Because Spectrum handles PO commitments differently from Subcontract commitments, the committed costs in the system cannot be relied upon. POs relieve the commitment on the PO as soon as an AP invoice is entered into the system even though it has not been approved. Therefore, if you run the JC reports with the option of "Include A/P invoice in progress" as UNCHECKED, those amounts are not shown in actuals AND they are also no longer in committed making your committed costs less than they should be. However, Subs relieve the commitment on the Sub once the AP invoice is posted, not when it is entered. Therefore in the scenario above, the Sub would be correct as it is not in actuals but it is still in committed. However, if you run the reports with the option of "Include A/P invoice in progress" as CHECKED, you have the opposite scenario. Now the POs are correct because they are in actuals but not committed, but the Subs are now incorrect because they are in both actuals and committed causing the commitments to be more than they should be. Therefore since we have POs and Subs on almost every project, we cannot get a good committed amount on the reports. They are simply wrong and need to be corrected. We cannot rely on the committed amount that shows in the system without having to do more checking and manual manipulation of the number to get a real number. Plus there is a real need to be able to print reports as of a certain a date including the actual commitments as of that date. Attached are some examples of my issues. This is a small project with only 4 unapproved AP items, 2 are POs and 2 are Subs. However, our larger projects have much more in unapproved AP at any time, in the MMs which can be a huge swing one way or the other on commitments.
Attached is where I saved the Job Overview by Phase to excel for both without unapproved AP and with unapproved AP. I added for each version the proper calculation of the committed based on the item being a PO or Sub. This is a HUGE issue that management cannot rely on the numbers coming from the system and really needs to be resolved. I know this is working "as designed" but this is not acceptable. If it is wrong it needs to be fixed.
Meredith Barnes
| Company | Richard Industrial Group |
| Job Title / Role | CAO |
| I need it... | Yesterday...Come on already |
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