RE: Encumbrance Management
Hi Deb,
Are you receiving a specific error when you try to create a budget for 1998 and 1999? I am able to create budgets in historical years, with closed fiscal periods without issue in my system so I am curious what message you are receiving if you just pop in a dummy budget for those years.
Another option to consider, is that generally users would run the 'Remove Completed Purchase Orders' process frequently to move their Closed POs to history. If they were routinely running this or even just running it once a year then any POs from those old years would not be considered for encumbrance and you would not have to set up a budget for those old years. The only reason that we would need to track them in Encumbrance is because they have not been moved to history so they could potentially be turned into a Change Order and we would need to have a record in the Encumbrance tables created in case they did that.
Purchasing >> Routines >> Remove Completed Purchase Orders
"Use the Remove Completed Purchase Orders window to move closed or canceled purchase orders to history if you are keeping purchase order history. If you aren't keeping purchase order history, the purchase orders will be removed from the system."
This is something that should be ran anyway from time to time to maintain good performance and maybe it is, but they have some older POs that are stuck out there that need to be addressed.
You could pick whatever year you want, but this example would look for any POs that are not in history that have a required date lower than the year 2000 so you knew which POs the Encumbrance utility is picking up.
select * from POP10100 where REQDATE < '01/01/2000'
The PO's that get moved to history to the POP30100 table should be ignored when you are enabling encumbrance.
I hope this helps!
Isaac Olson
Microsoft Support
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