FN - Earnings Encumbrance Messages Report

This user procedure describes how to run the Earnings Encumbrance Messages Report and what action is needed for each error listed in the report output. This report prints earnings encumbrance processing error messages and can be run for all Organizational Departments or a subset (i.e. campus or division) using a partial Deptid (i.e. "A" for UWMSN).

Procedure At-a-Glance

Category: Reporting, Encumbrances.
Audience: UW Service Center; Encumbrance users at each institution.
Overarching Process: FIN 9.00 Encumbrances – Nightly Maintenance.
Navigation: Set Up HRMS > Product Related > Commitment Accounting > UW Encumbrance Messages Report
Jump to Procedure Steps for Report Execution (below)
Jump to Sample Output (below)
Jump to Messages Table & Action Needed (below)
Jump to Related Policies/Job Aids (below)

General Description:

Encumbrance users at campuses encumbering earnings will use this report to view encumbrance processing errors generated as a result of the Nightly Encumbrance and/or Fiscal Year Encumbrance processes. Encumbrance users and/or the UW Service Center may need to correct errors indicated in this report. See the Messages Table & Action Needed section for further detail.

Process Name: UWFIR003 (modification of BUD009)
Process Type: SQR Report

Process Inputs

  • Dept ID:
    • Note that this is the Organizational Department (i.e. A011010).
    • Leave blank to run for all Organizational Departments.
    • Enter Deptid alpha prefix to run for a campus (i.e. "A" for UWMSN, "B" for UWMIL).
    • Enter a partial Deptid to run for all organizational departments that begin with letter/number(s) entered (i.e. enter "D45" to run for all org departments beginning with "D45...").
    • For Batch runs, this parameter will be left blank so that the report runs for departments at all campuses. The run control page does not need to be updated for batch runs.

    Run Control Page

Process Outputs:

This process produces a PDF report of encumbrance processing errors. The output is determined by the Dept ID entered on the run control page. This report page breaks on Dept ID and provides a count of errors by Dept ID, as well as a count of Total Errors captured by the current report run.

Fields on the report: Business Unit, Dept ID, Position Nbr, Name, Empl ID, Empl Rcd Nbr, Job Code Description, Error Message ID, and Error Message Description.

Distribution: This report is part of the Finance Nightly batch processing and will run nightly Sunday through Friday. The PDF output will be sent to Cypress inboxes for the UW Service Center, Campuses, and Madison Divisions/Departments each night (except Saturday).

Process Considerations:

This report will be scheduled to run in nightly batch processing immediately after the Nightly Encumbrance process (PSPENNHT/UW_ENCNT). Execution of this report will be succeeded by the Encumbrance GL Nightly Interface process (PAYGL03).

The Encumbrance GL Nightly Interface process (PAYGL03) deletes all stored encumbrance processing error messages. For accurate results, it is imperative that this report is run after Nightly Encumbrance processing but before Encumbrance GL Nightly Interface processing.

Exceptions (including first-year considerations):

UWEAU and UWOSH will not be using encumbrances at Go Live.
This report may not be sent to Cypress at Go Live. Alternatively, the PDF output will be available nightly via Process Monitor. If the PDF file isn't in the Process Monitor File List, check Cypress for the file.


Procedure Steps for Report Execution:

Note that this report will be scheduled to run during nightly batch processing (Sunday through Friday). The following procedure steps apply to ad hoc execution of this report.
Most users will retrieve the batch PDF report output from Cypress on a daily basis. For information on what to do with the report output, skip to the Action Needed section.

Prior to running this report ad hoc, confirm that the Nightly Encumbrance process and/or Fiscal Year Encumbrance process has run to success. Also confirm that the Encumbrance GL Nightly Interface process has not been run since the most recent successful Nightly Encumbrance process run.

To perform this procedure, please follow these steps:

  1. Navigate to: Set up HRMS >> Product Related >> Commitment Accounting >> Reports >> UW Encumbrance Messages Report.
  2. Search for and select an existing Run Control ID, or click the Add a New Value tab to create and save a new Run Control ID.

    Add a New Value

  3. The run control page will display once a Run Control ID is selected or a new Run Control ID is added. In the Dept ID prompt, enter a partial or full Dept ID, or leave blank to run for all organizational departments. Use the spyglass look–up icon as needed to view a list of Dept IDs and descriptions.
  4. Select the Run button to save the Run Control ID and advance to the Process Scheduler Request page.
  5. Verify that the Select check box is marked and that the Process Name displays UWFIR003. The Type and Format default to Web and PDF, respectively.
  6. Select the OK button to initiate the process.

