This query is created the same way as the other queries.  If you have not done an encumbrance query before, remember to change the fiscal year to the current year and the fiscal period to 12. 

This report shows the following information line by line:

• Account code the funds are encumbered in
• PO number
• Vendor name
• Original commitment
• Adjustments to that amount
• Amount of encumbrance spent
• Year to date spend
• Current commitment (remaining balance)
• Percentage used on each PO

You may note encumbrances that can be decreased or released entirely.  There are several reasons to take a look at this: 

• You may want to release funds from POs where you know you will no longer have expenditures.
• You can decrease a PO by a given amount or by the balance. 
• You can decrease a PO by a given amount and then increase an existing PO (or multiple existing POs) by the amount of the decrease.    
• You can decrease PO amounts or close out POs and then use those funds to create a new requisition. 

If you note funds that need to be released, please e-mail Phyllis Meath.

 Balance your budget for year end spending. 

To get an overall look at your encumbrances and your budget, create a budget query using “Budget Status by Organizational Hierarchy”.  This can show you the amount you have committed and the balance for each pool.

1. The first screen shows the budget for that whole organization in one line, and the available balance.  The underlined numbers are areas where you can "drill down" or see more specific information.  On this first screen of results, the underlined number is the organization.
2. The next screen shows the account types: 5, 6, 7, and 8.  The column on the far right shows the available balances for each account type and again the total available balance.  Click on the "7".  This will show you the non-compensation expense accounts.
3. The next screen shows the budget pools (without the zero).  You see the name of the pool in the 2nd column and you should see the available balance of the pool on the far right.  Pools can be positive or negative and the total in the lower right corner will give you the total amount of funds in the expense pools.

The budget manager can use the Budget Transfer form in Murphy Online to move funds from one pool to another and balance your budget.  Negative amounts should be brought to zero or above if there are still expenses to cover from that pool.  Other pools should be brought to the correct amount of the expenditures that will be made from those pools.  Purchase requisitions can not be created and invoices can not be paid if there are not enough funds in the pools to cover those expenditures. 

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