GRS - Adding a Non-FIS Encumbrance

Issue/Question

  • How do I add Non-FIS Encumbrances?
  • How do I view Non-FIS Encumbrance records?

Environment

  • Oregon State University
  • Grant Reporting System (GRS)
    • In the past this system was called the Grant Reporting and Reimbursement System (GRRS). People still some times use the GRRS acronym for GRS.

Explanation

The Grant Reporting System (GRS) includes a feature which makes it possible to create non-FIS expense encumbrances for grants. Grant Accountants can create additional expense encumbrances that are not recorded in the Banner FIS System. This type of encumbrance is added in GRS, making it possible to record known future expenses that the PI has planned but will not be recorded in Banner. The encumbrances entered in GRS are included on Grant Reports as NON-FIS Encumbrances.

These encumbrances are either entered manually into the Grant Reporting System by the Business Center's grant accountant or are pending documents affecting grants in FIS (Fund Types 31-39). The pending FIS documents are identifiable by the DocCode ID.

Resolution

To add a Non-FIS Encumbrance

  1. Login to the Grant Reporting System using a local entry point or your regular link.
  2. Locate and click the Non-FIS Encumbrance Accounting link, which will open in a new window.

    When you click, Add Record, the system automatically adds a unique Document Number, the Transaction Date (Today’s Date) and your name as the originator in Posted By field. The system also changes the status to You are currently adding a transaction.
  3. Next enter the Index that you want to add an encumbrance then press Enter. The organization name associated with the Index will be populated automatically.
  4. Enter a future Encumbrance Future Reversed Date if you need the system to automatically reverse the encumbrance on a specific date.
  5. Verify the Index is correct.

    Note: Be sure to use the Enter or Tab on your keyboard after each entry.
  6. Enter the Application Account Code.
  7. Enter an Activity Code, if used.
  8. Enter the Encumbrance Amount.
  9. The Default Transaction type is Debit. Be sure to choose Credit if you are posting a Credit Transaction.
  10. Enter a Transaction Description and notes as needed.
  11. Click Save Record. The system will verify the Encumbrance has been saved.

Note: Non-FIS Encumbrances

  • cannot be edited.
  • are viewable only through the Grant Reporting System reports.
  • can be reversed automatically or manually

To view Non-FIS Encumbrance Records

  1. From the Non-FIS Encumbrance window, click Query.
  2. Enter the Index with the Non-FIS Encumbrance and click Show Result. A table will appear which indicates the number of records Found and View Transactions options.
  3. Locate the record you want to review. If the record does not have a Future Reverse Date but you need to reverse the encumbrance, you can do so manually by clicking on the Reverse Record button.

Assistance

For assistance, contact the UIT Data Team

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