Umoja Instructor-Led Training

Transcription

1 Participant Guide Umoja Instructor-Led Training Umoja course Version: 01 Course Duration: 9 hours [] Version 1 Umoja Training 1/86

2 Table of Contents Module 1 : Introduction to Bank reconciliation... 3 Module 2 : Outgoing payments... [] Version 1 Umoja Training 2/86

3 Course Overview The purpose of the Umoja course is to provide step- by -step guidance on how to process uncleared transaction items through established sub ledger bank clearing accounts between a physical bank account maintained by a financial institution and the General Ledger nominal bank account maintained in the Umoja system. Target audience This course is intended for the following finance Accounting (FI) roles: Financial Accounting User: GL Financial Accounting User: AR Etc.( add more if any) Participant Guide The participant guide will be used in conjunction with the Instructor presentation of the course as an Instructor Led Training (ILT). It is not suitable for self study Course objective The developed course ensures that the end user with an enterprise role to perform bank reconciliation responsibility is able to do so efficiently and effectively. [] Version 1 Umoja Training 3/86

4 Module 1: Introduction to Module Overview This module explains the UN business and Umoja solution theory of bank reconciliation. Objectives: After completing this module, you will be able to: Define what bank reconciliation is Understand the theory behind bank reconciliation in the Umoja solution Know the T_codes relevant for bank reconciliation [] Version 1 Umoja Training 4/86

5 General Definition of Bank reconciliation Bank reconciliation is a process that explains the difference between the bank balance shown in an organisation's bank statement, as supplied by the bank, and the corresponding amount shown in the organisation's own accounting records (General Ledger nominal bank account) at a particular point in time. Note UN Recommended interval for Bank reconciliation for entities with deployed Umoja solution is DAILY Umoja Overview In Umoja, prior day electronic bank statements are imported into the system daily, for every bank working day. The system validates each and every transaction on the imported bank statement to ensure that the transactions have matching operational and/or Treasury items in the Financial Ledgers. As the transactions are validated and matched, the open items originating from the Operational and Treasury Transactions are automatically cleared. Items that are not cleared are to be manually matched and cleared. Each transaction on the imported bank statement has a direct impact on the balance of the account that the UN keeps with the bank. Either it results in a reduction in this balance (i.e. the bank has paid out money from UN account) or in an increase in the money at the bank, (i.e. the bank has received money into UN account). The bulk of bank reconciliation activities are based around these two types of transactions namely Outgoing and Incoming Payments to a bank account. The framework in which Outgoing and Incoming Payments are manually matched and cleared is considered in the following successively: House Banks, Nominal and Bank Clearing Accounts, FEBAN T_code [] Version 1 Umoja Training 5/86

6 1. Payment Processing through House Banks The UN treasury with the Umoja solution has introduction the concept of House Banks. All bank accounts now belong to one of three Treasury Pool Funds as follows: Treasury pool funds Main Pool - Cash & Investments EUR Pool - Investment UNSMIS Pool - Investment GL Account 64VQA 64VQE 64VQZ Notes For all operational in / out Payments Operational Funds (e.g. UNIFIL, UNON) no longer have balances in their own bank accounts. Instead, they have equity in the Treasury Main Pool. The equity of each Fund in the Pool increases with the Fund s incoming payments and falls with outgoing payments. Outgoing Payments will be pooled by currency, based on House Bank Determination logic. Foreign currency payments will be delegated to the appropriate House Bank account maintained by UNHQ Treasury. Local payments will continue to be the responsibility of the Business area (entity such as a mission)-based cashiers. Outgoing Payments will result in a decrease in the equity that Business area fund has in the Treasury Main Pool 64VQA. Similarly, incoming payments will be recorded in the Treasury Main Pool Fund 64VQA and will result in an increase in the equity of the Business area for which the funds are destined. Example: House Bank - Outgoing Payment Suppose the UN Mission in South Sudan (UNMISS) purchases goods from a vendor in Lebanon and payment is by cheque in Lebanese Pounds (LBP). According to the house bank determination logic, the vendor will be paid from the LBP House Bank Account, managed by the United Nations Interim Force in Lebanon (UNIFIL). UNMISS s equity in the Treasury Pool will reduce by the amount of the payment. [] Version 1 Umoja Training 6/86

7 2. Norminal and Bank clearing GL Accounts In Umoja besides the Nominal Account opened for each physical bank account, there are seven (7) other GL accounts associated with the same bank account. These eight (8) accounts are used to record the balance and reconciling items linked to the physical bank account. Example: The GL accounts of the bank account opened in the books of NY JP Morgan, Cash HQ New York JP Morgan USD Wire ACH Nominal are as follows: 11##XX10 Cash HQ USD Nominal 11##XX11 Cash HQ USD Cheque Out 11##XX12 Cash HQ USD Cheque In 11##XX14 Cash HQ USD EFT Out 11##XX16 Cash HQ USD EFT In 11##XX17 Cash HQ USD Invest 11##XX18 Cash HQ USD Charges 11##XX19 Cash HQ USD Unidentified Note: Where ## is 01, 02 or 10 and XX is unique to a house bank Later, we will see how these clearing accounts ensure that bank-reconciling items do not appear in the GL Bank Nominal account. This ensures that the balance in the Nominal GL account is equal to the balance in the physical bank account and is the essence of bank reconciliation. 3. FEBAN T_code The T_code used for uploading a bank statement of a physical bank account into Umoja in order to performed bank reconciliation to equate the balance on the nominal GL account. To access the FEBAN Screen [] Version 1 Umoja Training 7/86

8 Enter the FEBAN T_code in the command. Click Enter icon The Selection of bank Screen: Enter data in the following fields: Company Code House Bank Currency Click check button at the bottom right corner of the screen to verify input and then click Execute if no reported errors exist. This opens the Edit Bank Statement screen explained on the next page. [] Version 1 Umoja Training 8/86

9 Understanding the FEBAN Screen USCHI is the House Bank for the displayed statement The No is the Bank Statement Number and the amount next to it is the closing balance Unreconciled / open outgoing Payment has a yellow status. Unreconciled /open incoming Payment has a red status. Reconciled/cleared item has a green status. Posting Areas is where document numbers generated signify the reconciling items status as follows for; Outgoing payments, posting area 1 [] Version 1 Umoja Training 9/86

