Exporting Financial Commitments

  • Updated

The Financial Commitments export provides a real-time view of your community's outstanding liabilities. It is specifically designed to help Community Administrators understand exactly how much has been committed, how much has arrived (Received), and what is currently outstanding for payment (GRNI).

 

Purpose of the Commitment Export

This export is different from a standard order report because it focuses exclusively on Open Order Lines (lines that have not yet been fully received or closed). It provides a precise "delta" for:

  • Ordered Quantity/Amount: What was originally authorized.
  • Received Quantity/Amount: What has physically arrived.
  • Invoiced (GRNI) Quantity/Amount: The "Goods Received Not Invoiced" gap that represents your current financial liability.

 

Administrator Tips

  • Encumbrance Cleanup: Use this export to identify "stale" commitments—orders that are months old with zero receiving activity. These can often be closed to release funds back into departmental budgets.
  • Accrual Accuracy: The GRNI column in this export is the most accurate real-time figure for your "Unbilled Liabilities" journal entries.

 

Step-by-Step Export Process

To generate this data from the Marketplace module:

  1. Navigate to Orders: Go to the Marketplace module and select Orders.
  2. Open Filters: Click on the Filters button to expand your search options.

 

  1. Define Scope: To see every current commitment in the community, clear the "Created Date" field. If this field is left populated, it will only show commitments created within that specific date range.
  2. Select Commitment View: In the Views dropdown field, select Commitments. This applies the specific logic needed to calculate outstanding quantities and values.
  3. Trigger Export:
    • Click the Export button.
    • Select Export Order Lines.

 

Retrieving the File

Because commitment exports can be large, they are processed in the background to ensure system performance.

  1. After clicking Export, you will be redirected to the Background Jobs screen.
  2. Monitor the State column.
  3. Once the state changes to Finished, click the Download link to save the file in Excel CSV format.

 

Understanding the Data Columns

The exported file includes several critical columns for financial reconciliation:

Column Name Description
Ordered Quantity The total units requested on the PO.
Received Quantity The total units currently logged as "Received."
Invoiced Quantity The total units matched to an invoice.
Commitment Amount The remaining dollar value of the order line that has not yet been received.
GRNI Amount The dollar value of goods that have been received but are awaiting an invoice.

 

Scheduling for Regular Delivery

If your finance team requires this data on a recurring basis (e.g., every Monday morning), you can automate this process.

  • Refer to the Schedule Financial Commitment Report article.
  • This allows the "Commitment" filter to be applied to a Scheduled Export, delivering the data directly to an email or sFTP endpoint.