Detail Encumbrance Ledger Report

To access this report, go to Reports > Encumbrances > Detail Encumbrance Ledger

Use this report to view the amount of encumbrances through the report date range. This is a detail style ledger that can print data in detail or in summary. When the “Summarize Amounts” option is selected on the Options tab, the detail entry amounts for an encumbrance are netted together creating a summary amount due. However, when this option is not selected, the system prints each individual record for an encumbrance.

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
Vendor ID	The vendor ID
Vendor Name	The name assigned to the vendor
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.
Original Encumbrance Number	The number assigned to the original encumbrance. This allows the report to be sorted by encumbrance number so all entries made to an encumbrance are together.
Document Number	The number assigned to the encumbrance, liquidation, or invoice
Document Date	The date entered during transaction entry
Document Description	The description entered during transaction entry
Document Amount	The amount of the encumbrance, liquidation, or invoice. The amount is the original document amount including adjustments.
{Segment Name} Code	The actual account code associated with a transaction. The report prints the account code, such as 201, 05, 45001. One column displays for each code type, such as Fund Code or GL Code.
{Segment Name} Title	The title associated with each code above. The report prints one column for each of these code types, such as Fund Title, Grant Title, or GL Title.
{Segment Name} Short Title	The short title for the title above (15 characters or less). The system prints one column for each code type, such as Fund Short and Grant Short.
{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 (15 characters or less). The report prints one column for each group segment, such as Fund Group and Grant Group.
Effective Date	The line item's effective date assigned during transaction entry
Session ID	The session ID assigned to this batch of documents
Session Date	The date of the session from the session form
Session Description	The description from the session form
Transaction Source	The transaction type for the document. The transaction types for the Encumbrances module are ENC for Encumbrances and ENL for Encumbrance Liquidations. API is the transaction type for Accounts Payable Invoices.
Transaction Description	The description from the transaction line item
Increase	The amount entered as the increase in the transaction entry table
Decrease	The amount entered as the decrease in the transaction entry table

 

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.