Pre-Encumbrance (PE) Electronic Document Guide

Transcription

1 Pre-Encumbrance Guide PE Electronic Document Guide Page 1 of 11

2 Table of Contents Overview... 3 PE Document Layout... 4 Pre-Encumbrance Tabs... 5 Pre Encumbrance Details Tab... 5 Accounting Lines Tab... 6 General Ledger Pending Entries... 7 Notes and Attachments Tab... 7 Ad Hoc Recipients Tab... 8 Route Log... 9 Disencumbrances Page 2 of 11

3 Overview The Pre Encumbrance (PE) document allows a department to internally record a commitment for a future planned expenditure called an encumbrance. This is independent of Purchase Orders, Disbursement Vouchers, etc. The PE earmarks the funds without any additional forms and without all the final details. The Pre-encumbrance is the way to set aside funds for a particular purpose without actually processing an order. The document can also be used to disencumber (cancel, reduce) encumbrances that were created with the PE document. An open encumbrance is one that is still on the account and has not been disencumbered (cancelled, reduced.) This is the path to follow from the Kuali Portal to get to the document. > > Alternatively, you can search for the Pre-Encumbrance using the bar. Document Purpose Users Restrictions Routing Pre- Encumbrance (PE) Internally encumber (earmark, commit)) funds for planned/future expenditures. Department Users Central Users Encumbrances involve expense object codes only Routes to Fiscal Officer Encumber for any type of expenditure. Disencumber open encumbrances created by a PE document. Page 3 of 11

4 PE Document Layout The PE document has two main parts: 1. The Document Header 2. The Pre-Encumbrance Tabs The DOCUMENT HEADER displays the: Document Number (Doc Nbr) Initiator Status and Date and Time Stamp (Created). These four fields in the Document Header are automatically filled in when you initiate (open) a new document. It s a good idea to write down the Doc Nbr on your original documentation so you can easily pull up the Pre Encumbrance when performing a search. To help with readability begin with all tabs collapsed by clicking. You can open each tab, one at a time, by clicking the show/hide arrow,, on the far right of each individual tab. Document Overview Start with clicking on the tab to expand it. Document Overview shows what the Pre Encumbrance is for and allows you to enter both a Description (required) and a brief Explanation (optional). Choose terminology that will make sense to you later when you perform searches. NOTE: As always, fields marked with an asterisk (*) are required and cannot be left blank. Page 4 of 11

5 In this chart, required fields are designated with a blue highlight. DOCUMENT OVERVIEW Field Condition Definition Description Required Short statement of what the PE is for. This is what will display in the Action List, so be specific. Limited to 40 characters. Org. Doc. # Optional Not required; optional number defined for interdepartmental purposes. Explanation Optional Reasonable explanation of what the PE is for; used to supplement Description. Do not include invoice number in this field. Examples: Earmark $500 to pay for guest speaker presenting during Faculty Flex Days. Total Amount Display Only Total dollar amount of the PE; updates when document is saved. Click save after completing each tab! The save button is located on a ribbon that will stay at the bottom of your screen while in a document. Click on the button on the tab to minimize it. Pre-Encumbrance Tabs Pre Encumbrance Details Tab Click on the button on the tab to expand it. Pre Encumbrance Details contains an optional field called Reversal Date. If you want the encumbrance to automatically reverse on a specific date, enter it here (it must a date later than the current date). If you do not enter a Reversal Date, you will have to manually disencumber the funds by filling out the Disencumbrance accounting line on a new Pre Encumbrance document. (See Accounting Lines tab below.) Click on the button on the tab to minimize it. Page 5 of 11

6 Accounting Lines Tab The Accounting Lines tab is divided horizontally into two sections: Encumbrance and Disencumbrance. You will complete the Encumbrance or Disencumbrance section of this tab, not both. NOTE: Disencumbrances entered on the PE document would only be used to remove an encumbrance established with a previous PE document. Information on disencumbrances is in the last section of this guide. Each section shows fields for the Accounts (Sub Accounts) and Object Codes (Sub Object Codes) in which budget is being encumbered or disencumbered. Complete the accounting lines for an Encumbrance in accordance with the chart below. Note fields with an (*) asterisk are, as always, required fields. In this chart, required fields are designated by a blue highlight. ACCOUNTING LINES (Encumbrance and Disencumbrance) Field Condition Definition Chart Code Required This field will auto populate with SI, the only chart code at Stevens. Account Number Required Can fill in manually or use the Search feature. Sub Account Code Optional Fill in if you wish to use a Sub Account code that has been defined by your department for internal use for example, Athletics may use sub-accounts for each club sport. Object Code Required Can fill in manually or use the Search feature Sub Object Code Optional Fill in if you wish to use a Sub Object code that has been defined by your department for internal use for example, in SSE the Travel Object Code can have Sub Object codes for Course Delivery-Modules, Course Delivery-Regional, Business Relationships, and Professional Development. Project Code Optional To indicate that the PE is associated with a specific project. Organization Optional Fill in if you wish to use an Organization Reference ID that has Reference ID been defined by your department for internal use. Amount Required Amount of budget to encumber/disencumber. Only use positive amounts; negatives are not allowed. Page 6 of 11