10 Incoming Payments, posting area 2 Note: For FI postings double click the document Numbers for nominal and clearing accounts (e.g. Fund = 64VQA and Business Area = S101, UNHQ treasury) The field displays the external transaction code sent by the bank. The code mapped to SAP posting rules helps to identify the posting rule and the type of actions you have to take. Therefore, when you enter FEBAN, it s recommended that you first check the external transaction code. The following are the posting rules: [] Version 1 Umoja Training 10/86

11 Other Bank statement displays Click View > other display, to see statement items in the screen. You can view eternal transaction code and posting rules. Statement items in other display format can also be exported to excel file. Note: To verify that all bank statements have been uploaded, ensure the closing balance of the last statement (in FEBAN) match with the balance of the Nominal GL account (use tcode FAGLL03) [] Version 1 Umoja Training 11/86

12 Module 2: Outgoing Payments Module Overview This module explains the processing of outgoing payments within the integrated Umoja Accounts payables and Treasury payments system solution with focus on how to perform reconciliations for items that do not automatically clear when cashiers generate those outgoing payments. Objectives: After completing this module, you will be able to: Know the FI created document types for outgoing payments Understand the ideal FI accounting entries associated with outgoing payments Confirm automatic cleared items and perform manual clearance of open items Learn different reasons why automatic clearing for items between the physical bank and GL Nominal and bank clearing accounts entries may not happen AP outgoing payments creation An outgoing payment is the amount of money or its equivalent issued by the UN entity to pay for goods or services. The payment is normally created in the Accounts payable / Vendors Unit or its equivalent by an AP User role. At the time an accounts payable is established through either T_ code MIR7 (payment with Purchase order) or FV60 (Payment without a purchase order), a vendor s invoice KR document type) is created with these FI General Ledger or sub ledger accounting entries: Dr. GR-IR or Expense Account Cr. Vendor Example 1: $ Outgoing payment to BP Ayaydin Ercan The screen shows: Debit to Consu. PreFab GL Expense account ( ), $ Credit to Vendor AP sub ledger account ( ), - $ KR Document number created by the Umoja system [] Version 1 Umoja Training 12/86

13 Cashier s office When the cashier generates payment through T_codes F110 and FPRL_LIST, an Outgoing Payment KZ document type is created with these entries: Dr. Vendor Cr. Cash EFT AP The screen shows: Debit to Vendor AP Sub Ledger account ( ), $1400 Credit to Cash HQ USD EFT AP account ( ), -$1400 KZ Document Number created by the Umoja system When an Outgoing Payment KZ is matched to an open payable item KR, this clears the vendor s account for that item. In the case of the example above, outgoing payment KZ is created to settle vendor s invoice KR The status of both the KR and KZ documents turns is green with a zero balance displayed for the Vendor as shown in the Vendor line item report screen below. [] Version 1 Umoja Training 13/86

14 Cashier outgoing payments creation When the cashier generates payments in Umoja (creates Outgoing Payments with document type KZ), the nominal bank account or cash is not immediately credited in the General Ledger. Instead, the credit is temporarily booked to one of two bank-clearing accounts for Outgoing Payments: 1. Cash Cheque Out (for payments by cheque) or 2. Cash EFT AP (for payments by Wire) These are two of the seven GL accounts created to record balances and reconciling items for each UN House Bank. The task of reconciling transactions with the bank, which result from created Outgoing Payments, is essentially the processing of the credits that are temporarily booked to these clearing accounts when the cashier generates payments. While some of the transactions will reconcile automatically, others will have to be cleared manually. Whether a bank transaction resulting from Outgoing Payment will be reconciled automatically or manually depends on what happens when bank statements are uploaded into Umoja. Outgoing Payments Bank Statement Upload 1. Bank statements upload into Umoja is on a daily basis. A statement will show any prior day s Outgoing Payments paid out from the House Bank as well as Incoming Payments received by a House Bank. 2. For each Outgoing Payment listed in an uploaded bank statement, Umoja will generate a ZR document with the following entries in the General Ledger: Dr. Cash EFT AP (or Cheque Out) Cr. Bank Nominal This reflects the fact that the bank has debited the UN account for the disbursement they made on behalf. Umoja thus reduces the balance of the Bank Nominal in the General Ledger to synchronize it with the balance held by the bank. Any Outgoing Payments generated by UN but for which the bank has not yet made disbursements will appear in the General Ledger Cash EFT AP (or Cheque Out) and not in the GL Bank Nominal. Outgoing Payments Automatic Clearance As stated earlier, when the cashier generates an Outgoing Payment, Umoja creates a KZ document clearing the credit to the vendor s account (document Type KR) i.e.: Dr. Vendor Cr. Cash EFT AP (or Cheque Out) [] Version 1 Umoja Training 14/86

15 When an uploaded bank statement shows a debit in UN account at the physical bank, Umoja creates a ZR document crediting the UN General Ledger Bank Nominal i.e.: Dr. Cash EFT AP (or Cheque Out) Cr. Bank Nominal Umoja will attempt to establish a link between the credit in the KZ document and the debit in the ZR document. Two possible outcomes exist. 1. If both entries relate to the same transaction, Umoja will establish a match and use the ZR document to clear the KZ document. In this case, the ZR document could be considered as confirmation that the instruction given in the KZ document has been executed successfully and therefore, no bank reconciliation work is needed for this Outgoing Payment. 2. If a link cannot be established, automatic clearance will fail. The ZR document will have to manually be applied the to the KZ document. Otherwise, both documents will remain open as un-reconciled items (open items). The match between the KZ and KR documents is established by two elements: KZ document number. This is the Payment Doc. Number generated by the system after the cashier has successfully executed the process steps using T_codes F110 and FPRL_List (Assign, Approve and Pay). This number is included in the instructions that go to the bank. In return, the bank is required to reference the number in their bank statement against the corresponding disbursements made Amount. A match will not be established if there is a discrepancy between the amounts in both documents, whatever the magnitude of the difference. Example 2: Automatic clearing AP to BP Ayaydin Ercan What happens when a bank statement is uploaded in the following scenario? A payable of $1,400 was established for Vendor through KR The cashier generated payment (KZ ) via House Bank JPM Chase US with credit to clearing A/c Csh HQ USD EFT AP. The bank paid out the money and debited our account in their books by $1,400, as well as included the ref in bank statement # [] Version 1 Umoja Training 15/86

