Calculating encumbrances

Fiscal Year End Date

Type the date for the end of the fiscal year. This value is passed to General Ledger and Project Accounting.

Current Period Start Date

Type starting date of this encumbrance period. This date is used along with the encumbrance period end date to calculate each employee's encumbered amounts.

Create CSV

Select whether a CSV file of encumbrance distribution data should be created.

The CSV file contains more detail than exists on the report output. It can be used for additional documentation. You can use this file as the basis for posting encumbrances to a non-Lawson GL or Activities system.

Update

Select the report update option. If you select Report Only, a report of recalculated encumbrance amounts will be provided. If you select Purge and Recalculate, existing encumbrance records are purged, and new encumbrance records are calculated. If you select Purge only, existing encumbrance records are purged.

On the Encumbered Amount page, use the following guidelines to enter field values:

Salary Option

Select the option to use use as the basis for each employee position's encumbered amount. A prorated salary is automatically calculated for each employee position and can be viewed on Multiple Positions and Jobs (PA13.1). You can also enter an amount directly entered for each employee position on PA13.1

Check Pending Pay Increase

Select whether to adjust the employee's salary to reflect any pending pay changes. The program will look for pending changes to Pay Rate or Pay Step (if using Prorated Salary) or to User Amount (if using User Amount).

Increase Effective

If you enter percent increase, enter the effective date of the increase. This date can not be earlier than the Period Start Date. It can not be later than the Fiscal Year End Date.

Custom Calculation

Select Yes if additional custom calculations should be performed to determine the encumbered salary. Pending Pay or Percent Increase can be used along with the custom calculation. The custom calculation is performed after these increase calculations are completed.

Calculate Fringe Costs

Select whether fringe costs should be calculated.

Fringe Percent

If fringe costs are calculated, type the percent of encumbered salary at which encumbered fringes should be calculated. For example, if a 10 percent fringe cost should be calculated, type 10 (not 1).

Fringe Account

If fringe costs should be charged to a specific account unit, select that value. You do not select an account, the fringe cost will be encumbered against the salary distribution accounting unit(s). If the resulting full account is not valid, that portion of the fringe will not be encumbered.

Fringe Activity

If fringe costs should be charged to a specific activity, select that value. If you do not select an activity, the fringe cost will be encumbered against the salary distribution activity(s). If the resulting full activity is not valid, that portion of the fringe will not be encumbered.

Use Payroll Distribution

Select whether encumbrance distribution should occur. If you select No, the employee position's account and activity are used. If you select Yes, distribution occurs in the following manner:

• If a Payroll Distribution - Employee (PR23.1) record exists for the employee (i.e., no pay code or deduction), the distribution record is used. If 100 percent of the amount is not distributed, then the employee's position account/activity is used for the remainder.

• If a Payroll Distribution - Positions (PR23.3) record exists for the employee's position (i.e., no pay code or deduction), that distribution record is used. If 100 percent of the amount is not distributed, then the employee's position account/activity is used for the remainder.

• If there are no payroll distribution (PR23) records, the employee's position account/activity are used.

Use the following guidelines to enter field values:

Employee Group Default

Select the employee group for which this set of encumbrance period information is used.

As each employee is processed, the application checks each employee group in the order in which they are entered on the parameters to determine the first group to which the employee belongs.

If the employee belongs to no groups, then the default information is used.

Note:  PA182 excludes employees who do not have a pay status. In addition, it encumbers salary for only non-ended employee positions.

Remaining Periods

Type the number of pay periods remaining in the fiscal year for this group of employees. This information is used to incorporate pay changes in each employee's encumbered salary.

If the Period End date for that group is earlier than the parameter ‘Current Period Start Date’, then the employee is not encumbered. The percentage of Remaining Periods to Periods in Year is multiplied by the annual salary to determine the encumbered amount for the remainder of the fiscal year.

Periods in Year

Type the number of pay periods in the entire fiscal year for this group of employees. This information is used to incorporate pay changes in each employee's encumbered salary.

Period End Date

Type the last pay period end date in the fiscal year for this group of employees.

If the current period start date is later than this period end date, then employees in this group will not have their pay encumbered.