RELEASE 11I: ENCUMBRANCE ACCOUNTING

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AGENDA
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Functional Overview to Encumbrance Accounting.

Setting Up Encumbrance Accounting

Technical Details

FUNCTIONALITY
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Educational institutions (Universities & Public School Boards) and government agencies (Federal, Provincial & Municipal) use encumbrance accounting to:

Track spending by departments before an actual invoice is received. Ensure that departments don't exceed their budget or are made immediately aware when they do Plan the timing of actual expenditures

ENCUMBRANCE TYPES

Oracle heavily integrates encumbrance functionality into its purchasing, payables and ledger modules. To differentiate between the different modules and associated transactions, encumbrances are normally referred to by different terms: Budget (GL) A budget entry is not an encumbrance; however, it represents the beginning of the encumbrance process. Commitment (PO) A commitment is solely associated with a requisition. A commitment is generated to an account when a requisition is approved.

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CONTD.
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Purchase Obligation (PO) A purchase obligation is associated with a purchase order. When funds are reserved on a purchase order, a purchase obligation is created. Invoice Obligation (AP) An invoice obligation is associated with an invoice. Within Oracle, an invoice obligation is generated to an account when an invoice is approved. Actual (AP, GL) An actual is not an encumbrance; however, it does represent the culmination of the encumbrance process.

FUNDS BALANCE
The simplest overview of an account's current balances can be found within the Funds Inquiry form Nev: GL-> Inquiry->Funds. The funds inquiry form essentially shows the basic encumbrance formula.

Funds Available = Budget Funds - Encumbrances - Actuals

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FUNDS CHECK TYPES

Oracle applications implement three levels of funds checking: Absolute Users are prevented from processing a given transaction until funds are added or transferred to the account failing a funds check. Alternatively, a user within a budgetary control group will be able to process the transaction if the amount of the funds shortfall is less than their budgetary control group's Override amount. Advisory Users are notified with a message window informing them that the transactions failed funds check; however, the transaction is still processed normally.

None
While encumbrances are still tracked, users aren't notified or prevented from processing any given transaction.

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THE ENCUMBRANCE PROCESS

Encumbrances flow through most of the procurement process; that is, from the initial requisition of a product to the posting of journals for an approved invoice. While considerably more complex examples exist, encumbrances always have the following characteristics: As a transaction moves through the various procurement stages, the encumbrances will move along with it. (See shaded cells.) All encumbrances represent an intermediary stage of the procurement process. When the procurement process is complete for any given transaction, the related encumbrance balances should always be zero. The following table shows a basic encumbrance cycle:
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BUDGETS & ENCUMBRANCES : SETUP

To accommodate its clients' requirements, Oracle has integrated a highly flexible budgetary control environment into its financial applications.Funds checking can be implemented at the following levels:
Summary Account Level Budgetary Control Group Level
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Individual Account Level

SETTING UP ENCUMBRANCE ACCOUNTING

Step 1: Setting Up GL
Set up the Reserve for Encumbrance account. The Reserve for Encumbrance is a liability account that acts as the offset to all encumbrance journals. Define a value within the liability range. The account should be enabled and of the liability account type Navigate to Setup \ Financials \ Key \ Values. Find the following
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Turn on funds checking for your accounting structure (set of books). Within the Budgetary Control Options, set 'Enable Budgetary Control' to Yes. This will enable funds checking within the GL, AP and PO modules. If you would like an audit trail for budgetary transactions, also set 'Require Budget Journals' to Yes. The advantage to setting this option to 'Yes' is that budgetary transactions can be tracked; the disadvantage is that the related journals add additional data to the database Navigate to GL: Setup \ Financials \ Books.
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The following encumbrance types are highly recommended: Commitment - An encumbrance your record when a requisition is created. PO Obligation - An encumbrance you record when a purchase order is created. Invoice Obligation - An encumbrance you record when an invoice is created. Create additional encumbrance types by navigating to GL: Setup \ Journal \ Encumbrances.
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Define any necessary budgetary control groups by navigating to GL-> Budgets -> Define -> Controls.
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Define your budget by navigating to.

GL-> Budgets -> Define -> Budget.
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Define your budget organizations

GL-> Budgets -> Define -> Organizations
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STEP 2: SETTING UP PO
Enable encumbrances within PO. Assign the encumbrance types from step C to the various encumbrances. Once again, a unique encumbrance type of Invoice Encumbrances is highly recommended.
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Navigate to PO: Setup \ Organizations \ Financial Options.

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STEP 3: SETTING UP AP
Examine the Invoice Approvals by navigating to While not mandatory, it is recommended that all invoice approvals be set to nonpostable. This setup facilitates user understanding of encumbrances, as funds won't be effected until an invoice is fully approved.
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Navigate to AP: Setup\Invoice\ Invoice Hold and release Name.

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TECHNICAL ASPECTS:
Encumbrance Reservations are created in GL_BC_PACKETS While Encumbrance reversals are created in - MTL_TRANSACTION_ACCOUNTS ( Accounting_line_type = 15
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- RCV_RECEIVING_SUB_LEDGER

( Actual_Flag

=E)

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