Overview
The Open Encumbrances lookup displays the detail for open encumbrances.
Lookup
- Enter either the fiscal year, chart, and account number or the fiscal year and document number
- Balance Type: Balance types supported on this lookup:
- EX - External encumbrance: External encumbrances are those that are owed externally to entities outside your institution, such as a Purchase Order.
- IE - Internal encumbrance: Internal encumbrances represent things owed internally to the institution, such as payroll encumbrances.
- PE - Pre-encumbrance: Pre-encumbrances are established within Financials via the Pre-encumbrance document and are a management tool to set aside funds prior to creating an official encumbrance.
- Document Number: Balance Type determines which reference number to use:
- EX: Purchase Order Number
- IE: Reference number used to create the encumbrance.
- PE: The PreEncumbrance document number used to establish the encumbrance
- The following options control the display in the Search Results:
- Include Pending Ledger Entry:
- No: Displays encumbrances as of the last time the batch ran.
- Approved: Includes fully approved encumbrances.
- All: Includes fully approved, enroute and saved encumbrances.
- Include Zeroed Out Encumbrances:
- Exclude: Do not display encumbrances with a zero balance.
- Include: Display all encumbrances, regardless of balance.
- Include Pending Ledger Entry:
Search Results
The open amount reflects the total amount of the encumbrance for this document number while the closed amount reflects the amount of that encumbrance relieved to date.
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