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Encumbrance Definitions

Back to Browse Topics - > Encumbrances

Creating and Posting an Encumbrance Journal Entry

In Journal Entry General Responsibility:

  • Choose Journals > Encumbrance - Follow the instructions for completing a manual journal entry, however there are a few exceptions that you need to make note of when completing an encumbrance entry (See below)
  • In the Category field, select 'Accounting' from the LOV- when relieving an Invoice Encumbrance and select ‘PO Adjustment Encumbrance’ from the LOV- when relieving an encumbrance on a Finally Closed PO (‘Accounting’ is no longer used)
  • In the Encumbrance Type field, select 'Invoice Encumbrance' to clear an invoice encumbrance -OR- 'PO Adjustment Encumbrance' to clear a PO Encumbrance
  • Source and Balance Type = Encumbrance (for both Invoice Encumbrance & PO Adjustment Encumbrance)
  • In the Encumbrance Type field, select ‘Invoice Encumbrance’ -OR- 'PO Adjustment Encumbrance' from the LOV
  • Enter the account information, the offsetting debit or credit, and a description
  • Tab to the journal line 'Context' flexfield box (when creating a PO Adjustment Encumbrance Journal Entry ONLY). Select 'PO Adjustment Encumbrance' from the list of values AND enter the purchase order number
  • Reserve Funds NOTE: An encumbrance journal entry to clear an Invoice Encumbrance or PO Encumbrance is typically a one-sided journal entry. i.e., your debits and credits will not equal
  • Check Funds - you will get a Decision box notifying you that your debits do not equal your credits-do you want to continue?
  • Click [Yes] - This will also save your encumbrance journal entry
  • Send an e-mail to Financial Systems at benadmin@lists.upenn.edu and request that your encumbrance journal(s) be posted. The email should include the batch/journal name of the Invoice and/or PO Adjustment Encumbrance journal entry
  • Once the journal has been posted, you will be notified by e-mail

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