Cash Reconciliation

Question 1

What is AFRS?

Answer 1

Agency Financial Reporting System

Question 2

What is a CAFR?

Answer 2

Comprehensive Annual Financial Report

Question 3

When is the CASH Reconciliation done and what does it compare?

Answer 3

CASH Reconciliation is completed once a month for all DRS funds.

The comparison between the State Treasurer’s Treasury Management System (TMS) bank balance to the AFRS Agency Trial Balances.

Question 4

When should the AFRS report be run and what should you title it?

Answer 4

AFRS report should be set up to automatically run monthly, the day after AFRS closes.

Title your report “Cash Report” so it will be easy to identify - the title will display on the printed version.

Question 5

Steps to running the AFRS report

Answer 5

1) Log in to Enterprise Reporting and “Create” the following:
A) Select the Financial Reports folder, then Administering Agency, and then the Administering Trial Balance
B) Select the following parameters
- Format: Crystal Report or PDF
- Personal Title: Cash Reconciliation
- Biennium: Current Biennium
- Admin Agency: 124
- Begin Fiscal Month: Month you are reconciling
- End Fiscal Month: Same as beginning
- Accounts: 600,615,616,630,631,632,633,635,641,642,646,722,729,729,819,829,874,882,888

Question 6

TMS Reports

Answer 6

1) Select “Fund Inquiry”
2) Enter the Fund Code you are reconciling and click on the “Retrieve” button
3) Select the last day of the month you are reconciling by changing the date listed in the “Show Balances As Of” selection and click on “Retrieve”
4) Print out the document (Screen Shot assembled into PDF)
5) Complete this process for all of the DRS funds 600 - 888

Question 7

Preparing the Cash Reconciliation

Answer 7

1) CASH recon workbook will need to be created each month by saving the template to the correct folder and renaming it to the month that it is being reconciled
2) Open ASD \ Fiscal \ Trust Accounting \ Le’s Files \ Cash Reconciliation \ CYyy \ Cash Reconciliation
3) Save as ASD \ Fiscal \ Trust Accounting \ Le’s Files \ Cash Reconciliation \ CYyy \ mm-yy
4) Update the FM you are reconciling
5) Delete all the white cells in columns C,D, and F in the “Template” tab
6) Gather the AFRS and TMS reports and complete the data entry

Question 8

In the “Template” tab of the Cash reconciliation workbook enter

Answer 8

1) In the “Template” tab of the workbook
- Input AFRS data in column C using the GL 1110 balance
- Input AFRS data in column D using the GL 4315 balance
- Input the TMS data in column F
- complete this process for all the funds
2) The difference between AFRS and TMS should be zero.

Question 9

What if the difference is not zero

Answer 9

1) Verify your data entry is correct
2) Be sure you have printed the correct reports
3) There will be no variance in the CASH reconciliation
4) If you are unable to located the cause of the variance, the FA will inform the CRM at least two days prior to the due date of the reconciliation and together they will research and resolve the issue.

Question 10

Completing the Cash Reconciliation

Answer 10

1) After you are reconciled, print out and sign the reconciliation.
2) Give the reconciliation to the CRM for review. Be sure to include the AFRS and the TMS reports.
3) Once the CRM has approved/verified the reconciliation, the reconciliation will need to be scanned and saved here:
ASD \ Fiscal \ Trust Accounting \ Cash Receipting Unit \ Reconciled General Ledgers and Funds \ 20yy-20yy Biennium \ CASH \ FM mm