Check Budget/Encumbrance Balances

Access this form using Activities>Purchase Orders>Create/Modify Purchase Orders> Check Budget and Encumbrance Balances. This button is only available if the Budget Module is installed.

Use this form to check Budget and Encumbrance balances for the current purchase order.

The balance check is determined by using the following:

  • The budget date range and account types for all available accounts except Cash, Accounts Payable, and Accounts Receivable are used.
  • The critical segment and General Ledger Report Group Set options selected by the Administrator on the Primary Budget Controls form (Organization>Set Up Modules>Budget>Primary Budget Controls).

Account Level Security is available for this form. This feature allows you 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.

The Pending Requisitions and Adjusted Available Budget columns are only available if the Administrator has installed and added this module (Organization>Add a Module).

The Current Purchase Order In Source column is only available if the Administrator has installed and added this module (Organization>Add a Module). All currency columns follow the formatting of the organization's functional currency.

 

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 field will not display if a critical segment selected and applied by the Administrator on the Organization>Set Up Modules>Budget>Primary Budget Controls>Critical Segments form. The critical segment contains beginning and ending dates for each segment code which may very from the current fiscal year used to check the available balances.

Check Balances: The system verifies the balances and displays budget and encumbrance information related to the current purchase order's General Ledger and Distribution Codes. Voided purchase orders are not included in the balance check.

  • GL/GL Group: Any accounts or group codes associated with this purchase order display. If you have a General Ledger Group Set selected on the Primary Budget Controls form, it will display in place of the general ledger code.
  • Current Purchase Order In Source: The amount (from the Item Detail tab) of the current purchase order in the source currency.
  • Current Purchase Order: The amount (from the Item Detail tab) of the current purchase order by segment code.

Note that pending Purchase Orders, Unposted Encumbrance, and Posted Encumbrance records match the coding (General Ledger and Distribution Codes) of the current purchase order items for a specified time period.

  • Pending Purchase Orders: The amount for pending purchase orders.
  • Unposted Encumbrance: This amount includes unposted transactions that were created with a status of BP (Batch to Post) or BS (Batch to Suspend) on the Encumbrances Session form and have not been posted yet.
  • Posted Encumbrance: This amount includes encumbrances that were posted using Transactions>Encumbrances>Enter Encumbrances or Activities>Manage Sessions>Post Transactions.
  • Actual: This amount is calculated by taking the increases minus the decreases of the actual amounts.
  • Budget: This is the net (increases minus decreases) of the Total Budget amounts.
  • Available Budget: This amount is calculated by adding the Current Purchase Order, Pending Purchase Order, Unposted Encumbrance, Posted Encumbrance, and Actual amounts. Then, taking that sum and subtracting the Budget amount.
  • Pending Requisitions: The amount for all requisition items coded to the account combinations that are not included in the purchase order, regardless of dates chosen.
  • Adjusted Available Budget: The system calculates this amount by taking the Available Budget less requisition amounts.
  • Budget Year Beginning, Ending: The critical segment begin and end dates associated with 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.
  • When Budget Year Beginning and Ending dates are entered, this budget date range becomes the default dates on any Check Budget and Encumbrance Balances form. Note that if you have a critical segment selected, these dates are used instead of the budget date range.
  • You may want to run the Reports>Encumbrances>Encumbrance Budget Report to obtain information related to encumbrance and budget data.
  • Click Print to print the Budget and Encumbrance balances for the current purchase order. It prints in a landscape format (which cannot be changed) and displays the purchase order reference number in the heading.