Information Systems:Balance Month End Reports

Overview

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

Balance A/R Reconciliation List

The first FSR297P in the month end reports 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

If these totals do not agree, the Analyser totals for A/R will have to be rebuilt. The first thing is to find the earliest accounting period that is out of balance. You will have to run this report for each period until you find the last one that balances. (You must rerun the lists; you cannot just look at ones generated at each month end; the finance department can post entries to previous periods.) To to this, key in GO RECON and press enter. Select the option 'Print A/R reconciliation list'. Key in the accounting period, and press enter.

When you identify the first period that is out of balance, rebuild the Analyser balances.

Balance A/P Reconciliation List

The second FSR297P in the month end reports 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-

If these totals do not agree, the Analyser totals for A/P will have to be rebuilt. The first thing is to find the earliest accounting period that is out of balance. You will have to run this report for each period until you find the last one that balances. (You must rerun the lists; you cannot just look at ones generated at each month end; the finance department can post entries to previous periods.) To to this, key in GO RECON and press enter. Select the option 'Print A/P reconciliation list'. Key in the accounting period, and press enter.

When you identify the first period that is out of balance, rebuild the Analyser balances.

• Balance Unmatched PO's