SUPERVALU Account Reconciliation System Reference...

SUPERVALU Account Reconciliation

System

Reference Guide

Ver 3.0 October, 2006

TRADEMARKS

SVHarbor and the SVHarbor logo are registered trademarks of SUPERVALU in the United States and may be protected as trademarks in other countries. Their respective companies claim all other products, services or company names mentioned herein as trademarks and trade names.

© SUPERVALU, Inc., 2005

Account Reconciliation System Reference Guide Version 3.0

Table of Contents Table of Contents ............................................................................................................................ 3 Using the Account Reconciliation System....................................................................................... 5

Using On-line Help....................................................................................................................... 5 Technical Support ........................................................................................................................ 5 Application Overview ................................................................................................................... 5

Purpose of the Application ....................................................................................................... 5 About the Application ............................................................................................................... 5 Time Outs ................................................................................................................................. 5

Setting up a New User ................................................................................................................. 5 User Request Form .................................................................................................................. 5 User Roles................................................................................................................................ 6 User Reconciling Department(s) .............................................................................................. 6

System Fields & Maintenance ..................................................................................................... 6 Fields from AXS-One ............................................................................................................... 6 Posting Account Assignments.................................................................................................. 7 Reconciling Department Responsibilities................................................................................. 7

Logging In .................................................................................................................................... 8 SV Harbor................................................................................................................................. 8 Account Reconciliation System................................................................................................ 8

Required Settings ........................................................................................................................ 9 Microsoft Internet Explorer ....................................................................................................... 9 Screen Resolution .................................................................................................................. 10

Welcome Screen........................................................................................................................ 12 Alerts ...................................................................................................................................... 12 Menus..................................................................................................................................... 12

Reconciliation Form ................................................................................................................... 12 Header.................................................................................................................................... 12 General Ledger Tab ............................................................................................................... 13 Sub-Ledger Tab ..................................................................................................................... 15 Details Tab ............................................................................................................................. 16 History Tab ............................................................................................................................. 17 Review Tab............................................................................................................................. 18 Certification Tab ..................................................................................................................... 19 Buttons ................................................................................................................................... 19

Preparing a Reconciliation ......................................................................................................... 20 Create Wizard......................................................................................................................... 20 Initial Setup............................................................................................................................. 23 Adding General Ledger Reconciling Items............................................................................. 23 Completing the Sub-ledger tab............................................................................................... 24 Updating the details tab and adding backup .......................................................................... 24 Completing the Reconciliation................................................................................................ 24

Searching for a Reconciliation ................................................................................................... 26 Reconciliation Search............................................................................................................. 26 Account Search ...................................................................................................................... 27

Rolling a Reconciliation to the next period................................................................................. 29 Rollover Button....................................................................................................................... 29 Rollover Options..................................................................................................................... 31 Reconciliation Rollover Created............................................................................................. 31

Re Open a Completed Reconciliation........................................................................................ 34 When to Re Open a reconciliation ......................................................................................... 34 How to Re Open..................................................................................................................... 34

Posting Acct Balance Changed ................................................................................................. 35 Posting Acct Bal Changed status........................................................................................... 35

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Completing a Posting Acct Bal Changed Rec........................................................................ 35 Printing a Reconciliation ............................................................................................................ 36

How to Print ............................................................................................................................ 36 When to Print.......................................................................................................................... 36 Layout of Printed Reconciliation Form ................................................................................... 36

Reviewing a Reconciliation ........................................................................................................ 37 Reviewed by Supervisor......................................................................................................... 37 Reviewed by Manager............................................................................................................ 37 Reconciliation List for Reviewer ............................................................................................. 37 Fields available for Edit .......................................................................................................... 38 Return to Preparer.................................................................................................................. 40 Marking a Reconciliation Reviewed ....................................................................................... 41

Certification ................................................................................................................................ 42 Internal Control Account Selection......................................................................................... 42 Certification List ...................................................................................................................... 42 Account List for the Certification User.................................................................................... 43 Certification Questions ........................................................................................................... 43 Certification Status ................................................................................................................. 44

Trial Balance Screen.................................................................................................................. 44 Purpose .................................................................................................................................. 44 How to use the Trial Balance Screen..................................................................................... 45

Posting Account Maintenance ................................................................................................... 46 Purpose of posting account maintenance .............................................................................. 46 Assigning preparers to posting accounts ............................................................................... 48 Posting account maintenance requests ................................................................................. 49

Reports....................................................................................................................................... 51 Reports Menu......................................................................................................................... 51 Report Criteria ........................................................................................................................ 52 Methods to run reports ........................................................................................................... 52 Running CSV Files ................................................................................................................. 53

Archiving Reconciliations ........................................................................................................... 57 Retention Policy ..................................................................................................................... 57 Zipped Backup Files............................................................................................................... 58

Glossary......................................................................................................................................... 59 Index .............................................................................................................................................. 60

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Using the Account Reconciliation System Using On-line Help

From the Help Main Menu in the web browser you can also access Quick Help, which can quickly take you to any help topic.

Technical Support If you are experiencing a technical problem with the ARS application, please contact SUPERVALU IT Central Support toll free at 1-888-426-8845 or 952-828-4600. A support analyst will answer your call 7:00 AM - 5:30 PM Central Time, Monday through Friday. The help desk will open a ticket and assign it to the “Acct Reconciliation Sys Group.”

Application Overview

Purpose of the Application Account Reconciliation System (ARS) was created by SUPERVALU to manage the account reconciliation process including the performance, review, and compliance with Sarbanes-Oxley section 302, which requires quarterly management certification of account balances. This system replaces several tools and combines information needed for account reconciliations into one common system in order to gain efficiencies and expand reporting capabilities. The system tracks on-line approvals and archives data electronically according to the SUPERVALU policy.

About the Application The Account Reconciliation System (ARS) is an SVHarbor application that is accessible through the intranet to all departments performing, reviewing or analyzing reconciliations. The system uses AXS-One (oracle) tables to retrieve posting accounts and general ledger balances.

Time Outs SVHarbor applications have time outs for security purposes. For this application, active users will time out after 12 hours and inactive users after 6 hours. The user will be considered active when there is connection with the server. A login screen will appear once a session has timed out. The user may lose unsaved work when a time out occurs.

