Reconciling Assets
Without Losing
your Mind!
Nick Henry, Dalton State
Tamya Morris, Dalton State
Christy Todd, ITS
• Part One -- Process Overview
Christy Todd
• Part Two – Asset Reconciliation
– Is There a Problem?
Nick Henry and Tamya Morris
Agenda
• Reconciliation Overview
• AM Process Overview
• Reconciliation Process
o Where entries come from
o What causes discrepancies
o Queries
Reconciliation Overview
• Multiple ways to reconcile
• Conceptually reconciliation
consists of the following items:
o DIST_LN entries are correct and complete
o DIST_LN matches JRNL_LN
o JRNL_LN account balances match Capital
Ledger
o Capital Ledger balances to Actuals Ledger
AM Process Overview
Journal
generate
Journal
Header
and
Journal
Line
Post
Capital
Ledger
DIST_LN
• The entries in the DIST_LN table come
from:
o Accounting Entry Creation for:
o New asset transactions (ADD, ADJ, TRF, RECAT)
o Depreciation Close for:
o Creating monthly depr entries (DPR,PDP)
• What causes incorrect DIST_LN entries?
o Prior Period Depreciation missing
o Failure to run a month end process
o Incorrect dates resulting in incorrect calculations or missing
entries
DIST_LN
• How do I know if DIST_LN is correct?
o Compare Projected Depr to Actual Depr by comparing NBV to Dist_Ln
• COST minus DEPRECIATION Table entries(proj) = NBV
• COST in Dist_Ln minus PDP and DPR entries in DIST_LN = actual value
DIST_LN
• BQ Queries:
o BOR_Depr_AM_Det_By_Period_BQ – Depreciation that is used in NBV
o BOR_Depr_AM_Dist_Ln_BQ – Depreciation Expense from Dist_Ln for
specified accounting period.
• Other Queries:
o BOR_AM_LTD_Detail – Dist_Ln entries by asset for the account specified
o BOR_AM_LTD_SUMM -- Dist_Ln entries by asset for the account specified
summarized by year
o BOR_AM_NBV_Compare – account balance by asset (looks at NBV and
DIST_LN)
* requires loading of depr rept and NBV tables
• Online pages – Review Depreciation page and Review
Financial Entries page
*Queries highlighted in blue are the ones used and demonstrated by Dalton State in the 2nd half of the presentation
DIST_LN to JRNL_LN
• Jrnl_Ln entries come from Dist_Ln and
are produced when Dist_Ln entries are
journal generated.
• What causes Jrnl_Ln entries to be
different from Dist_Ln?
o Change is made directly to journal prior to posting
o AM journal is copied and posted multiple times
o Failure to journal generate AM accounting entries in
DIST_LN (review BOR_JE_Pending)
o Manual journal created
• How do I compare Dist_Ln to Jrnl_Ln?
o BOR_AM_DIST_JRNL_RECON --Compares DIST_LN entries
to JRNL_LN transactions for items originating from the
AM module.
JRNL_LN to LEDGER
• Ledger is populated when journals are
posted
• What causes Ledger to be different from
the Journal?
o Differences should be an exception
o JRNL_LN feeds directly to Ledger
o Differences typically caused by failure to post AM journals
• How do I compare JRNL_LN to Ledger?
o BOR_AM_CY_RECON
• Compares DIST_LN, JRNL_LN, All Ledgers,/all periods
• Ties back to Asset ID from JRNL_LN
o BOR_DEPR_CAP_LED_TTL_BQ – provides the sum of the
depreciation expense (890100) posted to the Capital
Ledger for a specified period.
Capital Ledger to Actuals
Ledger
• Differences typically caused by:
o Timing issues -- AP journal posted to Actuals before AM journal
posted to Capital
o On-line Journal posted to wrong ledger
• How do I find differences in Capital and Actuals
Ledgers?
o BOR_AM_CAP_ACT_RECON – AM transactions from ALL sources
recorded in Capital and Actuals Ledgers.
• Excludes period 0
• Excludes GAAP Ledger info
• Includes JRNL_HEADER data in addition to Capital and
Actuals Ledger Info
o BOR_CAP_ACT_DTL_BQ – provides Sum per chartstring from
CAPITAL and ACTUALS Ledgers for Capital Assets (not in 890100
Depreciation Expense and 843200 Library Collections).
Additional Queries
• BOR_AM_CAP_DTL_BQ – Provides transactions from the
Cost Table for specified period of time
• BOR_VCHR_ACCT_LN_BQ – Provides AM transactions
from the Vchr_Acctg_Line table (Account begins with 8
excluding Library Collections)
• BOR_SVP_AM_DTL – SVP data from Cost, Asset, and Asset
Acquisition Detail
• BOR_SVP_ACTUALS_DTL – SVP data (account begins with
‘7432’ or ‘7442’) from Journal Header and Journal Line
• BOR_AUDIT_AM_BAL_SHEET_DETAIL – This is an auditor
query that provides all transactions from Dist_Ln for a
specified account range and period of time. Additional
asset data provided from Asset and Asset_Acq_Det
tables.
Asset Reconciliation:
Is There A Problem?
Presented By: Nick Henry and Tamya Morris
Agenda
 Reconciliation of SVP purchases ($3,000-$4,999) in AM module
to the Actuals ledger.
