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MONTH-END CLOSE STEPSDocument Name: GL Month-End CloseRevision Number: 2Test Summary: Month End Close
Step Navigation Test Case Expected Results Actual Results/Required Actions
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Initials Date
1 ACCOUNTSPAYABLE
AP: Other Requests Run
Validate Invoices:Run Request: Invoice Validation
Run Invoices on Hold Report to find thelist of invoices on hold for the period.
Run Invoice Register report with theparameter for Unvalidated Invoice as
Yes
Fix invoices on hold or unvalidated andrun validation process again if needed.
Account for Invoices:Run request: Payables AccountingProcess
Run Unaccounted Transactions Reportto find the list of invoices on hold for theperiod.
Fix any unaccounted transactions andre-run accounting process if needed.
Transfer to GL:Run Request: Payables Transfer toGeneral Ledger
Post Journals(Navigation: General Ledger -> PostJournal)
AP should betransferred to theGL. Mass
Additions shouldbe created in FA.
Req. ID:
View reports online.
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2 AP: Other Requests Run
Accounts
Payable TrialBalance
This report is mandatory to reconcile APto the GL. Use the AP Trial Balancereport to verify that the AP liability
accounts equal those in the GL.
Run Account Analysis report in GL for the AP Liability account.
AP should balanceto the GL.
Req. ID:
View report online.
3 AP: Other Requests Run
Posted InvoiceRegister
This report is mandatory to reconcile APto the GL. It is used to review invoicesposted in a particular period.
The report shouldassist in the
AP/GL balance.
Req. ID:
View report online.
4 AP: Other Requests Run
Posted
PaymentRegister
This report is mandatory to reconcile APto the GL. Use it to review paymentsposted in a particular period.
The report shouldassist in the
AP/GL balance.
Req. ID:
View report online.
5 AP: Other Requests Run
Invoice AgingReport(TimeSensitive )
Use the Invoice Aging Report to analyzecash flow of your unpaid invoices.
Note: Time Sensitive reports must berun on the last day of the month.
The report shouldassist in the
AP/GL balance.
Req. ID:
View report online.
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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6 --- Reconcile Month End Accounts PayableTrial Balance to the General Ledger account balance.
The equation for verifying the month end Accounts Payable Trial Balance is asfollows:
Previous Months AP Trial Balance+ Current Months Posted InvoiceRegister - Current Months Posted PaymentRegister
Current Months AP Trial Balance
AP balancesshould reconcile toGL postings.
7 --- Reconcile Month End Accounts PayableTrial Balance to the Invoice Aging.
The equation for verifying the month end Accounts Payable Trial Balance equalsInvoice Aging is as follows:
Accounts Payable Ending Trial Balance+ Posting Hold Report
(including undistributed items)+ Invoice Register (unapproved invoices)
Invoice Ending Aging
You should beable to reconcile.
8 AP: Accounting ControlPayablesPeriods
Close last Payables period. Open nextperiod.
Navigation: Accounting -> ControlPayables Period
The prior periodshould be closed,and the nextperiod should beopened.
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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9 PROJECTSPA: Other Requests Run
Run the process to transfer projectinformation from Payables to Projects(PRC: Interface Supplier Costs).
Concurrentprocess completeswithout error.
Report holds noexceptions.
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10 PA:Expenditures,TransactionImport, ImportTransactions
Import OTL transactions into Projects. Labor transactionsimported withouterror.
11 PA: Other Requests Run
Run the streamline process to distributeand transfer labor costs to GL.
PRC: Submit Interface StreamlineProcesses
Select parameter option:DXL: Distribute and Interface Labor Costs to GL
The streamlineconcurrentprocess willschedule andsubmit four
additionalconcurrentprocesses. Eachprocess shouldcomplete normal.Check each outputreport for anyexceptions.
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12 PA:Expenditures,TransactionImport, Import
Transactions
Import Inventory transactions intoProjects.