16 Using the FEBAN T_code, review the uploaded bank statement for the relevant house bank > enter FEBAN on the SAP Easy Access Command field and click the enter icon At the Selection of Bank Statement by Bank and Account Nos. screen, >enter: House Bank, Bank statement # and currency Click execute Button Review the Edit Bank Statement screen The statement no. is 13283, for House Bank USCH1, currency USD, closing bal. $3,100. The transaction uploaded has reduced the UN bank nominal balance, Outgoing Payment (Negative sign) The transaction status is green, therefore, the debit of the ZR document ( ) created by Umoja when the statement was uploaded automatically cleared with the credit of the existing KZ document ( ). Double click the ZR document # to see accounting entries. Note that PmtAcc field is empty because the item is not a reconciling item [] Version 1 Umoja Training 16/86

17 Review ZR Document: The ZR document Debits EFT AP and Credits Bank Nominal. Both accounts are in the General Ledger, hence the 50 and 40 posting keys used respectively. Note that the Ref. generated by the system is a combination of the House bank, currency and bank statement number. Note that both bank accounts belong to the Treasury Main Pool and they have the same Fund (64VQA) and Business Area (S101). This information is helpful when manually applying the ZR to a KZ document during bank reconciliation. Review EFT AP A/c Use T_code FAGLL03 to view access the G/L Account line item Display G/L view screen Enter in the GL account field. Select Cleared Items in Line Item Selection. [] Version 1 Umoja Training 17/86

18 Enter the date the item was cleared in the Clearing Date field. Click Execute icon to run the search. The screen below opens to reveal the search Results. Note that effectively, the Credit of the KZ document has been cleared by the Debit of the ZR document. This is attested by the green status that both lines now have. The clearing document number is , which is the ZR document number Outgoing Payments Manual Clearance Automatic clearance of Outgoing Payments when bank statements are uploaded is the ideal transaction processing. However, this will not always be the case for a number of reasons: a) The cashier may have indeed generated an Outgoing Payment and therefore a KZ document exists. However, the bank may incorrectly quote either the KZ document number or amount of the Outgoing Payment on the bank statement. As a result, when the statement is uploaded Umoja will be unable to establish a match between the KZ and ZR documents and thus fail to clear them automatically b) An Outgoing Payment does not exist i.e. the bank has Debited the UN account when the cashier has not generated payment and sent them an instruction to disburse funds on UN behalf. This could be due to a number of reasons such as: The bank Debited UN account in error Bank charges and other fees that the bank directly imputes to UN account but for which there is no need to raise a payable and generate an Outgoing Payment The disbursement by the bank is legitimate but it was made before raising the payable and the cashier generating an Outgoing Payment. [] Version 1 Umoja Training 18/86

19 Whatever the reason, each time the bank Debits UN account, Umoja will always create a ZR document Crediting GL Bank Nominal at the time the bank statement is uploaded i.e.: Dr. Cash EFT AP (or Cheque Out) Cr. Bank Nominal Bank reconciliation in this case is all about how we manually clear this Debit of the Cash EFT AP (or Cheque Out) Account before books of accounts are closed at the end of the month. How this is done depends largely on the reason why automatic clearance failed in the first place. Example Case scenarios Case 1: The bank wrongly references a disbursement they made in executing an instruction for an Outgoing Payment. Suppose the cashier generated Outgoing Payment (KZ document # ) for $500 via House Bank JPM Chase. However, the bank incorrectly quoted the KZ Document # on the bank statement. The effect when the statement was uploaded includes: Automatic clearance failed. A ZR document was created with Credit to Bank Nominal and Debit to Cash EFT AP. The Debit is an open item and has to be manually applied to the credit of the existing KZ document through bank reconciliation. Transaction process review [] Version 1 Umoja Training 19/86

20 To manually clear an item, first locate the bank statement on which it is found through FEBAN as described earlier. In this case, we are looking for statement 23 of House Bank USCH1. Double click the item. This brings up the ZR doc# but this time it appears in the PmtAcc field. When manual clearance is completed another ZR document will be generated in the now empty Doc. Field. Double click the PmtAcc Doc#. It will show the Debit to Cash EFT AP and Credit to Bank Nominal Click Statement Items and select Post Post with clearing items screen review Note that all open items are displayed and selected by default. Match the remaining Debit line of ZR to the open Credit line of KZ To deselect the amounts not required, double click these amounts For the selected open item, amount Entered and Assigned fields in the section below will be both zero. This means that the sum of Debits equals the sum of Credits. Click on Document in the menu bar and select Simulate. [] Version 1 Umoja Training 20/86

21 Post with clearing items display overview screen review The document type is ZR. This is the second ZR document. The first ( ) was created by the system with credit to Bank Nominal and two debits to EFT AP. The reference and Doc. Header Text are system generated. The Reference # is a combination of House Bank, Currency of account and bank statement number. Both lines relate to the same GL account, Cash EFT AP, the Debit being the second Debit line of ZR and the Credit being the Credit line of KZ The sum of debits is equal to the sum of credits. Click on the Save icon to post the document. [] Version 1 Umoja Training 21/86

22 A message with a green status appears at the bottom of the screen informing that the document has been posted. Note the document number. Return to FEBAN and double click the item just reconciled. Note that the status has changed from yellow to green In Posting Area 1 there is a second ZR doc ( ) shown in the Doc field. It is the document that carries the entries of the reconciliation performed. Double click on both ZR and to review their entries. Document ZR Review [] Version 1 Umoja Training 22/86

23 Dr. Cash EFT AP Cr. Bank Nominal The generated entry each time a bank statement is uploaded in Umoja to show that the bank Debited UN account, whether an Outgoing Payment was generated or not. Document ZR Review Dr. Cash EFT AP Cr. Cash EFT AP Both the Debit and Credit are in the same account but not matched to each other. Manual reconciliation is essentially pairing the two entries in order to clear the open item. Review EFT AP A/c Using the T_code FAGLL03 to display G/L Account Line Item for note the postings: There are two ZR documents, and We now have four clearing entries, instead of two as we did for automatic clearance. The Debit of the first ZR document and Credit of KZ document were cleared by the second ZR document [] Version 1 Umoja Training 23/86

24 Case 2: The bank debits UN account when no instruction to disburse funds on UN behalf was issued There could be instances when the bank Debits UN account in their books when UN have not and do not intend to create an Outgoing Payment. E.g. for a bank Debit of $2,000 in house bank USCH1, when the bank statement #117 is uploaded the following is expected: Automatic clearance fails. A ZR document is created with a Credit to Bank Nominal and a Debit to Csh EFT AP. Manual reconciliation will be required to move the Debit from the Csh EFT AP a/c to Cash Unidentified until the bank clarifies the situation. Manual Clearance Steps Using FEBAN T_code, locate the bank statement, i.e. statement #117 for house bank USCH1. Double click the open outgoing payment item to access the ZR document # and note that this time it appears in the PmtAcc field. When manual clearance is completed another ZR document will be generated and will appear in the now empty Doc. Field. Double click the PmtAcc Document #. It will show the Debit to Cash EFT AP and Credit to Bank Nominal. Click Statement Items and click Post. [] Version 1 Umoja Training 24/86

