---

PAS-Table of Contents:

---

Requisition Entry

Setting Delivery Address

Special Requisition Handling

Requisition Approval

Setting Approval Flags

Requisition Corrections

Requisition Inquiry

Payment Inquiry

Order/Payment Inquiry

Encumbrance Inquiry

Action Codes

System Messages

Glossary

Organization Codes

---

About the Admin Systems:

---

Getting Access to
Online Systems

Access Forms

Communications Software

Signing On

Passwords

System Hours

Training

Contacts

Encumbrance Inquiry

• Encumbrance Inquiry Screens
• Using the Encumbrance Inquiries

All Encumbrance Inquiry Screens include account codes, project cost accounting codes, and encumbrance amounts.

The account code is the combination of the object, subobject, and sub-subobject codes, which are University-defined accounting codes.

The Project Cost Accounting Codes are task, option, and project, which are department-assigned accounting codes.

The remaining amount is monies in a budget designated for a purchase. An encumbrance amount appears in the PAS Encumbrance Inquiry as soon as a requisition is encumbered. It is posted to the FAS, Financial Accounting System, Encumbrance Ledger that night and will appear in FIN online inquiries the following day. The one-day delay for posting encumbrance amounts to the FAS Encumbrance Ledger is due to the "evening after" updating schedule for the FAS data base. On all inquiries and ledgers, the encumbrance date will be the date the requisition was encumbered online.

In the Encumbrance Inquiry Screens, the amounts shown as "Pending-FAS" are the newly entered amounts waiting to be posted in FAS. The amounts shown on the "Enc-Ledger" line are the previously posted encumbrances. The "Total" line shows total encumbrances, pending and posted.

You may also view encumbrances in the Financial System (FIN).

Encumbrance Inquiry Screens

All encumbrance inquiries display encumbrance data for the current biennium, indicated by the "C" in the Biennium field. You may change this to "P" when requesting encumbrance data for the prior biennium or "F" for the next or future biennium.

Using the Encumbrance Inquiries

Request Encumbrance Inquiry
Action: [5] ­ Encumbrance Inquiry
[Send]

The following illustrates the Encumbrance Inquiry Menu.

From the Encumbrance Inquiry Menu you may choose the following:

Inquire by Requisition No., Budget No., and Account Code provides encumbrance detail for one account code on the requisition and budget requested. Descriptive information on the budget appears as well.

Inquire by Requisition No. and Budget No. displays encumbered amounts for a requisition on a specified budget number in account code order. This would group together all items on a requisition that were charged to the same account code. Note that if the requisition total had been shared between several budgets, you would see data for only the budget number entered.

Inquire by Requisition No. displays encumbrance information for one requisition by budget number and account code. This inquiry is useful for viewing encumbrance data for requisitions that share the total cost between two or more budgets.

Inquire by Budget No. displays encumbrance information for one budget by account code. Requisiton numbers are referenced for each entry.

Viewing Encumbrance Detail for a Requisition

To inquire by requisition/budget number/account code from the Encumbrance Menu:
Action: [3] ­ Inquiry by Requisition, Budget, and Account Code
[Send]

To define the budget number, account code, and requisition:
"budget number"
"account code"
"requisition number" ­ the "T" and two trailing zeroes should remain unless the requisition has other leading or trailing characters (e.g. "AA0" before a blanket requisition number).
[Send]

Viewing Encumbrance Data by Requisition Number And Budget

To inquire by requisition/budget number from the Encumbrance Menu:
Action: [4] ­ Inquiry by Requisition and Budget
[Send]

To define the budget and requisition:
"budget number"
"requisition number" ­ the "T" and two trailing zeroes should remain unless the requisition has other leading or trailing characters (e.g. "AA0" before a blanket requisition number).
[Send]

Note: This screen will show only the amount encumbered to the specified budget, so a requisition encumbering more than one budget will not show the total encumbrance.

If there is additional information for this budget and requisition number a "3" will appear automatically in the Action Box.

To view additional information:
[Send]

To view previous screens:
Action: [4] ­ Prior
[Send]

Viewing Encumbrance Summary by Requisition Number

To inquire by requisition number form the Encumbrance Inquiry Menu:
Action: [5] ­ Inquiry by Requisition
[Send]

To define the requisition:
"requisition number" ­ the "T" and two trailing zeroes should remain unless the requisition has other leading or trailing characters (e.g. "AA0" before a blanket requisition number).
[Send]

If there is additional information for this requisition number a "3" will appear automatically in the Action Box.

To view additional information:
[Send]

To view previous screens:
Action: [4] ­ Prior
[Send]

Viewing Encumbrance Data by Budget Number

To inquire by budget from the Encumbrance Inquiry Menu:
Action: [6] ­ Inquiry by Budget
[Send]

To define the budget:
"budget number"
[Send]

If there is additional information for this requisition number a "3" will appear automatically in the Action Box.

To view additional information:
[Send]

To view previous screens:
Action: [4] ­ Prior
[Send]

Other Topics in this Guide:

• Entering Requisitions ­ Requisition Entry, Setting Delivery Address
• Special Requisition Handling
• Approving Requisitions ­ Requisition Approval, Setting Approval Flags
• Requisition Corrections
• PAS Inquiries ­ Requisition Inquiry, Payment Inquiry, Order/Payment Inquiry, Encumbrance Inquiry
• Reference - Action Codes, System Messages, Glossary, Organization Codes

UW Information Technology
help@uw.edu
Modified: May 15, 2012