Departments must review all open encumbrances posted against their funds to determine if they remain legitimate expenses. Any that are not legitimate after payment, need to be closed by the campus purchasing office. To close out an encumbrance, please “Add Comment" to the PO with reasons for closing [Example: Please close Line 1, item has been discontinued.] Please checkmark the name of your purchasing officer in the comment area so he/she receives an email notification of your intent.
Instructions
1. Enter FGIOENC in the Search field on the Banner Home page. ‘S’ should default in the Chart field and current year should default in the Fiscal Year field.
2. Enter the Index code OR Organization and Fund codes in the corresponding fields.
3. Click on the GO button to view a list of open encumbrances for the code.
4. Select or highlight a line by clicking on the encumbrance number in the encumbrance field.
5. Click on RELATED in the header and select Query Detail Encumbrance Info (FGIENCD) to obtain more detailed encumbrance information for the PO.
6. The Detail Encumbrance Activity (FGIENCD) screen provides more detailed encumbrance information for each line and sequence of the PO including the original encumbrance, liquidation, current balance and also the transactions that have taken place to date. In addition, the status of each line is listed as either “O” for open or “C” for closed. If a line is open, the status at the header will be “O” as well. In this example, there is currently an encumbrance of $4.48 on Item 1 Sequence 1. Note: An item can have multiple sequences if there are multiple indexes for that item or if a change order has been processed against that item. The Transaction Activity section of the FGIENCD screen tracks the transactions that have affected the balance of each line. You must down arrow to get to Line 1 sequence 2, Line 2, sequence 1, and so forth.
7. Click on right arrow or the down arrow on the keyboard to scroll to the next sequence for that item or the next item number, if there is one.
8. Exit the screen X and return to FGIOENC by clicking on the CANCEL button.
9. To pull the open encumbrance list into an MS Excel spreadsheet: Click on the TOOLS button in the header and select Export. You may receive a message at the bottom of the screen, “Do you want to open or save FGIOENC.csv from *.sdbor.edu. Select the Open button in the popup window to open the .csv file.
10. Save the .csv file to an Excel format by selecting Save As and selecting .xls or .xlsx format from the drop-down menu. The spreadsheet can be used to track progress and can be printed.