25 Post with clearing items display overview screen review All open items are displayed and selected by default Click the Charge off diff. button. This brings you to the Post with Clearing Display Overview screen where the system posting will clear the Debit balance in GL a/c with a Credit the same GL a/c and manually a Debit will be posted to the Bank Unidentified A/C associated with the House Bank. Enter posting key 40 in the PstKy (Posting key) field to Debiting a GL account. [] Version 1 Umoja Training 25/86

26 Enter GL a/c in the Account field (Unidentified a/c of this House Bank: USCH1) where the unrecognized charge will remain until clarification is obtained from the bank why they debited UN account without an instruction from UN representative. Click the Enter icon to get to Post with Clearing Add G/L Account Item screen where additional data for the Debit line will be entered. Confirmation of entries to Debit line Enter the amount to be cleared in the Amount field or * for the balance Enter a clear descriptive text in the Text field. Click More Data for additional data fields from the Coding Block screen Enter the Business Area in the Business Area field. Since Unidentified a/c is an account of the Treasury Main Pool, the Business Area to enter is S101. [] Version 1 Umoja Training 26/86

27 Enter the Fund in the Fund field. The Fund 64VQA is for Treasury Main Pool. Enter GMNR in the Grant field. Click the Enter icon to go back to the Post with Clearing Add G/L Account Item Screen. Click Document in the menu bar and select Simulate. This opens the Post with Clearing Correct G/L Account item. The document type is ZR, the second ZR document. The first ZR document. ( ) was created by the system with Credit to Bank Nominal and Debit to EFT AP [] Version 1 Umoja Training 27/86

28 Both the Reference and Doc. Header Text are system generated. The reference is a combination of House Bank, Currency and Bank statement number. The Credit of the Cash EFT AP clears the un-reconciled Debit from the first ZR document Cash Unidentified is now Debited. The sum of debits is equal to the sum of credits. Click on the Save icon to post the document. A message with a green status appears at the bottom of the screen informing that the document has been posted. Note the document number. Return to FEBAN and double click the item just reconciled. Note that the status changed from yellow to green In Posting Area 1, there is now a second ZR document ( ) shown in the Doc field. It is this document that carries the entries of the reconciliation we just performed. Double click both ZR and to review their entries. [] Version 1 Umoja Training 28/86

29 ZR document # Review Cr. Bank Nominal Dr. Cash EFT AP As indicated earlier, this entry will always be generated each time an uploaded bank statement shows that the bank has debited UN account, whether an Outgoing Payment or not. ZR document # Review Dr. Cash Unidentified Cr. Cash EFT AP The debit in ZR has now been transferred to Cash Unidentified temporarily pending clarification from the bank. EFT AP A/c Review Both ZR documents (Debit and Credit) are cleared and the status is green. The balance on the account is Zero [] Version 1 Umoja Training 29/86

30 Case 3: The bank correctly charges UN account but for expenses where there is no need to raise Accounts payable and generate an Outgoing Payment (e.g. bank charges). At times the bank may correctly charge our account but for expenses for which we do not have to raise a payable and generate an Outgoing Payment. This will be the case with bank charges and other commissions that bank directly charges to UN account. As before, at the time the bank statement is uploaded, Umoja creates a ZR document to post the bank charges: Dr. Cash EFT AP Cr. Bank Nominal Since a payable will not be established and consequently neither an Outgoing Payment (KZ document) will be generated, bank reconciliation in this case will consist of: Raising a JV to transfer the Debit from the Cash EFT AP account to an expense account. Ensuring that the assignment of both the Debit (from the bank statement, doc type ZR) and the Credit (from the JV, doc type SA) have the same assignment or clear them using F-03 T_ code (in case there are many debits to be cleared). Bank charges are usually not cleared using FEBAN as it has been designed that these transactions (they might be many lines) will appear as cleared in FEBAN (but still open in the GL). With a JV many lines could be cleared in one posting. Posting scheme for Outgoing Payments Module 2 Exercises Exercise 1 - outgoing payments ref KZ documents Exercise 2 - unidentified charges [] Version 1 Umoja Training 30/86

31 Module 3: Incoming Payments Module Overview This module explains the processing of Incoming payments within the integrated Umoja Accounts Receivable and Treasury Funds receipt system solution with focus on how to perform reconciliations for items that do not automatically clear when a Bank statement is uploaded to match Accounts Receivables with those Incoming payments. Objectives: After completing this module, you will be able to: Know the FI created document types for Incoming payments Understand the ideal FI accounting entries associated with Incoming payments Confirm automatic cleared items and perform manual clearance of open items Learn different reasons why automatic clearing for items between the physical bank and GL Nominal and bank clearing accounts entries may not happen Incoming Payments Overview The revenue the UN receives either comes from exchange transactions (when there has been sell of goods or services and recovery of costs for services rendered) or from nonexchange transactions (e.g. assessed and voluntary contributions). Ideally, receivables or recoverable amounts need to be established prior to the receipt of any type of revenue. For revenue received through Electronic Funds Transfer, the Umoja solution is configured to ensure that the Incoming Payment is automatically applied to the open Accounts Receivable/Recoverable of the Debtor/Creditor ( Customer/ Vendor), if certain conditions are met. Bank reconciliation will not be needed in this case. In the majority of cases though, the conditions for automatic clearance will not be met. In such instances, Incoming Paymets will manually be applied to the accounts of the relevant Customer or Vendor. This is the focus of this module. [] Version 1 Umoja Training 31/86

32 Identifying Open Customer Items Open Customer Items can be identified as follows: Using T_code ZARFBL5N, open the Financial Accounting Accounts Receivable screen. Keep the Customer account field open. Enter the Business Area for the UN entity Customer items need to be identified. In Line Item Selection choose Open Items. For a more refined specification of the search criteria, click Dynamic Selections icon. Click Execute icon to run the search. A listing of all customer open items that meet the search criteria is displayed. Note that all open items below have a red status. See the screen on next page. [] Version 1 Umoja Training 32/86

