Financial
Reporting
Procurement
Reports
Administration and Finance
Information Systems Management
March 19, 2015
Encumbrance Reports
FI030 – Encumbrance Ledger Transaction Report ……………………………………………2
FI137 – Open Encumbrance Report …………………………………………………………….5
FI142 – Total Spend by Vendor …………………………………………………………….……8
FI133 – Travel Payment Report ………………………………………………………………...10
FI070 – Blanket Order Summary ……………………………………………………………….13
FI126 – Vendor Report by State ………………………………………………………………..15
FI057 – Vendor Query Report…………………………………………………………………...17
FI038 – HUB Expenditures by Area and Department Report………………………………..18
FI055 – HUB Expenditures by Department and Account Number ………………………….20
FI077 – HUB Expenditures by Organization Areas ...………………………………………...23
Document Prefix Identifiers………………………………………………………………………25
Banner Account Coding……………………………………………………………………..…...26
Page | 1
FI030 – Encumbrance Ledger Transaction Report
An encumbrance exists when funds are set aside to support a purchase commitment made by an organization.
This report is used to track the activity on encumbrances from creation of the encumbrance to the closing of
the encumbrance. This report provides vendor payment information in the bottom section of the report,
providing departments with payment details should questions arise.
**Note: Some procurement systems do not require an encumbrance and will not necessarily be
identified in these reports (i.e. Pcard transactions, Direct Pay transactions, Blanket PO)
See the following information regarding an encumbrance:




Initial encumbrance date and amount
Payment dates and amounts
Remaining balances
Check Information
Parameter Page:
Required Parameter:

Fiscal Year – must use current fiscal year to view open transactions. Prior year may be used to search
for information regarding prior year activity.
Optional Parameters:






Chart
Encumbrance Number (EV, PO,)
Encumbrance Status – select open, closed or both
Fund, Organization, Program – can enter entire FOP or any combination of FOP.
Vendor ID – enter in vendor R#
Vendor – search on vendor name
Encumbrances and the budget that supports them are rolled forward at the first of each year, and are
identified in the report with an ERT prefix. A prior year will not have an open invoice. The report can be
executed for a prior year for information regarding an encumbrance that was created during that period.
NOTE: This report does not provide information about a Blanket PO as it does not encumber funds; please
see the FI070 Blanket Order Summary.
Page | 2
Some of the identifiers that display within the report and their description are below:






EV – Travel Encumbrance
PO – Encumbrance created in TechBuy
! – Direct Deposit
31 – checks
V- E-invoice
I – Invoice
The Rule Class description helps to identify the encumbrance event and the transaction date provides the
date the encumbrance was created. The Transaction Amount is the amount of the line item transaction
against the encumbrance. The transaction description gives identifying details regarding the event. The
Document ID identifies PO#, Travel Encumbrance #, Batch Close # etc. The Document Reference number
is the voucher number from the travel system. Tie the vendor invoice to the Doc ID for payment tracking.
For each line item in a PO the original amount, payments and adjustments and remaining balance are
provided. Then a summary amount for the entire PO is provided. The final line item of the encumbrance
section of this report provides the total amount of open encumbrances.
Check information regarding payments against encumbrances is included in the bottom section of this
report. This does not include payments for travel; refer to the FI133- Travel Payment Report for
these details.
Page | 3
The check information section of this report provides the following information:
















Check Number – identifies the document used to issue payment. ! Indicates direct deposit.
Encumbrance Number – the number of the encumbrance being paid
Encumbrance Item Number – each item in the P0 has a number. Example: below Lone Star
Decorating – two items were purchased, noted by item number 1 and item number 2
Requisition Line Item Number – when the item is split funded (expensed to more than 1 FOAP) there
will be a line item number for each FOAP involved in payment
Rule Class and Rule Class Description – describes the type of activity
Banner Invoice Number – The number assigned by Accounts Payable when paying the invoice
Chart – Indicates the institution supporting the purchase
Fiscal Year – The Fiscal Year of the activity
Posting Period – code for the month the event occurred
Transaction Date – date check was issued
Transaction Amount – dollar amount of the event
Transaction Description – identifies vendor most often
FOAP – account responsible for payment
Vendor ID – R# which identifies the vendor
Vendor Name – Vendor involved in the event
Bank – the bank supporting the transaction
**Note: The invoice payment amount reflected in the upper section of the report may not be the actual payment
amount. The top section shows encumbrance activity while the check section provides the actual payment
amount. The FI026A report shows the actual amount paid as well.
An encumbrance may have a balance of zero and still be open. An automatic process runs monthly for the
purpose of closing any encumbrances with a balance of $10.00 or less. If an encumbrance is open and has a 0- balance, please email techbuy.purchasing@ttu.edu for assistance in closing the encumbrance.
Page | 4
FI137 – Open Encumbrance Report
This report provides information about OPEN encumbrances only. Use it as a tool to see at a glance
open encumbrances with FOAP detail for each encumbrance and to determine what remaining open
encumbrance might need to be closed. This report reflects the original encumbrance amount, any
adjustments and liquidations and the remaining balance of each encumbrance. The final row
provides a summary total of all open encumbrances. Remember that all encumbrances that were
open rolled forward into the current fiscal year, and those that were rolled forward are identified with
ERT as part of the Doc ID.
Parameter Page:






