Assigning System Codes for Commitment Processing

Use this procedure to select which Lawson applications you want to allow processing of commitments and budget editing from.

To assign system codes for commitment processing

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

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

    If you select Yes, 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)

    Select whether commitments are updated in Project Accounting (AC).

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

    You can type 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)

    Select whether budgets are edited in Project Accounting.

    Select whether to edit budgets in Project Accounting. If you select Yes, 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), you must also select Yes for Purchase Order (PO) and Accounts Payable (AP). If you activate commitments for Purchase Order (PO), you must also select Yes for Accounts Payable (AP).
    GL Bud (Budget Edit)

    Select whether 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: The GL Commit field must be set to Yes before you can set the Budget Edit field to Yes.
    Note: The system will allow you to track actual balances, commitments, and encumbrances compared to budgeted amounts, but wouldn't prevent you from exceeding budgeted amounts if you set the Commit field to Yes and the Budget Edit field to No.
    GL His

    Select whether 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 choose commitment processing for Requisitions (RQ) and Purchase Order (PO), set the commitment date options:
    1. Highlight or place your cursor on the RQ or PO line.
    2. At the bottom of the form, in the Details box, click the Commit Date button to access Commit Date Options (GL01.6). Use the following guidelines to enter field values:
      PO tab PO Encumbrance Date Options

      Select PO Date or PO Delivery Date.

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

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

      If blank, the default is the System 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, the commitment is compared to the budget for the period in which the requested item is delivered.

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

      The default is RQ Delivery Date.