1 Learning About Account Reconciliation Cloud

Account Reconciliation provides robust functionality to help manage account reconciliation period end processes as well as large scale transaction matching capabilities.

Learning About Reconciliation Compliance

Reconciliations ensure that a company's financial accounts are validated to check that the balance in the account is correct. Because account balances are valid at a point in time, and business conditions change, it is critical that reconciliations occur. In addition, companies face stiff penalties for failing to reconcile. The types of validations that are often done include:

  • Cash: Compare General Ledger (GL)/Bank balance
  • AP: Compare GL to Subledger

  • AR: Compare GL to Subledger and analyze aging of receivables

  • Fixed Assets: Compare GL to Subledger and perform a rollforward

  • Prepaids / Accruals / Provisions / Reserves: Document net composition and justify quality

Reconciliation Compliance helps manage account reconciliation processes, including balance sheet reconciliations, consolidation system reconciliations, and other reconciliation processes in effect.

You can:

  • Manage preparation and review responsibility assignments

  • Configure reconciliation formats tailored to each account type

  • Notify users of due dates for their assigned reconciliations

  • Control preparation and review workflow

  • Provide visibility into the reconciliation status and possible risk conditions

Reconciliations can be performed at whatever level makes sense for the business. For example, you could perform some reconciliation by business unit or company code, while performing other reconciliations at the Department level. An administrator can use mapping rules to assign the account balances to the reconciliations, and when balances are imported, ensure they appear in the correct reconciliation based on these rules.

The administrator sets up the reconciliation lists that contain the balances to be reconciled, as well as account descriptions, instructions, due dates, and completed dates. Email notifications are sent reminding other users that due dates are approaching, or that reconciliations can be acted upon.

Key Concepts in Reconciliation Compliance

Concept Description
Account Reconciliation

The process of analyzing account balances and providing a justification for the balances. Identify differences and make corrections.

Aging Buckets

Time periods that you define to age your reconciliation transactions in the Aging Analysis Dashboard. For example, you can define an aging bucket that includes reconciliation transactions from 1 to 30 days old. Aging buckets are defined in an aging profile.

Aging Profile A collection of aging buckets.
Attributes

A parameter, or option, that controls how the function activity operates or defines characteristics of the function activity.

Frequency

Determines how often reconciliations are prepared and renewed. You define frequencies in system settings and associate them with profiles and periods.

Periods

Unit of time for which an Account Reconciliation is completed, for example, January 2016, February 2016.

Profiles

The precursor to reconciliations. Profiles contain the configuration settings that determine how and when reconciliations occur. Profiles are copied to the period, causing a reconciliation to be created that contains a snapshot of the profile at that time.

Reconciliations

An Account Reconciliation for a specific Period. Reconciliations consist of account balances (obtained from the Source System for the Period) and account properties (derived from the Account Profile and Format and subject to change independently of the profile).

Source System One data repository within a system.

Learning About Transaction Matching

Transaction Matching is a perfect complement to the Reconciliation Compliance feature set. With Transaction Matching, companies can automate preparation of high volume, labor intensive reconciliations and seamlessly integrate those results into the tracking features within Reconciliation Compliance.

This powerful new module will save companies additional time on performance of reconciliations, while improving quality and reducing risk.

Transaction Matching functionality is provided to licensed users of Transaction Matching for Account Reconciliation Cloud, an optional licensed feature for Account Reconciliation Cloud.

At a high level, an Administrator performs these set up tasks:

  • Create calendars
  • Create reconciliation types
  • Define data sources
  • Define the matching rules
  • Create reconciliations

Key Concepts in Transaction Matching

Concept Description
Match Type (created by Administrators)

Reconciliation Types determine how the transaction matching process will work for the accounts using that Reconciliation Type. They determine the structure of the data to be matched, as well as the rules used for matching.

Companies can have many different Reconciliation Types. For example, Intercompany Accounts, Bank Accounts, Accounts Receivable, Accounts Payable, and various Clearing Accounts can benefit from transaction matching. Since the data structure and matching rules are likely to be different for each of these types of accounts, companies would create a Reconciliation Type for each.

Data Sources

Depending on your company's needs, you may want to define one or more data sources. For example you might want to:

  • Compare transactions between two data sources to see which transactions are outstanding

  • Netting transactions within a single data source to determine the "net balance" of the account

For each data source, define the attributes (columns) existing in the data source, as well as any calculated attributes used for data enrichment or normalization purposes.

Timing and Frequency Transaction Matching supports a variety of workflow needs:

–Matching and balancing daily

–Matching daily and balancing monthly

–Matching and balancing monthly

Matching Rules Match rules determine how matches are made. Rules can be configured for tolerance ranges on dates and amounts, and adjustments can be automatic when variances exist.

The common matching rule types are supported:

  • one to one

  • one to many
  • many to one
  • many to many

User Workflow Process Using Transaction Matching

Once the administrator creates the reconciliations, the user process involves these tasks:

  • Load data
  • Run the auto match process
  • Confirm suggested matches
  • Create manual matches
  • Run balancing reports

graphic of user workflow process

Sample Application Available

To help a Service Administrator learn more about Account Reconciliation, you can create a sample application when you first start your service. See Creating an Application.

Tour of Account Reconciliation Video

Click this link to watch a video:

Tour of Account Reconciliation video link