Setting up a New User

User Request Form The process of setting up a new user on the Account Reconciliation System is to submit a request on the Client Server & Mainframe Access Lotus Notes Database. Under the client/server application section, select Account Rec System – Role(s) to be added. The reconciling department of the user should be noted in the comments section.

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User Roles When requesting a user setup for the ARS, the role(s) of the user will need to be identified. The security and edit access is defined by the role(s) assigned to the user. Each user may have one or more roles. Any changes to a user’s role(s) after the user is setup will need to be requested on a new Client Server & Mainframe Access form. First, one of the following will need to be selected based on the duties of the individuals’ position and job title:

Preparer –for individuals that prepare reconciliations only Supervisor –for Senior Accountants or Supervisors that prepare and/or review reconciliations, but their review does not meet the manager review requirement due to the level of their position Manager –for Manager level or above that prepare and/or review reconciliations and their review meets the manager review requirement according to SUPERVALU policy Inquiry (view only) –individuals that never prepare, review or edit reconciliations, but need accessibility to view reconciliations of other reconciling departments

In addition, one of the following roles may be added if necessary:

Certifier–individuals that are part of the certification review process will need this role which allows access to certify all reconciling departments except their own GL Control Admin –this role is limited to individuals in the Internal Control department as needed for their job responsibilities Maintenance (System Admin) –this role is limited to system administrators

User Reconciling Department(s)

All users will have access to view all departments, but edit access will only be allowed within the reconciling department(s) assigned. The system admin will maintain the reconciling department(s) assigned to individuals. Any changes needed to an individual(s) reconciling department can be requested through the help desk to open a ticket and assign it the “Acct Reconciliation Sys Group.”

System Fields & Maintenance

Fields from AXS-One Posting accounts and balances are pulled directly from the Oracle tables used by AXS-One. All active balance sheet accounts and only inactive balance sheet accounts with balances are pulled into ARS to be reconciled. The status of the accounts should match the status of the account in AXS-One as of the end of the period. If an account is inactivated in AXS-One and has no balance, the status in ARS is changed to a ‘D’ (deleted) status and will no longer be required to be reconciled. A nightly process runs to update the status of the accounts in ARS from AXS-One for the current open period. The status as of the period close is then stored in ARS. If an account was active in AXS-One as of that period close date, the status in ARS would be ‘A’ regardless if the account has a balance or not for that period. If an account was inactivated in AXS-One as of the end of the period, the status in ARS would be either ‘I’ if

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the inactivated account still has a balance or ‘D’ if the inactivated account has a zero balance. Note: All ‘A’ and ‘I’ status accounts are required to be reconciled. The following fields are pulled into the Account Reconciliation System from AXS-One, so any maintenance needed should be requested through GL Support: Company

Posting Account Account Description Posting Account Status –Active/Inactive/Deleted PFTC Code Center Description Class & Group Note: All unneeded posting accounts should be made inactive in AXS-One by submitting an Account Maintenance Request form to GL Support through the GL Account Request database. For questions pertaining to account statuses in AXS-One, please contact GL Support.

Posting Account Assignments GL Reconciliation will act as the administrator for assigning posting accounts to reconciling departments in ARS. When a new posting account is loaded into ARS from AXS-One, the system admin will assign the reconciling department, HO Risk, Reconciling Dept Risk, and the Review Frequency.

Reconciling Department Responsibilities Supervisors and/or managers of each reconciling department will need to assign a preparer to each new posting account in the system. The assigned preparer will be the individual who owns the account, but the system does not restrict other individuals in the department from performing the reconciliation. The system tracks assigned preparers by period, and it will automatically update all subsequent periods/fiscal years when a change is made. The supervisors and/or managers may also modify the review frequency and may change the Reconciling Dept risk to a risk higher than the home office risk, but not lower. The system does not track risk and review frequency by period, so when changes are made all periods and fiscal years prior will be affected.

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Logging In

SV Harbor SVHarbor is an Internet portal designed for SUPERVALU customers, employees, and partners. This portal provides web access to information, applications, and other services. Users may access SVHarbor through their Microsoft Internet Explorer by typing www.svharbor.com in the address bar or choosing SV Harbor from the related websites dropdown box on supervalu.com. Click on the Login link and enter your user id and password.

Account Reconciliation System If the user has been setup for the Account Reconciliation System, a link should appear on the left menu to launch the system. Click the link to open ARS and view the welcome screen.

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http://www.svharbor.com/


Required Settings

Microsoft Internet Explorer In order to open backup file attachments, it is necessary to adjust one setting in Microsoft Internet Explorer. From the Explorer Tools Menu, select Internet Options. Under the Advanced tab, scroll down to the Security section. Uncheck the “Do not save encrypted pages to disk” option. Click Apply and then OK. If you are unable to uncheck the box, contact central support.

In addition, the text size may need to be adjusted in your Microsoft Internet Explorer settings to properly view the reconciliations. From the Explorer View menu, select Text Size>Medium.

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Screen Resolution The application requires a screen resolution of at least 1024 x 768. To change your screen resolution, go to the window start menu and choose settings and control panel. This box will be displayed:

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Double click on display and click the settings tab. In the bottom right hand corner, adjust the screen area to be 1024 x 768. Click OK to proceed.

Click OK to apply the settings.

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Welcome Screen

Alerts The alert box on the main welcome page will alert users of the following items:

Posting Acct Bal Changed –balances have changed on a reconciliation that has been completed and/or reviewed Returned to Preparer –the user’s manager/supervisor has returned a reconciliation because changes are needed

New Accounts –new posting accounts from AXS-One are assigned to the user’s department and need to be assigned to a preparer

Menus The menus, links and buttons should be used to navigate through the system. The browser back and forward buttons may cause problems, so they should not be used. However, it is okay to use the browser stop or refresh button when needed. The following are the menu options and what they are used for: Reconciliation Search – allows users to create, open and search for reconciliations. Account Search - listing by posting account that allows the user to see all posting account(s) assigned to them along with their rec status and rec id or see if the account is not assigned to a rec –the list also allows the user to search by different criteria and open the reconciliation if the account is assigned to one Reports –Lists the reports available in the system to download into excel or view a printable version on screen Posting Account Maintenance –used to perform maintenance on posting accounts such as changing the assigned preparer or to view maintenance done by the system admin such as the reconciling department or risk assigned Trial Balance –Allows the user to pull up a trial balance for two periods that they choose and displays the $ and % variance and allows the user to drill into the reconciliation

