Rolling Encumbrances and Commitment Records Forward to Another Period

Use this procedure to roll historical commitment and encumbrance records forward to another period.

To roll commitments and encumbrances forward

  1. Access Period Year End GL Commitment Accrual (GL197).
  2. In the Main tab, type or select the company or company group that you want to process commitments and encumbrances for.
  3. In the Roll Forward tab, Use the following guidelines to enter field values:
    As Of Year

    If you select Current (default), all historical records and records for the current year roll forward. If you select Prior Years, you can roll historical years forward and the system ignores the current year.

    To Period

    Leave this field Blank (default) to roll commitments and encumbrances to the next period.

    You can also select a specific period to roll the commitments and encumbrances into, but it cannot be greater than the current period.

  4. Optional. Run GL197 in Report Only (non-update) mode and review the report.
    Report Option

    Select Summary (default) option to print the current balance information that will roll forward.

    Select Detail to view the detail records that will roll forward.

    Note: The detail report shows detail records only for Accounts Payable (AP), Purchase Order (PO), and Requisitions (RQ) system codes. All other system code are available as summary only.
    Update Option

    Select Report Only to create the report.

  5. To complete the process, select Update in the Update Options field and run the job.

    Your records will update and the system will generate a summary or detail report, based on your selection in the Report Option field.

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