i/c ap/ar reconciliation pivot tables · oracle – page | 9 the intercompany ap/ar reconciliation...

I/C AP/AR reconciliation pivot tables

When your company sends an invoice to another Schlumberger company, the purchasing company

should enter your invoice into their accounts payable system in a timely and accurate manner. If there is

a failure in the process at their end, such as the invoice getting mislaid, the wrong amount entered or an

error in the invoice number, then problems can occur over time and take more time to correct.

A tool to help keep vigilance over these problems before they become real issues is the intercompany

AP/AR reconciliation pivot table. This tool permits easy comparison of your issued invoices and other

companies’ AP entries, allowing you to zero in on any potential problems.

Objectives

After completing this training you will be able to:

Define and connect a new AP/AR reconciliation pivot table.

Create a useful pivot table layout.

Filter the data to a manageable size.

Understand and interpret the information displayed.

Manage data integrity Refresh source data in two different ways.

Oracle support contact

For help with Oracle, contact Oracle Support ([email protected]).

mailto:[email protected]

Schlumberger, Ltd. for internal use only. Oracle – Page | 2

Objectives .................................................................................................................................................................. 1

Oracle support contact .............................................................................................................................................. 1

Intercompany AP/AR reconciliation .......................................................................................................................... 3

Define new AP/AR reconciliation pivot table ....................................................................................................... 3

Connect to the database view .............................................................................................................................. 5

Create pivot table layout ...................................................................................................................................... 6

Understand the fields ........................................................................................................................................... 9

Filter the data display ......................................................................................................................................... 10

Understand the pivot table ................................................................................................................................. 12

Interpret the report ............................................................................................................................................ 13

Focus on un-reconciled invoices ......................................................................................................................... 14

Reuse the pivot table .......................................................................................................................................... 15

Manage data integrity ........................................................................................................................................ 16

Exercise-Create an intercompany AP/AR reconciliation pivot table................................................................... 18


Intercompany AP/AR reconciliation

Prerequisite: You will require familiarity with Microsoft Excel including pivot table manipulation and familiarity with the Sii Analytics data service.

Once your intercompany AP/AR reconciliation pivot table is configured and saved, it can be used

repeatedly and report new data with your needs, including different reporting periods and customers.

Define new AP/AR reconciliation pivot table

1. Beginning with a fresh session of Microsoft Excel, click the Insert tab.

2. Select PivotTable from the drop-down PivotTable menu.

Excel displays the Create PivotTable window.

3. Select Use an external data source when choosing the data you want to analyze.

4. Click the Choose Connection… button.

Excel displays the Existing Connections window.


5. Click the Browse for More… button.

Excel displays the Select Data Source window.

6. Click the New Source… button.

Excel displays the Data Connection Wizard: Welcome to the Data Connection Wizard window.


Connect to the database view

1. Click the Next > button.

Excel displays Data Connection Wizard: Connect to Database Server window.

2. Enter sql01.db.smith.com\sql01 in the Server name field.


Excel displays the Data Connection Wizard: Select Database and Table window.

4. Select XX_SMITH_INTERCO_AP_AR_ANALYSIS_VW from the list.


Excel displays the Data Connection Wizard: Save Data Connection File and Finish window.

6. Click the Finish button.

Excel displays the Create PivotTable window again.


7. Click the OK button.

After a few moments, Excel displays the empty pivot table.

Create pivot table layout

1. Select the PivotTable Tools: Options tab.

2. Click the Field Headers button if it is not already highlighted,.

3. Click the Field List button if it is not already highlighted

Excel displays the PivotTable Field List window.

Note: The PivotTable Field List window is a moveable Excel tool bar. Its appearance and

position may differ from the example shown. Field selection is made using the click and

drag technique or clicking and holding on your selection, then dragging the pointer to

the target location and releasing the mouse button.


4. Select and drag the following fields from the field list to the Report Filter box in the order

shown:

PERIOD_NAME

REC_BY

REC_FROM

5. Select and drag the following fields from the field list to the Row Labels box in the order shown:

PAY_FROM

RECONCILED

RECON_REF


6. Select and drag the following field from the field list to the Column Labels box:

SOURCE

7. Select and drag the following field from the field list to the Values box:

AMOUNT REMAINING

Excel displays the PivotTable Field List window.


The intercompany AP/AR reconciliation pivot table is complete and ready for use. Below is an example

of what your results may look like.

