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Encumbrance and ledger reconciliation report (LedgerEncumbranceReconciliation) [AX 2012]

Updated: July 18, 2011

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

The Encumbrance and ledger reconciliation report identifies imbalances between budget reservations for encumbrances and pre-encumbrances, and the corresponding budget register entries that are tracked in the general ledger. You can create separate detail and summary versions of the report, and select encumbrances, pre-encumbrances, or both for the same report.

Detail reports display individual purchase orders, purchase requisitions, and budget register entries for the financial dimension that you select. You can create detail reports that display encumbrance and pre-encumbrance amounts that are in balance and out of balance. You can also create differences-only detail reports that display only encumbrance and pre-encumbrance amounts that are out of balance.

Summary reports display totals for encumbrances and pre-encumbrances for the financial dimension that you select. As with the detail reports, you can include in-balance and out-of-balance amounts, or create differences-only reports that display only amounts that are out of balance.

Before you run this report, make sure that the following prerequisites have been set up:

  • Enable budget control – Budget control is not required to create encumbrances, but it is required to create budget register entries for encumbrances. For more information, see Set up budget control.

  • Enable encumbrance process – The encumbrance process must be enabled before encumbrances for purchase orders can be recorded in the general ledger. For more information, see Encumber purchase orders.

  • Select encumbrance accounts to include on the report – Open the Main account categories form and select the ENCUMBRANCE main account category. Click Link main accounts, and then select the Linked check box for each main account to use for encumbrances. For more information, see Link main accounts (form).

    NoteNote

    To include pre-encumbrances on the report, select the PRE-ENCUMBRANCE main account category. Click Link main accounts, and then select the Linked check box for each main account to use for pre-encumbrances.

You can select different combinations of the check boxes in the Printout field group to create the following versions of this report.

If you select or clear the following check boxes …

The following report is created …

  • Select Include details.

  • Select one or both of the Include encumbrance balances and Include pre-encumbrance balances check boxes.

  • A detail report that displays amounts for encumbrances and pre-encumbrances, grouped by the document number and the financial dimension that you select.

  • Encumbrance and pre-encumbrance amounts that are in balance are displayed with a currency amount of 0.00 in the Difference column.

  • Encumbrance and pre-encumbrance amounts that are out of balance are displayed with a currency amount in the Difference column.

  • Select Include details and Differences only.

  • Select one or both of the Include encumbrance balances and Include pre-encumbrance balances check boxes.

  • A detail report that displays encumbrances and pre-encumbrances, grouped by the document number and the financial dimension that you select.

  • Encumbrance and pre-encumbrance amounts that are out of balance are displayed with a currency amount in the Difference column.

  • The report will be blank if no amounts are out of balance.

  • Clear the Include details and Differences only check boxes.

  • Select one or both of the Include encumbrance balances and Include pre-encumbrance balances check boxes.

  • A summary report that displays encumbrance and pre-encumbrance totals for the financial dimension that you select.

  • Encumbrance and pre-encumbrance amounts that are in balance are displayed with a currency amount of 0.00 in the Difference column.

  • Encumbrance and pre-encumbrance amounts that are out of balance are displayed with a currency amount in the Difference column.

  • Clear the Include details check box.

  • Select Differences only.

  • Select one or both of the Include encumbrance balances and Include pre-encumbrance balances check boxes.

  • A summary report that displays encumbrance and pre-encumbrance totals for the financial dimension that you select.

  • Encumbrance and pre-encumbrance amounts that are out of balance are displayed with a currency amount in the Difference column.

  • The report will be blank if no amounts are out of balance.

When you generate this report, the following default parameters are displayed. You can use these parameters to filter the data that will be displayed on the report. For more information, see Filter the data on a report.

Field

Description

Fiscal year

To run the report for a specific fiscal year, select Fiscal year, and then select the fiscal year.

Date range

To run the report for a date range, select Date range, and then select a date range in the From date and To date fields.

From date

If you selected Date range, select the starting date for encumbered and pre-encumbered amounts to include on the report.

To date

If you selected Date range, select the ending date for encumbered and pre-encumbered amounts to include on the report.

Dimension

Select a financial dimension for the report. You can select from the financial dimensions that were defined in the Financial dimensions form. For more information, see Financial dimensions (form).

Include details

Select this check box to include detailed information for encumbered and pre-encumbered amounts. Totals are displayed by document number and the financial dimension that you select.

Differences only

Select this check box to show differences only when the budget reservations for encumbrances and pre-encumbrances do not balance with the corresponding encumbrance and pre-encumbrance accounts in the general ledger.

Include encumbrance balances

Select this check box to include encumbrances on the report.

Include pre-encumbrance balances

Select this check box to include pre-encumbrances on the report.

The following topics explain how to print a report and how to filter and sort the data on a report.

The following table explains where to find the report in the Application Object Tree (AOT) and how to navigate to the report in the Microsoft Dynamics AX client.

Detail

Description

Name of report in the AOT

LedgerEncumbranceReconciliation

Location of report in the AOT

SSRS Reports\Reports\LedgerEncumbranceReconciliation

Menu item of the report

LedgerEncumbranceReconciliation

Navigation to the report

Click General ledger > Reports > Reconciliation > Vendor > Encumbrance.

The data on this report comes from the following sources:

  • LedgerEncumbranceReconciliationTmp table

NoteNote

To determine where the data in the temp tables comes from, view the cross-references for the LedgerEncumbranceReconciliationDP.processReport class.

If you are a developer, you can learn more about where the data on a report comes from by using the following procedure.

  1. Open the AOT.

  2. Locate the report in the SSRS Reports\Reports node.

  3. Right-click the report and click Add-Ins > Cross-reference > Using (instant view).


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).
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