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Scan Encumbrance Utility

This utility is used to provide a listing of the outstanding encumbrance journal entries. SCANENC is primarily used at year end to assist with finding and clearing all outstanding encumbrances before closing the books for the year.

NOTE: This utility is now contained in the Chart module and the old SCANENC program should NOT be used. Please make sure to use a copy of CHART.EXE dated after 8/23/00 to insure accurate results!

Running the program

Scan Encumbrances is a menu choice that is accessed from the main menu of the Chart module. The report or log that is generated is found in the FY directory. For example, if you run this utility for the FY 2004 the file will be located in \ESCAPE\2004 sub-directory.

Scan Encumbrances menu choice is procedure #2050 from the Chart's main screen, and can be added to your menu by your System Manager.

When you press ENTER on the menu choice, the screen background will turn black with white text. You will be prompted for the fiscal year.

Type in the Fiscal Year and press ENTER. Your screen will then look something like this:

Enter Fiscal Year to scan for outstanding encumbrances.
Processed: 9999999 Checked: 9999999 Outstanding: 999999999
2001
  • Checked is the number of accounts that have outstanding encumbrances.
  • Outstanding is the number of requisitions with outstanding encumbrances.

As we mentioned above, the output report from the program is listed in a file named SCANENC.RPT and is found in the sub-directory for the fiscal year you choose when running the program. So, in our example for fiscal year 2004, the SCANENC.RPT would reside in \ESCAPE\2004 sub-directory.

Reviewing the Results

Here is a sample of the report that is generated after running the utility. Please note that there is only one header at the top of the file, so you will need to refer to those headings on the first page if you print it out.

Account #  (Fyr: 2001)       Ref #         Enc Bal    Acct Enc 
---------------------------- ------------- ---------  ---------
01-000-100-11-178-4500        35531           881.68     881.68
01-000-901-11-074-4500        REQ97-02260     624.75     624.75
01-020-312-11-072-5600        REQ97-02279      53.00      53.00
01-180-423-11-154-5800        REQ98-02876     100.00     100.00
                                                     ==========
                                                       1,659.43

After you run the utility, using the report, you can edit the requisitions listed and manually disencumber the funds via the requisition menu choice "Encumber Requisition." If you do not see an encumbered amount in the requisition, please contact Customer Care for assistance in correcting the problem.

We suggest that you run this menu choice until the report it produces is blank. This will mean that you do not have any outstanding encumbrances to clear.

NOTE: The Encumber Bal column represents the outstanding encumbrance amount for that account in the referenced req #. The Acct Enc column represents the encumbrance balance for the account. In the case where there is only one requisition that is encumbered against an account, the two columns should be equal.