Posting the Accounts Payable Accruals Batch

Starting in July the flagged accrual report is run in X/PTR daily under the dataset name Ap Eoy Preinv Acr Injctn.  Under this dataset name there are three sort versions and a validation error report.  The first version is sorted by liability account; the next version by company/vendor and the third version is sorted by company/account.  Throughout the month of July the agency should use these reports to review for completeness, accuracy and also to determine if the appropriate indicator has been assigned to the flagged transaction.   Further the company/account sort version of the report will enable an agency to identify any liability or asset account that has been flagged.  The agency should remove the acc indicator from the liability or asset accounts that were flagged and make any other necessary corrections prior to injection.  The fourth report version is the "Validation Listing of Accrual Accounting Distribution" (RPT-04), which identifies invalid accounting distributions.  The agency should use this report to validate the invalid accounting distributions.  When all accounts payable accruals are correct and the invalid accounting distributions validated, the agency should contact their agency system accountant in the Statewide Accounting Division of the OSC to request the injection of the fiscal year-end accounts payable accrual transactions. The transactions are processed in batch through Financial Controller and posted to the General Ledger with an effective date of June 30 (if there are no errors in the batch). Accrual transactions posted to the General Ledger may be examined by reviewing the agency's General Ledger Batch Proof List report.

If there are errors in the batch, the error transactions will post to the suspense account and center with an effective date of June 30. Errors may be caused by an invalid accounting distribution or by an unbalanced entry. To correct suspense generated by an invalid accounting distribution, the agency will need to validate the correct accounting distribution and correct the suspense account (see Creating a Journal Voucher to Correct the Suspense Account Step-by-Step) If the error was caused by an incorrect accounting distribution or an unbalanced entry, the agency will need to correct the suspense account and correct the reversing batch posted to SBM with an effective date of June 30 of the following fiscal year (see Correct and Release a Suspended Batch Master Step-by-Step).

Please note that the accounts payable accruals will be posted only once for each agency. It is essential, therefore, that the agency verify that the accruals are correct before the year-end accounts payable accrual transactions are created.