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AR to Finance Daily Reconciliation. Bucknell University Lori Wilson – lwilson@bucknell.edu Bill George – wdgeorge@bucknell.edu PA BUG – November 2005. Accounts Receivable Daily Reconciliation BANNER Accounts Receivable must be reconciled daily to the general ledger in BANNER.

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ar to finance daily reconciliation
AR to Finance Daily Reconciliation

Bucknell University

Lori Wilson – lwilson@bucknell.edu

Bill George – wdgeorge@bucknell.edu

PA BUG – November 2005

slide2
Accounts Receivable Daily ReconciliationBANNER 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.

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Finalize Cashier Sessions
  • To finalize the closed cashier sessions, perform <Block Next> 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 <Save> and <Exit>.
  • 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.

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TGRCSHR: Cashier Detail ReportThis 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.

  • Process: ‘TGRCSHR’. Perform <Block Next>.
  • Printer: ‘finlp_4-2’. Perform <Block Next>.
  • Parameters and Values:
  • Perform <Block Next>.
  • Perform <Save> and document job number.
  • This job is filed in the daily A/R Cashier session file folder.
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NOTE: This report can also be run to select open sessions to aid cashiers in balancing their cashier sessions.
  • Parameters and Values:
slide6
TGRAPPL: Application of PaymentThis report applies charges and payments according to system and user defined parameters.
  • Process: ‘TGRAPPL’. Perform <Block Next>.
  • Printer: ‘finlp_4-2’. Perform <Block Next>.
  • Parameters and Values:
  • Perform <Block Next>.
  • Perform <Save> and document job number.
  • NOTE: You must WAIT for TGRAPPL to print before continuing. Discard paper output.
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TGRFEED: Accounting Feed ProcessThis 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 <Block Next>.
  • Printer: ‘finlp_4-2’. Perform <Block Next>.
  • Parameters and Values:
    • Perform <Block Next>.
    • Perform <Save> 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.
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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.

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TGRRCON: Accounts Receivable ReconThis 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 <Block Next>.
  • Printer: ‘finlp_4-2’. Perform <Block Next>.
  • Parameters and Values:
    • Perform <Block Next>.
    • Perform <Save> 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.
slide10

FURFEED: Finance Feed Sweep ProcessThis process gathers transactions from GURFEED and inserts them into the Transaction Input Table (FGBTRNI).

  • Process: ‘FURFEED’. Perform <Block Next>.
  • Printer: ‘finlp_4-2’. Perform <Block Next>.
  • Parameters and Values:
  • Perform <Block Next>.
  • Perform <Save> and document job number.
fgrtrni interface process this is the interface process
FGRTRNI: Interface ProcessThis is the interface process.
  • Process: ‘FGRTRNI’. Perform <Block Next>.
  • Printer: ‘finlp_4-2’. Perform <Block Next>.
  • Perform <Block Next>.
  • Perform <Save> and document job number.
slide12
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.

slide13
FURAPAY: Refund InterfaceThis will process any automated refunds that were entered during the day by Accounts Receivable.
  • Process: ‘FURAPAY’. Perform <Block Next>.
  • Printer: ‘finlp_4-2’. Perform <Block Next>. 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:
  • Perform <Block Next>.
  • Perform <Save> 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.

slide14

FGRFAAC: Fund/Account Activity ReportThis 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 <Block Next>.
  • Printer: ‘finlp_4-2’. Perform <Block Next>.
  • Parameters and Values:
  • Perform <Block Next>.
  • Perform <Save> and document job number.
slide15
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) 110005-1201, 110005-2415, 110005-2441, 110005-2445, 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 0.00.
  • 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.
ar to finance daily reconciliation16
AR to Finance Daily Reconciliation

Bucknell University

Questions/Comments

Lori Wilson – lwilson@bucknell.edu

Bill George – wdgeorge@bucknell.edu

PA BUG – November 2005