Choose Items/Encumbrances

Access this form using Transactions>Accounts Receivable>Enter A/P Invoices, Enter Cash Disbursements, or Activities>Check Writing>Write Checks>Start button> Choose Items/Encumbrances. It is only available if the Encumbrances and Purchase Order modules are installed.

Use this form to create Accounts Payable Invoices, Checks, and Cash Disbursement transactions that use coding information and amounts based on Purchase Orders (Activities>Purchase Orders>Create/Modify Purchase Orders) or Encumbrances (Transactions>Encrumbrances>Enter Encumbrances) previously recorded in the system; to provide updates to track the Quantity or Amounts Invoiced and Encumbrance liquidation status; and to fully liquidate encumbrances related to purchase orders as well as Stand Alone Encumbrances. This form displays all outstanding encumbrances for the selected vendor and vendor "UNASSIGNED."

First increase the Records Per Page to view more items, use the filter to bring in a subset of the items/encumbrances to choose from, and then make your selections. If a selected item gets un-checked or filtering is done after an item is selected and excludes the selected item, then that item is automatically deselected. Also, if an item is checked on Page One and you go to Page Two, the item is automatically deselected.

Note: If you changed the size of a form or modified the columns in a table, you can restore any form back to its original state by right-clicking on the form and selecting Restore Form Layout or Resize Form. You can also access the Options>Customize Workstation Settings form by right-clicking on the form and selecting Customize Workstation.

 

Fully Liquidate Selected Items: Select this check box to automatically select the fully liquidate encumbrance for the item selected. Note that the Fully Liquidate Encumbrance column becomes display only, when the Fully Liquidate Encumbrance check box is selected. To make the Fully Liquidate Encumbrance column editable again, clear the Fully Liquidate Selected Items check box.

Filters: The filter is for display purposes only; it simply allows you to limit which purchase orders and encumbrances are displayed in the Purchase Order/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 purchase orders and encumbrances are: PO/Encumbrance Number, Item Code, Description, Record Type, Distribution Code, Encumbrance Session ID, and Vendor 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 purchase orders and encumbrances are displayed in the Purchase Orders/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.

Purchase Orders/Encumbrances: Click in the check boxes to select or clear individual items, or use the buttons at the top of the form to select or clear all purchase orders and encumbrances. 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.

Use the option buttons to display related columns for Purchase Orders, Receiving, and Stand Alone Encumbrances.

The Purchase Orders option button contains the Fully Liquidate Encumbrance, PO/Encumbrance Number, Line Number, Item Code, Description, Record Type, Distribution Code, Ordered Amount, Cancelled Amount, Previously Invoiced Amount, Current Amount, Unliquidated Encumbrance Balance, Current Encumbrance Liquidation, Encumbrance Session ID, Encumbrance Document Date, and Vendor ID columns.

The Receiving option button contains the Fully Liquidate Encumbrance, PO/Encumbrance Number, Line Number, Item Code, Description, Record Type, Distribution Code, Current Amount, Currently Invoiced Quantity, Unit Price, Previously Invoiced Quantity, Received Quantity, Cancelled Quantity, Ordered Quantity, Last Receipt Number, Unliquidated Encumbrance Balance, Current Encumbrance Liquidation, Encumbrance Session ID, Encumbrance Document Date, and Vendor ID columns.

The Stand Alone Encumbrance option button contains the Fully Liquidate Encumbrance, PO/Encumbrance Number, Description, Current Amount, Unliquidated Encumbrance Balance, Encumbrance Session ID, Encumbrance Document Date, and Vendor ID columns.

The All option button contains every column and is described below.

