This chapter contains these topics:
From Accounts Receivable (G03), choose Periodic Processes
From Periodic Processes (G0321), choose an option under the A/R Integrity Reports heading
Run integrity reports at least once a week during the conversion process when installing new software or during a learning period for new users. This enables you to resolve and correct errors immediately. After this initial period, run the integrity reports on a periodic basis.
Three A/R integrity reports are available:
|A/R to G/L by Batch||Verifies that each batch of gross amounts (posted and unposted) to the A/R Ledger table (F0311) is in balance with the corresponding batch of amounts posted to the Account Ledger table (F0911). The system also checks for a valid pay status on every pay item. Any discrepancies print by batch on the integrity report.|
|A/R to G/L by Offset Account||Compares the gross amounts (posted) in the A/R Ledger table (F0311) to the balance in the offsetting A/R trade accounts in the Account Balances table (F0902). Any differences print by offset account number on the integrity report.|
|A/R Drafts to G/L by Offset||This integrity program is specifically designed to track the drafts as they progress through the draft process. Once the draft is paid this program will no longer pick it up for evaluation since the last remitted accounts are the G/L Bank and the Draft Receivable accounts. The A/R to G/L by Offset Integrity (P037001) will pick up any discrepancies from this point.|
The A/R integrity reports are not date sensitive and therefore reflect the A/R to G/L status as of the time of processing, including any future-dated activity. If an "As Of" balancing report tool is needed, use the A/R 'As Of' report file generation and report programs.
If there are no open records in the A/R Ledger table for an A/R Trade account, the account will not print on the report.
Assign a posting edit code of M to A/R trade accounts to allow only system-generated transactions to post. This prevents manual journal entries from posting erroneously to A/R trade accounts.
Post all A/R batches to ensure a complete integrity test. It is absolutely necessary to post all batches for the integrities to be meaningful.
Schedule integrity reports to run after business hours, when users are not accessing the system.
The A/R to G/L by Batch report performs two integrity tests:
|A/R to G/L by batch||This integrity test does the following:
When the system accumulates gross amounts, it does not add receipts type G (general ledger) or the matching document type RG (gain/loss) to the original gross invoice amounts. It does, however, subtract the discount available amount in the associated receipt from the original invoice gross.
|Invalid Pay Status||This integrity test checks the pay status on every pay item in a batch:
The A/R to G/L by Offset Integrity Report offers a comparison of posted A/R Ledger table (F0311) amounts and the corresponding A/R control offset (Trade) account amounts in the Account Balances table (F0902).
The program utilizes the AAIs for all RC items to determine the offset accounts used for the invoices entered. Next, it calculates the open balances for the invoices, sorting by the G/L Offset field, and makes specific adjustments for balancing to the corresponding F0902 A/R trade account. If there is a discrepancy, the account is printed on the report along with the F0311 open invoice balance, the F0902 account balance, and the difference between the two amounts. This ensures that all offsets were posted correctly.
Technically, the program accumulates the total of all the invoices' gross amounts, subtracts any payments and discount amounts, and makes adjustments for any unposted RE documents in the F0311 file to arrive at the posted open amount for the F0311 column on the report. The F0902 A/P trade account total is a calculation of the current fiscal year's beginning balance and the sum of all current and future period entries.
Summarizes the AR ledger (F0311) gross amount field for vouchers where the open amount is not equal to zero for each AAI GL account. The GL class code points to the AR control offset account in the AAIs.
Compares the GL account balance amount to the corresponding AR ledger amount. The net difference between these amounts should be zero, indicating that the accounts are in balance. If they are not, the difference is printed on the integrity report.
Prints the sum of any GL class code that cannot be associated with an account in the Account Balances table. This usually occurs if an AAI is missing or if it points to an invalid account.
