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Encumbrance Budget Report

Access this report using Reports>Encumbrances>Encumbrance Budget Report.

Use this report to print data comparing current year or period budgeted revenues and expenses with current year or period actual revenues and expenses and/or current year or period encumbrances. The budget columns are calculated based on the Budget Version selected on the Options tab. (Budget Versions were created by the Administrator using Organization>Set Up Modules>Budget>Budget Versions.) This report contains:

Any liquidations entered using Transactions>Accounts Payable>Enter A/P Invoices; they appear in the “Actual” columns of this report.
Additional items, columns, and filters if any user defined fields were created by the Administrator using Organization>Set Up User Defined Fields. Only user defined fields with a field type of String, Editable Drop-Down List, Non-Editable Drop-Down List, Date, or Yes/No are available in the Items by Page group box on the Content tab.
The Custom Columns feature, which allows you to create report columns that are not provided by the system. These columns can be set up to override report dates or create custom formulas.

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.

Specify the reporting period for this report by entering a Current Reporting Year Begins date and the Current Period Dates.

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
Account Code	The account code, such as, 201, 05, or 45001.
Account Title	The actual title assigned to the account code. The report prints the account title, such as, Housing, Federal Grant Fund, or Service Fees.
Account Short Title	Usually the first 15 characters of the Account Title. The report prints an account short title, such as, Housing, Fed Grant, or Svc Fees.
Effective Date	The line item's effective date.
Current Period Actual	This amount is calculated by taking the net amount of actual expenses for the Opening Balances Date through the Ending Balances Date. These dates were specified on the Setup tab.
Current Period Encumbrance	This amount is calculated by taking the net amount of encumbrances for the Opening Balances Date through the Ending Balances Date.
Current Period Actual and Encumbrance	This amount is calculated by taking the net amount of actual expenses plus the net amount of encumbrances for the Opening Balances Date through the Ending Balances Date.
YTD Actual	This amount is calculated by taking the net amount of actual debits and credits for the period Current Reporting Year Begins Date through the Ending Balances Date of the current year. These dates were specified on the Setup tab.
YTD Encumbrance	This amount is calculated by taking the net amount of actual debits and credits for the period Current Reporting Year Begins Date through the Ending Balances Date of the current year. These dates were specified on the Setup tab.
YTD Actual and Encumbrance	This amount is calculated by taking the net amount of actual expenses plus the net amount of encumbrances for the Current Reporting Year Begins Date through the Ending Balances Date of the current year.
Prior Year Budget - {Budget Version Display Name}	This amount is calculated by taking the net amount of budget decreases and increases for the Current Reporting Year Begins date through the Ending Balances date of the prior year.
Current Period Budget - {Budget Version Display Name}	This amount is calculated by taking the net amount of budget decreases and increases for the period Opening Balances Date through the Ending Balances Date for the specified Budget Version.
Current Period Budget Variance - {Budget Version Display Name}	This is the expense and revenue variance for the calculation between the Current Period Actual amounts and the Current Period Original Budget amounts.
YTD Budget - {Budget Version Display Name}	This amount is calculated by taking the net amount of budget decreases and increases for the period Current Reporting Year Begins Date through the Ending Balances Date of the current year for the specified Budget Version.
YTD Budget Variance - {Budget Version Display Name}	This is the expense and revenue variance for the calculation between the Current Year Actual amounts and the YTD Original Budget amounts.
Total Budget - {Budget Version Display Name}	This amount is calculated by taking the net amount of decreases and increases for the period Total Budget From date through the Total Budget Through date (on the Options tab) for the specified Budget Version.
Total Budget Variance - {Budget Version Display Name}	This is the expense and revenue variance for the calculation between the Current Year Actual amount and the Total Original Budget amounts.
Percent Total Budget Remaining - {Budget Version Display Name}	This amount, which is represented using a percentage, is calculated by taking the Total Original Budget less the Current Year Actual, and then dividing the result by the Total Original Budget.
Percent Total Budget Used - {Budget Version Display Name}	This amount, which is represented using a percentage, is calculated by taking the YTD Actual divided by the Total Original Budget.
{User Defined Field} - {Segment Name} Code	A segment type user defined field and its data. There is a separate column for each field that was created by the Administrator using Organization>Set Up User Defined Fields.
{Custom Column}	A custom column that was created.

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
Total Budget	Select the start and end date you want to use to calculate and print total budget amounts. This range can exceed a 12 month interval.
Year-End Adjustments	Select this option to include year-end adjustments on the report. This entry type was designated during transaction entry.
Unfavorable Balance Only	Select this option to report only accounts showing unfavorable balances. For example, if the budget for an expenditure type account is $20,000 (USD) and the actual expenditures equal $21,000 (USD), there would be an unfavorable balance of $1,000 (USD). Similarly, if the budget for a revenue type account is $10,000 (USD) and the actual revenues equal $9,500 (USD), there would be an unfavorable balance of $500 (USD).
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.

This report can contain two date ranges: Opening/Ending Balances (on the Setup tab) and Total Budget From/Through (on the Options tab). However, the system cannot look at two date ranges. It uses one or the other. Any time a column is selected pertaining to “Total Budget,” the system looks at the “Total Budget From/Through” date range.
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.
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).