Visio-5.1.2 Process and Reconcile Bank Statements_20081212.vsd

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					5.1.2 Process and Reconcile Bank Statements – 12/12/2008

                                                                                                                           Legend
 Table of Contents
 5.1.2.1   Process Previous-day and Intra-day Bank Statements   Page 2
 5.1.2.2   Process ARP Bank Statements                          Page 3                                                                       Defines each
 5.1.2.3   Reconcile Disbursement Bank Statements               Page 4                                                                       shape in the
 5.1.2.4   Reconcile Main Operating Bank Statements             Page 5                                                                       process map
 5.1.2.5   Process Bank Statement Accounting                    Page 7
 5.1.2.6   Reconcile Depository Bank Statements                 Page 8
 5.1.2.7   Reconcile Book-to-Bank for Main Accounts             Page 9
 5.1.2.8   Download and Decrypt Bank Statements                 Page 10


                                                                                                            Start      Start of a
                                                                                                                         flow                       Decision
                                                                                                                                                                                 Off document
                                                                                                            End        End of a                                                    reference
                                                                                                                         flow            A           Off page    x.x.x.x <flow
                                                                                                                                                    reference       name>
                                                                                                                         Task
                                                                                                                                    x.x.x.x <flow
                                                                                                                                       name>
                                                                                                                                                                Interaction Type:
                                                                                                                                                                    M    Manual Activity
                                                                                                                                                                   W      Workflow
                                                                                                                     OSC Notified                                   B     Batch Process
                                                                                                                                                                    I    Interface
Business Process Documentation Assumptions:
1. Reconciliation will be on a daily basis.                                       Indicates the role
2. Bank will provide previous day and intra-day bank statements in BAI2 format.    responsible for           Analyst                     PS AP
3. Bank will provide ARP statements for disbursement check reconciliation.         completing the
                                                                                         task
                                                                                                       Document Type
                                                                                                       Document Name



                                                                                                                                              Indicates the
                                                                                                Reference to any                              systems and
                                                                                                forms that will be                             module for
                                                                                                     used to                                 PeopleSoft that
                                                                                                communicate and                              will be used to
                                                                                                    document                                 accomplish the
                                                                                                   information                                     task




                                                                                                                                                                                                Page 1 of 11
5.1.2.1 Process Previous-day and Intra-day Bank Statements



                               Make balance and
                           transaction information in                                                                             Correct discrepancies
Bank




                   Start                                                        Yes                                                   and resubmit
                            BAI2 format available to         Is download
                                     OSC                     automated?


                                                                    No



                                                                                              5.1.2.8                                                                                                                                        M
                                                                                                                                  Coordinate with bank to   Delete file from the
                                                                                      D      Download                               address the issues        staging tables                       End      Load into previous day
                                                                                            and Decrypt                                                                                                             tables            5.1.2.4 Reconcile
                                                                                                                                                     M
                                                                                             Bank File                                                                                                                          B      Main Operating
                                                                                                                                                                                            Previous Day                              Bank Statements
                                                                                                                                                                         PS BNK
                                                                                                                                                                                                                                      5.1.2.6 Reconcile
BSFS




                                                                                                                                                                                                                         PS BNK
                                                                                                                                                                                                                                      Depository Bank
                                                                                                                                                 Yes                                                                                     Statements
                                                                             Import file into
                                                                           PeopleSoft Staging             Generate error report                                                     Previous
                                                                                Tables                                                  Any Errors          No
                                                                                              B                              B                                                    day or current
                                                                                                                                        Identified?                                                         Load into current day
                                                                                                                                                                                    day info?
                                                                                                                                                                                                                   tables
                                                                                          PS BNK                      PS BNK                                                                                                   B             5.1.3.2
                                                                                                                                                                                                                                           Determine
                                                                                                                                                                                             Current Day                                Intra-Day Cash
                                                                                                                                                                                                                         PS BNK
                                                                                                   Error Report                                                                                                                             Position



