BEN Reports - 164 Report

BEN Financials

164.ORG: Open Encumbrance Report
Last Updated: 01/13/12

The 164.ORG: Open Encumbrance report is similar to the 163.ORG: Open Encumbrance report that is available in GL Reporting (Secured) responsibility. However, the 164.ORG report is unsecured and available from the PO Manager responsibilities. Therefore, it can be run by users that do not have access to GL Reporting (secured).

For a given account or range of accounts, the 164.ORG: Open Encumbrances report provides information on open encumbrances for those accounts. An open encumbrance is any encumbrance with a non-zero balance. For each open encumbrance, the 164.ORG report provides information on how and when that encumbrance was created either via a PO or a manual encumbrance entry as well as the last activity against that encumbrance. The report shows the total amount of the purchase order or manual entry, any expenses which have been posted, and the open encumbrance amount. In addition, the report provides an Unrelieved Encumbrance indicator which calls attention to purchase orders that may require further analysis based on the amount expensed in relation to the encumbrance amount that is still outstanding.

The report uses a matrix format. The balances are used to create the columns and the rows represent the purchase orders, manual encumbrances and PO Adjustment encumbrances associated with the balances. The sort order is controlled by the sort/sub-total option selected. A page break option is also available. Specific information regarding page-breaks and sort order for this report is described below.

This report is unsecured and can be run from PO Manager, PO Manager (CP), PO/CO Manager and PO/CO Manager (CP).

Report Break:

The report break determines the page-break, the first level of sort order, and the level of aggregation for the report.

Report 164.ORG provides an option to request a page break for each new fund occurrence. A report parameter controls this option.

Sort Order:

Five different sort options are available for this report. These are defined in the Parameters section below. In addition, purchase orders are sorted by purchase order number. Manual

Report Template:

The 164.ORG report does not use a Template.


In addition to the Accounting Period (Period Name), the following parameters are provided for account selection on the 164.ORG report:

  1. ORG Low/High (Required)
  2. Resp ORG Low/High and Connector
  3. Fund Low/High
  4. Object Low/High
  5. Program Low/High
  6. CREF Low/High
  7. Sort/Sub-Total Option
  8. Page Break Option (Y/N)

The first 6 parameters work just like they do for the other General Ledger reports in BEN Financials. For a discussion of these parameters, refer to Section 6. Report Parameters. The following provides information on the additional parameters used for the 163. ORG Report.

  1. Sort/Sub-Total Option: Valid choices are '1', '2', '3', '4' or '5'.


    1: List encumbrances in order by CNAC-ORG-BC-FUND. '1' is the default value.
    2: List encumbrances in order by CNAC-ORG-BC-FUND-PROG.
    3: List encumbrances in order by CNAC-ORG-CREF.
    4: List encumbrances in order by CNAC-ORG-BC-FUND-CREF.
    5: List encumbrances in order by FUND (then CNAC-ORG-BC-CREF-PROG within FUND).
  2. Page Break Option (Y/N): Valid choices are Y(yes) or N (no). N is the default value.


    Y: produce a page break each time at least one component within the sort sub-total value changes.
    N: no page break

Report Heading:

The report heading includes the following information:

  1. Sort/SUB-Total
    Describes the sort order selected when the report was submitted.

  2. Cumulative Through
    Indicates the accounting period through which information is being reported. Accounting period is specified as a parameter when the report is requested. The report presents all open encumbrances from July 1, 1996 through the accounting period specified. For Grant and Contract funds, the contract start date is used as a starting point instead of July 1, 1996.

  3. Format: Dr / (Cr)
    Indicates how the debits and credits are displayed on the report.

Report Columns:

From left to right, the report columns will provide the following balances:

  1. CNAC-ORG-BC-FUND/OBJ-PROG-CREF: The report uses two lines to display the full 26-digit distribution for each transaction. The first line shows the segments associated with the sort/sub-total parameter that was selected. The second line is used to present the remaining distribution segments.

  2. ENC TYPE: The report will show "PO" for Purchase Order encumbrances, “MN” for old Manual Encumbrances and "AE" for new PO Adjustment Encumbrances.

  3. PO #: The number of the purchase order associated with the account combination listed. This field will be blank for manual encumbrances.

  4. Encumbrance Create Date: The General Ledger (GL) date assigned when the purchase order distribution line or manual encumbrance transaction was originally created.

  5. Vendor Name/Batch Name: Name of the vendor associated with the Purchase Order; or the Name of the batch used to create the Manual Encumbrance.

  6. Total PO Amount: The Purchase Order line extended distribution amount (quantity times PO price) prior to any invoice activity. The report accumulates all PO distribution lines which were charged to the same account combination. For manual encumbrances, this amount equals the total debits and credits for each manual entry to the same 26-digit account combination.

  7. Expensed Amount: The extended amount (quantity times invoice price) of invoice lines which were matched to the purchase order line. This amount also includes other miscellaneous charges, such as freight or shipping, which was included on the invoice. This amount will be zero for manual encumbrances.

  8. Adjustment Amount: This column will be blank unless an adjustment is made to the encumbrance amount and the entire purchase order does not net to zero.

  9. Current ENC Amount: The outstanding encumbrance amount for the PO distribution. It reflects the sum of all encumbrances (debits and credits) which have been posted to the PO number and account combination presented. For manual encumbrances, this amount will equal the Original Encumbrance Amount.

  10. Last Act Date: The GL date of the last transaction posted to the PO distribution or manual encumbrance.

  11. Unrelieved ENC: An asterisk (*) will be displayed in this column for purchase orders whose open encumbrance amount is not equal to the original encumbrance amount minus applied expenses. These purchase orders may require further analysis to determine if they should be manually closed. Possible scenarios which cause an asterisk to display are:

    • Purchase orders for Computer Connection which have been expensed but have not been fully closed.

    • Purchase orders which have been invoiced, but at least one purchase order line was either not matched, or not fully matched, to an invoice line.

Note: This field will be blank for manual encumbrances and PO Adjustment encumbrances.

Last Page Of The Report:

On the last page of every report two pieces of important information are provided Report Parameters and Report Break.

  1. Report Parameters
    The parameters used to request the report are printed on the last page as confirmation of what was requested. If the account combinations returned to you in the report are not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided at the time you submitted the request.
  2. Report Break - Resolved Parameters
    The list provided here represents the list of values within the range you provided as Report Parameters that passed security verification. When a report is submitted, ORGanization parameters that were provided are compared against your BEN Financials security profile. All ORGanizations in the range that match your profile will be returned to you in the report.