 Reconciliation of capital purchases ($5,000+)on the Actuals
Ledger to the Capital Ledger.
 Reconciliation of Dist_LN to JRNL_LN.
 Reconciliation of AM accumulated depreciation accounts
(16x900) to the Capital Ledger.
 Reconciliation of accumulated (16x900) depreciation in AM
module to depreciation expense (890100) on the Capital
Ledger by year and by accounting period.
Topic
Reconciliation of SVP purchases
($3,000-$4,999) in AM module to
the Actuals Ledger.
AM SVP Purchases
 Query: BOR_SVP_AM_DTL
This query provides SVP transaction details for any additions in
the AM module.
AM SVP Purchases (cont’d)
Query criteria pulls data by SVP category and prompts for
accounting dates.
ACTUALS SVP Purchases (cont’d)
 Query: BOR_SVP_ACTUALS_DTL
This query provides journals from the Actuals ledger for
SVP accounts.
ACTUALS SVP Purchases (cont’d)
Query criteria pulls data for SVP accounts (7432% and 7442%)
from Actuals Ledger and prompts for journal dates.
Results for SVP
Note: The AM & Actuals ledger SVP accounts should agree
Topic
Reconciliation of capital
purchases ($5,000+)on the Actuals
Ledger to the Capital Ledger.
Reconcile Capital Purchases
 Query: BOR_CAP_ACT_DTL_BQ
This query provides journals from the Capital and Actuals Ledgers.
Reconcile Capital Purchases (cont’d)
Query criteria pulls data from Capital and Actuals Ledgers and
prompts for accounting period, fiscal year, and business unit for
accounts like 8%.
Results for Capital Purchases
Sort by Ledger, then sum by total amount to see if there is a
variance.
Note: Exclude any library collection expense accounts 8432% and any other unnecessary accounts (i.e. 818xxx lease/purchase).
TOPIC
Reconciliation of DIST_LN to
JRNL_LN
DIST_LN to JRNL_LN

Query BOR_AM_DIST_JRNL_RECON
This query compares AM DIST_LN entries to GL JRNL_LN transactions for items
originating from the AM module.
DIST_LN to JRNL_LN
Query criteria pulls data from GL Distribution status and prompts
for business unit and fiscal year.
Results for DIST_LN to JRNL_LN
Below are the results to compare DIST_LN to JRNL_LN using a pivot
table. This was a rounding issue on the DIST_LN and an DBI was
applied.
Topic
Reconciliation of AM
accumulated depreciation
accounts (16x900) to the Capital
Ledger.
Reconcile Accumulated Depreciation

Query: BOR_AUDIT_AM_BAL_SHEET_DETAIL
This query provides journals from the Asset Management module.
Reconcile Accumulated
Depreciation (cont’d)
Query criteria pulls data from Capital Ledger and prompts for fiscal year,
account numbers, accounting periods, and business unit.
Note: For account numbers use 161000-169999 and always run as
accounting periods 1-12.
Reconcile Accumulated
Depreciation (cont’d)
Part One – Use Pivot table
AM 16x900 Accounts & Totals
Part One – Trial Balance Capital Ledger
Reconcile Accumulated
Depreciation (cont’d)
Part Two – Reconciliation
Difference - Accumulated Depr
The difference between Asset Management and Capital Ledger for
accumulated depr accounts should be the 10% Residual Value (YE-21)
and/or Library Accum Depr (YE-16/YE-17).
Difference - Accumulated Depr
(cont’d)
Example: 10% Residual Value (YE-21) for Accum Depr for Buildings and Capital Leases.
Topic
Reconciliation of accumulated
(16x900) depreciation in AM
module to depreciation expense
(890100) on the Capital Ledger by
year and by accounting period.
Accum Depr vs Depr Exp
 BOR_DEPR_AM_DIST_LN_BQ
This query provides monthly AM accumulated depreciation
transactions in DIST_LN table by accounting period.
Accum Depr vs Depr Exp (cont’d)
Query criteria pulls by the depr expense account (890100) from
the AM DIST_LN and prompts for accounting period, fiscal year
and business unit.
Results for Accum Depr
 Query: BOR_DEPR_AM_DIST_LN_BQ
Results for monthly Asset Management depreciation:
Accum Depr vs Depr Exp (cont’d)
 BOR_DEPR_CAP_LED_TTL_BQ
This query provides the depreciation expense total
recorded in the Capital Ledger by accounting period.
Accum Depr vs Depr Exp (cont’d)
Query criteria pulls data from the Capital Ledger by depr
expense account (890100)and prompts for accounting period,
fiscal year and business unit.
Results for Depr Exp
 Query: BOR_DEPR_CAP_LED_TTL_BQ
Results for monthly Capital Ledger depreciation:
Depr Results Combined
AM and Capital Ledger depreciation results combined by
accounting period:
Accum Depr vs Depr Exp
 Query: BOR_AUDIT_AM_BAL_SHEET_DETAIL
This query provides yearly AM accumulated depreciation totals.
Accum Depr vs Depr Exp (cont’d)
Query criteria pulls data from Capital Ledger and prompts by
fiscal year, accounts, accounting periods, and business unit.
Depr Results by Year
•
Pivot table from AM query (DEPR & PDP journals only)
•
Trial Balance – Capital ledger
Questions