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
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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))
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120000 6,553,021.93 6,553,021.93
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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
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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))
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210000 6,601,215.09- 6,601,215.09-
210025 1,354,314,64- 1,354,314.60- 0.04-
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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. You should look up the G/L balances as soon as possible, as the accounting department can back date entries to the previous period.
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 again when they are invoiced. Therefore the G/L balance will always be zero.
There can be transactions in file SROTRAC (Entry pgm work file, G/L transactions) that have updated SROGRT (Goods reception transactions) but not the G/L file.
There could be a journal in error, which again would have updated SROGRT but not the G/L file.