Encumbrance Query

Step 1

Under Finance Services click on Encumbrance Query

Step 2

Parameters to define the encumbrance query are entered on this form. 

If you've saved a query template, choose it in the Existing Query drop down and click Retrieve Query

You must enter a Fiscal year and Fiscal period, Chart of Accounts (C for CCRI) and Organization Code.  Fiscal period defines the number of Fiscal months to be included in the query, e.g. 1 for July, 6 for through December.  Use 12 to include everything.

Choose Open in the Encumbrance Status drop down to show encumbrances that have a remaining balance.  Choose Closed to see those that have a zero balance.  Choose All to see both.

Click Submit query to see the query results.

Tips:

• Broaden your search by using the wild card (%).  For example, use %B4% to retrieve all orgs like WB4010, LB4020, PB4040.
• Click on any of the field label buttons to query the field values

Step 3

The Organization Encumbrance Status Report displays based on your parameters.  Click on the red numbers in the Document Code column to view the actual purchase order documents.

• Description shows the vendor name
• Original Commitment shows the original po amount
• Encumbrance Adjustments shows changes to the amount of the purchase order
• Encumbrance Liquidations shows the total relieved from the encumbrance
• Year to Date shows the total paid on the purchase order
• Current Commitments shows the amount remaining on the purchase order
• % Used shows the percentage that is paid paid on the purchase order

Click Another Query to define another encumbrance query

Tip:  If an item is red or grey and becomes underlined when you mouse over it, you can click it to drill down further.