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Received Not Vouchered Reconciliation
Training Guide Received Not Vouchered Reconciliation
Page ii
Table of Contents
Contents
RNV Aging Report ............................................................................................................ 1
Build RNV Reconciliation Workfile ................................................................................ 8
Automatic Reconciliation of RNV ................................................................................. 13
Manual RNV Reconciliation .......................................................................................... 16
Training Guide Received Not Vouchered Reconciliation
Page 1
RNV Aging Report
Procedure
Step Action
1. The Received Not Vouchered Aging Report displays the unreconciled GL
transaction records of PO Receipts and AP Vouchers that are posted to the 2108
Received Not Vouchered Account.
The Report ages by:
- Document Type
- Document Number
- GL Date
- Supplier Number and Name
- Purchase Order Number and Type
The Report will be printed then used later in the process.
Step Action
2. Click the Received Not Vouchered Aging Report link.
Training Guide Received Not Vouchered Reconciliation
Page 2
Step Action
3. Select version TPC001
4. Click the Select button.
5. Click the Data Selection option.
6. Click the Submit button to advance to the Data Selection page.
Step Action
7. Update the Company number by clicking the Literal list item in the Right Operand.
8. Enter your Company number into the Literal Value: field. For example,
enter "2601".
Training Guide Received Not Vouchered Reconciliation
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Step Action
9. Click the OK button to accept the Company number and return to the Data Selection
page.
10. The RNV Aging report contains the following Data Selection:
Ledger Type is equal to AA
Reconciled Code is equal to Blank
Note: Removing this entry will process all GL transaction records of the Account
2108. Doing so will greatly increase the processing time and length of the finished
report.
Object Account is equal to 2108
Company is equal to reporting Company
11. Click the OK button to advance to the Processing Options menu page.
Step Action
12. The Processing Option Default tab contains the As of Date of the aging report.
When left blank, the report will default to today's date.
Enter the desired information into the 1. Date As Of: (default of blank is today's
date) field. For example, enter "09/30/2014".
Training Guide Received Not Vouchered Reconciliation
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Step Action
13. The Processing Option Aging Buckets tab contains the report aging periods.
The values should be 30, 60 and 90
14. Click the OK button to advance to the Printer Selection page.
15. The Received Not Vouchered Aging report needs to output as a CSV file. This
setting is located in the Document Setup tab on the Printer Selection screen.
Select the Document Setup tab.
Training Guide Received Not Vouchered Reconciliation
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Step Action
16. Select the option for CSV (Comma Delimited)
17. Click the OK button to run the report.
18. Click the Close button to exit back to the main menu.
19. Click the Recent Reports object.
20. Click the Received Not Vouchered Aging Report object.
21. Click the Open button.
22. The text on the PDF output runs together because the report was specifically
designed to output in a CSV format.
Training Guide Received Not Vouchered Reconciliation
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Step Action
23. Close the PDF file.
24. To view output in CSV format, select the Row that contains the output file.
Select the Row
25. Click the Row button.
Training Guide Received Not Vouchered Reconciliation
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Step Action
26. Click the View CSV menu.
27. The CSV output will have to be formatted to view and work with the data.
Consolidating the data in a Pivot Table will aid the manual Received Not Vouchered
Reconciliation process. Group the table by:
- Order Number
- Order Type
- Document Number
- Document Type
- G/L Date
- Summarized by Amount
This Report will help you determine what needs to be reconciled manually later in
the process.
End of Procedure.
Training Guide Received Not Vouchered Reconciliation
Page 8
Build RNV Reconciliation Workfile
Procedure
Step Action
28. The Received Not Vouchered reconciliation process is a 3 step process that begins
with building a reconciliation workfile.
Warning While the workfile can be refreshed as needed, doing so will overwrite all previous
records for the selected records.
The 2nd
step is to run the Automatic Reconciliation of the account (See Step 46), and
the 3rd
step is to Manually Reconcile the items which were not reconciled in the
Automatic Reconciliation (see Step 60).
