An encumbrance can't be found

The $100.00 encumbrance in account 1-571-6440 is related to a PO that had some problem back in 2001/02 period 4 and period 12. I’m guessing that there was some problem with the invoice posting when it updated the PO’s outstanding encumbrance balance or the balance was change to -100.00 for some reason. Then when the PO was closed in period 12 the encumbrance was increased. I doubt we will know exactly how it happened. Also, someone ‘fixed’ the GENLED balance last year, probably so the inquire showed the right amount. But end-of-month reports would still show the $100.00 encumbrance. That is why the $100 came back when the year was opened.

Item#-PO Year-Per Encumbrance Batch
-------- -------- ----------- -----
04-4654 01/02-04 100.00 4410-PO
04-4654 01/02-04 100.00- 4411-IN
04-4654 01/02-12 100.00 -CP
-----------------
100.00

The way I found this was this: since there was no activity in the current year I check the GLHIST for the previous years and found it had carried forward.

$ MCR DMS:ASQ

FIND DETAILHST WHERE GLACCT = “15716440” AND (LINENUMBERPO <> “” OR ENCUMBRANCE <> 0) ORDER .LINENUMBERPO

DISPLAY LINENUMBERPO, FISDATE ENCUMBRANCE TOTAL BATCH GROUP .LINENUMBERPO INTO ENCRPT

EXIT

Then I looked through for a balance that was not zero.

There is a procedure, ENC_CHECK that can be queue that will collect encumbrance balance form GENLED and outstanding purchase orders from PO and find the accounts that are different. If differences are found, it creates records in the INTERFACE file that can be posted to make the account balance match the outstanding PO balances.

I suggest you run this batch this evening when no one is doing data entry or posting. It will find any accounts with encumbrances that are off. Make sure you are logged into the new year.

$ MCR DMS:QUEBATCH FISLIB:ENC_CHECK/REP/OUT/NOPRINT/DEL

{Answer the rest of the question like you would for any batch}

To get the edit report use, the command below:

$ @FISLIB:QUECONTROL EC EDIT

If you want to post the changes, use the following command:

$ @FISLIB:QUECONTROL EC POST