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MONTH-END CLOSE STEPS

Document Name: Revision Number: Test Summary: Step Navigation GL Month-End Close 2 Month End Close Test Case Expected Results Actual Results/Required Actions Req. ID: View reports online. Pass Check Mark/ Fail Revision Number Initials Date

ACCOUNTS PAYABLE AP: Other Requests Run

Validate Invoices: Run Request: Invoice Validation Run Invoices on Hold Report to find the list of invoices on hold for the period. Run Invoice Register report with the parameter for Unvalidated Invoice as Yes Fix invoices on hold or unvalidated and run validation process again if needed. Account for Invoices: Run request: Payables Accounting Process Run Unaccounted Transactions Report to find the list of invoices on hold for the period. Fix any unaccounted transactions and re-run accounting process if needed. Transfer to GL: Run Request: Payables Transfer to General Ledger Post Journals (Navigation: General Ledger -> Post Journal)

AP should be transferred to the GL. Mass Additions should be created in FA.

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Actual Results/Required Actions Req. ID: View report online.

Pass Check Mark/ Fail Revision Number

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AP: Other Requests Run Accounts Payable Trial Balance

This report is mandatory to reconcile AP to the GL. Use the AP Trial Balance report to verify that the AP liability accounts equal those in the GL. Run Account Analysis report in GL for the AP Liability account.

AP should balance to the GL.

AP: Other Requests Run Posted Invoice Register AP: Other Requests Run Posted Payment Register AP: Other Requests Run Invoice Aging Report (Time Sensitive)

This report is mandatory to reconcile AP to the GL. It is used to review invoices posted in a particular period. This report is mandatory to reconcile AP to the GL. Use it to review payments posted in a particular period. Use the Invoice Aging Report to analyze cash flow of your unpaid invoices. Note: Time Sensitive reports must be run on the last day of the month.

The report should assist in the AP/GL balance. The report should assist in the AP/GL balance. The report should assist in the AP/GL balance.

Req. ID: View report online. Req. ID: View report online. Req. ID: View report online.

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Reconcile Month End Accounts Payable Trial Balance to the General Ledger account balance. The equation for verifying the month end Accounts Payable Trial Balance is as follows: Previous Months AP Trial Balance + Current Months Posted Invoice Register - Current Months Posted Payment Register Current Months AP Trial Balance

AP balances should reconcile to GL postings.

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Reconcile Month End Accounts Payable Trial Balance to the Invoice Aging. The equation for verifying the month end Accounts Payable Trial Balance equals Invoice Aging is as follows: Accounts Payable Ending Trial Balance + Posting Hold Report (including undistributed items) + Invoice Register (unapproved invoices) Invoice Ending Aging

You should be able to reconcile.

AP: Accounting Control Payables Periods

Close last Payables period. Open next period. Navigation: Accounting -> Control Payables Period

The prior period should be closed, and the next period should be opened.

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PROJECTS PA: Other Requests Run PA: Expenditures, Transaction Import, Import Transactions PA: Other Requests Run

Run the process to transfer project information from Payables to Projects (PRC: Interface Supplier Costs). Import OTL transactions into Projects.

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Concurrent process completes without error. Report holds no exceptions. Labor transactions imported without error. The streamline concurrent process will schedule and submit four additional concurrent processes. Each process should complete normal. Check each output report for any exceptions. Inventory transactions imported without error. Concurrent process completes normal without exceptions. Concurrent process completes without error. Concurrent process completes without error.

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Run the streamline process to distribute and transfer labor costs to GL. PRC: Submit Interface Streamline Processes Select parameter option: DXL: Distribute and Interface Labor Costs to GL

View reports online

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PA: Expenditures, Transaction Import, Import Transactions PA: Other Requests Run PA: Other Requests Run PA: Other Requests Run

Import Inventory transactions into Projects.

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Create the burden amounts against applicable transaction costs. PRC: Create and Distribute Burden Transactions Run the process to update the project summary (PRC: Update Project Summary) Run the report for unprocessed transactions (EXC: Transaction Exception Summary by PA Period)

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View reports online View reports online

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Actual Results/Required Actions View reports online

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Initials

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PA: Other Requests Run PA: Other Requests Run PA: Other Requests Run PA: Other Requests Run PA: Other Requests Run PA: Other Requests Run PA: Other Requests Run PA: Setup System PA Periods JOINT VENTURE ACCOUNTING JVA JVA JVA JVA JVA JVA JVA JVA JVA

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Run the report for unprocessed transactions (EXC: Transaction Exception Detail) if the summary report returns any data from Step 46. Run the report (AUD: Project Subledger Summary) Run the report (AUD: Project Subledger: Detail by Expenditure Type) Run the report (AUD: Project Subledger: Detail by Project) Run the report (AUD: Project Expenditure Adjustment Activity) Run the report (MGT: Expenditures Detail) Run the report (AUD: Cost Audit Report) Close last Projects period. Open next period. GL Sweep to JVA and FA (Request set)

Concurrent process completes without error. Concurrent process completes without error. Concurrent process completes without error. Concurrent process completes without error. Concurrent process completes without error. Concurrent process completes without error. Concurrent process completes without error.

