Appendix A: Bank Reconciliation - dbmanagement.infodbmanagement.info/Books/MIX/D60125GC10_les13_Accounts_Receivable.pdfAppendix A: Bank Reconciliation Chapter 13 - Page 10 Reconciliation:

Copyright © Oracle, 2010. All rights reserved.

Appendix A: Bank Reconciliation Chapter 13 - Page 1

Appendix A: Bank Reconciliation Chapter 13

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Appendix A - Bank Reconciliation

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Course Objectives

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Course Objectives

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Agenda

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Reconciliation Overview

Reconciliation Overview

This graphic depicts the reconciliation process flow. Enter detailed bank information manually or electronically. Reconcile this information with your system transactions manually or automatically. While reconciling, you can create miscellaneous transactions for bank-originated entries and manually enter payments and receipts. You can manually or automatically clear payments, receipts, open interface and miscellaneous transactions before reconciliation to maintain current cash account balances. After reconciliation, review the Bank Statement Detail, Bank Statement Summary, and Bank Statement by Number Reports. You can post the accounting entries to your General Ledger. You can reconcile your general ledger cash account balance to your bank account balance in Cash Management by printing the GL Reconciliation Report.

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Reconciliation Integration

Reconciliation Integration

Oracle Cash Management shares functionality with Receivables, Payables, Payroll, Treasury, General Ledger, and other external systems.

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Reconciliation: Oracle Receivables and Oracle Payables

Reconciliation: Oracle Receivables and Oracle Payables

You can reconcile payments you created in Payables and receipts you entered in Receivables against your bank statements. When you reconcile Payables payments in Cash Management, the payments are first matched to bank statement lines and then cleared. You can also manually clear the payments prior to reconciliation. After clearing or reconciling your payments, you can create accounting entries for the Cash, Cash Clearing, Bank Charges, Bank Errors, Realized Gain, and Realized Loss accounts that you specified in the Oracle Payables Bank Accounts window and the Payment Documents window. You then transfer the accounting entries to your general ledger. When you reconcile receipts with Cash Management, accounting entries are automatically created in the Cash, Remittance, Short-term Debts, and Interest Earned accounts, as applicable to the reconciliation transaction. Cash Management uses the accounts you defined in the Banks window and the Receivables Remittance Banks window (off the Receipt Classes window). You post the accounting entries resulting from Cash Management receipt reconciliation to General Ledger from Receivables.

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Functions with Receivables

Functions with Receivables

Cash Management performs the following functions with Oracle Receivables: • Clear and reconcile receipts: Receipts are made available to Cash Management to

reconcile with bank statement entries. • Reverse receipts: Receipts that are returned NSF (non-sufficient funds) or Stop

Payment are reversed and Debit Memos can be created from Cash Management. • Create Oracle Receivables receipts: Receipts that are missing from Receivables can

be entered using a link from Cash Management. • Create miscellaneous transactions for bank-initiated transactions: Miscellaneous

Receipts can be created in Receivables using a link from Cash Management for both positive and negative amounts.

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Oracle General Ledger and Payroll

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Reconciliation of Oracle Payroll EFT Payments

Reconciliation of Oracle Payroll EFT Payments

Cash Management provides support for various payment formats like NACHA, BACS, and so on for Payroll EFT Payments reconciliation. In order to use this feature, you first need to define the transaction code that specifies the payroll payment format. When defining a transaction code with a payment format, the Payroll Matching Order field will show the order you need to define your BANK_TRX_NUMBER format in your bank statement-mapping template. You will then need to either update or define a new bank statement-mapping template to enter the Format for the BANK_TRX_NUMBER with the format that is needed to identify the EFT payments. Multiple identifiers might be needed to identify EFT payments. You will need to determine what the identifiers are and enter the Format for the BANK_TRX_NUMBER with the formats that are needed to identify the EFT payments. The format should be entered in the order specified by the Payroll Matching Order assigned to the transaction code setup for Payroll EFT payments. Once the setup is complete, you can load, import, and reconcile bank statements containing Payroll EFT payments.

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AutoReconciliation Overview

AutoReconciliation Overview

This graphic depicts the AutoReconciliation process flow.

