AR Sub-ledger Clean-up BAR – May 12, 2017 Roselle Hay – Bellevue College

AR Sub-ledger Overview The AR sub-ledger is a ledger containing a detailed sub-set of transactions. The sub-ledger provides details behind the general ledger. The sub-ledger should be reconciled to the general ledger on a monthly basis. Accounts Receivable reports – Accounts Receivable Sub-ledger (BM1781) Accounts Receivable Trail Balance (BM1780) Accounts Receivable Aging (BM1711)

AR Sub-ledger Overview Cont. The sub-ledger purge indicator is important when running the monthly purge job. There are a total of 7 options: Defined by SBCTC-ITD as follows: 0 Do not purge 1 SLEDG-CD SLEDG-PURGE-IND FND = APPR-INDX GL DOC-NUM Purge when document number, fund and GL balances to zero. 2 SLEDG-CD SLEDG-PURGE-IND FND = APPR-INDX GL ID-NUM-TYP (CUST- ID) Purge when ID number, fund and GL balances to zero. Bring summarized balance forward each month by ID number, fund and GL. GL opening entries will not be created for these balances. Note: Please contact SBCTC-ITD before using this purge option. 3 SLEDG-CD SLEDG-PURGE-IND FND = APPR-INDX GL ID-NUM-TYP DOC- NUM Purge when ID number, document number, fund and GL balance to zero.

AR Sub-ledger Overview Cont. 4 SLEDG-CD SLEDG-PURGE-IND REIM-CD CAMPUS (on ORG TABLE) Purge when reimbursable code and campus balances to zero. Bring balance forward each month by reimbursable code and campus. GL opening entries will not be created for these balances. Note: Please contact SBCTC-ITD before using this purge option. 5 SLEDG-CD SLEDG-PURGE-IND FND = APPR-INDX GL ID-NUM-TYP (CUST- ID) Purge when ID number, fund and GL balances to zero. 6 SLEDG-CD SLEDG-PURGE-IND FND = APPR-INDX GL ID-NUM-TYP (CUST- ID) CHRG-ID CUST-REF Purge when ID number, customer reference number, charge ID, fund and GL balances to zero. 7 SLEDG-PURGE-IND FND = APPR-INDX GL ID-NUM-TYP (CUST-ID) CUST-REF = YRQ Purge when ID number, YRQ, fund and GL balances to zero.

Sub-ledger G/L reconciliation Month end reports you will need for the Sub-ledger/GL reconciliation. BM1711 – AR Aging BM1781 – AR Sub-ledger BM1780 – AR Trail Balance GA1332 – Fund Ledger GA1331 – General Ledger Excel reconciliation spreadsheet example attached with presentation.

AR Sub-ledger Helpful tips: Run the AR sub-ledger group reports weekly. Save the reports to the departments shared server. Create quarterly unique Cust-ID numbers to ensure zero accounts purge. (example – GETB674). Develop procedures for a high level review. Designate a person responsible for reviewing the sub-ledger regularly. Review aging report frequently.

AR Sub-ledger Sub-ledger Clean-up Download datax sub-ledger report for ease of reviewing data. (i.e. AR-SLEDG). Or use the BM1781 report. Look for past due amounts and follow up with staff assigned to the accounts. Look for credit amounts on the sub-ledger. Depending on your college’s write-off process you may have credits on the sub-ledger for students that pay on accounts that have been written off the sub-ledger. Resolve any 3rd party credits. Resolve any overpayments. Looks for records that will not purge. Appr/prog not matching due to budget number change. GL account differences - 1318 vs 1312 out of sync.

AR Sub-ledger Use a custom created access tool for monitoring past due accounts and problems on the sub-ledger.

Questions?