Skip Headers

Oracle Public Sector Financials User Guide
Release 12.1
Part Number E13449-04
Go to Table of Contents
Contents
Go to previous page
Previous
Go to next page
Next

Encumbrance Account Analysis

Overview

The Encumbrance Account Analysis reports aid in the reconciliation of encumbrance account balances. This functionality provides information for the analysis of encumbrance account balances, starting from the General Ledger to SLA with references back to the transaction sources in the subledgers.

The primary tools for performing encumbrance reconciliation are the Encumbrance Account Analysis reports, which present the details regarding any imbalances. These reports are executable as an encumbrance transaction listing on selected accounts or account ranges over a selected period range.

Other standard reports related to encumbrance accounting exist, which can be referenced from the Oracle General Ledger User Guide.

The Encumbrance Account Details must be viewed as a reporting tool only. They do not resolve any encumbrance imbalances that occur between the subledgers and the General Ledger. The imbalances can only be corrected by the creation and posting of manual encumbrance journals in the General Ledger or by correcting the transactions themselves. Oracle does not recommend or support the adjustment of encumbrance account balances through any other means.

Reference

For information on reconciling payables activity with General Ledger, see Reconciling Payables Activity to General Ledger, Oracle Payables User Guide.

Background

The subledgers, Oracle Purchasing and Oracle Payables, create encumbrance entries during transaction processing and document. These encumbrance entries can be reviewed, edited, in SLA and posted in General Ledger.

The standard reports provide information about the transactions related to encumbrance entries within a specific module. There is no specific report that comprehensively reconciles the encumbrance accounting balance between the subledgers, Purchasing and Payables, and the General Ledger. There are some combinations of standard reports which approach the desired functionality, the Encumbrance Analysis reports provide the cross-modular data users require.

For descriptions of standard reports, see Submitting Standard Reports, Programs, and Listings, Oracle Payables User Guide and Oracle Purchasing User’s Guide.

The Encumbrance Account Details gather cross-modular data on related encumbrance accounting entries and report all source transactions, highlighting where imbalances occur.

The encumbrance account details functionality includes the following:

Limitations

The Encumbrance Account Analysis reports only provide information about the variances between the General Ledger and the subledgers. They do not correct the variances or the differences between encumbrance accounting and subledger transactions.

Encumbrance Account Details Report

The Encumbrance Document Details Report provides the following information:

The Encumbrance Account Details Report can be run as a concurrent program from the standard report submission window.

Note: The Encumbrance Account Details Report must be manually enabled in Oracle System Administrator and added to the General Ledger Standard report set.

Parameters

The Encumbrance Account Details Report accepts the following parameters:

Based on the parameters selected, the Encumbrance Account Details Report lists General Ledger balances for each of the Accounting Flexfields with encumbrance balances, the journal entry transactions that contribute to these encumbrance account balances, the total balance in the requested periods, and the related source document level and distribution level data that are referred to in each of the journal entry lines reported.

The source document data in the Encumbrance Account Details Report is driven by the presence of the reference columns on the journal entry lines. These reference columns are the key to the cross-modular reporting capability. If these reference columns are in error or missing, an appropriate error is displayed for the account. Similarly, if a reference column points to a document that cannot be found, another error message is displayed.

Encumbrance Document Details Report

The Encumbrance Document Details Report can be run as a concurrent program from the standard report submission window.

Note: The Encumbrance Document Details Report must be manually enabled in Oracle System Administrator and added to the General Ledger Standard report set.

Parameters

The Encumbrance Document Details Report is based on the following parameters:

Based on the parameters selected, the Encumbrance Document Details Report lists all accounting entries, or journal entry lines, generated from the selected document. The report essentially performs a reverse drill-down from the source document back to the General Ledger. This report is used to supplement the analysis performed during encumbrance reconciliation.

Limitations

The history of encumbrance transactions is not recorded in the sub ledgers. Only the current status and details of encumbrances is stored in the subledgers. Consequently, the Encumbrance Document Details Report is provided to present all accounting entries generated from a selected document.

Running and Printing the Encumbrance Account Details Report Procedure

To run and print the Encumbrance Account Details Report:

  1. In General Ledger, navigate to the Submit Request window.

  2. In the Name field, select Encumbrance Account Details Report from the list of values.

  3. Click OK.

    The Parameters window appears.

  4. In the Ledger field, enter the ledger name.

  5. In the Period From field, select a beginning period to include in the Encumbrance Account Details Report from the list of values.

  6. In the Ending Period To field, select an ending period to include in the Encumbrance Account Details Report from the list of values.

  7. Click in the Account From field.

    The Chart of Accounts window appears.

  8. Select low and high values from the list of values and click OK.

  9. In the Encumbrance Type field, select the encumbrance type from the list of values to be included in the Encumbrance Account Details Report.

  10. Click OK.

  11. To print the Encumbrance Account Details Report after it is run, click Options....

    The Upon Completion... window appears.

  12. In the Style field, select the desired style of the report to be printed from the list of values.

  13. In the Printer field, select the printer from the list of values.

  14. In the Copies field, specify the number of reports to be printed.

  15. In the For Language field, select the language the report is to be printed in from the list of values.

  16. Click OK.

  17. To send the process request to the concurrent manager, click Submit.

    The Requests window appears for viewing.

Running and Printing the Encumbrance Document Details Report Procedure

To run and print the Encumbrance Document Details Report:

  1. In General Ledger, navigate to the Submit Request window.

  2. In the Name field, select the Encumbrance Document Details Report from the list of values.

  3. Click OK.

    The Parameters window appears.

  4. In the Document Type field select a source document type from the list of values.

  5. In the Document ID field, select or enter a source document number from the list of values.

  6. Click OK.

  7. To print the Encumbrance Document Details Report after it is run, click Options....

    The Upon Completion... window appears.

  8. In the Style field, select the desired style of the report to be printed from the list of values.

  9. In the Printer field, select the printer from the list of values.

  10. In the Copies field, specify the number of reports to be printed.

  11. In the For Language field, select the language the report is to be printed in from the list of values.

  12. Click OK.

  13. To send the process request to the concurrent manager, click Submit.

    The Requests window appears for viewing.

Related Topics

For information on encumbrance accounting, see Overview of Encumbrance Accounting, Oracle General Ledger User Guide.

For information on using budgetary control with Payables, see Budgetary Control in Payables, Oracle Payables User Guide.

For information on making changes to an encumbered purchase order, see Changing Encumbered Documents, Oracle Purchasing User's Guide.

For information on reserving funds for requisitions, see Reserving Funds for Requisitions, Oracle Purchasing User's Guide.

For information on making changes to encumbered documents, see Submitting a Document for Approval, Oracle Purchasing User's Guide.