    Process Scheduler Request

  7. The Run Control page will display once again, with the Process Instance noted in the upper right corner below the Run button.
  8. Select the Process Monitor hyperlink. (Note: see PD - Viewing the Process Monitor job aid for further detail)

    Process Instance

  9. The Process List page will display. Verify that the process has a Run Status of Success and Distribution Status of Posted. If no processes appear in the Process List, verify that your User ID is entered in the upper left corner and that the Last field is at 1 Days (or more). Click the Refresh button to refresh the Process List if you update any of the editable fields at the top of the page.
  10. To view the report output, select the Details hyperlink.

    Process List

  11. From the lower right corner of the page under Actions, select the View Log/Trace hyperlink.

    View Log-Trace

  12. From the File List section in the middle of the View Log/Trace page, select the hyperlink with the .PDF filename suffix. The naming of this file will be "processname_instance.PDF". In this example, "uwfir003_18235.PDF".
    Note: If no PDF file is listed in the File List, check Cypress for the report output.

    Select PDF

  13. After the encumbrance processing errors identified in this report are corrected as needed, the Encumbrance GL Nightly Interface process (PAYGL03) may be run. Please see below for information on how to resolve errors identified in this report.

Sample Output:

Sample Output

Encumbrance Error Messages Table & Action Needed:

The table below represents a list of configured encumbrance error messages that may appear on the report.

  1. Locate the Msg ID and Message text on the Encumbrance Message Report.

  2. Use the table below to determine what action is required by whom to resolve the encumbrance processing error. The Message text on the report may include employee–specific information appearing in all CAPS (i.e. PSPENPRS: ENC FUNDS EXHAUSTED;AMT POSTED TO SUSPENSE ACCT CD;AMT POSTED:+00000027679.49). This detailed information is specific to the job with the encumbrance processing error.

    Note: Encumbrance processing is part of the nightly batch schedule. Changes/corrections to encumbrances made during the business day will be processed overnight. Thus, users will not be able to determine if their actions resolved the processing error until the Encumbrance Message Report is reviewed on the following business day.

