Cost Book Use of Negative Values

A new setting has been added under the Admin | Financials | Codes | Cost Book Admin screen to allow the Scope to Order field to allow negative values, and the existing “Remaining Commitment can go negative or is Zero when PO is closed” setting has now been split into two distinct settings. There are now 3 separate settings, as follows:

• Allow negative Remaining Commitment
• Set Remaining Commitment to zero when PO line is closed
• Allow negative Scope to Order

The calculations of the following Cost Book values have been updated to consider these settings:

• Remaining Commitment value
• Remaining Commitment % value
• Scope to Order value
• Estimate to Complete value

Value:

Adding these checkboxes to the Admin | Financials | Codes | Cost Book Admin screen gives users the ability to customise their cost management experience, enhancing financial accuracy and control.

By allowing the Scope to Order column to accept negative values when explicitly enabled, businesses can reflect reductions or cancellations in scope without compromising the accuracy of their financial records.
By allowing the Remaining Commitment column to accept negative values when the checkbox is explicitly checked, businesses can ensure that any over-commitments or financial adjustments are accurately recorded.
 By allowing the Remaining Commitment to automatically update to 0 when a PO is closed, this reduces the likelihood of lingering commitments and improves the accuracy of financial reporting.

Splitting the settings into distinct controls allows administrators to fine-tune financial rules more precisely according to their business needs. This granularity helps avoid unintended consequences of overly broad settings, thus improving the precision of financial management.

Allow negative Remaining Commitment setting:

If this setting is enabled by the system administrator, then the Remaining Commitment column in the Cost Book will display negative values if the result of the calculation below is a negative value:

(Commitments - Actual Cost – Downpayments)

Set Remaining Commitment to zero when PO line is closed setting:

If this setting is enabled by the system administrator, then the Remaining Commitment column is automatically set to 0 when the PO Line Status field is set to closed (PO Line Status = 'Closed'), for the Remaining Commitment associated to that PO.

Allow negative Scope to Order setting:

If this setting is enabled by the system administrator, then the Scope to Order column in the Cost Book will display negative values if the result of the calculation below is a negative value:

(Control Budget – (Actual Cost + Remaining Commitment + Downpayment))

Calculation Changes:

Remaining Commitment value:

If ‘Set Remaining Commitment to zero when PO line is closed‘ = Yes and PO line status = closed, then the value of the Remaining Commitment field should be 0

If 'Allow negative Remaining Commitment’ = No and (Commitments - Actuals - Downpayments) < 0 then the value of the Remaining Commitment field should be 0 (i.e., negative values will not be displayed)

Otherwise, the value of the Remaining Commitment field should be (Commitments - Actuals - Downpayments) (i.e., negative values will be displayed)

Remaining Commitment % value:

If the value of the Remaining Commitment field is 0, then the value of the Remaining Commitment % field should be 0.

Otherwise, the value should be (Remaining Commitment / Open Committed) x 100.

Scope to Order value:

If 'Allow negative Scope to Order' is Yes or No and Remaining Commitment < 0 then the calculation of the Scope to Order value should be (Control Budget - (Actuals + Downpayments + 0).

If 'Allow negative Scope to Order' is Yes and Remaining Commitment >= 0 then the calculation of the Scope to Order value should be (Control Budget - (Actuals + Downpayments + Remaining Commitment).

If 'Allow negative Scope to Order' is No and (Control Budget - (Actuals + Downpayments + Remaining Commitment)) < 0, then the Scope to Order value should be 0.

Otherwise, the calculation of the Scope to Order value should be (Control Budget - (Actuals + Downpayments + Remaining Commitment))

Estimate to Complete value:

If Remaining Commitment >= 0 and Scope to Order >= 0, Then the calculation for Estimate to Complete value is (Remaining Commitment + Scope to Order + Provisions and Adjustments) - Accruals

If Remaining Commitment < 0 and Scope to Order >= 0, Then the calculation for Estimate to Complete value is (0 + Scope to Order + Provisions and Adjustments) - Accruals

If Remaining Commitment < 0 and Scope to Order < 0, Then the calculation for Estimate to Complete value is (0 + 0 + Provisions and Adjustments) - Accruals

If Remaining Commitment >= 0 and Scope to Order < 0, Then the calculation for Estimate to Complete value is (Remaining Commitment + 0 + Provisions and Adjustments) - Accruals

This functionality may have been made available in prior versions for select customers but is now available as part of the standard offering for broader availability.