Detail Encumbrance Ledger

Access this report using Reports>Encumbrances>Detail Encumbrance Ledger.

Use this report to print the amount of encumbrances through the report date range. This is a detail style ledger that can print data in detail or in summary. When the “Summarize Amounts” option is selected on the Options tab, the detail entry amounts for an encumbrance are netted together creating a summary amount due. However, when this option is not selected, the system prints each individual record for an encumbrance. This report:

• Assists in reconciling encumbrance balances. It is also useful for audit purposes or for researching encumbrance questions.
• Contains 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).

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 Transaction Dates are required to specify the date range for the data included in the 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
Vendor ID	The vendor entered during transaction entry.
Vendor Name	The name assigned to the vendor (Maintain>Accounts Payable>Vendors).
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.
Type	Used as a second-level sort for Class. It prints in the heading of the report, such as furniture or computers.
Original Encumbrance Number	The number assigned to the original encumbrance. This allows the report to be sorted by encumbrance number so all entries made to an encumbrance are together.
Document Number	The number assigned to the encumbrance, liquidation, or invoice.
Document Date	The date entered on the transaction entry form.
Document Description	The description entered on the transaction entry form.
Document Amount	The amount of the encumbrance, liquidation, or invoice. The amount is the original document amount including adjustments.
{Segment Name} Code	The actual account code associated with a transaction. 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.
{Segment Name} Title	The title associated with each code above. The report prints one column for each of these code types, such as Fund Title, Grant Title, or GL Title.
{Segment Name} Short Title	The short title for the title above (15 characters or less). The system prints one column for each code type, such as Fund Short and Grant Short.
{Segment Name} Group Code	The defined group code, such as Fund Group Code or Grant Group Code. The report prints a column for each group code.
{Segment Name} Group Title	The title associated with the group code above. The report prints one column for each group segment.
{Segment Name} Group Short Title	The short title for the group title above (15 characters or less). The report prints one column for each group segment, such as Fund Group and Grant Group.
Effective Date	The line item's effective date assigned during transaction entry.
Session ID	The session ID assigned to this batch of documents.
Session Date	The date of the session from the Session form.
Session Description	The description from the Session form.
Transaction Source	The transaction type for the document. The transaction types for the Encumbrances module are ENC for Encumbrances and ENL for Encumbrance Liquidations. API is the transaction type for Accounts Payable Invoices.
Transaction Description	The description from the transaction line item.
Increase	The amount entered as the increase in the transaction entry table.
Decrease	The amount entered as the decrease in the transaction entry table.

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
Summarize Amounts	Select this option to add amounts together and display one line item with the total amount. All document information must be identical for the system to add items together.
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.
Subtotal Detail by Calendar Month	Select this option to subtotal the detail by a calendar month. This subtotal always calculates according to calendar month end, (1-31) not the month end of the Fiscal Year.

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.