchase orders that have been received and accepted but not yet vouchered are not included on the commitments report.
Vouchered, not Posted Amts
Select the Vouchered, not Posted Amts check box to print vouchered purchase order amounts that have not been posted by Voucher Distribution on the commitments report. If you clear this check box, purchase orders that exist on the Manage Purchase Order Vouchers screen are not included on the commitments report.
Unreleased Blanket Line Amts
Select the Unreleased Blanket Line Amts check box to print unreleased blanket order amounts on the commitments report. If you clear this check box, blanket order balances are not included on the commitments report. This check box is accessible only when you have selected the Include Unreleased Blanket Amounts on Commitments check box on the Configure Purchasing Settings screen. The blanket release orders are treated just like regular purchase orders. Blanket orders appear on commitments only when this check box is selected. The amount included is the blanket balance, that is, the amount of the blanket order not yet released.
Compute Purchasing Commitments
Click 
drop-down and select Compute Purchasing Commitments to initiate computation of commitments.
Print/Compute Purchasing Commitments
Click drop-down and select Print/Compute Purchasing Commitments to compute commitments and print the commitment report.
You can access/run reports while other users are also using the application by having the transaction as queued job/transaction in the system.