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Financial Sweep (Request Set) Allocations (Request Set) Transfer JVA JEs to GL GL Import Post Journal Entries GL Sweep to JVA and FA (Request set) Financial Sweep (Request Set) Distribution (Request Set) Overhead Fixed Process (Request set) 174152791.doc Page 5 of 13

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JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA JVA

Overhead Percent/ITD process (Request Set) Utilization Vehicles (Request set) Non-AFE transactions Utilization Equipment(request set)Non-AFE transactions Transfer JVA JEs to GL (single request) Transfer Projects JEs to GL GL Import Process (GL form) Post Journal Entries(single request from form) GL Sweep to JVA and FA (request set) Financial Sweep(request set) Cash Calls LOE(request set) Cash Calls - Manual(Invoicing request set) Distribution(request set) Invoicing End-of-Period(request set) JIB Invoice printing included in this process Sweep JVA to Projects Transfer JVA JEs to GL Transfer JVA Invoices to AR Interface(single request) GL Import(single request) Post Journal Entries(GL form) 174152791.doc Page 6 of 13

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Initials

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ACCOUNTS RECEIVABLE AR: Control Requests Run Incomplete Invoices

Run the Incomplete Invoices report and verify if any incomplete invoices exist and need to be completed or voided. Re-run the report to verify there are no more incomplete invoices for the period.

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AR: Control Requests Run Unposted Items Report

Run the Unposted Items Report for the period and verify if there are any items that have not been posted (transferred to the GL).

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AR: Interfaces Auto Invoice

Run Auto Invoice. Print new invoices and finalize all transactions if applicable.

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AR: Interfaces General Ledger AR: Reports Accounting AR Reconciliation Report

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AR: Control Requests Run Transaction Register

Finalize all receivables transactions in AR. Transfer Accounts Receivable to GL. This report is mandatory to balance AR. If the report balances, then the Transaction Register, Receipt Register and Adjustment Register are optional. If the report does not balance, then the reports will have to be run to aid in determining the problem. This report is mandatory to reconcile AR to the GL. It is used to check the posting status of all items reflected on your Sales Journal. It is also used to balance revenue accounts to the AR aging.

Possibly some incomplete invoices that will be completed or voided, as applicable. Final report for period will not have any incomplete invoices. Resolve all issues with unposted items. Final report after interface to GL is run should not have any unposted items for the period. JIB and other source system invoices imported into Receivables, if any. No errors. Report should be balanced. If not, run the individual registers and search for problems. Report will display invoices. Activity should tie to the AR Reconciliation Report.

Req. ID: See attached copy of report

Req. ID: See attached copy of report, as applicable. Req. ID: See attached copy of report Req. ID: See attached copy of report

Req. ID: See attached copy of report

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Step

Navigation

Test Case

Expected Results

Actual Results/Required Actions Req. ID: See attached copy of report

Pass Check Mark/ Fail Revision Number

Initials

Date

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AR: Control Requests Run Receipt Register AR: Control Requests Run Adjustment Register

This report is mandatory to reconcile AR to the GL. It is used review a list of receipts for the dates you specify.

Shows applied receipts. Activity should tie to the AR Reconciliation Report. Should be blank unless adjustments were made. Activity should tie to the AR Reconciliation Report. Aging information will only show for customers with invoicing/receipt activity. Activity should tie to the AR Reconciliation Report. Should be blank, except for voided transactions. Activity should tie to the AR Reconciliation Report. Will show receipts against invoices and transactions. Activity should tie to the AR Reconciliation Report.

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This report is mandatory to reconcile AR to the GL. It is used to review approved adjustments.

Req. ID: See attached copy of report

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AR: Control Requests Run Aging 7 Buckets by Account

This report is mandatory to reconcile AR to the GL. It is used to review information about open items.

Req. ID: See attached copy of report

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AR: Control Requests Run Invoice Exception Report AR: Control Requests Run Applied Receipts Register

The Invoice Exception report is used to help match revenue accounts to Accounts Receivable. These transactions appear on the transaction register but not on the aging. Use the Applied Receipt Register Report to review a list of receipts for the specified date range.

