Liquidating a Manual Encumbrance using the Void Methodology

MANUAL ENCUMBRANCE RELATED TO AN ITEM ALREADY PAID (Examples: Payroll, Materiel Journal Entries)

 

Warning: If you have created a manual encumbrance and it has already been paid, it must be liquidated.

 

1. Locate the previously created encumbrance journal entry and void the transaction. Be sure and use a current general ledger date regardless of the date the encumbrance was created. (Instructions below).

2. Approve and Post the voided encumbrance journal entry. This will release your encumbered authority.

 

MANUAL ENCUMBRANCE RELATED TO AN ITEM READY TO PAY, where the payment is equal to or greater than the original manual encumbrance.

 

If you have created a manual encumbrance and you are ready to create a payable to pay the transaction and the payment is for the same amount or a greater amount than the original encumbrance, liquidate the document by following these steps:

 

1. Create the payable using the Voucher Entry without PO menu.

2. Leave room in the explanation to record the associated encumbrance document number.

 

3. Write down the document number of the payable on a piece of paper so you can record it on an attachment to the voided encumbrance transaction.

 

4. Locate the previously created encumbrance journal entry and void the transaction. Be sure and use a current general ledger date regardless of the date the encumbrance was created. (Instructions below).

5.  Approve and Post the voided encumbrance journal entry. This will release your encumbered authority. 

 

6. Edit the payable transaction to include the associated encumbrance document in the explanation field. 

 

7. Approve and Post the payable. 

 

Liquidating a Manual Encumbrance Using the Create/Add Negative Manual Encumbrance Methodology 

 

MANUAL ENCUMBRANCE RELATED TO AN ITEM READY TO PAY, where the payment is less than the original manual encumbrance. 

 

When a manually created encumbrance is paid at a lower amount than the original encumbrance, the void methodology should not be used. An agency should create a new manual encumbrance with a credit amount for the amount paid. 

 

If you have created a manual encumbrance and you are ready to create a payable to pay the transaction and the payment is for lower amount than the original encumbrance, follow the instructions below: 

 

Liquidate the document by creating a payable, following the steps below: 

 

1. Create a payable using the Voucher Entry without PO menu. Prior to the approval or post, complete the following steps: 

2. Before approving and posting the payable, complete the following steps: 


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