Encumbrance Process

Setup

• Pay Period (PYUPPR) — Pay periods to be included in the encumbrance process will need to have a Period Type of "REG." If you do not want to encumber all periods with "REG," common code PYFG/ENCALCnn must be set up.

• A pseudo vendor PEID of "PYENCUMB" must be created (PEUPPE). The PEID is used as the Vendor ID in the ENDB set.

• CDH Code Setup (PYUPCC, PYUPDD, PYUPHH) — All CDHs that are to be included in the encumbrance process must be marked with one of the following codes:

• E: Include in the calculation and create a PYEN transaction.

• Y: Include in the calculation but do not create a PYEN transaction.

• (Blank): Ignore during PYEN transaction.

• Review additional setup for PYEN Hour Code.

• The timecard and contract encumbrance hours must be added to the applicable pay classes (PYUPPY).

• Configure a dedicated GL/EN Interface (GLUTSPSI).

• Set Switch 09 on the Payroll Employee Master (PYUPEM) for those employees that need to be recalculated for PY Encumbrance purposes.

Processing

• Run the Force Encumbrance Calculation (PYENFCFC) process.

• Create the Encumbrance Batch/Set (PYENBT).

• Review the Encumbrance Batch/Set Proof Listing (PYENBP).

• Update the ENDB Set (ENBTUB).

• Distribute ENDB Set (PYENDS).

• Recompute GL Accumulators (GLUTDICP).

• Disencumber ENDB Set (PYENDEDE). Run this process to disencumber a period after you distribute and pay that period.

• Run reports (PYENRPSA, PYENRPSU, PYENRPEM).

Corrections

Typically, there will be changes within the organization after initial encumbered values are set. In order to correct the encumbered values, the PYEN details must be recalculated and ENDB postings must be fixed.

PYEN Details

The PYEN calculation process may be re-run at any time and as often as needed. The process uses standard PY selection criteria if only certain employees need to be re-calculated.

• PYENECFull Normal Encumbrance Calculation - PYENECFCtargets only those employees in the IDLIST whose PYEN Modified Switch (9) is set.

• PYENFCFull Force Encumbrance Calculation - PYENFCFCcalculates all employees in the IDLIST regardless of Switch (9).

Under both masks, all PYEN transactions in the calculated range for the selected employees are fully deleted and re-created in this process.

ENDB Postings

Once the PYEN Details have been corrected, the ENDB Postings must be changed as well.

• Run PYENDEDLDelete a Period - PYENDEDLto delete ENDB entries by Pay Period.

• Run PYENBT to create a new ENDB Set, which will be proofed and posted.

When making mid-year corrections, be aware that each period must be cleared (deleted) from the ENDB prior to posting the new values. Otherwise, the encumbered values will include both old and new values and be overstated.

Disencumber ENDB

There are two basic options for disencumbering a pay period once it has been paid. The user may either delete the ENDB entries or mark them as Disencumbered:

1. PYENDEDL – Delete: Delete each entry in the ENDB for the targeted period. This menu also prompts for Job # if needed.

2. PYENDEDE – Disencumber: Mark each entry in the ENDB with "DE" status for the targeted period.

Purge PYDB

Use PYENPExx to purge PYEN transactions that are either obsolete or in error. The process may be run by a range of periods (PYENPERP) or a single period (PYENPESP) against a selected list of employees. It may also select by a single Job # if needed.