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. 

On occasion a GEL Encumbrance journal may need to be created to bring the 2 reports into balance. However, verifying that a GEL Encumbrance journal is truly needed is very important since the cause could be 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 on until 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 Support for assistance.

These steps can also be used to identify the issue and determine if there is an issue with a Purchase Order:

• The GL Encumbrance Report was created to assist with proving encumbrances but is not intended to take the place of manually proving encumbrances. To verify the information on GL Accounts 

1. Financials > General Ledger > Account Inquiry

2. Click the yellow Encumbrance folder for the year with the issue

3. Click Excel to export all the journal information

4. In the excel file sort by the REF2/Purchase Order field

5. Add a line in between each Purchase Order number

6. Separate any GEL Encumbrance journals that were made and review those after step 7

7. Click on the sum option for each Purchase order number

      Where there is an amount, positive or negative on a Purchase Order that could be the issue.

NOTE:

•       Compare the excel totals to what shows on the Purchase order, do they match? Or is there a difference?
•       If the totals match but the client thinks the amount on the Purchase order should be different PO Maintenance needs to be done so that it updates the P and the GL.
•       If there is a difference and the amount found in the GL journal sums don't match the information on the Purchase order possibly scripts are needed to bring the PO back into line with the sum of the Journal detail and then possibly PO Maintenance is needed.
•       GEL Encumbrance journals should not be made to balance the General Ledger account if there are remaining or incorrect amounts on Purchase orders. The purchase orders itself requires review and correction.
•       If the same account shows on the GLENCUTE report for two years, do the math and verify that both years are for the same amount.  (sometimes it totals both lines correctly with the same amount PO Total - GL Total = ?) sometimes it does not. Either way the error is MY which is a cross year transaction.

The transacton is a cross year transaction where a PO was entered in one year and the Invoice with the attached po was entered in another year. The error will be MY which according to the key is a cross year transaction. Corrections typically are NOT needed for these items. The Year end close will move the encumbrances properly between the years. Please refresh training and test closing the year, verify if the errors clear. 

     Please contact General Ledger Support for additional assistance.