Message ID Short Description Long Description Action Needed
000001 Funding level not found. The funding level for the Employee/Position/Job Requisition being processed was not found. Check the Dept Budget or Encumb Default tables to make sure funding has been established. Add or correct funding; also contact UWSC to confirm encumbrance definition.
000002 Dept Budget Ern indx > maximum Department Budget Ern Array is being built. The index exceeds the maximum size defined in the program. Contact UWSC
000003 Encumbrance funds exhausted. The amount of money to be encumbered has exceeded the funding amount available for this particular Dept/Pool Id/Position/Emplid, Empl Rcd# combination. Increase the amount of funding in Dept Budget Earnings table to resolve. Contact UWSC
000004 Sal Adm Plan, Grade not found Salary Admin. Plan and Grade were not found on the Jobcode for the Jobcode being processed. If the Salary Admin. Plan and Grade exist on the Jobcode table, adjust the effective date of the record to make it effective as of the date being processed. If the Salary Admin. Plan and Grade do NOT exist, add them to the Jobcode table. Contact UWSC (configuration issue)
000005 Annual Rate not found. Annual Rate on the Salary Step table was not found for the salary admin. plan, grade, effective date combination being processed. If it doesn't exist, add it to the Salary Step table. If it does exist, adjust the effective date to be effective as of the date being processed. Contract UWSC (configuration issue)
000006 Position paygroup not found. While processing a Position Encumbrance, the Regular Earnings Earn Code could not be found on the Paygroup table for the Company/Paygroup combination being processed. Either add the Company/Paygroup combination (and Regular Earnings Earn Code) to the Paygroup table or adjust the effective date to be effective as of the date being processed. Contact UWSC
000007 Contract information not found Contract Pay information could not be found on the Contract Pay table for the Employee being processed. Either add a record for this employee to the Contract Pay table or change the employee's comp frequency to another value. N/A – Contract Pay is not being used or encumbered.
000008 Employee Paygroup not found While processing an Employee Encumbrance, the Regular Earnings Earn Code could not be found on the Paygroup table for the Company/Paygroup combination being processed. Either add the Company/Paygroup combination (and the Regular Earnings Earn Code) to the Paygroup table or adjust the effective date to be effective as of the date being processed. Contact UWSC
000009 Budget Sequence not found. Budget Sequence, Account Code, Budget Amount, and the Distribution Percentage were not found on the Department Budget Earnings table for the funding level/Earnings Code being processed. If the funding level/Earnings Code combination is already on the Department Budget Earnings table, the effective date may need to be adjusted to be effective as of the date being processed. If the funding level/Earnings Code combination does not exist on the table, it should be added. Contact UWSC (funding setup issue)
000010 Reg Earnings Erncd not found. While processing Job Requisitions not under Position Management (ie. Position # on Job Requisition is blank), the Regular Earnings Earn code was not found for the Department associated with the Job Requisition. Enter the Regular Earnings Earn code on the Paygroup table effective as of the fiscal year end. To find out what Company/Paygroup combination needs the Reg. Earnings Earn code entered: Effective as of the fiscal year end, find the Company on the Department table for the Deptid being processed. Next, retrieve Paygroup from the Company table for Company in question. Contract UWSC (configuration issue)
000011 Job Earn Dist not found. The Job Earnings Distribution Type indicator on the Job record indicates that this Appointment should have a record on Job Earnings Distribution table. No record could be found on the Job Earnings Distribution table for this Appointment effective as of the date being processed. Either add the record to the Job Earnings Distribution table or change the Job Earnings Distribution Type indicator to 'N'. Contact UWSC (configuration issue)
000012 Position data not found. No position data record was found to determine the position pool id for the position number below. Contact UWSC (position pools are not being used)
000013 HR Currency not found HR Currency not found for selected Company & Paygroup. Program terminated unsuccessfully.
******UNRECOVERABLE ERRORS HAVE BEEN ENCOUNTERED******
Correct Above Errors and Restart Program
Contact UWSC
000014 Offset Account not found Offset Account not found for selected department & activity. Program terminated unsuccessfully.
******UNRECOVERABLE ERRORS HAVE BEEN ENCOUNTERED******
Correct Above Errors and Restart Program
Contact UWSC
000015 Account Code Invalid/Inactive Account Code is Invalid or Inactive. Program terminated unsuccessfully.
******UNRECOVERABLE ERRORS HAVE BEEN ENCOUNTERED******
Correct Above Errors and Restart Program
Contact UWSC (ACCT_CD_TBL configuration issue)
000016 Currency Error Incorrect currency information set up for currency conversion from HR to GL. Program terminated unsuccessfully.
******UNRECOVERABLE ERRORS HAVE BEEN ENCOUNTERED******
Correct Above Errors and Restart Program
Contact UWSC
000017 Currency Error: 0 Divisor rate Divisor rate is zero for currency codes. Program terminated unsuccessfully.
******UNRECOVERABLE ERRORS HAVE BEEN ENCOUNTERED******
Correct Above Errors and Restart Program
Contact UWSC
000018 Currency Error: invalid rates Currency rates are invalid for currency codes. Program terminated unsuccessfully.
******UNRECOVERABLE ERRORS HAVE BEEN ENCOUNTERED******
Correct Above Errors and Restart Program
Contact UWSC
000019 Appl Journal ID Not Found Appl Journal ID was not found for Business Unit. Program terminated unsuccessfully.
******UNRECOVERABLE ERRORS HAVE BEEN ENCOUNTERED******
Correct Above Errors and Restart Program
Contact UWSC
000020 Comp Rate data not found No JobCode Comp Rate record found for the specified jobcode to determine the annual salary for further processing. Contact your HR Department to enter the employee comp rate
000021 Salary Grade data not found No Salary Grade record found for the specified SetID, Salary Admin Plan, Salary Grade and Effdt combination to determine the annual salary for further processing. Contact UWSC (HR configuration issue with salary grade table)
000022 Multi-Level Budget Dept found Multi-Level of Budgeting Department is not supported. The budgeting Department ID specified on Department Table must be defined as a valid budget department. Contact UWSC (multi-level budgets are not being used)
000023 Department Table not found No Department table record found for the specified SetID, DeptID combination. Contact UWSC
000024 Amount Posted to Suspense Acct The budget amount has been exceeded, the encumbrance amount has been posted to the suspense account defined to the department. Update funding
000025 Posted to Excess Account. The budget amount has been exceeded, the encumbrance amount has been posted to the account defined to the department as being allowed to overspend budget. Contact UWSC
000026 Suspense Account Code Missing The Suspense Account is missing from the Department Budget Table. Contact UWSC

Related Policies

  • N/A

Related Jobaids

Related Forms:

  • N/A



Keywords:Encumber Error PAYGL03 Nightly Encumbrance FIN 9.00 UWFIR003   Doc ID:17146
Owner:Christine G.Group:Human Resource System (HRS)
Created:2011-03-02 18:00 CSTUpdated:2016-11-29 16:18 CST
Sites:Human Resource System (HRS)
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