Committed Costs: Implementation Checklist

The following sections provide details you can use to ensure that the system is configured properly for processing cost commitments on projects, and to understand (and change, if needed) the settings that affect the processing workflow.

Implementation Checklist

We recommend that before you initially process cost commitments, you make sure the needed features have been enabled, settings have been specified, and entities have been created, as summarized in the following checklist.


Form	Tasks to Perform
Enable/Disable Features (CS100000) form	Make sure the following features are enabled: Inventory and Order Management, if you want to process purchase orders with non-stock items and track them as cost commitments to projects Inventory, if you want to process purchase orders with stock items and track them as cost commitments to projects Construction, if you want to process subcontracts and track them as cost commitments to projects
Projects Preferences (PM101000) form	Make sure that all necessary settings related to project accounting have been specified. For more information about configuration steps that you have to perform before you can start accounting for projects, see Basic Project Configuration: General Information. Also, make sure that the Internal Cost Commitment Tracking check box is selected on the General tab (General Settings section).
Account Groups (PM201000) form	Make sure that all needed account groups have been configured and that for all the needed account groups of the Expense type, the Create Commitment check box is selected on the Change Request Settings tab.
Projects (PM301000) form	Make sure that the project has been created, as described in Project Creation and Processing: General Information.
Vendors (AP303000) form	Make sure that all needed vendors have been defined in the system, as described in Vendors: General Information. Also, make sure that the expense account of the vendor specified in the Expense Account box on the GL Accounts tab is mapped to an account group.
Non-Stock Items (IN202000) form	Make sure that all needed labor items, non-stock items, and services have been defined. For more information about labor items, non-stock items, and services, see Labor Items: General Information, Creating Non-Stock Items: General Information, and Creating Service Items: General Information, respectively. Also, make sure that the following accounts are mapped to account groups: The expense account of the item specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items form The expense account of the corresponding posting class specified in the COGS/Expense Account box on the GL Accounts tab of the Posting Classes form if the non-stock item requires receipt—that is, the Require Receipt check box is selected on the General tab (Item Defaults section) of the Non-Stock Items form
Stock Items (IN202500) form	Make sure that all stock items have been defined. For more information about stock items, see Stock Item Creation: General Information. Also, make sure that the following accounts are mapped to account groups: The COGS account of the item specified in the COGS Account box on the GL Accounts tab of the Stock Items form The inventory account of the corresponding posting class specified in the Inventory/Accrual Account box on the GL Accounts tab of the Posting Classes (IN206000) form

Other Settings That Affect the Workflow

You can affect the workflow of processing commitments by specifying additional settings as follows:

To change the format of purchase order identifiers, adjust the POORDER numbering sequence on the Numbering Sequences (CS201010) form or create a new numbering sequence and select this sequence in the Regular Order Numbering Sequence box on the General tab of the Purchase Orders Preferences (PO101000) form. For more information on numbering sequences, see Use of Numbering Sequences.
Note: If the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form, a user can create purchase orders by using the Create Purchase Orders button on the Commitments tab of the Projects (PM301000) form only if the numbering sequence that is used for numbering purchase orders is auto-numbered.
To cause the system to automatically select a project task when a particular project is selected during the creation of a purchase order, select the Default check box on the Tasks tab of the Projects (PM301000) form for one of the tasks of the project.
To avoid obligatory printing of created purchase orders, clear the Print Orders check box on the Purchase Settings tab (Default Location Settings section) of the Vendors (AP303000) form for all applicable vendors. (A user can still print any purchase order of the vendor, if needed.)
To avoid obligatory emailing of created purchase orders, clear the Send Orders by Email check box on the Purchase Settings tab (Default Location Settings section) of the Vendors form for all applicable vendors. (A user can still email any purchase order of the vendor, if needed.)
To cause the system to automatically release inventory receipts created on release of purchase receipts, select the Release IN Documents Automatically check box on the General Settings tab (Other section) of the Purchase Orders Preferences PO101000 form.
To cause the system to create purchase receipts with the Balanced status, clear the Hold Receipts On Entry check box on the General tab (Other section) of the Purchase Orders Preferences form.
To cause the system to not copy non-stock lines of the Service type in purchase orders of the Normal type to purchase receipts and bill such lines directly from purchase orders, clear the Process Service Lines from Normal Purchase Orders via Purchase Receipt check box on the General tab (Other section) of the Purchase Orders Preferences form.
To cause the system to not copy non-stock lines of the Service type in purchase orders of the Drop-Ship type to purchase receipts and bill such lines directly from purchase orders, clear the Process Service Lines from Drop-Ship Purchase Orders via Purchase Receipt check box on the General tab (Other section) of the Purchase Orders Preferences form.

With these settings specified, users in your company can process commitments quickly and accurately with a minimum of manual actions.

Validation of Configuration

To make sure that all configuration has been performed correctly, we recommend that you perform instructions similar to those described in Committed Costs: Process Activity.