Reconciliation Form

Header The Header contains the following fields and is viewable from each tab on the reconciliation form: Rec Number -Assigned automatically by the system and is unique for each reconciliation every period Rec Description –meaningful description for the reconciliation carried with the reconciliation period to period and used to identify the rec from a list (limited to 30 characters). It may be helpful to identify the account number in this field. For example, 110013 CAM - Cub MN would be a good description for the reconciliation of common area maintenance accounts for the Cub MN division that are held in account 110013. Posting Accounts –Link to add posting accounts to the reconciliation (click to select) or view the accounts and balances of accounts included on the rec (view balances)

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Company - Pd/FY –Company code from AXS-One along with the period and fiscal year associated with the reconciliation Reconciler –Individual who last created, re-opened or completed the reconciliation (this may be any individual in the reconciling department and is not limited to the assigned preparer) Status –shows where the rec is in the process by indicating one of the following: Started, Completed, Posting Acct Bal Changed, Returned to Preparer, Reviewed by Supervisor, or Reviewed by Manager Region/Banner/HO/All –Free form field to describe the location grouping accounts are included in the reconciliation (limited to 12 characters) Reconciling Department –Department that is completing the reconciliation. GAAP Bal Check Total –system calculated difference between the General Ledger GAAP balance and the Sub-ledger GAAP balance which helps the user tell the reconciliation is in balance when a zero is displayed

General Ledger Tab This tab is similar to the left side of the SUPERVALU standard reconciliation format.

Current Period Ending GL Balance –system generated sum of the GL Balances for all posting accounts assigned to the reconciliation. To see the accounts included click on the “view balances” link in the posting accounts portion of the header section

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Prior Period GL Balance –system generated sum of the prior period GL Balances for all posting accounts assigned to the reconciliation GL Reconciling Items

Item Number –number assigned by the system Period/Fiscal Year –the preparer chooses from a drop down list the period/fiscal year that the reconciling item originated Detailed Description –description of the reconciling item and a place to enter a valid business reason for reconciling items greater than two periods old (limited to 150 characters) Posting Account –the user chooses the posting account that the reconciling item is associated with from a drop down box of all balance sheet accounts included on the reconciliation Amount –The amount of the reconciling item shown the direction (debit/credit) that the journal entry would need to be posted to correct the item on the account being reconciled Action Taken –the action taken or plan to clear the reconciling item (limited to 50 characters) Offset –Choose from a drop down if the correction of the reconciling item would affect a P&L account or a BS account

Reconciling Items Subtotal –the total of the GL reconciling item amounts calculated by the system GL GAAP Balance –system calculation of the GL balance plus the GL reconciling items. This should represent the corrected balance properly stated under Generally Accepted Accounting Principles

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Sub-Ledger Tab This tab is similar to the right side of the standard form.

Sub-ledger Type –drop down box of all acceptable forms of support for the sub-ledger balance such as the name of the sub-ledger system or the name of the source for the support. Sub-ledger Name –free form field where the specific name of the sub-ledger report or schedule can be entered (limited to 30 characters). Current Period Sub-Ledger Balance –field for the user to enter the dollar amount from the sub-ledger. This should be supported by backup in the attached files. SL Reconciling Items

Item Number –number assigned by the system Period/Fiscal Year –the preparer chooses from a drop down list the period/fiscal year that the reconciling item originated Detailed Description –description of the reconciling item (limited to 30 characters) Amount –The amount of the reconciling item –the direction needed to correct the sub-ledger balance Action Taken –the action taken or plan to correct the sub-ledger system or support (limited to 30 characters)

Reconciling Items Subtotal- the total of the SL reconciling item amounts calculated by the system SL GAAP Balance –system calculation of the sub-ledger balance plus the SL reconciling items subtotal–This should represent the corrected balance properly stated under Generally Accepted Accounting Principles

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Details Tab This tab contains the documentation and backup for the reconciliation. Account Purpose –One or two sentences describing the purpose of the posting account contained in the reconciliation (limited to 200 characters) Detailed Description –A more detailed description of the typical account activity and what the balance in the account(s) represents (limited to 1,500 characters) Notes –Optional field that is meant to contain any other documentation needed for the reconciliation (limited to 1,500 characters) Backup File Attachments –Allows 2 file attachments of electronic backup to support the sub-ledger balance or reconciling items (filename is limited to 30 characters) Warning: The filename should only include alpha-numeric character and not symbols or punctuation such as *,&$?!. Comments –User should enter any explanation needed about the backup attached or information about the location of backup that cannot be attached due to size or confidentiality (limited to 250 characters)

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History Tab This tab is a log of activity on the reconciliation. It logs the time, date, and user name each time there is a status change on the reconciliation. Also, review comments entered by the manager and/or supervisor will be added to the comment field. The system logs the account number affected, page number, transaction number and dollar amounts when the status is changed to posting acct bal changed.

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Review Tab This tab is available on reconciliations with a complete status for users with a supervisor or manager role. Users with a preparer role will never see this tab. After the review, the comments entered here will appear on the history tab and maintained as part of the reconciliation.

After entering comments, select the applicable Supporting Documentation Review statement. This is needed to comply with the spreadsheet control policy. Select the statement, check ‘No’ for Return to Preparer and click the ‘Reviewed’ button.

The statement will be added to the Reconciliation History.

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Certification Tab This tab is available to members of the certification team. It contains the questions answered during certification, the certification status, and the certification comments. The tab will be viewable to other users only after the certification status is complete (with or without issues).

Buttons Various buttons are available from the reconciliation screens depending on the status of the reconciliation and the role of the user. Save –Saves any data entered or changes made and keeps the user in the reconciliation Cancel –Returns the user to the list they were last using such as the reconciliation list or account list Complete –Changes the status of the reconciliation to complete and closes the reconciliation if all the requirements have been met –popup alert will notify the user if the status cannot be changed because a requirement is not met Reviewed –Available to Supervisors/Managers on the reconciliations that they did not prepare (the reconciler is another user) and updates the status to ‘Reviewed by Supervisor’ or ‘Reviewed by Manager’ Re-Open –Allows a user to reopen a reconciliation for editing after it’s been completed and/or reviewed Certified –Allows a user on the certification team to mark a reconciliation certified Warning: There is no notification that another user is in a reconciliation. There may be issues if two users have a rec open and both users are making changes to the rec. The system will take the last user’s save and override any prior saves.

