Relief of an Encumbrance or Commitment
A commitment is relieved at the time of receipt (three-way match) or voucher (two-way match). When you cancel purchase order lines, receive goods, or create vouchers for purchases, you can have the system relieve commitments. To do this, the system subtracts the individual commitment amount from the total commitment amount for the job or project.
Use the Commitment Relief constant in the Job Cost Constants program (P0026) to establish the criteria that the system uses to automatically relieve open commitments when you run the general ledger posting program for:
Vouchers that are matched in a two-way environment.
Purchase order receipts that are matched in a three-way environment.
Just receiving or vouchering an order does not relieve the commitment. The General Ledger Post Report program (R09801) calls the Update Commitment Ledger program (X00COM) that actually relieves the commitment. Committed amounts are relieved from the PA ledger and are added to the Actual Amount (AA) ledger.
When vouchers or receipts are posted, the system:
Relieves the commitment.
Creates an audit trail in the P.O. Detail Ledger File - Flexible Version table (F43199).
Recalculates the amounts in the account balances ledgers, if necessary.
Changes the exchange rate of selected purchase orders and restates the domestic commitment amounts, if necessary.
When you inquire on commitments, the receipt general ledger date, not the original purchase order general ledger date, is used to relieve the commitment.
If the Expense At Voucher option is selected on the Line Type Constants Revisions form, then the system relieves commitments when posting the voucher match batch. This applies to two-way and three-way voucher match. Expense at voucher works like two-way match. The expense is vouchered as a three-way match but because there are no general ledger records from receipts the expense at voucher functions like a two-way match. Thus, the commitment relief is for the voucher amount and not the receipt amount.