Beruflich Dokumente
Kultur Dokumente
Training
Overview
Verify that all items are accurate and reflect proper amounts
Ensure ending balances are correctly explained
Identify, document, track and explain transactional differences between the
General ledger and sub-ledger balances and/or independent sources
Identify and guard against fraudulent activity and reduce losses
Ensures transactions are reported timely and accurately on the General Ledger
Ensures that a proper explanation is provided for the ending balances
Provides a basis for meaningful analysis for management team & auditors
Reduces the risk of fraudulent activity and losses
Ensures integrity and completeness in financial records and reporting
(cont.)
Item categories:
Listed: Balance properly recorded and supported in the account. Action is not
required to remove the balance from the account outside of normal business
processes (collection of customer receivable, payment of vendor invoices, sale of
inventory, etc.).
Required Adjustment: Certain items differ between the GL balance and the
supporting detail (such as a subledger or other analysis) and require adjustments to
the GL balance. These items generally relate to errors noted during the
reconciliation process.
A required adjustment item is considered aged if it has not been cleared in the quarter in
which the item was identified during the account reconciliation cycle. Cutoffs for clearing
required adjustment items are always on a quarter points. Aged required adjustment items
in subsequent reconciliations should be rejected by approvers as they cause an account to
fail the required adjustment item criterion.
Timing: Balance in the account not supported or known. Once an item is not
supported or known within the reconciliation deadline it should be marked as
timing and cannot be approved (also known as unreconciled) as it fails the
reconciliation criteria. After passing the deadline, the rec would become
delinquent and it will stay like this until the item is identified and properly
recorded.
7
(cont.)
Usage
Example
Recorded
Listed
Open
Required
adjustment
Aged open
Required
adjustment
Unreconciled
Timing
Risk Assessment
Accounts reconciliation should be performed at least quarterly depending on the risk
level of each account. For high risk accounts reconciliation should be performed in a
monthly basis.
The risk level of every new account is determined by the Group Controller and the
Chief Financial Officer (CFO). They review it and signed it off for all accounts at least
annually.
Account risk is determined based on business risk factors. These factors can vary and
include:
Risk of material misstatement involved
Complexity of accounting processes/systems
Volatility of account balance
Importance of reporting to external parties (banks, governmental agencies,
etc.)
Value of transaction volume
Extent that new processes/products affect the account
10
11
Understanding an account
Understanding the steps to reconcile an account
Reviewing process
Measurement and status reporting
Filing of documentation
More specifically:
12
Reviewing process emphasizes the need for a review being an integral part, and the
value it brings to a reconciliation process.
13
14
(cont.)
Periodic audits
Business performs periodic accounts reconciliation audits of itself
Business conducts an annual audit of those accounts reconciliations prepared
AND reviewed by contractors
15
Combined Reconciliations
Combined reconciliations are defined as:
Accounts may be grouped as long as the grouping does not increase the risk of
misstatement of balances and the appropriate written approvals are obtained from
both the European Accounting Consolidation Manager and the TIP Controller
16
Summary
Understanding an account
Understanding the steps to reconcile an account
Reviewing process
Measurement and status reporting
Filing of documentation
17
Overview
Effective accounts reconciliation requires that eight specific corporate criteria are met
Accounting reconciliation criteria are a set of standard guidelines. They define the
requirements for an acceptable reconciliation and aim to make the reconciliation
process simple, more easily measurable, and more targeted towards risk
19
20
External resources:
22
Sub-Ledgers:
Trade Receivables
Fixed Asset Ledgers
ET&L Subsystems
Accounts Payable
Mechanized Tax Calculations
Spreadsheets:
Reserve Analysis, Warranty, Bad Debt, Inventory, Litigation
Goodwill (Purchase Account Analysis)
Deferred Tax Analysis
Spreadsheets should show an analysis, not hard coded numbers and should reference
the source of the data and spreadsheet owner.
Note: If for an account only the purpose is mentioned while there is no independent
support documentation, then the account fails to pass criterion 3. Also, accounts with
balances that are calculated from other accounts cannot be considered reconciled, if
the related accounts are not approved.
23
The ability to reproduce supporting documents for an account balance is critical for
the following reasons:
Prove the existence of independent backup
Demonstrate the validity of an account balance.
Provide the stakeholders, including Controller, CFO and Auditors with the right
information at the right time.
Note: All supporting documentation should be stored in the on-line rec tool where
available.
24
25
Is balance
properly
supported?
N
Missing items
are marked as
timing and
become
delinquent
until solved
Is balance
properly
recorded
(cont.)
Listed Item
Account is
reconciled
Required
Adjustment
Item
Is there any
valid action
plan?
Missing items
are marked as
timing and
become
delinquent
until solved
Required
Adjustment
Item
Account is
reconciled
Account
cannot be
approved and
is
unreconciled
26
(cont.)
Items that belong to the account and are awaiting disposition in the future periods
on the normal course cannot be classified as items requiring adjustment or timing
item. Some examples of items that cannot be classified as item required
adjustment are listed below:
27
(cont.)
Clearing items
The due dates to clear items is always in the quarter identified. The quarter identified
is defined as the quarter in which the reconciliation is performed.
29
30
31
Inventory
Investments
Investment statement/confirmation
Impairment analysis
Cross business schedule
Purchase accounting analysis
Deal documentation
Prepayments
Vendor invoices
Reserve analysis
Borrowings
Taxes
Loan agreement
Amortization schedule
Bank statement
Purchase accounting analysis
Parent investment account
Tax calculations and returns
Current Accounts
Cash
Goodwill/Intangibles
32
(cont.)
33
Total of identified items equals ending balance in the general ledger account (Criterion 2)
Items being reconciled are supported by sources independent of the general ledger (Criterion 3)
Items requiring adjustment resolved in quarter identified (Criterion 5)
Accounts reconciliation documentation of cash accounts indicate Treasury Code (Criterion 8)
34
35
Summary
Accounts reconciliation criteria are a set of standard guidelines that define the
requirement for an acceptable reconciliation
An accounts reconciliation that fails to meet any of the eight criteria below should
be called unreconciled:
Criterion 1 requires key account information to be present in the accounts
reconciliation
Criterion 2 requires that the sum of the items listed on the accounts
reconciliation equal the ending balance in the general ledger
Criterion 3 requires that the entire balance must be supported by sources
independent of the general ledger
Criterion 4 states that if requested, an account and the supporting backup
documentation needs to be provided within 48 hours
Criterion 5 states that identified items requiring adjustment or items that
need action are required to be closed and cleared in the quarter identified
Criterion 6 requires accounts reconciliations to be reviewed by a peer or
manager
Criterion 7 states that accounts reconciliations must be completed on time
Criterion 8 requires the Treasury Code to be indicated in the accounts
reconciliation documentation for all cash accounts
37
END