Balancing to Available Funds - Company Totals Report

Report Name
Balancing to Available Funds
Company Totals

RMDS Report Group
BC950-1 BC BALANCE RPTS

Frequency
Per posting cycle

Records/Retention Requirements
ITEM 42874.  Balancing to Available Funds- Company Totals Report.  Budgetary control activity.

DISPOSITION INSTRUCTIONS:  Destroy in office after 12 months.

Use
Use this report to verify the commitment, encumbrance and expense memo balances on the Available Funds File.

Content
The system identifies the outstanding requisitions, purchase orders, invoices, and journal vouchers that affect balances in the AFF. Using the information in the document files, the system calculates a balance for each company, then finds the corresponding balance from the AFF and lists the difference, if any, between them. When balances differ, it may be because transactions were posted directly to an account through the General Ledger system or through an application system other than Purchasing, Accounts Payable, or Budgetary Control journal vouchers. The balances can also be different because a commitment or encumbrance adjustment entered through the Budgetary Control System is reserving funds.

Total
The report provides subtotals for purchase order and invoice encumbrances and invoice and journal voucher expense memos. It also calculates the differences between Commitment Total for Requisitions, Encumbrance Total for Purchase Orders/Invoices, and Expense Memo Total for Invoices/Journal Vouchers and their corresponding AFF balances.

Column Headings
The following column headings are listed by company:

  • Commitment Total for Requisitions
  • Commitment Total on BC Available Funds
  • Commitment Difference
  • Encumbrance Total for Purchase Orders
  • Encumbrance Total for Invoices
  • Encumbrance Total for Documents
  • Encumbrance Total on BC Available Funds
  • Encumbrance Difference
  • Expense Memo Total for Invoices
  • Expense Memo Total for Journal Vouchers
  • Expense Memo Total for Documents
  • Expense Memo Total on BC Available Funds
  • Expense Memo Difference