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