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Journals Definitions

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Creating a PO Adjustment Encumbrance Journal Entry

If the encumbrance is still showing on the latest 163 report, verify that the encumbrance is still in the general ledger. After you have determined the encumbrance exists in the general ledger and the PO has been Finally Closed by Accounts Payable, create a one-sided PO Adjustment encumbrance journal entry to relieve the encumbrance on a Finally Closed PO.

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 'PO Adjustment Encumbrance' from the List of Values (‘Accounting’ is no longer used)
  • Source and Balance Type = Encumbrance
  • In the Encumbrance Type field, select 'PO Adjustment Encumbrance' from the list of values
  • Enter the account information and the offsetting debit or credit, and a description
  • Tab to the journal line 'Context' flexfield box. Select 'PO Adjustment Encumbrance' from the list of values AND enter the purchase order number
  • Reserve Funds NOTE: An encumbrance journal entry to clear a 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 PO Adjustment Encumbrance journal entry
  • Once the journal has been posted, you will be notified by e-mail

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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.
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