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New matching information on the Inquire Encumbrance page
This message is from the BFS User Mailing
List
new matching information on the Inquire Encumbrance page
The "Inquire Encumbrance" hyperlink page on the PO Detail
Inquiry now also displays the Matching totals for a Purchase Order.
This information is provided for your reference, and does not require
any action on your part.
If interested, please read on.
Encumbrance
The Encumbrance amount that displays in the Amount Remaining column
includes the PO Distribution Line(s) amounts plus prorated amounts
of Sales Tax, Freight and/or Miscellaneous charges (if applicable)
which come from the PO Header. This amount is reduced by the amount
of vouchers that have been approved AND have a Budget status of Valid
(see Budget Checking below). This remaining balance is the amount
that appears on the Encumbrance Report in BAIRS.
Matching
Matching is the process by which BFS compares each Voucher (Invoice)
Line to each PO Line amount (Merchandise amount) to determine if
the voucher is within the tolerance level and can be made available
for approval and payment. If the difference between these two amounts
is less than 20% or $1,000, whichever is lower, then the voucher
passes matching and is available for approval. If the difference
exceeds this tolerance level, then the voucher is not available for
approval, and no payment can be made. Matching does not include sales
tax, freight and/or miscellaneous charges, and does not reference
the chartstring values, just the dollar amount total for the particular
Voucher line(s) and related PO line(s).
Please note: If any line on a voucher fails Matching, the entire voucher
fails and cannot be approved for payment.
Budget Checking
Budget checking is the BFS process that tracks the dollar amount entries
by chartstring at the Distribution Line level and is triggered by
approval of the transaction (voucher in this case).
Budget Checking is the process that posts encumbrances to the ledgers.
Please Note: A Voucher must pass the Matching process and be Approved
before it can be Budget checked.
If you have questions about this message, and how to inquire on encumbrance
balances, please call User Support at 3-4250 or send e-mail to bfsbairs@berkeley.edu.
Last updated:
June 18, 2007
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