PO Encumbrance Reconciliation Report

The PO Encumbrance Reconciliation Report displays all purchase order and payment activity for a given month. The report has two sections for each PO: A current PO Status, and the transactions for the selected month.

This report is intended to help reconcile discrepancies between PO encumbrances and the actual expenses and payments that are applied each month. For example, this report can show a discount applied which might result in a lingering encumbrance amount.

Report Location

  1. Log into ZotPortal
  2. Navigate to the Finances/KFS tab
  3. In the KFS Decision Support portlet, expand the General Ledger-Campus Reports section
  4. Select the PO Encumbrance Reconciliation Report link
KFS Decision Support portlet in ZotPortal with the General Ledger-Campus Reports section expanded, highlighting the PO Encumbrance Reconciliation Report link
Refer to the steps above to locate the report. 

Working with the Report

When running the report, select the Fiscal Period you would like to reconcile, and then select at least an Organization, PO, or Account to filter your report by.

PO Encumbrance Reconciliation Report prompt page displaying filter fields for Fiscal Period, Organization, PO number, and Account
The prompt page as it appears before running the report.

Below is an example report for a fictitious Purchase Order, 888888, a Rental Charge for an Anteater Home.

PO Encumbrance Reconciliation Report for Purchase Order 888888 showing two sections: current PO status and open amounts outlined in green, and monthly transaction entries outlined in purple
The two-section layout applies to every PO in the report; refer to the bullet points below for a description of each section.
  • The section outlined in green shows the current information about the PO, including the Purchase Order Status, the Total for the PO, the open, closed and outstanding amounts. The information displayed here will always be current as of the last time KFS posted, regardless of the fiscal period you've selected.
    • In the above example, the Purchase Order shows that it is still open, the entire open amount has been closed, and the outstanding encumbrance on the Purchase Order is 0.
  • The section below outlined in purple gives the transactions for the month selected.
    • In the above example, we see two payments (Document Type: PREQ) have been posted, however the Actuals exceed the Encumbrance. In this case, the Encumbrance was under-estimated, and Mr. Anteater forgot about additional fees that come with renting an "Anteater Home".

For More Help

For assistance with the PO Encumbrance Reconciliation Report, please contact the KFS Help Desk at kfs@uci.edu.