This chapter contains these topics:
You should perform a system-wide update of the commitment information for your contracts for the following reasons:
You did not set the Commitment Relief field to Y in the Job Cost Constants (Company Constants - Job Cost table F0026) initially and you later enable this field.
You add new jobs that you want to track with an audit trail.
Your commitment audit trail information is incorrect and you need to recalculate the information.
Your open amounts appear to be corrupt after a processing interruption.
You want to enter conversion data into your system.
You want to purge commitment audit trail records to free space on your system.
When you purge commitment audit trail records, it is a three-step process. You must:
Purge commitment audit trail records.
Run the Create Commitment Audit Trail program to rebuild the audit trail.
Run the Post Committed Costs to Jobs program to post the updated committed costs.
From Subcontract Management (G44), enter 27
From Advanced & Technical Operations (G4431), choose Update Open Amounts
Use the Update Open Amounts program to correct contract information when the data appears to be corrupt by a program error or processing interruption. You can also use the program to convert data that you generate outside of the JD Edwards World system.
You should use the Update Open Amounts program to globally recalculate the open commitment distribution amount in the Purchase Order Detail table (F4311). The program updates the following Subcontract Management fields for each contract:
Open Amount
Open Quantity
The system recalculates the amounts for each line item of a contract based on the original committed amount and all of the payment vouchers for the line item.
From Subcontract Management (G44), enter 27
From Advanced & Technical Operations (G4431), choose Purge Commitment Audit Trail
Run the Purge Commitment Audit Trail program to purge commitment audit trail records from the Purchase Order Detail Ledger table (F43199). You do this if the system builds your commitment audit trail information incorrectly.
After you purge incorrect information, you must run the Create Commitment Audit Trail program (P00993) to rebuild the audit trail with the correct information.
From Subcontract Management (G44), enter 27
From Advanced & Technical Operations (G4431), choose Create Commitment Audit Trail
You can run the Create Commitment Audit Trail program to create audit trail records for your contracts. You do this to:
Rebuild records if you purge them from your system
Create records for new contracts you add to your system
The system creates an audit trail in the Purchase Order Detail Ledger table (F43199) based on information in the Purchase Order Detail table (F4311) and the voucher and receipt information.
The Create Commitment Audit Trail program processes contract commitments and vouchers to update the commitment information. After you create audit trail records, you must run the Post Committed Costs to Jobs program (P00932) to post the updated committed costs to your jobs.
Note:
The system does not override existing data. You must first purge existing audit trail records, then create new ones.From Subcontract Management (G44), enter 27
From Advanced & Technical Operations (G4431), choose Post Committed Costs to Jobs
If your commitment balances do not match your audit trail records, you must run the Post Committed Costs to Jobs program. Use this program to correct any discrepancies that occur between the commitment information in the Purchase Order Detail table (F4311), the Purchase Order Detail Ledger table (F43199) and the PA and PU ledger types in the Account Balances table (F0902). The program updates the Account Balances table (F0902) with amounts and units for committed cost. You should always run this program after you run the Create Commitment Audit Trail program (P00993). You should also run it if your commitment balances do not match the commitment audit trail records in the Purchase Order Detail Ledger table (F43199). You must run this program after you post all payment vouchers to the general ledger.
The system creates ledger types PA for committed amounts and PU for committed units. These ledger types reflect the open and total commitments. The program recalculates the commitments in the PA ledger using the Purchase Order Detail Ledger table. Commitment ledgers track both open and total contracted commitments using ledger types PA and PU in the Account Balances table.
After the system includes the audit records in the Purchase Order Detail Ledger table, you can repost the open commitments by selecting a specific account or range of accounts and then run the program.
Additionally, you can attempt to update the commitments in these files by running the Commitment Integrity Report (P40910). Set the Update Option processing option for the Commitment Integrity Report P40910 to run in final mode. This might adjust commitments, but the results will not be as precise as those you achieve running all three programs in this three-step process.