Box 1 (upper left)
o Required Parameters – Chart of Accounts and Fiscal Year (use current Fiscal Year
only)
o Optional Parameters:
 Vendor ID – allows to enter in R# of vendor and see open encumbrances for that
vendor
 Doc Reference Number – view details for a specific document
 Fund Status
 Termination date of Fund, Organization, Account or Program
Box 2 (upper right)
o Optional Parameter – select one or more Fund classes
Box 3 (middle left)
o Optional Parameter – search on all or part of a Fund Code, select desired funds from
search display list. (i.e. enter 16A, pull in all funds starting with 16A)
Box 4 (middle right)
o Optional Parameter – search on all or part of an Organization Code, select desired
organizations from search display list.
Box 5 (lower left)
o Optional Parameter – search on all or part of an Account Code, select desired account
codes from search display list.
Box 6 (lower right)
o Optional Parameter – select one or more program codes
The options provided on the parameter page allow the report to be executed at the Fund Class, by
Fund, by Organization, By Area or Department, by Account, by Program, by FOP or any combination
of these optional parameters. This allows the user to look only at the data set needed to answer a
question regarding open encumbrances.
Page | 5
Select and Search parameters are provided for:



Fund Code – enter part of a Fund code and search will return all Fund codes having the string
entered. Choose one or many from the results list and move into the Choice box. (i.e. enter
16A and all funds starting with 16A will display in Results box.)
Organization Code – enter part of an Organization code and search will return all organization
codes beginning with string entered. Choose one or many from results list and move into
Choice box. (i.e. enter C110 and all organization codes starting with C110 will display)
Account Code – enter part of an Account code, Results displays all account codes beginning
with string entered. Choose one or many from results list and move into the choice box. (i.e.
Enter in 7B0 and all in state travel codes will display)
An encumbrance may have a balance of zero and still be open. An automatic process runs
monthly for the purpose of closing any encumbrances with a balance of $10.00 or less. If an
encumbrance is open and has a -0- balance, please email techbuy.purchasing@ttu.edu for
assistance in closing the encumbrance
Page | 6
FI137 – Open Encumbrance Report:
The details provided include:
 Encumbrance Number – alpha numeric code assigned to encumbrance for identification purposes
 Document Reference Number – Code to identify the event (Travel
 Chart of Accounts –Indicates the institution the transaction is tied to
 Fiscal Year – Fiscal Year of Encumbrance
 Vendor Name – Vendor involved in the event
 Original Encumbrance – Dollar amount of original event
 Adj and Liquidations – Includes payments and closings
 Remaining Balance – Amount left owing on the encumbrance
 Fund – Organization – Account – Program encumbered for the purchase
The total for each encumbrance is provided as well as a summary total for all encumbrances.
Page | 7
FI142 – Total Spend by Vendor
This report provides the total spend by vendor for a date range and can be executed by Fund,
Organization, Program, or any combination of these as well as by Vendor.
Required Parameters:


Chart of Account
Include PO Number
Optional Parameters:








Fiscal Year
Fund
Organization
Program
Vendor Invoice Number
Vendor ID
Vendor Name
Date Range
FI142 – Parameter Page:
Page | 8
FI142 – Total Spend by Vendor Report:
The report is sectioned by Vendor and provides the following details:













