RE: BPCS Accounts Problems

A/P ACCRUED LIABILITIES RECONCILIATION

Here is a way some BPCS users are doing it:

On the model for the inventory receipt choose two analysis fields and macro
the P.O.# into one and the P.O. Line # into the other. You can alternatively
use P.O # and Part/Commodity Code, but will need to do additional digging if
the same part appears multiple times on one P.O. This is a good approach
however if AP isn't costing the AP Invoice against the same P.O. line
against which the receiving transaction was posted.

On the model for the A/P Invoice Entry transaction, using the same two
analysis fields as the inventory receipt model, macro in the P.O.# and P.O.
Line # (or P.O. #, Part/Commodity #)

Write a report or query that filters all transactions for your A/P Accrued
Liability Account, then groups and subtotals by your analysis fields for
P.O.# and Line #. Have the report display only lines from the report where
the debits minus the credits <> 0, displaying the P.O.# and the Line #.
These should tick and tie to the subsystem report of Goods Received not
Costed.

Because the report requires you to filter out body and footer lines based on
the results of an aggregate (sum of debits - sum of credits) you will need
to use a robust report writing tool. I have done this report in raw SQL, MS
Access, and Crystal Reports. Crystal was the easiest, SQL was the fastest. I
have seen it done in RPG with good results.

If you write manual journal entries to clean up this account you must
populate the analysis fields with the P.O. and Line # you are cleaning up or
your report will not balance. You can stay reconciled to the penny on a P.O.
line basis, but it takes extra work.

This same strategy works for reconciling any account that is loaded by one
subsystem transaction then flushed out by another (Inventory WIP Account,
Accounts Payable, Accounts Receivable, etc).

Best wishes,



George Sagen
BPCS Application Consultant
gsagen@primesourcetech.com <mailto:gsagen@primesourcetech.com>
http://www.primesourcetech.com
PrimeSource Technologies
7373 East Doubletree Ranch Road
Suite 150
Scottsdale, AZ 85258
(801)360-6360 Direct & VM
 


.  -----Original Message-----
.  From: uucp@Uucp1.mcs.net [mailto:uucp@Uucp1.mcs.net]On Behalf Of Mark
.  Curtis
.  Sent: Wednesday, June 02, 1999 5:44 AM
.  To: BPCS-L@midrange.com
.  Subject: BPCS Accounts Problems
.
.
.  I have a question for all you clever folks out there;
.
.  We are a recent convert to BPCS (2 months) and have a couple of
.  question in
.  the finance area but can get no sensible answers from our usual
.  contacts :
.
.  Question 1
.
.  We run the usual 3 way may on purchase orders using a single accrued
.  liability account.
.
.  If I value the contents of HPO received not costed (pqrec -
.  pcqty) * pscst
.  OR (pqrec - pcqty) * standard from CMF I get a very different
.  figure to the
.  one shown in the general ledger account.
.
.  I guess some PO invoices have been posted as expense invoices
.  direct to our
.  'cost of sales' account.
.
.  Is it sensible to journal of the discrepancy between the recd. not costed
.  and accrued liability or am I missing something ?
.
.  Question 2
.
.  When posting foreign currency invoices we get a large number (10
.  % ish) that
.  when converted to base currency (GBP) leave debits and credits
.  out by more
.  than 1p.  Anything out by a penny is rounded by the system for us.
.
.  Does anyone know of any 'tricks of the trade' to help, as
.  currently we have
.  to use maintain events and manually correct the journal (not the
.  fastest job
.  in the world)
.
.  Regards
.  Mark Curtis
.  IT Director
.  Hafele U.K. Limited
.  Tel : +44 (0)1788 542020
.  Fax : +44 (0)1788 541860
.  email : mailto:mark.curtis@hafele.co.uk
.  Web : http://www.hafele.co.uk
.
.
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