SSB Encumbrance Query

Encumbrances are money 'set aside' to pay for an upcoming expense. The eVA orders that flow from eVA to Banner encumber, or set money aside, to pay your eVa vendor for the cost of your good or service. Once the encumbrance is satisfied, or paid, the encumbrance is considered closed or liquidated.

It is important for budget managers to know that encumbrances deduct the cost of the good or service immediately for furture vendor payment. The eVA Purchase Order acts as the encumbrance tool.

The Banner SSB finance function of Encumbrance Query allows for drill down to document view of transactions that are either paid, or waiting to be paid by FOAPAL.

Open the Encumbrance Query selection from the Financial SSB Menu.

Not easy to read here, but the the Encumbrancy Query form will provide brief instructions on FOAPAL use and Template information. Move down the page to the Existing Query Drop down. This is where Banner allows you to save FOAPAL queries and create a Template.

Opening the Existing Query drop down will reveal any saved Template, or choose None to begin.

A Shared Template can be used by any finance user. A Personal template can only be used by the person who created it.

Please Note, as of this date, any saved Template cannot be deleted.

Insert the Fiscal year, and Fiscal Period (keep at 14). Encumbrance Status choices are Open, Closed, or Both. Keep Commitment Type as "All"

Commitment type of All is both paid and non paid commitments.

Enter the FOAPAL elements as needed. Org and/or Grant fields are required.

Optional information is the "Save Query as:" and/or check marking Shared. These two options allow the save of the FOAPAL information and query results AND share the results with all finance users (if Share is flagged).

Once all Query information is entered, select Submit Query

Below is an example of a retreived query that brought back one Purchase Order (PO). The PO has been liquidated, or paid in full; as the current commitment column is 0.

Banner will allow click and drill down to the document to view the PO and all associated invoices. Click on the PO Document Code to begin the drill down.

Sample Document Detail on initial drill down. Selecting the Document Code link will allow further viewing.