Encumbrance summary (form) [AX 2012]

Updated: March 3, 2011

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Accounts payable > Common > Purchase orders > All purchase orders. Select a purchase order. On the Action Pane, click the Manage tab, and then click Encumbrance summary.

An encumbrance is a reservation of budget funds that are set aside on the balance sheet to make sure that actual expenditures do not exceed the available budget. If encumbrance processing has been enabled, encumbrances are created for a purchase order when the purchase order is confirmed. For more information about how to enable this process, see Encumber purchase orders.

You can use this form to view encumbrances by ledger account for the selected purchase order, and view any amounts that have been relieved. Encumbered amounts on a purchase order are relieved when a vendor invoice is confirmed to spend all or part of the encumbered amount. The relieved amount can include any invoice credits or price adjustments to the encumbered amount. You can also view the remaining amount of any encumbered amounts for a purchase order, if the whole encumbered amount was not relieved.

You create a purchase order with 35,000.00 in encumbered funds for the expected purchase of computers and related items. You later create and confirm a vendor invoice for a 22,000.00 purchase from a computer vendor. The relieved amount of the encumbrance is 22,000.00 and the remaining amount of the encumbrance is 13,000.00. You later return 1,000.00 in computer equipment that you do not need to the vendor. A 1,000.00 invoice credit changes the relieved encumbrance amount to 21,000.00. The remaining amount of the encumbrance is now 14,000.00.

You create and confirm a second vendor invoice to purchase 5,000.00 in computer software from another vendor. This relieves an additional 5,000.00 of the total purchase order encumbrance, and the total relieved amount for purchases from both vendors is now 26,000.00. The remaining amount of the encumbrance is 9,000.00. The vendor later gives you a 500.00 credit for two items where the price has been reduced. This price adjustment changes the total relieved amount to 25,500.00. The total remaining amount of the encumbrance is now 9,500.00.

The following table provides descriptions for the controls in this form.

Field

Description

Currency:

The transaction currency used for the purchase order.

Ledger account

The ledger account for the encumbered amount on the purchase order.

Encumbered amount

The encumbered amount on the purchase order for the specified ledger account. This includes any changes processed against the purchase order, but does not include any encumbrance amounts that have been relieved on a vendor invoice.

Relieved amount

The encumbered amount of any confirmed vendor invoices, invoice credits, or price adjustments on the purchase order, for the specified ledger account.

Remaining amount

The encumbered amount on the purchase order, minus any relieved encumbrance amounts, for the specified ledger account.

Encumbered amount (total)

The total encumbered amount of the purchase order for all specified ledger accounts.

Relieved amount (total)

The total relieved amount of the purchase order encumbrance for all specified ledger accounts.

Remaining amount (total)

The total remaining encumbered amount on the purchase order for all specified ledger accounts.


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).

Community Additions

Show: