SALARY ENCUMBRANCE TRAINING
Module Two: Updating an existing funding line
An existing funding line can be updated on these two dollar amount fields :
Original Amount
The original amount may be adjusted by one of the following functions:
The three features Add, Deduct or Change To also allow only the begin and/or end dates to be changed, if necessary, without affecting the original dollar amount.
- Add and/or Deduct are self-explanatory. Note that for ‘Deduct’, the negative sign can not be entered. That logic is programmed into the selection itself; by selecting 'Deduct' the entry will automatically be negative. (Back to original amount functions)
- Change To allows the original amount to be either increased or decreased without doing any manual calculations in advance. This function can NOT be used to change any of the chartfields. (Back to original amount functions)
- Transfer is only used to create a new funding line and transfer the entire Original Amount to the new funding line.
An alternative approach would be to cancel the old encumbrance and set up the new funding string. There is really no right or wrong way of doing this in many situations; you may find that it saves you keystrokes to do a Transfer instead of doing a Change To to change the original amount and dates, and then Adding a new funding line. (Back to original amount functions)
Examples of these processes are given in Module Two: Lesson Two - Working with Original Amounts.
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Open Balance
The open balance may be adjusted by one of the following:
The Change to and Transfer functions work the same with an open balance as they do with an original amount.
- You may choose to Cancel a funding line if the funding has expired. If there is an open balance on the funding line at the time of the cancellation, the system will automatically reduce the open balance to zero.
Note: Currently the system will continue to post payments to a canceled split if some action is not taken prior to posting the payroll in the Salary Fringe Detail file. This means that the PTD totals can change even after a funding line has been canceled. Because of this, it may be more appropriate NOT to use the Cancel function but to do a Change instead, so that if any payments are posted after the fact, it will be easier to notice. (Back to open balance functions)
- The Open function allows a canceled funding line to be re-opened. If the funding line had an open balance at the time it was canceled, the system automatically re-establishes that balance when it is re-opened. It will automatically take into consideration any additional payments posted to a canceled split. (Back to open balance functions)
Examples of these processes are given in Module Two: Lesson Three - Working with Open Balance Amounts.
Salary Encumberance Training Menu