Roll Prior Year Encumbrances

Use this option to roll encumbrances from the prior year to the new year. You can roll encumbrances into a liability account, equity account, "R" account, or the same account. If you need to process different sets of encumbrances differently, you can run the option multiple times.

Menu Path: Fund Accounting > Periodic Routines > Year-End > Year End > click Roll Prior Year Encumbrances

System Processing

The Roll Prior Year Encumbrances option performs the following functions:

Creates the encumbrance record for the new year and deletes the prior year's record. The encumbrance record's budget unit must be in the new year's Organization Chart; otherwise, the encumbrance is not rolled.
Liquidates encumbrances from the Expenditure Ledger and Expenditure Budget Ledger in Period 13 of the prior year.
Creates transactions with code 18 (change encumbrance) in the prior year.
Creates transactions with code 17 (new encumbrance) in the new year.
Provides an option for retaining purchase orders in the prior year.

Prerequisites

Before running this option, you must complete the following:

If you have some prior year encumbrances that you do not want to roll forward, use the Fund Accounting > Periodic Routines > Periodic Processing > Close Purchase Orders option to liquidate them.
If you want to roll encumbrances to a liability or equity account, verify that the account and its offset account are on the new year Balance Sheet. If not, you must add the accounts before running the rollover.
Run the Fund Accounting > Reports > Financial Statements > Encumbrance Status Reports and Encumbrance Activity report options. Retain these reports as a record of the prior year's information.
Back up your data using the Back Up Fund Accounting to Disk option.
Ensure that all other users are logged out of the system.

Rolling prior year encumbrances into the new year

Select Fund Accounting > Periodic Routines > Year-End > Year End to display the Fiscal Year End Processing center.
Click Roll Prior Year Encumbrances.
In the Roll Prior Year Encumbrances dialog, click Reports to display the Encumbrance Status Reports page.
This page generates the Encumbrance Status report, which summarizes the encumbrances you select, including payments, sales taxes, balances, and accounts charged. The report only shows open encumbrances (not encumbrances that are closed or have final payment recorded). For details, refer to Encumbrance Status Reports.
In the Sort Options section, select one of the following radio buttons to specify the report's sort order.
The report's default file name depends on the sort order selected:
Encumbrance Number
encstat1.rpt
Organization
encstat2.rpt
Cost Center
encstat3.rpt
In the Report Criteria section, enter criteria identifying the records to include, and then click OK. To run an advanced search, use the Advanced button.
In the Print page, enter your report settings. Click OK to generate the report and return to the Encumbrance Status Reports page.
Repeat Steps 4-6 as many times as needed to generate different versions of the report
Click Back when you finish running reports to return to the Roll Prior Year Encumbrances dialog.
Click Process to display the Roll Prior Year Encumbrances page.
In the Encumbrance Roll Criteria section, complete the fields. For descriptions, refer below to the Fields section.
If you selected the Roll Forward To Fund checkbox, complete the Old Fund and New Fund fields. Otherwise proceed to Step 11.
Use the Skip or Process fields to enter ranges specifying the purchase orders to exclude or include in the roll. You may enter as many ranges as needed, but you can only use one of the two sets of fields, Skip or Process.
Example: If you enter 10066 in a Skip From field and 11305 in the corresponding Skip To field, the system will prevent all purchase orders from 10066 through 11305 from being rolled. Entering the same numbers in the Process From and Process To fields would limit the roll to purchase orders in the 10066-11305 range.
Click OK.
In the Print window, enter settings for the log that is generated if errors are encountered. The log's default file name is roll_enc.rpt.
Click OK to begin processing.
A confirmation displays when processing is complete.
Click OK to return to the Fiscal Year End Processing center.
If the Roll Prior Year Encumbrances Error Log is generated, resolve any problems indicated before allowing users back into the system.

Fields

Roll Prior Year Encumbrances Page

Field	Description
Roll Selectively by Fund	Funds to be rolled to the new year. Leave the field blank to roll encumbrances for all funds. To enter multiple funds, use the pipe symbol (\|) to separate the individual funds, for example, 10\|20\|100. After specifying individual funds, run the rollover with the field blank. This allows all purchase orders with split funds to roll without generating the error messages that result when a particular fund is omitted.
Roll Forward to New Fund	Select this box to access the Old Fund/New Fund fields, which let you specify the funds where the encumbrances are rolled. You can access these fields after you complete the Prefix for Prior Year PO Number field. Refer to these field descriptions below. Leave the box blank to use the same funds in the new year.
Roll Forward to	Drop-down list that includes the following options: S - Same Account - Rolls to the same account as the one used in the old year. R - R Account - Creates "R" accounts in the new year to indicate that the encumbrances came from the prior year. L - Liability Account - Rolls the encumbrances into a liability or equity account in the new year.
Liability Account	If you selected L - Liability Account in the Roll Forward To field, enter the liability or equity account you use for encumbrances.
Offset Account	If you selected L - Liability Account in the Roll Forward To field, enter the Fund Balance account specified in the Fund Accounting Profile.
(Fund Balance) Increase Budget for Encumbrance	Checkbox that increases the new year’s budget by the amounts of the prior year encumbrances. This adds the encumbrances to budget ledgers in Period 1 of the new year. It also creates a code 13 transaction record (adjust expenditure budget). Leave the box blank if you do not want to increase your budget.
Skip "R" Accounts	Checkbox that excludes purchase orders written to “R” accounts. Leave the box blank to include “R” account encumbrances.
Retain Rolled PO's	Checkbox that retains rolled purchase orders in the prior year without liquidating their encumbrances. However, the system marks their Payment Status fields with the code X - Retained to prevent payment. Leave the box blank to allow standard processing.
Prefix For Prior Year PO Number	If you selected the Retain Rolled PO’s checkbox, you must enter a character, such as A or X, to add as a prefix to the front of purchase order numbers. If your numbers are already eight characters long, the system replaces the left-most character with the prefix.
Old Fund	Prior year funds for the purchase orders affected.
New Fund	Funds to use in the new year. If you do not specify a new fund, the original fund will apply when the encumbrances roll.
Skip From/Skip To	Lowest and highest numbers in a range to identify purchase orders you do not want to roll.
Process From/Process To	Lowest and highest numbers in a range to identify purchase orders you want to include in the rollover.

Encumbrance Number	encstat1.rpt
Organization	encstat2.rpt
Cost Center	encstat3.rpt