SALARY ENCUMBRANCE TRAINING
Module Three: Viewing the Transactions
The Transactions panel shows all the encumbrance transactions generated from any changes/adds made to an appointment that day. The journals are summarized by funding line (regardless of how many encumbrances were changed that day) and will post the evening of the day they were created. Note: once transactions have posted to the SFS, they will no longer be viewable on this screen. Instead, you will need to look them up using the 'Encumbrance' Appointment Search in WISDM.
The following illustration shows the Transactions panel:
The first section ('Appointment_Information') shows the appointment data, pulled in from the IADS system.
The second section ('Funding_Lines') shows the funding line(s) for the appointment. The fields for this section are the same as the Encumbrance and Update panels.
The third section ('Transactions_to_Be_Posted_to_the_GL') shows the transactions that were entered today for the selected funding line. If there is more than one funding line for the appointment, you can view the transactions for another funding line by clicking on the radio button for that line.
Click on the 'Showall' button, and all the funding lines are displayed:
Column Definitions:
The following definitions apply to the columns used in section three ('Transactions_to_Be_Posted_to_the_GL') of the 'Transactions' panel.
- Transaction Date: refers to the current day’s transactions. The exception to this would be if there was a system problem the night before, which caused the transactions to not be interfaced to SFS.
- Type: indicates whether the transaction is the result of a create, add, deduct etc.
- Operator ID: indicates the WISDM user name of the person who made the encumbrance adjustments.
- Transaction Amount: indicates the amount of the adjustment to the encumbrance. Note that this amount may be different than the Encumbrance Effect.
- Encumbrance Effect: this relates to the open balance amount. Please note that the amount of the Encumbrance Effect may be less than the Transaction Amount. This could be due to the fact that salaries may already have been paid on that particular funding prior to the encumbrance being created. The Encumbrance Effect is used in the journal entries; the journal will reflect the net change of all transactions.
- The remaining columns show the funding line chartfields of the adjustment.