AR COMPLETE MANUAL
AR COMPLETE MANUAL
Introduction
The procedures for performing period-end processing in Oracle Receivables Release 11i.
Business Requirements
Oracle
Receivables requires periodic internal reconciliation of the
transactions entered into the Accounts Receivables system. We want to
verify the impact of daily activity on the Aged Trial Balance Report and
to confirm amounts posted to the General Ledger.
Oracle
Receivables provides a comprehensive set of reports to facilitate
reconciliation of outstanding customer balances, transactions, receipts,
and accounts balances.
Oracle
Receivables provides the functionality to enable reconciliation of your
sub-ledger before posting to the general ledger. Posting to the General
Ledger allows extraction of details from Oracle Receivables, and
creation of journal entries in the General Ledger. After posting to the
General Ledger, it is possible to reconcile Oracle Receivables with the
general ledger by verifying that all the correct journal entries were
made
Steps -- Procedures
The following steps are taken in performing period-end processing for Oracle Receivables:
Complete All Transactions for the Period Being Closed
Ensure that all transactions have been entered for the period being closed.
Completing all transactions for Oracle Receivables:
1. Complete Invoicing, Credits and Adjustments
2. Complete Receipts and Reversals
3. Complete Invoice and Customer Import
4. Complete LockBox Processing
If
you import transactions from an external system or Oracle Projects,
ensure you have imported all transactions and master files, and reviewed
all audit trails for completeness.
Reconcile Transaction Activity for the Period
Reconcile
the transaction activity in Oracle Receivables before posting to the
General Ledger. This reconciliation process checks that Oracle
Receivables transactions balance with themselves, ensuring that all
postable items are reflected on the Sales Journal. Run the following
reports for the same accounting period date range:
The Transaction Register
This
report details all the transactions (i.e. invoices, debit memos, credit
memos, deposits, guarantees, and chargebacks) entered with a GL date
between the period start and end dates specified for the period being
reconciled. This report shows transactions entered and completed.
The Sales Journal By Customer Report and the Sales Journal By GL Account Report
This
report enables review of all transactions for the specified period. The
summary totals for the sales journal are by Posting Status, Company,
and Transaction Currency. This report details, by account type (i.e.
receivables, revenue, freight, tax), the general ledger distributions
for posted and/or unposted invoices for the specified period.
The
total on the Sales Journal by GL Account should equal the total of
postable items listed on the Transaction Register. If any discrepancies
are evident, research the customer balances to find out which balance
does not tally, using the Sales Journal by Customer report.
By using the following formula, ensure that the Transaction Register matches the Sales Journal:
Transaction Register (Postable Items) + 2 * Credit Memo Total = Sales Journal (Debits plus Credits)
e.g. $100 + (2 * $20) = Debits $120 + Credits $20
($120 Debits - $20 Credits)
Attention:
The Transaction Register total for any credits must be adjusted as they
are negative on the Transaction Register and positive on the Sales
Journal.
Attention: Ensure that the monthly transaction total is accurate and that no distribution issues exist.
Reconcile Outstanding Customer Balances
Reconcile
the outstanding customer balances at the beginning of a specified
period with the ending balance for the same period, using the following
formula, known as the RollForward Formula:
Period-End
Balance = Outstanding Balance at Start of Period + Transactions +
Adjustments - Invoice Exceptions - Applied Receipts - Unapplied Receipts
The
following table represents the various components that affect a
customer’s balance and the reports which can be run and reviewed to
reconcile these components:
Reconcile Outstanding Customer Balances:
1. Beginning Balance - Aged Trial Balance (As of the first day of the accounting period)
2. Transactions - Transaction Register
3. Adjustments - Adjustment Register
4. Invoice Exceptions - Invoice Exceptions Report
5. Applied Receipts -Applied Receipts Register (Identify payments received from customers)
6. Unapplied Receipts - Unapplied Receipts Register (Identify payments received from customers)
7. Ending Balance - Aged Trial Balance (As of the last day of the accounting period)
Attention:
You can use the Invoice Exceptions Report to adjust the Transaction
Register for any transactions which are not open to Receivables and
therefore do not show up in the agings.
Review the Unapplied Receipts Register
Use
the Unapplied Receipts Register to review detailed information about
your customers on-account and unapplied payments for the date range that
you specify. You can use this report to determine how much your
customer owes after taking into account all on-account and unapplied
amounts. Receivables displays information about your on-account or
unapplied payment such as GL date, batch source, batch name, payment
method, payment number, payment date, on-account amount, and unapplied
amount. This report includes both cash and miscellaneous receipts.
If
any of the Receipts listed can now be applied to outstanding
transactions, then perform this action by re-querying the receipts and
following the normal application procedure.
Reconcile Receipts
Ensure that Oracle Receivables receipts balance with themselves by running the following reports:
Receipts Journal Report
This
report displays details of receipts that appear in the Journal Entry
Report. The Journal Entry Report shows the receipt numbers that
contribute to a particular GL account. Using the receipt number, you can
review the detailed information on the Receipts Journal Report.
Receipt Register
Use this report to review a list of receipts for a specified date range.
The
total of the Receipts Journal Report should equal the total of all the
receipts in the Receipt Register for the same GL date range. Both
reports display invoice related receipts and miscellaneous receipts.
Reconcile Receipts to Bank Statement Activity for the Period
(Refer to Chapter 8 Period-End Procedures for Oracle Cash Management)
Attention:
The General Ledger transfer process must be re-run for any
miscellaneous accounting entries generated from the bank reconciliation,
for transfer to the General Ledger.
