Inquiring on Encumbrance Balances
Account Inquiry Users
Finance Apps Users
The Functional Lead is responsible for ensuring that this document is necessary and that it reflects actual practice.
Account Inquiry or Finance Apps
Account Inquiry > Account
Account Inquiry
1. Choose the date range for the periods you wish to view in the Accounting Periods section.
The easiest way to enter a date in
The larger the date range entered, the more balances that will be returned.
2. Select “Encumbrance” in the Primary Balance Type section.
The default choice is "Actual".
Balances using this procedure are updated every night. Consequently balances may not be real-time.
Refer to Inquiring on Account Balances
Refer to Inquiring on Budget Balances
3. Use the list-of-values in the Encumbrance Type field to choose an encumbrance type to inquire on.
The choices for the Encumbrance Type field are the following:
4. Click in the Accounts field, and the Find Accounts form appears.
5. Enter an account range you wish to view using the Low and High fields.
Entering a range of accounts allows you to narrow down which accounts you will be viewing. Since the viewing space does not provide room for viewing large lists of accounts, it is recommended to try to narrow the account list as much as you can.
If you wish to view only one account, enter the same value for both Low and High fields.
Generally Fund, Function and Division are the same for your department and it is not necessary to fill in those fields.
The accounts will display in the Accounts fields of the Account Inquiry form.
6. View the accounts that were queried using the criteria above.
7. Select an account by clicking on it.
8. Click on the Show Balances button.
If this is the first time you are using the Detail Balances form, goto task #9. Otherwise, goto task #10.
9. Open the folder entitled "Account Inquiry" owned by VBROWN and save it as the default folder.
Refer to Saving a Folder View in Parnassus
10. View encumbrances by month for the account you selected.
11. Select a month you wish to see additional detail on.
If this is the first time you are using the Journals form, goto task #12. Otherwise, goto task #13.
12. Open the folder entitled "Journal Drill Down" owned by VBROWN and save it as the default folder.
Refer to Saving a Folder View in Parnassus
13. View the items that make up the total monthly encumbrances to this account.
By looking at the Source column, you can see whether the encumbrance is the result of a purchasing requisition or a payables invoice.
14. Click on an item that you wish to view more detail on.
Drilldown is not an option here because encumbrance balances are created as journal entries.
15. Review the information that has been returned.
Some journals have many debits and credits in them, so it may be quicker to perform a query on the results rather than scrolling through and trying to find the account you are looking for.
If you want to query the entries in this journal, goto task #16. Otherwise, end of activity.
16. Click anywhere in the Account field.
This puts the cursor down in the Account field, which is what we want when we run the query in the following steps.
17. Choose View > Query By Example > Enter to begin a query..
PC users may also use the F11 key to begin the query.
Certain fields will turn blue allowing for the entry of criteria to narrow down the records returned by the screen.
Refer to Performing Queries in Parnassus Applications
18. Enter the account you had selected in task #7 in the Account field.
19. Choose View > Query By Example > Run to run the query.
PC users may also use the CTRL+F11 keys to run the query.
20. Review the information returned.
The results returned should include the encumbrance as well as a description of what the transaction was for.
Effective: 9/9/03
Revision: 1
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