| What to do. |
How to do it |
| 1 |
Go to the Encumbrance Lifter in FinancialLink.
Note: You will need to have a "GEN" template set up in order to use the Encumbrance Lifter. See your DSA for assistance. |
- Go to the Encumbrance Lifter application within FinancialLink.
- Log in. If you don't have access to FinancialLink, please follow the directions How to Get a User ID (Business Systems).
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| 2 |
Complete the Encumbrance Lifter Query.
Note: Queries resulting in more than 500 encumbrances will be terminated. If your query is terminated, enter more specific information and try the query again.
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- Enter financial information. Your choices include:
- Index
- Fund
- Organization
- Program
- Document No.
- Account
- Create additional filters (optional):
- Click the down arrow to make a selection from the Balance Amount list and enter a dollar amount in the next field.
- Click the down arrow and make a selection from the Encumbrance Age list.
- Select a sort option (optional):
- Click the down arrow to select a different sort order.
- Click Submit Form to proceed to the Encumbrance Lifter Query Results screen.
For detailed information about the buttons and fields on this screen, see Encumbrance Lifter Help: Query Form.
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| 3 |
Select encumbrances from the Encumbrance Lifter Query Results screen.
Note: Lifting an encumbrance for a purchase order or travel event will not prevent future payments from being processed. Find out how payments impact encumbrances. |
- Before selecting an encumbrance to be reduced or removed:
- Review the encumbrance to make sure all payments and expenses have been recorded on the ledger.
- For purchase orders, you can click the P.O. number in the Encumbrance column to drill down to this information.
- Click the check box next to each encumbrance you want to lift or reduce.
- Click the check box Select All Encumbrances at the top of the list if you want to lift all the encumbrances.
- Click the Create Journal button to go to the Encumbrance Lifter Journal Preparation screen.
For detailed information about the buttons and fields on this screen, see Encumbrance Lifter Help: Query Results.
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| 4 |
Complete the Encumbrance Lifter Journal Preparation Screen. |
- The Effective Date will have a down arrow if there are two ledger periods open. Select a prior period, if necessary.
- Add additional information in the Document Text, if needed.
- To reduce any encumbrance amounts, type in the new amount in the Encumbrance Reduction Amount column.
Note: The encumbrance amount entered cannot be higher than the encumbrance balance.
- Click the Submit Journal Voucher button to complete the journal.
For detailed information about the buttons and fields on this screen, see Encumbrance Lifter Help: Journal Preparation.
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| 5 |
Review the Encumbrance Lifter Confirmation. |
- One of two possible status messages will appear at the top of the screen:
- DOCUMENT APPROVED indicates that you are the final approver.
- DOCUMENT APRVD FOR CURRENT LVL indicates that others must approve the journal before it is final.
- Below Encumbrance Lifter Confirmation you'll see the:
- Document number (this will appear on on the encumbrance ledger)
- Document date
- Total dollar amount
- Approval template used to create the document
- The encumbrances on the confirmation page will post the evening after all approvals are completed.
For detailed information about the buttons and fields on this screen, see Encumbrance Lifter Help: Confirmation.
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