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Load Bank Statements

Load Bank Statements

Bank files can be loaded in the Bank Statement tables in two ways: • To import bank statements automatically, use a SQL*Loader script against the bank file

to populate the Bank Statement Open Interface. Then import the bank statement information using the Bank Statement Import Program.

• To enter a bank statement manually, enter the bank statement header information and the transaction lines in the Bank Statement window.

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Agenda

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Setting Up Oracle Cash Management and Related Products

Setting Up Oracle Cash Management and Related Products

Before you set up Cash Management, you should set up Oracle Application responsibilities and users for the implementation. Cash Management provides three responsibilities: Cash Management, Bank Reconciliation, and Cash Forecasting.

• It uses data from Oracle General Ledger, Oracle Payables, Oracle Payroll, Oracle Receivables, and Oracle Treasury for bank statement reconciliation.

• It uses information from Oracle General Ledger, Oracle Order Management, Oracle Payables, Oracle Payroll, Oracle Purchasing, Oracle Projects, Oracle Sales, Oracle Treasury, and Oracle Receivables for cash forecasting.

You must perform certain setup steps in these applications before you can use Cash Management with them.

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Setting Up Oracle Cash Management System Parameters

Setting Up Oracle Cash Management System Parameters

(N) Setup > System > System Parameters Use the System Parameters window to configure your Cash Management system to meet your business needs. System parameters determine, for example, the default options for manual reconciliation windows and the control settings for the AutoReconciliation program. Basic System Parameters

• Legal Entity: The name of the legal entity that the system parameters are applied to. • Ledger: The name of the ledger for Cash Management accounting transactions. This

value defaults from the GL Ledger Name profile option. Cash Management supports multiple ledgers. Each legal entity is tied to a ledger. If you use multiple legal entities, then you must set up system parameters for each legal entity.

• Begin Date: Cash Management will not display transactions dated earlier than this date. Reconciliation Controls

• Show Cleared Transactions: If you check this check box, cleared transactions remain available for reconciliation. Otherwise, only uncleared transactions will appear for reconciliation.

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• Allow Adding Lines to Imported Statements. • Show Void Payments: You must check this check box if you want voided payments

available for reconciliation. Signing Authority Approval

• Workflow Enabled • Manually Controlled

Cash Management Transactions • Accounting: Exchange Rate Type, Bank Statement Cashflow Rate Date, Bank Transfer

Rate Date • Bank Account Transfers: Authorization

Note: Set up bank reconciliation controls, such as matching order and float status, for each bank account when you create or update a bank account.

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Setting Up Oracle Cash Management Bank Transaction Codes

Setting Up Oracle Cash Management Bank Transaction Codes

If you want to load electronic bank statements or use Cash Management AutoReconciliation, you must define, for each bank account, the transaction codes that each bank uses to identify different types of transactions on its statements. Because each bank might use a different set of transaction codes, you must define a bank transaction code for each code that you expect to receive from each bank that you use. Transaction types include: Payment, Receipt, Miscellaneous Payment, Miscellaneous Receipt, Stopped, Rejected, NSF (non-sufficient funds), Sweep In, and Sweep Out.

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Bank Statement Open Interface

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Importing Bank Statements

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Bank Statement Validation

Bank Statement Validation

Use the AutoReconciliation Execution Report or the View Reconciliation Errors window to review any import validation errors.

• Use the concurrent request log file to review any errors or warnings related to Treasury. • Use the Bank Statement Interface window to correct any import validation errors.

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Bank Statement Interface Errors

Bank Statement Interface Errors

• Use the Bank Statement Interface window to review import validation errors from the Bank Statement Open Interface tables.

• Review the AutoReconciliation Execution Report. • Review all import and validation errors for a statement.

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Setup for Bank Statement Open Interface

Setup for Bank Statement Open Interface

First, define a bank statement mapping rule, if necessary. Then run the custom loader program against the bank statement file to populate the Bank Statement Open Interface tables. Verify that the bank statement data was loaded into the open interface tables correctly. You can use the Bank Statement Interface window to ensure that bank statement header information is correctly inserted into the CE_STATEMENT_HEADERS_INT_ALL table. You can use the Bank Statement Lines Interface window to ensure that bank statement transaction lines are correctly inserted into the CE_STATEMENT_LINES_INTERFACE table. The Bank Statement Interface and Bank Statement Lines Interface windows show you the statement header and lines information in the open interface tables. You can correct the data using these windows, or you can correct the original bank statement file and reload it using your custom loader program.

