GL Period Gets Validated for Unmodified Lines Using BWC: May see Negative Encumbrance
Last updated on JUNE 13, 2018
Applies to:Oracle Purchasing - Version 12.2.4 and later
Information in this document applies to any platform.
For an encumbered purchase order (PO) may see:
A. The accounting date is not in an open encumbrance period.
B. Negative encumbrance on a change requisition
Steps to reproduce:
1. PO Encumbrance is enabled.
2. PO has line#1 closed for receiving with Encumbered date in closed GL and PO periods.
3. Same PO has lines 2 and 3 in Open status with Encumbered date in open GL and PO periods.
4. Customer updates the PO from the Buyer Work Center, Action> Change Amount, only modify line 3 which is in an Open GL and PO Period. Modify line price too. Submit PO for approval but unable to approve the PO. PO stays in Pre-Approved status.
- The system is validating if GL periods are open even for PO lines that are already closed and are in closed periods even though those lines are not modified and the following error is thrown.
5. Error Message: Line#1 Shipment#1 Distribution#1, The accounting date is not in an open encumbrance period.
1. Create requisition with encumbrance.
2. Create PO.
3. Change encumbered amount on PO.
4. See wrong encumbered amount in GL and negative encumbered amount on PO.
Note: Customer didn't have the same error in core Purchasing (in PO forms). Error is only in BWC. When the same update made in Forms screen, the system is not validating the lines that are not updated.
Workaround: Customer set the profile PO: Validate GL Periods to No. Even with this profile setting, they had to keep the past Purchasing periods open because at funds check, it is validating if the PO periods are open even for lines that were not modified. User is able to modify the PO in BWC with this workaround.
However, this is a major issue because commitments can be sent to previous periods or years. Users can also create documents in past periods causing major accounting issues.
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