POEN - PR

Encumbering at the Purchase Requisition Level
This common code will cause the Purchasing System to automatically encumber (i.e., pre-encumber) Purchase Requisitions as they are entered into BusinessPLUS. Requisitions that are encumbered in this manner are encumbered using the current date unless the Short Description directs BusinessPLUS to use the Purchase Requisition Date.
When a Purchase Order is printed, the system will automatically disencumber the Purchase Request or the Purchase Order depending on which encumbrance was existing prior to the printing. The Purchase Order will then be encumbered through the printing process. The method that is used to disencumber will not completely remove the existing encumbrance, but rather adjust the prior encumbrance to zero on an account by account basis. The encumbrance information in the Encumbrance System will provide a complete history of the activity for each Purchase Order. This allows encumbrance reporting to be date sensitive. Note-When this option is enabled, it is important that the numbering methods for Purchase Requisitions and Purchase Orders be significantly different so as to prevent any overlap of numbering.
The default method of pre-encumbering is initiated when closing the window, adding another PR or browsing data.
Two alternatives to this default can be activated by code 5.
Place "AS" in code 5 to pre-encumber after each item is accepted. This asynchronous method has negligible performance impact to PR item entry. There may be a number of seconds delay between PR data entry and pre-encumbrance updates. Or place "IM" in code 5 to pre-encumber during record acceptance. This immediate option will likely have noticeable performance impact to PR item acceptance. When viewing "Record Accepted" the pre-encumbrance has been recorded.
Code Category: POEN
Code Value: PR Enables Purchase Requisition Encumbering.
Short Description: Enter "PRDATE" for the system to encumber using the Request Date. If this field is left blank, the encumbrance date will be the current date.
Medium Description: Used to describe the common code.
Long Description: Used to describe the common code.
Associated Numeric Values
1-5: Reserved for future use.
Associated Codes
1-4: Reserved for future use.
5: See notes on "AS" and "IM" above
Associated Descriptions
1-5: Reserved for future use.