33 Incoming Payments Bank Clearing Account As explained earlier, with the introduction of House Banks, all bank accounts of missions now belong to one of the three Treasury Pool Funds 64VQA: Main Pool Cash & Investment. As a result, all Incoming Payments are recorded in 64VQA. This leads to two sets of entries (after bank reconciliation): An increase in the equity of the entity in 64VQA for which the money is destined i.e. the entity expecting the Incoming payment. A decrease in the amount outstanding on the customer account who made the payment by automatically or manually clearing the open Accounts Receivable / recoverable in the AR sub Ledger. When an EFT Incoming Payment is received, the customer s account is not immediately credited in the GL. Instead the credit is temporarily booked to the EFT In a/c. This is one of the seven GL accounts created to record balances and reconciling items for each House Bank that UN Treasury maintain. The task of reconciling transactions with the bank, which result from the Received Incoming Payments, essentially consists of moving these credits from the EFT In account to the respective accounts with open items. This may be processed automatically by Umoja solution or manually through bank reconciliation. [] Version 1 Umoja Training 33/86

34 Whether a bank transaction resulting from Incoming Payments will be reconciled automatically or manually depends on what happens when bank statements are uploaded into Umoja. Incoming Payments Automatic Clearance Steps 1. Bank Statement Upload When the Bank Statement of the previous day is uploaded into Umoja, a Bank EFT-In clearing account will be Credited by the Debit of EFTs received as follows: Dr 64VQA Bank Nominal (GL A/c 11011X10) Cr 64VQA Bank EFT In Clearing (GL A/c 11011X16) The credit is next moved to a customer/vendor s account 2. Matching to Clear If the incoming payment contains information e.g. invoice number, which identifies an existing receivable (customer) or recoverable (vendor) for the same amount, Umoja will establish a match between the two. The receivable or recoverable will be automatically cleared by the incoming payment. Dr 64VQA Bank EFT In Clearing (GL A/c 11011X16) Cr 20OLA Customer/Vendor Open Item 3. Equity Increase in Treasury Pool The equity of the Fund for which the incoming payment was meant will increase in the Treasury Pool. Dr 20OLA Equity in Pool Cr 64VQA Equity in Pool Incoming Payments Manual Clearance There are a number of cases where manual bank reconciliation for Incoming Payments is undertaken, the following cases are considered: Case 1: Incorrectly Reference on the Bank Statement When the Incoming Payment hits the Nominal Account, an EFT-In account is initially Credited i.e. Dr 64VQA Bank Nominal Cr 64VQA Bank EFT In Clearing [] Version 1 Umoja Training 34/86

35 The task of the bank reconciler is to move the funds from the EFT-In account to a Customer/ Vendor s account when the system fails to do so automatically. One of the reasons why automatic clearance will fail is when the reference on the bank statement for the Incoming Payment does not match an open receivable or recoverable item in the system. To illustrate how manual clearance is done in this case, the following data set is used: Customer: Government of Belgium Outstanding Amount: US$ 15,700 Being: Sale of Publications AR Document #: To manually clear the item, first locate the bank statement on which it is found through FEBAN as described earlier. In our case, we are looking for Item #11 of statement of House Bank USCH2. Double-click the open item you intend to reconcile. Note that a document number appears in Posting Area 1 only. This is the reconciliation doc ZR showing: Dr. Bank Nominal Cr. EFT In Click Post icon. This starts the process to move the funds from EFT In (Debit) to the customer s A/c (Credit). At the end of the process a document number will appear in Posting Area 2. [] Version 1 Umoja Training 35/86

36 In the Post with Clearing Select Open Items screen that opens, undertake the following: Enter the Customer s Account in the Account Field. Enter D in the Account Type Field. Select the Amount button from Additional Selections. Click Process Open Items, this opens the Post with Clearing Enter Selection Criteria screen. Enter the amount you intend to clear in the From field of the Amount Section. Click Process Open Items. This opens the Post with Clearing Process Open Items screen. A list of open items with the amount specified earlier is displayed. Their total is shown in the Assigned field in the Processing Status section (bottom right). [] Version 1 Umoja Training 36/86

37 De-select (by double clicking) the amounts not intended to match to the Incoming Payment until the Amount entered = Amount Assigned. Click on Document in the menu bar and select Simulate, this opens the Post with Clearing Display Overview screen. Take note of the following: Document type is DZ, Incoming Payment. The posting key for the Debit entry is 40 because it is a Debit to a GL account, while 15 is a Credit to a Customer a/c. The sum of Debits equals the sum of Credits. [] Version 1 Umoja Training 37/86

38 Click Save icon to Post the document, a message appears at the bottom of the screen with the posted document number. Return to the bank statement and double click the item you just reconciled. Note the following: The status is now green. A document number now appears in Posting Area 2 Double click each of the two document numbers in turn. Review ZR document # Dr. Bank Nominal Cr. Cash EFT In This entry will always be generated each time an uploaded bank statement shows that the bank has credited our account for an Incoming Payment, whether we established a receivable or not. [] Version 1 Umoja Training 38/86

39 Review DZ document # Dr. Cash EFT In Cr. Customer Note the differences in posting keys, Business Area and Fund, as we Debited a GL a/c and Credited an AR Sub ledger a/c. Further, P003 ensures UNIFIL s equity increases in 64VQA by amount received. Review EFT In A/c On review of the EFT In a/c , observation made is that though the credit that was temporarily booked there to the account of the customer who made the payment was moved, the two entries in the EFT In a/c still have a red status. The status will change to green and a document number will appear in the now empty Clrng Doc field when the documents are matched against each other as part of batch clearing process [] Version 1 Umoja Training 39/86

40 Case 2: Partial Payments The bank may correctly reference an Incoming Payment on the bank statement. However, automatic clearing may still fail because the amount on the statement is different from the amount in the customer open item. For instance, UN might receive a lesser amount than expected. This could be due to exchange rate differences, bank charges or because the customer disputes parts of the invoice. Whatever the reason, when the bank statement is uploaded, the system will: Dr. Bank Nominal Cr. EFT In A/C It will then be the duty of the bank reconciler in collaboration with the Accounts Receivable Unit to move the funds from EFT In A/C to the customer s account. If the difference is due to bank charges or exchange rate fluctuation, a JV should be raised to clear it. Scenario to illustrate case 2 Customer Municipality of Deir Mimas used UN air asset in June They were invoiced on 08 Oct. 13 for the full amount of $4,500. The customer however contested this amount because food was not served on board. They only paid $4,000 directly into UN account on 08 Oct. 13. The AR document number was correctly referenced in Bank Statement # of House Bank USCH2. However, when the statement was uploaded on 09 Oct. 13 automatic clearance failed because of differences in amount between the Incoming Payment and customer open item. In such instances, manual reconciliation is required to clear the open item. The first step is to find the bank statement on which the open item is located through use of T_code FEBAN. In this case its item # 2 of statement for House Bank USCH2. [] Version 1 Umoja Training 40/86

