| Encumbrance [message #269746] |
Mon, 24 September 2007 07:07  |
raazintouch
Messages: 27
Registered: August 2007
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Junior Member |
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Hi,
Can anybody please explain me abt encumbrance.
What it is, why it is and where it is?
Regards,
Raju K
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| Re: Encumbrance [message #269772 is a reply to message #269746] |
Mon, 24 September 2007 08:43  |
Anne Simms
Messages: 163
Registered: May 2002
Location: San Francisco, CA
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Senior Member |
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Hi,
Encumbrance is used in Oracle Grants Accounting. The best way to describe encumbrance in laymen terms is like a charge against property (as a lien or mortgage).
Anne
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| Re: Encumbrance [message #269774 is a reply to message #269772] |
Mon, 24 September 2007 08:48 |
raazintouch
Messages: 27
Registered: August 2007
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Junior Member |
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Hi Anne,
If I am not stupid.. Can u please give some more explantion abt this. I will give u a situation. Please explain me in that point of view. I have given 50000 as budget amt for a particular period and 1000 is encumbrance amt. Now I am able to create journal for 49000.
Please explain me how encumbrance is working here
Regards,
Raju K
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| Re: Encumbrance [message #269778 is a reply to message #269774] |
Mon, 24 September 2007 09:03 |
Anne Simms
Messages: 163
Registered: May 2002
Location: San Francisco, CA
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Senior Member |
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Are you saying that a transaction in the amount of $1000 came into the budget for an encumbrance type?
When you ask a question always be specific in the beginning so you will not feel stupid.
Anne
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| Re: Encumbrance [message #269780 is a reply to message #269778] |
Mon, 24 September 2007 09:57 |
raazintouch
Messages: 27
Registered: August 2007
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Junior Member |
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Hi Anne,
It clearly indiacates tht I dont have clear idea abt encumbrance. atleast refer me some document other than GL user manual of which gives better idea. I dont wanna irritate u more.
Regards,
Raju K
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| Re: Encumbrance [message #269961 is a reply to message #269746] |
Tue, 25 September 2007 04:34 |
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Hi Raju,
Encumbrance is a way in which we reserve funds for some liability which will occur in the future.
[IMPORTANT NOTE:-DONT TRY TO FIX UP A BUDGET AND TRY USING ENCUMBRANCE IF YOUR SYSTEM IS ALREADY IN PRODUCTION WHICH WILL AFFECT BADLY YOUR PURCHASING MODULE...
YOU need to close all the open po's before u activate encumbrance and buidgets.
jus thought the below given details will be of help to you
Purchasing Setup: Encumbrance Accounting
Setting up encumbrance accounting actually has very few actions that need to be performed in Oracle Purchasing module. The primary level of effort required for encumbrance accounting setup is in the General Ledger module. There is one action that can be taken by PO and it deals with the AP form Financial Options.
Here are some quick setup steps for encumbrance accounting. The setup details may differ depending on your business needs. There are very minor differences between Release 10.7 and Release 11; the steps
included here are for Release 11.
NOTE: Any navigation paths specified in this document can be performed using the Purchasing Super User and General Ledger Super User responsibilities, unless noted otherwise. Also, any and all profile options discussed in this document can be defined from the following responsibility and navigation within Oracle Applications:
Responsibility: System Administrator
Navigation: Profiles -> System
1) Define the Encumbrance Account
1.1. Navigation in GL: Setup->Financials -> Flexfields -> Key -> Values
Navigation in PO: Setup -> Financials ->Flexfields _> Key -> Values
1.2. Perform a find by entering the following criteria:
Application: Oracle General Ledger
Title: Accounting Flexfield
Structure: <name of a structure to be used>
Segment: Account
1.3. Click the Find button.
1.4. Add a new segment value.
Value: (enter your own)
Description: Reserve for Encumbrance Qualifiers:
Allow Budgeting: Yes
Allow Posting: Yes
Type: Liability
1.5. Save the record.
2) Enable Budgetary Control
2.1. Navigation in GL: Setup -> Financials -> Books
2.2. Query up the proper Set of Books
2.3. In the Budgetary Control Options alternate region:
Enable Budgetary Control: Yes
Require Budget Journals: Can be blank -dependent on business needs.