Inventorytransactionsimported withouterror.
13 PA: Other Requests Run
Create the burden amounts againstapplicable transaction costs.PRC: Create and Distribute BurdenTransactions
Concurrentprocess completesnormal withoutexceptions.
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14 PA: Other Requests Run
Run the process to update the projectsummary (PRC: Update ProjectSummary)
Concurrentprocess completeswithout error.
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15 PA: Other Requests Run
Run the report for unprocessedtransactions (EXC: TransactionException Summary by PA Period)
Concurrentprocess completeswithout error.
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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16 PA: Other Requests Run
Run the report for unprocessedtransactions (EXC: TransactionException Detail) if the summary report
returns any data from Step 46.
Concurrentprocess completeswithout error.
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17 PA: Other Requests Run
Run the report (AUD: Project Subledger Summary)
Concurrentprocess completeswithout error.
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18 PA: Other Requests Run
Run the report (AUD: Project Subledger:Detail by Expenditure Type)
Concurrentprocess completeswithout error.
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19 PA: Other Requests Run
Run the report (AUD: Project Subledger:Detail by Project)
Concurrentprocess completeswithout error.
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20 PA: Other Requests Run
Run the report (AUD: ProjectExpenditure Adjustment Activity)
Concurrentprocess completes
without error.
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21 PA: Other Requests Run
Run the report (MGT: ExpendituresDetail)
Concurrentprocess completeswithout error.
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22 PA: Other Requests Run
Run the report (AUD: Cost Audit Report) Concurrentprocess completeswithout error.
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23 PA: Setup System PAPeriods
Close last Projects period. Open nextperiod.
24 JOINTVENTUREACCOUNTING
GL Sweep to JVA and FA (Request set)
25 JVA Financial Sweep (Request Set)26 JVA Allocations (Request Set)27 JVA Transfer JVA JEs to GL28 JVA GL Import29 JVA Post Journal Entries30 JVA GL Sweep to JVA and FA (Request set)31 JVA Financial Sweep (Request Set)32 JVA Distribution (Request Set)33 JVA Overhead Fixed Process (Request set)
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34 JVA Overhead Percent/ITD process(Request Set)
35 JVA Utilization Vehicles (Request set)
Non-AFE transactions36 JVA Utilization Equipment(request set)-Non-AFE transactions
37 JVA Transfer JVA JEs to GL (single request)
38 JVA Transfer Projects JEs to GL
39 JVA GL Import Process (GL form)
40 JVA Post Journal Entries(single request fromform)
41 JVA GL Sweep to JVA and FA (request set)
42 JVA Financial Sweep(request set)
43 JVA Cash Calls LOE(request set)
44 JVA Cash Calls - Manual(Invoicing requestset)
45 JVA Distribution(request set)
46 JVA Invoicing End-of-Period(request set) JIB Invoice printing included in thisprocess
47 JVA Sweep JVA to Projects48 JVA Transfer JVA JEs to GL
49 JVA Transfer JVA Invoices to ARInterface(single request)
50 JVA GL Import(single request)
51 JVA Post Journal Entries(GL form)
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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52 ACCOUNTSRECEIVABLE
AR: Control
Requests Run IncompleteInvoices
Run the Incomplete Invoices report andverify if any incomplete invoices existand need to be completed or voided.
Re-run the report to verify there are nomore incomplete invoices for the period.
Possibly someincompleteinvoices that will
be completed or voided, asapplicable. Finalreport for periodwill not have anyincompleteinvoices.
Req. ID:
See attached copy of report
53 AR: Control Requests Run
UnpostedItems Report
Run the Unposted Items Report for theperiod and verify if there are any itemsthat have not been posted (transferred tothe GL).
Resolve all issueswith unposteditems. Final reportafter interface toGL is run should
not have anyunposted items for the period.