Req. ID: See attached copy of report

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Req. ID: See attached copy of report

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Step

Navigation

Test Case

Expected Results

Actual Results/Required Actions Req. ID: See attached copy of report

Pass Check Mark/ Fail Revision Number

Initials

Date

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AR: Control Requests Run Unapplied receipts Register

The Unapplied Receipts Register is used to review detailed information about customers on-account and unapplied payments for a given date. In addition, this report can be used to determine how much your customer owes after taking into consideration all on-account and unapplied amounts.

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AR: Control Requests Run Miscellaneous Receipts Register AR: Reports Accounting Journal Entries Report GL: Inquiry Accounts

This report is mandatory to reconcile AR to the GL. It is used review a list of receipts for the dates you specify. Use the Journal Entries Report to review the journal entries created for receivables activity for the specified date range. Use to help reconcile AR to the GL. Reconcile Accounts Receivable to the General Ledger: The following is the formula for reconciling the Accounts Receivable activity roll-forward: Beginning AR Aging + Transaction Register Receipt Register +(-) Adjustment Register Ending AR Aging

There should be no unapplied receipts, or any existing unapplied receipts are identified and applied to the appropriate customer accounts or transactions. The report should balance to the GL.

Req. ID: See attached copy of report

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The report should reflect all journal entries created for the period selected. The AR subledger should balance to the GL postings.

Req. ID: See attached copy of report

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Step

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AR: Control Accounting Open/Close Periods ASSETS FA: Mass Additions FA: Mass Additions Create FA: Mass Additions Prepare Mass Additions FA: Mass Additions Post Mass Additions FA: Mass Additions Delete Mass Additions FA: Assets Asset Workbench FA: Assets Asset Workbench FA: Depreciation Run Depreciation

Close last Receivables period. Open next period.

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Run Mass Additions Create process to bring in FA invoices from AP

The prior period should be closed and the next period should be open. Mass Additions should be created.

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Prepare Mass Additions.

Mass Additions should be prepared. Mass Additions should be posted. The asset line should be deleted. Retired assets should be reflected. Any adjustments should be recorded. Depreciation should be recorded for the period.

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Post Mass Additions. Delete Mass Additions.

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Retire Assets. Make any adjustments needed for cost or location assignments Run Depreciation. Select Close Period when ready to close FA for the period.

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Step

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FA: Journal Entries Standard

Post Entries to GL; create GL Journal Entries. Recommended reports to run: Cost Detail Report CIP Detail Report Asset Addition Report Cost Adjustment Report Asset Retirements Report Assets Reclassification Reconciliation Report Asset Transfer Reconciliation Report CIP Capitalization Report CIP Assets Report Unposted Mass Additions Report Enter all Purchase Order/Receiving transactions, and delivery receipts.

Review all reports.

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PURCHASING

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PUR: Reports Run Matching Holds Report by Buyer Report PUR: Reports Run Purchase Order Distribution Detail Report and Purchase Order and Releases Detail Report

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Check for discrepancies between invoices, purchase orders, and quantities that caused invoices to be placed on hold. It helps you understand why an invoice is on hold and provides information needed to solve the problem. Use the reports to review all, specific standard, or planned purchase orders. Compare the quantity ordered to the quantity received, and view the quantity the supplier has billed.

All outstanding purchase orders should be entered. All receipts should be received and delivered to their final destination. The Holds report should be blank. If it is not, identify and make all possible corrections. Any outstanding receipts and billings should be identified.

Req. ID: View reports online.

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Step

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GL: Journals Import Run Reports Request Standard Program-Create Journals

GENERAL LEDGER: Import and Post Purchasing transactions to the General Ledger.

Purchasing journals should be posted to the GL.

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Journals Post PUR: Setup Financials Accounting, Control Purchasing Periods INVENTORY INV: GENERAL LEDGER GL: Journals Post Reports Request Standard JournalsGeneral (132char) GL: Reports Request Financial/Standa rd

Close current Purchasing period and Open next Purchasing period.

The previous period should be closed. The next period should be opened. The next period should be opened. All journals from the subledgers should be posted without any errors. Req. ID: View reports online.

Open the next Inventory Organization period. Insure all journal entries are posted, rerun reports, and verify balances if applicable. Run Journals-General report for posting status = Error and resolve any errors, then post and rerun this report until there are no errors for the period.

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Run the FSG Reports, such as Balance Sheet, Income Statement, etc. Run standard reports such as Trial Balances, etc.

Month-end financial reports should be generated.

Req. ID: View reports online.

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GL: Setup Open/Close

Close last general ledger period. Open next period.

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Run final reports for applicable modules

Run all month-end reports for all modules, as needed.

The previous period should be closed. The next period should be opened. All month-end reports should be generated.

Req. ID: View reports online.

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