Balancing to Available Funds - Encumbrance Report

Report Name
Balancing to Available Funds
Encumbrance

RMDS Report Group
BC 950-1 BC BALANCE RPTS

Frequency
Per posting cycle

Records/Retention Requirements
ITEM 42872.  Balancing to Available Funds- Encumbrance Report.  Budgetary control activity.

DISPOSITION INSTRUCTIONS:  Destroy in office after 12 months.

Use
Use this report to verify the encumbrance balances on the available funds file.

Content
The system identifies the outstanding purchase orders and invoices that affect balances in the Available Funds File (AFF). Using the information in the document files, the system calculates a balance for each company/center/ account, then records the corresponding balance from the AFF and lists the difference, if any, between them. When the balances differ, it may be because transactions were posted directly to an account through the general ledger system or through an application system other than Purchasing or Accounts Payable. The balance in the AFF includes transactions processed through systems other than Purchasing or Accounts Payable. The balances can also be different because an encumbrance adjustment entered through the budgetary control system is reserving funds.

Totals
The report calculates the total amount encumbered for purchase orders and invoices for each company/center/account combination in the Encumbrance Total for Company/Center/Account field. It also provides the difference, if any, between the Encumbrance Total for Company/Center/Account and the AFF.

Column Headings

• COMPANY
• CENTER
• ACCOUNT
• PO TOTAL
• INVOICE TOTAL
• ENCUMBRANCE TOTAL FOR CO/CENTER/ACCOUNT
• ENCUMBRANCE TOTAL ON BC AVAILABLE FUNDS
• DIFFERENCE