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Overview

This guide covers the guidelines and any special scenarios for reconciling imported Accounts Receivable (AR) invoice details against imported General Ledger (GL) balances.

Preparation

Work with the customer during the implementation to understand their AR procedures for all types of AR transactions and how they are processed on the legacy system. For AR invoice imports, the incoming invoice data should only include invoices for orders that have been shipped on the legacy system and will not be re-shipped in Adjutant. The incoming data CAN also include open deposits and/or open credits that have not been applied towards an outstanding receivable invoice

Align invoice data with expected GL account Review and confirm the expected GL account for each group of incoming data. For example, AR invoices can be posted against separate AR accounts such as customer AR and employee AR or any other type of separation. Make sure that you have a method for subtotaling the incoming AR totals according to the expected AR GL account. This is to make sure that you compare the correct imported totals for each type of transaction against the expected GL account.

Other types of imported AR invoice details such as open credits or open deposits can also be set up to post against unique accounts. Review the data and subtotal each type of data/expected GL account so that each group of data can be reconciled to the correct GL account.

This can be done by separating the import data into unique files for each type of AR transaction record, or by subtotaling the data in Excel and recording the correct subtotals for each group - ensuring that all subtotals match up to the overall import total as a safety check.

Compare GL cutoff date to AR cutoff date Review and confirm that the GL balance information being provided matches the expected AR transaction cutoff. Generally, the cutoff should be the EOM data for the month prior to go-live for both sets of data. All open AR data on the legacy AR Aging report should match the total for the corresponding GL balance total for the same account. If the incoming legacy data does not reconcile prior to importing, work with the customer to understand and make a plan for any known reconciliation differences on the incoming data.

Document any known reconciliation issues and communicate them back to the customer before proceeding with the import. If there is an opportunity to address these prior to import on the legacy data, that is generally the best approach.

Wrap-up

Document the reconciled Bank Rec screen by capturing a screen image of the reconciled values AND use the print button to save a copy of all imported transactions as of the reconciliation point. Save all reconciliation materials to share with the customer.

With a properly reconciled Bank Rec system at go-live, it is much easier to troubleshoot and remedy any reconciliation issues going forward.