Pre-Encumbrance

Overview

The Pre-Encumbrance (PE) document allows you to add encumbrances to earmark funds for which unofficial commitments have already been made, setting aside amounts for future anticipated expenses that might not otherwise be encumbered. The document can be used to disencumber open encumbrances created with the PE document.

Pre-Encumbrance documents route to the Fiscal Officer or Delegate assigned to the accounts used on the document and optionally route to Organization Review, Object Code Review and Sub-Fund.

Pre-encumbrance Details tab

The Pre-Encumbrance Details tab contains an optional Reversal Date field date. When entering an encumbrance, a reversal date may be entered to indicate when the system should automatically reverse the encumbrance. This date must not be earlier than the current date.

Encumbrances entered on a PE document without a reversal date must be reversed manually by processing another PE document and entering one or more accounting lines in the Disencumbrance section of the document.

Accounting Lines tab

• Unlike other documents with more than one side, there is no relationship between the Encumbrance and Disencumbrance sections of accounting lines. Hence, there are no totals in the Accounting Lines tab of the document.
• Negative amounts are not allowed. Encumbrances and disencumbrances are both recorded as positive amounts.
• The Pre-Encumbrance can only be used to disencumber PE encumbrances. It cannot be used to disencumber CE, IE or EX encumbrances. When entering a Disencumbrance is being created the Ref Number needs to be the document number when the Encumbrance was added.