You use this program to view the current available budget for a selected general ledger code.
| Field | Description |
|---|---|
| Ledger code | This indicates the ledger code and ledger code description to which the values displayed relate. |
| Transaction | This indicates information for the current transaction type. Typically the transaction type (Purchase Order or Requisition), the transaction period and transaction date are displayed. |
| Unallocated |
This indicates the value for the transaction that could not be allocated against a particular period. Typically, this would occur when a due date is entered for a non-stocked item which is later than the end of the following financial year. The system is then unable to allocate the value to a particular period as the date is too far into the future. When the year end function of the GL Period End program is run, the system will attempt to allocate the values to a particular period providing that their due dates are not beyond the following financial year end. The text for this field defaults to 'Unallocated,' but is replaced by whatever text you define against the setup option: Unallocated text (General Ledger Setup - Commitments tab). |
| Commitment status | The following values are displayed for the current period, for the Year to date and for the entire year (Annual). |
| Uncommitted |
This indicates the uncommitted values for the ledger code. These values typically come from unapproved requisitions. |
| Committed |
This indicates the committed values for the ledger code. These values typically come from purchase orders and approved requisitions. |
| Total commitment | This indicates the sum of the values displayed in the Uncommitted and Committed fields. |
| Actual | This indicates the actual balances held against the ledger code. These balance can also be viewed using the GL Query program. |
| Total | This indicates the sum of the values displayed in the Total commitment and Actual fields. |
| Budget | This indicates the budget values defined against the ledger code (see General Ledger Codes). |
| Available | This indicates the difference between the Budget value and the Actual value. |
| Close | Select this to return to the previous screen. |
Commitment values can be viewed by selecting the Commitments option from the Requisition Entry, Purchase Order Entry and Requisition Routing Details programs.
View commitment values
When processing a purchase requisition:
Select the Commitments option from the Requisition Entry program.
Enter the required General Ledger code.
Select the Commitments function.
The commitment values for the ledger code selected are displayed.
When processing a purchase order for a non-stocked item:
From the Non-stocked tab of the Purchase Order Entry program, enter the required General Ledger code.
Select the Commitments function.
The commitment values for the ledger code selected are displayed.