41 Double-click the open item you intend to clear. Note that the Doc Field in Posting Area 2 is empty. Click Save icon to post (can also do via Ctrl + S), this opens the Post With Clearing Select Open Items screen Enter the Customer s Account in the Account Field. Enter D in the Account Type Field In Additional Selections, maintain the defaulted None option. Click the Process Open Items icon. This opens the Post with Clearing Process Open Items Screen. [] Version 1 Umoja Training 41/86

42 by The Post with Clearing Process Open Items screen opens with the Standard tab open default. Since we are not clearing the full amount of an open item, click on the Partial Pmt Tab. Double click the amount of the item you intend to clear. This highlights the amount and also duplicates it in the Payment Amount. Delete the amount in the Payment Amount field and replace it by the partial payment you intend to make. Press Enter to validate. Note that the Not Assigned becomes zero. Click on Document on the menu bar then Simulate. [] Version 1 Umoja Training 42/86

43 When the Post with Clearing Display Overview screen opens, note that the doc type DZ - Incoming Payment, corresponds with the posting key for line 2 i.e. credit of a customer account for an Incoming Payment. Click the Save icon to post and note the document number that displays at the bottom of the page when posting is done. Return to FEBAN and double click on the Incoming Payment that was just applied to a Customer A/c. It now displays a green status. Note that the document carrying the reconciliation entries now appears in Posting Area 2. Double click the documents in Posting Areas 1 and 2. [] Version 1 Umoja Training 43/86

44 Review EFT In A/c It is noted that though the Credit We note that though we have moved the credit that was temporarily booked there to the account of the customer who made the partial payment, the two entries in the EFT In a/c still have a red status. When they are matched against each other as part of batch clearing process, the status will change to green and a document number will appear in the now empty Clrng Doc field. Review Customer Open Item A review of the customer s account # for Invoice # (DR doc type) shows that though a partial payment of $4,000 was received on , the invoice is still outstanding by $500. [] Version 1 Umoja Training 44/86

45 Case 3: Payments from Vendors Recoverable amounts from staff members, MILOBs, Commercial Vendors and other Business Partners who do not have customer roles in Umoja are done through credit memos established in the Accounts Payable Sub-ledger. Incoming Payments from these vendors to settle outstanding items will have to be matched and cleared manually. Scenario Staff member Abou Saleh, owed UNIFIL $ for private telephone calls he made while on mission there during Pilot Go-live in July A credit memo (Doc type KG # ) was raised to record this recoverable on 30 August The staff member transferred $ to UN House Bank USUS1. The Incoming Payment was reflected in UN bank statement #13279 of 09 October In this instance, perform manual bank reconciliation. Vendor Incoming Payments Manual Clearance Like all cases for bank reconciliation, to manually clear the Vendor incoming payment, first locate the bank statement using T_code FEBAN. In our case, we are looking for Item #6 of statement of House Bank USUS1. Double-click the open item you intend to clear. Note; Doc Field in Posting Area 1 has a number but is empty in posting area 2. Click Save icon to post (or use Ctrl + S), this opens Post with Clearing Select Open Items screen [] Version 1 Umoja Training 45/86

46 Enter the Vendor s Account # in the Account Field Enter K in the Account Type Field. In Additional selections choose on Document Number. Click Process Open Items, this opens Post with Clearing Enter selection criteria Screen. Enter the KG doc number in the From field of the Document Number section. Click Process Open Items, this opens Post with Clearing Process Open Items Screen. [] Version 1 Umoja Training 46/86

47 Since the document number of the open item (credit memo) was entered, only one result is returned, which matches with the amount of the Incoming Payment and the processing status for Not Assigned is zero Select Document on the menu bar choose Simulate, this opens Post with Clearing Display overview screen When Post with Clearing Display Overview screen opens, document type DZ - Incoming Payment, corresponds with the posting key for line 2 i.e. credit of a vendor account for an Incoming Payment. Click Save icon to post and note the document number that displays at the bottom of the page when posting is done. [] Version 1 Umoja Training 47/86

48 Confirmation of Manually cleared item Return to FEBAN and double click on the Incoming Payment that was just applied to a Customer A/c. It now displays a green status. Note that the document carrying the reconciliation entries now appears in Posting Area 2. Double click the document numbers in Posting Areas 1 and 2 to review the postings. Review EFT In A/c [] Version 1 Umoja Training 48/86

49 Review of EFT In a/c reveal that though the credit that was temporarily booked has been moved to the account of the vendor who made the partial payment, the two entries in the EFT In a/c still have a red status. When the documents are matched against each other as part of batch clearing process, the status will change to green and a document number will appear in the now empty Clrng Doc field. Review Vendor Open Item A review of the Vendor s account for Credit Memo # (KG doc type) shows that the outstanding recoverable of $100 has been cleared by the Incoming Payment (DZ). The open Vendor item is fully reconciled. Case 4: Payments received before raising a receivable In exceptional cases, a customer may pay the UN before establishing a Receivable in the customer s account. Automatic clearance of the Incoming Payment will fail in such cases. If by the time of Month End Closing the Receivable is not yet established, the Incoming Payment will be moved to GL a/c AP Unapplied Cash, pending appropriate posting. Scenario On 24 October, an Incoming Payment of USD 1,200 was included in bank statement # 1265 of House Bank USCH1. By 30 October when the Month End Closing was carried out, it was still not possible to move the funds to a Customer or Vendor a/c because the Receivable or recoverable could not be established. A decision was made to move the funds to AP Unapplied Cash until the Receivable or recoverable was set up. [] Version 1 Umoja Training 49/86

50 Incoming Payments Manual Clearance To manually clear the item, first locate the bank statement using T_code FEBAN as described earlier. In this case, it s Item #7 of statement # 1265 of House Bank USCH1. Double-click the open item you intend to clear. Note that the Doc Field in Posting Area 2 is empty Click Save icon to post (or use Ctrl + S). This opens Post with Clearing Select open Items screen. Click Back icon. This opens Post with Clearing Display Overview screen. [] Version 1 Umoja Training 50/86