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Preparing a Reconciliation

Create Wizard The create wizard is a four step process used for the initial setup of a reconciliation. See the Rollover Function to reconcile subsequent periods after the reconciliation is setup. To start the wizard, click the ‘Create’ button from the Reconciliation Search Results Screen.

Step 1 –Select the Company, Period, Fiscal Year and Department the reconciliation is for. Select the company for the reconciliation from a drop down of available company codes from AXS-One. Reconciliations cannot contain accounts for more than one company. Select the period and fiscal year that the reconciliation needs to start. The default is the current open period in AXS-One associated with the company code that was chosen. It is very important to select the correct period and fiscal year because once the reconciliation is created, the information cannot be changed. Select the Reconciling Department from a drop down box of reconciling departments assigned to the user. Users are only allowed to create reconciliations for accounts assigned to their department, so most users will only have one option. Assign a description to the reconciliation. This description is used to identify the reconciliation. Click the next button to proceed.

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Step 2 –Select the posting accounts to be included on the reconciliation. The list of available accounts will first come back with only new accounts assigned to the reconciling department selected in step 1. The list may be sorted in ascending order by clicking on the column headings. If the ‘Show Only New Accounts’ box is unchecked, all existing posting accounts for the reconciling department that are not yet assigned on a reconciliation for the period will be shown. The assigned preparer column is displayed because typically users will only reconcile accounts assigned to them, but the system will allow the user to choose accounts assigned to other individuals within their reconciling department. Put a check in the first column for each account to add to the reconciliation. The right-hand side of the screen shows how many accounts are selected. After all selected accounts are marked, click next to proceed.

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Step 3 –Review the information selected in the previous two steps. This screen will recap the Company, Fiscal Period/Year, Department and Rec Description. The posting accounts to be included on the reconciliation are also listed. To finish setting up the rec, select the Create button. If any changes are needed, use the Previous button to return to the previous screens. The browser back and forward buttons may cause problems, so they should not be used at this point.

Step 4 –Click ‘Edit’ to open the reconciliation that was created or click ‘Done’ to return to the Reconciliation List.

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Initial Setup After the create wizard is completed and the reconciliation is opened, additional fields in the reconciliation will need to be set up that will stay with the reconciliation each subsequent period. The fields may be edited at any time, but past reconciliations will not be changed. The changes will show in the period when and where they are made and carried forward to subsequent reconciliations through the rollover process, which will be explained later. Hint: Users may copy and paste from Excel or other reconciliations by right clicking and selecting copy/paste from the menu. Header Section: Region/Banner/HO/All -field to describe the location for the group of accounts included in the reconciliation (limited to 12 characters) Sub-Ledger Tab:

Sub-ledger Name –free form field where the specific name of the sub-ledger report or schedule can be entered (limited to 30 characters) Sub-ledger Type –drop down box of all acceptable forms of support for the sub-ledger balance such as the name of the sub-ledger system or the name of the source for the support Details Tab:

Account Purpose –One or two sentences describing the purpose of the posting account(s) assigned to the reconciliation (limited to 200 characters) Detailed Description –A more detailed description of the typical account activity and what the balance in the account(s) represents (limited to 1,500 characters)

Adding General Ledger Reconciling Items The general ledger balances will pull directly from AXS-One, but any general ledger reconciling items will need to be entered. These are items that are needed to adjust the general ledger balance to the properly stated GAAP balance for the period. Click Add item to add a new reconciling item line. On the left-hand side of each reconciling item line, the copy link will make an identical line, and delete removes the line.

The Period/Fiscal Year defaults to the same as the reconciliation, but should be changed to the period and fiscal year in which the reconciling items originated. For example, if you are reconciling an account for period 6, but you have a reconciling item for an invoice that hit your account in period 5, the rec item period should be set to period 5 because that is the period when the error occurred. The period/fiscal year may be selected from a drop-down list.

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It is very important that the period & fiscal year selected is the correct period associated with the reconciling item because aged reconciling item reports will be generated from the system and presented to management. The balance sheet account that the reconciling item is associated with needs to be selected from a drop down of all the posting accounts on the reconciliation. The Offset should be the impact of fixing the reconciling item. The P&L would be chosen if the correction would impact an income or expense account, and BS if the offset is another Balance Sheet account. Upon saving the reconciliation, the reconciling items are automatically sorted by the posting account column in ascending order.

Completing the Sub-ledger tab The sub-ledger balance will need to be entered along with any sub-ledger reconciling items. These are items needed to adjust the sub-ledger balance to the properly stated GAAP balance for the period. The sub-ledger reconciling items work similar to the general ledger items, but the account and offset are not needed.

Updating the details tab and adding backup The account purpose and detailed description were included in the initial setup of the reconciliation, so only any updates or changes will need to be added each subsequent period. On the detail tab, the note field is optional. Backup Attachments –any type of file may be attached, but Excel is recommended (filename cannot exceed 30 characters). Do not attach any confidential information, any password protected files or any excessively large files. Due to space limitations, only applicable backup for the current period should be attached. Excess tabs or schedules from prior periods will take up too much space and should be deleted prior to attaching the file. Attachments are a copy of a file taken at the time the user attaches the backup. Any changes that are made to the original source file will not update the attachment. The user must delete the attachment and attach a new copy to make any updates. Warning: The filename should only include alpha-numeric character and not symbols or punctuation such as *,&$?!. If additional backup is available that cannot be attached, the location and reason should be explained in the comments box. If the backup is confidential, this should be noted in the comments box along with the location or contact where is will be maintained. Users should work with their supervisors and/or managers on how to route hard copy and confidential backup for review. Also, the departments are responsible to archive this backup according to the rec policy. Warning: Do NOT attach any backup files that contain confidential information!

Completing the Reconciliation The final step is to click the ‘Complete’ button to change the status on the reconciliation. It is a good idea to save before doing this. Before the status is changed to completed, the

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system will check that all required fields have been completed and the GAAP Balance Check Total is zero. There is a red asterisk by all the required fields. If there are any issues a message similar to this will appear explaining what field is incomplete:

Click OK, make the change needed and click complete again. If there are any Rec Items greater than 2 periods old, the following message will appear:

Select Cancel to edit the Detailed Description field so it contains a valid business reason, otherwise select OK to complete the reconciliation. The following screen will be displayed when the status change to complete is successful. The preparer will no longer be able to edit any fields in the reconciliation unless they use the Re Open feature explained in a later section.

