Reconciling Assets Without

Losing your Mind!

Nick Henry, Dalton StateTamya Morris, Dalton State

Christy Todd, ITS

• Part One -- Process Overview Christy Todd

• Part Two – Asset Reconciliation – Is There a Problem?Nick Henry and Tamya Morris

Agenda• Reconciliation Overview• AM Process Overview• Reconciliation ProcessoWhere entries come fromoWhat causes discrepanciesoQueries

Reconciliation Overview

• Multiple ways to reconcile• Conceptually reconciliation

consists of the following items: o DIST_LN entries are correct and completeo DIST_LN matches JRNL_LNo JRNL_LN account balances match Capital

Ledgero Capital Ledger balances to Actuals Ledger

AM Process Overview

Journal Header

and Journal

Line

Capital Ledger

Journal generate

Post

DIST_LN• The entries in the DIST_LN table come

from:o Accounting Entry Creation for:

o New asset transactions (ADD, ADJ, TRF, RECAT)o Depreciation Close for:

o Creating monthly depr entries (DPR,PDP)

• What causes incorrect DIST_LN entries?o Prior Period Depreciation missing o Failure to run a month end processo Incorrect dates resulting in incorrect calculations or missing

entries

DIST_LN• How do I know if DIST_LN is correct?

o Compare Projected Depr to Actual Depr by comparing NBV to Dist_Ln• COST minus DEPRECIATION Table entries(proj) = NBV• COST in Dist_Ln minus PDP and DPR entries in DIST_LN = actual

value

DIST_LN• BQ Queries:

o BOR_Depr_AM_Det_By_Period_BQ – Depreciation that is used in NBVo BOR_Depr_AM_Dist_Ln_BQ – Depreciation Expense from Dist_Ln for

specified accounting period.

• Other Queries:o BOR_AM_LTD_Detail – Dist_Ln entries by asset for the account specified o BOR_AM_LTD_SUMM -- Dist_Ln entries by asset for the account specified

summarized by yearo BOR_AM_NBV_Compare – account balance by asset (looks at NBV and

DIST_LN) * requires loading of depr rept and NBV tables

• Online pages – Review Depreciation page and Review Financial Entries page

*Queries highlighted in blue are the ones used and demonstrated by Dalton State in the 2 nd half of the presentation

DIST_LN to JRNL_LN• Jrnl_Ln entries come from Dist_Ln and

are produced when Dist_Ln entries are journal generated.

• What causes Jrnl_Ln entries to be different from Dist_Ln?o Change is made directly to journal prior to postingo AM journal is copied and posted multiple timeso Failure to journal generate AM accounting entries in

DIST_LN (review BOR_JE_Pending)o Manual journal created

• How do I compare Dist_Ln to Jrnl_Ln?o BOR_AM_DIST_JRNL_RECON --Compares DIST_LN

entries to JRNL_LN transactions for items originating from the AM module.

JRNL_LN to LEDGER• Ledger is populated when journals are

posted• What causes Ledger to be different from

the Journal?o Differences should be an exceptiono JRNL_LN feeds directly to Ledgero Differences typically caused by failure to post AM

journals• How do I compare JRNL_LN to Ledger?

o BOR_AM_CY_RECON • Compares DIST_LN, JRNL_LN, All Ledgers,/all periods• Ties back to Asset ID from JRNL_LN

o BOR_DEPR_CAP_LED_TTL_BQ – provides the sum of the depreciation expense (890100) posted to the Capital Ledger for a specified period.

Capital Ledger to Actuals Ledger

• Differences typically caused by:o Timing issues -- AP journal posted to Actuals before AM journal posted to

Capitalo On-line Journal posted to wrong ledger

• How do I find differences in Capital and Actuals Ledgers?o BOR_AM_CAP_ACT_RECON – AM transactions from ALL sources recorded

in Capital and Actuals Ledgers. • Excludes period 0• Excludes GAAP Ledger info• Includes JRNL_HEADER data in addition to Capital and Actuals Ledger

Infoo BOR_CAP_ACT_DTL_BQ – provides Sum per chartstring from CAPITAL and

ACTUALS Ledgers for Capital Assets (not in 890100 Depreciation Expense and 843200 Library Collections).

Additional Queries• BOR_AM_CAP_DTL_BQ – Provides transactions from the

Cost Table for specified period of time• BOR_VCHR_ACCT_LN_BQ – Provides AM transactions from

the Vchr_Acctg_Line table (Account begins with 8 excluding Library Collections)

• BOR_SVP_AM_DTL – SVP data from Cost, Asset, and Asset Acquisition Detail

• BOR_SVP_ACTUALS_DTL – SVP data (account begins with ‘7432’ or ‘7442’) from Journal Header and Journal Line

• BOR_AUDIT_AM_BAL_SHEET_DETAIL – This is an auditor query that provides all transactions from Dist_Ln for a specified account range and period of time. Additional asset data provided from Asset and Asset_Acq_Det tables.

Asset Reconciliation:Is There A Problem?

Presented By: Nick Henry and Tamya Morris

Agenda Reconciliation of SVP purchases ($3,000-$4,999) in AM module

to the Actuals ledger.

