Post Encumbrances - Batch Change Page

Use this page to view and update batch encumbrance records. You also can access the page to release an encumbrance for posting. For details, refer below to the Hold Field section.

Menu Path:  Fund Accounting > Entry & Processing > Encumbrances > Batch Encumbrances > select a batch file > click OK to display the Post Encumbrances - Batch Entry page > search for and select a batch record > click OK

Hold Field

Besides the fields used to identify the encumbrance and define its accounting distribution charge, the Post Encumbrances - Batch Change page includes a Hold checkbox. This field determines whether an encumbrance is eligible for posting to Fund Accounting.

• If the field is selected, then the encumbrance is on hold and cannot be posted.
• If the field is not selected, then the encumbrance can be posted to Fund Accounting.

When you add a new encumbrance to a batch, the system selects the Hold field by default. You cannot access this field when adding a record. If you want to clear an encumbrance's Hold field after the record has been added and saved, you can access the record in the Post Encumbrances - Batch Change page, clear the Hold field, and save the update by clicking OK.

As an alternative to clearing the field for an individual encumbrance, you can use the Release item in the Batch Encumbrances page to clear the Hold fields for all encumbrances stored in a batch. For details, refer to Batch Encumbrances.

Reviewing and updating an existing batch encumbrance record

1. Select Fund Accounting > Entry & Processing > Encumbrances > Batch Encumbrances and then select the desired encumbrance.
2. Click OK. The Post Encumbrances - Batch Entry page displays.
3. 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.
4. Select the encumbrance you want to update, and then click OK. The record displays in the Post Encumbrances - Batch Change page.
5. In the Encumbrance Data section, update the Hold checkbox as needed:
   • Select the field to prevent the encumbrance from being posted to Fund Accounting. Note that when an encumbrance is added, this field is selected by default.
   • Clear the field to remove the posting hold and allow the encumbrance to be posted to Fund Accounting.
6. Update the fields in the Encumbrance Data section as needed. Refer to the Fields section below.
7. In the Charge Information section, update the accounting distribution for the encumbrance as needed. Refer to the Fields section below.
8. Click OK to save the updated record.
   • If the Continuous checkbox is selected, the system refreshes the Post Encumbrances - Batch Change page with data for the next record listed in the Batch Entry page.
   • If the Continuous checkbox is blank, you return to the Post Encumbrances - Batch Entry page.

Fields

Encumbrance Data Section

Following are the fields that can be updated in this section. The other fields are display only.

Charge Information Section

You can update all of the fields in this section, except the Total Line Item field which displays the system-generated total of the line item's distributions.