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Searching for a Reconciliation

Reconciliation Search The Reconciliation Search is one way to find reconciliations in the system. After selecting Reconciliation Search from the Welcome Screen, the Reconciliation Search screen is displayed with the default search criteria. The default criteria is as follows:

Company –SV Period/Fiscal Year –The period prior to the open period in AXS-One Reconciling Department –User’s reconciling department Reconciler –individual’s name for preparers and supervisors, and all users in their reconciling dept for Managers Status –Preparer and Supervisor defaults are set to None, Posting Acct Bal Changed, Return to Preparer and Started. Manager & Above defaults are set to Completed & Reviewed by Supervisor.

The user may modify the criteria and click Go to bring back a different set of results. For example, if you wanted to view a reconciliation completed by another individual, select ‘Only the following reconciler’ and choose the reconciler’s name from the dropdown menu. Click Go and the system will bring back the results. The system will go back to the defaults each time the user enters out of this area of the system or logs out of the system.

The reconciliation search results are intended to be used like a “To Do” list for the user, so the defaults are set up to bring back the reconciliations that need to be worked on. The list of results may be sorted by clicking on any of the column headings. To open a reconciliation from the list, click on the Rec ID link.

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When multiple pages of results are returned, the Prev and Next buttons on the bottom left of the screen can be used to navigate through the results. When there are under 1,000 results, the Show All option can be used to list all of the available reconciliations.

Account Search The Account Search is useful for searching for a reconciliation when the posting account is known. This list can also be used to see all posting accounts assigned to the user for a period, and it allows the user to find any accounts not assigned to a reconciliation. It may also be used when a department is being certified to see what accounts have been selected. After selecting Account Search from the Welcome Screen, the search screen is displayed:

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The following is the default criteria on the Account Search Screen:

Company –SV Period/Fiscal Year –The period prior to the open period in AXS-One Reconciling Department –User’s reconciling department Status –Preparer and Supervisor defaults are set to None, Posting Acct Bal Changed, Return to Preparer and Started. Manager defaults are set to Complete & Reviewed by Supervisor Assigned Preparer –individual’s name for preparers and supervisors, and all users in their reconciling dept for Managers

After entering the Search criteria and selecting Go, the results list is displayed. The list shows the rec id, fiscal year, period, posting account, status, account description, the rec status, the certification status, the assigned preparer and the rec dept risk.

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The list may be sorted by clicking on any of the column headings. Holding down the ‘Ctrl’ & ‘F’ keys brings up a search box that may be used to find a particular value on the screen.

Rolling a Reconciliation to the next period

Rollover Button Posting accounts for a given period are unassigned until the reconciliation for them has either been created using the wizard or rolled from a prior period. This means they will show as available accounts when using the create wizard or using the ‘click to select’ link in an existing rec. It is a good idea to roll over all reconciliations at the beginning of the period, so when creating new reconciliations, only the accounts that haven’t been assigned to a reconciliation in a previous period appear. It also helps the Internal Control department with the selections for certification if all accounts are rolled or assigned in the first week of a new period. This is only a suggestion, and it is entirely up to the user when they want to roll their reconciliations.

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To search for reconciliations to rollover, choose the reconciler and period for the reconciliations that you want to roll. Then choose ‘No’ for rolled over in the bottom right-hand corner of the search screen. Click ‘Go’.

From the Reconciliation Search Results, the user can select a reconciliation by putting a check in the first column and selecting the Rollover button to roll the reconciliation to the next period. There is a column on the reconciliation list which identifies whether or not the reconciliation has been rolled to the next period or not.

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Rollover Options From the Reconciliation Rollover Screen, the user may select which of the optional items they want to carry to the next period. The new period and year will automatically increment to the next period, but another period can also be selected from the drop down choices.

The rollover general ledger reconciling items will carry all of the reconciling items exactly how they appeared on the previous reconciliation. Same with the sub-ledger items. The reconciliation notes are found on the Details tab of the reconciliation. The backup items are both the file attachments and the backup comments found on the Details tab. They must both be rolled or neither one rolled. Click create to continue. Only click the button once, and wait for the system to process. It may take up to a minute depending on the size of the reconciliation. Warning: The browser back and forward buttons may cause problems, so they should not be used at this point.

Reconciliation Rollover Created This screen appears once the rollover is successfully created and identifies the rec id of the new reconciliation. The user is also notified if any posting accounts are dropped from the previous reconciliation. This would happen for several reasons. The first, the posting account no longer meets the criteria to require a reconciliation for the period the reconciliation was rolled to. For example, the account has a zero balance and was inactivated in AXS-One.

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The second, the account is still in the system, but has already been picked up on another reconciliation for the period. The third, the account is now assigned to another reconciling department. If accounts were dropped from a reconciliation, the user may want to check the status or the assignment by using the posting account maintenance as described in a later section.

Click edit to open the reconciliation that was created or done to go back to the reconciliation list.

Rolling Over Reconciliations Multiple Times If a reconciliation is selected for rollover more than once, a warning message will be displayed on the Rollover Reconciliation screen.

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If the reconciliation that was created the first time the rollover process was done is no longer in ARS, you will be able to rollover the reconciliation again. If the existing reconciliation hasn’t been deleted, you will receive the following error message when you try to rollover the reconciliation a second time due to the posting accounts being assigned to the original reconciliation:

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Re-Open a Completed Reconciliation

When to Re-Open a reconciliation After the reconciliation is complete and/or reviewed and needs editing, the system will allow a user to Re-Open the reconciliation. This action changes the status back to started. The user will need to mark the reconciliation complete again, and it will need to be reviewed again. Once a reconciliation is re-opened, there is no way to undo and change it back to it’s previous status without going through the regular process of completing and reviewing, etc.

How to Re-Open A Re-Open button will appear when a user is viewing a reconciliation for their reconciling department that has been completed and/or reviewed. Click the Re-Open button to change the rec back to the status of started.

Click ‘OK’.

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The Re-Open action is tracked in the history log.

Posting Acct Balance Changed

Posting Acct Bal Changed status An automated process called “ledger entries against accts on completed recs" is scheduled to run each night. This process looks for entries posted in AXS-One to balance sheet accounts for the current open period and one prior. If entries are made to any reconciliation that are in the status of complete, reviewed by supervisor or reviewed by manager, the system changes the status and updates the log with the journal entry page number, dollar amount, and transaction number for each posting account that changed. An alert will show up for the preparer, and they will need to modify the reconciliation and mark complete again.