2.4. Add Reserve for Encumbrance Account
2.5. Save
3) Open the Encumbrance Year (GL)
3.1. Navigation in GL: Setup -> Open -> Close.
3.2. Set the year to open.
3.3. Click button Open Next Year.
3.4. After confirming the prompt to open the selected year, a concurrent request is launched; the encumbrance year will be open upon completion of this concurrent request.
4) Set Encumbrance Types (PO)
4.1. Navigation in PO: Setup -> Organizations ->Financial Options
Encumbrance Alternate Region
4.2. Choose encumbrance types for Requisitions and Purchase Orders.
Oracle Financials provides two predefined encumbrance types that you
can use to identify requisition, purchase order, and invoice encumbrances: Commitment and Obligation.
Additional encumbrance types can be defined in Oracle General Ledger.
4.3. Use Requisition Encumbrance:
If you enable this option, Purchasing creates journal entries and transfers them to General Ledger to encumber funds for purchase requisitions.
- Encumbrance Type:
If you enable Use Requisition Encumbrance, you must select a requisition type by which you can identify your requisition encumbrance journal entries. Purchasing assigns this encumbrance type to the encumbrance journal entries it creates for purchase requisitions.
- Reserve at Requisition Completion:
If you enable Use Requisition Encumbrance, indicate whether you want
requisition prepares to have the option to reserve funds. If you do not enable this option, only requisition approvers will have the
option to reserve funds.
4.4. Use PO Encumbrance:
Enable this option to encumber funds for purchase orders, invoiced
matched to purchase orders, and basic invoices (not matched to a PO).
If you enable this option, Purchasing encumbers funds for purchase orders and Payables encumbers funds for variances during approval of
invoices matched to purchase orders. If you enable this option and
enter a non-purchase order-matched invoice, Payables will encumber funds for it during approval. All Payables encumbrances are reversed
during posting. If you enable Use Requisition Encumbrance, you must also enable this option.
5) Define Budgetary Control Groups
5.1. Navigation in GL: Budgets -> Define -> Controls.
5.2. Query the Standard budgetary control level.
5.3. Select the funds checking level to either absolute, advisory or none.
5.4. Save.
6) Define Budget
6.1. Navigation in GL: Budgets -> Define -> Budget.
6.2. Enter a name and description
6.3. Status: Open
6.4. Require Budget Journals: Yes
6.5. Define the budget periods (these are typically for the duration of the fiscal year).
6.6. Click the Open Next Year button (concurrent process gets submitted).
7) Define Budget Organization
7.1. Navigation in GL: Budgets -> Define -> Organization
7.2. Enter Budget Organization Name and Description.
7.3. Ordering Segment: Account
7.4. Display Sequence: Enter the sequence of segments desired.
7.5. Suggest not entering a password but you may if so desired.
7.6. Click the Ranges button.
7.7. Enter the Account Range From/To, click OK.
7.8. Type: Entered
7.9. Currency: USD
7.10. Encumbrance: Yes
7.11. Funds Check Level: Select from Absolute, Advisory, or None.
7.12. Amount Type: YTD (usual entry)
7.13. Funding Budget: Enter the Budget created on step 6 above.
7.14. Save.
 Define Budget Journal (GL)
