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A commitment is missing from my Project Management or Job Cost inquiries or reports (multiple jobs)

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Description

For Project Management reports and inquiries with the Specific Job prompt:  

If a commitment (subcontract / purchase order) has multiple commitment items referencing more than one job it will not show up on log reports and inquiries in Project Management if the  Specific Job  prompt has a value in the  Print Selection  of the log report. Even if the commitment line which referenced an incorrect job has been reversed with a commitment change order, the record will still exist on the commitment record in Job Cost, therefore rendering any job-specific filters for commitment logs ineffective. Note: Commitment items created as remarks that did not include a Job and amount are not used to determine if there are mulitple jobs associated with the commitment. 

The following reports would be affected by this in Project Management: 

  • Purchase Order Log
  • PO Log with Detail
  • PO Log with Full Detail
  • Subcontract Log
  • Subcontract Log with Detail
  • Subcontract Log with Full Detail 

For example, if you have several lines on a commitment for Job 12-345, and a blank/zeroed out line for 12-346, if in Project Management reporting you type in a  Print Selection  filter on Job 12-345, since the blank line to job 12-346 is on the commitment, it will return a null value (blank) on the report. If Commitment Change Orders were saved with blank empty lines with just a cost code and job but no amounts, they will be retained as item records on reports and the Commitment. When you print the commitment prints all of these blank lines, and you cannot delete them because commitment COs have been approved, all that can be done is to reverse the amounts. 

For Job Cost reports and inquiries, and for Project Management inquiries that do not include the Specific Job prompt:  

Task based forms such as Subcontract Forms, Subcontract Change Order Forms and Purchase Order Forms and Purchase Order Change Order Forms may print blank because there is no prompt for which job to use. On reports or inquiries that read from the  Commitment Item  level, the job will appear. On reports or inquiries that read from the  Commitment  level, the job will not appear due to the mix of multiple jobs/blank jobs. In some cases, if the report reads from the  Job  record, it may show some commitment items but not others, due to the job.

This issue does not apply to remark commitment line items added without a job or amount.

Cause

If a commitment has more than one job on it, even if the line(s) with the incorrect job have been zeroed out, the Specific Job prompt cannot be used as the filtering criteria that prompt uses will return a blank output / null value when printing the log reports in Project Management. The commitment does not display or print in this scenario.

Refer to DocLink: How do I determine if there is more than one job and/or a combination of Job and Non Job line items associated with a commitment? for steps to determine if there are commitment items coded to more than one job and/or a combination of Job/Non Job line items.

Resolution

Do not use the Specific Job prompt on the Print Selection filter on your log report in Project Management, instead use [Conditions] to condition on a specific purchase order or subcontract ID.

The ability to edit or remove blank commitment item lines in Job Cost and Project Management commitments will be available in a future release of the software. As a workaround, you can add Conditions on reports to suppress commitment item numbers which are blank or incorrect.

The only solution is to delete the commitment and re-enter. All change orders, invoices and paid amounts must first be removed before the commitment can be deleted or moved. Please see article 25218 DocLink: How do I change the job, extra, cost code, category, or original amount on a commitment? for full instructions on how to correct a commitment.

As a workaround, you can condition the Job Cost Committed Cost With Detail report to see commitment items that have different job records than the commitment itself.

  1. In Job Cost, open Reports, Committed Cost, Committed Cost With Detail
  2. Click Conditions
    1. In the Field section, select Job
    2. In the Operator section, select Not Equal To
    3. In the Value section, click List Items...
    4. Click Index
    5. Select JC - Commitment and click OK.
    6. Select Job and click OK
  3. Click OK to close the Add Condition window, then click OK again to close the Condition Selection window.
  4. Click Print Preview



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