Aged Encumbrances Report

To access this report, go to Reports > Encumbrances > Aged Encumbrances

Use this report to view 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.

Note: If you're not familiar with the MIP Report Builder, see Report Builder for an introduction.

You can choose to use the report as-is by selecting Export or View, or make edits to the report by selecting Edit.

If you choose to make edits to the report, the Report Builder page will display. From this page, use the Setup tab to choose the columns you'd like to appear on the report. You can rename the columns under the Column Heading.

 

The following columns are available to include in the report:

 

Column Description
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

  • The type prints in the heading of the report, such as furniture or computers.
Vendor ID The vendor entered during transaction entry
Vendor Name The name of the vendor
Encumbrance Number The encumbrance number
Encumbrance Date The encumbrance date
Encumbrance Description The encumbrance description

Account Code

The account code associated with a transaction, plus the group code.

  • 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.
Account Title The title associated with each code above, plus the group title. The system prints one column for each of these code types, such as Fund Title, Grant Title, or GL Title.
Account Short Title The short title for the title above (15 characters or less), plus the group short title.
Current The sum of the records having a date greater than or equal to the aging date, which is entered on the Options tab.
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.
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 on the Options tab.
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 on the Options tab.
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.
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 the Options tab to select Aging Dates, Summarize Amounts on the report, implement security features, and more.

  • 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.

  • 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.

  • 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.

  • 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.

  • Select "Summarize Amounts" 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.

  • Select "Suppress Lines with All Zeros" 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.