IFAS: Encumbrance System

The Encumbrance System is designed as a complement to an existing Accounts Payable and Purchasing Systems. You can encumber expense items independent of the Purchasing System. The system can be updated as a result of activity in the Purchasing System and is further updated by related transactions processed in the Accounts Payable System. The module is fully integrated to IFAS. In addition to being a complete Accounts Payable encumbering system, the system lends itself to the encumbering of payroll expenses.

Features

• Define all entries to the General Ledger at system installation time.
• Monthly reporting includes transaction detail for encumbered purchase orders along with actual expense (disbursement) detail. Balances from accounts are also included.
• Utilize the powerful, easy-to-use interactive INQUIRY facility to access encumbrance and actual expense detail.
• Request information at the detail, summary, or aged levels in a variety of formats.
• Use the General Ledger inquiry to include encumbrance activity if desired.
• Support partial, full disencumbering and adjustments.
• Override the encumbrance if payments exceed appropriations.
• Update the Encumbrance System with purchase orders processed through the Purchasing System.
• Update the Encumbrance System with change orders in the Purchasing System.
• Process adjustments as independent transactions.
• Encumbrance for a single purchase order may involve any number of General Ledger accounts.
• Support multiple-line distributions involving multiple accounts.
• Select encumbrance reports by General Ledger account in purchase order sequence.
• Define the disencumbrance hierarchy to allow encumbrances to be relieved at any defined organizational level.
• Directly update encumbrance detail with appropriate security.
• Track prior year encumbrances individually.
• Maintain online history for any period.
• One time vendor override is supported; i.e., a vendor need not be defined in the Person/Entity database. You may also add Vendors to the Person/Entity database automatically from the transactions input screen.
• Batch reporting.
• GL account validation and budget checks.
• Vendor validation.
• Add vendors from data entry programs.
• Encumbrances are not posted until distribution occurs.
• Posted batches are removed from the working directory.

Reporting

Access to information is straightforward and easy. The Encumbrance System includes standard reports and immediate online inquiry to any data in the system. Security-protected reports can be run at the user’s networked computer or via the Internet from any Web browser.

Standard reports available include:

• PO Reference Report
• Summary Reports
• Encumbrance Report
• Aged Reports
• Detail Reports
• General Ledger reports with summary encumbrances by account
• General Ledger report with summary by open PO
• File listings of all information contained in the database