Process - Property Reconciliation

Use these instructions to reconcile property acquired through the Research Foundation's (RF) payables system with RF property that is recorded on the SUNY Property Control System (RAMI).

Prerequisites

  1. Purchase orders and invoices for tangible property must be entered in the RF's business applications.
  2. Records of property inventory must be entered into the database maintained by the SUNY System Administration.
  3. RFCUST: The Load PCS asset data file was run.
  4. The "RF Property Purchase Order Reconciliation Report" and the "RF Direct Payment Invoices/Adjustment Report" were run.

    Note: An asset will appear on the reconciliation report if it was a record in only one of the two databases. You should contact the property control office if the report indicates PCS inventory with no matching invoice.

To Reconcile Property

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

  1. Select RF Reconcile PCS to open the Find Invoice Distributions form.
  2. Enter any of the following field on the Find Invoice Distributions form: Supplier Name, Supplier Number, PO Number, or Invoice Number.

    Note: An asset will appear on the reconciliation report if it was a record in only one of the two databases. You should contact the property control office if the report indicates PCS inventory with no matching invoice.

    Field Name

    Required (R) or Optional (O)

    Description

    Supplier Region

    Supplier Name

    O

    The name of the business or person providing goods or services.

    Note: A PO number or invoice number is also required when searching by supplier name.

    Supplier Number

    O

    The number assigned to the supplier.

    Note: A PO number or invoice number is also required when searching by supplier number.

    PO Region

    PO Number

    O

    The PO number from the invoice distribution line that you are attempting to reconcile.

    Note: Either the PO number or invoice number is required on this form.

    Invoice Region

    Number

    O

    The invoice number from the invoice distribution line that you are attempting to reconcile.

    Note: Either the PO number or invoice number is required on this form.

  3. Click Find to return the AP Invoice Distribution Lines related to the equipment you wish to reconcile.
  4. Locate the invoice distribution line that matches the one appearing on the reconciliation report.
  5. Click the Reconcile box to insert a checkmark indicating that the equipment has been reconciled.
  6. Click Update to save the transaction.

    Note: You'll see a message stating that 1 records for PCS in Invoice Distributions have been updated.

    Note: If an AP Distribution Line has been reconciled in error, the user can uncheck the box and save the transaction.

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