51 When the Post with Clearing Display Overview screen opens, note that the doc type DZ. Also note that Line 1, the debit line is automatically generated by the system. We now have to enter Line 2s Enter 50 in the Pstky field and the in the Account field Click Enter. This opens the Post with Clearing Add Customer Item screen. Enter the amount in the Amount field. Enter a descriptive text in the text field. Click More Data. This opens Coding Block Screen [] Version 1 Umoja Training 51/86

52 The coding block key elements Enter Business Area, Fund and Grant. Click Enter icon. This opens Post with Clearing Correct G/L Account item Screen. Go to Document in the Menu Bar and select Simulate. This opens Post with Clearing Display Overview screen. Review the two lines, the doc type and the reference (House Bank + Currency + Bank Statement Number). Click Save to post the DZ document and note the number that displays at the bottom of the screen. [] Version 1 Umoja Training 52/86

53 Review Reconciled item Return to FEBAN and double click on the Incoming Payment that was just applied to the Unapplied Cash a/c. It now displays a green status. Note that the document carrying the reconciliation entries now appears in Posting Area 2. Double click the documents in Posting Areas 1 and 2. Case 5: Outgoing Payment rejected by the bank In some cases, outgoing payments are rejected by the bank and are therefore credited to the UN bank account in a similar manner to incoming payments Scenario On 30 August 2013, an Incoming Payment of USD ,42 was included in bank statement of House Bank USCH1. After communication with treasury department, bank reconciler found out that the amount had been returned by the bank, being the total for two payments rejected by the bank This instance would require a Bank reconciler to transfer the amounts to a clearing account. Account payable would then re-issue the payment. [] Version 1 Umoja Training 53/86

54 Incoming Payments Transfer to clearing account To transfer the reconciling item, first locate the bank statement on which the item is found using FEBAN T_code. Double-click the open item you intend to clear. Note that the Doc Field in Posting Area 2 is empty. Click on the Save icon to post (or use Ctrl + S). This opens the Post With Clearing Select Open Items screen. Click Back icon. This opens Post with Clearing Display Overview screen. [] Version 1 Umoja Training 54/86

55 Enter Posting key = 50 and Enter GL Account (Payment Rejected by Bank) Click enter icon Enter Amount of the original invoice Click more data for the coding block screen Enter Business Area, Fund and Grant of original invoice and Click enter Enter Posting Key 40 and G/L account for Bank charges Click on More Data [] Version 1 Umoja Training 55/86

56 Enter Business Area, Cost Center, Fund and Grant of original invoice and Click enter Click on Overview Icon Click on Save [] Version 1 Umoja Training 56/86

57 Remember that whenever an FI document is posting against two different funds, the system automatically posts another document (17xxxxxx) against the Treasury Pool Fund. You can see it selecting Environment/Document Environment/Accounting Documents. [] Version 1 Umoja Training 57/86

58 Case 6: Payments received in error Exceptionally, payments may be made to the UN in error. Prior to closing the month the money should be moved from EFT In to another GL a/c Unapplied Cash, where it will remain until a decision is made on what to do with it. The steps to move the funds from EFT In to Unapplied Cash are the same as those described in Case 5. Posting Scheme for Incoming Payments Module 3 exercises Exercise 3 - incoming payments from customer or vendor Exercise 4 - incoming payments with no receivable Exercise 5 - rejected payments [] Version 1 Umoja Training 58/86

59 Module 4: Transfer to a zero-balance bank account Objective This module outlines steps on how to reconcile transfers to zero balance accounts that the UN may find necessary to maintain for operational convenience. The transfer to zero balance account is done automatically by the source bank. Identify the incoming and outgoing transfer using FEBAN Source bank Like in previous modules, the first step is to identify the reconciling item on the bank statement of the source bank as in example below for USCI1 Bank. Double click in the line to see the details of the transaction. To see the posting of the bank statement (ZR document), double click in the document number ( ) of the posting area 1. The posting of the source bank is: Credit to the nominal account Debit to EFT-AP. [] Version 1 Umoja Training 59/86

60 Receiving Bank The receiving bank, in this case is LBC12 The expected posting for the receiving bank is: Debit to the Nominal Account Credit to EFT-in. [] Version 1 Umoja Training 60/86

61 Clear the incoming transfer using FEBAN Double click in the line already identified (in case the line appears green while the bank account GL is not reconciled, refer to Reconciling open items of the bank account GLs which appear incorrectly reconciled in FEBAN ). Click the post icon or select from the main menu Statement Items/Post, enter the EFT-AP GL account of the source bank in the Account field and change the Account Type to S. Click Process Open Items. Note: As FEBAN would be clearing the credit in the EFT-In line of the bank statement, the system will automatically debit that account. Therefore, the action to be taken through FEBAN would be to post a credit (posting key=50) to the EFT-AP GL of the source bank account. Recall that postings to the nominal bank account is only through the upload of bank statements and never through FEBAN Select the document related to the outgoing transfer; in this example (selected line would be light blue while the others, if any, are black). Select from the main menu Document/Simulate to see the postings. [] Version 1 Umoja Training 61/86

62 Finally select the post icon. Clearing document is posted and the line is cleared (green) as in screen shot below. Clear the outgoing transfer using FEBAN Double click in the line already identified (in case the line appears green while the bank account GL is not reconciled, refer to Reconciling open items of the bank account GLs which appear incorrectly reconciled in FEBAN ). Click the post icon or select from the main menu Statement Items/Post. The system finds that there is a credit (created by FEBAN in the prior step) and reconciles it with the debit of the bank statement (clearing document is posted as in screen shot below). [] Version 1 Umoja Training 62/86

63 Clearing of the GL accounts Using FAGLL03 you may verify that the assignment of the debit and the credit is the same for the EFT-In account. Those entries will be cleared with the automatic batch or manually using F- 03. For the EFT-AP, in which the system automatically reconciled the debit and the credit with clearing document , both lines are already cleared. [] Version 1 Umoja Training 63/86

64 Module 5: Transfer from a source bank account to a receiving bank account Objective This module outlines steps on how to reconcile transfers from an Umoja source bank account to an Umoja recipient bank account, specifically from a USD bank account to a foreign currency bank account. Note: With Umoja, the term Remittance applies only in those cases in which the source bank is not in Umoja. Transfer approved through ZT doc type documents A transfer from a USD bank account (house bank USCH1) to a GBP bank account (GBCH1) has been approved and posted with documents and (doc type: ZT). [] Version 1 Umoja Training 64/86

