How to Create an Encumbrance Journal

Owned by Knowledge Assistant
Last updated: Mar 04, 2024
Description of Issue
  • How does a user enter GEL Journals?
  • Encumbrance program failed to post correctly and GL needs to be brought into balance with transaction that did update correctly
  • Encumbrance program double posted it needs to be removed without impacting transaction that triggered it
  • Correctly posted Encumbrance journal needs partial adjustments but cannot be adjusted using same method that created it
Context
  • Encumbrance Journal Entry/Proof (GEL)
  • Transaction Type 4
  • Debit (D) - Encumbrance
  • Credit (C) - Liquidation
Cause
  • General Ledger Encumbrance Utility (GLENCUTE) listed account has action code JNL or and reconciliation proved a manual Encumbrance journal is needed to correct the General Ledger
  • Encumbrance posting has failed to post a Journal to the GL Account and is now out of sync with the open encumbrances (Purchase Orders, Contracts, Employee Expense, Student Activates)
  • Payroll Encumbrance (PRE) needs to be partially reversed not fully reversed with (GRV) Journal Reversal
  • Encumbrance double posted and needs to be removed without (Purchase Orders, Contracts, Employee Expense, Student Activates) change order or adjustment
Resolution
  • Reconcile and determine reason for needed GEL journal.  If unsure, please contact Munis Financial Support.
  • To create a General Ledger Encumbrance journal manually:
    1. Browse to Financials > General Ledger Menu > Journal Entry/History > Encumbrance Journal Entry/Proof
    2. Select Add
    3. Fill in all required fields. A warning or error will display at bottom of screen if something is missing or invalid.
    4. Accept to start journal detail line entry for allocating GL accounts with encumbrance amounts.
    5. Fill in all required journal line details.  Debit + Encumbrance, Credit - Liquidations
    6. Accept
    7. Return to go back journal header information screen
    8. Output Post
    9. Accept
    10. Print or Save
    11. Ok
    12. Yes
Additional Information
  • GEL journals cannot be reversed using (GRV) Journal Reversals
  • GEL reversals require another manual GEL with opposite debit/credit amounts for needed GL Accounts in same year/period/effective date
  • Keep in mind if you need a current year or carry forward Encumbrance and pick the correct code on header screen.
  • Journal Import can be used to create GEL journals
  • Journal Export cannot handle GEL journals
  • General Ledger Encumbrance Utility (GLENCUTE) export option can create Current Year and Next Year GEL journals
  • Encumbrance Journal Posting in Last Year