University of Pennsylvania
line
arrow BEN Knows
arrow Searching BEN Knows
arrow Browse by Topic
arrow BEN Helps
arrow FastFacts


U@Penn


University of Pennsylvania
Suite 318 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104
215.746.4357 (Phone)
215.898.0817 (Fax)

Penn Home Penn A-Z Directories Calendar Maps
 
BEN Knows

[ Browse by Topic ]

Encumbrance Definitions

Back to Browse Topics - > Encumbrances

Creating and Posting an Encumbrance Journal Entry

In Journal Entry General Responsibility > Journals > Encumbrances then 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 Entries.

For Commitment, Invoices, and Obligation follow instructions below:

  • Enter Journal Name and Description as usual
  • In the Category field, select 'Accounting' from the LOV
  • Enter Period
  • Enter Encumbrance Type: Commitment, Invoices, Invoice Encumbrance, or Obligation
  • Balance Type will automatically be set to Encumbrance
  • Enter the account information, the offsetting debit or credit, and a description
  • NOTE: An encumbrance journal entry is typically a one-sided journal entry
  • Click 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
  • You will be prompted with: “The total debits do not equal the total credits for this journal. Do you still want to save this journal? Click [Yes]
  • Click [OK] at the Transaction complete prompt, then click [Yes] again to save the journal
  • Click [OK] when you see “Your transaction passed funds check.”
  • Click Reserve Funds then click [OK]
  • Important: Encumbrance Journals do NOT automatically post overnight, please send an e-mail to Ben Admin at benadmin@lists.upenn.edu and request that your encumbrance journal(s) be posted. Be sure to include the batch/journal name of the PO Adjustment Encumbrance journal entry in your email
  • Once the journal has been posted, you will be notified by e-mail

If a PO has been Cancelled, or Finally Closed, and the encumbrance is still showing on the latest 163 report, please verify that the encumbrance is still in the general ledger. After you have determined that the encumbrance exists in the general ledger, you must complete a one-sided PO Adjustment Encumbrance Journal Entry to relieve the encumbrance.

  • Enter Journal Name and Description as usual
  • In the Category field, select 'PO Adjustment Encumbrance' from the LOV
  • Enter the Period
  • Balance Type will automatically be set to Encumbrance
  • In the Encumbrance Type field, select 'PO Adjustment Encumbrance' from the LOV
  • Enter the account information, the offsetting debit or credit, and a description
    • Be sure to enter the exact account combination and the exact dollar amount for the debit or credit
  • Tab to the journal line 'Context' box. Select 'PO Adjustment Encumbrance' from the LOV and enter the PO Number (required) then click OK
  • Click 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
  • You will be prompted with: “The total debits do not equal the total credits for this journal. Do you still want to save this journal? Click [Yes]
  • Click [OK] at the Transaction complete prompt, then click [Yes] again to save the journal
  • Click [OK] when you see “Your transaction passed funds check.”
  • Click Reserve Funds then click [OK]
  • Important: Encumbrance Journals do NOT automatically post overnight, please send an e-mail to Ben Admin at benadmin@lists.upenn.edu and request that your encumbrance journal(s) be posted. Be sure to include the batch/journal name of the PO Adjustment Encumbrance journal entry in your email
  • Once the journal has been posted, you will be notified by e-mail
  • Please re-run the 163 or 164.ORG: Open Encumbrances report, and you should see your Encumbrance drop off
  • If not, please contact Ben Admin for additional assistance.

Back to Browse Topics List

Stained Glass Window

Fast Facts


FastFacts are useful tips about BEN Financials. To see a complete FastFact, click MORE. To view all of the FastFacts click on 'FastFacts' from the left navigation column.
spacer
spacer
Office of the President Home Page Penn A-Z Directories Calendar Maps
 
 
Copyright © , University of Pennsylvania
3451 Walnut Street, Philadelphia, PA 19104 · 215.898.5000
Copyright Information | Contact Us | Privacy Policy


Penn Home
Visit Penn's website