Auto-Close Encumbrances

Access this form using Transactions>Encumbrances>Auto-Close Encumbrances.

Use this form to close encumbrances on a global basis instead of liquidating the encumbrances one vendor at a time. You can close out the encumbrance ledger cleanly at the end of the budget cycle. Also, if policy requires that encumbrances be reinstated for the next budget cycle, you can simultaneously generate an encumbrance session that will reverse the closing session or to exclude encumbrances from the reversing session. See Transaction Entry Session for more information.

Note: This form is only available if security rights were granted to the user by the Administrator using Security>Set Up Organization Menus. (Select the user type and user ID, expand Accounting>Transactions>Encumbrances and highlight Auto-Close Encumbrances. Check the Rights for this field, however, Edit Existing Records is not available.)

Every Encumbrance selected must pass a validation in order for the liquidation and reversing session to occur. If a single encumbrance does not pass the validation on the Auto-Close Encumbrances form, the system will not close any of the Encumbrances selected. You might try selecting smaller batches to process.

Example:

Suppose you created a purchase order and encumbrance for a $500 computer. While waiting for the invoice to arrive, the fiscal year end occurred. You know the invoice will arrive after the beginning of the new fiscal year. However, you would like to close all your encumbrances but for this one you need to recreate it in the new fiscal year.

1. It is recommended to post all outstanding transactions prior to using the Auto-Close Encumbrances form.
2. On the Auto-Close Encumbrances session form, enter a Session ID, Description, modify the Close Encumbrances as of date, select the Create Session Reversal as of check box and enter a date. Click the Start button.
3. On the Auto-Close Encumbrances form, use the filter to reduce your displayed records.
   1. Select the check box next to the Vendor ID.
   2. If the Create Session Reversal as of check box was selected and a reverse date was entered on the Transaction Session form, the Reverse check box is also selected.
   3. Click OK to begin the close procedure.
4. A message displays - 2 Encumbrances will be closed and 1 will be Reinstated. Do you wish to continue? Click Yes.
5. Go to Activities>Manage Sessions>Post Transactions. Select the ENL tied to your Close Year session. Click Post.

The system will close the $500 encumbrance and all other open-balanced encumbrances that you selected and in the new fiscal year, one encumbrance will be recreated with the $500 balance.

 

Filters: The filter is for display purposes only; it limits which items are displayed in the Encumbrances table.

• Available Filter, Selected Filter - Select an item in the Available Filter column, and click the Mover ( > ) to move it to the Selected Filter column. Your choices for filtering are: Document, Vendor ID, and Session ID.
• Compares To - Select an operator from the drop-down list. The operator compares the value in the Selected Filter column with the values in Criteria 1 and Criteria 2 to determine which items are displayed in the Encumbrances table.
• Criteria 1 - Enter a value to compare with the item in the Selected Filter column. When using Like or Not Like, you can use “%” to represent any number of characters.
• Criteria 2 - Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.

Encumbrances to close as of {date}: The system displays the vendor ID, encumbrance ID, date, description, open balance, close balance, close to date, ending balance, and session ID for all encumbrances that have an open balance. Note that the Reverse Check Box column only displays when the “Created Session Reversal as of” check box was selected on the session form.

To select an Encumbrance to close, click in the check boxes (to the left of the form) to select or clear individual items, or use the buttons at the top of the form to select or clear all items. Select how many items per page to display using the Records per Page drop-down list. You can view items in increments of 10, 25, 50, 100, 250, 500, or 1000. The default value for the Records per Page drop-down list was selected using the Options>Customize Workstation Settings>Preferences tab.

• Vendor ID - The system displays the vendor ID associated with the open Encumbrance.
• Encumbrance ID - The system displays the encumbrance ID associated with the open Encumbrance.
• Date - The system displays the last document date for the open Encumbrance.
• Description - The system displays the document description of the open Encumbrance.
• Open Balance - The system displays the balance amount the Encumbrance is carrying, without regard to date constraints. This balance reflects all of the encumbrance's activity.
• Close To Date - The system displays the amount being applied to the open encumbrance, from the beginning of time through the close encumbrance as of date. Note that any existing activity beyond this date will not be considered.
• Reverse - If the Encumbrance is selected, the system displays a selected check box to indicate that the Encumbrance will be included in the session reversal. To exclude the encumbrance from the session reversal, simply un-select this check box for each item. Note that this check box only displays if the Create Session Reversal as of check box was selected on the Transaction Session form.
• Ending Balance - (Balance To Date) The system displays the amount needed to close the encumbrance, without regard to date constraints.
• Session ID - The system displays the original document’s session ID.