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Find encumbrances


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. Click Budgets in left panel.
  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. Click Receive and Invoice in the left panel.
  2. On the Monographs panel, change Action to Invoice.
  3. Enter the first few letters of the vendor and when the name appears, click to select it.
  4. Click on Outstanding Items. This gives a list of items.
  5. From the Order Status drop-down list, click on Not Cancelled.

Now you just have items encumbered that have not been cancelled. Repeat the process using Serials and E-Prod panels for those material types.

Create a new invoice for encumbered items

  1. Click on New Invoice.
  2. Enter invoice number, vendor, invoice date.
  3. Click Save.
  4. On the first item, click Add to Invoice.
  5. 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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