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AR to Finance Daily Reconciliation Bucknell University Lori Wilson – Bill George –

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Presentation on theme: "AR to Finance Daily Reconciliation Bucknell University Lori Wilson – Bill George –"— Presentation transcript:

1 AR to Finance Daily Reconciliation Bucknell University Lori Wilson – Bill George – PA BUG – November 2005

2 Accounts Receivable Daily Reconciliation BANNER Accounts Receivable must be reconciled daily to the general ledger in BANNER. Script to Close Outside Cashier Sessions This is a Catseye process that closes all cashier sessions of users outside the Finance Office, specifically Bucknell Interdepartment Billing (BIB) users. Log into Catseye. Select the appropriate BANNER database (usually PROD unless running tests). At the Catseye Startup Menu, choose 11 - Finance Functions. From the Menu of Finance Functions, choose 1 - Close Cashier Sessions. Enter Printer Selection #: NOPRINT. Review on screen but do not keep. Close Cashier Sessions Each Cashier should balance and close their own cashier sessions. All cashier sessions should be closed in a timely fashion, but not necessarily before reconciling Accounts Receivable (except for TSRLATE on the day of billing, which MUST be closed). To determine if there are open cashier sessions, use the Cashier Supervisory Form (TGACSPV) Active Cashier Session Query.

3 Finalize Cashier Sessions To finalize the closed cashier sessions, perform from the Cashier Supervisory Form (TGACSPV). Status: change all status C sessions to Status F Dep No: enter the deposit number from the Current Account Daily Cash Reconciliation Form attached to the manila cashier session envelope (if applicable) After finalizing all closed cashier sessions, perform and. Sign and date the Current Account Daily Cash Reconciliation Form. Put Current Account Daily Cash Reconciliation Form in the manila cashier session envelope and give the envelopes for the day to the Cashier. Process Submission Several processes must be run using the Process Submission Control Form (GJAPCTL). NOTE: It is important to let each job submission start printing and check results (ex. TGRFEED) before submitting the next job submission.

4 TGRCSHR: Cashier Detail Report This is the cashier session daily totals report. It includes detailed breakdowns for all transactions within a session and lists the totals of all charges and payments within a session. This is run daily before TGRAPPL and TGRFEED. 01Session SelectionF 02Category Code% 03Specific Cashier% 04Print All Cashier SessionsY 05From Cashier Session Number 06To Cashier Session Number 07Detail and/or Summary ReportB 08Update Final Sessions to RY 09Enter Report Begin Date 10Enter Report End Date Perform. Perform and document job number. This job is filed in the daily A/R Cashier session file folder. Process: TGRCSHR. Perform. Printer: finlp_4-2. Perform. Parameters and Values:

5 NOTE: This report can also be run to select open sessions to aid cashiers in balancing their cashier sessions. 01Session SelectionO (Open) 02Category Code% 03Specific CashierLRANCK 04Print All Cashier SessionsY 05From Cashier Session Number 06To Cashier Session Number 07Detail and/or Summary ReportB 08Update Final Sessions to RN 09Enter Report Begin Date 10Enter Report End Date Parameters and Values:

6 TGRAPPL: Application of Payment This report applies charges and payments according to system and user defined parameters. Process: TGRAPPL. Perform. Printer: finlp_4-2. Perform. Parameters and Values: 01ID Number 02Apply Refund to any priorityY 03Apply Neg Chg to any priorityY 04Apply Cont/Expt CreditsD 05Apply Title IV firstY 06Apply Aid to Future TermY 07Apply Other to Future TermY 08Order by Term1 09Print Application Pending RostY 10Selection Identifier 11Application Code 12Creator ID 13User Perform. Perform and document job number. NOTE: You must WAIT for TGRAPPL to print before continuing. Discard paper output.

7 TGRFEED: Accounting Feed Process This report is the interface to the accounting feed process. Only cashiering sessions which have been finalized are fed. TGRAPPL (Application of Payments) is run before TGRFEED. Process: TGRFEED. Perform. Printer: finlp_4-2. Perform. Parameters and Values: 01Address Selection DateDD-MON-YY 02Address Hierarchy1XX 03 Records per feed document Perform. Perform and document job number. If TGRFEED Does not Process Some other processes on campus will cause TGRFEED to lock up. When this happens, someone from ISR must run a script that will stop TGRFEED from running. The script is documented in Dbit's BANORACL1 document and the name of the script for your reference is /admin/home/catseye/source/del_tgrfeed_deadlock.sql. This will be helpful to know when you call ISR to request that TGRFEED be unlocked.

