How to Prove Encumbrances

Verify open encumbrances are correct

Proving Encumbrances

Confirm that open items encumbering funds are valid by running the PO by GL Account report for the period being closed.

1. Goto Purchasing>PO Inquiry and Reports>Purchase Order by GL Account
2. Select Define
3. Select Fund range to be included or leave blank for All Funds
4. Select Report Options
5. Select Open Amounts
6. Select At end of noted year/period option
7. Select Period 13 for this report
8. Include Contracts (if used), include PO’s and include Employee Expense (if used)
9. Leave Department blank to include all departments
10. Select Accept
11. Select The number of records found will now be displayed in the lower left-hand corner
12. Select Output and Print/Save report to review
13. Confirm that the displayed open items encumbering funds are valid

Compare to YTD Budget Report Encumbrances column using correct report options