Req. ID:
See attached copy of report
54 AR: Interfaces Auto Invoice
Run Auto Invoice. Print new invoicesand finalize all transactions if applicable.
JIB and other source systeminvoices importedinto Receivables,if any.
Req. ID:
See attached copy of report,as applicable.
55 AR: Interfaces General Ledger
Finalize all receivables transactions in AR. Transfer Accounts Receivable toGL.
No errors. Req. ID:
See attached copy of report56 AR: Reports
Accounting ARReconciliationReport
This report is mandatory to balance AR.
If the report balances, then theTransaction Register, Receipt Register and Adjustment Register are optional. If the report does not balance, then thereports will have to be run to aid indetermining the problem.
Report should be
balanced. If not,run the individualregisters andsearch for problems.
Req. ID:
See attached copy of report
57 AR: Control Requests Run
TransactionRegister
This report is mandatory to reconcile ARto the GL. It is used to check the postingstatus of all items reflected on your SalesJournal. It is also used to balancerevenue accounts to the AR aging.
Report will displayinvoices. Activityshould tie to the
AR ReconciliationReport.
Req. ID:
See attached copy of report
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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58 AR: Control Requests Run
Receipt
Register
This report is mandatory to reconcile ARto the GL. It is used review a list of receipts for the dates you specify.
Shows appliedreceipts. Activityshould tie to the
AR ReconciliationReport.
Req. ID:
See attached copy of report
59 AR: Control Requests Run
AdjustmentRegister
This report is mandatory to reconcile ARto the GL. It is used to review approvedadjustments.
Should be blankunlessadjustments weremade. Activityshould tie to the
AR ReconciliationReport.
Req. ID:
See attached copy of report
60 AR: Control Requests Run
Aging 7Buckets by Account
This report is mandatory to reconcile ARto the GL. It is used to review
information about open items.
Aging informationwill only show for
customers withinvoicing/receiptactivity. Activityshould tie to the
AR ReconciliationReport.
Req. ID:
See attached copy of report
61 AR: Control Requests Run
InvoiceExceptionReport
The Invoice Exception report is used tohelp match revenue accounts to
Accounts Receivable. Thesetransactions appear on the transactionregister but not on the aging.
Should be blank,except for voidedtransactions.
Activity should tieto the ARReconciliation
Report.
Req. ID:
See attached copy of report
62 AR: Control Requests Run
AppliedReceiptsRegister
Use the Applied Receipt Register Reportto review a list of receipts for thespecified date range.
Will show receiptsagainst invoicesand transactions.
Activity should tieto the ARReconciliationReport.
Req. ID:
See attached copy of report
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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63 AR: Control Requests Run
Unapplied
receipts Register
The Unapplied Receipts Register is usedto review detailed information aboutcustomers on-account and unapplied
payments for a given date. In addition,this report can be used to determine howmuch your customer owes after takinginto consideration all on-account andunapplied amounts.
There should beno unappliedreceipts, or any
existing unappliedreceipts areidentified andapplied to theappropriatecustomer accounts or transactions.
Req. ID:
See attached copy of report
64 AR: Control Requests Run
MiscellaneousReceipts
Register
This report is mandatory to reconcile ARto the GL. It is used review a list of receipts for the dates you specify.
The report shouldbalance to the GL.
Req. ID:
See attached copy of report
65 AR: Reports Accounting Journal EntriesReport
Use the Journal Entries Report to reviewthe journal entries created for receivables activity for the specified daterange. Use to help reconcile AR to theGL.
The report shouldreflect all journalentries created for the periodselected.
Req. ID:
See attached copy of report
66 GL: Inquiry - Accounts
Reconcile Accounts Receivable to theGeneral Ledger:
The following is the formula for reconciling the Accounts Receivableactivity roll-forward:
Beginning AR Aging+ Transaction Register Receipt Register +(-) Adjustment Register Ending AR Aging
The AR subledger should balance tothe GL postings.
