The Actuals Module focuses on year to date spending. From the Actuals Module, users can view information about an account's commitments, obligations, accruals, disbursements, and transactions.
Commitment - A reservation of a specific amount of available funds. A tentative purchase. A commitment is expected to become an obligation, at which time the commitment is eliminated.
Obligation - A binding agreement, such as a contract awarded, or purchase order placed that will require payment. A commitment automatically becomes an obligation once a purchase order number is assigned by an authorized purchasing agent or contracting official.
Accrual - An obligated payment has been invoiced and the funds are reserved from an account.
Disbursement - Payment is made to the invoicer. Money is removed from an account.
Transactions - A record of an actual expenditure. Information includes the document number, CAN, vendor, and amount.
Viewing Commitments, Obligations, Accruals, Disbursements, and TransactionsCommitments
There are two ways to view commitments. One way is to bring up a list of open commitments for a particular CAN, by checkmarking its checkbox and clicking the "$COM" button in the Account Structure screen. The other way is to click on the dollar amount itself for a commitment in the Account Structure screen, which takes you to the Object Class Detail screen for that account.
Obligations, Accruals, Disbursements
To view a detailed listing of commitments, obligations, accruals, or disbursements, click on an account's dollar amount for a commitment, obligation, accrual, or disbursement in the Account Structure screen. This takes you to the Object Class Detail screen for that account.
The OC Detail screen shows an account's monthly YTD listing of commitments, obligations, accruals, or disbursements, listed by Object Class code or by Allocation Category. Once in the OC Detail screen, you can switch the listing from the account's commitments to accruals etc. without leaving that screen. (You cannot edit the amounts.)
Information about transactions is stored in the Actuals Module. Transactions are downloaded directly from the Data Warehouse and are as up-to-date as the latest download. Because transactions are official information, the only part of a transaction detail that SOFie users can edit is the notes field. There are several shortcuts to viewing the transaction list for an account. The most efficient way to reach the Display Transactions screen from the Account Structure screen is to find the account or account group whose transactions you would like listed, checkmark the account, then click the display transactions button:
From the Actuals Module, you can view the transactions that make up a figure by toggling the "Shortcut to Transactions" checkbox and clicking on any amount. This will take you directly to the transaction list that sums up to that figure.
You can view details about any existing transaction at the Transaction Details Screen. Once at the Display Transactions screen, to see more detail about a specific transaction, click on a blue Document Number:
Clicking on a Document Number in the Display Transactions screen brings up the transaction detail for that document, along with a list of related transactions. SOFie relates the transactions by root document number.