Navigation: General Ledger > GL Subsystem Reconciliation > GL to Subsystem Recon Inquiry

1. The GL Reconciliation Inquiry search page displays. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
   • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_RECON_AM (College, Process).Enter a meaningful Description.
2. The GL Reconciliation Inquiry page displays. In the Search Criteria section, enter or look up field values:  
   1. Enter your GL Business Unit if it does not default from your User Preferences.
   2. Enter the Ledger Group if it does not default from your User Preferences.
   3. Enter LOCAL as the Ledger.
   4. Enter the desired Fiscal Year in YYYY format.
   5. Enter the desired From Period and To Period (1-12).
   6. Enter the desired As of Date. The As of Date determines the date the transaction was actually posted, which may be earlier or later than the transaction/journal date.
3. In the ChartField Criteria section, enter or lookup field values:
   1. From the ChartField drop down arrow, select Account.  
   2. Enter or lookup the ChartField From Value and ChartField To value. This will contain the accounts you wish to query.  For example, to inquire on all Asset Transactions, use the accounts 1120003 (Fixed Assets) and 1120020 (Construction In Progress).
   3. Add additional ChartFields by selecting the plus icon [+] button, and enter the desired ChartField From Value and ChartField To value for the selected ChartField.
4. Select the Save button to save this Search. Select the Search button.

5. The Reconciliation Overview page opens with your search result details. The data on the left side of the Overview comes from the relevant subsystem accounting line table.
6. The Not Distributed amount represents the transactions posted in the subsystem that have not been posted to the General Ledger, i.e., journal generator has not processed these transactions.  This number is replicated in the General Ledger Data on the right side of the Overview.
7. The Distributed amount represents the transactions posted in the subsystem that have been posted to the General Ledger and the Total Accounting Line Amount is the sum of the first two amounts.
8. The data on the right side of the Overview comes from the General Ledger.
9. The Ledger Amount is the amount that has posted to the Ledger.
10. The Not Distributed amount is just repeated from the left side amount.
11. The Journal Amount Not Posted is the total of all relevant journal lines that have been created but not yet posted to the Ledger.
12. The Adjusted GL Amount is the sum of the first three amounts.

13. The Difference should be 0.00.  If it is not, find the row(s) in the Details table where the Total Accounting Line Amount does not equal the Total Jrnl Line Amount.  You can download the Details table to Excel by selecting the  icon in the table header to facilitate the review.  
    1. After finding the row(s) not in agreement, select the drill to detail icon to see the details of the transaction and journal.

14. From the Drill to Source page you can see details of transaction, including the ChartFields and asset transaction details in the journal.  From this page, you can drill down further to the subsystem pages to further investigate the differences.
15. Use the Return to Criteria link to refine your search, or the Return to Inquiry Overview link to go back to the previous page.

16. Selecting either of the options takes you to the Subsystem Documents Not Posted page, where you can enter the pertinent Subsystem Documents Not Posted Search Criteria.
17. Enter the Application Business Unit, if not defaulted from your user preferences.
18. Select the System Source from the lookup.  
19. Currently available Sources are:
    • GAM  Asset Management
    • GAP  Accounts Payable
    • GAR  Accounts Receivable
    • GBI  Billing
    • GEX  Expenses
    • GPO  Purchasing
    • GTR - Treasury
20. The remaining fields will default from the original Search Criteria, but can be changed if necessary.
21. Choose one or more Source Documents from the drop-down list.  Some System Sources have multiple Source Documents.  For example, GAM only has one source document, GAR has seven.  Add more Source Documents by selecting the  button.  
22. Check the Selected box for each Source Document you wish to review.  You must select at least one Source Document.
23. Select the Fetch button to retrieve the data from the subsystem.
24. If you want to refine the search criteria, select the Clear button, change the criteria, and then use the Load Data button to generate a new dataset based on the new criteria.  You do not have to Fetch again to load a new dataset.
25. Note: The search criteria are saved with the Inquiry.  If you re-run the Inquiry at a later date, you may need to Fetch the data again.
26. The Document Details table will populate with any transactions in the subsystem that have not posted to the accounting line table(s).

27. You can select the  icon (next to the Accounting Date) to open the Cost History component in a new tab, where you can view details of the transaction.

28. Process complete.