Reconciling Assets Without Losing your Mind!

1. Reconciling Assets Without Losing your Mind! Nick Henry, Dalton State Tamya Morris, Dalton State Christy Todd, ITS

2. Part One -- Process Overview Christy Todd • Part Two – Asset Reconciliation – Is There a Problem? Nick Henry and Tamya Morris

3. Agenda • Reconciliation Overview • AM Process Overview • Reconciliation Process • Where entries come from • What causes discrepancies • Queries

4. Reconciliation Overview • Multiple ways to reconcile • Conceptually reconciliation consists of the following items: • DIST_LN entries are correct and complete • DIST_LN matches JRNL_LN • JRNL_LN account balances match Capital Ledger • Capital Ledger balances to Actuals Ledger

5. AM Process Overview Journal Header and Journal Line Capital Ledger Journal generate Post

6. DIST_LN • The entries in the DIST_LN table come from: • Accounting Entry Creation for: • New asset transactions (ADD, ADJ, TRF, RECAT) • Depreciation Close for: • Creating monthly depr entries (DPR,PDP) • What causes incorrect DIST_LN entries? • Prior Period Depreciation missing • Failure to run a month end process • Incorrect dates resulting in incorrect calculations or missing entries

7. DIST_LN • How do I know if DIST_LN is correct? • Compare ProjectedDepr to Actual Depr by comparing NBV to Dist_Ln • COST minus DEPRECIATION Table entries(proj) = NBV • COST in Dist_Ln minus PDP and DPR entries in DIST_LN = actual value

8. DIST_LN • BQ Queries: • BOR_Depr_AM_Det_By_Period_BQ– Depreciation that is used in NBV • BOR_Depr_AM_Dist_Ln_BQ– Depreciation Expense from Dist_Ln for specified accounting period. • Other Queries: • BOR_AM_LTD_Detail– Dist_Ln entries by asset for the account specified • BOR_AM_LTD_SUMM-- Dist_Ln entries by asset for the account specified summarized by year • BOR_AM_NBV_Compare– account balance by asset (looks at NBV and DIST_LN) * requires loading of deprrept and NBV tables • Online pages – Review Depreciation page and Review Financial Entries page *Queries highlighted in blue are the ones used and demonstrated by Dalton State in the 2nd half of the presentation

9. DIST_LN to JRNL_LN • Jrnl_Ln entries come from Dist_Ln and are produced when Dist_Ln entries are journal generated. • What causes Jrnl_Ln entries to be different from Dist_Ln? • Change is made directly to journal prior to posting • AM journal is copied and posted multiple times • Failure to journal generate AM accounting entries in DIST_LN (review BOR_JE_Pending) • Manual journal created • How do I compare Dist_Ln to Jrnl_Ln? • BOR_AM_DIST_JRNL_RECON --Compares DIST_LN entries to JRNL_LN transactions for items originating from the AM module.

10. JRNL_LN to LEDGER • Ledger is populated when journals are posted • What causes Ledger to be different from the Journal? • Differences should be an exception • JRNL_LN feeds directly to Ledger • Differences typically caused by failure to post AM journals • How do I compare JRNL_LN to Ledger? • BOR_AM_CY_RECON • Compares DIST_LN, JRNL_LN, All Ledgers,/all periods • Ties back to Asset ID from JRNL_LN • BOR_DEPR_CAP_LED_TTL_BQ– provides the sum of the depreciation expense (890100) posted to the Capital Ledger for a specified period.

11. Capital Ledger to Actuals Ledger • Differences typically caused by: • Timing issues -- AP journal posted to Actuals before AM journal posted to Capital • On-line Journal posted to wrong ledger • How do I find differences in Capital and Actuals Ledgers? • BOR_AM_CAP_ACT_RECON – AM transactions from ALL sources recorded in Capital and Actuals Ledgers. • Excludes period 0 • Excludes GAAP Ledger info • Includes JRNL_HEADER data in addition to Capital and Actuals Ledger Info • BOR_CAP_ACT_DTL_BQ– provides Sum per chartstring from CAPITAL and ACTUALS Ledgers for Capital Assets (not in 890100 Depreciation Expense and 843200 Library Collections).

12. Additional Queries • BOR_AM_CAP_DTL_BQ – Provides transactions from the Cost Table for specified period of time • BOR_VCHR_ACCT_LN_BQ– Provides AM transactions from the Vchr_Acctg_Line table (Account begins with 8 excluding Library Collections) • BOR_SVP_AM_DTL – SVP data from Cost, Asset, and Asset Acquisition Detail • BOR_SVP_ACTUALS_DTL – SVP data (account begins with ‘7432’ or ‘7442’) from Journal Header and Journal Line • BOR_AUDIT_AM_BAL_SHEET_DETAIL – This is an auditor query that provides all transactions from Dist_Ln for a specified account range and period of time. Additional asset data provided from Asset and Asset_Acq_Det tables.

