Reconcile Control Accounts for Received but Not Invoiced Goods and Invoiced but Not Received Goods

Use this procedure to reconcile general ledger control accounts to outstanding amounts for goods that are invoiced but not received (GINR) and goods that are received but not invoiced (GRNI). You do this to ensure that there are no deviations between the control accounts and the open balances.

This is done by the financial controller or a similar person at the end of the month as a part of the periodic accounting process.

Outcome

Two lists are printed:

  • APS582, which contains all purchase orders that have an outstanding balance on the GRNI account. This balance is the difference between received cost amount and invoiced cost amount.
  • APS587, which contains all invoices that have an outstanding balance on the GINR account. This balance is the difference between invoiced cost amount and received cost amount.

The lists are sorted by the seven dimensions in the accounting string. For each new accounting string, the received goods (or invoices) posted on the accounting string are displayed. For each transaction, this information is displayed: Accounting date, purchase order number/line number/subnumber/sequence number (to which the received goods (or invoice) refer), costing element, invoiced amount in local amount, received cost amount in local amount, outstanding amount, and amount in the general ledger. Any possible deviations are displayed. Deviations are the difference between the outstanding amount and the amount in the general ledger.

Use the lists to determine whether there are any deviations on any of the accounts. If there are, you must adjust the amounts. This can, for example, be done in any of these ways:

  • Use the 'Trans Work File. Restart Interrupted Jobs' (GLS047) to check that any jobs that update the general ledger have not been interrupted, for example due to a power interruption.
  • Use the 'Trans Work File. Restart Erroneous Jobs' (GLS037) to check that no errors (such as incorrectly posted vouchers) are discovered when updating the general ledger.
  • Check who is responsible for the incorrect account entry in 'General Ledger. Display Transactions' (GLS210) and taking appropriate action.
  • Manually adjust the account in (GLS210).

Before you start

Before you start, ensure these are updated:

  • Internal account entries are created when you print the reports.
  • The created account entries have updated the general ledger. The update must be completed normally; that is, no records concerning the update should exist in (GLS047). The update must also be completed correctly; that is, no records concerning the update should exist in (GLS037).

Follow these steps

  1. Select one of these alternatives:
    • To create a report containing received but not invoiced goods, start 'Purchase Order. Print Rcvd/Not Invoiced' (APS580/E).
    • To create a report containing invoiced but not received goods, start 'Supplier Invoice. Print Invoiced/Not Rcvd' (APS585/E).
  2. On the E panel, specify the accounting date to use when checking for any outstanding amounts.

    All purchase orders/invoices that have an outstanding amount on the entered date, and that are included in the range of accounting identities selected below, are included in the report.

  3. Select the purchase orders/invoices to include in the report by specifying a range of accounting identities, from 1 to 7.
    Note: The accounts used for GINR and GRNI must not be defined as a Suspense account on 'Accounting Identity. Open' (CRS630/E).
  4. Define whether to use a different date format in the report, if necessary.

    The valid alternatives are YMD=YYMMDD (year, month, day), DMY=DDMMYY (day, month, year), MDY=MMDDYY (month, day, year) and YWD=YYWWD (year, week, weekday).

  5. Select a report layout and specify a report text. Press Enter.
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