Overview
An obligation is a binding agreement with a vendor. Obligations are those for which a legal obligation has been created in the form of a binding contract. An expense obligation refers to funds that need to be paid as a result of an issued and approved Expense Voucher. Users can add unlimited Obligation Items for different Coding Blocks. For each Item, the item amount can be distributed over multiple fiscal years.
Navigation
Menu ► Budgeting & Appropriation ► Obligation
Obligation screen Fields and Tab
Field | Description |
Obligation ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Workflow Status | Current workflow status of the obligation created. It is a closed domain, means automatically updated by the system. |
Fiscal Year | Fiscal Year of the Obligation. |
Fiscal Period | Fiscal period of the Obligation. |
Budget Office | The code of the Budget Office for the Obligation. |
Currency | The currency of the Obligation. |
| Posting Status | Posting status of the obligation |
Exchange Rate | The exchange rate for the chosen currency. |
Issue Date | The date the Obligation is issued, defaults to current system date. |
Origin | Display Only field shows the source of the Obligation and will be updated by the system only: |
Source Document Number | The document number of the source document (PO) with Hyperlink to drill down to the source voucher. |
Contract | The Contract related to the Obligation. |
Vendor | The code of the Vendor related to the Obligation. |
Status | The Status of the Obligation; indicates if the Obligation is open and can be spent or closed. |
Rollover | To indicate if the Obligation is carried forward to the next Fiscal Year when the current Fiscal Year closes. |
Item Distribution Amount Restricted | If checked, the period and amount of the posted transactions against the Obligation must be validated against the Obligation’s item distribution. |
Commitment | The source Commitment ID when the Obligation is linked to a Commitment. |
Close Remaining Amount of Commitment | If the Obligation Amount is less than the selected commitment balance, the remaining amount of the commitment is closed by checking this option. |
Generated | If checked, indicates that the Obligation was Automatically Generated by the system. |
Language | Language used to register the Obligation’s description. |
Description | A Description of the Obligation. |
Amount Original (Domestic) | Total Domestic Amount Original |
Amount Original (Foreign) | Total Foreign Amount Original |
Amount (Domestic) | The Total Domestic Amount of the Obligation; automatically calculated. |
Amount (Foreign) | The Total Foreign Amount of the Obligation; automatically calculated. |
Current Amount (Domestic) | It is a display only field. It is calculated from domestic amounts that finally used. |
Current Amount (Foreign) | It is a display only field. It is calculated from foreign amounts that finally used. |
YTD Actual (Domestic) | The Total Domestic YTD Actual Amount of the Obligation; automatically calculated. |
YTD Actual (Foreign) | The Total Foreign YTD Actual Amount of the Obligation; automatically calculated. |
Balance (Domestic) | The Total Domestic Balance of the Obligation; automatically calculated. |
Balance (Foreign) | The Total Foreign Balance of the Obligation; automatically calculated. |
Is Executes Project | It indicates whether the record is execution of externally funded projects. Default value false. |
Project External Financing | Unique identifier that identifies an ID of project. |
| Obligation Rolled From | This is the Obligation Number from where this obligation was rolled from orginally. |
| Obligation Rolled To | This is the Obligation Number from a future fiscal year where this obligation was rolled to. |
Created By | Indicates which user created the obligation; automatically generated. |
Created On | Date the Obligation was created. |
Approved By | Users who approved the Obligation. |
Approved On | Date the Obligation was approved. |
Items Tab | Section where one or more Items, with their respective distributions, can be specified. |
Attachments Tab | Any attachments related to the Obligation. |
Obligation Item screen fields and Tab
Field | Description |
Serial Number | Automatically generated serial number for the Obligation Item. Begins with 1 for each new Obligation. |
Coding Block | The Coding Block for the Obligation Item. |
Commitment | The Commitment linked to the Obligation Item. |
Commitment Item | The Commitment Item linked to the Obligation Item. |
Close Remaining Amount of Commitment Item | If the item amount is less than the selected commitment item balance, users can select this attribute to close the remaining balance. |
Status | The Status of the Obligation Item indicates if the Item is open and can be spent, or closed. |
| Amount Original (Domestic) | If parameter "Uses original amount in obligation" = TRUE and Workflow Status is Approved then Total Domestic Amount Original = Total Domestic Amount. This Field is only when Workflow Status is Approved. It is a read only field. |