13. Asset Reconciliation:Is There A Problem? Presented By: Nick Henry and Tamya Morris

14. Agenda • Reconciliation of SVP purchases ($3,000-$4,999) in AM module to the Actuals ledger. • Reconciliation of capital purchases ($5,000+)on the Actuals Ledger to the Capital Ledger. • Reconciliation of Dist_LN to JRNL_LN. • Reconciliation of AM accumulated depreciation accounts (16x900) to the Capital Ledger. • Reconciliation of accumulated (16x900) depreciation in AM module to depreciation expense (890100) on the Capital Ledger by year and by accounting period.

15. Topic Reconciliation of SVP purchases ($3,000-$4,999) in AM module to the Actuals Ledger.

16. AM SVP Purchases • Query: BOR_SVP_AM_DTL This query provides SVP transaction details for any additions in the AM module.

17. AM SVP Purchases (cont’d) Query criteria pulls data by SVP category and prompts for accounting dates.

18. ACTUALS SVP Purchases (cont’d) • Query: BOR_SVP_ACTUALS_DTL This query provides journals from the Actuals ledger for SVP accounts.

19. ACTUALS SVP Purchases (cont’d) Query criteria pulls data for SVP accounts (7432% and 7442%) from Actuals Ledger and prompts for journal dates.

20. Results for SVP Note: The AM & Actuals ledger SVP accounts should agree

21. Topic Reconciliation of capital purchases ($5,000+)on the Actuals Ledger to the Capital Ledger.

22. Reconcile Capital Purchases • Query: BOR_CAP_ACT_DTL_BQ This query provides journals from the Capital and Actuals Ledgers.

23. Reconcile Capital Purchases (cont’d) Query criteria pulls data from Capital and Actuals Ledgers and prompts for accounting period, fiscal year, and business unit for accounts like 8%.

24. Results for Capital Purchases Sort by Ledger, then sum by total amount to see if there is a variance. Note: Exclude any library collection expense accounts 8432% and any other unnecessary accounts (i.e. 818xxx lease/purchase).

25. TOPIC Reconciliation of DIST_LN to JRNL_LN

26. DIST_LN to JRNL_LN • Query BOR_AM_DIST_JRNL_RECON This query compares AM DIST_LN entries to GL JRNL_LN transactions for items originating from the AM module.

27. DIST_LN to JRNL_LN Query criteria pulls data from GL Distribution status and prompts for business unit and fiscal year.

28. Results for DIST_LN to JRNL_LN Below are the results to compare DIST_LN to JRNL_LN using a pivot table. This was a rounding issue on the DIST_LN and an DBI was applied.

29. Topic Reconciliation of AM accumulated depreciation accounts (16x900) to the Capital Ledger.

30. Reconcile Accumulated Depreciation • Query: BOR_AUDIT_AM_BAL_SHEET_DETAIL This query provides journals from the Asset Management module.

31. Reconcile Accumulated Depreciation (cont’d) Query criteria pulls data from Capital Ledger and prompts for fiscal year, account numbers, accounting periods, and business unit. Note: For account numbers use 161000-169999 and always run as accounting periods 1-12.

32. Reconcile Accumulated Depreciation (cont’d) Part One – Use Pivot table AM 16x900 Accounts & Totals Part One – Trial Balance Capital Ledger

33. Reconcile Accumulated Depreciation (cont’d) PartTwo – Reconciliation

34. Difference - Accumulated Depr The difference between Asset Management and Capital Ledger for accumulated depr accounts should be the 10% Residual Value (YE-21) and/or Library Accum Depr (YE-16/YE-17).

35. Difference - Accumulated Depr (cont’d) Example: 10% Residual Value (YE-21) for Accum Depr for Buildings and Capital Leases.

36. Topic Reconciliation of accumulated (16x900) depreciation in AM module to depreciation expense (890100) on the Capital Ledger by year and by accounting period.

37. Accum Depr vs Depr Exp • BOR_DEPR_AM_DIST_LN_BQThis query provides monthly AM accumulated depreciation transactions in DIST_LN table by accounting period.

38. Accum Depr vs Depr Exp(cont’d) Query criteria pulls by the depr expense account (890100) from the AM DIST_LN and prompts for accounting period, fiscal year and business unit.

39. Results for Accum Depr • Query: BOR_DEPR_AM_DIST_LN_BQResults for monthly Asset Management depreciation:

40. Accum Depr vs Depr Exp(cont’d) • BOR_DEPR_CAP_LED_TTL_BQ This query provides the depreciation expense total recorded in the Capital Ledger by accounting period.

41. Accum Depr vs Depr Exp(cont’d) Query criteria pulls data from the Capital Ledger by depr expense account (890100)and prompts for accounting period, fiscal year and business unit.

42. Results for Depr Exp • Query: BOR_DEPR_CAP_LED_TTL_BQ Results for monthly Capital Ledger depreciation:

43. Depr Results Combined AM and Capital Ledger depreciation results combined by accounting period:

44. Accum Depr vs Depr Exp • Query: BOR_AUDIT_AM_BAL_SHEET_DETAIL This query provides yearly AM accumulated depreciation totals.

45. Accum Depr vs Depr Exp(cont’d) Query criteria pulls data from Capital Ledger and prompts by fiscal year, accounts, accounting periods, and business unit.

46. Depr Results by Year • Pivot table from AM query (DEPR & PDP journals only) • Trial Balance – Capital ledger

47. Questions