Liquidating a Manual Encumbrance Lesson


In this lesson you will learn how to liquidate a manual encumbrance.


Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Budget link.

    Step 2
  3. Click the Enter/Adjust Manual Encumbrances link.

    Step 3
  4. Click the Enter/Adjust Manual Encumbrances link.

    Step 4
  5. Click in the Document Number field.

    Step 5
  6. Enter the document number of the original encumbrance (found on the Allotment Status Encumbrance Detail Report) into the Document Number field. 

     

    For this lesson enter "1384583".

    Step 6
  7. Note: To narrow the search, also enter "J9" in the Document Type field and "PB" in the Ledger Type field.  

     

    In this lesson we are not going to use these fields to narrow the search.

    Step 7
  8. Click the Find button.

    Step 8
  9. Choose the transaction to void by placing a checkmark to the left of the row. 

     

    Click the J9 option.

    Step 9
  10. Click the Row button.

    Step 10
  11. Click the Void menu.

    Step 11
  12. Click in the G/L Date field.

    Step 12
  13. Change the G/L Date field to a current General Ledger Date (Today's Date).

     

    Warning:  If the date is not changed to current date, the void will not post.  

     

    For this lesson enter "1/5/2010".

    Step 13
  14. Click the OK button.

    Step 14
  15. Click the Find button.

    Step 15
  16. The void transaction will have a “V” in the Reverse/Void Column.

     

    Note: Both the original encumbrance and the voided encumbrance will have the same Document Number. The G/L Date on the voided transaction will be a current date. The period of the transaction appears in the PN field.

    Step 16
  17. Follow your agency's normal approval routing to approve and post the void. (Please see the Review/Approve/Post Manual Encumbrances section of the Enter/Adjust Manual Encumbrances work instructions on the NIS Website.)

     

    Note: Write down the original batch for review and post.

     

    Note: The batch number will also be the original number. When you look at the “Review/Approve/Post Manual Encumbrance” screen, it will show that the batch as changed from posted to pending.

    Step 17
  18. Click the Close button.

    Step 18

You have successfully completed this lesson.

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