7 ACCOUNTING LINES (Encumbrance and Disencumbrance) Field Condition Definition Line Description Optional Enter a short description to further describe this transaction. If completed, the text you enter here will be associated with the transaction in ethority reports. Actions Required Click the sign to add the Accounting Line. Reference Number Required (for Disencumbrance only) Use only when filling in the Disencumbrance line. Identifies the Pre Encumbrance document (Doc Nbr) used to initially encumber the funds. Click save after completing each tab! The save button is located on a ribbon that will stay at the bottom of your screen while in a document. General Ledger Pending Entries General Ledger Pending Entries (GLPE) displays G/L transactions that are pending until the PE is complete and the G/L updated. Pending Entries shown on this tab will no longer be displayed after the document status is FINAL and the entries have been posted. Before saving the Pre Encumbrance, the GLPE tab will report that there are no pending entries. After the Pre Encumbrance is saved, GLPE will look similar to the following: Note that the BALANCE TYPE is PE for Pre Encumbrance. This indicates that the transaction affected budget resources only and did not have an effect on the actual cash or expenses of the university. Notes and Attachments Tab Click the on the tab to maximize it. Notes and Attachments is used to provide supplementary documentation regarding the Requisition. Documentation examples might include: a letter of request from a faculty member, copy of a catalogue page or vendor correspondence. Page 7 of 11

8 You can add just a note to the document using the Note Text box, or you can add a note and an attachment. The Note Text box is required when adding an attachment. To attach a file, click on the button and chose the file from your computer to attach. If you select the wrong file, you can use the button to delete it. Once you have your attachment and/or your note added, click the ability to remove the attachment once it has been added. button. Note that you will not have the Once the note or attachment is added, the header of the tab will update with the number of notes/attachments added. Notice that you also have the ability to send an FYI to a specific user. Search for or enter their name in the Notification Recipient box and then click. You will receive a message at the top of your screen notifying you that the notification was sent successfully. Click save after completing each tab! The save button is located on a ribbon that will stay at the bottom of your screen while in a document. Click the on the tab to minimize it. Ad Hoc Recipients Tab Click the on the tab to maximize it. Page 8 of 11

9 A user can enter names into Ad Hoc Recipients to route the document to individuals outside the established routing for approval (we will look at approvals required in the Route Log tab). Action Requested: there are three choices: APPROVE, FYI and ACKNOWLEDGE APPROVE requires the named person to review and approve the document. This person will be interjected into the routing BEFORE the next scheduled person and he/she must approve before the document will continue. FYI does not require any action by the recipient. ACKNOWLEDGE requires the recipient to open the document. It does not delay the processing. However, the document will never reach its status of FINAL until the recipient asked to ACKNOWLEDGE has opened the document. Click save after completing each tab! The save button is located on a ribbon that will stay at the bottom of your screen while in a document. Click the on the tab to minimize it. SUBMITTING THE PRE ENCUMBRANCE When you are ready to submit the PE, click the button at the bottom of the screen. Route Log The Route Log tells you where a document is in the workflow process. This is a helpful place to come back and see whether your Pre Encumbrance is complete. After submitting, it should look similar to the image on the following page. Page 9 of 11

10 NOTE: When running a report to check your available balances, please note that pre encumbered funds will not be reflected in your account(s) until one day after the date of approval on the document. Please check this date in the Route Log after your Fiscal Officer has approved the transaction. Alternatively, you can use the include pending entries selection on the Available Balances screen to see this transaction reflected immediately. Disencumbrances ***This is only to disencumber funds that were encumbered using a Pre-encumbrance document.*** If you do not use the Reversal Date field on the Pre Encumbrance Details tab to automatically reverse the encumbrance, then you have to use the Disencumbrance accounting line on a new Pre Encumbrance document to reverse it manually. In the image below, the Disencumbrance accounting line is used to manually reverse $500 set aside for training materials for the Kuali project. Note that in addition to using a new document, a Reference Number (Doc Nbr) is required to identify the PE document used to initially encumber the funds. Start by opening a new PE document from the Budget and Account Management link on the Kuali Financials dashboard. Page 10 of 11

11 Complete the Document Overview tab and click save. Next complete the Disencumbrance section of the Accounting lines tab. This is where you will indicate the document number of the original PE document. Add the line and then proceed as you would with the preparation of an encumbrance. Page 11 of 11