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Agenda

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Entering Bank Statements Manually

Entering Bank Statements Manually

Prerequisites: • Define banks • Define bank transaction codes for the bank account • Set up Receivables activities and receipt methods for miscellaneous transactions • Set up sequential document numbering for Cash Management

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Entering Bank Statement Information Manually

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Archiving and Purging

Archiving and Purging

After you import a bank statement into Cash Management, you can purge its data from the Bank Statement Open Interface tables. After you reconcile it, you can purge its data from the Bank Statement tables. To save a copy of your bank statement, you can archive the data before you purge it. You can also archive or purge intra-day bank statement data from the Bank Statement Open Interface and the Intra-Day Bank Statement tables. You can run the Archive/Purge Bank Statements program to archive and purge. You can run this program in preview mode to review the bank records that can be purged and in purge mode to execute the actual purge process. It is recommended that you run the program in preview mode first to confirm that the records picked up by the program are the ones you actually want to purge. When the program completes, it automatically prints the Archive/Purge Bank Statements Report to display the number of headers and lines that were archived or purged. When you purge a bank statement, you must also purge any system transactions reconciled to it. You periodically archive and purge your bank statement interface and bank statement tables, or the retained information will continue to occupy valuable disk space. If you use Cash Management to reconcile journal entries in General Ledger, you should run the Cash Management Purge program before you purge journals in General Ledger.

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To save your archived data to a file, use the ORACLE RDBMS Export utility. To restore data from a saved archive file, first use the ORACLE RDBMS Import utility to populate the special archive tables, then run a custom SQL* Loader script to transfer the data.

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Archiving and Purging Automatically

Archiving and Purging Automatically

Archive tables to the bank statement or open interface tables The Archive/Purge Bank Statements Report lists the number of bank statements (headers and lines) that were archived or purged from Cash Management. The Bank Purging Execution Report displays the Oracle Payables and Oracle Payroll banks, bank branches, internal bank accounts, and employee bank accounts that are processed by the Bank Purging program. Archiving and Purging Automatically If you set the Archive and Purge options in the System Parameters window, you can automatically archive or purge bank statement data from the Bank Statement Open Interface tables after bank statements have been imported into Cash Management. You can also automatically archive or purge imported intra-day bank statement data from the Bank Statement Open Interface tables. To archive or purge data from the Bank Statement or Intra-Day Bank Statement tables, run the Archive/Purge Bank Statements program.

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Reconciling Bank Statements Automatically

Reconciling Bank Statements Automatically

You can run these programs from the Submit Request, Reconcile Bank Statements, or Bank Statement Interface windows. You can also import and automatically reconcile a bank statement from the Bank Statement Loader program by selecting the Load, Import, and AutoReconciliation option.

• AutoReconciliation: Used to reconcile any bank statement entered in Cash Management.

• Bank Statement Import: Used to import an electronic bank statement after loading the bank statement file into the Bank Statement Open Interface tables.

• Bank Statement Import and AutoReconciliation: Used to import and reconcile a bank statement in the same run.

AutoReconciliation Program You can use the AutoReconciliation program to automatically reconcile any bank statement in Cash Management. After you run the program, you can review the AutoReconciliation Execution Report to identify any reconciliation errors that need to be corrected. You can run this report automatically or as needed, and also review reconciliation errors online.

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After automatically reconciling a bank statement and correcting any reconciliation errors, you can run the Bank Statement Detail Report, which shows statement and transaction data for a specific bank account statement, any unreconciled transactions separately with their current status, and the statement totals for each transaction type. Or you can use the View Bank Statements window to review reconciled and unreconciled statement lines. If lines remained unreconciled, you can update the bank statement and rerun the AutoReconciliation program and reconcile the statement lines manually. Once you have reviewed your reconciliation results, you can transfer the accounting entries to your general ledger from Payables and Receivables. If you use Oracle General Ledger, you can reconcile your General Ledger cash account balance to your bank account balance by running the GL Reconciliation Report.