• Fully Liquidate Encumbrance: Select this check box to fully liquidate related encumbrances. Line item encumbrance liquidation by item code is available when an encumbrance session is created using Activities>Purchase Orders>Create/Modify Purchase Orders or Transactions>Encumbrances>Enter Encumbrances. Note that for Stand Alone Purchase Orders, this does not apply.
• PO/Encumbrance Number: The number assigned to any open Purchase Order or Encumbrance for the selected vendor. For Purchase Orders and Encumbrances and Stand Alone Purchase Orders, the system displays the Purchase Order number. For Stand Alone Encumbrance, the system displays the Encumbrance number.
• Line Number: The line number assigned for the line item on the Activities>Purchase Orders>Create/Modify Purchase Orders>Detail tab. Note that for Stand Alone Encumbrance, this does not apply.
• Item Code: The system displays the item code by line number. Note that for Stand Alone Encumbrance, this does not apply.
• Description: The system displays the item code description. For Purchase Orders and Encumbrances and Stand Alone Purchase Orders, the system displays the Line Number description of the Purchase Order. For Stand Alone Encumbrance, the system displays the Encumbrance document description.
• Record Type: The system displays the type of record, such as P (Stand Alone Purchase Order - Skip Receiving), PE (Purchase Order with Encumbrances - Skip Receiving), R (Stand Alone Purchase Order - Received), RE - (Purchase Order with Encumbrances - Received), and E (Stand Alone Encumbrance).
• Distribution Code: The system displays the distribution code for the line item on the purchase order. If no distribution code was entered, this field is blank.
• Ordered Amount: The system displays the amount ordered for the line item (Activities>Purchase Orders>Create/Modify Purchase Orders).
• Cancelled Amount: The system displays the amount canceled for the line item (Activities>Purchase Orders>Cancel Items).
• Previously Invoiced Amount: The system displays the amount that has been invoiced for the line item (Transactions>Enter Cash Disbursements; Transactions>Accounts Payable>Enter A/P Invoices; or Activities>Check Writing>Write Checks>Start button> Choose Items/Encumbrances)
• Current Amount: The system displays the amount currently being invoiced.
  • For Skip-Receiving type items, the Current Amount is the difference between the Ordered Amount less Cancelled Amount and Previously Invoiced Amount.
  • For Received type items, the Current Amount is automatically calculated by the system using the Unit Price multiplied by the Currently Invoiced Quantity. However, this amount is adjustable by calculating the Currently Invoiced Quantity by +/-.005.
  • For Stand Alone Encumbrance type items, the Current Amount is the same as the Current Encumbrance Liquidation.
• Currently Invoiced Quantity: The system displays the quantity currently invoiced. The system will not accept the Currently Invoiced Quantity to be more than the Received Quantity. See Multiple Receipts (in Last Receipt Number column) for more information. Note that for Stand Alone Encumbrance, this does not apply.
• Unit Price: The system displays the unit price for the item code. When the Item Code has been previously invoiced, the system displays the unit price. The system displays the last price or adjusted price of the Last Receipt Number associated with the Purchase Order, Line Number, and Item Code combination. Note that for Stand Alone Encumbrance, this does not apply.
• Previously Invoiced Quantity: The system displays the quantity previously invoiced. Note that for Stand Alone Encumbrance, this does not apply.
• Received Quantity: The system displays the quantity received on the Activities>Purchase Orders>Process Receipts. Note that for Stand Alone Encumbrance, this does not apply.
• Cancelled Quantity: The system displays the quantity canceled on the Activities>Purchase Orders>Cancel Items form. Note that for Stand Alone Encumbrance, this does not apply.
• Ordered Quantity: The system displays the quantity ordered on the Activities>Purchase Orders>Create/Modify Purchase Orders form. Note that for Stand Alone Encumbrance, this does not apply.
• Last Receipt Number: The system displays the receipt number entered in Process Receipts. If multiple receipts exist, the system displays the most recent receipt associated with the Purchase Order, Line Number, and Item Code combination. Note that this only applies for Received Purchase Orders.

• Unliquidated Encumbrance Balance: The system displays the current encumbrance balance, which is the balance left on the encumbrance. Note that for Stand Alone Purchase Order, the system displays a zero.
• Current Encumbrance Liquidation: The system displays the current encumbrance liquidation. This amount is calculated by multiplying the Unit Price, by the Currently Invoiced Quantity. This amount can be edited on the transactions form. Note that for Stand Alone Purchase Order, the system displays a zero.
• Encumbrance Session ID: The system displays the encumbrance transaction session ID. This field is blank when the Encumbrance Balance is zero. Note that for Stand Alone Purchase Order, the system displays a zero.
• Encumbrance Document Date: The system displays the document date of the original Encumbrance. This field is blank when the Encumbrance Balance is zero. Note that for Stand Alone Purchase Order, the system displays a zero.
• Vendor ID: The system displays the vendor ID or "UNASSIGNED".

Total Current Amount: The system displays the total of the Current Amount based on the line items selected in the Purchase Order/Encumbrances table.