Step Action
29. From the General Ledger 2 menu page
Click the AP Refresh link.
Training Guide Received Not Vouchered Reconciliation
Page 9
Step Action
30. Find your Company-specific Version. Versions are titled “RNVXXXX” where
“XXXX” is your Company Number.
31. Select appropriate version. Click the Select button.
32. Click the Data Selection option.
33. Click the Submit button.
Step Action
34. The Data Selection should only contain two rows:
The Object Account for the Received Not Vouchered Account, 2108, and
The Company number for the reconciliation.
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Step Action
35. Click the OK button to accept the Data Selection and advance to the Processing
Options.
Step Action
36. The Processing Option Select tab sets the date parameters to add to the workfile.
Select the: Beginning and Ending GL Dates for the workfile generation.
3. Reconciled Status:
A Blank value will only pick up unreconciled items from the GL Transaction table
(F0911). This is the normal method for running the workfile program.
A value of 1 will pull in all records into the workfile, reconciled and unreconciled.
This option is useful if transactions were flagged as reconciled in error.
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Step Action
37. The Processing Option Default tab provides access to the Ledger Type used in the
reconciliation process
Always use Ledger Type AA
Step Action
38. The Processing Option Display tab allows for the inclusion or exclusion of AE
Document Types.
Leave this field Blank
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Step Action
39. The Processing Option Print tab determines the amount of information displayed on
the output report.
Set the value at 1 (Print all messages)
Click the OK button.
40. Click the OK button on the Printer Selection screen.
41. Click the View Job Status under the Recent Report drop down menu.
42. Select the most recent report "Refresh Reconciliation File"
43. Click the Select button.
Step Action
44. The Refresh Reconciliation File report will display the result of the workfile
generation in the Message column.
Ensure the Message says "Account was refreshed". This indicates that the workfile
creation was successful.
45. Click the Close button.
End of Procedure.
Training Guide Received Not Vouchered Reconciliation
Page 13
Automatic Reconciliation of RNV
Procedure
Step Action
46. The Reconcile RNV Account program analyzes the Reconciliation Workfile for
matching receipts and vouchers by Order Number and Order Type.
The program will automatically reconcile records where the Order has been received
in full and each receipt has been vouchered in full. If the Order has not been
received in full, or a receipt has been partially vouchered, those items will need to be
Manually Reconciled (See Step 60).
Step Action
47. From the General Ledger 2 menu page
Click the Reconcile RNV Account link.
Training Guide Received Not Vouchered Reconciliation
Page 14
Step Action
48. Find your Company-specific Version. Versions are titled “RNVXXXX” where
“XXXX” is your Company Number.
49. Select appropriate version. Click the Select button.
50. Click the Data Selection option.
51. Click the Submit button to advance to the Data Selection page.
Step Action
52. Verify the Data Selection is:
Object Account is equal to 2108
and
Company is equal to the reporting Company
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Step Action
53. Click the OK button to advance to the Printer Selection page. This program does
not display any Processing Options.
54. Click the OK button.
55. Click the View Job Status under the Recent Reports drop down menu
56. Select the most recent report "G/L Account Reconciliation"
57. Click the Select button to open the report.
Step Action
58. The output report displays the system reconciled receipts to vouchers.
59. Click the Close button to exit out of the Submitted Jobs window and return to the
main menu page.
End of Procedure.
Training Guide Received Not Vouchered Reconciliation
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Manual RNV Reconciliation
Procedure
Step Action
60. The RNV Manual Reconciliation program allows Users to manually reconcile the
receipts and vouchers that were not reconciled in the Automatic Reconciliation
process.
The RNV Manual Reconciliation program should be used in conjunction with the
Received Not Vouchered Aging Report (printed in Steps 1 – 27) to quickly identify
which Orders net to zero.