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Reconciling Bank Statements Manually

Reconciling Bank Statements Manually

When you use manual reconciliation, you can search for the following: • Payroll or Payables payments, Receivables receipts, miscellaneous transactions, GL

journal entries, open interface transactions, and specific statement lines • Treasury settlements by using the Reconciliation Open Interface • Customer or supplier transactions, batch name, or remittance number, ranges for

transaction numbers, transaction date, transaction amount, and maturity date • Journal entries on period name, journal entry name, document number, or line number

As you reconcile a statement manually, you may need to create transactions to account for differences between the sum of the reconciled transaction and the line amount.

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Creating Miscellaneous Transactions

Creating Miscellaneous Transactions

When you create a miscellaneous payment, it is actually recorded as a negative receipt. When you reconcile that miscellaneous payment, or negative receipt, it is reconciled to a payment bank statement line with a positive amount.

• Define receivables activities and receipt methods for miscellaneous transactions. When you define a receivables activity with the type Miscellaneous Cash, you must also assign either an account or a distribution set to use for the miscellaneous transaction accounting entries.

• Perform any additional setup required by Receivables to handle miscellaneous receipts, including defining receipt sources and distribution sets.

• Set up Sequential Numbering.

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Recording a Bank Transmission Error

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Recording Transactions from External Systems

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Reconciliation Open Interface

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Agenda

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Manually Clearing and Unclearing

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Clearing and Reconciling Transactions in Oracle Payables

Clearing and Reconciling Transactions in Oracle Payables

The Cleared Transactions Report shows transactions that were cleared or reconciled both manually and automatically. The Cleared Transactions Report can be submitted for Payables payments only, receipts only, payroll payments only, or all three. O

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Clearing and Reconciling Transactions in Oracle Receivables

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Transferring Bank Reconciliation Transactions to Your General Ledger

Transferring Bank Reconciliation Transactions to Your General Ledger

When you reconcile bank statement lines to journal entries in General Ledger, no reconciliation accounting entries are created. Transferring to General Ledger is only required for entries created in Payables and Receivables. Cash Management does not provide reconciliation accounting data to Payroll. If you use General Ledger, you need to run the Journal Import program after transferring your reconciliation accounting transactions from Payables or Receivables to create journal entries based on the reconciliation transactions. Once you run Journal Import, you need to post your journals in General Ledger. Use the GL Reconciliation Report to reconcile the General Ledger cash account balance to the bank statement closing balance and to identify any discrepancies in your cash position. The General Ledger cash account should pertain to only one bank account. The summary report lists the General Ledger cash account balance, an adjusted balance for the bank statement, a separate adjustment amount for unreconciled receipts, payments, journal entries which have been recorded in the General Ledger cash account, and bank errors. The detail report provides details for the unreconciled items as well as the information contained in the Summary report.

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Recording Exceptions

Recording Exceptions

If you implement the automatic bank transmission feature, use the Payment Exceptions Report to view payment exceptions generated by the bank and transmitted to your local directory. You can view the transmission history and the actual report in the Transmissions window. In the Find Transmissions window, choose the file type of EXCEPTION to query exceptions reports. Select the File Text field of the file you want to view and choose Edit Field from the Edit menu. The Editor window displays the content of the file you selected. To resolve the payment exceptions, you need to manually unreconcile the transactions in Cash Management and void the payment in Payables.

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Handling Non-Sufficient Funds (NSF) Using AutoReconciliation

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Handling Non-Sufficient Funds (NSF) or Rejected Receipts Manually

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Recording a Stopped Payment

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Recording a Direct Debit from a Supplier

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Entering Reversals

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Reconciling Corrections and Adjustments to Bank Errors

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AutoReconciliation Matching

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AutoReconciliation Matching: Reversal Method

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AutoReconciliation Matching: Adjustment Method

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Manual Reconciliation Matching

Manual Reconciliation Matching

If you are reconciling bank statements manually, the Reconcile Bank Statements window retrieves all available statement lines and transactions that match your selection criteria. Then you can decide how you want to reconcile the correction entry. If you have already reconciled the error statement line to a transaction, you must first unreconcile the error statement line before attempting to reconcile it with the correction entry. Sometimes a bank uses one correction entry to correct multiple error statement lines. You can manually reconcile between multiple statement lines.

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Value Date Support

Value Date Support

With value date support, you can: • Calculate a more accurate short-term cash forecast based on value date. • Track actual value dates and derive more accurate lead times. • Calculate a more accurate interest on interest-bearing accounts.

