Commitment

Overview

Purpose of commitment is to keep aside a portion of budget for future expenditure. An expense commitment refers to funds that have been reserved for a future expenditure transaction (e.g. to purchase office equipment or attend future training courses). The commitment can be created manually or automatically when a Purchase Requisition is created.

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Menu ► Budgeting & Appropriation ► Commitment

Commitment screen Fields and Tab

Field	Description
Commitment Id	Commitment unique ID, can be either system generated or manual based on Appropriations Parameters.
Workflow Status	This field shows the status of the workflow Depending on the Workflow Configuration Setting for this Entity the basic Stages are:‘Created’, ‘Approval Requested’, ‘Approved’, ‘Rejected’, 'Cancelled', 'Template'.
Fiscal Year	Fiscal Year of the voucher, Default value is current FY.
Fiscal Period	Fiscal Period of the voucher, Default is current period.
Budget Office	Accounting Office Code. Accounting office means division or institution.
Currency	Voucher Currency. Default is Domestic Currency.
Exchange Rate	This fields shows the latest active exchange rate for the selected currency which is linked to Expenditures.
Issue Date	Default current system date
Source	It is a Display Only field shows the source of the Commitment and will be updated by the system. Possible values are Manual, Requisition or Human Capital. Default = Manual
Status	To indicate if the Commitment is open and can be spent or closed. When a commitment is fully spent (i.e remaining balance equals zero) then the status should automatically show as Closed Default value is ‘Open’
Rollover	To indicate if the commitment will be carried forward to the next Fiscal Year when the current FY is close. Default = False
Item Distribution Amount Restricted	If Yes, then the period and amount of the posted obligations or transactions against the Commitment must be validated against the Commitment’s item distribution. Default as defined in the Appropriations parameter
Indicative Commitment	If the Commitment is Indicative then it will not affect the Free Balance of the relevant budget. The system will not allow linking Indicative Commitments to Obligations or Transactions. The user can use this flag only if allowed in the Appropriations parameters, Default is No.
Generated	To indicate if the Commitment was Automatically Generated by the system through other function or manually created by the user, default is False. If the value of this attribute is True, then the system will not allow editing the Commitment.
Language	Language use to enter Description.
Description	Full description of the commitment.
Amount (Domestic)	It is a display Only Field shows Total Domestic Amount for the whole Commitment (Total Domestic Amount of the Commitment Items) . Default is Zero
Amount (Foreign)	Display Only Field shows Total Domestic Foreign for the whole Commitment (Total Foreign Amount of the Commitment Items) . Default is Zero
Current Amount (Domestic)	It is a calculated and Display only field. By default this attribute will get same value as Total Domestic Amount. After distribution is closed, this will get value that was finally used, in case not full amount was used.
Current Amount (Foreign)	It is a calculated and Display only field. By default this attribute will get same value as Total Foreign Amount. After distribution is closed, this will get value that was finally used, in case not full amount was used.
YTD Actual (Domestic)	Display Only calculated field Display Total Domestic YTD Actual Amount for the whole Commitment (Total Domestic YTD Actual Amount of the Commitment Items) . Default is Zero.
YTD Actual (Foreign)	Display Only calculated field Display Total Foreign YTD Actual Amount for the whole Commitment (Total Foreign YTD Actual Amount of the Commitment Items) . Default is Zero
Obligated (Domestic)	Display Only calculated field Display Total Domestic Obligated Amount for the whole Commitment (Total Domestic Obligated Amount of the Commitment Items) . Default is Zero.
Obligated (Foreign)	Display Only calculated field Display Total Foreign Obligated Amount for the whole Commitment (Total Foreign Obligated Amount of the Commitment Items) . Default is Zero.
Balance (Domestic)	Display Only calculated field Display Total Domestic Balance for the Whole Commitment (Commitment Amount – YTD Actual – Obligated Amount) . Default is Zero.
Balance (Foreign)	Display Only calculated field Display Total Foreign Balance for the Whole Commitment (Commitment Amount – YTD Actual – Obligated Amount) . Default is Zero
Created By	User who create this commitment. Populated automatically by the system at creation time of the record.
Created On	Time of the creation. Populated automatically by the system at creation time of the record.
Approved By	Approver of the Commitment. Populated automatically when workflow is finally approved.
Approved On	Date of approval of the Commitment.
Item	Commitment Item of the Commitment.
Attachment	Reference to the attachment with the content in question. This field can be observed in Insert mode.

