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
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.
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
- Refer to the How to Complete the Billing Section During Checkout in Oracle Procurement KBA for instructions on populating POET information in Oracle. If POET information is not populated, then a commitment will not be created against the project for requisitions, POs, or PO invoices.
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
- For more information on creating a Travel Request or an Event Request, please review the appropriate KBAs
- 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
- This is an external commitment created by an action from a Concur user/delegate
- 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
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:
- Navigate to the requisition
- Click Actions at the top right
- 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:
- Navigate to the requisition
- Click Actions at the top right
- Click Reassign
- Enter your name in the format "Last Name, First Name"
- 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.
- If no invoices have been received against the PO, you may process a change order to cancel the PO.
- If invoices have been received against the PO, you may process a change order to reduce the PO to what has been invoiced.
- If you would like to process a change order against a PO submitted by someone else, you must first reassign the requisition to yourself. Instructions on how to do so are in our How to Assign a Shopping Cart or Requisition in Oracle Procurement KBA.
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
- 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.