Pre-Encumbrance Detail Report
This article covers how to run and interpret the Pre-Encumbrance Detail report on the Revenue/Expense dashboard.
This user guide assumes basic knowledge of TitanInsights. View the TitanInsights Basics & Overview guides for more information.
What does this report show?
The Pre-Encumbrance Detail report shows all year-to-date pre-encumbrances (approved purchase requisitions) and the encumbrances (purchase orders) associated with the pre-encumbrances. The totals show you the total funds that are still pre-encumbered and have not yet become encumbrances. It includes: Document Source, Requisition ID, Requisition Date, Requisition Line Number, Requisition Line Description, PO ID, Vendor, Vendor Description, Beginning Pre-Encumbrance, Current Period Pre-Encumbrance, and Ending Pre-Encumbrance.
1. Access TitanInsights from the campus portal.
If you do not see the TitanInsights icon in your Titan Online widget in the portal, you may not have submitted an Access Request Form to request this access. View instructions on the Access Request Form process.
2. Click on Shared Folders, then select Finance.
- Click Shared Folders.
- Select Finance.
3. Select the Rev/Exp (CFS) folder.
4. Click Rev/Exp (CFS) to open the Revenue/Expense dashboard.
5. Click the Pre-Encumbrance Detail tab.
Report Overview
The Pre-Encumbrance Detail report is a year-to-date report by fiscal year.
When you access the report, your personal settings for the report (page) appear. If you have not set up your personal settings, the system defaults will automatically populate.
Report Filters
The first section of the report contains the available filters. Utilize the filters to narrow down your report results or find specific values.
Leaving a filter blank is equivalent to selecting all available values with transactions associated with them (e.g., if you leave Account blank, your report will show all account codes that have a transaction associated with them).
| Filter | Description |
|---|---|
| Fiscal Year | The beginning calendar year of the Fiscal Year for which you wish to view data (i.e., FY 2024-2025 = 2024.) |
| Accounting Period | For this year-to-date report, this is the ending month for the year-to-date data (e.g., choosing 6 will mean you see data from July 1st - December.) |
| Fund | The specific fund code(s) for which you wish to view data along with the name associated with the fund code(s). |
| Account | The specific account code(s) for which you wish to view data along with the name associated with the account code(s). |
| Program | The specific program code(s) for which you wish to view data along with the name associated with the program code(s). |
| Class | The specific class code(s) for which you wish to view data along with the name associated with the class code(s). |
| Project | The specific project code(s) for which you wish to view data along with the name associated with the project code(s). |
| Division | The specific campus division(s) for which you wish to view data. |
| Sub-Division/College | The specific campus sub-division(s) or college(s) for which you wish to view data. |
| Master Department | A Master Department groups several departments together. Use this to select a specific master department for which you wish to view data. |
| Department | The specific department ID(s) for which you wish to view data along with the name associated with the department ID(s). |
Report Parameters and Available Column Headers
Just under the report filters are the report parameters and the available columns headers for the report results table.
Report Parameters
Business Unit will always be FLCMP (Fullerton Campus).
Fiscal Year will match the Fiscal Year in the report filters.
YTD Period will match the Accounting Period in the report filters.
Therefore, the report will be showing year-to-date information for the selected fiscal year from July 1st through the YTD Period.
The following column headers are available for the report results table.
Use the drop-down menus to select the columns you want to see on your report results table.
When you make a selection from one of the drop-down menus, the report will automatically re-run.
| Column | Description |
|---|---|
| Dept ID | The five-digit Department ID associated with the transaction (e.g. 10356.) |
| Dept Descr | The name associated with the Department ID for the transaction (e.g. IT Training.) |
| Dept Fdescr | Both the Department ID and the name associated with the Department ID appear (e.g.10356 - IT Training.) |
| Fund | The five-character Fund code associated with the transaction (e.g. THEFD.) |
| Fund Descr | The name associated with the Fund code for the transaction (e.g. CSU Operating Fund.) |
| Fund Fdescr | Both the Fund code and the name associated with the Fund code appear (e.g. THEFD - CSU Operating Fund.) |
| Account | The six-digit Account code associated with the transaction (e.g. 660825.) |
| Acct Descr | The name associated with the Account code for the transaction (e.g. General Supplies.) |
| Acct Fdescr | Both the Account code and the name associated with the Account code appear (e.g. 660825 - General Supplies.) |
| Program | The four-digit Program code associated with the transaction (e.g. 7806.) |
| Prog Descr | The name associated with the Program code for the transaction (e.g. Philanthropic Foundation.) |
| Prog Fdesc | Both the Program code and the name associated with the Program code appear (e.g. 7806 - Philanthropic Foundation.) |
| Class | The five-digit Class code associated with the transaction (e.g. 20364.) |
| Class Descr | The name associated with the Class code for the transaction (e.g. Consolidated Course Fee.) |
| Class Fdescr | Both the Class code and the name associated with the Class code appear (e.g. 20364 - Consolidated Course Fee.) |
| Project | The eight-digit Project code associated with the transaction. |
| Project Descr | The name associated with the Project code for the transaction. |
| Project Fdescr | Both the Project code and the name associated with the Project code appear. |
| Level 2 Fdescr | This is equivalent to the Division designation. |
| Level 3 Fdescr | This is equivalent to the Sub-Division/College designation. |
| Level 4 Fdescr | This is equivalent to the Master Department designation. |
Report Results Table
The second section of the report contains the report results table.
Column Descriptions Table
| Column | Description |
|---|---|
| Doc Src |
The type of transaction. Values include:
|
| Req ID | The identification number associated with the requisition. |
| Req Date | The date of the requisition. |
| Req Ln | The line number on the requisition. |
| Req Ln Descr | The line description on the requisition. |
| PO ID | The identification number associated with the purchase order. |
| Supplier | The supplier/vendor identification number. |
| Supplier Descr | The supplier/vendor name. |
| Beginning Pre-Encumbrance | The total amount of funds pre-encumbered at the beginning of the Accounting Period set in the report filters. |
| Current Period Pre-Encumbrance | Any changes to the pre-encumbrance amount that occurred during the Accounting Period set in the report filters. |
| Ending Pre-Encumbrance | The total amount of funds still pre-encumbered at the end of the Accounting Period set in the report filters. |
Need More Help?
For technical assistance with TitanInsights, please contact the IT Help Desk at [email protected] or 657-278-7777.
For questions about getting access to TitanInsights or how to use the reports, please contact IT Training at [email protected] or 657-278-5647.