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These steps can also be used to identify the issue and determine if there is an issue with a Purchase Order that requires review by the Purchasing Team:

• The GL Encumbrance Report was created to assist with proving encumbrances but is not intended to take the place of manually proving encumbrances. It is never recommended to make the recommended updates before first verifying that they truly are needed. To verify the information on GL Accounts 

1. Financials > General Ledger > Account Inquiry

2. Click the yellow Encumbrance folder for the year with the issue

3. Click Excel to export all the journal information

4. In the excel file sort by the REF2/Purchase Order field

5. Add a line in between each Purchase Order number

6. Separate any GEL Encumbrance journals that were made and review those after step 7

7. Click on the sum option for each Purchase order number

      Where there is an amount, positive or negative on a Purchase Order that could be the issue.

NOTE:

•       Compare the excel totals to what shows on the Purchase order, do they match? Or is there a difference?
•       If the totals match but the client thinks the amount on the Purchase order should be different PO Maintenance needs to be done so that it updates the P and the GL.
•       If there is a difference and the amount found in the GL journal sums don't match the information on the Purchase order possibly scripts are needed to bring the PO back into line with the sum of the Journal detail and then possibly PO Maintenance is needed.
•       GEL Encumbrance journals should not be made to balance the General Ledger account if there are remaining or incorrect amounts on Purchase orders. The purchase orders itself requires review and correction.
•       If the same account shows on the GLENCUTE report for two years, do the math and verify that both years are for the same amount. Is so, this is a cross year transaction where a PO was entered in one year and the Invoice with the attached po was entered in another year. Corrections typically are NOT needed for these items. The Year end close will move the encumbrances properly between the years. Please refresh training and test closing the year, verify if the errors clear. 

     Please contact General Ledger Support for additional assistance.