Commitment Item

Commirment Item screen Fields and Tab

Field	Description
Serial Number	Item Correlative Number, system generated (user can not change it) for each inserted item, starts with 1 for every new commitment.
Coding Block	Usually the level of this coding block will be same level as GL
Status	To indicate if the Item is open and can be spent or closed. When an Item is fully spent (i.e. remaining balance equals zero) then the status should automatically show as Closed ‘Open’, ‘Closed’ Default value is ‘Open’
Tolerance Amount	Users can only use either the Tolerance Percentage or Tolerance Amount.
Amount (Domestic)	Read Only calculated field Display Total Distributed Domestic Amount for each item (Should equal to relevant Item Amount)
Amount (Foreign)	Read Only calculated field Display Total Distributed Foreign Amount for each item (Should equal to relevant Item Amount)
Current Amount (Domestic)	Calculated field, Display only. By default this attribute will get same value as Total Domestic Amount. After distribution is closed, this will get value that was finally used, in case not full amount was used.
Current Amount (Foreign)	Calculated field, Display only. By default this attribute will get same value as Total Foreign Amount. After distribution is closed, this will get value that was finally used, in case not full amount was used.
YTD Actual (Domestic)	Read Only calculated field Display Total Domestic YTD Actual Amount for each item (Total Domestic YTD Actual amount of the relevant distribution items)
YTD Actual (Foreign)	Read Only calculated field Display Total Foreign YTD Actual Amount for each item (Total Foreign YTD Actual amount of the relevant distribution items)
Obligated (Domestic)	Read Only calculated field Display Total Domestic Obligated Amount for each item (Total Domestic Obligated Amount of the relevant distribution items)
Obligated (Foreign)	Read Only calculated field Display Total Foreign Obligated Amount for each item (Total Foreign Obligated Amount of the relevant distribution items)
Balance (Domestic)	Read Only calculated field Display Total Domestic Balance of each Item (Item Current Amount – Domestic YTD Actual – Domestic Obligated Amount)
Balance (Foreign)	Read Only calculated field Display Total Foreign Balance of each Item (Item Current Foreign Amount – Foreign YTD Actual – Foreign Obligated Amount)
Language	Language use to enter Description.
Description	Full description of the commitment item.
Distributions Tab	To distribute the total of each Item over different Fiscal Periods. The total distributed amount must equal the Item amount.

Commitment Item Distribution

Overview

To distribute the total of each Item over different Fiscal Periods. The total distributed amount must equal the Item amount.

Commitment Item Distribution screen Field

Field	Description
Fiscal Year	Current Fiscal Year selected for the distribution.
Fiscal Period	Current Fiscal Year for selected for the distribution.
Status	To indicate if the Item Distribution is open and can be spent or closed.
Amount (Domestic)	Total Domestic Amount of the Commitment; automatically calculated.
Amount (Foreign)	Total Foreign Amount of the Commitment; automatically calculated.
Current Amount (Domestic)	It is a display only field. It is calculated from domestic amounts that finally used.
Current Amount (Foreign)	It is a display only field. It is calculated from foreign amounts that finally used.
YTD Actual (Domestic)	Total Domestic YTD Actual Amount of the Commitment; automatically calculated.
YTD Actual (Foreign)	Total Foreign YTD Actual Amount of the Commitment; automatically calculated.
Obligated (Domestic)	Total Domestic Obligated Amount for the Commitment; automatically calculated.
Obligated (Foreign)	Total Foreign Obligated Amount for the Commitment; automatically calculated.
Balance (Domestic)	Total Domestic Balance of the Commitment; automatically calculated.
Balance (Foreign)	Total Foreign Balance of the Commitment; automatically calculated.

Attachment Tab

Attachment Tab screen Fields

Field	Description
Id	Unique identification code manually entered by users or automatically generated based on parameters.
Attachment Classification	Classification of the attachment can be selected here.
Title	Name of Attachment.
Description	A detailed Description of the attachment.
Date	The Date that the Requisition was processed gets mentioned in this field. This field is a Read Only field.