Running the Outgoings Reconciliation Process

The main function of the Outgoings Reconciliation processing screen is to calculate the difference between the Outgoings Expense Actual and the Budgeted Outgoings raised for each Lease.
This process creates a wash-up adjustment transactions for the further recovery of outgoings (invoice) or a refund (credit note).
As part of the process, a trial report can be generated to review the Transactions that are going to be raised before proceeding to generate the final report.
Once the process has been run, it creates the Outgoings Reconciliation Statement to send out to Tenants.

Processors

Outgoings Reconciliation

Mandatory Prerequisites

Prior to running the Outgoings Reconciliation Process, refer to the following Topics:

Outgoings Profile - Adjusting the Outgoings Profile for a Lease Component
Outgoings Expenses - Maintaining Outgoings Expenses

Screenshot and Field Descriptions

Selection

Division: this is the division to run the Outgoings Reconciliation process for. It will default to the division that the user is logged into.

Year: this is the Accounting Year to run the process for.

Period: this is the Accounting Period to run the process for.

The value in the Period field relates to the Align to Period on the Maintaining Outgoings Profiles for the leases to be selected.

Lease Type: this is a selection filter option for the type of Lease.

Lease a/c: this is a selection filter value for the Lease a/c.

Property: this is a drop down list of the Property / Lease entities that the selection can be filtered on. Select a value from the drop down list and the appropriate filter field will be displayed.

Include Leases of Children Properties: this is the check box to include the Leases from the sub properties.

Process

Transaction (Date / Year / Period): this is the Date and Accounting Period values that the transaction will be assigned when raised.

Due: this is the Due Date for the transactions that will be raised. It is used for ageing analysis in reports such as the Aged Trial Balance.

Details (Header): this is a free format, optional detail associated with the whole transaction.

Outgoings Reconciliation Preview table: this will be populated with the Outgoings Reconciliation records. The check box in the Process column can be ticked to include / exclude rows in the grid.

How Do I : Run the Outgoings Reconciliation Process

If an Outgoings Reconciliation report is already held in the system (from a previous run) the Application tool-bar push button: X Report will appear. Click the button to reset the pending report so a new Outgoings Reconciliation process can be run.

Enter values in the Selection fields if required and press the Application tool-bar push button: Select to populate the Outgoings Reconciliation Preview table.

The the value in the Period field relates to the Align to Period field on the Outgoings Profile for the lease records to be selected.

Click the check box in the Process column to include / exclude lines. In addition, if required, filter the Outgoings Reconciliation Preview table for specific lines to process. Refer to How Do I : Create a Filter on a Grid to see how to do this.
The Transaction (Date / Year / Period) values will default to the current Accounting Period. Change these values if the transactions need to be created in a different accounting period.
The Due Date will default to today's date. Change if required.
At the Details (Header) field, enter the optional detail associated with the whole transaction.
Click the Application tool-bar push button: Trial to generate a Trial report for analysis and review.
Click the Application tool-bar push button: Reports and select Outgoings Reconciliation to open the saved Trial Outgoings Reconciliation report.
If something needs to be changed discard the report by clicking the Application tool-bar push button: X Report, then repeat the Select and Trial stage after the changes have been made.
If nothing needs to be changed, click the Application tool-bar push button: Final to finalise and raise the transactions.
Click the Application tool-bar push button: Reports and select Outgoings Reconciliation to open the saved Final Outgoings Reconciliation report.

The Outgoings Reconciliation report is only temporary. It will be overwritten when the next Outgoings Reconciliation process is run.