Pennsylvania BANNER Users Group 2006 Accounts Receivable Daily Reconciliation.

Pennsylvania BANNER Users Group2006

Accounts Receivable Daily Reconciliation

General Announcements:

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Questions will be answered at the end of

the session

Thank you for your cooperation

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.

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.

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:

01 Session Selection F

02 Category Code %

03 Specific Cashier %

04 Print All Cashier Sessions Y

05 From Cashier Session Number

06 To Cashier Session Number

07 Detail and/or Summary Report B

08 Update Final Sessions to R Y

09 Enter Report Begin Date

10 Enter Report End Date

• Perform <Block Next>.• Perform <Save> and document job number.• This job is filed in the daily A/R Cashier session file folder.

NOTE: This report can also be run to select open sessions to aid cashiers in balancing their cashier sessions.

• Parameters and Values: 01 Session Selection O (Open)

02 Category Code %

03 Specific Cashier LRANCK

04 Print All Cashier Sessions Y

05 From Cashier Session Number

06 To Cashier Session Number

07 Detail and/or Summary Report B

08 Update Final Sessions to R N

09 Enter Report Begin Date

10 Enter Report End Date

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:

01 ID Number

02 Apply Refund to any priority Y

03 Apply Neg Chg to any priority Y

04 Apply Cont/Expt Credits D

05 Apply Title IV first Y

06 Apply Aid to Future Term Y

07 Apply Other to Future Term Y

08 Order by Term 1

09 Print Application Pending Rost Y

10 Selection Identifier

11 Application Code

12 Creator ID

13 User

• Perform <Block Next>.• Perform <Save> and document job number.• NOTE: You must WAIT for TGRAPPL to print before continuing. Discard paper output.

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:

01Address Selection Date DD-MON-YY

02Address Hierarchy 1XX

• Perform <Block Next>.• Perform <Save> and document job number.

If TGRFEED Does not ProcessSome 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.

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.

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:

01 Account Detail Reconciliation Y

02 Starting Feed Date for Detail 01-JUL-96

03 Ending Feed Date for Detail DD-MON-YY

04 Miscellaneous Reconciliation N

05 Starting Feed Date for Misc

06 Ending Feed Date for Misc

07 Deposit Reconciliation Y

08 Original or Current Accounting C

• 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.

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:

01 Report Mode S

02 System ID/Time Stamp ACTRECV

• Perform <Block Next>.• Perform <Save> and document job number.

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.

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.

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:

01Bank code 01

• 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.

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 <Block Next>.• Printer: ‘finlp_4-2’. Perform <Block Next>.

• Parameters and Values: 01 Fiscal Year YY

02 Chart of Accounts B

03 As of Date DD-MON-YY

04 Include Accrual for Last Prd. N

05 From Fund 110005

06 To Fund 110005

07 From Account

08 To Account

• Perform <Block Next>.• Perform <Save> and document job number.

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.

Daily Accounts Receivable Reconciliation

Date: 11/17/06

BANNER Finance:110005-1201 Open Charges $1,234,567.00110005-2441 Less Unapplied Pmts-FAID $10,000.00110005-2445 Less Unapplied Payments ($3,000.00)110005-2415 Deposits ($14,500.00)

Total BANNER Finance $1,227,067.00

BANNER Accounts Receivable: TGRRCON Difference NOTE: Always use the "ADJ FED TOTAL" Column110005-1201 Open Charges $1,234,567.00 $0.00110005-2441 Less Unapplied Pmts-FAID $10,000.00 $0.00110005-2445 Less Unapplied Payments ($3,000.00) $0.00110005-2415 Deposits ($14,500.00) $0.00

TotalTotal BANNER Accounts Receivable $1,227,067.00 $0.00

Explanation Difference

Total $0.00

Prepared by:_________________________ Date:___________

Correcting Student Deposit ErrorsIf not done correctly, deposits will be out of Balance w/ledger

There are three types of error that could occur while posting a deposit. The deposit could be posted for an amount less than the actual deposit, greater than the actual deposit, or to the wrong individual’s account. The procedures for correcting a deposit posted to the wrong individual or for more than the actual deposit are handled in the same manner.

Deposit Recorded As Less Than Actual DepositTo correct this error, simply create a second deposit for the difference. It is important to

note that at the time the deposit is released, each deposit is listed separately on the billing statement.

Deposit Recorded Greater Than The Actual Deposit Or To Wrong IndividualThere are 4 steps to this process after a deposit has been processed incorrectly. The

steps are as follows: Release the entire incorrect deposit on the Student Account Detail Form

(TSADETL). Post a negative deposit for the entire amount of the incorrect deposit on the

individual’s account. On the Miscellaneous Transaction Form (TFAMISC), process the following entry: Debit: The deposit detail code (DEPE, DEPS, or DEPO) Credit: The deposit payment detail code (CKDP or CSDP) Amount: same amount used in steps 1, 2, and 3. Process the correct deposit.

After step 3 the individual’s account is correct. Step 4 is needed to correct the accounting and balance the cashier session. In order for the cashier session to balance, all of these steps must be done in the original cashier session. If the entries must be done in another cashier session, everything must be noted since neither cashier session will then balance. The transaction processed through Miscellaneous Transaction Form (TFAMISC) will have a different source code.

Pennsylvania BANNER Users Group2006

Open Floor for Other Questions?

Pennsylvania BANNER Users Group2006

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