                                                                                                                                                                                                                                            M
Treasury/CMU/BAO




                                                                                                                                                                                                           Enter previous day
                                                                                                                                                                                   Previous Day                statement             5.1.2.4 Reconcile
                                                                                                                                                                                                                                      Main Operating
                                                                                                                                                                                                                                     Bank Statements
                                                                                                                                                                                                                      PS BNK         5.1.2.6 Reconcile
                                                                                                                                                                                                                                     Depository Bank
                                                                                                                      Yes
                                                                                                                                                                                                                                        Statements

                                                        Manually download bank
                                                                                                               Can it be                    No                     Previous
                                                              statement                                                                                                                                    Enter current day
                                                                                                             uploaded into                                       day or current
                                                                                                                                                                                                              statement
                                                                            M                                PeopleSoft?                                           day info?                                                               5.1.3.2
                                                                                                                                                                                      Current Day                                        Determine
                                                                                                                                                                                                                                      Intra-Day Cash
                                                                                                                                                                                                                      PS BNK              Position



                                                                                                                                                                                                                                                  Page 2 of 11
5.1.2.2 Process ARP Bank Statements



                     Make check payment                        Yes
                                               Is download                                                           Correct discrepancies
            Start   information available to
 Bank




                                               automated?                                                                and resubmit
                             OSC


                                                      No




                                                                                                        5.1.2.8     Coordinate with bank to              Delete Info from Staging
                                                                                            D          Download       address the issues                          Tables
                                                                                                      and Decrypt                                                                   End
                                                                                                       Bank File                          M

                                                                                                                                                                       PS BNK
 BSFS




                                                                                                                                    Yes



                                                                                     Import file into                     Any errors                No     Load into statement
                                                                                       PeopleSoft                         identified?                             tables
                                                                                                        B                                                                   B                         5.1.2.3
                                                                                                                                                                                          C
                                                                                                                                                                                                 Reconcile Check
                                                                                                PS BNK                                                                 PS BNK                   Disbursement Bank
                                                                                                                                                                                                    Statements


                                                                                                                                              No
                                                                                                Yes                                                      Enter check payment
                                                                                                                                                          information into the
                                                                                                                                                         system to run the auto
                                                                                                                                                           reconciliation later
                                                                                                               No
 Treasury




                                                                                       Can it be
                                                             Manually download ARP                                         Manual
                                                                                     uploaded into                                                                     PS BNK
                                                                   statement                                            Reconciliation?
                                                                                      PeopleSoft?
                                                                              M

                                                                                                                                                         Manually reconcile the
                                                                                                                                              Yes
                                                                                                                                                         payments using paper             End
                                                                                                                                                              statement


                                                                                                                                                                       PS BNK




                                                                                                                                                                                                               Page 3 of 11
   5.1.2.3 Reconcile Check Disbursement Bank Statements



                                                                                                                                                        Yes           6.1.2.3 Record
                                                                                                                                      Is it credit?                   Treasury
                                                                                                                                                                      Receipts

                                                                                                                                                No
Treasury




                                                                                                                                                              Send notification to Bank
                                                                                                                         Yes       Investigate errors
                                                                                                                                                               about errors identified
                             Run auto-reconciliation                                                                                                                              M
                               process for check            Generate Reconciliation   Review the reconciliation
                                 disbursement                      Report                     results             Any errors                   PS BNK
                 C
                                   accounts     B                              B                                  identified?