61. The RNV Manual Reconciliation process contains two unique steps:
1. Selects workfile records for reconciliation by tagging the record with an “R”
2. Executes a utility that updates the GL Transaction table to reflect the changes
made to the workfile.
62. From the General Ledger 2 menu
Click the RNV Manual Reconciliation link.
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Step Action
63. Click in the Account Number field.
64. Enter the reporting Company number and RNV Object account (2108) in the
Account Number field.
For example, enter "2601.2108"
65. The RNV Manual Reconciliation program works best when reconciling by Purchase
Order.
Enter the desired information into the Purchase Order field of the QBE grid.
66. Click the Find button to populate the Grid with vouchers and/or receipts for the
desired Purchase Order.
67. Click the Go to end button to display all records associated with the Purchase
Order.
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Step Action
68. Take note of the Book Balance and Amt to Reconcile values in the center of the
program header before selecting records for reconciliation. These values should
always equal.
A variance between the Book Balance and Amt to Reconcile values is an indication
that selected items for reconciliation do not net to zero.
69. Each Purchase Order may be reconciled by discrete rows or by the entire Order.
Use the Received Not Vouchered Aging Report to identify which Orders reconcile
in total.
In the event that an Order does not reconcile in total, individual receipts and
vouchers need to be matched together manually.
70. Select two or more rows of data that net to zero.
Click the Row button.
71. Click the Reconcile Toggle from the menu.
72. This action will update the Workfile to indicate the selected records as reconciled as
well as update the Amt to Reconcile value.
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Step Action
73. Notice the selected records now display an "R" in the RND column and the text has
changed to a bold red font.
Verify the Amt to Reconcile matches the Book Balance value. If the values differ
then the reconciled lines do not net to zero.
74. Select additional rows for reconciliation.
75. Click the Row button.
76. Update the records for reconciliation by clicking the Reconcile Toggle item on the
drop down menu.
77. Notice the new rows now display an "R" in the RND column and the font is bold
red.
Verify the Amt to Reconcile matches the Book Balance value. If the values differ
then the reconciled lines do not net to zero.
78. Up to this stage, only the Workfile has been updated. There have not been any
changes to the GL Transaction table.
In the event a mistake has been made in the reconciliation process, the records can
be untagged and the process may be reversed.
79. Select the previously reconciled rows.
Select the Row.
80. Click the Row button.
81. Click the Reconcile Toggle item on the drop down menu.
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Step Action
82. Notice the "R" flag no longer displays on the record and the font has change from a
bold red to a standard black.
83. The previous examples demonstrated the ability to select specific records for
reconciliation. All records for an Order can be selected and reconciled as well.
Select the check box in the upper left hand corner of the QBE grid, above the first
row of data.
84. Click the Row button.
85. Click the Reconcile Toggle item on the drop down menu.
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Step Action
86. Notice all of the rows now display an "R" in the RND column and the font is bold
red.
Verify the Amt to Reconcile matches the Book Balance value. If the values differ
then the reconciled lines do not net to zero.
87. At this stage, only the Workfile has been reconciled. The GL Transaction table
(F0911) still needs to be updated.
88. Click the Form button.
89. Click the Update F0911 item on the drop down menu.
This utility mirrors the current reconciliation status of the Workfile to the GL
Transaction table (F0911).
Note: The Reconciliation program does not provide positive indication that this
step has been completed. There must be a conscious effort on the User's part to
execute the Update F0911 utility.
90. Previously reconciled Orders can be viewed by toggling the Unreconciled Only
check box
The default value for this field is checked, displaying only the Unreconciled records.
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Step Action
91. Click the Find button.
Notice the reconciled records are no longer visible in the grid.
Step Action
92. Click the Unreconciled Only option.
93. Click the Find button.
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Step Action
94. Notice all of the reconciled items return to the grid because the Unreconciled Only
toggle is unselected.
95. Repeat these steps for each Order listed on the Received Not Vouchered Aging
Report.
96. Click the Close button.
End of Procedure.