8 If TGRFEED Populates GURFEED, but FURFEED Does Not Pass the Batch to Ledger Sometimes, when TGRFEED locks up, as discussed in the previous section, it populates GURFEED, but does not include a header record. If TGRFEED has locked up, you should check the GURFEED table to determine if there are ACTRECV records in the table with no GURFEED_REC_TYPE = 1. (the header record). Run Gurfeed-6x.bqy to see if there are any records in the table. Limit in the results to see if there is no header record. If you determine there is no header record, someone from ISR must run a script that will put a header record in the GURFEED table. The script is documented in Dbit's BANORACL1 document and the name of the script for your reference is /admin/home/catseye/source/create_gurfeed_header.sql. This will be helpful to know when you call ISR to request that a GURFEED header record be created.

9 TGRRCON: Accounts Receivable Recon This SQL*Report produces a report to facilitate reconciliation between Banner Accounts Receivable and BANNER Finance. NOTE: If using character mode to submit this job, do not use the number pad. This job will abort if you do. Process: TGRRCON. Perform. Printer: finlp_4-2. Perform. Parameters and Values: 01Account Detail ReconciliationY 02Starting Feed Date for Detail01-JUL-96 03Ending Feed Date for DetailDD-MON-YY 04Miscellaneous ReconciliationN 05Starting Feed Date for Misc 06Ending Feed Date for Misc 07Deposit ReconciliationY 08Original or Current AccountingC Perform. Perform and document job number. Script to Remove Receipts This is a Catseye process that removes receipts from the GURFEED table. Log into Catseye. Select the appropriate BANNER database (usually PROD unless running tests). At the Catseye Startup Menu, choose 11 - Finance Functions. From the Menu of Finance Functions, choose 7 - Remove Receipt Numbers from GURFEED Table.

10 FURFEED: Finance Feed Sweep Process This process gathers transactions from GURFEED and inserts them into the Transaction Input Table (FGBTRNI). Process: FURFEED. Perform. Printer: finlp_4-2. Perform. Parameters and Values: 01Report ModeS 02System ID/Time StampACTRECV Perform. Perform and document job number.

11 FGRTRNI: Interface Process This is the interface process. Process: FGRTRNI. Perform. Printer: finlp_4-2. Perform. Perform. Perform and document job number.

12 FGIJVCD: List of Suspended Journal Voucher Forms Check here to be sure no documents beginning with F are listed. If an F document is listed with a status of I (incomplete), please review the below section titled Errors for steps to complete the incomplete document. ERRORS: If a transaction error happens due to something posting in a closed fiscal period, go to FGAJVCD, open the incomplete F document, change the transaction date in the header to the first day of the current fiscal period, and complete the document. If the transaction date is within the current fiscal period, you will need to find the sequence number within the JV that has an error. In the Transaction detail block, perform a query where the status is E. Fix the transaction, save it, and complete the document.

13 FURAPAY: Refund Interface This will process any automated refunds that were entered during the day by Accounts Receivable. Process: FURAPAY. Perform. Printer: finlp_4-2. Perform. NOTE: No output is ever received, but you can't leave it blank, so use finlp_4-2 to be consistent with other daily close procedures. Parameters and Values: 01Bank code01 Perform. Perform and document job number. FGRACTG: Posting Process This process is currently running in sleep/wake every five minutes. DO NOT run this job submission manually.

14 FGRFAAC: Fund/Account Activity Report This report should display the total amount of debits and credits for each account. Also, it should display the beginning and ending balance for each account and range of funds and accounts. NOTE: FGRACTG must run before this report is run. To be sure posting has completed, go to the General Ledger Trial Balance Form (FGITBAL) to check for current dates before continuing. Process: FGRFAAC. Perform. Printer: finlp_4-2. Perform. Parameters and Values: 01Fiscal YearYY 02Chart of AccountsB 03As of DateDD-MON-YY 04Include Accrual for Last Prd.N 05From Fund To Fund From Account 08To Account Perform. Perform and document job number.

15 Daily Accounts Receivable Reconciliation Form After running all of the processes, you may begin the reconciliation process. Open the Excel file X:\private\banner\ar\dailrcon.xls. Date: day of transactions (most likely the current date) Fill in all applicable fields in the spreadsheet, pulling information from the Fund/Account Activity Report (FGRFAAC) , , , , and TGRRCON. NOTE: The posting process needs to run before the funds will be updated in the Fund/Account Activity Report (FGRFAAC). Difference Between BANNER Accounts Receivable and BANNER Finance should equal Sign and date the Daily Accounts Receivable Reconciliation Form. File Reports and Reconciliation After all the reconciliation processes are complete, the reports must be filed. Three hole punch all of the reports, including the reconciliation form. Place in the current BANNER Daily Close Cashier-A/R binder. Mark the date on a post-it tab and place on the reconciliation form.

16 AR to Finance Daily Reconciliation Bucknell University Questions/Comments Lori Wilson – Bill George – PA BUG – November 2005


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