Home > Steps for Monthly Report Balancing
To balance the reports you will need to run the Purchase Order Register, Encumbrance Register, Unpaid Encumbrances, Expenditure JE Register (if applicable), Payment Register, and Budget Analysis in AP. These reports need to be run with the same date range.
Purchase Order Register
This report will include all Purchase Orders with in the date range. The Purchase Order Register looks at the Date of the Purchase Order, not the Item Detail. The report will show the Purchase Order No, Date, Vendor, Description and Amount. This report usually is only printed at the end of the year for balancing.
Options/PO Reports/Purchase Order Register
A. Select the appropriate Fund.
B. Select the Begin Date and End Date. This report needs to be run with the same date range.
C. Check the Print Payroll POs box.
D. Print and Save the Report.
E. Print for all Funds.
F. The Purchase Order Register should balance to the Encumbrance Register.
Encumbrance Register
This report prints a list of all Purchase Orders within the date range by fund(s). The Encumbrance Register looks at the Item Details for the date range.
Options/PO Reports/Encumbrance Register
A. Select the Begin Date and End Date. This report needs to be run with the same date range.
B. Check the Print Payroll POs box.
C. Leave the Print Detail box blank.
D. Select the appropriate Fund. (Make sure to print for each Fund separately.)
E. Print and Save the Report.
F. Print for all Funds.
G. The Encumbrance Register plus the Expenditure JE Register should balance to the Encumbered Total column on the Budget Analysis.
H. The Encumbrance Register should balance to the Unpaid Encumbrance Register Total plus the Payment Register Total.
I. The Encumbrance Register should balance to the Purchase Order Register.
Unpaid Encumbrance
This report will include all Unpaid Encumbrances that meet the As of Date. This report looks at the Item Detail start/end dates. The report will include the PO No, Date, Vendor, Description and Amount.
Options/PO Reports/Unpaid Encumbrance
A. Select the appropriate Fund.
B. Select the appropriate As of Date.
C. Check the Print Payroll POs box.
D. Leave the Include Only Certified box and Print Detail box blank.
E. Print and Save the Report.
F. Print for all Funds.
G. The Unpaid Encumbrance should balance to the Encumbered Balance column on the Budget Analysis.
Expenditure JE Register (print only if applicable)
This report will include all journal entries dated within the date range specified for the selected fund.
Options/PO Reports/Expenditure JE Register
A. Select the appropriate Fund.
B. Select the Begin and End Dates. This report needs to be run with the same date range.
C. Print and Save the Report.
D. Print for all Funds.
Payment Register
This report will include all payments dated within the date range specified, the Date the payment was issued, the Vendor in which the payment was issued to and the Amount.
Options/Payment Reports/Payment Register
A. Select the appropriate Fund.
B. Select the Begin Date and End Date. This report needs to be run with the same date range.
C. Print and Save the Report.
D. Print for all Funds.
E. The Payment Register plus the Expenditure JE Register should balance to the Paid on the Budget Analysis.
Budget Analysis
This report will include all Appropriations, Encumbrances, Payments, Encumbered Balance and Unencumbered Balance for the date range specified. This report takes place of the Expenditure Summary. To get the report to print like the Expenditure Summary choose the options as follows:
Options/Analysis Tools/Reports/Budget Analysis
A. Select the Begin Date and End Date. This report needs to be run with the same date range.
B. Leave the Classification Bolding Selection empty.
C. Leave the Print Detail box blank.
D. On the Grouping and Printing Choices, choose the following:
Dimension |
Group Order |
Total |
Filter |
Fiscal Year |
1 |
Yes |
|
Fund |
2 |
Yes |
Enter the Fund |
Project |
3 |
Yes |
No |
Function |
NA |
No |
No |
Object |
NA |
No |
No |
Program |
NA |
No |
No |
Subject |
NA |
No |
No |
JobClass |
NA |
No |
No |
Unit |
NA |
No |
No |
E. Print and Save the Report.
F. Print for all Funds.
G. The Encumbered Column should balance to your Encumbrance Register plus your Expenditure JE Register.
H. The Encumbered Column should balance to your Purchase Order Register plus your Expenditure JE Register.
I. The Paid column should balance to your Payment Register plus your Expenditure JE Register.
J. The Encumbered Balance column should balance to your Unpaid Encumbrance Register.