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Viewing and Lifting Commitments for Concur and Oracle

Learn about commitments for requisitions, purchase orders, invoices, and Concur.

  • Commitments (formerly encumbrances/liens) are generated for Concur and Oracle documents on projects if POET information is populated in the originating document.
  • Commitments are updated every 24 hours
  • Managing commitments is a department-wide responsibility
    • Effective commitment management requires coordination between fund managers and their preparers and PO Requisitioners
    • Fund managers will need to identify commitments and instruct the department on how to close them using the instructions listed below
commitment workflow pdf

Commitment Workflow

The workflow of commitments associated with requisitions, purchase orders, invoices, and Concur commitments differ from one another. View our Commitment Workflow PDF to see how each type of commitment is created and lifted.

View PDF

Changes to Concur Commitments

As of May 31, 2023, lifting a persisting travel commitment no longer requires you to submit a case via Services & Support.

  • When a Concur commitment is lifted, it will be removed from the project commitments view in Oracle instead of creating a negative reversal
  • Commitments will only be created for future travel events
  • Travel requests will no longer automatically close after 120 days
  • Travel or event requests no longer need to be manually closed if they are attached to an expense report
  • If a travel or event request is not attached to an expense report, it will need to be manually closed
  • If a duplicate Request is Cancelled, you will also need to close it to lift the commitment

Create and Manage Commitments

Oracle

Concur

  • Concur commitments are created when a Travel Request or Event Request with a Project value and future travel/event date(s) is approved in Concur 
    • This is an external commitment created by an action from a Concur user/delegate
    • External commitments are not created for Card & Payment Product Requests
    • If there are allocations to multiple Projects on a Request, multiple commitments will be created for the amount allocated to each Project
  • Best practices for Concur Commitments
    • Once the Expense Report that is associated with your Request has been approved and sent for payment, the commitment will be lifted on the Project the next day
    • If you no longer need the request (no expense report will be created), manually close the request in order for the commitment to be lifted 

View Commitments in the OFC Costs module

Commitments may be viewed in the Costs module, which can be accessed in Oracle (https://ofc.ucsd.edu). Instructions on how to view commitments in this module can be found in the How to View PO and Invoice Commitments in the OFC Costs Module KBA.

Identify Commitments

There are four types of commitments you might see:

  • Requisition
  • Purchase Order
  • Invoice (PO, nonPO, Concur)
  • Concur Travel or Event Request
Type Commitment Source Type Transaction Source Document Source Application Commitment Number
Requisition Internal Oracle Fusion Purchasing Purchase Requisition Begins with REQ
Purchase Order Internal Oracle Fusion Purchasing Purchase Order Begins with PUR or 9
Invoice (PO) Internal Oracle Fusion Payables Supplier Invoice Commitment Does not start with RITM or TE_
Invoice (nonPO) Internal Oracle Fusion Payables Supplier Invoice Commitment Begins with RITM
Invoice (Concur) Internal Oracle Fusion Payables Supplier Invoice Commitment TE_(Report ID)_(Employee Name)
Concur Travel or Event Request External UCSD Concur Concur Commitment TE_(Request ID)_(Employee Name)

Lift Requisition Commitments

Requisition commitments will lift automatically once they are approved, at which point they will be replaced by a PO commitment. If a requisition is rejected and will not be resubmitted, it should be canceled by the individual who submitted it. If a requisition will not be submitted, then it should also be canceled by the individual who created it. They can do so by doing the following:

  1. Navigate to the requisition
  2. Click Actions at the top right
  3. Click Cancel Requisition or Delete

If you would like to cancel/delete a requisition submitted by someone else, you must first reassign the requisition to yourself:

  1. Navigate to the requisition
  2. Click Actions at the top right
  3. Click Reassign
  4. Enter your name in the format "Last Name, First Name"
  5. Leave then return to the requisition for the change to take effect

To view screenshots of the steps above, you may review the How to Assign a Shopping Cart or Requisition in Oracle Procurement KBA.

Lift PO Commitments

PO commitments are lifted automatically once they have been fully accounted for by invoices. If no more invoices will be received against a PO, the process of closing it will depend on whether the PO originated in Marketplace or Oracle, and whether or not it has been partially invoiced.

All PO commitments can be lifted by submitting an Excel sheet to this Google form. This is the only option for Marketplace or legacy POs which begin with 9 and are eight digits long.

Please see our How to Access the Finally Close PO Google Form KBA to close any POs.

Oracle PO commitments, in which the purchase order begins with PUR and is eleven digits long, may also be lifted via change order.

Lift Invoice Commitments

Invoice commitments are lifted once they have been fully approved.

If there are holds on the invoice, they must first be resolved by either the department or accounts payable.

Once there are no holds on the invoice, the invoice must be approved by the appropriate parties. You may review the approval status of the invoice and reach out to the appropriate contact in your department.

Lift Concur Travel or Event Request Commitments

Once the actual expenses for the business travel or event are reconciled in Concur, the commitment should be lifted as the estimated costs no longer need to be recorded
  • Concur commitments are lifted in Oracle when:
    • The attached Expense Report has been fully Approved/Sent for Payment in Concur; or
    • The Request is manually closed in Concur

Review the How to Lift Concur Travel or Event Request Commitments KBA for further instruction on lifting an external Concur commitment.