Report Name
Balancing to Available Funds
Company Totals
RMDS Report Group
BC950-1 BC BALANCE RPTS
Frequency
Per posting cycle
Records/Retention Requirements
ITEM 42874. Balancing
to Available Funds- Company Totals Report. Budgetary control activity.
DISPOSITION INSTRUCTIONS: Destroy in office after 12 months.
Use
Use this report to verify
the commitment, encumbrance and expense memo balances on the Available
Funds File.
Content
The system identifies the
outstanding requisitions, purchase orders, invoices, and journal vouchers
that affect balances in the AFF. Using the information in the document
files, the system calculates a balance for each company, then finds the
corresponding balance from the AFF and lists the difference, if any, between
them. When 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, Accounts Payable, or Budgetary
Control journal vouchers. The balances can also be different because a
commitment or encumbrance adjustment entered through the Budgetary Control
System is reserving funds.
Total
The report provides subtotals
for purchase order and invoice encumbrances and invoice and journal voucher
expense memos. It also calculates the differences between Commitment Total
for Requisitions, Encumbrance Total for Purchase Orders/Invoices, and Expense
Memo Total for Invoices/Journal Vouchers and their corresponding AFF balances.
Column Headings
The following column headings
are listed by company:
- COMMITMENT TOTAL FOR REQUISITIONS
- COMMITMENT TOTAL ON BC AVAILABLE FUNDS
- COMMITMENT DIFFERENCE
- ENCUMBRANCE TOTAL FOR PURCHASE ORDERS
- ENCUMBRANCE TOTAL FOR INVOICES
- ENCUMBRANCE TOTAL FOR DOCUMENTS
- ENCUMBRANCE TOTAL ON BC AVAILABLE FUNDS
- ENCUMBRANCE DIFFERENCE
- EXPENSE MEMO TOTAL FOR INVOICES
- EXPENSE MEMO TOTAL FOR JOURNAL VOUCHERS
- EXPENSE MEMO TOTAL FOR DOCUMENTS
- EXPENSE MEMO TOTAL ON BC AVAILABLE FUNDS
- EXPENSE MEMO DIFFERENCE