Page Comparison

...

Pre-encumbered amounts will be included in the “Encumbrance Amount” Encumbrance Amount column on General Ledger Balance Inquiries.   

General Guidelines 

When completing the Pre-Encumbrance eDoc, keep the following items in mind: 

• All pre-encumbrances must be disencumbered, either automatically or manually. See examples Examples 1 and 2.
• If the manual disencumbrance is chosen, you may use multiple disencumbrances to partially reverse a pre-encumbrance , until it is fully reversed. 
• Only expense object codes may be used on a Pre-Encumbrance eDoc.  
• Both the Balance Type and the Document Type are “PE” PE for a pre-encumbrance. 

Pre-Encumbrance Examples

...

For this example, you would do the following:.   

Pre-encumber the expected travel expenses now to reduce the Expense Available Balance in the account.  

Reverse the pre-encumbrance when the actual costs get charged to the account 4 months from now.  

...

To proceed,

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

Example 2: Pre-Encumbrance and Separate Disencumbrance 

You should follow Follow this procedure if you are uncertain as to when the actual expense will be charged to the account.To proceed,  

1. Under the ‘PrePre-Encumbrance Details’ Details heading, leave the ‘Reversal Date’ Reversal Date field blank.
2. Make note of the eDoc numberthe 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.
   Image Removed 
3. Complete all the fields in the ‘Encumbrance’ 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’ Reference Number field, enter the eDoc number you noted in Step 2.
     Image Removed
     

Other Examples

Available Balances Lookup

In the image below,  

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

Open Encumbrance Lookup

In the image below,  

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

  Info

  title	Info

  The Balance Type field is blank. Alternatively, you can enter

  “PE”

  PE in the

  ‘Balance Type’

  Balance Type field.
  

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

Pre-Encumbrance Support Resources

Accessing the Help Menu

For help with the Pre-Encumbrance eDoc in KFS,  

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

Support Contacts

...