Buyout Commitments are official documents such as Purchase Orders, Task Orders, Labor Authorizations, Equipment Requests and Expense Authorizations, that guarantee work or material, and/or authorize labor, purchases, and outline terms and agreements for work or material items. Commitments are issued to Vendors when purchasing material or labor for a job, and can be created under the Project's Buyout tab. To view and/or close commitments for a particular Vendor, you can navigate to the Vendors Menu and check the Commitments tab, or you can go to a specific project's Buyout tab.
Example: You are trying to locate a specific Purchase Order, but do not know what Project the P.O. is associated with. However, you do know the Vendor, so you can check the Commitments tab under that Vendor and filter through a log that includes the Project and Order numbers, Project name, subject, status, amount, etc.
Note: If the "Close Non Zero" setting is not active within a commitment's configuration, the commitment must be fully invoiced and have no open unbilled amount before it can be closed.
1. View Commitment(s) By Vendor
Buyout Commitments such as Purchase Orders, Task Orders, Labor Authorizations, Equipment Requests and Expense Authorizations, are managed under the Buyout tab of a particular Project, but they may also be viewed under the Commitments tab of the associated Vendor. To view a list of Buyout Commitments for a Vendor, navigate to the Commitments tab.
Steps:
Navigate to the Vendors portion of the Companies Menu and select the name of the vendor you wish to view.
Click the Commitment tab to see that vendor's open commitments; to view a printable list, click on the "View" icon and select "Commitments".
2. Close Commitments by Vendor
The Commitments tab is the easiest and fastest way to close multiple Commitments (Buyout Commitments) associated with a single Vendor. Use the checkboxes to select one or more Commitments from the list. The "Close Commitments" button will appear when a Commitment is selected. Once closed, the Commitment is removed from the list.
Steps:
Go to the Companies menu, select the Vendors section, and click on the name of the Vendor you wish to view.
Click on the Commitments tab for that Vendor and click the check boxes to select the Vendor Commitment(s) you wish to close.
3. Click "Close Commitments".
3. Close Commitments in a Project
A Buyout commitment, such as a purchase order or subcontract, can be closed when it has been fully completed or there is otherwise no more need to directly interact with it. A closed commitment will be hidden from the default filtering and cannot be further invoiced or changed. A vendor's Buyout Commitment can be closed directly from the Buyout tab of a project.
Note: If the "Close Non Zero" setting is not active within a commitment's configuration, the commitment must be fully invoiced and have no open unbilled amount before it can be closed.
Steps:
Go to the Buyout tab of the Project.
Find the executed Commitment, click the Toolbox, then click the Change Status and choose Close.
