Commitment Management in SAP #2 The process

Commitment Management in SAP #2 The process

Overview

Commitment Management in SAP tracks future commitments against cost objects; this enables users to make a realistic comparison of actual cost plus committed cost against plan / budget on that cost object. Commitments are made when user creates purchasing document to purchase goods or services at a future date. Comparing actual against budget is misleading unless you factor in the outstanding commitments that will convert to actual cost in the future.
In this blog, I will demonstrate the process of (or the stages in) Commitment Management in SAP.

 

Blogs on Commitment Management

In my series of blogs on Commitment Management, I intend to explain and elaborate the concepts behind Commitment Management. I will demonstrate how Commitment Management works in SAP.

To identify the series of blog, I have categorised the blogs under SAP > Commitment Management in SAP. If you have questions/ comments/ suggestions, please send me your comments in the form below. Sharing your questions and experience using comment box below will help other readers to gain additional knowledge involved in this functionality.

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#1 Commitment Management in SAP #1 An Overview (24/05/2012)

#2 Commitment Management in SAP #2 The process (31/05/2012)

#3 Commitment Management in SAP #3 Activation (07/06/2012)

#4 Commitment Management in SAP #4 Limitations (14/06/2012)

 

Assumption for this blog

This is the second blog in the series of blog on Commitment Management. It is a good idea to read the previous blog before you read this blog.

The blog refers to Cost Center as the cost object. However, any reference to Cost Center will apply similarly to Internal Order and Project as Cost Objects.

 

The process of Commitment Management

Commitment process flows through 5 stages:

  • Create Commitment
  • Use Commitment
  • Fulfil Commitment
  • Report Commitment
  • Carry Forward Commitment

 

 

Create Commitment

Commitments are created against cost center when purchasing documents are issued for delivery of goods or services to that cost center.

There are three factors in a Purchase Order that affect creation of commitments:

  • Purchase Order value: The commitment amount is the amount of the Purchase Order in purchase order currency. SAP converts this transaction currency to Local Currency, Group Currency and Controlling Area currency.
  • Account Assignment: Only Purchase Orders against cost centers, internal orders and projects create commitments. The commitment is created in combination of that cost object and the corresponding cost element specified in the Purchase Order
  • Delivery Date: Commitment will only reflect in the period in which the commitment is due for delivery. For example, if the delivery date on a Purchase order falls in period 12/2011 and you execute the commitment report for period 11/2011, this Purchase Order will not reflect as a commitment.

Below is an example of a Purchase Order against cost center 1324

 

The cost center report reflects the commitment amount, which is the amount of the Purchase Order.

 

Use Commitment

Commitments are used or Commitment amounts are reduced when goods or services against these purchase orders are received. If the goods or service receipt is a partial receipt, then the balance on the purchase order is the outstanding amount of commitment.

  • Upon goods receipt: For every goods receipt performed against the cost object, the system reduces the commitment value and increases the actual cost
  • Upon invoice receipt (where “Goods Receipt” indicator is not set on Purchase Order): For every invoice receipt performed against the cost object, the system reduces the commitment value and increases the actual cost

I performed a partial goods receipt against the Purchase Order 4500017205 that I had created above.

 

 

This partial goods receipt (amount $1,225) reduced the amount of commitment and increased the amount of actual cost.

 

Fulfil Commitment

The commitment amount reduces to zero in the following situations:

  • If the goods or service receipt is a full receipt against the purchase order, then the balance on the purchase order is zero and the commitment is fulfilled and the outstanding amount of commitment is zero.
  • When “delivery completed” indicator is set on the Purchase Order to indicate that no further goods receipt are expected against that Purchase Order item

I will set the “delivery completed” indicator on the Purchase Order line item to indicate that the balance of 50 units will not be delivered.

 

This released the amount of commitment and set the commitment from this Purchase Order to zero.

 

  •  When ”Final Invoice” indicator is set on Purchase Order to indicate that no further invoices are expected against that Purchase Order item. This has the same effect as setting the “Delivery Complete” indicator. It resets the commitment amount to zero.

I created a Purchase Order 4500017207 with no GR required. After a partial invoice, I will set this Purchase Order to “Final Invoice”.

 

 

This will release the commitment and set the balance to zero.

 

 

  • If you set the “lock” or “mark for deletion” indicator on the Purchase Order / item

 

Report Commitment

Commitment amount is information available for reporting. SAP has standard reports that compare the cost objects budget against actual and commitment. There are several standard reports. Below are two commonly used reports.

You can do this from

Controlling > Cost Center Accounting > Information Systems > Plan/Actual Comparisons > Cost Centers: Actual/Plan/Commitments

 

Plan amounts have been updated against the cost center 1323 as part of the planning cycle.

At the time this report was executed, the cost center has incurred actual costs of $1.225 against cost element 621030.

There are outstanding Purchase Orders worth $ 4,025 against the same cost element.

This means that the total “assigned” or utilised amount against cost element 621030 in cost center 1323 is $ 5,250 ($1,225 + $ 4,025).

This compares to plan amount of $ 2,083.24. The available amount is (negative) $ 3,166,66. This means that the cost center 1323 has over spent an amount of $ 3,166.66 against cost element 621030 for “third party fees” compared to the plan.