| Amount Original (Foreign) | If parameter "Uses original amount in obligation" = TRUE and Workflow Status is Approved then Total Foreign Amount Original = Total Foreign Amount. This Field is only when Workflow Status is Approved. It is a read only field. |
Amount (Domestic) | The Total Distributed Domestic Amount for each item automatically calculated. |
Amount (Foreign) | The Total Distributed Foreign Amount for each item; automatically calculated. |
Current Amount (Domestic) | It is a display only field. It is calculated from domestic amounts that finally used. |
Current Amount (Foreign) | It is a display only field. It is calculated from foreign amounts that finally used. |
YTD Actual (Domestic) | The Total Domestic YTD Actual Amount for each item; automatically calculated. |
YTD Actual (Foreign) | The Total Foreign YTD Actual Amount for each item; automatically calculated. |
Balance (Domestic) | The Total Domestic Balance of each Item; automatically calculated. |
Balance (Foreign) | The Total Foreign Balance of each Item; automatically calculated. |
| Exchange Differential Amount | Read only calculated field. Displays Exchange differential amount of each Item. Default is Zero. |
Language | Language use to enter description. |
Description | A Description of the Obligation Item. |
Distributions Tab | Contains the list of the Distribution items for the Obligation. |
Obligation Item Distribution screen fields
Field | Description |
Fiscal Year | The Fiscal Year of the Obligation Item Distribution. |
Fiscal Period | The Fiscal Period of the Item Distribution. |
Status | The Status of the Item Distribution; indicates if the distribution Item is open and can be spent, or closed. |
Amount (Domestic) | The Distributed Domestic Amount of the Item Distribution. |
Amount (Foreign) | The Distributed Foreign Amount of the Item Distribution. |
Current Amount (Domestic) | It is a display only field. It is calculated from domestic amounts that finally used. |
Current Amount (Foreign) | It is a display only field. It is calculated from foreign amounts that finally used. |
YTD Actual (Domestic) | The Actual Domestic YTD amount for the Item Distribution; automatically calculated |
YTD Actual (Foreign) | The Actual Foreign YTD amount for the Item Distribution; automatically calculated. |
Balance (Domestic) | The Domestic Balance amount for the Item Distribution; automatically calculated. |
Balance (Foreign) | The Foreign Balance amount for the Item Distribution; automatically calculated. |
| Exchange Differential Amount | Read only calculated field. Displays Exchange differential amount of each Item. Default is Zero. |
| Amount Original (Domestic) | If parameter "Uses original amount in obligation" = TRUE and Workflow Status is Approved then Total Domestic Amount Original = Total Domestic Amount. This Field is only when Workflow Status is Approved. It is a read only field. |
| Amount Original (Foreign) | If parameter "Uses original amount in obligation" = TRUE and Workflow Status is Approved then Total Foreign Amount Original = Total Foreign Amount. This Field is only when Workflow Status is Approved. It is a read only field. |
Structure Of Project Obligation tab screen fields
Field | Description |
Serial Number | Unique identifier that identifies a Line of Project with external financing. It is assigned automatically by the system. |
Agreement ID | Unique identifier that identifies an ID of Agreement. |
Project Structure | Unique identifier that identifies an ID of Project Structure Code. |
| Expense Category | Unique identifier that identifies an ID of Expense category Code. |
Amount (Domestic) | Assigned Domestic Amount of Project with external financing. |
Amount (Foreign) | Assigned Foreign Amount of Project with external financing. |
Total YTD Actual Domestic Amount | Read only calculated field. Displays Total Domestic YTD Actual Amount for each item (Total Domestic YTD Actual Amount of the relevant distribution items). Default is zero. |
Total YTD Actual Foreign Amount | Read Only calculated field. Displays Total Foreign YTD Actual Amount for each item (Total Foreign YTD Actual Amount of the relevant distribution items). Default is zero. |
Total Balance Domestic Amount | Read only calculated field. Displays total domestic balance of each Item. Default is zero. |
Total Balance Foreign Amount | Read only calculated field. Displays total foreign balance of each Item. Default is zero. |
| Is Counter Part | Indicates if it is a counterpart. |
Attchment screen fields
Fields | Description |
Id | Unique Identification code for the attachment. |
| Attachment Classification | Classification of the attachment can be selected here. |
Title | Title for the attachment. |
Description | Description of the attachment. |
Date | Date of file attachment is recorded in this field by the system. |