Overview
Commitment payments are any invoice or payment sent for a Commitment agreement in Pegasus. Users can recreate invoices sent to the owner in Pegasus to track and record receipt which updates the project budget and commitment record with the amount paid.
Commitment Payment Statuses
Commitment Payments have two statuses:
Draft: While in the Draft Status, payments can be modified as needed. The payment total will not be calculated into the project budget in this status.
Approved: When in the Approved Status, the payment is locked and the total payment amount is calculated in the Commitment's amount paid to date.
Who should create a Commitment Payment?
Users must have the Manager Permission set in order to create a Commitment Payment. Project Manager/Engineers are typically responsible for creating not only their own invoices, but also other invoices sent by material suppliers and other sub-consultants. If members from those organizations are using Pegasus then they should be responsible for creating their own Commitment Payments in Pegasus.
When should I create a Commitment Payment?
It is recommended to create your Commitment Payment as soon as the invoice is received by the owner agency or when payment is received. Determine this workflow with your project team to ensure consistency with project data throughout the life of the project.
How to Create a Commitment Payment
Navigate to your project's Payments page and select the Commitments tab.
Select the Create button.
From the side menu enter the following information:
Select the Commitment agreement you are creating a payment for.
Enter the billing Start Date and End Date (if not applicable, make these dates the same date as the Invoice Date).
Enter the Invoice Date.
Select the Save button.
The Commitment Invoice record will open once saved. There are 3 sections within the Commitment Invoice:
Details: General information about the Invoice record. You can edit the details by selecting the Edit button.
Line Items: Enter invoice itemized information here.
Attachments: Attach any refence file to the invoice record for reference.
To add line items to your Commitment Payment, locate the Line Items section and select the Add button.
NOTE: Since Commitments do not support line item breakdowns during their setup at this time, adding line items to the payment is not required. You can simply add the total amount of the invoice as a line item in the Line Items section. However, as a best practice, it is recommended to add the the actual invoice line item breakdowns for future reference and accuracy in Pegasus.
Enter the following information:
Line Number: Typically, sequential starting with number 1.
Description: The line item descriptor (i.e. Fiber, Cable Reel, Project Management, Inspection, etc.)
Quantity
Unit of Measure (UOM)
Unit Price
Select the Save button or select the Save and New button to quickly add another line item entry.
Your line items will display in the grid with the total invoice amount at the bottom.
Attach any reference documentation to the invoice in Pegasus such as the actual invoice or purchase order reference.
Approve your invoice to update project budget information for your project.
