Instructions for Setting Up an Encumbrance for Year End
- Go to screen 240 (Limited) or 235 (Exempt) and begin setting up a document just as you normally would to make a payment.
- Enter all of the following information:
Screen 240 or 235
||Enter L0 (zero) or E0 (zero)
||The true order date.
||Name or Number
||Two letter freight code that is appropriate.
||6 digit account followed by a reference number
|All Items Rec’d:
||Enter a “N” in this field, if no goods have truly been received
||Do not enter a received date, if the goods have not been received
|Ship to address:
||3 digit number for your department.
|Invoice to address:
||Same as above
Screen 241 or 236
||6 digit acct number, 5 digit support acct, object code.
||Enter the quantity.
||Enter the Unit of Measure (? For help).
||Enter the individual item price.
||Enter item description
Screen 242 or 237
||Enter a “Y”. Routing is not required to encumber the funds. However if it is not routed this will need to be done when goods or invoice is received. For travel vouchers the document number must be recorded in the “PO Doc#” field on the travel voucher.
**REMEMBER, THE DIFFERENCE BETWEEN AN ENCUMBRANCE AND A PAYABLE IS THE RECEIVING. IF YOU COMPLETE RECEIVING ON A DOCUMENT THEN IT PULLS FORWARD ON THE YER 217 REPORT AS A PAYABLE. DO NOT ENTER RECEIVING ON A DOCUMENT UNTIL YOU HAVE ACTUALLY RECEIVED THE GOODS OR SERVICES.