Accounts Receivable Reconciliation Reporting

Caroline Buckland Updated by Caroline Buckland

Accounts Receivable Audit Reconciliation Procedures

Accounts Receivable Procedure

Number

Description

Frequency

Action Required

1

AR Audit Checks

Process: BT3

Schedule: CLDAUREC

Daily

AR Audit: – Update Control Report (RBT701)

Access the Spool: Systems Admin>Spool

In the report field enter RBT701

This report compares the audit totals (Total Accumulated) with the database balance on all ledgers (Actual Total Carried Forward)

i.  Ensure that the Total Accumulated and the Actual Total Carried Forward agree.

ii.  Check that the Ledger Total (Actual Total Carried Forward) agrees to total on AR-Audit Ledger Control Report (RBT702)  Enter RBT702 in the report field.

If an imbalance exists

Check AR Batch List (MBHA) for any ‘in error’ or ‘processing’ batches.

Accounts Receivable>AR Processes>AR Data Entry>Review All Batches

 If ‘in error’ batches exist

  •  ensure that batch transactions have not updated the customer account and not been included on audit reports. 

Access the AR enquiry screens to check: Accounts Receivable>AR Enquiries>Transaction Enquiries>Transactions by Customer

Access the spool and check the following reports:

Check AR Audit – Batch Report RBTR01 or, for full batch details, reports RBTL01 (Batch Data Entry Audit Details) and RBTL02 (Detailed Data Entry Audit Details)

If ‘processing’ batches exist check task queue (MAQB) for AR processes

Systems Admin>Task Queue Controller

  •  failed
  •  held
  •  still running (refer to Action 1). 

If process is successful, after having been restarted, then check the above the next day after the audit schedule has ran again over night.

Check AR Audit – Update Control Report (RBT701) to see if the previous imbalance appears on the Audit Totals.

A contra imbalance would indicate that the original problem has been resolved.

Check that ledger totals agree to balances on the AR-Audit - Ledger Control Report (RBT702)

2

SI Audit Checks

Process: OI2

Schedule: CLDAUREC

Daily

Access the Spool: Systems Admin>Spool

In the report field enter ROII01 - Document Audit Control Report  

This report compares the Audit Totals plus the Bought Forward total with the total of all documents on the database (Document Total) less any documents archived this period.

Check that no Imbalances are highlighted on the document.

If imbalance exists:

1) Check the task queue (MAQB) for SI processes

  • failed
  • held
  • still running (refer to Action 1).

If task has failed then raise a case with Advanced.

If resolved and task completes successfully then check the reports the next day.

Check Document Audit Control Report (ROII01) to see if the previous imbalance appears on the Audit Totals.

A contra imbalance would indicate that the original problem has been resolved.

2) Check the Document Audit Status Change Report (ROIF03) by entering ROIF03 in the report field.

Investigate any documents held at an invalid status. Access: Accounts Receivable>AR Processes>AR Data Entry>list unprocessed Invoices/Credit Notes, click on OK to retrieve a list.

Use the amend action to try and process the transactions or use the Purge action.

Check whether any such documents are included on the Document Audit Control Report ROII01, or check the on-line balances the account for the imbalance.  

Accounts Receivable>AR Enquiries>Transaction Enquiries>Transactions by Customer

3

Inter Ledger Reconciliation

AR to GL

Process: BK1

Schedule: CLDAUREC

Daily

Access the Spool: Systems Admin>Spool

In the report field enter RBKE01 - AR-GL Reconciliation Control Report

Check report RBKE01 to ensure no mismatches found.

If only mismatches are equal to +/- 0.01 and mismatches greater than +/- 0.01 are zero, then mismatches can be assumed to be currency rounding differences and inter ledger reconciliation can be considered to be in balance.

If mismatches found then investigate as follows:

1) If AR sourced mismatches in AR.

Check transaction details from AR-GL Sourced Mismatches Report (RBKE02). 

Carry out on-line enquiries in GL to confirm that transaction has not posted to GL.

Access: General Ledger>GL Enquiries>Transactions By Account Code

2) If AR sourced mismatches in GL

Check transaction details from AR-GL Sourced Mismatches Report (RBKE02).  Carry out on-line enquiries in AR to confirm that transaction has not posted to AR customer account.

Access the AR enquiry screens to check: Accounts Receivable>AR Enquiries>Transaction Enquiries>Transactions by Customer

 3) If non AR sourced mismatches in GL

 Check transaction details from AR-GL Non-Sourced Mismatches Report (RBKE05).  Carry out on-line enquiries in GL to AR control accounts to confirm that transactions were manually posted to GL via journals. 

Access: General Ledger>GL Enquiries>Transactions By Account Code

If manual postings to AR control accounts are discovered then client should be advised that this practice is not permitted.  Security profile of the update user must be investigated to ensure range security prevents further postings to control accounts.

4

Debtors Control Balance

Daily

Check Debtors Control in GL Matches Ledger Totals.

Check that the ledger balances from report RBT702 agree to the balances on the relevant Debtors Control Accounts in GL (Account Details Enquiry).

Access: General Ledger>GL Enquiries>Account Details

5

Confirmation of Reconciliation Tasks

Daily

No imbalances exist.

All Audit and Reconciliation reports have been checked and that there are no imbalances.

Imbalances exist.

If the imbalance cannot be explained raise a case with Advanced.

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