DREAM Writer Requirements:
Data Selection should be: Company EQ *ALL
Data Sequence must be:
|Payment Item/Document type||007|
The AR to GL by Offset Integrity Report (P037001) processing options can be set to narrow the focus of integrity verification. These options will limit printing of A/R trade accounts to only those that are out of balance. You can set the processing options to see all open A/R detail related to the A/R trade account or you can narrow the detail to only those detail records considered out of balance (calculated gross amount does not equal the ledger open amount). If all processing options are left blank, the program will show summary information for all accounts. If the processing options are populated, the program works as described below:
Processing Option 1 - If the value is 1 the integrity report will only print accounts where the F0311 gross amount of open vouchers and the F0902 are out of balance. If the value is left blank, all accounts associated with the AAI item RC are printed.
Processing Option 2 - Works in conjunction with processing option 1. If the value is 1 only the detail will print for an account that is out of balance. If the value is 2 the detail for all accounts will print (this could generate a very large report). If the value is left blank, no detail will print.
Processing Option 2a - If processing option 2 is left blank, this processing option is ignored. If the value is 1 only the detail will print where the F0411 gross, less payments, is NOT equal to the open amount. If the value is left blank, all detail will print.
The following is an example of A/R to G/L by Offset with enhancement to show detail.
|The batch was posted out of balance without automatic offset entries||This can occur when there is a power failure during the posting, or if more than one post program is active at the same time.
Research will be required to determine the necessary changes. Use the General Journal By Batch (P09301), Invoice Journal Report (P03305) and/or A/R Receipt and Adjustment Journal (P03311).
|An invalid journal entry was posted to an A/R account||Typically, the A/R trade offset account only includes system-generated entries with a document type of AE (automatic entry). A manually entered document type that appears in this account, such as JE, can cause a balancing problem.
To correct this, locate the journal entry. Determine if correcting journal entries will be necessary or if the entry should be voided from the originating program.
|Data records are damaged||This can be caused by a variety of problems, including hardware failure.
It will be necessary to determine the extent of the issue. Use the General Journal By Batch (P09301), Invoice Journal Report (P03305) and/or A/R Receipt and Adjustment Journal (P03311) to aid in researching the damaged data.
The damaged records might be related to the Account Balance table (F0902), which might require you to repost the G/L detail to the G/L Balance table.
|G/L offset was changed||This error message appears only on the A/R to G/L by Offset Account report.
If you change the G/L offset that your invoices are attached to, the system does not find a match for the A/R Ledger records that still contain the old G/L offset.
The report prints the old RCyyyy item (where yyyy equals the G/L offset) that is missing from AAIs. This item appears on the report under the Account column, along with the sum of the invoices that include the old code. No G/L account balance is printed because the system cannot find a match.
You can correct this problem by doing one of the following:
|An A/R trade account was changed||This error message appears only on the A/R to G/L by Offset Account report.
If you change the AAIs for the A/R trade account that the invoice G/L offset is attached to, the system does not find a match in the Account Balances table.
In the Detail column, the report prints an amount from the A/R Ledger table (F0311) that is greater than the balance amount from the Account Balances table (F0902). The difference should equal the old A/R trade account balance amount. The association between the G/L offset and the old account number has been lost.
Locate the old A/R trade offset account total and manually add it to balance this account. Or, if possible, make a journal entry to move the old A/R balance to the new offset account.
This integrity will review each unpaid draft original invoice (R1) and will use two internal tracking files to ascertain if the posted journal entry amounts (F0902) are in sync with the A/R Ledger (F0311) amounts.
Draft Amounts by Company - F0321
Draft Accounts by Company and G/L Date - F0322
As the draft goes through the process of acceptance, remittance and collection, journal entries are posted to a Draft G/L account for each step of the process where the G/L Accounts are determined by the Draft AAI's RD1xx, RD2xx and RD3xx. This program will compare the draft invoice amount (R1) in the A/R Ledger to the F0902 amount for each draft G/L account at each stage and print a report evaluating the results of the comparisons.
This is especially useful in situations where one draft is created for one customer but is paying multiple invoices for more than one company. The accounting entries per the draft AAI's may be split by company by the invoice being paid and tracked via the Draft tracking files.