Vendor ID – R# for vendor that is used as an identifier in Banner
Document – A code to identify a document
Document Type – identifies the type of document indicated in the document column
PO Number – PO tied to document if applicable, not all will be tied to a PO.
FY – Fiscal Year the document is tied to
Chart – Institution the FOAP is tied to
Fund – Identifies source of monies
Organization – Identifies who is spending the monies
Account – Identifies what is being purchased
Program – Identifies the purpose of the expenditure
Vendor Invoice Number – The number of vendor submitted invoice. Ties PO to Invoice.
Transaction Amount – the dollar amount of the purchase
Check Details Provided
o Check Number
o Check Date
o Check Amount
The report provides a summary total for each vendor within the report.
Page | 9
FI133 – Travel Payment Report
This report provides a summary of the travel expenses that have been paid. The report provides the
option to see the summary at the FOP or Account code levels.
The top section of the parameter page provides opportunity to choose the date information and report
type. Fiscal Year and Report type are required. If a Posting Period is not selected, all posting
periods will be displayed.
The FOAP section of the parameter level allows multi-select option at both the Fund and Organization
Levels with a search option on all or part of the code for each. Account and Program selected also
has multi-select capability. All of these parameters are optional.
Page | 10
FI133 – Travel Payment Report (Summarized by FOP):
The report displays the FOP in the first 3 columns and then is followed with the Account Codes that
were involved in the transaction(s). Description of Account Codes is provided in the section heading
of the report.
Other details provided include:










Transaction Date – Effective date of the event
Activity Date – Date entered into Banner System
Doc ID – Alpha numeric string used to provide details about what type of transaction and who
to contact regarding transaction
DOC Reference Number – An identifier that provides some detail about the transaction
Rule Class and Rule Class Description – this is a code and definition of the type of entry
Encumbrance Number – P0 number used to identify the transaction within TechBuy and for
reporting purposes
Amount – Dollar amount of the transaction
Vendor Name – Name of vendor paid for the transaction
R Number – Number assigned to vendor when identity is created as a vendor
Description – Description of travel event
For travel related information, please keep in mind that a Journal Voucher (Rule Class V15) does
create a check which is issued to the traveler.
Page | 11
FI133 – Travel Payment Report (Summarized by Account)
Grouped by Account Code, the FOP follows so that funding information is the first data displayed.
For a description of other report items, please see the previous definitions for the FOP summarized
version of this report.
Note*: For further clarification regarding an entry, access FI026 – Operating Ledger Transaction
Report and enter Doc Reference Number or Document ID into the fields provided. See below:
FI026 – Operating Ledger Transaction Report
Page | 12
FI070 – Blanket Order Summary
Required Parameter:
 Chart of Accounts
Optional Parameters:
 Fiscal Year
 Blanket Order Number
 Fund, Organization, Account, Program Codes
o These parameters have a select and search function. Search on all or part of the
code desired. From the Options box, select those desired, choose insert to move
them to the Choice box.
Page | 13
It is important to remember that a Blanket Order does not encumber funds. The report provides two sections
of information regarding the Blanket Order.
The first section Provides information about the Blanket Order:






Vendor Name –The entity/person providing the product / service
Org – Organization the Blanket Order belongs to (populates if report is ran by fund without selecting the
Org
Order Date – Date the Blanket Order is created
Termination Date – Date the Blanket Order is closed
Original Blanket Amount – Purchasing and Contracting sets an amount of $5,000 on these
Remaining Blanket Amount – Balance available on the Blanket Order
The second section provides details regarding Payments against the Blanket Order








Transaction Date – Date the payment was made
Document Code – Alpha numeric string used to provide details about what type of transaction and
who to contact regarding transaction
Vendor Name –The entity/person providing the product / service
Chart – Institution the FOAP is tied to
Fund – Identifies source of monies
Organization – Identifies who is spending the monies
Account – Identifies what is being purchased
Program – Identifies the purpose of the expenditure
Page | 14
FI126 – Vendor Report by State
This report is used to see vendor payment information and can be executed by state. The parameter
page is shown below.
Required Parameters:



Chart of Accounts
Beginning Date – date to start the report
Ending Date – date to end the report
Optional Parameters:




State Code – Enter state vendor payment is sent to or state inquiry is for
Fund
Organization
Program
FI126 Parameter Page:
Page | 15
FI126 - Vendor Report by State:
The report is grouped by FOP. For the FOP, all check payments to vendors during the time selected
in the calendar parameters are displayed. This does not include P-card transactions as these are
paid with a JV.
Columns Include:
 Document – the check number that payment was issued with
 Transaction Date – date of the check
 Document Type – 8 represents check; 5 represents cancelled check
 Vendor ID – R number that identifies the vendor in Banner
 Vendor Name – name of the person from whom goods or services were secured
 State – State that is recorded on the Vendor’s W-9, this may vary from the state payments go
to or the state the vendor is physically located in.
 Amount – the dollar amount of the check payment
Page | 16
FI057 – Vendor Query
This report provides the opportunity to locate businesses / individuals who have the identity of a “Vendor”.
This can be helpful if a department is working with a business and needs to know if the business is set up in
our system, if the business is a HUB vendor or may also be used to find vendors by city.
The Parameter options are:



