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How to Use the Encumbrance Lifter

Follow these guidelines to lift or reduce an encumbrance.

The encumbrance lifter application helps you remove encumbrances from the encumbrance and operating ledgers. For more information about this process, including important advice about payments, see Encumbrance Lifter Overview.

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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.

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.

  • 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.

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.

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.

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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