New commitments without invoices or change orders

Use these steps for new commitments that don't have invoices or change orders posted to them.

1. Open the commitment in Job Cost Tasks, Commitments or Project Management Contract Control, Commitments.
2. Depending on where you are in your commitment work flow, choose one of the following:
   • Return to the line item in error and correct the entry
   • Click Cancel Commitment to cancel the new commitment or all changes made in the current session to an existing commitment
     Note: Canceling changes to a commitment also cancels all changes made in its Inclusions and Exclusions grids
   • Add one or more commitment line items to reverse or adjust the incorrect entry
   • Click Delete Commitment to delete the entire commitment and reenter the commitment correctly
   • Issue a commitment change order to adjust the commitment (in Tasks, Commitment COs)

Note: You can’t delete commitments in all of these scenarios. Refer to How do I delete a Job Cost or Project Management commitment? for detailed steps and considerations on how and when you can delete a commitment.

Commitments with unpaid invoices

Use these steps for commitments that have unpaid invoices posted to them.

1. Unapply any invoices posted to this commitment, as follows:
   1. In Accounts Payable, from the Tasks menu, select Change Invoices.
   2. Type or select the vendor ID and invoice number. Choose the appropriate invoice type from the list selection.
   3. Press the ENTER key to pass through the invoice information to the distribution grid. Change the existing distribution by removing the commitment ID and the Job Cost information (job, extra, cost code, category). Confirm the rest of the distribution is correct, and then click Accept Invoice.
   4. If the Reversal accounting date window appears, select Original accounting date or select Specified accounting date. Enter a date and click OK.
   5. Click Finish; print and review the journal.
      Note: For more information on changing invoices, see the Accounts Payable Help topic, "Changing an invoice."
2. Use one of the methods described in the "New Commitment" section above to change the entry.
3. After correcting the commitment, go to Accounts Payable, Tasks, Change Invoices.
4. Enter the correct distribution information that you removed in Step 1.

Commitments with paid invoices

Use these steps for commitments that have paid invoices posted to them.

1. Unapply any invoices posted to this commitment, as follows:
   1. In Accounts Payable, from the Tasks menu, select Change Invoices.
   2. Type or select the vendor ID and invoice number. Choose the appropriate invoice type from the list selection.
   3. Press the ENTER key to pass through the invoice information to the distribution grid.
   4. Enter a new distribution with the same commitment ID and job information as the line you're changing. Enter the amount as a negative.
   5. Enter another line of distribution and code it to a General Ledger account. Don’t put Job Cost information on this new line. Enter the amount as a positive and then click Accept Invoice.
   6. If the Reversal accounting date window appears, select Original accounting date or select Specified accounting date. Enter a date and click OK.
   7. Click Finish; print and review the journal.
      Note: For more information on changing invoices, see the Accounts Payable Help topic, "Changing an invoice."
2. Record a $0 manual check for that invoice to clear the Paid Amounts from the commitment. See considerations for recording a manual check.
3. Optional: If the paid invoice includes a discount taken:
   1. Void the check.
   2. Unapply invoices posted to the commitment. Go to Tasks, Change Invoices and remove the commitment ID and job information from the distribution.
      Note: Accounts Payable takes discounts when you pay an invoice. Voiding the check reverses the Paid Amount associated with a discount on a commitment.
4. Use one of the methods described in the "New Commitment" section above to change the entry.
5. After correcting the commitment, go to Accounts Payable, Tasks, Change Invoices.
6. Enter two new lines reversing the lines entered in Step 1.
7. Pay with another $0 dollar check.

Commitments with change orders that aren't approved

Use these steps for commitments that have commitment change orders with statuses of Not Issued, Denied, or Pending posted to them.

1. Change the Pending commitment change orders to a Denied status. You don’t need to change commitment change orders with a status of Not Issued or Denied.
2. Use one of the methods described in the "New Commitment" section above to change the entry.

Commitments with approved change orders

Use one of these options for commitments that have Approved commitment change orders posted to them.

• If you use Job Cost for commitment change orders:
  Enter and approve a new commitment change order that reverses out previously entered and approved change orders. The result is a zero change to the commitment.
• If you use Project Management for commitment change orders:
  Change the commitment change order status to Not Issued or Denied and then saved. Then remove change requests and delete the change order. The system will see the link if the change order remains in the system.
• If you use Purchasing for commitment change orders:
  Enter and approve a new commitment change order that reverses out previously entered and approved change orders. The result is a zero change to the commitment.

You can then either enter a corrective commitment change order to the original commitment, or enter a new commitment. Refer to Option C or Option D in How do I delete a Job Cost or Project Management commitment? for more detailed steps and considerations.