               5.1.2.2                    PS BNK                         PS BNK                     PS BNK
            Process ARP
           Bank Statements                                                                                                  No   Inform BAO about the
                                                       Reconciliation                                                                   results
                                                          Report                                                                                  M




                                                                                                                                                                                          Provide corrections and      X
                                                                                                                                                              Receive notification from
Bank




                                                                                                                                                                                             submit the bank
                                                                                                                                                                     Treasury
                                                                                                                                                                                                statement             5.1.2.2
                                                                                                                                                                                                                     Process
                                                                                                                                                                                                                    ARP Bank
                                                                                                                                                                                                                    Statements




                                                                                                                                 Receive information
BAO




                                                                                                                                 about reconciliation
                                                                                                                                       results                End
                                                                                                                                                   M




                                                                                                                                                                                                                           Page 4 of 11
5.1.2.4 Reconcile Main Operating Bank Statements




                                                                                                                                                                    Investigate errors             A
                                                                                                                                                          Yes
                                                                                                                                                                                                5.1.2.4
                                                                                      Is                                                                                                     Reconcile Main
                              Run auto-reconciliation                     No                     No
                 M           process for key operating
                                                         Is transaction          transaction              P             Generate Errors Report   Any errors or                 PS BNK        Operating Bank
                                                          reconciled?          recorded in the                                                   exceptions?                                  Statements
                                    accounts
                                                  B                                system?              5.1.2.5                            B                                                  (Continued)
                5.1.2.1
                Process                                                                                Process
             Previous Day                  PS BNK                                                        Bank                        PS BNK                 No
                                                                 Yes                     Yes
               Bank and                                                                               Statement
 BAO




                                                                                                      Accounting                                                 Notify Treasury to review
            Intra-day Bank
                                                                                                                                                                  the reconciled results
              Statements                                                                                           Errors Report
                                                                                                                                                                                     M
 Treasury




                                                                                                                                                                    Review reconciled
                                                                                                                                                                                             End
                                                                                                                                                                         results


                                                                                                                                                                               PS BNK




                                                                                                                                                                                                        Page 5 of 11
5.1.2.4 Reconcile Main Operating Bank Statements (Continued)



                                                                                                                                 AP          3.1.1.1
                                                                                                                                             Receive & Build Payment
                                          Can errors          No
                       A                 be solved by
                                                                                               Investigate the errors in                     Request
                                                                                                      the system
                                            bank?
                    5.1.2.4                                                                                                            CDM
                 Reconcile Main                                                                                                              5.1.3.8
                                                                                                                           AR/AP/CDM
 BAO




                 Operating Bank                    Yes                                                        PS BNK                         Generate Cash and
                                                                                                                             Error?
                  Statements                                                                                                                 Debt Accounting Entries
                                      Contact Treasury to
                                     investigate the errors                                                                                   6.1.2.5
                                            with the                                                                                          Adjust Revenue
                                             Bank       M                                                                                     Accounting
                                                                                                                                  AR
 Treasury




                                     Investigate the errors
                                         with the Bank
                                                         M




                                    Provide corrections and                   Y
 Bank




                                       submit the bank
                                          statement                          5.1.2.1
                                                                   Process Previous-Day and
                                                                   Intra-day Bank Statements




                                                                                                                                                                       Page 6 of 11
5.1.2.5 Process Bank Statement Accounting




                                                                                                      Does               Yes
                                                                                                                               System creates external
                              P                                     Compare to accounting         transaction
                                                                                                                                   transaction with
                                                                      transaction rules              match
                                                                                                                                accounting template
                                                                                                    the rule?
                          5.1.2.4
                       Reconcile Main                                           PS BNK                                                       PS BNK
                                                                                                           No
                       Operating Bank
                        Statements


                                                                                              System creates un-                  System marks bank
BAO




                                                                                             reconciled transaction             transaction and system
                                                                                            with default activity type         transaction as reconciled


                                                                                                           PS BNK                            PS BNK

                       Note: Accounting rules will be set-up by BAO in
                                 conjunction with Treasury
                                                                                            Match the transactions
                                                                                              using semi-manual                Create accounting event
                                                                                            reconciliation function

                                                                                                                                                              5.1.3.8
                                                                                                           PS BNK                             PS CM        Generate Cash
                                                                                                                                                             and Debt
                                                                                                                                                            Accounting
                                                                                                                                                              Entries