Completing a Posting Acct Bal Changed Rec Reconciliations may now be completed during close week because users will know if any journal entries changed the balances of their posting accounts. An alert on their welcome screen will notify a reconciler of recs in the acct bal changed status. To find the reconciliation, click on the Reconciliation List and the reconciliation with the alert should

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show up at the top of the list. Make the necessary changes to balance the reconciliation and update the backup. Then mark the reconciliation complete again.

Printing a Reconciliation

How to Print The print rec link shows in the header section of the reconciliation. Click on this to open another window that displays a printable version of the reconciliation form. The printout may be changed to landscape from the File, Print, Preferences menu if desired. Then click ‘Print’ to send the form to the printer and click ‘Done’ to close the window.

When to Print Printing reconciliations for manager approval, signatures, certification or archiving is no longer required. The print option is available when a paper copy of the reconciliation is needed, but it is not necessary to print all reconciliations.

Layout of Printed Reconciliation Form The printed reconciliation form is divided into sections. Header –same information as the on screen header Reconciliation Summary –the total GL Ending Balances plus the reconciling items equals the GAAP balance and the Sub-Ledger Balance plus the reconciling items equals the GAAP balance Reconciling Items –the detailed reconciling items to both the general ledger and sub-ledger sides Details –the account purpose, detailed description and notes from the details tab Backup –shows the file name and backup comments but the file attached does not print, so the user must open the attachment and print in addition to this form if it’s needed Reconciliation History –details from the history tab in the reconciliation Posting Accounts –lists all posting accounts included in the reconciliation, the assigned preparer and the GL Balance for each

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Reviewing a Reconciliation

Reviewed by Supervisor The system will know which status to assign to a reconciliation based on the role assigned to the individual. It is necessary to track a supervisor’s review separate from a manager’s due to the requirements of the reconciliation policy.

Reviewed by Manager The manager role is assigned to only those individuals that meet the manager or above designation to comply with the Account Reconciliation policy. The separate ‘Reviewed by Supervisor’ status is needed because it shows that the reconciliation was reviewed, but not at the manager level to comply with the policy.

Reconciliation List for Reviewer The manager’s search criteria on the Reconciliation Search Results will default to reconciliations that are complete for users in their reconciling department. Click on the rec ID to open a reconciliation to review.

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Fields available for Edit The Rec Description, Region/Banner/HO/All, Account Purpose, Account Description and Notes fields are open for edit during the review process. Reviewers are encouraged to return any incorrect or incomplete recs to the preparer to correct, but if there is a small change or a description that needs to be enhanced, the reviewer has the flexibility to make the change. The other fields have been locked out from editing, so any changes will have to be made by the preparer.

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The following are examples of how the reconciliation will appear to a reviewer:

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Return to Preparer If changes are needed to the reconciliation, the reviewer should enter comments in the box on the review tab to explain what changes are needed. Click the Return to Preparer to Yes and click the ‘Reviewed’ button to change the status to Returned to Preparer. Note: Review comments will become part of the reconciliation and cannot be edited or deleted after the reviewed button has been clicked.

An alert will show up on the preparer’s welcome screen to notify them of the reconciliation in the returned status. The reviewer’s comments will be displayed on the history tab. The preparer should make the changes and mark the reconciliation complete again.

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Marking a Reconciliation Reviewed When a Supervisor or Manager is satisfied with the reconciliation, and want to mark it reviewed, they may enter comments on the Review tab, select the correct Supporting Documentation Review statement and click ‘Reviewed’.

This screen will appear showing that the status has been changed. The History tab of the reconciliation is also updated. The reviewer can click ‘OK’ to return to the list from which they opened the reconciliation.

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Certification

Internal Control Account Selection The Internal Control department will select the reconciliations for the certification team to certify for the period. Accounts are selected at the posting account level, but the entire rec will be certified. For this reason, it helps if all accounts are assigned to reconciliations when the selection of accounts is made during the beginning of week 2. Hint: Internal Control is likely to choose less accounts if all accounts have been assigned to reconciliations at the time the account selection is made.

Certification List Users with a certification role may access the reconciliations selected for certification through the Certifications menu link on the Welcome Screen.

A certification search allows the certification user to select the company, period, fiscal year and reconciling department that they are certifying. This information will be obtained as part of your certification assignment from the Internal Control Department. Fill in the selections and click Go.

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A list of the reconciliations that have been selected will appear, and the reconciliation can be opened by clicking on the Rec Id. The certification tab will only appear in the reconciliation if the reconciliation is in a status of completed, reviewed by supervisor or reviewed by manager. Posting accounts that have been flagged for certification, but have not yet been included in a reconciliation will not show up on this screen. The next section “Account List for the certification user” which explains how to find these accounts. The certifier column shows the certification team member that last made a save to the reconciliation. Once the certification team is complete, the Internal Control department will lock the certification tab on the reconciliation, so no further changes can be made. The column on the right will show a Yes if this process has been done.

Account List for the Certification User The certification team members can view the accounts selected for certification on the account list screen. The list can be filtered by the fiscal year and period of the certification, the reconciling department, and the certification status of selected. Then the team member can click on the rec ID to open the reconciliation to review. Flagged means that the account has been chosen for certification, but it is not yet included on a reconciliation. Selected means it has been chosen and included on a rec, but the certification has not been started. After the certification is started, the cert status will show initialized.

Certification Questions The questions on the certification tab need to be answered Yes or No to complete the certification. If the question does not apply, please answer yes. For example, for the question ”Is there support for the Sub-ledger Balance?” and the reconciliation has a zero

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for sub-ledger balance, so there is no need for support. This question doesn’t really apply, but should be answered yes. A “No” answer should only be selected if the reconciliation does not meet the requirement that the question addresses. If any of the questions are answered with no, then comments should be entered to explain the exception. This will be explained in more detail with the certification training given by the Internal Control department for individuals participating in the certification process. Warning: Comments entered on this tab will be reported on and will be viewable by other users in the system!

Certification Status If any questions receive a ‘No’ answer from the certifier, the reconciliation will be marked Certified with Issues. If all ‘Yes’ answers are given, the reconciliation will be marked Certified. After all the questions are answered and the comments are filled in, the user should click the certified button. This action will change the status to “Certified” or “Certified with Issues” depending on the results. Changes are allowed to the certification tab until the period is locked by the GL control admin. The certification status will also be added to the history log in the reconciliation.

