PI Non-Sponsored Statements: Outstanding Commitment

The outstanding commitment section provides the commitment detail by Reference Doc # for the current period.

The Header Section provides identifying information about the non-sponsored cost object from SAP Master Data such as:

• Fund Center
• Funded Program
• PI for Funded Program (this is the name of the Faculty member that receives the report, this is updated by [email protected])
• Responsible Person (this data is based on SAP Master Data and must be updated using the Master Data Request Tool, it is not related to the report distribution)
• Business Area
• Fund
• Fund Type
• Function Group
• Financial Function

Updates to a more meaningful name are allowed as it pertains to the fund center or funded programs. The department should use the Master Data Request Tool in SAP to initiate the change process.

If an update is approved all SAP applications using this data will also be updated.

A. Class 

• First column on the Outstanding Commitment report
• Field shows Text only
• High level group combines similar G/L accounts together (for example: Contractual Services)
• Total for “class” will tie in with the summary page “current period” column

B. GL Account 

• Second column on the Outstanding Commitment report
• Field shows Text only
• Like GL Accounts are grouped together as a “class” (For example: Equipment Lease, General Contractual Services, Waste Removal and Exchange Services are all part of the Contractual Services class)

C. Reference Doc # 

• Third column on the Outstanding Commitment report
• Field shows Text only

D. Item Text 

• Fourth column on the Outstanding Commitment report
• Provides detailed text concerning transaction
• Field shows Key only

E. Posting Date

• Fifth column on the Outstanding Commitment report
• Field shows Key only
• Use this column to look for commitments from a previous fiscal year, for example if you see a commitment from Fiscal Year 2010 then further investigation is needed

F. Commitment Amount 

• Sixth column on the Outstanding Commitment report
• This field will contain commitment balances by reference doc # as of the date the report was generated. In the example, we see outstanding commitments of $675.00 for Supplies and Materials, and $673.50 for Animal Services. Most of these commitments are for Purchase Orders (reference docs beginning with 20x).

Screen shot below, reconciles the summary page with the commitment detail and provides detail for each non-payroll commitment.

Check the posting date. If you see any item over a year old verify it is still a valid commitment, see below 9/15/2015 (this report was run December 2016, so it is just over a year old as of this document).

This report has omitted several items so it provides the user with only pertinent data elements to properly reconcile the account.

Sub-report Exclusions

• Revenue detail
• Payroll detail
• Actual expense
• Indirect commitments