The Commitment Funding Sheet allows you to allocate project or shell funds to a specific "commitment" (base commit) business process record (for example, a contract or a purchase order). Changes to the original contract through the use of associated change commits will also be reflected on the funding sheet. The commitment funding sheet is also used to track the consumption of those funds as spends business processes (invoices or payment applications) are created.
There is one commitment funding sheet for each base commit business process record. You create the sheet directly from the base commit record once it reaches a step at which funding has been enabled. (The design is done in uDesigner. For workflow BPs, funding can be enabled per step; for non-workflow BPs, funding will be enabled when the form is editable. The funding sheet may also be available for viewing on view forms, depending on the design. The funding sheet is available if a Funding button is present on the base or change commit record toolbar.)
Be sure the following is in place before creating the commitment funding sheet:
- A commitment funding structure has been created. The sheet will use this default structure. Columns can be modified, removed or added to the sheet; this will not affect the default structure.
- The project or shell funding sheet has been created, and funds allocated to it from the company funding sheet.
- In order to use commitment level funding, a Schedule of Values (SOV) sheet must be created for the base commit. The commitment funding sheet uses the SOV to track base commit and change commit line items, amounts, and remaining balances. Be sure the SOV sheet has a column using the datasource Scheduled Value, as this is used by the commitment funding sheet.
If the fund assignment levels and rules have been defined in the structure, then these will be copied to the new sheet. These definitions can be added or edited in the sheet as needed.
The user who creates the sheet becomes the owner and automatically has full permissions to view and edit the sheet. If other users will need to view or edit the sheet, you will need to give them permission.
After the sheet is created, you then allocate funding for that record from the available project or shell funds. Fund allocation is done manually on the commitment funding sheet; allocation and consumption can be tracked on the project/shell funding sheet by adding the appropriate columns.
To create a commitment sheet
- Open the base commit business process record on which you want to perform commitment funding.
If commitment funding has been enabled on the base commit itself, and on the current step, a Funding button will be present on the business process toolbar.
Note: If the Funding button is not present, contact your project/shell administrator, or other administrator managing business processes, to verify that commitment funding is available for the business process, that it is available on the current step, and that you have the proper permissions. In addition, it is possible that on some steps (and on View forms), the Funding button will be present, but has been designed to open a view-only version of the sheet.
- Click the Funding button.
- Click Yes to confirm. The Commitment Funding Sheet is created, based on the structure.