Select Balance Information Commitments

Explanation

Use this activity to select information on committed costs together with the general ledger balances. Committed costs are costs that are not yet posted. You can view this information in GL Committed Cost Balance Analysis window. You can also get a more detailed information on the purchase order and purchase requisition commitments by using the right mouse options.

Prerequisites

Before the balance information can be selected, the following must have been completed:

• IFS/Purchasing must be installed.
• The authority rules for making queries must have been specified. This is done via the Authority folder in IFS/General Ledger.
• Information about committed costs must be refreshed by using the right mouse option Transfer Commitments in GL Committed Cost Balance Analysis window.

System Effects

As a result of this activity, the selected balance information will be displayed. You can use the Zoom-in feature to redefine how the balances should be displayed by selecting the lines in the GL Committed Cost Balance Analysis window.

Window

GL Committed Cost Balance Analysis

Related Window Descriptions

GL Committed Cost Balance Analysis 
External Commitments Overview
Internal Commitments Overview
Transfer Commitments

Procedure

Use the following procedure to select and display information in the query window:

1. Open the GL Committed Cost Balance Analysis window.
2. Query for the balances that you want. If you want to view balances connected to a attribute then select the Attribute from the List of Values before querying for balances .
3. In the Zoom-in dialog box, define how the balances should be displayed by selecting the relevant check boxes.
4. Click OK.
5. If you want to redefine how the balances should be displayed,
   - Select the lines that are displayed in the GL Committed Cost Balance Analysis window, click Zoom-in, and select or clear the relevant check boxes or else repeat steps 2 - 4.

 Use the following procedure to select and display information related to internal commitments:

1. Create a purchase requisition and release it or create a purchase order (do not release it)
2. Open the GL Committed Cost Balance Analysis window.
3. Use right mouse button option Transfer Commitments.
4. Query for the balances for the period in which you created the purchase requisition/order.
5. Amount will be displayed in the Internal Commitments field for account NON INV. NO PRE-POST. Note: If preposting is used at the source, internal commitments will be updated for code part values used in preposting.

Use the following procedure to select and display information related to external commitments:

1. Create a purchase order and release it.
2. Open the GL Committed Cost Balance Analysis window.
3. Use right mouse button option Transfer Commitments.
4. Query for the balances for the period in which you created the purchase order.
5. Amount will be displayed in the External Commitments field for account NON INV. NO PRE-POST. Note: If preposting is used at the source, external commitments will be updated for code part values used in preposting.

Use the following procedure to select and display information related to not transferred amounts:

1. Receive the purchase order.
2. Open the GL Committed Cost Balance Analysis window.
3. Use right mouse button option Transfer Commitments.
4. Query for the balances for the period in which you created the purchase order.
5. Amount will be displayed in the Not Transferred Amount field based on the postings created for purchase order receival.