Troubleshooting Executive Summary

Reconciling Number of Orders Booked

• If your Order desk keeps track of the first and last order number of the day, calculates the difference and then tries to reconcile that to Orders Booked, you might not reconcile because some transactions assign an order number but do not impact Orders Booked. These include Credit Notes, Warehouse Transfers, Direct Bills with no Product detail lines, Summary Invoices, Service Invoices, Contract Invoices and Interest Invoices. Orders cancelled before they pass through SA30 would use an order number but have no impact on Orders Booked.

Reconciling Booked Sales to Booking Report (OE38)

• Orders are not reported on OE38 until they have been scheduled (OE32, OE33 or OM33). Orders are not included in the booking statistics in the Executive Sales Summary views (ibis_sa49) until they pass through SA30.
• New orders On Hold have no dollar value on OE38 but do in the Executive Sales Summary views.
• Back orders now shippable are reported on OE38 the day they become shippable/scheduled but are reported in the Executive Sales Summary views on the day they were entered.
• OE38 is better described as an Order/Shipping Activity report whereas the Executive Sales Summary views report booking activity through the Order desk, not considering whether the order made it through order scheduling.

Reconciling Booked Sales to Open Order Report (OE50)

• Your expectation is Net Booked Dollars-Today column should reconcile to the value of the day's Orders from OE50 (From/To Range = first/last order number for the day). You will not reconcile if Direct Bills were processed that day or if an Order was entered and Invoiced on the same day because they are no longer in the Open Order file and, therefore, are not included on OE50.

Reconciling Invoiced Sales to G/L by Location

• If you have multiple Sales Offices/Warehouses and they have their own control accounts in the G/L, there could be a discrepancy reconciling by location. Sales for the G/L are updated using the Sales Office assigned to the customer in SU13, but on SA35 is updated using the Invoice's Warehouse assignment. For example: Customer's Sales Office in SU13 = 01. Order is entered in 01 but shipped out of location (Warehouse) 04. For the G/L, Sales are credited using the G/L account from CC00-IN for Sales Office 01, but the sale is reported in the Executive Sales Summary views under location 04.

Reconciling Outstanding B/O Balance to Backorders by Product Report (OE51)

• For Outstanding B/O Balance, the total is the extended value of the B/O Quantity on all order lines. On OE51, the value accumulated for each order line with a B/O Quantity is calculated using: Original Order Qty - Qty Shipped to Date - Qty Cancelled, which leaves the B/O Qty unless the B/O line is a partial Backorder. If the order line is part shippable and part backordered, then the To Ship Qty is included in OE51's total. Note: Back orders for warehouse transfers are valued a Replacement Cost.

Reconciling Outstanding P/O Balance to Outstanding P/O Report (PO80)

• For Outstanding P/O Balance, foreign currency Purchase Orders are converted to domestic equivalent by applying the associated Purchasing Exchange Rate from CC22; the total reported is in domestic dollars. The Outstanding Purchase Order Report (PO80) does not do an exchange conversion for foreign suppliers. If there are outstanding foreign currency Purchase Orders, they are reported in foreign currency on PO80 and the report total will be a blend of currencies; it will not balance to SA35.

Reconciling Inventory Balance to Inventory Evaluation (IC81)

• SA30 accumulates the Inventory value from the Inventory GL control accounts, not from the IC81-Inventory Evaluation as of the last running of SA30. A discrepancy between the Inventory GL control account(s) and the Inventory Evaluation should be monitored monthly and may be due to a variety of reason. Click here to link to Balancing Inventory Evaluation to GL Control Account.

Reconciling A/R Balance to Aging Report (AR84)

• SA30 accumulates the A/R value from the GL control accounts, not from the sub-ledger, as of the last running of SA30. Any discrepancy between the A/R sub-ledger and the A/R GL control account(s) should be monitored monthly and may be due to a variety of reasons. Click here to link to Balance AR to GL.
• The value reported under Accounts Receivable is one grand total of all A/R control accounts, which could be a mix of currencies if you Invoice customers in a foreign currency.
• Journal Entries posted to the AR Control Account are NOT included.

Reconciling A/P Balance to Aged Trial Balance (AP83)

• SA30 accumulates the A/P value from the GL control accounts, not from the sub-ledger, as of the last running of SA30. Any discrepancy between the A/P sub-ledger and the A/P GL control account(s) should be monitored monthly and may be due to a variety of reasons. Click here to link to Balance AP to GL.
• Since it is expected that the A/P control accounts are kept in domestic dollars, the value reported under Accounts Payable should not be a mix of currencies.
• Journal Entries posted to the AP Control Account are NOT included.

Timing Consideration if Reconciling the Executive Sales Summary views (ibis_sa49) Company Totals to Sub-ledgers

• A timing issue could sabotage a reconciliation of the Company Total for Outstanding P/O Balance, Inventory Balance, A/R Balance or A/P Balance. These values reported on the Executive Sales Summary views are as of the last running of SA30. If there is transaction activity between running SA30 and the reconciliation, then the sub-ledgers would have changed and would be out of balance to the value reported on the Executive Sales Summary views. Example Scenario: SA30/SA49 is run as part of end of day procedure. The next morning you reconcile the AR and AP totals from SA49 to the respective sub-ledger (AR84 and AP83) and sometimes it does not balance. The issue is transactions (cash receipts, A/P invoices or payments posted) are occurring between SA30 and this reconciliation process; the sub-ledger has changed.

Timing Considerations if You Run End of Day Reports the Next Morning

The optimum timing to run SA30/SA49 is at the end of the day after all Order/Invoice activity has been completed. However, you may choose to close the previous day's Invoicing (IN43/IN44) first thing the next morning and then run SA30/SA49 for the previous day.

• If any Orders have already been entered that morning, then they will be included in the "Today" booking statistics. SA30 picks up booking information for all activity that has never passed through SA30 and reports it in the "Today" column.
• In the Executive Sales Summary views (ibis_sa49) the "Printed On" date is the System Date, which would already be advanced to the next day but the statistics reported represent the previous day's business. This can be misleading.
• MTD booking statistics for the last day of a month will actually update "Next Month" statistics because SA30 uses the System Date to determine if booking statistics belong to Current or Next Month. Example: Last day of month is Apr30. On morning of May01, SA30 is run. SA30 looks at May01, determines it does not belong to Current Month so proceeds to update Next Month statistics. When you review the Executive Sales Summary Current Period view for Apr30, the MTD values do not include Apr30. Conversely, when you view the Executive Sales Summary Current Period view the next day for May01, the MTD column will actually represent Apr30 and May01 (which is symptomatic of Today bookings not equal to MTD bookings on the first day of a month).

HINT: The Acceptance Code printed on the report is based on the System Time. If the "A/C" is a low number, then that is a clue that it was printed in the morning as opposed to at the end of the day and likely represents the previous day's business, not business as of the end of the "Printed On" date.

Timing Considerations if You Monitor Booking Statistics Throughout the Day

• For users that wish to monitor Order Bookings throughout the day, SA30 can be run to update the bookings section in the Executive Sales Summary Current Period view and then this view is used to review those statistics in the 'Today' column. This can be done periodically throughout the day to monitor order activity for the day. If SA89 happens to be run during the day to close a Sales fiscal period, be advised that the 'Today' column is cleared by SA89.