Encumbrance Budget Report
Use this report to view data comparing current year or period budgeted revenues and expenses with current year or period actual revenues and expenses. The budget columns are calculated based on the budget dates selected 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 |
|---|---|
| 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 & 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. |
| 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. |
| YTD Actual & 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. |
Use the Options tab to Summarize Amounts on the report, implement security features, and more.
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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.
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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.
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Select "Do Not Allow Changes to this Report" to secure the report so that other users cannot save their changes to it. This option can only be undone by the user that locked the report.
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Select "Year End Adjustments" to include year end adjustments on the report. This entry type was designated during transaction entry.
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Select "Open Entries in Detail" to include opening balances (system or user opening entries) in detail.
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Select "Replace total debits and credits with Balance" to show the net amount for each segment where totals have been requested. Otherwise, the report displays the total debits and total credits for each segment.
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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.