Open Encumbrances
Overview
The Open Encumbrances report displays a list of items ordered but not fully paid within a specified period. It provides information about outstanding orders, including bibliographic, fund, and order information. You can use this report as part of your fiscal close process to identify orders that are still open and need to be dealt with based on local workflows.
This report defaults to your current budget period, but can be filtered to select other budgets, as well as order date time periods, branches, shelving locations, and fund codes.
Report details
- Dataset: Acquisitions
- Data refresh rate: This report's data is updated nightly. It will be updated by 6 a.m. your institution's data center time. The data will be "as of" the end of the previous day.
- Data history start date: Data since institutions started using WMS Acquisitions
- Default date range: Your current budget period
- Report type: Interactive
Report interface
Filters
- Current Budget Period
- Open Encumbrance Indicator
- Order Date
- Budget Period
- Branch Name
- Shelving Location
- Fund Code
Slicers
The Open Encumbrances report visuals and columns have four slicers that can be applied to them. By default, each slicer is set to All.
Order Type
Select one or more of the following order types to update the report visuals.
- Select all (default)
- (Blank) - Do not use.
- Approval plan
- Blanket Order
- DDA Plan
- Gift /Donation list
- Legal Deposit List
- Purchase order
- Standing Order
- Template
Acquisitions Type
Select one or more of the following acquisition types to update the report visuals.
- (Blank) - Do not use.
- One-time
- Subscription
Processing Type
Select one or more of the following processing types to update the report visuals.
- Select all (default)
- (Blank) - Do not use.
- Electronic Product
- Local
- Monograph
- Monographic series
- Serial
Material Format
Select one or more of the available material formats to update the report visuals. The available values will depend on your institution's holdings.
Visuals
The Open Enumbrances report contains three visuals.
- Copies Encumbered - The total number of copies encumbered for a specific budget transaction.
- Encumbered Copies Received - The total number of encumbered copies received by your institution.
- Encumbered Amount - The monetary amount held or reserved on a fund.
Columns
The Open Encumbrances report contains the following columns. Click on a column name for more information.
You can click a column name to change the column sort.
- Click once to sort the column in ascending order.
- Click twice to sort the column in descending order.
- Click three times to restore the column to its original order.