You can also execute the report to compare budget against commitment and actual
Controlling > Cost Center Accounting > Information Systems > More Reports > Range: Actual/Budget/Commitments

 

There are further reports to list Commitment line items. You could drilldown to this line item report from any of the above reports.

If you want to create your own report and use Commitment as a field in that report, then Commitment amount is available as a field in Library xxx Table xxxx

 

Carry-forward commitment

At the year-end, customers should carry forward the outstanding commitments to the next fiscal year. Commitments are carried forward to the first fiscal period of the next fiscal year. For example, outstanding commitment of period 11/2011 is carried forward as commitment of period 01/2012.

You can do this from

Controlling > Cost Center Accounting > Year-End Closing > Commitment Carryforward

 

 

Conclusion

The process to create and fulfil or carryforward commitments is very simple. The transaction to post Commitment occurs in the background as users process business transactions. Commitment values are then available as information for reporting purposes.

 

Commitment Management in SAP is an easy-to-setup and easy-to-use feature in SAP. In the next blog, I will explain the steps to activate and configure Commitment Management.

 

Please Share

I hope this blog has helped you understand the concept, design and configuration behind Commitment Management. Please do leave your comments below whether this article was helpful; and whether you have any suggestions/ comments; or if you would like to share your experience with document splitting.

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View my presentation on Slideshare

 

 

 

 

Index of my blogs on Commitment Management in SAP ECC

#1 Commitment Management in SAP #1 An Overview (24/05/2012)

#2 Commitment Management in SAP #2 The process (31/05/2012)

#3 Commitment Management in SAP #3 Activation (07/06/2012)

#4 Commitment Management in SAP #4 Limitations

_____________________________________________
Rajesh has optimised SAP Finance solutions for several customers. Rajesh has 12 years experience implementing SAP / IT / BPM Finance solutions for several customers globally; with a strong focus on Management Accounting and Reporting primarily Product Costing, Profitability Reporting and Material ledger (Transfer Pricing, Actual Costing). He also has 7 years experience working in the business in Finance and Accounting functions. His business process knowledge combined with his IT expertise enables him to provide his customers with best-of-breed advice on business process / IT implementations.

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Comments

  1. Hi,
    Good presentation simple to understand.I do’ve question like what is Budget and Plan cost and how will maintain Budget for Cost center / Cost objects.

    Thanks

    • Hi Usha

      For understanding the difference between budget and plan, I would suggest you read OSS note 106995. It states “In Controlling, you use planning to set targets. This should be carried out together with the other colleagues involved. Planning, therefore, usually occurs “bottom-up”.” and “A budget is binding, although it is not used for valuation or as a standard. Usually a budget is available for a high hierarchy level in the business or organization. This overall budget is then broken down over the subordinate hierarchical levels. Budgeting, therefore, usually occurs “top-down”. This process is also supported by the system during budgeting.”
      Budgeting is usually available for availability control in “order” type cost objects like Internal Orders.

      Cost Centre cost budget can be created using Tcode KPZ2

      Rajesh

  2. Hi,

    I wanted to know, that If I delete the commitments in KP06, what will get impacted? I wanted to update my profit center in the cost center master and it does not allow updation unless any transactional data exists. There are commitments in the given cost center and hence I want to delete/remove them. What all areas/activities will get impacted because of this?

    • Hi akruti
      I am not aware of commitments in KP06. Can you please explain what commitments are created in KP06. kP06 creates plan data. If you want to update profit centre in cost centre, it will not allow if the Are open transactions against it. Best option is to split period on the cost centre and assign new profit centre for the new period. The reason SAP will not allow change is because transaction data that is already posted has the old profit centre and transaction data cannot be changed.
      Not sure if this reply helped. Please reply here or cal me if you want to clear the matter sooner.

      Thanks

      Rajesh

      • Hi,

        We tried updating the profit center after reassigning the analysis period, however for some of them the update is not accepted as there are commitments at cost center level coming from open PR or PO. One way to remove these commitments is to complete the PR-PO-GR-IR cycle. Is there an option where we can delete the PR or PO and the relevant commitments in cost center are removed?

        Akruti

        • Hi Akruti
          Commitments are created in the background when source documents are generated. I am not aware of a way to delete commitments without correcting/ closing the source documents.

          Rajesh

  3. Hi Rajesh,

    It really very nice document on committment item. It has really improved my knowledge. My customer is facing one of the problem. Materials have already been delivered (imported materials) and service was paid,so those items are not supposed to be listed anymore but it is appearing in committment item. What has to be done for this? request you to please suggest.

    Please email me on my email id shrikantsap59@gmail.com

    Regards
    Shrikant Sapaliga

    • Hi Shrikant

      Commitments arise when PO is created. Do you have a balance in your PO (i.e. goods not received)? Could that be a reason?
      If you want remove the commitment, you should flag the PO is “delivery complete”. That will remove the commitment against the PO

      Rajesh

      • HI Rajesh,
        CAn you let us know in whcih REport we can get PO as Commitements if PO does nto ahve checkbox on Good Required, that is we are not expecting any Goods Receipt for the PO and have deliver COmpletion marked. But INvoice is expected for this.

        As we have PO open whose invoice is pending I beleive it should come in one of the comittment reports but such POs are not appearing. CAn you advice if we have any report to find such PO.

        Thanks
        Shashi

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