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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Issue with Encumbrance...
Microsoft Dynamics GP (Archived)

Issue with Encumbrance Management + Workflows

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Posted on by RSM_RCarrillo 330

Hello,

I'm looking to demo the Encumbrance Management functionality in Dynamics GP 2018 for a client.  I have installed it in the sample company (Fabrikam), already have active workflows for Purchase Requisitions and Purchase Orders.  However, when I Enable Encumbrance Management, it doesn't seem to do anything with regards to workflow.  I also notice that when I enable it, the "When Document is Approved" section is grayed out, indicating to me that it doesn't seem to be validating that I have active workflows...

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Has anyone encountered this? I'm not an expert in this functionality, so perhaps I'm missing something? 

Any help would be greatly appreciated!!

*This post is locked for comments

  • Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: Issue with Encumbrance Management + Workflows

    Thank you Ricardo,

    So this really would be a case where we need a confirmation (or denial) from Microsoft about whether this feature should work or not ...

    Maybe Terry R Heley   or Derek Albaugh could chime in ? or at least take the question to the appropriate resource.

  • RSM_RCarrillo Profile Picture
    RSM_RCarrillo 330 on at
    RE: Issue with Encumbrance Management + Workflows

    Hi Béat,

    Thank you for sharing that information.  I had looked at those posts during my troubleshooting.  I'm clear on the difference between Encumbrance vs PO Commitments.  However, from both the post by Deseree and from Microsoft documentation (NotForProfit GP manual), that particular section should not be greyed out if I have activated Workflow.

    "When Document is Approved

    You can select what actions occur when a purchase order or general entry is approved. These options are available if you have activated Workflow or purchase order approvals in Purchase Order Enhancements."

    pastedimage1649184437229v1.png

    That's my confusion.  It should work with Workflow but it is not.

    In the case of Requisitions, I even disabled that workflow and just left Purchase Order approvals, no change.

    Thanks.

  • Suggested answer
    Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: Issue with Encumbrance Management + Workflows

    Hi Ricardo & Brenda,

    I don't  believe you can have Encumbrance Management (also known as POE in GP) enabled together with the Requistion Module and Workflow 2.0.. unless someone from Microsoft can confirm differently.

    I've used the POE module in the past in GP and it was unreliable as you had to basically run a POE reconcile at least once a week because the numbers wouldn't always update properly between the committed amounts and the budgets.

    The company ended up switching to a full procurement system outside of GP, but which would support full budgeting for the POP module and allow for a much more flexible workflow setup than WF 2.0 in GP.

    The product was called eRequester, which has changed name since that time and is now called Fraxion.biz.

    HTH.

    PS: doing a quick research revealed that I was confusing POE (Purchase Order Enhancement) for GP and Encumbrance.. 2 different functions actually, but serving the same goal, keep track of your PO expenses and budget. Check this blog post from Microsoft to see if it helps:     and this older one from 2013R2   

    PPS: Oh, and my fellow GP expert and friend Mariano Gomez wrote a blog post many years ago about the differences between the 2: http://dynamicsgpblogster.blogspot.com/2010/06/encumbrance-vs-po-commitments.html

  • Suggested answer
    RSM_RCarrillo Profile Picture
    RSM_RCarrillo 330 on at
    RE: Issue with Encumbrance Management + Workflows

    I have checked in another client that has both Workflow 2.0 and Encumbrance Management setup, and have found that this sections is greyed out as well.  My guess is that these options can ONLY work on the old workflow or Purchase Order Approvals through Purchase Order Enhancements.

    Really disappointing.

  • RSM_RCarrillo Profile Picture
    RSM_RCarrillo 330 on at
    RE: Encumbrance Management Issue

    Hi Brenda,

    Still no resolution on this.  Guess not many people have worked with Encumbrance management.  Going to try to repost this again...

  • Brenda Willey Profile Picture
    Brenda Willey 2,510 on at
    RE: Encumbrance Management Issue

    Still looking for a answer to this question.   Does Encumbrance Manager work with Workflow PO Req? If so, tips on setup?

  • RSM_RCarrillo Profile Picture
    RSM_RCarrillo 330 on at
    RE: Encumbrance Management Issue

    Hi Brenda,

    Unfortunately, no.  I never received a response.  Still would like to find out how to get it to work...

  • Brenda Willey Profile Picture
    Brenda Willey 2,510 on at
    RE: Encumbrance Management Issue

    I have the same question.   Was there a resolution to this??

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