Attachment 4g_AMKWI-331-332-00010 ACCRUED RECEIPTS RECONCILIATION v04.pdf

AMC

Quality Management System

AMKWI-331-332-

00010

Revision

Title: Accrued Receipts Reconciliation DATE: 10/18/2016 Page 1 of 13

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AMKWI-331-332-00010

ACCRUED RECEIPTS RECONCILIATION

1.0 Purpose: The purpose of this SOP is to establish standard procedures for preparing the

Accrued Receipts reconciliation.

2.0 Scope: This procedure applies to work performed by the Reporting and Analysis

Division at the MMAC for Enterprise Service Center (ESC) customers.

3.0 References: FAA Order 1280.1B, Appendix F

Process Owner: _ __________________________ Title: John Stover, AMK-331 Fin Rpt/Anls Data Integ Section Manager

Section Approval: ____________________ Title: Kyle Gerber, AMK-332 Fin Rpt/Data Integ Section Manager

Branch Approval: ____________________ Title: Deandre Moore, AMK-330 Fin Rpt/Data Integrit y Branch Manager

JOHN D STOVER Digitally signed by JOHN D STOVER Date: 2019.07.18 12:15:40 -05'00'

DEANDRE

L MOORE

Digitally signed by

DEANDRE L MOORE

Date: 2019.07.18 13:23:33 -05'00'

KYLE A GERBER Digitally signed by KYLE A GERBER Date: 2019.07.18 13:26:46 -05'00'

Title: Accrued Receipts Reconciliation DATE: 10/18/2016 Page 2 of 13

Revision History

Rev Description of Change Effective Date

0 Initial Release 6-02-09

1 Changed SOP and FORM numbering to show as shared between AMZ710 and AMZ720. Changed Process Owner to Diana Hammons and added John Stover as AMZ-710 sign off.

8-16-10

2 Added electronic signatures and Process owner is now Linda Stillwell

04/10/14

3 Added Note to Section 5.0; Updated Section 6.7.3 and Section

8.0 to reflect new Digital Signature procedures.

10/18/2016

4 Updated to define and provide instructions for Enterprise Data Quality (EDQ) process

7/1/2019

Title: Accrued Receipts Reconciliation DATE: 10/18/2016 Page 3 of 13

4.0 Requirements:

4.1 Personnel: Accountants

4.2 Training: Individual has education and experience required for the position. Individual receives guidance from experienced personnel and completes additional training as required

4.3 Equipment: FAA Network Computer

4.4 Safety: Hazard Prevention and Control is managed by the Mike Monroney Aeronautical Center (MMAC) Occupational Health and Safety Management System.

5.0 Overview: The Enterprise Data Quality (EDQ) Accrued Receipts vs GL Reconciliation compares SGL account 2110%01, as recorded on the GL, to Accrued Receipts recorded in Delphi’s Purchase Orders module. Only agencies that use 3-way matching would have 2110%01 accounts and complete this reconciliation. Reconciling items are researched and details are provided, on a separate tab, to the OA for correction. Note: Preliminary reconciliations shall be provided prior to the final monthly reconciliation as requested by the customers.

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This template can be found on the KSN under AMK-300 Reporting and Analysis Branch/AMK-331- 332 Fin Rpt, Anls Dat Iteg Section.

NOTE: OA’s with child accounts need to insert a column on recon template containing the child account by Treasury Symbol. This column titled “Less Child Account Reported on TB” will be inserted after the column titled “Accrued Uninvoiced Receipt Amounts”.

6.0 Implementation:

Title: Accrued Receipts Reconciliation DATE: 10/18/2016 Page 5 of 13

6.1 Log in to Enterprise Data Quality (EDQ) Server Console.

6.2 Click the “+” icon next to Recon_Accrued_Receipts_vs_GL.

6.3 Right click on the Accrued_Receipts_vs_GL process and select Schedule.

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6.4 Prior to Month End Close, schedule the Accrued_Receipts_GL Process to run after Month End Close is complete and before Start of Business on the first business day of the month. Enter “<Period Being Closed> Accrd Rcpts Month End Close” as the Run Label and click OK. Ex: JUL-19_FY-19 Accrd Rcpts Month End Close.

