Guide Received Not Invoiced (RNI)

“How To…” Guide
Received Not Invoiced (RNI)
V6.4
Overview ................................................................................................................................................ 2
Important................................................................................................................................................ 2
Prerequisite ........................................................................................................................................... 2
Setup ...................................................................................................................................................... 6
Functional Process.............................................................................................................................. 11
Automatic Matching............................................................................................................................ 11
Manual Matching............................................................................................................................... 13
Account Inquiry .................................................................................................................................. 13
Requesters ........................................................................................................................................ 14
RNI Requester Update ....................................................................................................................... 16
RNI Reconciliation Steps .................................................................................................................... 16
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RNI Reconciliation Process
Overview
The Received Not Invoiced (RNI) account is a liability clearing account that represents the value of the
inventory that has been received but not yet invoiced. It is updated at time of receiving and invoicing. In
order to verify that the RNI account balance is correct, the RNI account transactions need to be
reconciled via the purchase order module. This is done by reviewing receipts that have not been invoiced
and any variances between the receipt and the invoice.
Within X3, the RNI account is setup as a matchable account allowing the RNI account balance to be
retrieved for easier reconciling. Monthly, the Automatic Matching function is run to match receipts that
have been fully or partially invoiced. Once this monthly process is complete, RNI SQL Requestors will
display receipts that have not been fully invoiced, invoices that have not been received, and returns that
have not been credited.
Important
The RNI process changed in version 6, patch 16. Prior to V6, the RNI reconciliation process was done
using the RNI variance report and reconciliation function. Once V6, P16 is installed, the existing RNI
report and reconciliation function will no longer be available.
This also applies to systems that are upgrading from a prior version of X3 such as V1.3, V1.4, and V5.
Systems that implement the new RNI process after go-live and were installed prior to V6, P16 or systems
that are upgrading should follow the pre-requisites steps below to ensure the old RNI process is handled
properly in order to implement the new RNI process.
Systems that are installing at V6, P16 or greater, can skip the Pre-Requisite section.
Prerequisite
The following steps are necessary for 1) Systems that are upgrading from a prior version OR 2)
Systems that were installed on V6, prior to P16. Systems that are installed post V6, P16 can skip
this section.
1. Execute the existing RNI report
Prior to implementing the new process, the existing RNI report should be printed since it will not be
available after P16. The RNI reconciliation function should also be used to close out any receipts that
can be closed. Receipts not closed when the new process is implemented will continue to go against
the old RNI account until it becomes zero.
For any residual balance that exists against the RNI account, the RNI report should be retained and
used as a worksheet to reduce the balance down to zero as new receipts start to pick up the new
process.
2. Setup a new RNI Account
A new RNI account is required to properly implement the new RNI process. Old receipts against the
original RNI account will be taken into consideration but new receipts will start to accumulate their
balances against the new RNI account.
The RNI Account should be setup as normal via Account Maintenance. It must be flagged as
matchable as the RNI process uses the matching feature within X3 to reconcile invoices to receipts.
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RNI Reconciliation Process
3. Setup the new RNI account under the Account Codes
The RNI account must be updated under the index used to designate the RNI account when posting.
Typically, this is index 41 for PIHI and STKRE auto journal.
Note: If custom auto journals are used, please verify the proper index by reviewing your auto
journals.
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4. Setup the original or old RNI account under the Account Codes
The old RNI account must be designated on the accounting codes in order to ensure existing receipts
are properly handled.
Note: Systems that are upgraded will have the following setup done during the financial
configuration step.
•
Create a new line to store the old RNI account. Please note, the index may not match the
screen shot below. The important point is a new line should be added or an existing line not used
can be used to store the old RNI account
Local Menu update should be run after a line is added or updated
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•
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Add line to Accounting Code Lines
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•
Reference the Old RNI account in the Automatic Journal
The following formula should be added to reference the old and new RNI accounts. It is only
necessary on the PIHI auto journal. The existing stock receipts will reference the old RNI account
automatically if any changes are made.
In the example below, the date the new process is being implemented is 10/8/12. Receipts that
are invoiced prior to 10/8/12, will use the old RNI account and receipts invoiced after 10/8/12 will
use the new RNI account.
This condition can be removed once the old RNI account is zero.
Setup
Sage ERP X3 includes a matching process that allows automatic linking of a purchase receipt or
purchase order to the associated invoice. To utilize the matching process the following setup is required.
Note: The RNI account setup is also discussed in the pre-requisite section
1. Setup a new RNI Account
The RNI Account should be setup as normal via Account Maintenance. It must be flagged as
matchable as the RNI process uses the matching feature within X3 to reconcile invoices to receipts.
