Posting the Accounts Receivable Accruals Batch

Starting in July the flagged receivable accrual reports will run in RMDS daily under the dataset names: Bc Eoy Acr Document ID, Bc Eoy Acr Transactions, Bc Eoy Bc Doc Not Founc, Bc Eoy Change Bcd Record and Bc Eoy Document Type 23 report.

The Bc Eoy Document Type 23 report list all BC entries with a doc id of 23. This report can be used to determine if any document type 23 should be flagged that have not been.

The Bc Eoy Acr Document Id and the Bc Eoy Acr Transactions reports identify all transactions that have been flagged. The Bc Eoy Acr Document Id report is sorted by document id and the Bc Eoy Acr Transactions report is sorted by company/accounts receivable account and also identifies any invalid company account center combinations. The agency should use these reports to determine if changes, additions or removal of the flag is necessary to any transactions. The agency should then make any necessary changes by removing, changing or adding a valid accounts receivable account number for each line item transaction that needs adjusting. These changes are processed through NCAS GL module screen 288 (see Changing, Removing or Adding a Flagged Revenue Accrual Step-by-Step).

The Bc Eoy Change Bcd Record report is produced to reflect these changes and should be used by the agency to verify that the changes were made. If the doc id number the agency keyed on 288 is not valid, then the report Bc Eoy Doc Not Found will be produced and the agency can use this to help determine what was not corrected. When all accounts receivable accruals are correct, the agency should contact their agency's system accountant in the Statewide Accounting Division of the OSC to request the injection of the fiscal year-end accounts receivable accrual transactions. The accounts receivable and accounts payable transactions must be injected at the same time. 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 receivable and 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 receivable and accounts payable accrual transactions are created.