Summary

The Year End Encumbrance Report is used to report on encumbrance amounts for the prior year after rolling purchase orders to the new year.

Step by Step

1     Open the Year End Encumbrance report window (PO> Reports> Year End Encumbrance).

2     Configure the report.

• The Report Type field is used to specify the Summary or Detail report type.
  • The Summary report type will display the GL Account and Total Rolled Amount for each account included in the report. The report will also include a Grand Total for the Total Rolled Amount column at the bottom.
  • The Detail report type will display everything included in the Summary report as well as the PO Number, Vendor Name, Line Description, and Rolled Amount for each purchase order included in the report. The report will be sorted by GL Account and then PO Number.
• The Fiscal Year field is used to filter the purchase orders that display on the report by the fiscal year the encumbrance is recorded. This is a required field, so the report will only display the purchase orders of a specific fiscal year.
  • A fiscal year is assigned to a purchase order when they are created in the Purchase Orders process (PO> Purchase Orders> Settings> Fiscal Year field).
  • Use the Roll Over Purchase Orders process (PO> Roll Over POs) if you would like to move a purchase order from the previous fiscal year to the current fiscal year.
  • The purchase order line items of a purchase order can be encumbered in two separate years. For example, if a portion of a purchase order is invoiced in a past fiscal year and the remaining portion of the purchase order is rolled over into a new fiscal year, the total purchase order amount will be divided between two fiscal years.
• Check the Display Fund Totals toggle to display a fund total amount at the bottom of each fund section in the report.

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Scheduled printing has not yet been enabled for reports generated from process batches. This functionality will be released in an upcoming service pack.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.