Accounts Receivable Reconciliation Instructions. Using Reconciliation Template in Excel

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1 Accounts Receivable Reconciliation Instructions Using Reconciliation Template in Excel 1

2 Log in to E-Print and print out the report called "FBM092_DelTo" for the month which you are reconciling 2

3 In the Search box, enter the 0- xxxxx GL account number for your Service Center. Click "Go". 3

4 Account Code 1365, Due From Extern Srcs, represents the accounts receivable activity. The Current Month Column lists the current month activity: Batch references 3xxxxx are cash receipts Batch references 4RAxxx are invoices 4

5 Print out this report. From your binder/folder where invoices and remittances are filed, pull out new invoices and remittances for the current month. Reconcile these documents to the e-print report below: Ensure each remittance is posted to account 1365 Ensure each invoice that was generated is posted to account

6 In e-print, navigate back to the Pick Pages screen. In the Search box, enter the 3- xxxxx account of the service center. Click Go 6

7 Account sub code 0710, Ext Service Ctr Inc, is the account to which sales to external customers are posted. The Current Month column reflects the external sales for the current month. Note: This total should equal the total of the 4RAxxx transactions from the e-print report for account 0-xxxxx. 7

8 Print out this report. Note: If the report is very long, just print out page 1 (the summary),and the pages with the detail for account 0710 (As seen below). Ensure that each of the current month s invoices has been posted to account

9 UPDATE THE ACCOUNTS RECEIVABLE RECONCILIATION WORKSHEET Note: This worksheet can be updated on a monthly basis. However, it may be easier to update the worksheet as invoices and remittances come in. If there is an issue, it can be resolved right away, and therefore possibly save you time at the end of the month. The left side of this worksheet is where to list new invoices that are generated for external customers through the research store. The right side of this worksheet is where to list remittances as they come in. Each remittance should be listed next to it s corresponding invoice that it pays. Therefore, at any given time, anyone will be able to look at this worksheet and be able to see which invoices are unpaid. This will enable you to communicate with your customers in order to receive more timely payments. 9

10 Update the Accounts Receivable Reconciliation Worksheet Example: October 2009 Reconciliation Two new invoices were entered for October The total of these invoices is $99. If you look at the e- Print report for 3-xxxxx, this total should agree with the Current Month activity for 3-xxxxx Note: The e-print report lists charges by line item. On this worksheet you will list the invoice total. Two new cash receipts were entered for October The total of these payments are $255. When subtracted from the new invoice total of $99, there is net activity of ($156) for the month. This should agree to the total account 1365 Current Month activity off of the e-print report for 0-xxxxx. 10

11 UPDATE THE ACCOUNTS RECEIVABLE RECONCILIATION WORKSHEET These totals are automatically calculated. Do not enter anything into these cells. If this worksheet is updated regularly, at any given time, the Total Accounts Receivable Outstanding should equal to the Current Balance in FRS of account 0-xxxxx

12 UPDATE THE ACCOUNTS RECEIVABLE RECONCILIATION WORKSHEET It is important to make sure that any transaction/invoice reversals or cancellations are recorded on this sheet as well to ensure an accurate accounts receivable balance calculation. The date of the reversal/cancellation should be entered under Invoice Date. The invoice reference should be entered in the appropriate column. In the Customer column, enter whether there was a Reversal or Cancellation. Enter the amount reversed or cancelled should be entered as a negative amount. 12

13 UPDATE THE ACCOUNTS RECEIVABLE RECONCILIATION WORKSHEET This worksheet is meant to be kept as a running total. You may copy the tab and have a separate tab for each fiscal year. However, if at any one time you have outstanding receivables from various fiscal years, you may want to keep working with the same worksheet, instead of starting a new one. To add more rows to this worksheet, highlight a series of rows ABOVE the first subtotal. Right click on the highlighted rows and select Insert. 13

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