Reconciliation of capital purchases ($5,000+)on the Actuals Ledger to the Capital Ledger.

Reconciliation of Dist_LN to JRNL_LN.

Reconciliation of AM accumulated depreciation accounts (16x900) to the Capital Ledger.

Reconciliation of accumulated (16x900) depreciation in AM module to depreciation expense (890100) on the Capital Ledger by year and by accounting period.

Topic

Reconciliation of SVP purchases ($3,000-$4,999) in AM module to the Actuals Ledger.

AM SVP Purchases Query: BOR_SVP_AM_DTL

This query provides SVP transaction details for any additions in the AM module.

AM SVP Purchases (cont’d)Query criteria pulls data by SVP category and prompts for accounting dates.

ACTUALS SVP Purchases (cont’d)

Query: BOR_SVP_ACTUALS_DTLThis query provides journals from the Actuals ledger

for SVP accounts.

ACTUALS SVP Purchases (cont’d)

Query criteria pulls data for SVP accounts (7432% and 7442%) from Actuals Ledger and prompts for journal dates.

Results for SVP

Note: The AM & Actuals ledger SVP accounts should agree

Topic

Reconciliation of capital purchases ($5,000+)on the Actuals Ledger to the Capital Ledger.

Reconcile Capital Purchases

Query: BOR_CAP_ACT_DTL_BQ

This query provides journals from the Capital and Actuals Ledgers.

Reconcile Capital Purchases (cont’d)

Query criteria pulls data from Capital and Actuals Ledgers and prompts for accounting period, fiscal year, and business unit for accounts like 8%.

Results for Capital Purchases

Sort by Ledger, then sum by total amount to see if there is a variance.

Note: Exclude any library collection expense accounts 8432% and any other unnecessary accounts (i.e. 818xxx lease/purchase).

TOPIC

Reconciliation of DIST_LN to JRNL_LN

DIST_LN to JRNL_LN Query BOR_AM_DIST_JRNL_RECON

This query compares AM DIST_LN entries to GL JRNL_LN transactions for items originating from the AM module.

DIST_LN to JRNL_LNQuery criteria pulls data from GL Distribution status and prompts for business unit and fiscal year.

Results for DIST_LN to JRNL_LN

Below are the results to compare DIST_LN to JRNL_LN using a pivot table. This was a rounding issue on the DIST_LN and an DBI was applied.

Topic

Reconciliation of AM accumulated depreciation accounts (16x900) to the Capital Ledger.

Reconcile Accumulated Depreciation Query: BOR_AUDIT_AM_BAL_SHEET_DETAIL

This query provides journals from the Asset Management module.

Reconcile Accumulated Depreciation (cont’d)

Query criteria pulls data from Capital Ledger and prompts for fiscal year, account numbers, accounting periods, and business unit.

Note: For account numbers use 161000-169999 and always run as accounting periods 1-12.

Reconcile Accumulated Depreciation (cont’d)

Part One – Use Pivot table AM 16x900 Accounts & Totals

Part One – Trial Balance Capital Ledger

Reconcile Accumulated Depreciation (cont’d)

Part Two – Reconciliation

Difference - Accumulated DeprThe difference between Asset Management and Capital Ledger for accumulated depr accounts should be the 10% Residual Value (YE-21) and/or Library Accum Depr (YE-16/YE-17).

Difference - Accumulated Depr (cont’d)

Example: 10% Residual Value (YE-21) for Accum Depr for Buildings and Capital Leases.

Topic

Reconciliation of accumulated (16x900) depreciation in AM module to depreciation expense (890100) on the Capital Ledger by year and by accounting period.

Accum Depr vs Depr Exp BOR_DEPR_AM_DIST_LN_BQ

This query provides monthly AM accumulated depreciation transactions in DIST_LN table by accounting period.

Accum Depr vs Depr Exp (cont’d)

Query criteria pulls by the depr expense account (890100) from the AM DIST_LN and prompts for accounting period, fiscal year and business unit.

Results for Accum Depr Query: BOR_DEPR_AM_DIST_LN_BQ

Results for monthly Asset Management depreciation:

Accum Depr vs Depr Exp (cont’d)

BOR_DEPR_CAP_LED_TTL_BQThis query provides the depreciation expense total recorded in the Capital Ledger by accounting period.

Accum Depr vs Depr Exp (cont’d)

Query criteria pulls data from the Capital Ledger by depr expense account (890100)and prompts for accounting period, fiscal year and business unit.

Results for Depr Exp Query: BOR_DEPR_CAP_LED_TTL_BQ

Results for monthly Capital Ledger depreciation:

Depr Results CombinedAM and Capital Ledger depreciation results combined by accounting period:

Accum Depr vs Depr Exp Query: BOR_AUDIT_AM_BAL_SHEET_DETAIL

This query provides yearly AM accumulated depreciation totals.

Accum Depr vs Depr Exp (cont’d)

Query criteria pulls data from Capital Ledger and prompts by fiscal year, accounts, accounting periods, and business unit.

Depr Results by Year• Pivot table from AM query (DEPR & PDP journals only) • Trial Balance – Capital ledger

Questions