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2. Setup the new RNI account under the Account Codes
The RNI account must be updated under the index used to designate the RNI account when posting.
Typically, this is index 41 for PIHI and STKRE auto journal.
Note: If custom auto journals are used, please verify the proper index by reviewing your auto
journals.
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3. Automatic Journal Setup
This step is already completed and is informational only if using standard automatic journals.
However, if using custom auto journals, this step should be reviewed to include the proper
updates.
Patch 15 included updates to 3 auto journals for linking PO/receipts to invoices. This linking will be
utilized when running the automatic matching utility to properly perform the correct matching.
Note: If you are at patch 15 and do not see these changes, check your X3 folder. Automatic
journals are patched to the X3 folder and should be copied down to the child folder after an auto
journal comparison is performed to ensure any custom changes are identified. These changes
can also manually be updated if preferred.
The description field on the formulas tab of the automatic journal reflects the receipt number and receipt
line in order to link it to the appropriate invoice. In the case of a purchase order linked to an invoice, the
Free Reference Criteria needs to reflect the PO number and PO line.
STKRE – automatic journal for stock receipts
The description formula on this auto journal for the RNI account (Line 7 for North America) is:
[F:STJ]VCRNUM+"/"+num$([F:STJ]VCRLIN). VCRNUM represents the Receipt number and VCRLIN
represents the Receipt line
The Free reference formula on this auto journal for the RNI account (Line 7 for NA) is:
string$(func TRTX3FNC.GETLEG([F:STJ]STOFCY)="USA",[F:STJ]VCRNUMORI+"/"+num$([F:STJ]VCRLINORI)).
VCRNUMORI represents the PO Number and VCRLINORI represents the PO Line.
STKPN – automatic journal for purchase returns
The description formula on this auto journal for the RNI account (Line 7 for NA) should be:
string$(func TRTX3FNC.GETLEG([F:STJ]STOFCY)<>"USA",mess(14,853,1))+string$(func
TRTX3FNC.GETLEG([F:STJ]STOFCY)="USA",[F:STJ]VCRNUM+"/"+num$([F:STJ]VCRLIN)).
VCRNUM in this
case represents the Purchase return number and VCRLIN represents the purchase return line.
PIHI – automatic journal for purchase invoices and memos
The description formula on this auto journal for the RNI account (Line 220 for NA) should be:
[F:PID]NUMORI+"/"+num$([F:PID]LINORI). NUMORI represents either the Receipt No or the PO No and
LINORI represents the PO or Receipt Line. NUMORI & LINORI is the original source document
linked to the invoice.
The Free Reference formula on this auto journal for the RNI account (Line 220 for NA) is set to use a
formula PIF: The formula is equal to: [F:PID]POHNUM+"/"+num$([F:PID]POPLIN)
Note: PIF formula may need to be defined, this formula should be checked under General
Parameters > Formulas.
Note: If PIHI2 or PIHI3 are used, the same changes made to PIHI should be made to these auto
journals.
4. Manual Matching Method
The Matching Method under MTC Group parameters will require an update
MTCDES - Description (or Title) Analogy should be expanded to 20. This change allows up to 20
characters to be used for linking the Receipt to the Invoice when automatic matching is performed.
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MTCFREREF – Free Reference Analogy should be expanded to 20. This change allows up to 20
characters to be used for linking the PO to the Invoice when automatic matching is performed.
MTCLOW – Lowercase matching should be set to Yes in order to allow partial matching based on
description and free reference field (for the case of partial invoicing).
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5. Account Inquiry Setup
Account Inquiry Update – The Free Reference field should be added to the Account Inquiry (screen
code CONSCPT2). This field is stored on the GACCENTRYD table. This field is added in patch 15 of V6.
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In addition, define a custom screen code called RNI to show only those fields necessary for RNI
reconciliation. This will be used for reconciling to the General Ledger.
Functional Process
Matching should be run for the Received Not Invoiced account monthly to match up receipts and invoices.
There are two ways to match the Received Not Invoiced account: Automatic Matching and Manual
Matching.
Automatic Matching
The automatic matching utility should be run at the period end to match up receipts to invoices. It can also
be executed daily, weekly, or as needed during the month.
Automatic Matching looks at journal transactions created by receipts and invoices and matches them
based on the description field (receipt number). Be sure to run Inventory > Periodic processing >
Valuation > Accounting Interface before running the automatic matching function and have all
purchase invoices posted.
Fields to enter:
• Company Group or company
• Enter Received Not Invoiced Account in the Account Range
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•
Define the Criteria – the matching criteria are critical to ensure proper matching. Check Define the
Criteria box and click on the Criteria button. A memo code is recommended to recall the parameter
settings.