Vendor Type
Vendor Name
City Name
The report provides, as shown below, the R# of the vendor (TTU ID), followed by the Name, Type, location and
contact information.
Page | 17
Texas Tech’s HUB Goals
11.2% for heavy construction other than building contracts
21.1 % for all building construction, including general contractors and operative builders contracts
32.7% for all special trade construction contracts
23.6% for professional services contracts
24.6% for all other services contracts
21% for commodities contracts
The University is required to make good faith effort to comply with the States HUB goals. Failure to do
so can result in a loss of appropriated funds
FI038 – HUB Expenditures Report
This report is designed to allow an Area within the University to track the percentage of purchases that are
made through HUB vendors. Departments are expected to review this on a monthly basis. The report displays
the total percentage for the Area with option to drill to see percentages for each department within that area.
None of the reports supporting HUB expenditures include Pcard data. HUB reports provide payment
information only.
Required parameters include:
 Chart of Accounts
 Fiscal Year
 Beginning and Ending Fiscal Period
Optional Parameter is:
 Area – if an area is not selected the report displays all Areas tied to the Chart of Accounts selected.
The report displays all Departments assigned to the Area(s) selected. For each department, the following
information is provided:





Department Code
Department Name
Total expenditures
Total dollar amount expenditures with HUB vendors
Percent of purchases made with HUB Vendors
Page | 18
The total is provided by Department, followed with a summary for the Area and then an overall total if more
than one Area was selected in the parameter.
Note the Drill down in the section Header, which links to the FI038A report which provides details by Category
of Purchase for all departments belonging to the Area selected.
FI038 – HUB Expenditures by Area and Department:
FI038A – HUB Expenditures by Department and Category
This report breaks the total expenditure by Department into Category expenditures, providing the opportunity to
see if the department is reaching Texas Tech’s HUB goals. The information provided includes:




Category – the code and description for the type of purchases that fall within that code
Transaction Amount – total dollar amount purchased within the category
HUB Transactions –total dollar amount purchased from a HUB vendor
HUB Percent – Percentage of purchases made from a HUB vendorThere is a summary row for each
Department, which is the detail level provided on the FI038 report.
FI038A – HUB Expenditures by Area and Department:
Page | 19
FI055 – HUB Expenditures by Department and Account Number
This report is used to see what percentage of total expenditures for a select Department for a specific
period of time was made with HUB vendors. This displays by FOP within the department. This report
displays information for YTD expenditures as well as the fiscal period selected in the parameter page.
This report should be reviewed on a monthly basis. A good practice is to review while reconciling
accounts.
Required parameters include:




Chart of Accounts
Fiscal Year
Fiscal Period
Report Type: Summary, Detail or Text
Optional parameters:



Department – select department or leave blank for all
Account – select specific account (expenditure type) or leave blank for all
State Agency Inclusion – choose to include all state agencies or not
Page | 20
Summary Report
This version of the FI055 report provides the HUB percentages at the FOP level. Grouped by Department, the
FOPs tied to the department display and for each FOP is a summary of the HUB Expenditures for both the
Fiscal Period selected on the Parameter page and for Year-to-Date. This summary version provides the total of
all expenditures without providing details at the vendor level.
In the report displayed below, notice that the first column provides the Department Description, followed by a
list of FOPs belonging to the Department. The Account Code Description follows the FOP, which provides
information about the classification of goods purchased. Following the FOAP and Account details, the
expended dollars are displayed.
There are two sections of expenditure information: (1) Current Amounts and (2) Year to Date Amounts. The
screen shot below has a red arch over the Current Amounts (Fiscal Period selected for report) and YTD
Amounts (from beginning of fiscal year, Sept. 1 to end of Fiscal Period selected for the report).
The Current Amount column is the total of expenditures for the FOP within the identified account code for the
period selected. The Current HUB amount displays the dollar amount expended within the identified account
code for the period selected with HUB vendors, followed by the HUB % within the FOP / Account combination
for the period.
Like details are provided for Year-to-Date information. The total amount spent from the FOP / Account for the
year, the dollar amount of which was expended with HUB vendors and then the HUB percentage for Year-toDate.
A summary row of all expenditures for department and HUB dollars and percentages is provided as well.
FI055 – HUB Expenditures by Department and Account – Summary
There are certain account codes that are HUB reportable, and the report is programmed to pull in those
account codes. Therefore this report is not to be used for total expenditures within a FOP.
Page | 21
Detail Report
This report provides the details behind the summary version of the FI055. While the Department and FOP /
Account grouping remain in place, the additional information is provided:



State Object Code
State Category
Vendor Name
The dollar amounts displayed in the summary report are broken down so that the user can see by Vendor the
Current Amount of Expenditures for the Month, followed by the HUB percent and then the total Year to Date
Expenditures by Vendor with YTD HUB percentage as well.
FI055 – HUB Expenditures by Department and Account – Detail
A vendor may show up more than once on the report as their products could be represented within multiple
account codes.
Page | 22
FI077 – HUB Expenditures
This report is designed to display HUB Expenditures by Organization Areas. The screen shot below provides
details regarding the parameters that are to be entered
Parameter Page 1:




Chart of Accounts (required)
Fiscal Year (required)
Fiscal Periods to begin and end the report (required)
Area – Campus unit data is needed for (optional)
Selecting Next will advance user to second parameter page, where section can be selected or any element(s)
of Fund – Organization – Program can be entered
Parameter Page 2:


Section – choose one or many
Fund, Organization or Program – enter entire FOP or any element or combination of FOP
Page | 23
FI077 – HUB Expenditure Report by Organizational Area
The report output provides the following:










Document – this is the Accounts Payable Invoice Number
Vendor Name – Name of business involved in the transaction
State Vendor ID – the states vendor identification number
Transaction Date – in this report this is identifying the date of the Document (Banner Invoice),
this is not the date that the check was issued
Vendor ID – The TTU R number for the vendor
Account Code – identifies what type of good or service was purchased
FOP – the account paying for the transaction.
Transaction- the total amount of the invoice.
HUB Amount- the dollar amount of the purchase qualifying as a HUB purchase
HUB percent- percent of transaction qualifying as a HUB purchase
A summary row provides a total dollar figure for all transactions, the total dollar figure for HUB
transactions and then gives the percentage of all purchases that were made with HUB vendors.
Page | 24
Document Prefix Identifiers Guide
The Document ID is used on campus to identify the contact person for a specific transaction.
Not all questions should be directed to Purchasing & Contracting. On the Crosswalks & Code
Charts page of the AFISM website, there is a guide designed to direct you to the appropriate
contact department / person.
The Path is A&F Work Tools > AFISM > Crosswalks & Code Charts > Document Prefix
Identifiers. Each document has an ID consisting of a prefix of one or more characters. That
prefix is then referenced on the document to find the correct contact person.
Page | 25
Banner Account Coding
Account – A six character code that identifies revenue source, balance sheet and expenditures.
Account is structured to have sight recognition for different account types (revenue, salary,
expenditure, etc.) and categories.
Account Coding
Expenditure account codes (7xxxxx) is primarily be used for PCard and TechBuy purchases. Some
resources for choosing the appropriate account code for your purchases are available.
1) Cognos Report FI067 – List of Valid Account Codes
Select Chart and Account Type (70-Operating Expenses for TechBuy) Budget Pools are listed –
select those you wish to view or Select all.
Page | 26
2) AFISM Crosswalks and Code Charts
http://www.depts.ttu.edu/afism/referencev2/crosswalksCodecharts.asp under Account > Banner
Account Crosswalk.
Select “Banner Procurement Account Code Guidelines” to view the expenditure account codes
that are used in TechBuy, Travel, Pcard and Payment Services in excel spreadsheet form..
Select “Banner Account Crosswalk”

Select Chart of Accounts
o Texas Tech University (Default)
o Texas Tech University System
o Texas Tech Health Sciences Center

Select Category
o Expenses - Account Codes begin with “7” (Default)
o Revenues – Account Codes begin with “5”
o Salary – Account Codes begin with “6”
Example – Search for Toner
Page | 27
Search Results (NOTE: Some Account Codes may not be appropriate for the expenditure. For detail,
search by Banner Account Code)
Example – Search by Account Code 7C0010
Search Results (Partial Display)
Page | 28
NOTE: Revenue and Salary Categories will not provide Description search results when searching by Account
Code.
To begin a new search click as shown below:
Page | 29