8.1. Navigation in GL: Budgets -> Enter ->Journals
8.2. Enter the Budget Organization created in Step 7
8.3. Find the appropriate budget, accounting periods, currency.
8.4. Alternate Region: Worksheet mode
8.5. Click and enter the accounts field and enter the accounts range.
8.6. Enter the budget amounts for each time period in question usually
monthly budgets)
8.7. Save
8.8. Click the Create Journals button
8.9. Name a journal batch (make it meaningful)
8.10. Category: Budget
8.11. Funds Status: Required.
8.12. Click Check Funds button (concurrent request submitted).
8.13. Wait for completion of task.
8.14. Click Reserve Funds button (concurrent request submitted).
8.15. Wait for completion of task.
8.16. Click View Results to ensure proper status of above entries.
8.17. Click done button to exit forms.
8.18. View Concurrent Requests to ensure successful completion of the above submitted concurrent requests.
9) Post Journal Entries (GL)
9.1. Navigation in GL: Journals -> Post
9.2. Find Balance Type: Budget
9.3. Select the journal entry batches you entered for posting by enabling the check box.
9.4. Click the Post button; this submits a concurrent request.
10) Review Posted Entries (GL)
10.1. Navigation in GL: Inquiry Account
10.2. Select Accounting Period From/To
10.3. Alternate Region: Primary Balance Type
10.4. Actual: yes
10.5. Alternate region: Secondary Balance Type
10.6. Budget: Yes
10.7. Budget: Select the budget from the LOV.
10.8. Click in the account field for account range.
10.9. Click the Show Variance button.
10.10. The account should show the budgets as defined with an actual of $0.
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| Re: Encumbrance [message #269994 is a reply to message #269961] |
Tue, 25 September 2007 06:07 |
raazintouch
Messages: 27
Registered: August 2007
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Junior Member |
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Hi praburajkumar,
Really I am very thankful to ur reply.
First line of ur answer itself clarified my doubt.
Thx again
Regards,
Raju K
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| Re: Encumbrance [message #271314 is a reply to message #269746] |
Mon, 01 October 2007 04:32 |
raazintouch
Messages: 27
Registered: August 2007
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Junior Member |
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Hi Prabhuraj,
I have already raised Pos and some are in open state and some or in finally closed state. Now I have set up budget and encumbrances. The issue is I have a raised a PO and it is throwing an error “A charge account is mandatory and account generator could not find a valid charge account” when I am a distributing the PO. But with the charge account existing I have raised my previous Pos. There was no error.
When I try to approve the PO without distributing, throwing the error “The accounting date is not in an open encumbrance period”.
Your immediate help required and please find attached screenshots of errors I am getting.
Thanks in advance.
Regards,
Raju K
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| Re: Encumbrance [message #271338 is a reply to message #269746] |
Mon, 01 October 2007 06:17 |
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Hi Raju,
provide me with the budget details you have given in the gl,wats the start period and the end period of the budget,if the start period is not from the first starting period of the accounting year you get this error and even if its so ,i anticipate you to have various errors with open po's created before activating budgets and encumbrance.
Prabu raj.
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| Re: Encumbrance [message #271345 is a reply to message #271338] |
Mon, 01 October 2007 06:55 |
raazintouch
Messages: 27
Registered: August 2007
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Junior Member |
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Hi Prabhu,
I have given accounting periods as like my accounting calendar in SOB (Jan-Dec).
Please advise the action required to resolve this error.
Regards,
Raju K
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| Re: Encumbrance [message #271350 is a reply to message #269746] |
Mon, 01 October 2007 07:11 |
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Hi Raju,
Pull out the encumbrances wat ever you ave mentioned, from your Financial options screen in payables .Close all the pos's then actvate the encumbrances again.
Regards
P.Prabu
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| Re: Encumbrance [message #272235 is a reply to message #269746] |
Thu, 04 October 2007 05:07 |
guhanadh
Messages: 16
Registered: September 2007
Location: Hyderabad
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Junior Member |
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encumbrance is part of hold amount (in a particular budget) for a particular use. the holding amount is made through the encumbrance journal and when need is arises that encumbrance journal is reversed and used for that particular purpose
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