Check Budget and Encumbrance Balances

Access this form during transaction entry using Check Budget and Encumbrance Balances. It is only available if the Budget module is installed.

Use this form to check Budget and Encumbrance balances for a document. This helps determine the impact of the current document on the Primary budget.

The balance check is determined by using the following:

• 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 by the Administrator on the Set Up Primary Budget Controls. (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.

 

Budget Year Beginning, Ending: Enter the budget date range. Initially, the system defaults to the organization's current fiscal year start and end dates. Once a budget date range is entered, it becomes the default. This entry choice is unavailable if a critical segment applies and is enabled by the Administrator using Organization>Set Up Modules>Budget>Primary Budget Controls>Critical Segment.

Check Balances Table: The system verifies the balances and displays budget and encumbrance information related to the current document's General Ledger and Distribution Codes. All currency columns follow the formatting of the organization's functional currency.

• GL/GL Group: The system displays any accounts or group codes associated with this purchase order.
• Current Document In Source: The system displays the amount for the displayed segment in the source currency.
• Current Document: The system displays the current document amount (the Credit or Debit times the Exchange Rate) for the displayed segment.
• Budget: This is the total amount of budget documents for the budget period.
• Actual: This is the total amount of posted G/L transactions.
• Posted Encumbrance: This amount includes encumbrances that were posted using Transactions>Encumbrances>Enter Encumbrances or Enter Encumbrance Liquidations; or Activities>Manage Sessions>Post Transactions; or if OL was selected as the status on the Encumbrances Session form.
• Available Budget: This amount is calculated taking (((Budget less Actual) less Encumbrance plus Current Document Encumbrance Liquidation) less Current Document).
• Unposted Encumbrance: This amount includes unposted transactions that were created with a status of BP or BS on either the Enter Encumbrances or Enter Encumbrance Liquidations Session form and have not been posted yet.
• Pending Requisitions: The system displays the amount for all requisition items coded to the account combinations that are not included in the document.
• Adjusted Available Budget: The system calculates this amount by taking the Available Budget less requisition amounts.
• Budget Year Beginning, Ending: The system displays the critical segment begin and end dates associated to this segment. The critical segment date is selected using the Primary Budget Controls>Critical Segment form. If a critical segment is not selected, the system displays the budget date range entered for the Budget Year Beginning and Ending dates.