Sometimes there is a need to modify or cancel an outstanding payment request entered in the closed prior budget fiscal year during the current fiscal year. This topic will discuss the logic to allow this. Also, the application ensures that a payment request modification or cancellation after the Accounts Payable Period will increase fund balance in the current fiscal year, but not impact the budget in the current fiscal year.
A payment request modification decrease or cancellation is allowed in a BFY Stage defined as After the Accounts Payable Period (APP). A payment request modification increase is not allowed (except credit memo events) and is enforced through BFY Staging setup.
On validate or submit, the transaction will be identified as After the Accounts Payable Period (BFY Stage with Accounts Payable Period set to After and has a stage prior to it marked as During):
The system will then set the After Accounts Payable Period check box value to checked (True) on the accounting line.
The check box will not be checked (True) on all lines when the payment request is cancelled outside the APP.
It will be checked (True) only on lines where the payment request Line Amount does not equal the payment request Closed Amount, and lines whose checkbox is not already checked (True) during a modification on that accounting line.
When the After Accounts Payable Period is checked (True), the liquidation posting lines will set the posting amount to $0. Since the liquidation posting amount is $0, it will leave the encumbrance closed, while allowing for the reversal of the Accrued Expenditure to take place in the current AFY and prior BFY. Once such a modification or cancellation is completed, the transaction will never set the liquidation posting lines to an amount other than $0 (that is, close/reopen the encumbrance). This is enforced by having the After Accounts Payable Period checkbox protected. Version logic will enforce that all future versions of the PR and ABS transaction type have this protected flag checked (set to True). Note: When the After Accounts Payable Period checkbox is marked as True, not only will the liquidation posting lines be set to zero, but all updates to the referenced accounting line from the referencing accounting and posting line will be set to zero as well, with exception to the Outyear Adjustment field.
The After Accounts Payable Period checkbox also triggers an update to the referenced encumbrance transactions Outyear Adjustment Amount by the amount of the payment request modification/cancellation. A decrease to a payment request amount will increase the encumbrance Outyear Adjustment Amount and vice versa for an increase to a payment request amount (that is, PRC changes from $150 to $50 then the Outyear Adjustment Amount on the encumbrance is incremented by $100).
No other amounts will be updated on the referenced encumbrance (that is, closed amount, line amount, and so forth).