Commitments
This function is used to:
- create and enter commitments or pre-commitments,
- view those generated by the purchasing module.
Commitments and pre-commitments can be viewed in analytical balance inquiry mode. They make it possible to take into account the expense commitments associated with the purchase requests and the orders for budget control.
Upon commitment import, only the import on creation is possible (as opposed to the import on update).
In the case of a company having several ledgers managing commitments, the latter are generated on all the ledger checked 'Commitments'.
Upon generation of commitments/precommitments, when a manual ledger is associated with an automatic ledger, only the manual ledger is updated.
Prerequisites
Refer to documentation Implementation
Screen management
Entry screen
Presentation
Commitments are entered in a screen subdivided into two masks: a header mask (CMM0) and a detail mask (CMM1). When the title of the commitment mentions "automatic commitment", the latter has been generated by a purchase request or an order. Reversal is also generated automatically upon order (for pre-commitments) or upon validation of the purchase invoice (for commitments).
Journal header
- Commitments/Pre-commitmentss - Expense/Revenue
- Site
- BP
- Date
- Currency
- Internal reference
Line information in the Grid
For each line of the commitment, the following information needs to be entered:
- Site concerned,
- Amount,
- The analytical account(s) of the commitment,
- A reference (optional),
- Analytical postings,
- If the case arises, a quantity in non-financial units.
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Fields
The following fields are present on this tab :
Header
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The entry record is similar for the commitments and pre-commitments. In this way, it is necessary to define the Object of the entry. It is the same for the nature, revenue or expense, of the operation. Only expense (pre)-commitments can be generated automatically (by the purchase module). It is possible to create in entry mode revenue commitments or pre-commitments. |
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No help linked to this field. |
Type
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The entry record is similar for the commitments and pre-commitments. In this way, it is necessary to define the Object of the entry. It is the same for the nature, revenue or expense, of the operation. Only expense (pre)-commitments can be generated automatically (by the purchase module). It is possible to create in entry mode revenue commitments or pre-commitments. |
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Rate
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The exchange rate type is used for the conversion if the entry currency is different from that of the currency in which the ledger is kept and loaded by the commitment. |
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Specifies the currency of the operation. The currency in which the (pre-)commitment is managed (called transaction currency) is defined in this field. |
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This field is used to enter the commitment's exchange rate. This rate is applied in the commitment ledger/s' bookkeeping currency according to the Divisor or Multiplier mode. |
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Code of the currency selected for the entry. |
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Selection
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It is possible to enter the code of a BP linked to the operation. This BP must have been recorded in the database. This field is optional. |
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Grid Input
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Line number. |
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The site must be a financial site. It can be different from the site previously selected, but it must belong to the same company. |
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Operation creation date. |
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Amount expressed in the selected transaction currency. |
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Description. Label with up to 30 alphanumeric characters. |
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Mention in this field the dimensions that should be assigned to the commitment line. The entry of this field:
The available dimension types come from the setup of the ledgers attached to the account core model of the selected site (or company). For the commitments automatically generated by the Purchasing module, the analytical allocation is defined in the process (see the Default dimension documentation). They correspond to the allocation of the order lines. |
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On analytical inquiry, this field determines the non-financial unit linked to the displayed account. |
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When setting up an account (refer to the Accounts documentation), it is specified whether it is tracked in quantity. If need be, a non-financial unit is associated with the account. The quantity is automatically calculated by dividing the amount of the line (converted into the folder's currency that has been defined via the CURSHRFLD parameter) by the work unit value. The quantity can be modified. |
Amount
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This field displays the total of the amounts entered in the currency selected to enter the commitment and pre-commitment. |
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Entry currency. |
Account
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This field displays the account code and its description used for the entry (depending on the entry line on which the user is located). |
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Action icon
Reports
By default, the following reports are associated with this function :
COMMITMENT : Commitment listing
This can be changed using a different setup.
Specific Buttons
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In the event of the ledger keeping currency being different from the currency of the commitment, this button will make it possible to display the amount in the ledger keeping currency. |
Menu bar
PO
Used to zoom in on the purchase order at the origin of the pre-commitment creation.
Contract SO
Used to zoom in on the open order at the origin of the pre-commitment creation.
Purchase Request
Used to zoom in on the purchase request at the origin of the commitment creation.
Purchase Invoice
Used to zoom in on the purchase invoice linked to the operation.
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
"Budget overrun or budget overrun in qty"If budget control is activated for the function, the specified budget is exceeded in amount or in quantity. The message can be critical depending on the setups and user rights.