Promote Encumbrances

Once you’ve set up the purchasing encumbrance configuration values, you’re ready to close the ledger — a function that is only available to users with the Open/Close Ledger permission.

Remember: The ledger for the next fiscal year must be open before you can promote encumbrances. Click here for instructions if you need to open a ledger.

About promoting encumbrances

• You must promote encumbrances before you can promote balances.

• Encumbrance promotion will be marked as complete only when all POs are successfully promoted or liquidated.

• If individual POs can’t be promoted or liquidated, error messages will be presented at the end of the process.

• The promotion or liquidation of individual POs will be saved to the database even if the process isn’t able to successfully process all POs, so if there are errors and you have to repeat the process, the system doesn’t have to review all POs.

• Once all POs are successfully promoted or liquidated, you will no longer be allowed to create POs in this ledger — the ledger is permanently locked for purchasing.

• While this step is reversible, once encumbrances are promoted into the next ledger, those POs will remain attached to the next FY even if you reset the promotion flags.

Promote encumbrances

If you’re already in the Ledger Editor, skip to step 4.

1. Select Finance from the Module pull-down list on the top of the screen.

2. Select Ledger Manager from the General Ledger menu, and that window opens.

3. Click the  icon for the ledger on which you want to promote encumbrances, and the ledger opens to the General Information tab.

4. Click  Change Ledger Status, and this window opens.

5. Click  Promote Encumbrance, and a confirmation window opens.
   Based on your choice of rollover model in the Purchasing Encumbrance Configuration screen, the confirmation screen will explain what action will be taken and, when appropriate, present a list of POs to be selected for liquidation or promotion as in this illustration.

6. Once you’ve selected POs, if needed, click  Save. You’ll be kept notified of progress, and if the process is successful, you’ll be returned to the General Information tab displaying the name of the user who promoted encumbrances and the date & time it was completed. Example

• The Reset Promotion Flags and Promote Balances buttons are now visible.

• Clicking the Reset Promotion Flags button will reset the flags, but it will NOT demote the previously promoted encumbrances.

Continue with Promote Balances

Return to Designate Purchasing Encumbrance Options

Return to Closing a Ledger