Aged Encumbrances
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Access this report using Reports>Encumbrances>Aged Encumbrances. |
Use this report to print a list of encumbrances using a time factor. The report separates the encumbrances into four sections of time. These sections of time enable you to see how an encumbrance date is compared to an aging date entered on the Options tab. This summary style ledger contains:
- Data from the detail ledgers and summarizes all entries for an encumbrance. The detail entry amounts for an encumbrance are netted together creating a summary amount due. An encumbrance may net to zero if there are detail entries within the report date range that net to zero.
- Liquidations made through Transactions>Accounts Payable>Enter A/P Invoices.
Currency fields follow the formatting of the organization's functional currency. The functional currency was determined by the Administrator when the organization was created (File>New Organization>Functional Currency panel).
Advanced Security Users
Account Level Security is available for this report. This feature allows the Administrator to define the account codes and related amounts a user can view in the report. When account level security is activated by the Administrator for the organization (Security>Set Up Account Level Segments) and enabled for a user or group (Security>Set Up Account Level Security), the report will only print account information the user is allowed to see. Note that if a user does not have Account Level Security enabled, the user will see all account codes.
If the "Print Disclaimer on Report" check box is selected on the Security>Set Up Account Level Segments form, "This report may be affected by Account Level Security" prints in the header of this report. In that case, an * also prints after the report title.
Use this tab to assign a report name and determine whether or not to include it on the actual report. The report name can be printed in the header or the footer of the report.
Current Period Dates are also required to specify the reporting period for this report.
Use this tab to determine what data to include in the report and to define the report layout.
- By selecting Available Items, the data is divided onto separate pages. The report starts a new page for each item, and the item is printed in the page header of the report.
- By selecting Available Columns, the data that appears in the body of the report is determined.
| Column | Description |
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Class |
Used to limit or sort a range of Vendor IDs. It can be assigned to different IDs so they can be grouped together. For example, all office supply vendors might be grouped under Offsup. The class prints in the heading of the report, such as Offsup, Rent, or Util. |
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Type |
Used as a second-level sort for Class. The type prints in the heading of the report, such as furniture or computers. |
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Vendor ID |
The vendor entered during transaction entry. |
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Vendor Name |
The name assigned to the vendor (Maintain>Accounts Payable>Vendors). |
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Encumbrance Number |
The encumbrance number entered during transaction entry. |
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Encumbrance Date |
The date entered during transaction entry. |
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Encumbrance Description |
The date entered during transaction entry. |
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Account Code |
The account code associated with a transaction, plus the Group Code selected on the Groups tab. The report prints the account code, such as, 201, 05, or 45001. The system displays one column for each of these code types, such as Fund Code, Grant Code, or GL Code. |
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Account Title (plus Group Code selected from Group Sets) |
The title associated with each code above, plus the Group Title selected on the Groups tab. The system prints one column for each of these code types, such as Fund Title, Grant Title, or GL Title. |
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Account Short Title (plus Group Code selected from Group Sets) |
The short title for the title above (15 characters or less), plus the Groups Short Title selected on the Groups tab. |
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Current |
The sum of the records having a date greater than or equal to the aging date, which is entered on the Options tab. |
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Aging Period 1 |
The sum of the records having encumbrances with a date between one day before the aging date through the number of days in the first Aging Period box on the Options tab. |
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Aging Period 2 |
The encumbrances with a date between one day before the first Aging Period box through the number of days in the second Aging Period box. |
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Aging Period 3 |
The encumbrances with a date between one day before the second Aging Period box through the number of days in the third Aging Period box. |
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Over Aging Period 3 |
The sum of the records having a date equal or less than the Aging date minus Aging Period 3 Days plus 1. |
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Total |
The total of all aging columns, such as Current, Aging Period 1, Aging Period 2, Aging Period 3 and Over Aging Period 3. |
Use this tab to narrow down and more explicitly define the data to include in the report by selecting from the Available Filters.
Use this tab to designate the Group Sets for the report. Groups provide an alternate way of reporting summarized accounting data. Selecting a group code on the report is the same as filtering by group code on the entire report. Any accounts not included in a Group Set will not be included in the report. In order for groups to be applied to the report, the group selected on the Groups tab must also be selected in at least one of the following: Content tab or Filter tab.
Use this tab to set up any Available Options for the report.
| Options | Description |
|---|---|
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Aging Date |
This is the date to age the encumbrances. It is the actual date of the encumbrance. The Aging Date defaults to today's date when creating a report. However, once the report is saved, the next time you open it the aging date does not change to the current date. It is saved as the date the report was created (or whatever date was entered), and remains as that date until it is changed. |
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First Aging Period |
Three different aging periods can be entered. The system uses this number and counts back from the Aging Date. The first aging period prints amounts with a date of 1 to the Aging Date. If 30 is entered here, the report includes amounts that are from 1 to 30 days from the Aging Date. |
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Second Aging Period |
The second aging period includes amounts with a date of First Aging Period plus 1 day to Second Aging Period. If 60 is entered here, the report includes encumbrances that are from 31 to 60 days from the Aging Date. |
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Third Aging Period |
The third aging period includes amounts with a date of Second Aging Period plus 1 day to Third Aging Period. If 90 is entered here, the report includes encumbrances from 61 to 90 days from the Aging Date. |
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Suppress Lines with All Zeros |
Select this option so that documents with zero amounts do not print. This eliminates records having zero in all amount columns. If it is not selected, every line prints, even if it has a zero value. |
Use this tab to change the font and page setup for a report.
Use this tab to secure the active report so that other users cannot save their changes to it. The user that selects the check box, and then saves the report, is the only user that can change or save it later. This check box cannot be cleared by any user other than the user that locked the report.
In the Report Body group box, similar columns are grouped together and identified with a heading preceded by a collapsed 
or expanded symbol 
. A collapsed symbol indicates the columns that belong to the heading are hidden. Click the collapsed symbol to "expand" the heading to see the columns contained within it. Likewise, an expanded symbol indicates the columns below it belong to that heading. For example, when you see Account Code with a symbol next to it, this means that Account Code is a heading and that every code name under it (such as GL Code, Fund Code) stays with the heading when it is moved to the Selected box.