PeopleSoft/CMS/ERP Knowledge BaseFinancePurchase Requisitions Purchase OrdersChecking the Balance on a Multi-Year Purchase Order

Checking the Balance on a Multi-Year Purchase Order

This article covers how to check the balance on a multi-year purchase order.

Just looking for the balance on a single year purchase order? View Checking the Balance on a Purchase Order.

To get the balance of a multi-year purchase order, you will need to run the PO Balance report for each fiscal year that the purchase order was active.

If this gets confusing, you can reach out to Procurement for assistance by emailing procurement@fullerton.edu or contacting the Buyer assigned to the purchase requisition/purchase order.

1. Log in to the campus portal and access the PO Balance report on the Purchasing dashboard in the CSUF Data Warehouse (OBIEE).

2. First, ensure the Fiscal Year is set to a fiscal year during which the multi-year purchase order is/was active.

fiscal year

3. Next, change the Accounting Period to Between 1 and 12.

accounting period

This will show you all of the activity on your purchase order for the selected fiscal year.

PO ID drop down menu
  1. Click on the PO ID drop-down menu.
  2. Select More/Search.

5. Enter the Purchase Order ID you want to look up and then click Search. Then double click on the purchase order in the search results.

select values
  1. Type or paste in the purchase order ID you want to look up. Notice that you can change to a Contains search to search by a partial PO ID.
  2. Click Search.
  3. Double click on the purchase order in the search results.

6. Click OK.

PO selected

7. Once you have entered your filters, click Apply.

apply filters

Want to know more about the filters and table fields? View the PO Balance Report article.

8. Locate the PO Date field which shows the date the purchase order was issued.

PO date

The PO date will indicate for which fiscal years you need to run this report for this purchase order.

In the example above, the PO Date is in FY 2018-2019, so to get the balance for the PO, both the 2018 and 2019 Fiscal Years need to be run for this purchase order.

9. Check the Encumbrance column for information on funds that have been added to the purchase order and payments that have been made during the selected fiscal year.

Click Print or Export below the table to print the results or export the results to Excel.

In the example above, there have only been payments in the fiscal year selected which results in a negative balance in the Purchase Order Total row.

  • The positive amount(s) in the Encumbrance column indicate the amount(s) on the purchase order.
  • The negative amount(s) in the Encumbrance column indicate invoices/payments against the purchase order.
  • The Line Total row in the Encumbrance column indicates the amount still left for the line item on the purchase order. There can be multiple line items, so there may be funds left for one line item and not for another.
  • The Purchase Order Total row in the Encumbrance column indicates the amount still left on the entire purchase order.

10. Change the Fiscal Year to another fiscal year that the purchase order is/was active. Then click Apply.

change fiscal year

11. Check the Encumbrance column for information on funds that have been added to the purchase order and payments that have been made during the selected fiscal year.

Click Print or Export below the table to print the results or export the results to Excel.

In the example above, there have only been funds added in the fiscal year selected which results in a positive balance in the Purchase Order Total row.

  • The positive amount(s) in the Encumbrance column indicate the amount(s) on the purchase order.
  • The negative amount(s) in the Encumbrance column indicate invoices/payments against the purchase order.
  • The Line Total row in the Encumbrance column indicates the amount still left for the line item on the purchase order. There can be multiple line items, so there may be funds left for one line item and not for another.
  • The Purchase Order Total row in the Encumbrance column indicates the amount still left on the entire purchase order.

12. Repeat these steps for any additional fiscal years that the purchase order was active.

13. Then calculate the total amount left on the purchase order by adding up all of the encumbrances (positive amounts) and payments (negative amounts) for each fiscal year.

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.

For questions about purchase requisitions or purchase orders, contact Procurement at procurement@fullerton.edu or 657-278-5230.