Trial Balance Screen

Purpose The Trial Balance is a tool for reconciling department managers or business unit owners to review variances in their account balances with the ability to drill into the supporting

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reconciliation. The screen pulls GL balances for 2 periods, calculates the $ and % variance, and provides a link to the reconciliation. The results cannot be printed, but there is a similar Trended Trial Balance report available.

How to use the Trial Balance Screen After clicking on ‘Trial Balance’ from the main menu, the Trial Balance search screen will be displayed. It is required to choose the company in the Posting Account box and the two periods to compare. The rest of the criteria is optional, but it is best to limit the search as much as possible to speed up the display of the results. When searching by a Reconciling Department, the report will pull in all accounts assigned to the department as of the Column 2 Period and Fiscal Year. After all the desired criteria has been entered, click ‘Go’. Since this query is pulling from the AXS-One tables and the reconciliation data, it may take a few minutes to display the results. Users may work in other applications on their PC’s while they are waiting for the process to finish.

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The results are sorted by percent variance with the largest variance at the top. This sort is also by absolute value, meaning it disregards the positive or negative sign on the percent and only sorts by the number. The list may be resorted by clicking on any of the column headings. The $ variance column will also sort descending with absolute values, but the other columns should sort in ascending order. The account status listed is the status as of the period and fiscal year from Column 2.

N/A is displayed in the Rec Id column, means that the account is not yet included on a reconciliation. If there is a number in the Rec Id, the reconciliation, which contains the posting account, may be displayed by clicking on the link. The reconciliation will be for the period selected for column 2. After the user is done viewing the reconciliation, they may click done to return to the Trial Balance Screen. If the manager or supervisor wants to mark the review status on the reconciliation, they should see the review tab and may complete this action as described in the review section above.

Posting Account Maintenance

Purpose of posting account maintenance The posting account maintenance screens will show all posting accounts that have been loaded from AXS-One. Once an account has been loaded into ARS, it will remain even if it is inactivated with a zero balance and no longer requires a reconciliation. The system maintains the status, reconciling department and assigned preparer for each period.

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When clicking on the link from the Welcome Screen, the search screen appears. After entering your search criteria and selecting Go, a list of posting accounts will be displayed based on the selection criteria:

Information about the account is displayed when the user clicks on the link for the account. Managers and supervisors will be able to edit the assigned preparer and rec dept risk fields for any accounts assigned to their departments for each period. When a change is made to the assigned preparer field for an account, the change will carry through to all subsequent periods/fiscal years and will not affect prior periods/fiscal years. The same applies to changes in account assignments made by the admin for Reconciling Departments. For any changes to the Review Frequency and Risk levels, the change will apply to all prior and subsequent period/fiscal years.

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Assigning preparers to posting accounts Managers and Supervisors can find accounts that need to be assigned a preparer by clicking on Posting Account Maintenance from the Welcome screen and then clicking ‘Search.’ Enter the desired criteria (i.e. all Period 7 FY2007, 'undefined' assigned preparers for Retail Gross Profit Accounting) and click ‘Go.’

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The search result will display.

Click on a posting account to open the Edit Posting Account screen. Use the dropdown boxes to change the Assigned Preparer, Review Frequency or Reconciliation Dept Risk. Click ‘Save’ to close the screen and save the changes.

Posting account maintenance requests Users may need to search for an account on the posting account maintenance screens to view the status or the assigned department or preparer for a specific period/fiscal year. If maintenance is needed to a field the following actions are needed:

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Account Description -submit an Account Maintenance Request form to GL Support through the GL Account Request database. Reconciling Department –the reconciling department manager or supervisor should communicate the change to Jackie Pauly in GL Reconciliation Assigned Preparer –the reconciling department manager or supervisor may edit Review Frequency –the reconciling department manager or supervisor may edit HO Risk –the reconciling department manager or supervisor should communicate the change to Jackie Pauly in GL Reconciliation Rec Dept Risk –the reconciling department manager or supervisor may edit to a risk higher than the HO Risk Business Unit –this is based on the PFTC (profit center) code from AXS-One for each account, so the reconciling department manager or supervisor should communicate the change to the business unit assigned to the PFTC code grouping to Jackie Pauly in GL Reconciliation Posting Account Status -submit an Account Maintenance Request form to GL Support through the GL Account Request database.

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Reports

Reports Menu The following reports are available from the menu:

• Account Certification Status – used to see what accounts have/have not been selected for certification for the entire fiscal year or a specified period.

• Accounts Selected for Certification –used to show accounts that are selected for certification for a given period

• Aged Reconciliation Items –used to report general ledger reconciling items

• Certification Status by Reconciling Department • Detailed Summary of Certification Results –used to report comments

from accounts selected for certification • Posting Accounts Not on a Reconciliation – can be run to show any

posting accounts that need to be assigned to a reconciliation. • Reconciling Items Greater Than – used to report on reconciling items

that are larger than $250,000. • Risk Summary by Class & Group –used to identify the dollar value and

number of balance sheets in each balance sheet category that fall into the High, Moderate and Low Risk groups

• Status by Preparer –shows the number of accounts in each type of status for the assigned preparer

• Status by Reconciling Department –shows the number of accounts in each type of status for each reconciling department

• Summary of Certification Results • Trended Reconciliation Assignments by Department • Trended Trial Balance –shows 14 periods of GL balances and the

percent and dollar variances

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Report Criteria After clicking on the link for the desired report, the search screen to select the desired criteria will be displayed. The report criteria screens are unique for each report and the required fields are identified.

Methods to run reports Only some of the reports are available to view on screen, but all have the save to file option. This creates a .csv file that is displayed in Excel.

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Running CSV Files To create a report in Excel, choose the ‘Save to File’ format. This allows you to create a .csv file that is displayed in Excel. After choosing Save to File and the other desired criteria choices, click ‘Go’.

This File Download box will appear. Choose Save this file to disk and click ‘OK’.

A ‘Save As’ box will appear. The path where you want the file to be saved should be selected. You may want to create an ARS Report folder on the hard drive, so you know where to locate the reports.

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A default report name will populate the filename, but this may be changed. The Save as type should be set to Microsoft Excel Comma Separated Values File as shown below. If this file type is not an option under the drop down box, just type ‘.csv’ after your filename instead. Click ‘Save’ to proceed.

