The first spreadsheet shows that seven items have been ordered (note the encumbrances), but no invoices have been paid for. It could be near the beginning of the fiscal year, where items have just been ordered, but not yet received.
The second spreadsheet shows that some items have now been received and invoices paid. By comparing the two spreadsheets, answer the following questions.
| Fund # | Allocation | PO# | Encumberance | Payment | Unencumbered balance |
| 2450 | $12,000.00 | $632.99 | $0.00 | $11,367.01 | |
| 2450-BK | $0.00 | ||||
| $6,000.00 | 1 | $85.00 | $5,915.00 | ||
| 2 | $95.00 | $5,820.00 | |||
| 3 | $125.00 | $5,695.00 | |||
| Total | $6,000.00 | $305.00 | $0.00 | $5,695.00 | |
| 2450-CD | |||||
| $5,000.00 | 4 | $200.00 | $4,800.00 | ||
| 5 | $22.99 | $4,777.01 | |||
| 6 | $50.00 | $4,727.01 | |||
| Total | $5,000.00 | $272.99 | $0.00 | $4,727.01 | |
| 2450-PE | $1,000.00 | $1,000.00 | |||
| 7 | $55.00 | $945.00 | |||
| Total | $1,000.00 | $55.00 | $945.00 |
| Fund # | Allocation | PO # | Encumberance | Payment | Unencumbered balance |
| 2450 | $12,000.00 | $230.00 | $403.98 | $11,366.02 | |
| 2450-BK | |||||
| $6,000.00 | 1 | $0.00 | $78.99 | $5,921.01 | |
| 2 | $0.00 | $100.00 | $5,821.01 | ||
| 3 | $125.00 | $5,696.01 | |||
| Total | $6,000.00 | $125.00 | $178.99 | $5,696.01 | |
| 2450-CD | |||||
| $5,000.00 | 4 | $0.00 | $199.99 | $4,800.01 | |
| 5 | $0.00 | $25.00 | $4,775.01 | ||
| 6 | $50.00 | $4,725.01 | |||
| Total | $5,000.00 | $50.00 | $4,725.01 | ||
| 2450-PE | $1,000.00 | $1,000.00 | |||
| 7 | $55.00 | $945.00 | |||
| Total | $1,000.00 | $55.00 | $945.00 |
1. Which purchase orders have been shipped with invoices?
1, 2, 4 and 5
2. What has happened in the payment columns?
shows various payments have been paid
3. For each purchase order which has been received, calculate the difference between the estimated amount and the actual amount. Round off your answers.
| Purchase order # | Difference |
| 1 | $6 |
| 2 | $5 |
| 4 | $0 |
| 5 | $2 |
4. How did you calculate the difference?
estimated price – actual payment
5. In the second spreadsheet, the unencumbered balance was calculated by taking the total allocation and subtracting the total amount of the encumbrance and total amount of payments.
For the fund 2450-bk this was $6,000.00-($125.00+$178.99)=$5,696.01
6. What was the equation for 2450-cd?
$5,000.00-($50.00+$224.99)=$4,725.01
7. What would the unencumbered balance for fund 2450-pe be if an invoice arrived for po#7 in the amount of $45.00?
$1,000.00 – ($0.00+$45.00) = $955.00
8. What would the unencumbered balance for fund 2450-bk be if an invoiced arrived for po#3 in the amount of $1,000.00?
$5,696.01-$100.00=$5,596.01
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