Purchase Order Encumbrances How Do I Identify Them

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Purchase Order EncumbrancesHow Do I Identify
Them?

• Inquiry panel in PeopleSoft Financials.

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Inquiry Panel Can Help IdentifyRemaining
Encumbrances
Order amt 193.44 Invoice amt. 141.51 51.93
remaining encumbrance
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Purchase Order EncumbrancesHow Do I Identify
Them?
Contd

• Inquiry panel in PeopleSoft Financials
• 2. New Report in PeopleSoft Financials

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Report in PeopleSoft Can Also Help Identify
Encumbrances
From the Manage Purchase Orders Window Report
Menu item - Select Open PO Encumbrances Report
Panel
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In PeopleSoft You Can Report on One or Many
Project/grants
On your run control you can specify one
project/grant or a range of Project/grants.
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Report Output
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Purchase Order Encumbrances How do I identify
them?
Contd

• Inquiry panel in PeopleSoft Financials
• Report in PeopleSoft Financials.
• Report (Project/Grant Statement) in theDataMall.
  

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DataMall Report One Project/grant at a Time
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DataMall Report Output
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How Do I Change or Remove Them?

• Use the close partially paid PO function in
  PeopleSoft (PU Complete Partial Pos)

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A Remaining Encumbrance Can Be Removed by You
From the Manage Purchase Orders Window Process
Menu Item Select PU Complete Partial POs Panel
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When Will My Po Be Marked Complete and the
Encumbrance Removed?

• After declaring a purchase order ready for
  completion.
• PO will be included in the PO reconciliation
  process, which completes the purchase order and
  liquidates the remaining encumbrance.
• Reconciliation runs nightly however - 4 days
  must pass before reconciliation will select your
  purchase order.

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How Do I Change or Remove Them?
Contd

• Use the close partially paid PO function in
  PeopleSoft (PU Complete Partial Pos)
• Cancel PO/PO line(s) or reduce line qty on PO

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Removing the Entire Encumbrance Not a Remaining
Encumbrance
A change order must be done when the item hasnt
been shipped or invoiced
End user wants to stop shipment
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If Only One Item on PO
Entire PO can be cancelled
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Send Notification to Vendor
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Canceling the Purchase Order
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Reducing or Removing an Encumbrance From Select
Lines
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Changed Qty
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Encumbrance Before and After Change Order
Before
Enc. removed after change order
Enc. Removed AFTER change order budget checking
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Removing/reducing Encumbrance Line From a Multi
Line Purchase Order

• You can never reduce order qty lower than invoice
  qty.
• Encumbrance will be removed from your statement
  for the cancelled/reduced line(s) only.

• When a purchase order has many open lines but
  only one or two should be removed/reduced.
• Create a change order to cancel line or reduce
  line qty.

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How Do I Change or Remove Them?
Contd

• Use the close partially paid PO function (PU
  Complete Partial POs).
• Cancel PO/PO line(s) or reduce line qty on PO.
• Complete receiving and voucher.

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Item Not Paid
Two Scenarios
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When Should I Be Monitoring/updating My PO
Encumbrances?

• Expediting an order.
• Monthly, more frequent if desired.
• When you are unable to adhere to a monthly
  schedule, yearly.
• One or two months before an expiring grant.

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