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Accounts Payable Reconciliation Reporting

Caroline Buckland Updated by Caroline Buckland

Accounts Payable Audit Reconciliation Procedures

Accounts Payable Procedure

Number

Description

Frequency

Action Required

1

AP Audit Checks

Schedule: CLDAUREC

Daily

Access the Spool: Systems Admin>Spool.  Enter RGM601 in the report field.

AP Audit Transaction Summary – Update Control Report (RGM601)

This report compares the audit totals (Total Accumulated) with the database balance on the Creditors system.

·     Ensure that Ledger balance carried forward and Ledger balance carried forward control agree.

If an imbalance exists

Accounts Payable>AP Processes>AP Data Entry>Review Batches

 ·       check AP Batch List (MGBA) for any ‘in error’ or ‘processing’ batches.

If ‘in error’ batches exist ensure that batch transactions have not updated the supplier account and not been included on audit reports.

Access the Spool: Systems Admin>Spool.  Enter RGM201 and then RGM501 in the report field.

Check AP Audit – Batch Summary Financial Audit - PL Report RGM201or for full batch details, report RGM501 AP Audit – Transaction Details for detailed.

Access the Spool: Systems Admin>Spool.  Enter RGM601 (AP Audit – Transaction Summary) in the report field.

Recheck the AP Audit Summary– Update Control Report RGM601 to see if the previous imbalance appears on the Audit Totals.

If there are discrepancies between the totals check the General Ledger - Account Payable reconciliation reports

Access the Spool: Systems Admin>Spool.  Enter RGQXXX in the report field.

RGQF01 - AP-GL Reconciliation Control

RGQF02 – AP – GL Sourced Mismatches

RGQF03 – AP-GL Non Sourced mismatches

to determine whether differences are due to transactions posted to the creditors control accounts via non-accounts payable transactions i.e. direct GL journals.

Inter Ledger Reconciliation

AP to GL

Daily

AP-GL Reconciliation Control Report (RGQF01)

Access the Spool: Systems Admin>Spool.  Enter RGQF01 in the report field.

Check report RGQF01 to ensure no mismatches found.

If only mismatches are equal to +/- 0.01 and mismatches greater than +/- 0.01 are zero, then mismatches can be assumed to be currency rounding differences and inter ledger reconciliation can be considered to be in balance

If mismatches found then investigate as follows:

1) If AP (Accounts Payable) sourced mismatches in AP.

  • Check transaction details from PL-GL Sourced Mismatches Report (RGQF02). 
  • Carry out on-line enquiries in GL to confirm that transaction has not posted to GL. 

General Ledger>GL Enquiries>Transactions by Account Code

Check that GL audit ED4 process was run as this would affect whether GL transactions were written to the inter ledger reconciliation files.

Access the Spool: Systems Admin>Spool.  Enter ED4 in the process field or enter schedule CLDAUREC in the schedule field.

 2) If AP sourced mismatches in GL

Check transaction details from PL-GL Sourced Mismatches Report (RGQF02). Enter RGQF02 in the report field

Carry out on-line enquiries in AP to confirm that transaction has not posted to AP Supplier account.

Accounts Payable>AP Enquiries, select any of the appropriate options to locate the transaction.

Check that AP audit GM4 process was run as this would affect whether AP transactions were written to the inter ledger reconciliation files. Access the spool: Systems Admin>Spool enter GM4 in the process field.

3) If non-AP sourced mismatches in GL

Check transaction details from AP-GL Non-Sourced Mismatches Report (RGQF03) Enter RGQF03 in the Report field.

Carry out on-line enquiries in GL to AP control accounts to confirm that transactions were manually posted to GL via journals.

General Ledger>GL Enquiries>Transactions by Account code (the source details will indicate which module the transactions where sourced (if source module is blank that = General Ledger)

If manual postings to AP control accounts are discovered then users should be advised that this practice is not permitted.

Security profile of the update user must be investigated to ensure range security prevents further postings to control accounts.

Confirmation of Reconciliation Tasks

Daily

1)     No imbalances exist

All Audit and Reconciliation reports have been checked and that there are no imbalances.

2)     Imbalances exist

If imbalance cannot be explained

  • raise a case with Advanced

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