Add Batch Encumbrance Page
Use this page to add a record to an existing batch file or create a new batch file. The page consists of two sections, Encumbrance Data and Charge Information. These sections display fields for defining the following information for each batch encumbrance:
Control Number | Vendor Number | Accounting Distribution |
Fiscal Year/Period | Encumbrance Description | Project Accounting |
Encumbrance Number | Encumbrance Amount | Distribution |
Menu Path: Fund Accounting > Entry & Processing > Encumbrances > Batch Encumbrances
Creating a new batch file
- Select Fund Accounting > Entry & Processing > Encumbrances > Batch Encumbrances to display the Batch Encumbrance page.
- Click Add New to display the Add Batch Encumbrance page.
- In the Encumbrance Data section, complete the fields (Control Number through Description).
- Leave the Continuous checkbox selected if you are adding more than one line item. Otherwise, clear the field.
- Click OK to access the Charge Information section.
- Enter the encumbrance's accounting distribution.
- When you finish, click OK to save the encumbrance to batch file.
- If the Continuous field is selected, the system saves the encumbrance and returns you to the Control Number field so you can add another encumbrance to the current batch or start a new batch by entering a different Control Number.
- If you cleared the Continuous field, the system saves the batch and closes the Add Batch Encumbrance page.
Adding an encumbrance to an existing batch file
Select Fund Accounting > Entry & Processing > Encumbrances > Batch Encumbrances to display the Batch Encumbrance page.
Select the batch file you want to update, and then click OK to display the Post Encumbrances - Batch Entry page.
Click Add New to display the Add Batch Encumbrance page.
In the Encumbrance Data section, complete the fields (Control Number through Description).
Leave the Continuous checkbox selected if you are adding more than one line item. Otherwise, clear the field.
Click OK to access the Charge Information section.
Enter the encumbrance's accounting distribution.
When you finish entering the distribution, click OK to save the encumbrance record.
If the Continuous field is selected, the system saves the record and returns you to the Period/Year fields so you can add another encumbrance.
If the Continuous field is not selected, the system saves the record and closes the Add Batch Encumbrance page.
Fields
Encumbrance Data Section
Field | Description |
|---|---|
Control Number | A reference number for the transaction. You can later use this number or code to group similar transactions together for searching and reporting purposes. Character/8 |
Period or Year | The fiscal year period and year to associate with the first encumbrance added. |
*PO | A number to identify the encumbrance. If letters are used, they must be at the beginning or end of the number, such as A1223524 or 8337400A. |
Item Number | A line item number for the encumbrance. If this is your first record for this encumbrance, enter 1 in this field. For each succeeding record using the same *PO/Encumb* number, increment the item number by one, unless you want to add an accounting distribution row for an encumbrance item you entered earlier. |
Vendor Number | The vendor's ID number. |
Description | A brief description of the encumbrance item. Character/25 |
Charge Information Section
Field | Description |
|---|---|
*Budget Unit* | Low organization where the expense is charged. 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 where the expense is charged. The *Budget Unit* and Account combination must exist in the Expenditure Ledger. |
*Project* | Low-level project code where the expense is charged, if you use project accounting. |
Pro ACCT | Expenditure account tied to the project code you entered, if you use project accounting. The *Project* and Account combination must exist in the Project Ledger. |
Amount | Amount of the encumbrance line item charged to the row's Expenditure and Project Ledger accounts. |