6.5 On the first business day of the month, log into the EDQ Server Console and click on the Results tab to retrieve the Month End Close Accrued Receipts Reconciliation. Hint: enter “acc” in the Filter box to view a shortened list. Export all tabs using the “Export all tabs to Excel” icon.

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6.6 Save the export to the appropriate reconciling period folder located on the share drive at WAAMKPOAP10.amc.faa.gov\amz700-710\.123 Recon\EDQ Recons\Accrd Rcpts.

Name the file “1 – <Period Name> EDQ Accrd Rcpts.”

6.7 Open the exported file in Excel. Click on the Accrued Receipts Compare tab. Sort the data by AGENCY_NAME, TREASURY_SYMBOL, and then FUND.

6.8 Open the appropriate template located at WAAMKPOAP10.amc.faa.gov\amz700- 710\.123 Recon\EDQ Recons\Accrd Rcpts\Templates. Save As in the folder for the

Title: Accrued Receipts Reconciliation DATE: 10/18/2016 Page 8 of 13 reconciling period using file name “<OA> Accrued Receipts <Period Name>.” Ex:

NCUA Accrued Receipts JUN-19_FY-19.

6.9 Enter the agency name and reconciling period in the header section of the Summary Page tab. Alternately, open the previous month’s reconciliation, save it as the reconciling month and change the period name. Return to the Accrued Receipts Compare tab of the EDQ export file. Copy the agency’s data in columns D, E, F, I and K and paste it in the reconciliation.

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6.10 Return to the Accrued Receipts Compare tab of the EDQ export file. Select Columns A to K for the OA you are working. Copy the data and paste it into the EDQ Results tab beginning at cell A4 of the OA’s reconciliation.

6.11 Return to the EDQ export file and click on the Trial_Bal_Out tab. Sort the data by Agency Name, then Treasury Symbol then Fund. Filter the data to the appropriate agency. Copy and paste the data into the 2110%1 Trial Balance tab of the reconciliation starting at cell A2.

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6.12 Return to the EDQ export file and click on the PO_Report_Out tab. Sort the data by Agency Name, then PO Number. Filter the data to the appropriate agency. Copy and paste the data into the PO Accrued Receipts tab of the reconciliation starting at cell A2.

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6.13 Return to the EDQ export file. Check for data in the In Both But Don’t Match, In GL, Not In PO and In PO, Not In GL tabs. If data is found, copy and paste it to the appropriate tab in the reconciliation.

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6.14 Create a PDF file of the Summary page and save it to amz700-710\.123 Recons/EDQ Recons/Digital Signatures/Accrued Receipts folder.

6.15 Notify the appropriate manager or supervisor that the PDF files are ready for review and signature.

6.16 Distribute the completed Accrued Receipts Reconciliations to both internal and external Customers per the schedule in Appendix 7.1.

7.0 APPENDIX:

7.1 Accrued Receipts Reconciliation Delivery Schedule.

Agency Calendar Due Date Comments

NCUA 20th If the 20th falls on a weekend or holiday, recon is due on the first business day after the 20th

OSTWCF 20th If the 20th falls on a weekend or holiday, recon is due on the first business day after the 20th

PHMSA 20th If the 20th falls on a weekend or holiday, recon is due on the first business day after the 20th

RITA 20th If the 20th falls on a weekend or holiday, recon is due on the first business day after the 20th

SEC 7th If the 7th falls on a weekend or holiday, recon is due on the last business day before the 7th

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STB 20th If the 20th falls on a weekend or holiday, recon is due on the first business day after the 20th

Volpe 20th If the 20th falls on a weekend or holiday, recon is due on the first business day after the 20th

8.0 RECORDS: The Reconciling Accountant digitally signs the Accrued Receipts Reconciliation Summary Page and notifies the appropriate AMK331/332 Manager. The Manager then digitally signs and keeps on file.