Staff can learn about the Pre-Encumbrance (PE) eDoc available in Kuali Financial Systems (KFS).
The Pre-Encumbrance eDoc is a one-sided entry to earmark funds for which unofficial commitments have already been made. It sets aside future expenses that are not encumbered with a Purchase Order. Pre-encumbered amounts will be included in the “Encumbrance Amount” Encumbrance Amount column on General Ledger Balance Inquiries. Staff can learn about the Pre-Encumbrance (PE) eDoc available in Kuali Financials (KFS).
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
examplesExamples 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
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:.
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,
Navigate to the
‘PrePre-Encumbrance Details
'line.
Enter a reversal date in the
‘Reversal Date’Reversal Date field. On the entered date, the pre-encumbrance will reverse automatically.
Complete all
thefields
inon the
‘Encumbrance’Encumbrance line.
Leave all
thefields
inon the Disencumbrance line blank.
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,
Under the
‘PrePre-Encumbrance
Details’Details heading, leave the
‘Reversal Date’Reversal Date field blank.
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.Complete all the fields in the
‘Encumbrance’Encumbrance line.
Leave all the fields in
the ‘Disencumbrance’ linethe Disencumbrance line blank.
When the actual expense gets charged to the account,
initiateinitiate a new Pre-Encumbrance eDoc.
- Complete all
Complete all the fields
in the ‘Disencumbrance’ line.in the Disencumbrance line.
For the
‘Reference Number’Reference Number field,
enterenter the eDoc number you noted
inin Step 2.
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.
Open Encumbrance Lookup
...
The
‘Balance Type’ field has been left blank.Info title Info 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
$1,850amount will display in the
‘Closed Amount’Closed Amount column.
Pre-Encumbrance Support Resources
Accessing the Help Menu
...
Click on the small question mark icon next to
the ‘Prethe Pre-
Encumbrance’Encumbrance heading.
You will then be directed to
the eDoc’s helpthe eDoc’s help menu. Click on the links in the menu for support articles and examples.
Support Contacts
Staff can reach out to the individuals listed below for help with Pre-Encumbrance.
Topic | Name | Department | Phone |
---|---|---|---|
PE | Annette Pavone | Accounting | (860) 486-2934 |
PE | Brett Paulson | Finance Systems | (860) 486-9364 |
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