Caution: The memo code does not control the first screen of the function so it is important that the
correct account be used prior to executing.
Reminder: Set the memo code as STD to have the criteria default automatically. This should
be done for any users that will be involved in reconciling RNI.
The Match order will first look at the description to link the receipt to the invoice. If this does not
match, it will next look at the free reference analogy to link the purchase order to the receipt and
invoice. Check Small letter matching box to allow partial matching for the case of partial invoicing.
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Caution: Running automatic matching for collective accounts such as AR or AP is not
recommended because matching is already done at time of payment.
Manual Matching
Manual Matching may also be used to specifically match receipts to invoices without using the automatic
process. The Accounting interface needs to be run before running manual matching to see all
transactions. Similarly all purchase invoices must be posted before running matching.
Go to Manual matching from the Financials > Matching menu to access this feature. Select a Site, a
Ledger and enter the RNI account for Account field. Click Search. Double click or right click and choose
Select on the line to select the documents for matching and click on the Matching button. In order to find
the matched document quicker, the sorting order can be set by clicking on the Sort button.
Manual matching can also be used to view the small letter matching and verify that the correct
transactions are being matched. All transactions with small letter matching are shown as non-matched
transactions. If incorrect transactions have been matched, double click on the transaction, which will
highlight all the transactions with same match letter. Right click and select unmatching. To display the
matched transactions with upper case matching, click the Matched button.
Account Inquiry
Any unmatched account transactions can be viewed in the Accounts Inquiry.
Go to Accounts from the Financials > Inquiries menu. Enter the company or site and enter the RNI
account number in the Account field. Make sure that the date range is appropriate. Click the Criteria
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button, check the ‘Not matched’ radio button and select screen code RNI so that the matching related
field added in the setup will be displayed on the inquiry.
Requesters
For purchasing information, 3 requesters have been created with patch 16, RNI (Received not Invoiced),
INR (Invoiced not Received) and RNC (Returned not Credited). SQL or ORA are added to the end of the
requester code to represent the type of database server.
For example, RNISQL is for RNI requester for MS SQL and RNIORA for Oracle SQL. These requesters
can be run in Reports > View requests.
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These requesters provide the following information:
RNI Requester:
•
Receipt lines that have not been fully invoiced (receipt qty > invoice qty)
•
Receipt lines that have been over invoiced (receipt qty < invoice qty)
INR Requester:
•
Invoice lines that are linked to a PO but not yet received (receipt qty = 0, invoice qty > 0)
RNC Requester:
•
Return lines that have not been fully credited (return qty > credit memo qty)
•
Return lines that have been over credited (return qty < credit memo qty)
Information that is not included in these requesters:
•
Receipt lines that have been fully invoiced (receipt qty = invoice qty)
•
Manually closed receipt lines
•
Invoice lines that are not linked to PO / receipt since these are direct invoices
•
Return lines that have been fully credited (return qty = credit memo qty)
•
Receipt lines with non stock managed product
When run on the same date, the receipts that are shown in the requestor, invoices in INR and returns in
RNC will match with unmatched transactions in the Accounts Inquiry. Also, the balance calculated by
taking the RNI balance and subtracting the INR and RNC balance should match to the RNI account
balance.
Caution: As of date selection criteria is run based on receipt date (invoice date for INR and return
date for RNC) and all transactions up to this date will be displayed no matter what the invoice date
is. Therefore, backdating the requester can cause incorrect point in time value. The following
scenario would not display the correct RNI value.
1.
2.
3.
4.
October
Enter receipt on 6/15/2011 for 5 pcs @ $1.00 each
Enter invoice on 7/2/2011 for 3 pcs
Run the requester on 7/15/2011 using as of date 6/30/2011
RNI requester would display $2.00 as an RNI balance even though there was $5.00 balance as of
6/30/2011
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The following step is necessary for 1) Systems that are upgrading from a prior version OR 2)
Systems that were installed on V6, prior to P16. Systems that are installed post V6, P16 can skip
this step.
RNI Requester Update
To ensure receipts not invoiced or partially invoiced appear that should go against the old RNI do not
appear, a selection update should be added to the RNI requestor.
RNI Reconciliation Steps
1. Run the Automatic Matching Process Monthly
This will match invoices to receipts. Be sure to run this on the last day of the fiscal month
2. Run the RNI Requestors
The requestors will show what is open on the GL and provide a list of receipts that are either not
invoiced or partially invoiced
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If upgrading or installed prior to patch 16, be sure to enter the After Date as the date that receipts
started to go against the new RNI account.
3. Run the Account Inquiry using the RNI memo code
The Account Inquiry will have the RNI balance that will match what is showing open on the RNI
requestors.
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