PO Balance Report
This article covers how to run and interpret the PO Balance report on the Purchasing 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 PO Balance report allows you to view all of the activity on your purchase orders in order to see the current remaining balance on your purchase orders.
Want to know more about checking the balance of a purchase order?
1. Log in to the CSUF Data Warehouse (OBIEE).
2. Click on Dashboards and select Purchasing.
- Click on the Dashboards menu in the CSUF Data Warehouse.
- Select Purchasing.
3. Click the PO Balance tab on the Purchasing dashboard.
Report Overview
By default, this report will show you all purchase order activity for the current accounting period in the current fiscal year for the department(s) you have access to.
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.
To get an accurate balance for your purchase order, it is highly recommended that you set the filters to show Accounting Periods 1 through 12. This will show all activity for the purchase order for the selected fiscal year.
| 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 | The specific accounting period or range of accounting periods for which you wish to view data. |
| PO # |
The ID number assigned to the purchase order. |
| 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
Just under the report filters are the report parameters for the report results table.
Business Unit will always be FLCMP (Fullerton Campus).
Total Number of Records Retrieved will be the total number of rows in the search results table.
Report Results Table
The second section of the report contains the report results table.
Column Descriptions
| Column |
Description |
|---|---|
| PO ID |
The ID number assigned to the purchase order. |
| PO Date |
Date the purchase order was created in CFS by the Procurement Buyer. |
| PO Line | The number of the line on the purchase order. For purchase orders with multiple lines, there will be multiple rows. |
| PO Line Description | Line description entered by the Procurement Buyer. For purchase orders with multiple lines, there will be multiple rows. |
| Invoice ID | The ID number assigned to the invoice. |
| PO Ref | Additional reference information for the purchase order if entered. |
| Voucher ID | The ID number assigned to the voucher. |
| Voucher Ln | The line number on the voucher. |
| Voucher Dist Ln | The chartfield distribution line the voucher amount is charged against. |
| Accounting Date | The date on which the purchase order was budget checked and the initial encumbrance was created. |
| Supplier | The number associated in the CFS system with the vendor/supplier used for the purchase. |
| Supplier Descr | The Vendor/Supplier Name for the purchase. |
| Dept ID | The Department ID chartfield code to be billed for the line charges. |
| Fund | The Fund chartfield code to be billed for the line charges. |
| Account | The Account chartfield code to be billed for the line charges. |
| Program | The Program chartfield code to be billed for the line charges. |
| Class | The Class chartfield code to be billed for the line charges. |
| Project | The Project chartfield code to be billed for the line charges. |
| Encumbrance | Positive amounts represent funds set aside for a future expense and reduce the budget balance available. The negative amounts are the actual payments for those goods or services. |
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.
For questions about purchase requisitions or purchase orders, contact Procurement at [email protected] or 657-278-5230.