Error Message: The Document Number is not Found 

In addition to the correct document number, you must also have the correct BFY of the encumbrance.

Payment Should Have Been Posted to an Encumbrance (TC27A/TC27C)

Use a TC 27A to reverse the payment, and use a TC 27C to post to the encumbrance, using the encumbrance number as the Reference Document number.  Use the correct BFY of the encumbrance on the TC 27C. This can be done for both current year and prior year encumbrances.

Payment Should Not Have Been Posted to an Encumbrance (TC27C R/TC27A)

The solution depends on whether the encumbrance is a current year encumbrance or an encumbrance held over from a prior year:

• Current Year: Use a TC 27C R to reverse the expenditure from the current year encumbrance and a TC 27A to post against current year with no encumbrance.
• Prior Year: Send an e-mail to the DSA Helpline at servicedesk@sco.idaho.gov. SCO will enter special transaction codes to restore the prior year appropriation for the erroneous posting.

Payment Was Posted to the Wrong Encumbrance (TC27C R/TC27C)

The solution depends on whether the encumbrances (the 'incorrect' and 'correct' encumbrance) are current year encumbrances or prior year encumbrances:

• Current Year: You can do a TC 27C R to reverse the expenditure from erroneous current year encumbrance, and a TC 27C to post against the correct current year encumbrance. NOTE: If the encumbrance was finalized in error, enter an “A" in the MOD field to allow the transaction to process.
• Prior Year: Send an e-mail to the DSA Helpline at servicedesk@sco.idaho.gov. Special transaction codes need to be entered by SCO to restore the prior year appropriation for the erroneous posting.

An Encumbrance Was Inadvertently Finalized

What you do depends on whether the encumbrance is a current year encumbrance or an encumbrance held over from a prior year. Depending on your situation, do the following:

• Current Year: You can post additional payments; however, you must enter an “A" in the MOD field to open the current year encumbrance record for additional posting.
• Prior Year: Send an e-mail to the DSA Helpline at servicedesk@sco.idaho.gov. Special transaction codes need to be entered by SCO to restore the prior year appropriation for the erroneous liquidation.

There is Not Enough Balance in the Encumbrance

Pay part of the payment with an encumbrance payment transaction code and the balance with a regular expenditure transaction code. If it is a current year encumbrance, you could increase the encumbrance using a TC 220 and pay the full amount using the encumbrance payment transaction code. However, this will not work withan encumbrance.

Use a TC 27C when posting a Rotary Fund payment to an encumbrance instead of a TC 735. This will allow the posting to show on the Vendor Payment file. You should have TC 730 = TC 735 + TC 27C.

An Encumbrance Was Set Up For More Than it Should Have Been (TC220R)

Use a TC 220R (the reversal) to reduce the amount. If have expenditures to process against the encumbrance, enter the TC 220R the day after the encumbrance is set up (if applicable), and before you enter expenditures against it.

An Outstanding Encumbrance Needs to be Closed

Enter a TC225 and use the Encumbrance number as the Ref Doc number (use your DAFR6530 report). To use a TC225, according to the DAFR8640, "...a prior fiscal year must be on the transaction. Prior Year cancels will not increase current year spending authority. Any balance on the PY encumbrance at the time of cancellation will generate a TC 021 to reverse the PY appropriation."

General Adjustment Transaction Codes

You can adjust or cancel current year encumbrances. You can cancel or reduce prior year encumbrances, but not increase them. Use the following transaction codes to adjust or cancel an encumbrance.

TC 220 – Adjust an Encumbrance

(Approval level 3)

Use TC 220 to increase and a TC 220R to reduce an encumbrance.  Prior year encumbrances cannot be increased using this transaction code.  If a prior year encumbrance has been cancelled or reduced in error, contact the DSA Helpline at
servicedesk@sco.idaho.gov for assistance.

The following data elements are required.

TC 225 – Cancel an Encumbrance

(Approval level 3) Use TC 225 to cancel an existing encumbrance.

The following data elements are required.