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Find encumbrances

Overview

Before closing your current budget for the year, you may want to pay and expend funds from the budget.

Before closing a budget you must:

  1. Create a new budget for the next fiscal period (optionally copy the structure, or structure and funds).
  2. Move over any items with encumbered amounts or pay them from the current budget.

Find items with encumbered amounts

  1. From the left navigation, click Budgets.
  2. In Select Budget, choose current budget.
  3. Click Edit to view. The funds for the current year are shown.
  4. In the Enc. column, click on the encumbered amount. This takes you to the order items for these encumbered funds.

Expend funds

  1. From the left navigation, click Receive and Invoice.
  2. Select Monograph from the Processing Type drop-down list.
  3. Select Invoice from the Action drop-down list.
  4. Enter the first few letters of the vendor name in the Vendor form field and when the name appears, click to select it.
  5. Click View Items.
  6. Select Not Cancelled from the Order Status drop-down list. You now have a list of items encumbered that have not been cancelled.
  7. Repeat steps 2, 3, 5, and 6 for the remaining processing types.
     Note: You can skip step 4 as your original choice will remain after you change the processing type and action. To change the vendor, repeat step 4.

Create a new invoice for encumbered items

  1. From the left navigation, click Receive and Invoice.
  2. Click New Invoice.
  3. Enter invoice number, vendor, invoice date.
  4. Click Save.
  5. On the first item, click Add to Invoice.
  6. Complete quantity and pay option details.

When all items from a vendor are added to an invoice, go to the Invoice and pay it using funds from the current budget: Pay an Invoice.

Funds are moved from the encumbered amounts to the expended amounts. These won't need to be mapped to the new budget when you close the current year.

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