Encumbrance Management and Blanket Purchase Orders

Hi Everyone,

With more cases coming in lately pertaining to questions on enabling Encumbrance, I noticed that we had little information regarding how Blanket Purchase Orders works with this feature.  I wanted to provide you with some details on how the tables look and how GP validates against the budget and encumbers when using Blankets since it’s different than how it works with your Standard Purchase Order. 

When you enter a Blanket PO, the first line is a control line.  Blankets (control line) always show the ENCBSTAT status as 2 (pre-encumbered) in the tables (ENC10111 for example).  It inserts a line as a positive value first for the total and as you add the children (in the blanket button on the PO entry window), the system removes the ENC10111 values for that quantity/value and creates negatives value per child line.   These also come out at a status of 2.    

You will see something like this in the table for the control line (ENC10111) after you add lines in the blanket.

PONUMBER    POLNENUM    POLNESTA ENCBSTAT    ENCMBAMT     LINENUMBER                       

----------------- -----------------    -------------- --------------- --------------------  --------------------

PO2076            16384                       1              2                   912.60000           0

PO2076            16384                       1              2                  -152.10000           0                 

PO2076            16384                       1              2                  -152.10000           0                 

PO2076            16384                       1              2                  -152.10000           0          

PO2076            16384                       1              2                  -152.10000           0             

PO2076            16384                       1              2                  -152.10000           0     

PO2076            16384                       1              2                  -152.10000           0

In turn the children lines get added to the ENC10111 with a status of 1. 

NOTE:  Children are always a status of 1 (Encumbered).  This will never change under any circumstances.

PONUMBER    POLNENUM    POLNESTA ENCBSTAT    ENCMBAMT      LINENUMBER                            

----------------- ------------------    -------------- -------------- -------------------    ---------------------

PO2076            32768                         1           1             152.10000                  1            

PO2076            49152                         1           1             152.10000                  2            

PO2076            65536                         1           1             152.10000                  3         

PO2076            81920                         1           1             152.10000                  4            

PO2076            98304                         1           1             152.10000                  5             

PO2076            114688                       1           1             152.10000                  6          

NOTE:  When you tab off the children, the children DO NOT validate against a budget of those period identified on the blanket. (Even if you are spanning multiple years).   The system only validates against the blanket control line. 

For Example:

Assume you enter a Blanket Purchase order.  The Blanket Control line is for quantity of 6 entered on 10/1/2021 for a total of $912.60

Blankets (Children)

QTY 1 on 10/1/2021 for $151.10

QTY 1 on 11/1/2021 for $151.10

QTY 1 on 12/1/2021 for $151.10

QTY 1 on 1/1/2022 for $151.10

QTY 1 on 2/1/2022 for $151.10

QTY 1 on 3/1/2022 for $151.10

In this example the system will validate the $912.60 total against the budget 2021 for period 10. It does NOT look at the children with dates into the next year (2022 even though the children span into that next year).  

During the transfer, the system takes the amount remaining to liquidate for the children for the year you are in and liquidates those lines.  The value is put into Period 12 and it then moves the remaining left to be liquidated from period 10, 11 or 12 to the next year (2022).

I hope this helps shed some light on how Microsoft Dynamics GP works for those of you using Encumbrance and Blanket POs together. 

Warmest Regards,

Angela Ebensteiner | Sr. Technical Advisor | Microsoft Dynamics GP