Add/ Edit Commitment Page

This page allows you to add or edit commitments. A detailed description of the fields and buttons located on this page is provided below:

  • Project: Displays the project name by default.
  • Commitment Type: Click to select a commitment type.
  • Commitment Number: If the auto-fill feature is enabled in cost controls the commitment number displays by default; otherwise, you must enter a commitment number in this field.
  • Commitment Control: Displays the commitment cost control. This field will be editable only if the Allow this setting to be changed on individual commitments check box is selected in the cost settings for the account. For information, see Cost Control Settings.
  • Unit Cost Options: Displays the measure by which the commitment's cost will be calculated. Click to select between a Lump Sum Amount and Quantity/ Unit Cost.
  • Description: Displays the description of the commitment.
  • Created: (Edit Mode) Displays the date the commitment was created.
  • Status: Displays the status of the commitment.
  • Company: Displays the name of the company the commitment was made with. Click to select from a list of companies.
  • Company Number: Displays the company number and will auto-fill when the company name is selected in the field above it.
  • Commitment Control Tolerance: This field appears only if a commitment control tolerance is allowed. See Cost Settings for more information. A tolerance is a percentage above the commitment that can be paid out before commitment controls are violated. However, commitments and invoices will not be approved if they exceed the budget tolerance.

    If the commitment control tolerance setting is disabled on the account after a tolerance amount is entered and saved, the tolerance will still be honored when the commitment is approved.

  • Commitment Date: Displays the date the commitment is due as entered by the user. Click the calendar icon to select a date from the calendar.
  • Notice to Proceed Date: Displays the date to start work on the item. Click the calendar icon to select a date from the calendar.
  • Scope of Work: Enter the scope of work in this field.
  • Default Retainage Percent: Enter the default percent that should be retained for this commitment.
  • Retainage amount: Select the Support manual entry check box in this field to allow manual overriding of retainage amounts on invoice line items. This setting can be turned on or off at any time.

    Only users with add or edit commitment permissions can access the Add or Edit Commitment page to enable manual retainage entry.

  • Commitment Currency: Displays the currency type used for commitments. By default, the project currency is assigned to the commitment. You can edit this currency if the commitment is in a Draft or Pending state. Once you change this currency, any change to the project currency will not affect this commitment currency. This section is displayed only when the multi-currency feature has been enabled for the account.
  • Manage Funding: Click this button to use the funding distribution tool to automatically or manually distribute funds from funding sources/ categories to selected line items. For more information, see Funding Distribution.
  • Update Retainage %: Users with Add/ Edit Commitments permissions can update the Retainage % on all or multiple selected commitment items in bulk. This will eliminate the need to manually edit the Retainage % for each individual item. Select the commitment items that need a retainage update and then click the Update Retainage % button. The Update Retainage Percent window will be displayed with the following options:
    • Update Retainage to: Enter the updated retainage percent amount in this field.
    • Also apply to Default Retainage Percent: Select this check box to simultaneously update the Default Retainage % for future or new SOV items.
    • Yes, update retainage: Click this button to confirm the retainage update.
  • Item Number: Although editable, this column auto-populates commitment item numbers sequentially as additional items are added.
  • Budget Line Item: Please Select A Line Item: Click this link to open the Budget Line Items dialog box and click an account code number to make a selection to link the commitment item to.
  • Current Budget: This is the approved original budget and all approved budget changes.
  • Description: Although editable, this column auto-populates with the budget line item description once selected.
  • Funding Rule: Click this drop-down arrow to select a funding rule for the commitment item. Click the Edit link to customize funding source distributions.
    • (Draft Commitments) Although you can save items without a funding rule selected, you are not able to action the item (request approval or approve) until a funding rule is entered.
    • (Approved Commitments) You are not able to save a commitment item on an approved commitment until a funding rule is entered.
  • Retainage Percent: This field auto-populates with the default retainage percent, but can be edited. When an invoice is processed for this commitment item, the retainage percent in this field (commitment items) takes precedence over the default retainage percent entered for the commitment.
  • Amount: Enter the amount of the commitment item in this field.

    (Approved Commitments) You are not able to add amounts for approved commitments; a commitment change is needed to add additional commitment item amounts to an approved commitment. You are however able to save new items to the commitment, because when you add a commitment change, the newly added commitment item will display in the list of existing commitment items for you to choose from.

  • Allowance Item?: (Add Mode) Select this check box to flag the commitment as an allowance item. An allowance refers to money set aside for a specific purpose (commitment). You cannot invoice against these types of commitments. The disbursal of an allowance has to be done through a commitment change and applied to an existing or new commitment item.
  • Custom Field(s): Click to fill in custom fields.
  • Equipment Item(s): Click to add equipment items to this commitment. To learn more, see About Equipment Items.
  • Add: Click to add the new commitment item.