The Encumbrance Register
The Encumbrance Register is one of the reports that prints during the posting process. This report lists the encumbrances from new order records entered into the system since the last posting, as well as disencumbrance information resulting from changes to existing order records (for example, changes to the estimated price or fund). The Encumbrance Register does not list any changes to fields unrelated to funds, such as the VENDOR field, because updates to these fields are not recorded in the encumbrance file.
Note that changes to encumbrance totals resulting from invoice processing, adjustments, or cancellations do not show up on this report, but rather the Invoice Register.
The following are described below:
Report Elements
At the top of the report, Sierra prints the date the session was posted and the page heading you entered during posting. The rest of the report consists of a table containing the following elements:
| Column Name | Contains |
|---|---|
| left-most column (blank) | Unique encumbrance numbers assigned sequentially by the system to each encumbrance. Innovative recommends investigating any unexpected gaps in the numeric sequence in this column by comparing it to the previous posting. |
| PONUM | The order record number for the item. |
| Fund | The fund code associated with the purchase order. |
| Vendor | The vendor code associated with the purchase order. |
| Amt Encumbered | The amount encumbered for the item. Disencumbrances display as negative numbers in this column. |
Example Report
The following is an example of a Encumbrance Register:
ENCUMBRANCE REGISTER 02-15-08 jw
PONUM Fund Vendor Amt Encumbered
36 1000780 antac jaeg $ 20.00
37 1000792 antac jaeg $ 13.75
38 1000809 brirm jaeg $ 65.25
39 1000810 socso hill $ 15.00
40 1000834 socso hill $ 13.75
41 1000822 gerac hill -$ 15.00
TOTAL OF NEW ENCUMBRANCES $112.75