Information Systems:Balance Month End Reports

The month end process (job schedule entry ENDOFMONTH) generates eleven reports; three of which should be checked to make sure things are in balance.

The first FSR297P checks to make sure the Analyser entries for A/R transactions balance to the Analyser entries for the G/L account.

*VA/480B*                   A/R RECONCILIATION LIST
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
               A/R AMOUNT      A/R AMOUNT      G/L AMOUNT      G/L AMOUNT      G/L AMOUNT        DIFFERENCE 
Main Grou Subg Temp intrupt(a) Balance amt (b) Temp intrupt(c) Balance amt (d) Journal Maint(e)  Diff (a+b)-(c+d+e))
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
120000                           6,553,021.93                    6,553,021.93                                  
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Grand total                      6,553,021.93                    6,553,021.93                                  

The second FSR297P checks to make sure the Analyser entries for A/P transactions balance to the Analyser entries for the G/L accounts. In this case, we are out by 4 cents; interestingly enough, it is a US exchange issue with an old IBS invoice.

*VA/480B*                   A/P RECONCILIATION LIST
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
               A/R AMOUNT      A/R AMOUNT      G/L AMOUNT      G/L AMOUNT      G/L AMOUNT        DIFFERENCE 
Main Grou Subg Temp intrupt(a) Balance amt (b) Temp intrupt(c) Balance amt (d) Journal Maint(e)  Diff (a+b)-(c+d+e))
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
210000                           6,601,215.09-                   6,601,215.09-                                 
210025                           1,354,314,64-                   1,354,314.60-                                0.04-
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Grand total                      7,955,529.73-                   7,955,529.69-                                0.04-

The first (and largest) query report (file name QPQUPRFIL) gives the detail of unmatched receiving (remaining amounts on file SROGRT). The totals of the order types should match the G/L balances.

Order Type                           amount        G/L          balance    difference 
MO manual order                        0.00        210050          0.00
RT return to vendor              135,776.75-       210300    135,776.75  
CS car stock                           0.00        210500          0.00
BE price variance-charge to H/O        0.00 
PV price variance-charge to rep        0.00
QV quantity variance               2,728.86-
                   total           2,728.86-       210623      3,755.45      1,026.59
PE EDI purchase order            790,769.36
PO regular purchase order        350,847.95
RO rush order                          0.00
XF reference purchase order        3,770.63
                   total       1,145,387,94        220000  1,145,388.17-         0.23-
RE receiving error                   764.44-       220050        764.44

Some difference here are okay. The journal entries for manual orders (MO) are set up to both debit and credit 210050 when they are received, and when they are invoiced.