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Viewing Funds Available

You can review funds available and compare encumbrances and expenditures with budgets. You can review functional currency budget, actual and encumbrance balances, and funds available for any detail or summary account. General Ledger calculates funds available by subtracting expenditures and encumbrances from budgets.
When you inquire on funds available, the amount type you specify determines how General Ledger calculates funds available.
Amount Type How the System Calculates Funds Available
Period-to-Date
Calculates funds available as the budgeted amount for the period, less actuals and encumbrances for the period.
Quarter-to-Date Extended
Calculates funds available as the budgeted amount to date for the quarter, less actuals and encumbrances to date for the quarter. For example, you budget $100 to an account for each of the three months in a quarter. The available amount for the second month of the quarter is $200.
Year-to-Date Extended
Calculates funds available as the budgeted amount to date for the year, less actuals and encumbrances to date for the year. For example, you budget $100 to an account for each of the 12 months. The available amount for the first half of the year is $600.
Project-to-Date
Calculates funds available as the budgeted amount to date, less actuals and encumbrances to date.
You can review the cumulative funds available total only by selecting Year-to-Date Extended (or Project-to-Date) as the amount type. For example, if you budget $100 for January, spend $50 and have $10 in encumbrances, the funds available for January is $40. If you view funds available for the amount type PTD for February, the February balances will not include the $40 available at the end of January. When you choose an amount type of YTDE, you can view cumulative amounts so the February balances will include the $40 available for January.
To view funds available:
1. Navigate to the Funds Available Inquiry window.
2. Enter the Budget Name for the inquiry. General Ledger defaults the current budget, if you have one.
3. Enter the Period Name for the inquiry.
General Ledger defaults to the first period for the current budget. General Ledger uses the period name along with the amount type to determine funds available.
4. Select an Amount Type.
5. Enter an Encumbrance Type. You can view all encumbrances types by entering ALL.
6. Do one of the following:
Choose the Find button to query all accounts that meet your selection criteria.
Navigate to the Funds Available region and query a partial or complete account.
General Ledger displays the functional Budget, Encumbrance and Actual Amounts for each account. The displayed amounts are the posted balances plus reserved funds. General Ledger displays debit balances as positive amounts and credit balances as negative amounts.
General Ledger automatically displays Funds Available as:
Budget Amount for Period Interval
Actual Amount for Period Interval
Encumbrance Amount for Period Interval
If you chose the encumbrance type ALL and you have budgetary control enabled and Purchasing installed, General Ledger displays the encumbered amounts for purchase order and requisition encumbrance types and all other encumbrance types in the Encumbrance Amount region.

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