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Example 1: Pre-Encumbrance with an Automatic Reversal Date

Suppose the Suppose the Department Head will be traveling to be traveling to a conference in 4 months--in . In other words, you are certain of when the actual expense will occur.   

For this example, you would do the following:  

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1. Navigate to the ‘Pre-Encumbrance Details' line.
2. Enter a reversal date in the ‘Reversal Date’ field. On the entered date, the pre-encumbrance will reverse automatically.
3. Complete all the fields in the ‘Encumbrance’ line.
4. Leave all the fields in the Disencumbrance line blank.
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Example 2: Pre-Encumbrance and Separate Disencumbrance 

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1. Under the ‘Pre-Encumbrance Details’ heading, leave the ‘Reversal Date’ field blank.
2. Make note of the eDoc number, as you will need this number later to disencumber the funds. In the image shown below, the eDoc number for this Pre-Encumbrance is 10007772.
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3. Complete all the fields in the ‘Encumbrance’ line.
4. Leave all the fields in the ‘Disencumbrance’ line blank.
5. When the actual expense gets charged to the account, initiate a new Pre-Encumbrance eDoc.
6. Complete all the fields in the ‘Disencumbrance’ line.  
   • For the ‘Reference Number’ field, enter the eDoc number you noted in Step 2.
     

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• The pre-encumbrance amount is included in the ‘Encumbrance Amount’ column.  
• The pre-encumbrance amount reduces the Expense Available Balance. 
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Open Encumbrance Lookup

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• The ‘Balance Type’ field has been left blank.
  

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  Alternatively, you can enter “PE” in the ‘Balance Type’ field.

  
  

• The pre-encumbrance amount will be listed as an encumbrance on the account.  
• After the Disencumbrance is done, the $1,850 will display in the ‘Closed Amount’ column.
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Pre-Encumbrance Support Resources

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1. Click on the small question mark icon next to the ‘Pre-Encumbrance’ heading.
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2. You will then be directed to the eDoc’s help menu. Click on the links in the menu for support articles and examples.
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Support Contacts

Staff can reach out to the individuals listed below for help with Pre-Encumbrance.
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Related Articles

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