General Ledger Encumbrance Utility - JNL Action Code

Owned by Knowledge Assistant
Last updated: Dec 16, 2024
Description of Issue
  • Site ran GL Encumbrance Utility (GLENCUTE) and have questions about JNL Action Codes
  • How or why did JNL Action Codes occur?
Context
  • GLENCUTE
  • Encumbrances
Cause
  • Incorrect amounts displaying on Purchase orders that do not sum to the amount of the journals that were actually posted.
  • The 'Encumbrance Journal Entry/Proof' program was used to post a GEL Encumbrance journal that may not have been needed.
  • The Journal Amounts were not correctly updated by an Encumbrance Transaction
  • Missing Encumbrance Journal(s)
  • Double Posted Encumbrance Journal(s)
Resolution
  1. How to prove encumbrances amount(s) with Journal Amounts to identify root cause
    • Never trust a utility, it is only a tool, ensure the utility is not providing false positive errors
    • False errors or misunderstanding why a Journal is or is not needed can make it worse
    • Use Account inquiry to export all Encumbrance journals, sort by REF/PO field and determine if the amounts on the Purchase order match the Journals associated with that PO. Use Master Article - How to use the General Ledger Encumbrance Utility - GLENCUTE Additional information section.
    • If it is found that the amounts on the Purchase order do not sum to the Posted journals associated with that Purchase orders scripts maybe needed, please discuss with the MUNIS General Ledger team before making any journals or updates.
    • How to Create an Encumbrance Journal
      •  The point of a GEL manual encumbrance journal is to replace a missing journal or remove unneeded GL encumbrance amount without impacting the originating encumbrance transaction record
      • Contact Munis Financials General Ledger Support if there are any questions or concerns
      • Support will tie out to known issues or submit any utility or encumbrance program coding concerns to development
      • DO NOT enter GEL to fix JNL if MY is listed or same account listed for two years without being 100% sure in your actions most times it will be the wrong choice to do it.  Creating a GEL journal incorrectly can result in incorrect information in the prior year after the year is closed since these errors are typically cleared by Year end close journals that are made. 
  2. GLENCUTE's Export option can be used to create one large GEL to cover all JNL Action Codes for a Fiscal Year
Additional Information