The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
Procurement
1. Purpose of the commitment report
The commitment report shows an overview of all orders for which a payment obligation is still outstanding. These are purchase orders that are set to 'To be invoiced'.
2. Access and permissions
Access to the commitment report requires the permission procure:can_access_obligo_report. This permission is granted per company, so the report only contains data from the companies for which access has been granted. More information about permissions is available in Permission management - permissions.
Navigation path: Procurement → Reports → Commitment report
3. Functionality overview
3.1 Filters
Before the report is created, its content can be limited with the following filters. All filters are optional:
- Companies: limits the report to the selected companies. Multiple companies can be selected. Only companies for which access has been granted are shown. If no company is selected, the report contains the data of all companies for which access has been granted.
- Vendors: limits the report to the selected vendors. Multiple vendors can be selected. The list is filled based on the selected companies and remains empty as long as no company has been selected. If no vendor is selected, the report contains all vendors.
- Delivery date: limits the report to a period based on the delivery date. By default, this is set to All.
- Order creation date: limits the report to a period based on the date on which the order was created. By default, this is set to All.
3.2 Columns in the report
For each order, the report contains the following columns: company, order number, order date, amount, open order amount, vendor number and vendor name.
For each order line, the following columns are shown: line no., company (line), dimensions (one column per dimension), currency, invoicing method, amount (line), open order amount (line), qty. to receive, no. rec., delivery date, description, allocation start date and a link to the order.
3.3 Export file
This report is exported as an Excel file. In addition to the data sheet, the file contains a Criteria sheet that lists the filters selected when the report was created (company, vendor, delivery date and order date). Filters for which nothing has been selected are listed as All.
4. Creating the commitment report
4.1 Navigation
Go to:
Procurement → Reports → Commitment report
4.2 Steps
- In the Commitment report dialog, set the filters Companies, Vendors, Delivery date and Order creation date, if required. If no company or vendor is selected, a report is created with all data to which access has been granted.
- Click Download. The file is created and downloaded immediately to the default download location of the browser. If no default download location has been set, a prompt asks where to save the file.
- Open the Excel file. The Criteria sheet shows which filters were applied.
Click Cancel to close the dialog without creating a report.
5. User behaviour
- Only the companies for which the permission
procure:can_access_obligo_reporthas been granted can be selected and appear in the report. - The report only contains the data that matches the selected filters. If there are no outstanding commitments for the selected filters, the data sheet contains only the column headers.
6. Summary
- The commitment report shows purchase orders with an outstanding payment obligation.
- The report can be filtered in advance by companies, vendors, delivery date and order creation date. Without a selected company or vendor, the report contains all data to which access has been granted.
- Access is configured per company with a permission.
- The report is downloaded immediately as an Excel file, with a Criteria sheet for the selected filters.