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. Verify all Purchase Orders and accounts payable batches have been output posted. (best practice)
2. Run the Open PO by GL Account
   1. 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
3. Run the Year to Date Budget Report
   1. General Ledger Menu > Inquiries and Reports > YTD Budget Report
   2. Select Search
   3. Enter Fund or Account range
   4. Select Accept
   5. Select Report Options
   6. Select all reports options Include encumb/liq entries, Period 13 for associated year (usually current year)
   7. Select Accept
   8. Select Back arrow
4. Compare these two reports, they should match. Anything that does not match contact MUNIS Support for assistance. 

Typically a GEL Encumbrance journal would need to be made to bring the 2 reports into balance. However, verifying that a GEL Encumbrance journal is truly needed is very important since the issue could actually be occurring somewhere on a Purchase Order or Contract. Not verifying this information can cause issues with the carryforward Encumbrances when the Year end process is completed.

DO NOT move onto the final steps until the 2 reports match.

• Once the reports match

Run the YTD Budget Report for period 99 (Memo) of the current fiscal year. This report should match the previous reports.  If they do not, please contact MUNIS Support for assistance.