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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67 AR: Control Accounting Open/Close
Periods
Close last Receivables period. Opennext period.
The prior periodshould be closedand the next
period should beopen.68 ASSETS
FA: Mass Additions FA: Mass
Additions Create
Run Mass Additions Create process tobring in FA invoices from AP
Mass Additionsshould be created.
69 FA: Mass Additions Prepare Mass
Additions
Prepare Mass Additions. Mass Additionsshould beprepared.
70 FA: Mass
Additions PostMass Additions
Post Mass Additions. Mass Additions
should be posted.
71 FA: Mass Additions Delete Mass
Additions
Delete Mass Additions. The asset lineshould be deleted.
72 FA: Assets AssetWorkbench
Retire Assets. Retired assetsshould bereflected.
73 FA: Assets AssetWorkbench
Make any adjustments needed for costor location assignments
Any adjustmentsshould berecorded.
74 FA:Depreciation RunDepreciation
Run Depreciation. Select Close Periodwhen ready to close FA for the period.
Depreciationshould berecorded for theperiod.
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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75 FA: JournalEntries Standard
Post Entries to GL; create GL JournalEntries.
Recommended reports to run:Cost Detail ReportCIP Detail Report
Asset Addition ReportCost Adjustment Report
Asset Retirements Report Assets Reclassification ReconciliationReport
Asset Transfer Reconciliation ReportCIP Capitalization ReportCIP Assets ReportUnposted Mass Additions Report
Review all reports. Req. ID:
View reports online.
76 PURCHASING Enter all Purchase Order/Receivingtransactions, and delivery receipts. All outstandingpurchase ordersshould be entered.
All receipts shouldbe received anddelivered to their final destination.
77 PUR: Reports Run MatchingHolds Report byBuyer Report
Check for discrepancies betweeninvoices, purchase orders, and quantitiesthat caused invoices to be placed onhold. It helps you understand why aninvoice is on hold and provides
information needed to solve the problem.
The Holds reportshould be blank.If it is not, identifyand make allpossible
corrections.78 PUR: Reports Run PurchaseOrder DistributionDetail Reportand PurchaseOrder andReleases DetailReport
Use the reports to review all, specificstandard, or planned purchase orders.Compare the quantity ordered to thequantity received, and view the quantitythe supplier has billed.
Any outstandingreceipts andbillings should beidentified.
Req. ID:
View reports online.
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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79 GL: Journals Import Run
Reports Request Standard Program-CreateJournals
Journals Post
GENERAL LEDGER:Import and Post Purchasing transactionsto the General Ledger.
Purchasing journals should beposted to the GL.
Req. ID:
View reports online.
80 PUR: Setup Financials
Accounting,ControlPurchasing
Periods
Close current Purchasing period andOpen next Purchasing period.
The previousperiod should beclosed. The nextperiod should beopened.
81 INVENTORYINV:
Open the next Inventory Organizationperiod.
The next periodshould be opened.
82 GENERALLEDGERGL: Journals Post
Reports Request Standard
Journals-General(132char)
Insure all journal entries are posted, re-run reports, and verify balances if applicable. Run Journals-General reportfor posting status = Error and resolveany errors, then post and rerun thisreport until there are no errors for theperiod.
All journals fromthe subledgersshould be postedwithout any errors.
Req. ID:
View reports online.
83 GL: Reports Request Financial/Standard
Run the FSG Reports, such as BalanceSheet, Income Statement, etc. Runstandard reports such as Trial Balances,etc.
Month-endfinancial reportsshould begenerated.
Req. ID:
View reports online.
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Step Navigation Test Case Expected Results Actual Results/Required Actions
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84 GL: Setup Open/Close
Close last general ledger period. Opennext period.
The previousperiod should beclosed. The next
period should beopened.85 Run final reports
for applicablemodules
Run all month-end reports for allmodules, as needed.
All month-endreports should begenerated.
Req. ID:
View reports online.
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