Posted Encumbrance Transactions Report
Use this report to view posted encumbrance entries. It provides an audit trail for internal use and for auditors. Use the Options tab to apply different report settings.
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 |
|---|---|
| Transaction Source | The document's transaction type, either ENC for Encumbrances or ENL for Encumbrance Liquidations |
| Session ID | The session ID assigned to this batch of documents |
| Session Date | The date of the session |
| Session Description | The description of the session |
| Session Status | The status of the session |
| Session Last Updated Date/Time | The last date and time the session was saved |
| Posted Date | The date the session was posted |
| Posted By User | The user ID that posted the session |
| Document Entry Order | The order the documents were posted. The system displays the date and time. |
| Document Number | The document number |
| Document Date | The date of the document, such as encumbrance date or liquidation date |
| Document Description | The description of the designated document |
| Document Amount | The amount of the document, such as encumbrance amount or liquidation amount |
| Matching Transaction Source | The transaction source assigned to the related document |
| Matching Session ID | The session ID assigned to the related document |
| Matching Document Number | The number assigned to the related document |
| Vendor ID | The vendor ID selected during transaction entry |
| Vendor Name | The name assigned to the vendor |
| Document Created By User | The user ID who created the document |
| Document Created on Computer | The computer in which the document was created |
| Document Created Date/Time | The date and time the document was created |
| Document Modified By User | The user ID who modified the document |
| Document Modified on Computer | The computer on which the document was modified |
| Document Modified Date/Time | The date and time the document was modified |
| Effective Date | The transaction's effective date |
| Transaction Entry Order | The order of the transactions. It controls the order that records print on the report. |
| Transaction Description | The transaction line item's description |
| {Segment Name} Code | The code assigned to the segment, such as 01, 201, or 11001. The report prints one column for each segment. |
| {Segment Name} Title | The title associated with each code above, such as Fund Title, Grant Title, or GL Title. The system displays one column for each of these code types. |
| {Segment Name} Short Title | The short title associated with each code above, such as Fund Short Title, Grant Short Title, or GL Short Title. The system displays one column for each of these code types. |
| Increase | The increase amount of the transaction |
| Decrease | The decrease amount of the transaction |
| Attachments | Indicated by Yes or No, depending on if there are any attachments |
| Documents Attached | The number of attached documents. To reduce duplication, select "Summarize Amounts" on the Options tab. |
Use the Options tab to Summarize Amounts on the report, implement security features, and more.
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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.