1. Encumbrance Management
Bryce Ellis – Applications Specialist

2. Agenda Encumbrance Administration Viewing Encumbrances
Purchase Order Reports
Core Alio
Variable Column Reports
Alio Intelligence

3. Encumbrance Admin
Alio Administration

4. Encumbrance Profile Keys
BALANCE_SHEET_ENC_OPTION – Validates the budget against the balance sheet accounts in programs for Journal Entries, P-Cards, Requisitions, PO Payments and RTBs
PO_OVERPAY_ENCUMBRANCE_AMOUNT – Acts as a threshold limit when a payment is entered in PO Payment by Account or Line Item

5. Encumber Overpayment of PO
Select Yes to encumber any amount you overpay on a PO
Option is provided for specific states that are not allowed to pay on unencumbered funds
YES – any overpayment amount on a PO is encumbered, then liquidated

6. Viewing Encumbrances
Alio Inquires

7. View Open Encumbrances
FAS  FAS Master File Maintenance  Account Inquiry

8. View Open Encumbrances – FAINQ01A.FMX
FAS  On Line Inquiry  Account Inquiry (Drill Down)
Key in or find account number
Click Open Enc to see open encumbrances for this account

9. Encumbrance Details – FAINQ01A.FMX
Enc Detail Tab – Displays the initial encumbrance and the payroll liquidation details (if applicable)
Double click a PO number to view its details in PO Inquiry
Double click a PO number to view its details

10. All Encumbrances – FAINQ01A.FMX
All Enc Tab – View Encumbrance details for the account
Double click PO No for PO Inquiry

11. Account Inquiry by Dimension – FAINQ02A.FMX
Lists accounts by dimension – can view budget, encumbrance, actual, available/ rec dollars for each account in your parameters

12. Account Inquiry by Dimension – FAINQ02A.FMX
Double click on account to drill down

13. Drill down from FAINQ02A.FMX
Once double clicked, you can drill down on that account

14. Encumbrance PO Reports
Alio Reports

15. Order Edit List – FOEDT01A.REP
Encumbrances can be found on the Order Edit List

16. Purchase Order Reports
PO Report by PO Number – FODET01A.REP
Can see Encumbrance, Paid, Liquidated, & Remaining Amounts

17. Purchase Order Reports
PO Summary by PO No – FOSUM01A.REP

18. Purchase Order Reports
PO report by Account Number – FODET04A.REP
Situation where “I told them not to use this account anymore”

19. Purchase Order Reports
PO report by Vendor – FODET02A.REP
Situation where “I told them not to use this account anymore”

20. Purchase Order Reports
PO Report by Buyer Code – FODET05A.REP

21. Purchase Order Reports
PO Report by Ship Location – FODET03A.REP

22. Open PO Next Year Budget – FODET04D.REP
Need more information here - Linsey

23. Open Purchase Orders – FUDET01A.REP
Lists purchase order amounts based on journal entries (GL)
PO displays as open if the journals indicate the encumbrance is still open regardless of what the PO tables display
Ending accounting period and a low and high value are required
Can sort by any dimensions in your dimension master

24. Open Purchase Orders – FUDET01A.REP
Review more

25. Variable Column Report
In Report Field – FMRPT03A.FMX, you can use do a find with %Enc% in the long description field to determine what kind of Encumbrance report you would like to build

26. Variable Column Report
Create the encumbrance report style you would like in Report Styles – FMRPT03B.FMX

27. Variable Column Report
In the variable column report, use the report specs you want for the report. Then select the encumbrance “style” you created before

28. Variable Column Report
Report Output

29. POs Not Received – FODET01D.REP
FAS  FAS Reports  Purchase Order Reports  POs Not Received

30. Received Items Not Paid – FOSUM01B.REP
To see items received, but not yet paid

31. Payments by Purchase Order – FMVEN18A.REP

32. EnCATbrance Report
FAS  FAS Tools  Scratching Post

33. Encumbrance Reports
Alio Intelligence

34. AI – Open PO Totals
Open PO Totals

35. AI – Open POs (Not Liquidated)

36. AI – Open POs (Not Received)

37. AI – Open POs (Received – Not Paid)

38. AI – PO Information
PO Information

39. AI – PO Account Information