Post to the General Ledger
Prior
to posting to the general ledger from Oracle Receivables, the Receipts
Journal Report and Sales Journal display the transactions that would be
posted to the General Ledger (providing the posting process was run for
the same GL date range). After internally reconciling the transactions
and receipts using these two reports, it is possible to perform external
reconciliation during and after the posting process.
The posting process for Oracle Receivables involves two steps:
General Ledger Transfer
The general ledger transfer process transfers transaction and receipt data to Oracle General Ledger’s interface table.
Journal Import
This
process follows the General Ledger Transfer. This process can be
initiated from Oracle Receivables, or from Oracle General Ledger. The
process creates unposted journals in Oracle General Ledger. A separate
posting process (The GL Post) is then run in Oracle General Ledger, to
create posted journal entries. Oracle Receivables provides reporting
tools to enable tracking and reconciliation of the entire posting
process.
Reconcile the General Ledger Transfer Process
Compare
the GL Transfer process execution report, that details the total debits
and credits transferred, with the sales and receipt journals totals and
check that they match. Ensure that the date ranges for the reports and
the GL Transfer are identical.
Oracle
Receivables will generate the Unposted Items Report if there are any
transactions or receipts that could not be transferred to the general
ledger interface table. If this is the case, the total un-transferred
items must be considered when reconciling the sales and receipts
journals with the general ledger transfer execution report.
Once
transactions and receipts have been transferred to the GL interface
table, Oracle Receivables regards these items as having been ‘posted’
within the sub-ledger. Account balances for transactions and receipts
can be reconciled by generating the Sales Journal by GL Account Report,
the Receipts Journal Report (in ‘transaction’ mode) and the Journal
Entries Report for posted items. The account totals in the Sales and
Receipt journals should match the corresponding account balances in the
Journal Entries Report.
Attention: The ‘Detail by Account’ version of the Journal Entries Report may be the most useful for reconciliation in this case.
Reconcile the Journal Import Process
Journal
Import produces an execution report detailing the total debits and
credits for the journals created by the import process. These totals
match the totals on the GL transfer execution report.
Run
the Publish Journals-General Report with a Posting Status of Unposted
from Oracle General Ledger to view the journals created. The grand
totals on this report match the Journal Import Execution Report.
Print Invoices
Once
you are satisfied that customer balances are reconciled, ensure all the
invoices generated during the month have been printed and issued.
If
consolidated invoice functionality is used, then ensure that the
consolidated invoices have been generated for the current period.
Print Statements (Optional)
Once
you are satisfied that the customer balances are reconciled and the
business procedure is to generate and issue Statements. Initiate the
printing of all monthly (periodic) cycle statements.
Print Dunning (Reminder) Letters (Optional)
Once
you are satisfied that the customer balances are reconciled, and the
business procedure is to generate and issue Dunning or Reminder Letters.
Initiate the printing of all dunning letters/sets.
Close the Current Oracle Receivables Period
Close the current period in Oracle Receivables using the Open/Close Accounting Periods window.
Reconcile Posted Journal Entries
After
running the GL posting process in Oracle General Ledger, run the
Publish Journals-General Report with a Posting Status of Posted from the
Oracle General Ledger, and verify that the grand totals from this
report match the Journal Import Execution Report.
Review the Unposted Items Report
Receivables
prints the Unposted Items Report for all items that are not posted for
the specified GL date range. There are two ways to generate this report:
through the Submit Requests window or by running the General Ledger
Interface Program. If you submit this report through the Submit Requests
window, the output will consist of all unposted items for the specified
GL date range.
The
General Ledger Interface Program automatically generates this report if
there are items that you attempt to transfer to your general ledger
that are out of balance. In this case, Receivables prints a reminder on
the Posting Execution Report to check your log file for out of balance
items.
Using
the Submit Requests window to generate this report, submit with a GL
date range for at least the current financial year. This report should
not generate any output if all Receivables transactions have been
successfully posted to General Ledger.
If
there are any unposted items for the current or prior periods, then
re-open both appropriate Receivables and General Ledger Periods and
initiate another posting.
Open the Next Oracle Receivables Period
Open the next period in the Oracle Receivables using the Open/Close Accounting Periods window.
Run Reports for Tax Reporting Purposes (Optional)
A
variety of standard reports can be used to provide tax information
which is required to be reported to the relevant Tax Authority,
including withholding tax.
The
Financial Tax Register can be used to view the output from the Tax
Reporting Ledger using Reports Exchange and Application Desktop
Integrator (ADI). Using these products you can change the layout of the
report, publish the report in different formats, and export the data to a
tab delimited or HTML file.
The
Tax Reporting Ledger consists of accounting information created in
Oracle Receivables, Oracle Payables, and Oracle General Ledger. The
Financial Tax Register uses this data to generate Tax Register reports
using the Rxi reporting tool.
The following tax registers are available:
§ Tax Register
§ Interim Tax Register
§ Nonrecoverable Tax Register
The following summary levels are available within each Tax Register:
§ Transaction Header
§ Transaction Line
§ Accounting Line
Run Archive and Purge Programs (Optional)
The
Archive and Purge cycle is divided into four separate processes,
Selection and Validation, Archive, Purge, and optionally Copying to a
file. The Selection and Validation and Archive processes form the
Archive-Preview program. This program selects eligible transaction using
criteria you specified, validates the data to identify the transaction
chains, then stores this information in the archive tables. The Purge
program uses the information in the archive tables to delete eligible
transactions from the database tables. Alternatively, you can run
selection and validation, archive, and purge processes together using
the Archive and Purge program. The final process is to transfer the
archive data to a separate storage medium.
Warning: You should not use the Receivables Archive and Purge program if you are using cash basis accounting.
No comments:
Post a Comment