Check Budget and Encumbrance Balances
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Access this form using Activities>Requisitions>Create/Approve Requisitions> |
Check Budget and Encumbrance Balances.Use this form to check Budget and Encumbrance balances for the current requisition (Activities>Requisitions>Create/Approve Requisitions). It is only available if the Budget module is installed, and if the "Allow Budget and Encumbrance Balance Checking" box is selected for the user by the Administrator (Security>Requisitions>Set Up Requisition Users).
The balance check is determined by using the following:
- The date entered in the Date Required By field.
- The budget date range and account types for all available accounts except Cash, Accounts Payable - Vendors, and Accounts Receivable - Customers are used.
- It also uses the critical segment and G/L Report Group Set options selected on the Primary Budget Controls by the Administrator (Organization>Set Up Modules>Budget>Primary Budget Controls).
For example, if you have a critical segment other than GL selected (such as Fund) the system checks balances for line items with <GL Code> and <Fund Code> code combinations, using the date range of the critical segment.
Advanced Security Users
Account Level Security is available for this form. This feature allows the Administrator to define the account codes and related amounts a user can view. Note that if a user does not have Account Level Security enabled, the user will see all account codes.
Multicurrency Users
The Functional Total column is only available if the Multicurrency module has been installed and added to the organization by the Administrator (Organization>Add a Module).
This form supports the drill down feature, which allows you to view the line item detail from all other active requisitions. You can click the plus (+) sign next to the current requisition to expand the outline. When an item has been expanded, the plus (+) sign becomes a minus (-) sign. To collapse an item, simply click the minus sign.
Level 1—GL and Segment Codes: The system verifies the balances and displays a form that allows you to drill down to see requisitions and budget information related to the current requisition's General Ledger and Distribution Codes. The system displays the balances based on the current requisition's segment combination.
Level 2—Other Requisitions: The system displays the line item detail for all other active requisitions, along with the requisition number, status, current owner, and who requested it. Requisitions that have been voided, rejected, or included in a purchase order are not included in the balance check.
- In order to check budget and encumbrance balances for a requisition, you must enter a Required By Date on the Activities>Requisitions>Create/Approve Requisitions>Requisition Information tab, and enter a GL Code, Quantity, and Unit Price on the Create/Approve Requisitions>Item Detail tab (the Distribution Code is not required by the system but may make your budget numbers more meaningful).
- If you have a critical segment selected and have changed the beginning and ending dates for it, then these dates are used instead of the budget date range.
- If you have a G/L Report Group selected on the Primary Budget Controls form, the system displays the group codes associated with the requisition.
- You can also check budget and encumbrance balances using Reports>Requisitions>Budget and Encumbrance Balance Analysis.
- When viewing data in the table, level 1 may need to extend beyond (be wider than) level 2 in order to view all column data. You also need to use the vertical scroll bar within level 2 to see its data.