Initiating a PE Document

1.     Select Pre-Encumbrance from the Financial Processing submenu group in the Transactions submenu on the Main Menu tab.

2.     Log into the KFS as necessary.

A blank PE document with a new document ID appears.

3.     Complete the standard tabs. Complete the Accounting Lines tab as follows:

•      Complete the Accounting Lines tab by entering information into the Encumbrance section, Disencumbrance section, or both.

•      Encumbrance Section: Accounting lines entered on the Encumbrance side of the document generate new encumbrances on the specified accounts.

•      Disencumbrance Section: Accounting lines entered on the Disencumbrance section of the document reverse existing encumbrances on the specified accounts.

•      Lines on the Disencumbrance section require a Ref Number which identifies the document number of the previous pre-encumbrance that needs to be removed. Disencumbrances entered in the PE document would only be used to remove an encumbrance previously established with a PE document.

     For information about the standard tabs such as Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, and Accounting Lines tabs, see Standard Tabs.

4.     Complete the Pre-Encumbrance Details tab.

5.     Click .

6.     Review the General Ledger Pending Entries tab.

The pending entries include offset generation lines to a pre-defined reserve for Encumbrances object code.

7.     Review the Route Log tab.

The document is routed to the fiscal officer for each account used in the Accounting Lines tab. The Route Status shows 'ENROUTE'.

     For information about the Route Log tab, see Route Log.

8.     Appropriate fiscal officers, organization reviewers, and sub-fund reviewers approve the document.

     For more information about how to approve a document, see Workflow Action Buttons.

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