Accounts Payable
Encumbrances are relieved when an Accounts Payable transaction is distributed with a Purchase Order number or, for cash basis clients, during the check run. In other words, the encumbrance is adjusted when the expenses are to be recorded in the General Ledger. Relieving encumbrances using Accounts Payable may be done using any one of the following:
- Immediate Pay
- Open Hold
- Void, Typed, and Reversed
When a Purchase Order number is referenced on an Accounts Payable transaction and distributed (or, optionally during the check run), the ENDB is updated to reflect the payment. How the database is updated is directed by the Disencumbrance Hierarchy.
When relieving encumbrances using Immediate Pay, create a Set (APIPBTUB), edit the Set (APIPBTBP), correct the Set (APIPBTUB), and distribute and pay the Set (APIPBTDP). When the Set is distributed, a report will be produced of all changes that took place in the ENDB).
Open Hold
When relieving encumbrances using Open Hold, create a Set (APOHBTUB), edit the Set (APOHBTBP), correct the Set (APOHBTUB), and distribute the Set (APOHBTDS). When the Set is distributed, a report will be produced of all changes that took place in the ENDB. If operating on a cash basis, the system will place entries in the ENDB during the check run.
Hand Written from Void, Typed, and Reversed
Encumbrances can only be relieved from the hand-written check function of the Void, Typed, and Reversed system (VTR). When relieving encumbrances using VTR, create a Set (APTRBTUB), edit the Set (APTRBTBP), correct the Set (APTRBTUB), and distribute the Set (APTRBTDS). When the Set is distributed, a report will be produced of all changes that took place in the ENDB.
Set Process
Encumbrances can be relieved using the Encumbrance Create/Update Set process. When relieving encumbrances, be sure to place the correct encumbrance status type (either PP or FP) in the Set. When the Set is distributed, the system will apply the disencumbering procedures just as if the Set came from Accounts Payable.
Although this option is included, it is not the most commonly used option. It is more common to alter Encumbrance information from the source. To alter inaccurate encumbered amounts, accounts, or vendors, make the appropriate changes using POUPPR and reprint the Purchase Order. Incorrect AP payment amounts, vendors, and account numbers may be changed using a negative/reversing entry in an AP Set file.
Utility Process
EN Disencumbrance Utility
Through the D1 - Dis - EN based on PO Balance (ENUTD1) Utility, amounts encumbered through the EN Set process may be disencumbered. Refer to the Utilities section of this guide for more information.
PO Disencumbrance Utility
If a PO was created through the Purchasing system and it is determined the encumbrance should be closed, the POMADExx option may be used. Refer to the Purchasing user guide for more information.
