Encumbrance Detail Report
This article covers how to run and interpret the Encumbrance Detail report on the Revenue/Expense dashboard.
This user guide assumes basic knowledge of Data Warehouse. View the Data Warehouse Basics guides for more information.
What does this report show?
The Encumbrance Detail report shows all year-to-date encumbrances (purchase orders) and the vouchers (payments) associated with the encumbrances. The totals show the total funds that are still encumbered and have not yet become actual expenditures. It includes: Document Source, PO ID, PO Line Number, PO Line Description, Voucher ID, Document Date, Beginning Encumbrance, Current Encumbrance, and Ending Encumbrance.
1. Log in to the CSUF Data Warehouse (OBIEE).
2. Click on Dashboards and select Rev/Exp (CFS).
The Rev/Exp (Legacy) dashboard contains the same reports as the Rev/Exp (CFS) dashboard; the data in the Legacy reports is from about summer 2007 - June 2010.
- Click on the Dashboards menu in the CSUF Data Warehouse.
- Select Rev/Exp (CFS).
3. Click the Encumbrance Detail tab on the Rev/Exp (CFS) dashboard.
Report Overview
The 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 2017-2018 = 2017). |
| 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.
Total Number of Records Retrieved will be the total number of rows in the search results table.
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 Department ID associated with the transaction. |
| Dept Descr | The name associated with the Department ID for the transaction. |
| Dept Fdescr | Both the Department ID and the name associated with the Department ID appear. |
| Fund | The Fund code associated with the transaction. |
| Fund Descr | The name associated with the Fund code for the transaction. |
| Fund Fdescr | Both the Fund code and the name associated with the Fund code appear. |
| Account | The Account code associated with the transaction. |
| Acct Descr | The name associated with the Account code for the transaction. |
| Acct Fdescr | Both the Account code and the name associated with the Account code appear. |
| Program | The Program code associated with the transaction. |
| Prog Descr | The name associated with the Program code for the transaction. |
| Prog Fdesc | Both the Program code and the name associated with the Program code appear. |
| Class | The Class code associated with the transaction. |
| Class Descr | The name associated with the Class code for the transaction. |
| Class Fdescr | Both the Class code and the name associated with the Class code appear. |
| Project | The 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
| Column |
Description |
|---|---|
| Doc Src |
The type of transaction. Values include:
|
| PO ID |
The identification number associated with the purchase order. |
| PO Ln |
The line number on the purchase order. |
| PO Ln Descr |
The line description on the purchase order. |
| Voucher ID |
The identification number associated with the voucher. |
| Document Date |
The date of the transaction. |
| Beginning Encumbrance |
The total existing encumbrance amount at the beginning of the Accounting Period set in the report filters. |
| Current Encumbrance |
Any changes to the encumbrance amount that occurred during the Accounting Period set in the report filters. |
| Ending Encumbrance |
The total amount still left encumbered at the end of the Accounting Period set in the report filters. |
Need More Help?
For technical assistance with the Data Warehouse, please contact the IT Help Desk at [email protected] or 657-278-7777.
For questions about getting access to the Data Warehouse or how to use the reports, please contact IT Training at [email protected] or 657-278-5647.