NCAS

Encumbrance

Click any accounting rule to see information specific to that rule: 
Also see Numbering BC Document IDs for additional information. 
RF 37 38 40 45

Definition:

There are two types of encumbrance transactions. A purchase order encumbrance, which is recorded as 83XXXX, is increased when a purchase order is created and is decreased or reversed when an invoice is matched to the purchase order. An accounts payable encumbrance, which is recorded as 03XXXX, is increased when an invoice is entered and is decreased or reversed when an invoice is paid. The encumbrance accounting rules may be used to record adjustments and make corrections to the encumbrance accounts and the reserve for encumbrance accounts. Encumbrance transactions are entered through the Budgetary Control (BC) module using the encumbrance adjustment screens.

Rules:

RF Revenue Encumbrance Correction

  • Records adjustments to refunds of revenue.
  • Use a 38 document ID.
  • Keeps original transaction
Account
Keyed
Sequence
#
Accounts
Posted
Centers
Posted
Rvrs
DR/CR
43
 
1
2
Same as keyed
030000
Same as Keyed
~~~~~~~~~
No
Yes


37 Encumbrance Adjustment-Data Type 1

  • Records adjustments to purchase order encumbrances and reserve for encumbrances.
  • Use a 38 document ID.
Account
Keyed
Sequence
#
Accounts
Posted
Centers
Posted
Rvrs
DR/CR
53
 
1
2
8
830000
Same as Keyed
~~~~~~~~~
No
Yes


38 Encumbrance Adjustment - Data Type 2

  • Records adjustments to purchase order encumbrances.
  • Use a 38 document ID.
Account
Keyed
Sequence
#
Accounts
Posted
Centers
Posted
Rvrs
DR/CR
53
1
83
Same as Keyed
No


40 Accounts Payable Encumbrance Adjustment - Data Type 2

  • Records adjustments to accounts payable encumbrances.
  • Use a 38 document ID.
Account
Keyed
Sequence
#
Accounts
Posted
Centers
Posted
Rvrs
DR/CR
53
1
0
Same as Keyed
No


45 Accounts Payable Encumbrance Adjustment - Data Type 1

  • Records adjustments to accounts payable encumbrances and reserve for encumbrances.
  • Use a 38 document ID.
Account
Keyed
Sequence
#
Accounts
Posted
Centers
Posted
Rvrs
DR/CR
53
 
1
2
0
030000
Same as Keyed
~~~~~~~~~
No
Yes