Generating Subsystem Reconciliation Reports

This chapter provides an overview of subsystem reconciliation reports, lists prerequisites, and discusses how to generate subsystem reconciliation reports.

Understanding Subsystem Reconciliation Reports

Subsystem reconciliation reports compare accounting transactions that have been posted in the subsystem with General Ledger balances. The loader summarizes transactions by General Ledger business unit, fiscal year, accounting period, ledger, selected ChartFields, and system source. Subsystem transactions are categorized as either distributed or not distributed. General Ledger journal transactions are categorized as either posted or not posted. This enables the customer or auditors to check the integrity of the journal entries in General Ledger by verifying that no discrepancies occurred between subsystems and the General Ledger.

A subsystem reconciliation report is run at the end of each period. The auditors should validate the data before running the final closing because discrepancies can occur from:

Accounting entries posted in subsystems and not distributed in General Ledger.
Accounting entries posted in subsystems, distributed in General Ledger but not posted because of various statuses such as errors, posting incomplete, not edited, or hold.

Prerequisites

Before you can run the subsystem reconciliation reports, you must run subsystem and General Ledger processes, such as the:

Receivable Update process (ARUPDATE).
PeopleSoft Payables Voucher Posting (AP_PSTVCHR)/ Payment Posting (AP_PSTPYMNT) processes.
PeopleSoft Billing Load GL Accounting Entries process (BILDGL01).
Post PeopleSoft Expenses process (EX_POST_LIAB) for expense liabilities.
PeopleSoft General Ledger Journal Generator (FS_JGEN), Journal Edit (GL_JEDIT), and Journal Post (GLPPPOST) processes.

Running the Subsystem Reconciliation Reports Loader Request (GL_RECN)

The Subsystem Reconciliation Loader process (GL_RECN) extracts transactions from General Ledger and from all subsystems that have set up a journal generator template to send information to General Ledger, such as Accounts Receivable, Billing, Accounts Payable, Purchasing, Expenses, Inventory, Treasury, Asset Management, Contracts, and Projects subsystems, to name a few. You must run the Subsystem Reconciliation Loader process before you run the reports. The loader summarizes transactions by General Ledger business unit, fiscal year, accounting period, ledger, selected ChartFields, and system source.

This section discusses how to:

Use the Subsystem Reconciliation Report Loader request (GL_RECN).
Run subsystem reconciliation reports.

Pages Used to Generate Subsystem Reconciliation Reports

Page Name	Object Name	Navigation	Usage
Load Reconciliation Data	GLRCN_REQUEST	General Ledger, General Reports, GL Subsystem Reconciliation, Load Reconciliation Data	Runs the Load Reconciliation process (GL_RECN) to extract data from the subsystem or General Ledger journal transactions based on all or selected business units and the selected ChartFields.
Reconciliation by System Srce (reconciliation by system source)	RUN_GLRCN_RPTS	General Ledger, General Reports, GL Subsystem Reconciliation, Reconciliation by System Srce	Generates FIN5001 Reconciliation by System Source report.
Reconciliation by ChartFields	RUN_GLRCN_RPTS	General Ledger, General Reports, GL Subsystem Reconciliation, Reconciliation by ChartFields	Generates FIN5005 Reconciliation by ChartField report.

Using the Subsystem Reconciliation Reports Loader Request (GL_RECN)

Access the Load Reconciliation Data page.

Last Run On	System updates this field every time this process is run.
Description	Enter a brief description of this process.
Fiscal Year	Use four-character years. For example, 2007.
From Period and To Period	Enter a numeric starting period, such as 1and a numeric ending period such as 3. The To Period field is not a required field. If you do not enter a value in the To Period field, the value in the From Period field is used.
All Business Units	Check to reconcile all General Ledger business units.
Specify Business Units - Business Unit	If you do not select All Business Units, select one or more General Ledger business units to reconcile.
ChartField Selection - Include CF (ChartField selection - include ChartField)	Select to choose the specified ChartField for summarization. You control how the data is summarized at the ChartField level. Note. If you do not select any ChartFields, the GL_RECN process logs an error message and does not load any data.

Running Subsystem Reconciliation Reports

Run subsystem reconciliation reports to reconcile General Ledger balances to the accounting transactions that enter the General Ledger from a selected subsystem application. Any ChartField that you select must already exist in the loaded data.

FIN5001 - Reconciliation by System Source

This report lists the data at the system source level, such as AP, and then lists all the activity for the subsystem (AP), including what was posted and not posted, for one or more selected ChartFields that appear in the data that you loaded.
FIN5005 - Reconciliation by ChartFields

This report lists the data based on one or more selected ChartFields that appear in the data that you loaded. Each of the subsystem amounts that fall within the ChartField combination is listed on the report along with the total amounts for the ChartFields and the related ledgers.