Summary: The close/cancel PO option in APP no longer functions as anticipated when a tax rate change is done to a line item at the invoice level only in APP. This option causes extra encumbrance amounts being posted to the PO (GAEIV1) encumbrance balance in AFIS.
Issue: When the tax rate is changed to a higher rate than it was originally encumbered on a line item at the invoice level, it triggers the close/cancel document to update the individual posting lines on the PO and the agency’s budget incorrectly. This causes extra encumbrance amounts being posted to the PO (GAEIV1) document in AFIS and extra efforts of the GAO/AFIS Operations Team to manually close these extra and incorrect balances directly in AFIS. This function is no longer allowed. APP users will receive the “The accounting line has been over-referenced and the line amount cannot be changed” error from the AFIS side when attempt the change in APP.
Solution: There are two current workarounds.
- Pay the current line items as is, but put any tax rate differences in the MISC charges field. Users will still be able to use the close/cancel PO option in APP and it will function correctly.
- Users can also do a change order to the PO to update the tax to match the vendor invoice.
For POs that have already had tax rate changes, users will be able to do a change order in APP to reflect the true encumbered amounts.
A permanent solution is activity being discussed and explored.