Summary Encumbrance Ledger Report
Use this report to view a list of encumbrances through a specified date range. This is a summary style ledger obtaining its information from the detail ledgers. It summarizes all entries for an encumbrance which has an effective date prior to or within the report date range. The detail entry amounts for an encumbrance are netted together, creating a summary amount. 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 |
|---|---|
| Class |
Used to limit or sort a range of vendor IDs. It can be assigned to different IDs so they can be grouped together.
|
| Type | The type, which is a second-level sort for Class. It prints in the heading of the report, such as furniture or computers. |
| Vendor ID | The vendor entered during transaction entry |
| Vendor Name | The name assigned to the vendor |
| Encumbrance Number | The encumbrance number |
| Encumbrance Date | The encumbrance date |
| Encumbrance Description | The encumbrance description |
| Encumbrance Amount | The amount of the encumbrance |
| {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 report prints 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 report prints one column for each of these code types. |
| {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, such as Fund Group and Grant Group (15 characters or less). The report shows one column for each group segment. |
| Beginning Balance | This amount is the total of all transactions with an Effective Date before the Opening Balances date entered on the Setup tab. This balance only includes transactions with an entry type of Beginning Balance, Normal, or End of Year Adjustment. |
| Current Balance | This amount is the total of all transactions with an Effective Date between the Opening Balances and Ending Balances dates entered on the Setup tab. This balance only includes transactions with an entry type of Beginning Balance, Normal, or End of Year Adjustment. |
| Net Change | The difference between the Current Balance and the Beginning Balance. |
| Percent Increase (Decrease) | The percent increase or decrease between the Current Balance and the Beginning Balance |
Use the Options tab to Summarize Amounts on the report, implement security features, and more.
-
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 "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.
-
Select "Year End Adjustments" to include year end adjustments on the report. This entry type was designated during transaction entry.
-
Select "Open Entries in Detail" to include opening balances (system or user opening entries) in detail.
-
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.
-
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.