Encumbrance Adjustment

This option allows manual encumbrance adjustments to be entered to the account totals. Typically, the encumbrance totals on accounts are and should be a direct calculation of the existing transactions (purchase orders) and any encumbrances that were carried over from previous years. The Remaining Encumbrances on the accounts should balance to Outstanding Purchase Orders. In rare cases, there are situations that cause the account encumbrances to be off balance from the existing Purchase Orders. This is not a common occurrence. Typically, this involves incorrect data from the migration from Classic. However, not all migration issues require encumbrance adjustments. As advised above, please report any situations where you believe this may be needed to SSDT before using this option. Some encumbrance issues may require adjustments to the transaction side instead, or even a patch of the data instead of these adjustments. SSDT will be able to guide you on the most accurate way to fix encumbrance issues.

Existing

The Existing tab will show any Encumbrance Adjustments that have already been entered for the current fiscal year. If adjustments have been entered for a previous or future fiscal year, they will not show on this grid unless a posting period in that year is made current.

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Existing adjustments for the current fiscal year can be deleted from this grid.

To delete a single adjustment:

1. Click on the grid for the adjustment you wish to delete.

2. Proceed with Step 2 below.

If deleting multiple adjustments:

1. Use the checkboxes on the grid to select adjustments that should be deleted and then click at the top of the grid.

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2. Submit report bundles for current fiscal year closed posting periods? checkbox is optional. If deleting an adjustment that was entered with a previous period date, this should be considered. If posting periods have been closed between that period and current, this would allow the report bundles for the current fiscal year to be regenerated without having to manually reopen/close the posting periods. If the adjustment is dated in the current period this is not necessary.

3. Cron Expression will only be available if the previous option was selected to submit report bundles for the current fiscal year closed posting periods. This would allow the bundles to be scheduled for another time so that it will not conflict with district processing if there are many bundles to run.
   
   

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4. Click to finalize deleting the adjustment(s)

Add Adjustments

The Add Adjustments tab allows creation of new encumbrance adjustments. This grid can be filtered to locate each account for which adjustments are needed. If an account already has an adjustment for the current fiscal year, it will NOT show on this grid. The current adjustment would need to be deleted and re-entered if the amount should be different.

1. Select the account code(s) from the grid that should receive an adjustment.
   
   

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2. Click at the top of the grid.

3. Enter the Date to be used for the adjustments. The amounts will be changed on the account as of the posting period related to the date. If this date is in the current posting period, the amounts would be updated for the current period going forward. This field will default to the current date.

4. Submit report bundles for current fiscal year closed posting periods? This option can be used if the date entered in the previous step was in a previous posting period. For example, if the adjustments are backdated to July of the current Fiscal Year, that adjustment would impact the account encumbrance totals for July through the current posting period. This option would allow you to re-generate a copy of the report bundles for July through the current period without manually reopening/closing the Posting Periods. If the date entered was in the current posting period, it is not necessary to use this option.

5. Cron Expression will only be available if the previous option was selected to submit report bundles for the current fiscal year closed posting periods. This would allow the bundles to be scheduled for another time so that it will not conflict with district processing if there are many bundles to run.

6. The Account Code field(s) will populate based on those selected on the grid. These will be ordered in the same order as they were selected.

7. Enter the Amount of the adjustment for each Code. To increase the encumbrances on the account, the adjustment should be positive. To decrease the encumbrances on the account, the adjustment should be negative.

8. Enter a Description for the encumbrance adjustment. Its strongly encouraged to enter a detailed description here that can be referred to for audit purposes.
   
   

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9. Once all fields are complete, click

   1. A message confirming the adjustments will pop up

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10. Saved adjustments will now show on the ‘Existing’ grid.