Before we talk about the purpose of this feature, we have to understand the difference between On-Line and Batch receiving. The following table outlines the difference between these two receiving methods:
P/O & I/M transactions
Once a transaction is entered, the inventory is update immediately. Easy to use and less control.
Once transaction is entered, you can review and edit the data. You will need to post transactions to update inventory.
Inventory Trx. Audit Trail Report
Show in audit trail format.
Show in inventory ledger format for all transactions that affect inventory quantity balance. Great report!
No impact on I/M distribution
Dr. Inventory Account
Cr. Receiving Accrual Account
A/P vouchering when received a PO invoice
Cr. Accounts Payable
Cr. Accounts Payable
Dr. Receiving Accrual Account
Month End Reconciliation
G/L Inventory balance will not match I/M Stock Status Report. Therefore, you need to find all the receiving not invoice, or invoice not receiving transaction to reconcile G/L and Inventory sub-ledger. This is a manual process and can be time consuming.
G/L Inventory balance should match I/M Stock Status Report. However, there will be value in Receiving Accrual Account to reconcile at month end. If you do not enable “Receiving Accrual Account Reconciliation” feature, there’s no easy way to reconcile.
G/L Financial Statement
G/L Inventory does not reflect your true inventory value.
Add “Receiving Accrual Account” to your Balance Sheet as a temporary liability account.
If you are using batch receiving in Purchase Order, posting PO receiving updates the General Ledger (via the GL Inventory Interface) by debiting inventory and crediting the receiving accrual account as a temporary liability account. Without enabling this feature, there are no sub-ledger detail reports that could be used reconcile the ending balance in the G/L receiving accrual account.
The purpose of this feature is to provide a means of reconciliation for the P/O receiving accrual account. For data accuracy and integrity, the Reconciliation Process should be done prior to your End of Month Reporting. As a bonus, this feature will also speed up A/P voucher processing.
If you are using on-line receiving method, there’s no need to enable this feature because there’s no such a concept as “Receiving Accrual Account” in on-line receiving process. However, we do recommend most users to use batch receiving instead of on-line for the additional features and benefits of batch receiving process.
Additional Files Used by This Feature:
1. APRCNFIL - Receiving Account Reconciliation File. This file will be updated when posting AP Transactions. Two reports will be generated from this file: The Outstanding Report (similar to A/P Open Items), and The Date by Date Report. We will discuss the purpose of these reports later in this document.
2. APRCNHIS - Receiving Reconciliation History File. This file will be updated when you purge the APRCNFIL file. The purpose of this file is to provide history information. You can generate an Outstanding Report from this file.
1. PORCNFIL - Receiving Account Reconciliation File. This file will be updated after posting Receiving Transactions in P/O. Two reports will be generated from this file: The Outstanding Report, and The Date by Date Report.
2. PORCNHIS - Receiving Reconciliation History File. This file will be updated when you purge the PORCNFIL file. The purpose of this file is to provide history information. You can generate an Outstanding Report from this file.
Setting Receiving Accrual Account in P/O Setup
Before we can begin using this feature, you will need to setup the Receivings Accrual Account. Figure 2A.4 shows how to do this. Field 16 under P/O setup is where you define the account. In our example, we set this account to 02165-10000-00000.
Figure 2A.4 P/O Setup