65 As you may see, the credit in the source bank (USD) and the debit in the receiving bank are in GL 11xxxx17. Likewise, the gain/loss in exchange rate is the difference between the debit and the credit in GL (USD 97, ,000). Consequently, there will be no need to post any exchange rate difference with FEBAN. Note: in case the transfer from a USD bank account is also to another USD bank account, there will be only one ZT document (debit and credit to 11xxxx17) and there will be no postings to GL (FX Purch Sale Currency). Bank statement in the source bank (doc type ZR) Bank statement 96 (line 1) has been posted with document (doc type ZR) Review the postings The bank statement (source bank) posts a Credit to the nominal bank account. The Debit could be in GL 11xxxx17 or 11xxxx14 (EFT-AP). To see the posting, double click in the pmtacc field on document No in this example. [] Version 1 Umoja Training 65/86

66 Reconciliation (ZT and ZR documents) of the source bank using FEBAN As seen in the above screenshots, the source bank has a Credit (ZT doc ) and a Debit (ZR doc ) in GL Both lines need to be cleared through FEBAN. Double click in the line and click on the post icon or select from the main menu Statement items/post (in case the line appears green while the bank account GL is not reconciled, please refer to ( Reconciling open items of the bank account GLs which appear incorrectly reconciled in FEBAN ). Select only documents and (selected lines would be light blue while the others are black) and click the post icon [] Version 1 Umoja Training 66/86

67 When clearing occurs, as seen in the next screen a new clearing document will be posted. In this example, clearing document has been posted and the line is now cleared (green). [] Version 1 Umoja Training 67/86

68 There might be instances in which the bank statement of the source bank debits GL 11xxxx14 (EFT-AP) while the credit of the ZT document is in GL 11xxxx17. In those cases, only the line of the bank statement should be selected ( ). From the main menu, select Edit/Select more. Enter the Investment GL account of the source bank in the Account field. Click Process Open Items. Select the related ZT document; in this example (selected line would be light blue while the others, if any, are black as stated earlier). To review the postings, select from the main menu Document/Simulate. To post select post icon Bank statement in the receiving bank (doc type ZR) As seen in the screen below, Bank statement 108 (line 1) has been posted with document (doc type ZR) [] Version 1 Umoja Training 68/86

69 To see the posting, double click in the document number. Reconciliation (ZT and ZR documents) of the receiving bank using FEBAN In this case, the receiving bank has a Debit (ZT doc ) in GL and a Credit (ZR doc ) in GL Both lines need to be cleared through FEBAN using a similar procedure as described above (in case the line appears green while the bank account GL is not reconciled, please refer to Reconciling open items of the bank account GLs which appear incorrectly reconciled in FEBAN ): [] Version 1 Umoja Training 69/86

70 Once the post icon is selected, only the line of the bank statement should be selected ( ). From the main menu, select Edit/Select more. Enter the Investment GL account of the receiving bank in the Account field. Click Process Open Items. Select the related ZT document; in this example (selected line would be light blue while the others, if any, are black). To review the postings, select from the main menu Document/Simulate. To post, select the post icon Posting the ZR document (63xxxxx) if it is not appearing in FEBAN There might be instances in which the ZR document has not been posted even though the line appears in FEBAN as seen in screen below: [] Version 1 Umoja Training 70/86

71 To post the ZR document, please select the post icon Item/Post. or from the menu select Statement Double click in the line again and FEBAN will show the just posted ZR document. [] Version 1 Umoja Training 71/86

72 Print the list of Transfers done via a ZT document As explained above, when UNHQ approves a transfer to a mission bank account, a posting is automatically recorded with document type ZT: Cr Dr Source Bank Invt FX (GL 11xxxx17) Receiving Bank Invt FX (GL 11xxxx17) To review the list of transfers, you can use report FAGLL03 with the variant Remittance : Note: Ensure the Created By field is empty i.e. remove your name if it appears in this box Click on the execute button. [] Version 1 Umoja Training 72/86

73 Select Remittances. Note that there is one dynamic selection for that variant. Select all items to see open and cleared remittances i.e. all remittances. Click the Execute button [] Version 1 Umoja Training 73/86

74 [] Version 1 Umoja Training 74/86

75 Posting scheme - Transfers in the same currency (one ZT document) Posting scheme - Transfers from currency A to B (two ZT documents) [] Version 1 Umoja Training 75/86

76 Module 6: Preparation of Month End Objective This module outlines steps on how to prepare Month End statement, which is a critical management report that UN entities prepare every month as part of the financial reports to UNHQ Accounts Division. Bank reconciliation statement is prepared for each bank account the UN maintains. Steps to undertake are elaborated below: Run FAGLL03 Report Bank Reconciler Responsible for Bank Account 1. The FAGLL03 G/L Account Line Item Display report is run for the range of GL Accounts corresponding to a physical bank account. The following parameters are used: 2. Once the report has executed, select the Report Layout /BK REC RPT : [] Version 1 Umoja Training 76/86

77 The report will now show information in the same column order as the Month End Bank Reconciliation template. Export the report output to Excel: [] Version 1 Umoja Training 77/86

78 Indicate where you want the file saved and enter the file name. Click Save If you receive the following message, click OK. When the following message appears in the bottom left corner of the screen, the export is complete. [] Version 1 Umoja Training 78/86

79 Prepare Month End Report Bank Reconciler Responsible for Bank Account 1. Open Excel template and manually enter: a. Your mission/office b. Month end date c. Bank Name, Currency and FEBAN bank code d. GL Account numbers e. Document currency f. Name of Preparer g. Name of Approver 2. Copy and paste FAGLL03 nominal balance and reconciling items for each GL account. [] Version 1 Umoja Training 79/86

80 Sections boxed in blue are copied and pasted into the Month End template; [] Version 1 Umoja Training 80/86

81 Verify Total formula to ensure range includes all relevant cells. 4. Format numbers if needed. 5. Check print range and print preview. 6. Print and attach supporting documents: a. Printscreen of FEBAN balance at month end showing balance per bank equal to Nominal [] Version 1 Umoja Training 81/86

82 G/L Account b. Printout of FAGLL03 showing GL account balance for all reconciling GL Accounts for that bank account (i.e. GL ending in 10 to 19) c. Printout of bank statement obtained from bank (if available). 7. Sign and date the bank reconciliation 8. Submit and supporting documents to Approving Officer for approval and signature. 9. Keep report on file for the audit purposes. [] Version 1 Umoja Training 82/86