University of Wisconsin-Madison

SALARY ENCUMBRANCE TRAINING

Module Two: Updating an existing funding line

This lesson shows examples of the following functions of the Salary Encumbrance application:

• Original Amount – Deduct
• Original Amount – Change To
• Original Amount - Transfer

There are two ways to deduct from or reduce an encumbrance amount: use either the ‘Change To’ or ‘Deduct’ function.

• Original Amount - Deduct

To use the Deduct function, select the appropriate funding line that needs to be changed. Click on the drop down for Original Amount and select the ‘Deduct’ function. The following Update panel is re-displayed with the amount and begin/end date fields added. Type in the amount to be deducted and either ‘Submit’ or press the Enter key.

Upon hitting 'Submit' or the 'Enter' key, the following Encumbrance panel is displayed:

Note that the funding line just updated is still selected and the amount has changed for both the original and open balance. (Back to top)

• Original Amount – Change To

After selecting the appropriate funding line, the Update Panel is displayed. The illustration below is what is re-displayed when the option Change To is selected. Make the necessary adjustments and Submit or press the Enter key.

The following Encumbrance panel is displayed:

Note that the funding line is still marked as selected, the original amount is now $50,000 and the date reflects first semester. Since nothing has been paid, the open balance is the same. (Back to top)

• Original Amount - Transfer

In this example, the appointment should be paid on 144 funds and should be for second semester. Select the appropriate funding line to be updated. The Update panel is displayed. Select the Transfer function and the following Update panel is re-displayed:

The chartfields from the funding line selected are defaulted into the 'Update_Funding_Line’ row. To change any of the fields, tab to the appropriate chartfield and type in the new value. Click on Submit or press the Enter key and the following Encumbrance panel is displayed:

The funding line originally selected is still marked and now says ‘TRFD’. There is no open balance for that funding line. The new ‘Transfer To’ funding line is now displayed. (Back to top)

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