Change Encumbrances Or Commitments Or POs Page

Use this page to update existing encumbrance line items that were created using Fund Accounting's Encumbrance options. However, you can only view encumbrances that were created in the Purchasing and Purchasing Card Interface systems; you cannot change them in this page.

Menu Path: Fund Accounting > Entry & Processing > Encumbrances > POs/Encumbrances/Commitments > generate a list of encumbrances > select the encumbrance > click OK.

System Processing

When you save a change to an encumbrance line item, the system creates two transaction records for each accounting distribution row to make the appropriate adjustments to the original Encumbrance Ledger record and the General, Expenditure, and Project Ledgers.

Both transaction records have a Transaction Code of 18 - Change Encumbrance:

The first record is for a negative amount. It resets the encumbrance distribution row's amount to zero and reverses all associated General, Expenditure, and Project Ledger updates.
The second record is for the adjusted Balance calculated by adding the Change Amount and Original Amount. The encumbrance's unpaid balance is reset for the accounting distribution row, and the appropriate General, Expenditure, and Project Ledger accounts are updated.

For a description of how ledgers are updated for encumbrances, refer to Add Encumbrances/Commitments/POs Page.

Changing information for a Fund Accounting encumbrance

Select Fund Accounting > Entry & Processing > Encumbrances > POs/Encumbrances/Commitments to display the Post Encumbrances/Commitments/POs page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the desired encumbrance line item record, and then click OK to display the Change Encumbrances/Commitments/POs page.
If needed, change the line item's Vendor Number and Description fields.
In the Control Number field, enter a number or code to identify this Change Encumbrance transaction. This number is used to track the transaction records that are created by the update.
Click OK to access the Charge Information section. The system displays the accounting distribution for the current encumbrance line item.
Change the Budget Unit and Account fields as needed, or keep the original accounting distribution.
Use the Change Amount fields to adjust the original encumbrance amounts for each distribution row. You can enter a positive or negative adjustment.
If you use project accounting, change the Project and Account fields for a row's Project Ledger distribution as needed.
When you finish your changes, click OK to save the adjustments and generate the transactions described in the System Processing section.

Fields

Header Section

The fields in this section identify the encumbrance line item and vendor.

Field	Description
*PO Or Encumber*	A number to identify the encumbrance. Character/8 If letters are used, they must be at the beginning or end of the number, for example, A12345 or 54321A.
Item Number	A line item number for the encumbrance. For the encumbrance's first line item, enter 1. Integer/2 For each succeeding line item increase the number by one, unless you are adding an accounting distribution row for an encumbrance item you entered earlier.
Vendor Number	The vendor's ID number. You may select another vendor, if needed.
Description	A brief description of the encumbrance item. Character/25
Control Number	A reference number to group the encumbrance with similar transactions. Later, you can use this number for searching and reporting purposes. Character/8

Charge Information Section

The fields in this section determine the line item's accounting distribution.

Field	Description
*Budget Unit*	Low organization code for the Expenditure Ledger account where all or part of the line item's encumbrance amount is charged. You can keep a row's original code or select a new one. If your Fund Accounting Profile is set up for full expensing, the Full Account Window page will display for entering the budget unit. For the procedure, refer to Full Account Window Page.
Account	Expenditure account code for the Expenditure Ledger account where all or part of the line item's encumbrance amount is charged. You can keep a row's original code or select a new one.
Original Amount	Original amount for the item's accounting distribution row. Display only.
Total Changes	Total amount of changes previously made for the item's accounting distribution row. Display only.
Change Amount	Amount of the adjustment you are making to the line item's accounting distribution row. You can enter a positive or negative amount. This field resets to zero (0.00) when you save the update, and its amount is added to the row's Total Changes field.
Payments	Total amount of accounts payable records associated with the accounting distribution row. Display only.
Balance	Unpaid balance for the accounting distribution row. The system updates this field when you enter a change amount for a row. Display only.
*Project*	Low project code for the Project Ledger account where an encumbrance amount is charged. You can keep a row's original code or select a new one.
Account	Expenditure account code for the Project Ledger account where an encumbrance amount is charged. You can keep a row's original code or select a new one.
Total	Displays the running total of the entries in the Change Amount fields.