Enter Encumbrances - Transaction Entry Tab

Access this form using Transactions>Encumbrances>Enter Encumbrances.

Use this tab to record encumbrance entries. (The Encumbrances Session form always precedes it.)

 

Document

• To create a new document, enter a unique ID or press the "+" (plus) key to have the system assign a document ID.
• To edit or view an existing document, select it from the drop-down list.
• We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".

• When the entered document number exists for the selected Vendor ID, the system changes this field from Document to Appending Document, and this entry modifies the original document. This option is only available if the Allow Appending Entries to Encumbrances check box was selected by the Administrator on the Organization>Set Up Modules>Encumbrances form.

Note: If you enter the same document number that has already been used for a particular vendor (in a different session), the system displays a message stating that this document will be posted as an appending entry to the original document.

Date: Accept the session date, or enter a valid date specific to this document.

Amount: Enter the amount of the encumbrance, omitting currency and grouping symbols. The document amount and the net of the transaction lines (Increase and Decrease columns) must equal if the Session status is BP or OL. If the status is BS, these lines can be out of balance.

Description: Accept the session description, or enter a description specific to this document.

Vendor ID: Select the vendor that is associated with the encumbrance, or use Find to help you select an ID. The vendor can have a status of Active or Inactive.

If you assigned a vendor ID of “UNASSIGNED” using the Maintain>Accounts Payable>Vendors form, you can select this ID here. It is used if you do not know the vendor ID at the time when the encumbrance posts. Once you know the vendor ID and have posted the encumbrance, you can assign the new ID using the Transactions>Encumbrances>Enter Encumbrance Liquidations form. Or, you can leave it as “UNASSIGNED.”

“UNASSIGNED” vendor IDs are available for all manual encumbrance liquidations and the Accounts Payable invoices, Cash Disbursement, and Write Checks processes (regardless of the selected Vendor ID). “UNASSIGNED” vendor ID encumbrances can be partially or fully liquidated by either selecting the “UNASSIGNED” vendor ID or any other valid vendor ID.

To display only the 200 most recently used IDs in the drop-down list, select “View Frequently used IDs” on the Options>Customize Workstation Settings>Preferences tab.

Transaction Entry Table: In order for an entry to be saved or posted, every line item must include all account codes (segments) for the organization, an increase or decrease amount, an effective date, and a description.

• {User Defined Field} - This column displays any user defined field with a Transaction Lines type and transaction source of ENC (Encumbrances). The system automatically appends one column for each field (to the right of the Transaction Entry table). These fields were created by the Administrator using Organization>Set Up User Defined Fields. Currency user defined fields follow the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency).