Disencumber Selected POs

The Disencumber Selected PO's utilities (POMADExx) in Purchasing are designed to disencumber a Purchase Request or Purchase Order that has been encumbered or to cancel a Purchase Request that has not been encumbered.
The three main steps to the Disencumber utility are as follows:

1. POMADECS: Create Select File – Creates a file of entries selected for disencumbrance or cancellation.
2. POMADERS: Report Selected Entries – Uses file name created in Step 1; produces a hard copy listing of the entries.
3. POMADEUS: Update POs from Select File – Uses file name created in Step 1; performs all posting processes in the Purchasing and Encumbrances subsystems.
   1. Update options are as follows:
      1. DS - Disencumber
      2. CA - Cancel
      3. FP - Fully Pay

Disencumber Process

The Disencumber utility operates in the following manner. First, the Create Select File (POMADECS) utility is ran to generate and define a system file that will be used by the other POMADExx utilities. Enter a "Name for the select file," a required field. File name and the "Report Key" displayed within the "Purchasing Disencumbrance Summary" report are important for the disencumber process. Modify the selection criteria, selecting only those requisitions or orders that should be disencumbered. To avoid accidental disencumbering of all purchase orders, selection criteria must be given. Either the purchase request number (01) or purchase order number (02) must be given. If neither is given, a blank file will generate with a tail sheet message saying, "No criteria given for PR or PO number. This process will only run when given a list of PO or PR numbers."

After the selection is finished, the Report Selected Entries (POMADERS) utility may generate a trial-run report of the selected entries to be disencumbered.

At the bottom of the Purchasing Disencumbrance Summary report that generates from POMADECS and POMADERS, the system will calculate and display a "Report Key." This Report Key is to be placed within a user prompt in the POMADEUS mask. This number must be entered by the user in order to run the update process (POMADEUS). If a number is not entered, or the number is incorrect, then the disencumbering will not take place.

Lastly, when satisfied the selection is correct, run the Update PO's from Select File (POMADEUS) utility to commit to the closure of the records selected. Update the utility questions to the desired effect including the Report Key found within POMADECS and POMADERS.

Once complete, see the records within POUPPR and ENUPTR are updated with the status selected within the question, "Value for the requisition status." The options are hardcoded and include DE (disencumber), CA (Cancel), and FP (Fully Pay). If the user is disencumbering (DE) the Purchase Order, the process will disencumber the Purchase Order in Encumbrances and fully pay the Purchase Order in Purchasing. If the user is canceling (CA) the Purchase Requisition, the process will cancel the Purchase Order or Requisition in Purchasing.

Use the Reopen Purchase Order (POUTRO) utility to reopen the PR or PO, as needed.

Erase Old Purchase Information

To conserve disc space and improve processing efficiency, it is useful to delete old Purchase Request information that never resulted in a Purchase Order. Another option is to delete old Purchase Orders. The POMAER process purges information from both the Purchasing and Encumbrance databases.

Note that the Erase option should not be made available to the general user. If the Erase option is run in error, data can only be restored through a database backup performed before the erase.