TRANSACTIONS

ENCUMBRANCES

• Money reserved to pay future expenses
• Committed PO’s and Travel Advances
• No payment to vendor when encumbrance created – payment in future when invoice processed
• Transaction Changes from Encumbrance to Invoice type when paid
• Encumbrance Queries using the WebApps Finance Payment Queries Menu
  • Vendor/Encumbrance History
  • Open Purchase Orders
  • Buy/Pay Document History
  • Purchase Order Detail
  • Encumbrance Detail
  • Drill Down from Budget Status and Transaction Document History
• Document Code Examples
  • General PO’s PO######
  • Chemistry PO’s POS#####
  • Facilities & Engineering POF#####
  • Info Tech/Computing POC#####
  • Web Entry Purchase Orders PW######
  • Travel Encumbrances T##### or E######
• Transaction Codes Examples
  • PORD – Issue Purchase Order
  • PCRD – Canceled Purchase Order
  • Exxx – Encumbrance

SALARY ENCUMBRANCES

• Account Codes 6xxxx
• Based on personnel action job information set up by Payroll
• Calculates remaining salary for employees to be charged to fund/org through end of fiscal year or budget period.



INVOICES

• Check issued to vendor/person (non-payroll)
• Invoice payments can be partial or complete
• Multiple invoices & payments possible on same PO
• Invoice Queries using the WebApps Finance Payment Queries Menu
  • Vendor/Invoice History
  • Document History
  • Invoice Detail
  • Purchasing Card Vendor/Invoice Query
  • Check Detail
  • Drill Down from Encumbrance History
  • Drill Down from Budget Status and Transaction Document History
• Document Code Examples:
  • Invoices for Payment Ixxxxxxx
  • Invoices entered online IWxxxxxx
  • Purchasing Card IPxxxxxx
  • Purchasing Card Travel ITxxxxxx
  • Purchasing Card Credit CTxxxxxx
  • Travel Reimbursement TRxxxxxx
  • Online Travel, Business & Entertainment TVxxxxxx
  • Mileage Reimbursement MVxxxxxx
  • Check Request CQxxxxxx
  • Online Check Request CQWxxxxx
  • Business/Entertainment BExxxxxx
• Transaction Code Examples:
  • INNI – Invoice without encumbrance (PO not in Banner)
  • INEI – Invoice relieving encumbrance (PO in Banner)
  • CNII – Cancelled invoice document



JOURNAL VOUCHERS

• Money/funds moving Internally – no check issued
• Journal Voucher information using the WebApps Finance Menu
  • Transaction Document Detail
  • Journal Voucher Document History
• Journal Voucher Document Code Examples:
  • Expense Transfers beginning letter(s) varies
  • Internal Billings (IDT) DT######
  • Petty Cash PC######
  • Budget Entries/Transfers BD######, others
  • Purchasing Card Reallocations JP######
  • Purchasing Card Travel IT######
  • Purchasing Card Credit CT#####
  • Travel, Bus, Entertainment Realloc. JT######
  • Controller’s Office JV’s Jxxxxxxx, Zxxxxxxx
  • Revenues Received Zxxxxxxx
• Transaction Code Examples:
  • Xxxx – Internal Billing (IDT)
  • BDxx – Budget Journal
  • Jxxx – General Journal
  • JWPC – Purchasing Card or Travel Reallocation Journal
  • Zxxx – General Journal