DAFR8070

DAFR8070 - ENCUMBRANCE STATUS BY OBJECT
Report Documentation
September 18, 1991

PURPOSE

This report provides agencies with a listing of all encumbrance and pre-encumbrance documents outstanding. It also provides encumbrance activity information and balances.

DESCRIPTION

For each encumbrance (document number/suffix), this report displays the original funding elements and vendor information. The body of the report displays the original document amount, adjustments, liquidations, payments and the outstanding document balance. The outstanding balance is calculated using the original document amount +/- adjustments - liquidations. The payment amount is a memorandum figure for information and not used in the calculation.
This report is cumulative over the life of the encumbrance.
The report page breaks by budget unit, budget fiscal year, fund, division and agency, as appropriate.
The report is sorted by agency, division, fund, budget fiscal year, budget unit, expenditure subobject and document number/suffix, as appropriate. Budget unit and budget fiscal year are hard coded and these selections may not be modified.
Totals are provided by expenditure subobject, general ledger account number, budget unit, budget fiscal year, fund, division, agency and grand total.

DATA SOURCE

Document File

REQUIRED REPORT OPTIONS

Period

CM -	Current month - The report will display cumulative month-to-date information through the day in the current month for which the report is generated. This option is used for daily reports to monitor the current month as it progresses.
PM -	Prior month - The report will display cumulative month-to-date information through the end of the prior month. All monthly report requests to be run through the normal month end process should use this option.

Organization Level

0 -	No organization level sort - Information will be displayed without agency or division detail breaks. This would primarily be used at the central level to obtain information statewide without agency breaks.
1 -	Agency sort - Information will be displayed by agency with agency page breaks and totals.
2 -	Division sort - Information will be displayed by division within an agency with page breaks by division and totals by division and agency.

Fund Level

0 -	No fund level sort - Information will be displayed without fund detail breaks. This would be useful when a sort which crosses funds is desired.
1 -	Fund sort - Information will be displayed by fund with page breaks and totals for each fund.

Special Select 2

This option enables the requestor to specify a four digit general ledger account number and only encumbrances associated with that account number will be displayed. Select 7010 for pre-encumbrances, 5002 for firm encumbrances and 5003 for contingent encumbrances. "ALL" should be used to obtain information for all encumbrance types within the agency.

Generate Date

Specific Date - MMDDYY format - The report will be generated once, on the specific date specified. The date must be either the current date or a valid future date.

Daily - The report will generate each day that the system is cycled.

Month - The report will generate when the monthly reports are printed after the close of the month.

COMMENTS

This report is requestable by agencies.
The report will reflect the impact of on-line entered transactions that have not been released for final processing and have not yet appeared on the daily transaction registers.
All encumbrances in the document file will appear on this report until they have been purged from the system. Encumbrance records are purged from the document file when the current balance is $0.00 and the balance at the end of the prior two months was also $0.00.
STARS treats each document number/suffix combination as a separate encumbrance.