8. Click the Field List button to remove the list.

Note: Excel has several ways of displaying pivot tables, accessible from the Report

Layout list under the Design tab. The Compact Form is used for illustration here.

Understand the fields

Box Field Data

Report Filter

PERIOD_NAME Financial period.

REC_BY Funds receivables by which company.

REC_FROM Company to be received from, holding the payable.

Row Labels

PAY_FROM Payment expected from which company. Typically the same as REC_FROM.

RECONCILED Y or N. Yes or no, does a transaction line up with another? (Not to be confused with bank reconciliation.)

RECON-REF Reconciliation reference. Typically the invoice or credit number.

Column Labels

SOURCE Which ledger the figure is drawn from, AP or AR.

Values AMOUNT_REMAINING Un-cleared/unpaid amount drawn from sub-ledger.


Filter the data display

First loaded, the pivot table will be tens of thousands of lines in length. You must specify the information

you need for the report to be useful. Setting the filter values is usually enough to accomplish this.

1. Select an appropriate period from the drop-down PERIOD_NAME field.


Excel displays the reduced size table.


3. Select your company from the drop-down REC_BY field.


Excel displays the further reduced table.


Understand the pivot table

The pivot table is working with several hundred thousand records consisting of 60 some fields each and

presenting them in an orderly and meaningful fashion for you.

Below is a guide to the organizational logic of the intercompany AP/AR reconciliation pivot table.

Companies / Customers

N – invoices not

reconciled

Y – invoices

reconciled

Unreconciled

AP + AR ≠ 0

Reconciled

AP + AR = 0


Interpret the report

The main purpose of the pivot table is to allow you to easily find instances where your outstanding

intercompany AR doesn’t match up with your intercompany customers’ AP.

Below are three examples of problems whose causes are revealed by the table. Once you know the

cause, you can act accordingly and work to solve it with the customer’s accounting department.

Note: A common reconciliation problem revealed by the table is that there are no AP

entries at all for certain companies. This indicates they have not yet implemented Oracle

properly.

Invoice # data entry error

Debit/Credit error

Amount data entry error


Focus on un-reconciled invoices

If your goal is to find problems in un-reconciled AP/AR transactions, you can filter out the reconciled

ones.

1. Click in any cell with a RECONCILIATION value of Y or N.

2. Deselect Y from the drop-down Row Labels (or RECONCILIATION) field above.


Important: Be sure to save your Excel file on your hard drive for future use.


Reuse the pivot table

Your pivot table can be used regularly without having to redefine or set it up again. When you save the

document, it is stored in a location of your choice, with the default folder on your own computer.

An image of the data is stored within the Excel spreadsheet as of the time you created it. It will become

outdated within a day. The next time you open the spreadsheet, everything will appear as it did when

you saved it. To get up-to-date information, you must refresh the data source.

1. Select the PivotTable Tools: Options tab.

2. Select Refresh from the drop-down Refresh menu.

After a few moments, Excel displays the pivot table with up-to-date data.

Note: Refreshing the data will only work while connected to the network.


Manage data integrity

Intercompany AP/AR reconciliation pivot tables are only as accurate as the SQL data they connect to.

SQL data is automatically refreshed once daily. (This is performed between 06:00 and 12:00 GMT.)

During certain periods, you may find a need for more frequent updates, such as month-end. For this you

may perform a manual Sii Analytics update.

1. From the Sii Analytics page on the Smith intranet, select the appropriate company from the

drop-down Set of Books field.

Oracle displays an updated listing of applicable tasks.

Note: This is found at http://siianalytics.apps.smith.com. Login credentials may be

required.

http://siianalytics.apps.smith.com/


2. Select the appropriate period from the drop-down Period Name field.

3. Check the I/C AP AR Analysis checkbox in the Tasks region.

Note: Unless you need them as well, it’s recommended that you deselect all others in

the list.

4. Click the Run button.

Oracle displays progress messages.

5. Click the Check Job Status button until Completed appears in the Status column.

Note: When complete, refresh the pivot table in Excel to load the new data.


Exercise-Create an intercompany AP/AR reconciliation pivot table

1. Create an intercompany AP/AR reconciliation pivot table conforming to the following:

PERIOD_NAME set to last period in the previous quarter.

REC_BY set to your company.

Filter out any RECONCILED = Y

2. Locate and make note of three large discrepancies. Then use the pivot table to see if they’re still

a problem in the current period.

i/c ap/ar reconciliation pivot tables · oracle – page | 9 the intercompany ap/ar reconciliation...

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