Pre-Encumbrance Detail Report

This article covers how to run and interpret the Pre-Encumbrance Detail report on the Revenue/Expense dashboard.

This user guide assumes basic knowledge of Data Warehouse. View the Data Warehouse Basics guides for more information.

What does this report show?

The Pre-Encumbrance Detail report shows all year-to-date  pre-encumbrances (approved purchase requisitions) and the encumbrances  (purchase orders) associated with the pre-encumbrances. The totals show you the total funds that are still pre-encumbered and have not yet  become encumbrances. It includes: Document Source, Requisition ID,  Requisition Date, Requisition Line Number, Requisition Line Description, PO ID, Vendor, Vendor Description, Beginning Pre-Encumbrance, Current  Period Pre-Encumbrance, and Ending Pre-Encumbrance.

Accessing the Report

1. Log in to the CSUF Data Warehouse (OBIEE).

2. Click on Dashboards and select Rev/Exp (CFS).

Rev/Exp (CFS) dashboard select

The Rev/Exp (Legacy) dashboard contains the same reports as the Rev/Exp (CFS) dashboard; the data in the Legacy reports is from about summer 2007 - June 2010.

  1. Click on the Dashboards menu in the CSUF Data Warehouse.
  2. Select Rev/Exp (CFS).

3. Click the Pre-Encumbrance tab on the Rev/Exp (CFS) dashboard.

Report Overview

The Pre-Encumbrance Detail report is a year-to-date report by fiscal year.

When you access the report, your personal settings for the report (page) appear. If you have not set up your personal settings, the system defaults will automatically populate.

Pre-Encumbrance Detail report

Report Filters

The first section of the report contains the available filters. Utilize the filters to narrow down your report results or find specific values.

Leaving a filter blank is equivalent to selecting all available values with transactions associated with them (e.g., if you leave Account blank, your report will show all account codes that have a transaction associated with them).

Revenue Expense Summary Filters
Filter Descriptions
Filter Description
Fiscal Year The beginning calendar year of the Fiscal Year for which you wish to view data (i.e., FY 2017-2018 = 2017).
Accounting Period For this year-to-date report, this is the ending month for the year-to-date data (e.g., choosing 6 will mean you see data from July 1st - December).
Fund The specific fund code(s) for which you wish to view data along with the name associated with the fund code(s).
Account The specific account code(s) for which you wish to view data along with the name associated with the account code(s).
Program The specific program code(s) for which you wish to view data along with the name associated with the program code(s).
Class The specific class code(s) for which you wish to view data along with the name associated with the class code(s).
Project The specific project code(s) for which you wish to view data along with the name associated with the project code(s).
Division The specific campus division(s) for which you wish to view data.
Sub-Division/College The specific campus sub-division(s) or college(s) for which you wish to view data.
Master Department A Master Department groups several departments together. Use this to select a specific master department for which you wish to view data.
Department The specific department ID(s) for which you wish to view data along with the name associated with the department ID(s).

Report Parameters and Available Column Headers

Just under the report filters are the report parameters and the available columns headers for the report results table.

Revenue Expense Summary parameters

Report Parameters

Business Unit will always be FLCMP (Fullerton Campus).

Fiscal Year will match the Fiscal Year in the report filters.

YTD Period will match the Accounting Period in the report filters.

Total Number of Records Retrieved will be the total number of rows in the search results table.

Therefore, the report will be showing year-to-date information for the selected fiscal year from July 1st through the YTD Period.

Available Column Headers

The following column headers are available for the report results table.

Use the drop-down menus to select the columns you want to see on your report results table.

When you make a selection from one of the drop-down menus, the report will automatically re-run.

Column
Description
Dept ID The Department ID associated with the transaction.
Dept Descr The name associated with the Department ID for the transaction.
Dept Fdescr Both the Department ID and the name associated with the Department ID appear.
Fund The Fund code associated with the transaction.
Fund Descr The name associated with the Fund code for the transaction.
Fund Fdescr Both the Fund code and the name associated with the Fund code appear.
Account The Account code associated with the transaction.
Acct Descr The name associated with the Account code for the transaction.
Acct Fdescr Both the Account code and the name associated with the Account code appear.
Program The Program code associated with the transaction.
Prog Descr The name associated with the Program code for the transaction.
Prog Fdesc Both the Program code and the name associated with the Program code appear.
Class The Class code associated with the transaction.
Class Descr The name associated with the Class code for the transaction.
Class Fdescr Both the Class code and the name associated with the Class code appear.
Project The Project code associated with the transaction.
Project Descr The name associated with the Project code for the transaction.
Project Fdescr Both the Project code and the name associated with the Project code appear.
Level 2 Fdescr This is equivalent to the Division designation.
Level 3 Fdescr This is equivalent to the Sub-Division/College designation.
Level 4 Fdescr This is equivalent to the Master Department designation.

Report Results Table

The second section of the report contains the report results table.

Column Descriptions

Column
Description
Doc Src

The type of transaction. Values include:

  • ENC = Encumbrance Activity from a PO
  •  REQ = Pre Encumbrance from a Requisition
Req ID
The identification number associated with the requisition.
Req Date
The date of the requisition.
Req Ln
The line number on the requisition.
Req Ln Descr
The line description on the requisition.
PO ID
The identification number associated with the purchase order.
Supplier
The supplier/vendor identification number.
Supplier Descr
The supplier/vendor name.
Beginning Pre-Encumbrance
The total amount of funds pre-encumbered at the beginning of the Accounting Period set in the report filters.
Current Period Pre-Encumbrance
Any changes to the pre-encumbrance amount that occurred during the Accounting Period set in the report filters.
Ending Pre-Encumbrance
The total amount of funds still pre-encumbered at the end of the Accounting Period set in the report filters.

Need More Help?

For technical assistance with the Data Warehouse, please contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.

For questions about getting access to the Data Warehouse or how to use the reports, please contact IT Training at ittraining@fullerton.edu or 657-278-5647.