                                                                                                                                                                           Page 7 of 11
5.1.2.6 Reconcile Depository Bank Statements



                                                                                                Use semi-manual
                  Run auto-reconciliation                                              Yes                                                       No
                                                                          Any errors         reconciliation process to        Errors still
          Start   process for depository          Generate Error Report                                                                                End
                                                                           found?            match any un-reconciled            exist?
                        accounts
                                     B                              B                                deposits

                               PS BNK                         PS BNK                                        PS BNK                     Yes
                                                                                No

                                                                            End
                                            Reconciliation
                                            Error Report                                                                                         Yes
 BAO




                                                                                                                            Need Agency                Coordinate with agency
                                                                                                                               Input?                   to address the issues
                                                                                                                                                                         M

                                                                                                                                       No



                                                                                                                         Investigate with bank
                                                                                                                            about the errors
                                                                                                                               identified
                                                                                                                                             M
 Bank




                                                                                                                         Provide corrections
 Agency




                                                                                                                                   Z                   Correct discrepancies
                                                                                                                                                         and inform OSC
                                                                                                                                                                          M
                                                                                                                               5.1.2.1
                                                                                                                          Process Previous-                                     6.1.2.5 Adjust
                                                                                                                          day and Intra-day                                       Revenue
                                                                                                                           Bank Statements                                       Accounting


                                                                                                                                                                                                 Page 8 of 11
5.1.2.7 Reconcile Book-to-Bank for Main Accounts




                    Is the                Select statements for                                                Select / deselect items to                 Yes
                                    Yes                           Run book to bank                                                          Do balances
      Start       statement                use in book to bank                       Review original results    balance the book and                            End
                                                                   reconciliation                                                             equal?
                  available?                  reconciliation                                                        bank balances
                                                                                 B

                         No                           PS BNK                PS BNK                 PS BNK                     PS BNK
                                                                                                                                                  No
BAO




               Track with CMU/
              Treasury to get the
              statement from the
                    bank
                                M


                                                                                           4.2.2.2
                                                                                        Make General
                                                                                        Ledger Entries




                                                                                                                                                                      Page 9 of 11
5.1.2.8 Download and Decrypt Bank Statements




                                       Connect with bank                                                 No                                                 No
       Start
               Determine which bank
                                        server to locate
                                                           Download file into the        Any errors in        Decrypt the downloaded        Any errors in
                                                                                                                                                                 Archive file in system        B
                files will be needed                          system (FTP)                download?                     file                decryption?
                                        necessary files
                                                                        I     B                                                 B                                                     B
                                                                                                                                                                                             5.1.2.8
                           PS TECH               PS TECH               PS TECH                  Yes                       PS TECH                    Yes                     PS TECH      Download and
                                                                                                                                                                                          Decrypt Bank
BSFS




                                                                                                                                                                                           Statements
                                                                                                                                                                                           (Continued)



                                                                                                                                       Coordinate with bank to
                                                                                    Coordinate with bank to
                                                                                                                                         address encryption         Delete the file
                                                                                    address discrepancies
                                                                                                                                               errors                                        End
                                                                                                         M                                                 M

                                                                                                                                                                             PS TECH




                                                            Make available the
Bank




                                                            necessary files for     Correct the discrepancy
                                                                download




                                                                                                                                                                                                   Page 10 of 11
5.1.2.8 Download and Decrypt Bank Files (Continued)




                                                     No       5.1.2.1   Process Previous-day and Intra-day Bank Statements
                B                  Any errors in          Q
                                    archiving?                5.1.2.2   Process ARP Bank Statements
                                                              6.1.2.1   Record Federal Grants Receipts
                                                              6.1.2.2   Record Agency Sole Custody Revenue
              5.1.2.8
        Download and Decrypt               Yes
          Bank Statements
 BSFS




            (Continued)


                               Investigate and fix the
                                       errors
                                                   M




                                                                                                                             Page 11 of 11

				
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