Encumbrance and Budgetary Control in Oracle

Encumbrance and Budgetary Control in Oracle Application

Setting up encumbrance accounting actually has very few actions that need to be performed in Oracle Purchasing module.  The primary level of effort required for encumbrance accounting setup is in the General Ledger module.  There is one action that can be taken by PO and it deals with the AP form Financial Options
Here are some quick setup steps for encumbrance accounting.  The setup details may differ depending on the business needs. The steps included here are for Release 11
 
1) Define the Encumbrance Account

    1.1. Navigation in GL: Setup -> Financials -> Flex fields -> Key -> Values

         Navigation in PO: Setup -> Financials -> Flex fields _> Key -> Values

    1.2. Perform a find by entering the following criteria:

         Application: Oracle General Ledger

         Title: Accounting Flex field

         Structure: <name of a structure to be used>

         Segment: Account                                                                                   

    1.3. Click the Find button.

    1.4. Add a new segment value.

         Value: (enter your own)

         Description: Reserve for Encumbrance

         Qualifiers:

           Allow Budgeting: Yes

           Allow Posting: Yes

           Type: Liability

    1.5. Save the record.

2)  Enable Budgetary Control

    2.1. Navigation in GL: Setup -> Financials -> Books

    2.2. Query up the proper Set of Books

    2.3. In the Budgetary Control Options alternate region:

         Enable Budgetary Control: Yes

         Require Budget Journals: Can be blank - dependent on business needs.

    2.4. Add Reserve for Encumbrance Account    2.5. Save

3)  Open the Encumbrance Year (GL)

    3.1. Navigation in GL: Setup -> Open -> Close.

    3.2. Set the year to open.

    3.3. Click button Open Next Year.

    3.4. After confirming the prompt to open the selected year, a concurrent

         Request is launched; the encumbrance year will be open upon completion

         Of this concurrent request.

4)  Set Encumbrance Types (PO)

    4.1. Navigation in PO: Setup -> Organizations -> Financial Options

                      Encumbrance Alternate Region

    4.2. Choose encumbrance types for Requisitions and Purchase Orders.

         Oracle Financials provides two predefined encumbrance types that you

         Can use to identify requisition, purchase order, and invoice

         Encumbrances: Commitment and Obligation.  Additional encumbrance types

         Can be defined in Oracle General Ledger.

    4.3. Use Requisition Encumbrance:

         If you enable this option, Purchasing creates journal entries and

         Transfers them to General Ledger to encumber funds for purchase

         Requisitions.

         - Encumbrance Type: 

           If you enable Use Requisition Encumbrance, you must select a

           requisition type by which you can identify your requisition

           encumbrance journal entries.  Purchasing assigns this encumbrance

           type to the encumbrance journal entries it creates for purchase

           requisitions.

         - Reserve at Requisition Completion: 

           If you enable Use Requisition Encumbrance, indicate whether you want

           requisition preparers to have the option to reserve funds.  If you

           do not enable this option, only requisition approvers will have the

           option to reserve funds.

    4.4. Use PO Encumbrance: 

         Enable this option to encumber funds for purchase orders, invoiced

         matched to purchase orders, and basic invoices (not matched to a PO). 

         If you enable this option, Purchasing encumbers funds for purchase

         orders and Payables encumbers funds for variances during approval of

         invoices matched to purchase orders.  If you enable this option and

         enter a non-purchase order-matched invoice, Payables will encumber

         funds for it during approval.  All Payables encumbrances are reversed

         during posting.  If you enable Use Requisition Encumbrance, you must

         also enable this option.

5)  Define Budgetary Control Groups

    5.1. Navigation in GL: Budgets -> Define -> Controls.

    5.2. Query the Standard budgetary control level.

    5.3. Select the funds checking level to either absolute, advisory or none.

    5.4. Save.

6)  Define Budget

    6.1. Navigation in GL: Budgets -> Define -> Budget.

    6.2. Enter a name and description

    6.3. Status: Open

    6.4. Require Budget Journals: Yes

    6.5. Define the budget periods (these are typically for the duration of the

         fiscal year).

    6.6. Click the Open Next Year button (concurrent process gets submitted).

7)  Define Budget Organization       

    7.1.  Navigation in GL: Budgets -> Define -> Organization

    7.2.  Enter Budget Organization Name and Description.

    7.3.  Ordering Segment: Account

    7.4.  Display Sequence: Enter the sequence of segments desired.

    7.5.  Suggest not entering a password but you may if so desired.

    7.6.  Click the Ranges button.

    7.7.  Enter the Account Range From/To, click OK.

    7.8.  Type: Entered

    7.9.  Currency: USD

    7.10. Encumbrance: Yes

    7.11. Funds Check Level: Select from Absolute, Advisory, or None.

    7.12. Amount Type: YTD (usual entry)

    7.13. Funding Budget:  Enter the Budget created on step 6 above.

    7.14. Save.

8)  Define Budget Journal (GL)

    8.1.  Navigation in GL: Budgets -> Enter -> Journals

    8.2.  Enter the Budget Organization created in Step 7

    8.3.  Find the appropriate budget, accounting periods, currency.

    8.4.  Alternate Region: Worksheet mode

    8.5.  Click and enter the accounts field and enter the accounts range.

    8.6.  Enter the budget amounts for each time period in question (usually

          monthly budgets)

    8.7.  Save

    8.8.  Click the Create Journals button

    8.9.  Name a journal batch (make it meaningful)

    8.10. Category: Budget

    8.11. Funds Status: Required.

    8.12. Click Check Funds button (concurrent request submitted).

    8.13. Wait for completion of task.

    8.14. Click Reserve Funds button (concurrent request submitted).

    8.15. Wait for completion of task.

    8.16. Click View Results to ensure proper status of above entries.

    8.17. Click Done button to exit forms.

    8.18  View Concurrent Requests to ensure successful completion of the above-

          submitted concurrent requests.

9)  Post Journal Entries (GL)

    9.1. Navigation in GL: Journals -> Post

    9.2. Find Balance Type: Budget

    9.3. Select the journal entry batches you entered for posting by enabling

         the check box

    9.4. Click the Post button; this submits a concurrent request.

10) Review Posted Entries (GL)

    10.1. Navigation in GL: Inquiry Account

    10.2. Select Accounting Period From/To

    10.3. Alternate Region: Primary Balance Type

    10.4. Actual: yes

    10.5. Alternate region: Secondary Balance Type

    10.6. Budget: Yes

    10.7. Budget: Select the budget from the LOV.

    10.8. Click in the account field for account range.

    10.9. Click the Show Variance button.

    10.10. The account should show the budgets as defined with an actual of $0.