Checking Purchase Order (PO) Encumbrance
Purchase Order (PO) Encumbrance is funds set aside for the purchase of specific goods or services. This job aid provides the steps to check the remaining encumbrance on a specific PO.
Begin by navigating to the PO Accounting Entries page:
Step-by-step:
- Enter the desired information in the From PO ID and To PO ID fields. To search for one PO, enter the same value as entered in From PO ID.
- Click the Look Up icon
next to the
Ledger Group entry box to
specify the ledger group you want to view. (e.g., allotment, appropriation,
agency control).
- Select the ledger group you want to view and click the OK button.
- Click the Look Up icon
next to the GL Unit entry box to select STATE as the Business Unit.
- Click OK. By sliding the scroll bar to the right you can see the encumbrance for the ledger group on the PO specified in the search criteria.
- Every line after the first line displays a change to the original encumbrance. This number shows the amount of the encumbrance that has been expensed/reversed. In this example, a voucher was created for $18,790.00. If multiple vouchers are created against one PO, you will see a negative line for each posted voucher.
- This page documents all activity against encumbrance. This could include vouchers,and any change requests that decrease or increase the encumbrance.
- On each line OAKS displays the Journal ID and the Reference Reversal ID (this is the Voucher ID) and you will need to utilize the scroll bar to access all of the information.