The download complete box will be displayed if the report ran successfully. Click ‘Open’ to view the report.

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The file will open in Microsoft Excel, but it will not be formatted.

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The easiest way to format the data is by selecting Format>AutoFormat from the Excel menu. This will bring up several formatting choices. Pick one and click ‘OK’.

This will apply the format to your report and adjust the column sizes as needed. Further manual formatting or changes may be made as desired.

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When you attempt to save your file again, another Save as box appears. If you proceed and try to save your file as a CSV file again, you may be prompted with the message below. Click ‘No’.

Then from the Save As box, choose Microsoft Excel Workbook for the Save as type. Click ‘Save’.

Archiving Reconciliations

Retention Policy According to SUPERVALU policy, each department must retain copies of their quarterly and year-end account reconciliations with the supporting documentation for 7 years and must retain copies of non-quarterly account reconciliations with the supporting documentation for 2 quarters. The account reconciliation will comply with the policy on-line, so there is no need to file paper copies.

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Zipped Backup Files Due to limited disk space, some backup files may need to be zipped in order to save the file to your reconciliation in the Account Reconciliation System. If you need to zip your file, follow the instructions below. Zip the File

After you have completed the reconciliation for the period in Excel, right click on Start and select Explore. Find the file you need to attach to Account Reconciliation System on SV Harbor. Right click on the file and select Send To: Compressed (zipped) Folder. A new folder will be created with the extension .zip. Double click on the folder to get to the zipped file. Note the zipped file will be read-only.

Attach the Zipped File to ARS Click on Browse on the Details tab in the reconciliation in ARS. Find the folder of the file you want to attach with the extension .zip. Double click on the folder. This will attach the file to the reconciliation.

View the Zipped File in ARS Click on the file name in the reconciliation in ARS. Select Open. After the download is complete, double click on the file name. Select Open. The file should open up in Excel. Note the file will be read-only.

View the Zipped File in Excel In order to view the zipped file in Excel, you need to open the file from Explore. Excel will not let you open the file directly from the application. Right click on Start and select Explore. Find the Folder of the file you want to view with the extension .zip. Double click on the folder. Double click on the file name. The file will open up in Excel. Note the zipped file will be read-only.

Making Changes to the File If changes are necessary to the file after the file has already been zipped, delete the zipped file & folder from Explore (make sure you are only deleting the folder with the extension .zip). Make the necessary changes to the original file. Once finished, follow the process to zip the file again. Delete the old zipped file attachment from ARS and add the new zipped file.

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Glossary Assigned Preparer: Individual assigned to reconcile the posting account. The person

who prepared the reconciliation of the account may or may not be the same individual

Business Unit: Division of the company such as the region or banner. Business

units are based on the PFTC (profit center code from AXS-One) for a posting account. The names assigned by the system administrator to each PFTC code.

Certification Status: Status assigned to reconciliations according to the progress of

certification CSV File: Comma separated values file that are used to extract reports

from the system into Excel workbooks. Posting Account: 23 digit account from AXS-One (Company, Center, State,

Account, Business Type) Reconciler: User that created, started or completed a reconciliation. The

system will show the user that last saved a reconciliation with these statuses as the reconciler. The reconciler of a reconciliation does not have to be the same user that is the assigned preparer for the posting account included on the reconciliation.

Reconciliation Status: Status assigned to a reconciliation according to the progress of

the reconciliation (None, Started, Complete, Returned to Preparer, Reviewed by Supervisor, Reviewed by Manager)

Reconciling Department: Department responsible for reconciling a posting account. The

edit of a user is dependant on what reconciling departments are assigned to them.

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Index About the Application, 5 Account List, 27 Account List for the Certification User, 42 Account Reconciliation System, 8 Adding General Ledger Reconciling Items,

23 Alerts, 12 Application Overview, 5 Archiving Reconciliations, 55 Assigning preparers to posting accounts, 47 Buttons, 19 Certification, 41 Certification List, 41 Certification Questions, 43 Certification Status, 43 Certification Tab, 19 Completing a Posting Acct Bal Changed

Rec, 35 Completing the Reconciliation, 25 Completing the Sub-ledger tab, 24 Create Wizard, 20 Details Tab, 16 Fields available for Edit, 37 Fields from AXS-One, 6 General Ledger Tab, 13 Glossary, 57 Header, 12 History Tab, 17 How to Print, 35 How to Re Open, 33 How to use the Trial Balance Screen, 44 Index, 58 Initial Setup, 23 Internal Control Account Selection, 41 Layout of Printed Reconciliation Form, 35 Logging In, 8 Marking a Reconciliation Reviewed, 40 Menus, 12 Methods to run reports, 50 Microsoft Internet Explorer, 9 Posting Account Assignments, 7 Posting Account Maintenance, 45 Posting account maintenance requests, 48 Posting Acct Bal Changed Status, 34 Posting Acct Balance Changed, 34 Preparing a Reconciliation, 20

Printing a Reconciliation, 35 Purpose of posting account maintenance, 45 Purpose of the Application, 5 Purpose of the Trial Balance Screen, 44 Re Open a Completed Reconciliation, 33 Reconciliation Form, 12 Reconciliation List, 26 Reconciliation List for Reviewer, 37 Reconciliation Rollover Created, 32 Reconciling Department Responsibilities, 7 Reports, 49 Reports Criteria, 50 Reports Menu, 49 Required Settings, 9 Retention Policy, 55 Return to Preparer, 39 Review Tab, 18 Reviewed by Manager, 37 Reviewed by Supervisor, 36 Reviewing a Reconciliation, 36 Rolling a Reconciliation to the next period,

29 Rollover Button, 29 Rollover Options, 31 Running CSV Files, 51 Screen Resolution, 10 Searching for a Reconciliation, 26 Setting up a New User, 5 Sub-ledger Tab, 15 SV Harbor, 8 System Fields & Maintenance, 6 Table of Contents, 3 Technical Support, 5 Time Outs, 5 Trial Balance Screen, 44 Updating the details tab and adding backup,

24 User Reconciling Department(s), 6 User Request Form, 5 User Roles, 6 Using On-line Help, 5 Using the Account Reconciliation System, 5 Welcome Screen, 12 When to Print, 35 When to Re Open a reconciliation, 33 Zipped Backup Files, 56

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