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Value Date Support in Oracle Payables and Oracle Receivables

Value Date Support in Oracle Payables and Oracle Receivables

Postpone reconciliation in the System Parameters window if the value date on the statement line is greater than the current date. Enter the payment’s anticipated value date in Payables at creation time. Update the actual value date for each payment during reconciliation. Value Date Derivation in Applications is as follows:

• Oracle Payables: Anticipated Value Date, Actual Value Date • Oracle Cash Management: Bank Statement, Miscellaneous Transactions, Manual

Clearing • Oracle Receivables: Anticipated Value Date, Actual Value Date

In the Forecast process, selection hierarchy for future AR Receipts and AP Payments are: AR Receipts:

• Value Date (actual then anticipated) • Maturity Date • Latest Transaction Date

AP Payments: • Value Date (actual then anticipated) • Maturity Date

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• Payment Date

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Agenda

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Oracle Cash Management Reports

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Archive/Purge Bank Statements Report

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AutoReconciliation Execution Report

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Bank Statement Detail Report

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Bank Statement Summary Report

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Bank Statements by Document Number Report

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GL Reconciliation Report

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Cash in Transit Report

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Cleared Transactions Report

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Transactions Available for Reconciliation Report

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Batches Available for Reconciliation Report

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Bank Transaction Codes Listing

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Cash Application Work Queue

Cash Application Work Queue

Using Cash Application Work Queue, you are be able to: • Filter the work queue assigned to you. • Sort the work queue assigned to you • For a selected work item, perform all business actions that are currently available in the

receipt context, within the limits of the functional privileges. • Identify a set of existing work items, based on search criteria, and re-assign in bulk to

another user. • Manually change the status of the selected work items. • Manually assign a review date to the selected work items. • Add notes to the selected work items. • Export the work items to Excel. • View other user’s work queue within the security framework.

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Cash Application Work Queue (continued)

Cash Application Work Queue (continued)

Work Item Assignment: Unapplied receipts and unidentified receipts in the cash application owner’s queue are referred to as work items. The Work Item Assignment means identifying the unapplied and unidentified receipts and assigning them to cash application owner work queue for further processing. Work Item assignment to cash application owner’s queue will be performed by leveraging the Work Item Assignment Rule Engine. By using this rule engine, assignments can be done evaluating one or more conditions defined in a rule. You can define multiple conditions in a rule and associate the rule to a particular cash application owner. Following receipt attributes will be available for defining conditions in a rule:

• Bill To Customer • Bill To Site • Customer Profile Class • Country • Operating Unit • Currency

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• Unapplied Amount • Unidentified Amount

You can define multiple rules and assign them priority. The system evaluates rules based on priority and when conditions for a rule are satisfied, the rule engine returns the cash application owner assigned to the rule and stops evaluating the remaining rules. The rule engine also allows you to define a default cash application user, who will be used when none of the rules are satisfied. The Cash Application Work Items Assignment concurrent program runs after the new Automated Cash Application process is run. The concurrent program loops through all unidentified and unapplied receipts not assigned to Cash Application Owners and invokes the rule engine and passes receipt attributes. The rule engine determines the Cash Application Owner for each receipt and provides it to concurrent program, which assigns the work items to the work queue of respective Cash Application Owner. Work Item Status Maintenance The system provides a new extensible lookup to store work item status codes. System seeds the status codes New and Closed. You can add additional status codes to the lookup. The work item has a status of New when it assigned to the cash application owner work queue by the Work Item Assignment concurrent program. Cash application owner can later change the status to any user defined status codes. Once the receipt is fully applied, system updates the status to Closed. You can also bulk reassign work items selected on Cash Application Work Queue page to any particular Cash Application User. You can also update few fields for work items selected on Cash Application Work Queue page. You can update these columns: Cash Application Owner, Review Date, Work Item Status and Note.

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Work Load Review Report

Work Load Review Report

This report provides work queue information of Cash Application Owner/s for a defined period. This helps in analyzing workload of Cash Application Owners. The report lists all work items in the queue of Cash Application Owner/s selected in the query parameters. It also gives summary at the top of the report. Report shows detailed information of work items if “Yes” is selected for the Detail parameter , otherwise report shows summary information only.

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Summary

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Summary

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