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The Pre-Encumbrance (PE) document may be used in OLE as a “Reserve Option” on a single or group of accounting lines- Account/Objects. An Account could be setup at the beginning of the year, with a Budget allocated to the Account-Object code. Either through Restricted Status or Sufficient Fund check options, or the use of the Pre-Encumbrance, an account could be temporarily restricted, allow spending up to a $/% limit, or be “pre-encumbered” without requiring a Purchase Order or Payment Request.

The Pre-Encumbrance (PE) document allows you to add encumbrances using an e-doc instead of relying on information from some system outside OLE. These transactions are for the use of the fiscal officers to earmark funds for which unofficial commitments have already been made, setting aside amounts for future anticipated expenses that might not otherwise be encumbered. The document can also be used to disencumber open encumbrances created with the PE document.

  1. Select Pre-Encumbrance from the Others submenu on the Select/Acquire tab.

    A blank PE document with a new document ID appears.

  2. Complete the standard tabs. Complete the Accounting Lines tab as follows:

  3. Click .

  4. Review the General Ledger Pending Entries tab.

    The pending entries include offset generation lines to a pre-defined reserve for Encumbrances object code.

  5. Review the Route Log tab.


    For information about the Route Log tab, see Route Log on the Guide to OLE Basic Functionality and Key Concepts.

    For more information about how to approve a document, see Workflow Action Buttons.

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