RE: BPCS Accounts Problems

Sweet.

One thing that's important to focus on is not just fixing the balance, but
identifying the source of the problems. Here are some common ones. I bet
there are lots more.

Standard cost changes between time of receipt and AP Voucher entry
Receiving at wrong unit measure. (Throws inventory counts off also)
Receiving commodity as inventory item or inventory as commodity. This throws
it off if you are accruing inventory at time of receipt but bypassing
journal on MRO receipts).
Applying AP line against wrong PO or PO line.
Applying inventory receipt against wrong PO or PO line.

It's good to get the GL back in balance, but it's better to expose the
problems, fix them, then monitor the improvement. Staying on top of
reconciling AP accrued liabilities can be a good way to expose incorrect
inventory balances before they bite the shop floor. Sorry for the preachy
tone. I'm turning into an APICS evangelist.

Geo.

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 Martha
.  Bayer
.  Sent: Wednesday, June 02, 1999 11:43 AM
.  To: 'BPCS-L@midrange.com'
.  Subject: RE: BPCS Accounts Problems
.
.
.  George,
.
.  This is basically what we did with RPG, but we added one step.
.  We look at
.  the HPO for PO lines that are received but not costed and write
.  debits into
.  the file that contains all of the other entries to the accrued liability
.  account.  Now we don't have to take the time to tick and tie to the
.  subsystem report.  We have a list of just the errors that have occurred.
.
.       -----Original Message-----
.       From:   George Sagen [SMTP:gsagen@primesourcetech.com]
.       Sent:   Wednesday, June 02, 1999 12:04 PM
.       To:     BPCS-L@midrange.com
.       Subject:        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
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