Fiscal Year-End for Encumbrances

Four methods of Rolling Encumbrances

Automatic Carry Forward

This is the default and recommended method. Use ENUTCP and GLUTDICP on the first day of fiscal year (this is always a good idea, but it is absolutely necessary if you use the NOFUTURE option to avoid accumulating ENs to the next fiscal year).  Last year's encumbrances are automatically carried forward as part of the subsequent year's encumbrance accumulators.

Example:

Automatic Carry Forward with Budget Augmentation

Use ENUTRE for budgets. ENUTRE is run to add the amount of the carry forward encumbrances to the subsequent year's budget. (It is recommended that a dedicated budget version be used. This will enable you to re-run this process, if necessary, without affecting other budget records. It will also allow you to easily track the budget/payment activity for these prior year encumbrances.) Last year's encumbrances are automatically carried forward as part of the subsequent year's encumbrance accumulators.

When you run ENUTRE, to create GL budgets in the new fiscal year based on EN balances from the previous year:

• Answer "N" to "Is a Balance Forward entry to be created?" (Otherwise, it will try to create a manual roll forward and will abort).
• Answer "Y" to the question "Create GL budgets for the encumbrance balance amounts.
• You will be asked which ledger code to use; which fiscal year the budgets should be created for; whether you want to replace existing budgets or add to them; and which budget version should be updated. (There is a similar question for creating JL budgets.)

As long as you use a dedicated budget to hold the budgets based on ENs, if you need to back-post ENs to last year and need to re-run ENUTRE to create the budgets, you can use GLBUCB (copy the budget to itself with a percentage of zero) to zero out this budget version. Even if you do not use a dedicated budget, if you logged the budget changes for this budget version, you can use GLUTSUUN to undo the budget changes.

ENs Not Carried Forward

Open ENs are closed at year-end. ENs in the new fiscal year have different PO numbers. Use POMADExx or ENUTD1 to close last year's ENs. ENUTRE is not run. At year-end, any open encumbrances are closed, and if the encumbrance is to be included in the new fiscal year it must be re-created (i.e., a new PO number). This requires running POMADE or ENUTD1 to disencumber all open encumbrances as of year-end. The main difference between these utilities is in how they allow you to select PO/PRs to be closed. POMADE lets you create a file of PO/PRs to be closed, then post the file. ENUTD1 lets you select based on a cutoff amount. ENUTD1 has a report only option and a disencumber option

ENs Manually Carried Forward

Set the common code ENGL/CONTROL to DISABLE. Use ENUTRE to manually roll the ENs to the new fiscal year. ENUTRE will also allow you to optionally close the reference in the old year.

The Manual Carry Forward system is not recommended. It creates more records (which take up space and sometimes take up time when running reports).

In order to run ENUTRE this way, you must have the common code ENGL/CONTROL defined with either "D" or "DISABLE" in the second associated code, or else ENUTRE will abort with an error.
For each PO/PR-account, ENUTRE will create one EN type and one PP type record in the new fiscal year, which sum ENs and PPs from last year.

• To manual carry forward ENs, run ENUTRE and answer "Y" to "Is a Balance Forward entry to be created?"
• After you answer "Y" to "Is a Balance Forward entry to be created?" it will ask you "Do you want to leave the prior year open?" Answer "N" if you do not want to leave it open, and then ENUTRE will use an EN and a PP record to make the encumbrance total to zero in the prior year.

Example
Last year: EN 200, PP 50, EN 10, PP 40
If you do not leave prior year open, ENUTRE will post the next 2 entries to the last day of the old fiscal year: EN -210, PP -90.
ENUTRE will post the below to the first day of the new fiscal year: EN 210, PP 90
When ENUTRE asks for a fiscal year, it is asking for the fiscal year to roll data to (or to create accumulators in). For example, if you are rolling from 2011 to 2012, enter 2012.
Before you run this utility, back up the EN and GL budget data.

Correcting ENs in Wrong Fiscal Year

Case 1
A PR is created in new year, should have been created in old year. PO has not been printed.
Case 2
A PR is created in old year, should have been created in New Year. PO has not been printed.
Solution for 1 and 2
Disencumber the PR with POMADExx or ENUTD1, use ENUPTR (or ENUTPU) to erase the EN details, correct the requested-by date, then reopen the PR. You may also need to make a temporary change (and then change it back) to force the system to re-pre-encumber. Note that ENUTPU only affects the ENDB. It does not delete entries from the PODB.

Case 3
A PO is printed in the new year, should have been printed in old year.
Solution 3
There are four possible ways to do this.

1. Disencumber the PO with POMADExx or ENUTD1, use ENUPTR (or ENUTPU) to erase the EN details, and then reopen the PO and reprint for the correct fiscal year. If you pre-encumber, the PR will appear to have been closed in the new year. To correct this, create an EN batch (ENBTUB) fully paying the PR, and post it in the old year.
2. If possible and if all the POs that were printed for this job number are wrong, then use ENUTUN (it is a good idea to run this in report-only mode first!) to undo the PO print job number (which can be found in POST). Then use POPO to reprint the PO's using the correct date
3. Use ENUTD1 and select the POs to disencumber. Use ENUTPU to purge the EN records. Use POUPPR to change the status from DE to PO. Use POPO to reprint the PO with the correct date.
4. If you only have a few PRs to correct, you can also create and post EN batches to correct the encumbrances.

Case 4
A PO is printed in old year, should have been printed in new year.
Solution 4
There are three possible ways to do this.

1. Disencumber the PO with POMADExx or ENUTD1, use ENUPTR (or ENUTPU) to erase the EN details, and then reopen the PO and reprint for the correct fiscal year. Note that ENUTPU only affects the ENDB. It does not delete entries from the PODB.
2. If possible and if all the POs that were printed for this job number are wrong, then use ENUTUN (it is a good idea to run this in report-only mode first!) to undo the PO print job number (which can be found in POST). Then use POPO to reprint the POs using the correct date.
3. Use ENUTD1 and select the POs to disencumber. Use ENUTPU to purge the EN records. Use POUPPR to change the status from DE to PO. Use POPO to reprint the PO with the correct date.

If you only have a few PRs to correct, you can also create and post EN batches to correct the encumbrances.

Case 5
A PO is fully paid in the new year, should have been paid in old year. Checks have been cut.
Solution 5
There are two possible ways to do this:

1. (This is the more thorough way to correct this.) Create two OH batches, 1 of which negates the FP amount in the new year, the other of which puts the FP amount in the old year. The type on both batches should be "PD" so checks will not be written on it. You can use the direct updates to put the check numbers on the OH and GL transactions.
2. You can use one JE batch to move expenses. You will need to post it to multiple dates (use the GLJEDM Set mask).