Assigning system codes for commitment processing

Use this procedure to select which Lawson applications that you will allow the processing of commitments and budget editing.

  1. Access System Codes (GL01.4).
  2. Select Inquire form function to display your system codes.
  3. Select each Lawson system code that you will create encumbrances, commitments, or budget edits from. Use these guidelines to specify the field values:
    Suspend SL Process

    This field lets you process Strategic Ledger information separately from your daily processing to maximize processing efficiency.

    If you select Yes, then the Strategic Ledger information is not interfaced to Strategic Ledger until you run Transaction Interface (SL195). This reduces processing time on the interface to General Ledger. You can run Transaction Interface (SL195) at any time to load information for use in the Strategic Ledger application.

    AC Commit (Commitments)

    This field determines if commitments are update in Project Accounting (AC).

    Select Yes or No to determine if the system code will update commitments in Project Accounting (AC).

    Note: If you select Yes (and therefore activate commitments) for Requisitions (RQ), then you must also select Yes for Purchase Order (PO) and Accounts Payable (AP). If you activate commitments for Purchase Order (PO), then you must also select Yes for Accounts Payable (AP).
    AC Commit Pct (Commitment Percentage)

    You can specify a percentage to include additional costs to commitments in Project Accounting for overhead fringe benefits. The percentage is calculated and added to commitment amounts when you inquire or report on activity commitments.

    AC Bud (Budget Edit)

    This field determines if budgets are edited in Project Accounting.

    Select Yes or No to edit budgets in Project Accounting. If you select Yes, then the system verifies commitment amounts under the budget based on options you select on Activity Group (AC00.1).

    GL Commit (Commitments)

    Select Yes or No to determine if commitments are created in General Ledger for transactions that originate in the system code.

    Note: If you select Yes (and therefore activate commitments) for Requisitions (RQ), then you must also select Yes for Purchase Order (PO) and Accounts Payable (AP). If you activate commitments for Purchase Order (PO), then you must also select Yes for Accounts Payable (AP).
    GL Bud (Budget Edit)

    Select Yes or No to determine if budgets are edited in General Ledger for the system code.

    The system allows you to track actual balances, commitments, and encumbrances compared to budgeted amounts. But the system will not prevent you from exceeding budgeted amounts if you set the GL Commit field to Yes and the Budget Edit field to No.

    Note: You must set the GL Commit field to Yes before you can set the Budget Edit field to Yes.
    GL His

    Select Yes or No to determine if this system code will update historical commitments in the General Ledger application.

    Note: The system will not create historical commitment records for commitment records that existed prior to setting the GL His field to Yes.
  4. (Optional) If you select commitment processing for Requisitions (RQ) and Purchase Order (PO), then set the commitment date options.
    1. Highlight the RQ or PO line.
    2. At the bottom of the page, in the Details box, select the Commit Date link to access Commit Date Options (GL01.6). Use these guidelines:
      PO tab PO Encumbrance Date options

      Select PO Date or PO Delivery Date.

      If you select PO date, then the encumbrance is compared to the budget for the period in which the PO date falls.

      If you select Delivery Date, then the encumbrance is compared to the budget for the period in which the purchased item is planned to be delivered.

      If you select System Date, then the encumbrance is compared to the budget for the period in which the system date falls.

      The default is PO Delivery Date.
      Received Not Invoiced AC Update options Select Yes and the Received, Not Invoiced Report (PO135) creates accruals in Project Accounting (AC).
      RQ tab RQ Commitment Date options

      Select RQ Delivery Date or RQ Creation Date.

      If you select RQ Delivery Date, then the commitment is compared to the budget for the period in which the requested item is delivered.

      If you Select RQ Creation Date, then the commitment is compared to the budget for the period in which the requisition is created.

      The default setting is RQ Delivery Date.