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CustomerDirect

Cash Management
Automatic Reconciliations

Craig Himmelberger & Elaine Formenton Furtado


Product Management
ERP Cloud Financials Cash Management
April, 2016

Copyright © 2016 Oracle and/or its affiliates. All rights reserved. |


Safe Harbor Statement
The following is intended to outline our general product direction. It is intended for
information purposes only, and may not be incorporated into any contract. It is not a
commitment to deliver any material, code, or functionality, and should not be relied upon
in making purchasing decisions. The development, release, and timing of any features or
functionality described for Oracle’s products remains at the sole discretion of Oracle.

Copyright © 2016 Oracle and/or its affiliates. All rights reserved. | 3


Program Agenda

1 Overview
2 Automatic Reconciliation Setup
3 Automatic Reconciliation Processing
4 Best Practices
5 Summary

Copyright © 2016 Oracle and/or its affiliates. All rights reserved. | 4


Automatic Reconciliation
• Used for bank statement reconciliation
– Automatically match bank statement lines against system transactions
– 1 to 1
– 1 to Many
– Many to 1
– Many to Many
– Manually match only the remaining exceptions (if any)

• Benefits
– Save time and improve accuracy
– Automatically generate additional transactions for bank fees and other costs

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Automatic Reconciliation
Overview

• Automatic Reconciliation is the best and most common way to


reconcile bank statements
• Bank statement lines and system transactions are automatically
matched using Reconciliation Rule Sets assigned to each bank account
• Automatic Reconciliation handles high volumes of bank statements
and transactions
• Automatic Reconciliation ensures that manual matches are only
needed for exceptions

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Key Features and Functions

Automatic Reconciliation setup


• Bank Statement Reconciliation Matching Rules
• Bank Statement Reconciliation Tolerance Rules
• Bank Statement Reconciliation Rule Sets

Matching Type
Automatic Reconciliation process

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Setup Data Required
Bank Account
Bank Statement with lines that correspond to system transactions
Bank Statement Processing setup
• Bank Statement Transaction Codes
Transaction Type
Transaction Codes
• Bank Statement Transaction Type Mapping Mapping

• Bank Statement Parse Rule Sets


Parse Rule Sets
Auto-reconciliation setup
• Reconciliation Matching Rules Reconciliation Reconciliation
Matching Rules Tolerance Rules
• Reconciliation Tolerance Rules
Reconciliation
• Reconciliation Rule Sets Rule Sets
Bank Account

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ERP Cloud Fusion Cash Management
Automatic Reconciliation Transaction
-Reconciliation
Reference Parse Rule Set Code

Transaction
-Parse Rule Set
-Matching Rule Set Bank Account Bank Statements Type Mapping
ERP Cloud
Payables
Transaction
Type Payables
Transactions
- One to One
- One to Many Matching Autoreconciliation Process
- Many to One
- Many to Many Rules
Payables
Transactions ERP Cloud
Tolerance
- Date Tolerance
- Amount Tolerance
Rules Receivables Receivables
Transactions
Bank Statements Receivables
- Rules Matching Rule Transactions
- Tolerances
Set Payroll Transactions

External Entry
Bank Account Transactions ERP Cloud
Global Payroll
-Amount Tolerance

Exceptions External Entry Payroll Transactions


Transactions

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Bank Statement Transaction Type Mapping
Task: Manage Cash Transaction Type Mapping
• Transaction Type Mapping enables you to
associate a Cash Transaction Type to an Application
Transaction
• The following must be created and mapped to
Cash Transaction Types:
Account Payables Payment Methods
Account Receivables Payment Methods
Payroll Payment Types

• Assigning Cash Transaction Types to application


transactions results in a more efficient bank
statement reconciliation process
• Bank statement lines are also associated with Cash
Transaction Types, and Matching Rules can be
created to use this common attribute

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Automatic Reconciliation Setup
1 2 3 4

Set up Matching Set up Matching Set up Matching Assign Matching


Rules Tolerance Rules Rules Set Rule Set to Bank
Account

• Matching Rules determine • Tolerance rules enable you to • A Matching Rules Set is a group • Assign a Reconciliation
how to match bank statement specify date and amount of matching rules and tolerance Matching Rules Set to each Bank
lines and application tolerances for reconciliation, rules account in order to automatically
and can prevent or warn when reconcile bank statement lines
transactions
reconciliation would be a • Each rule set consists of one or with system transactions
more matching rules that can be
• This helps to achieve a breach of a defined tolerance
prioritized or sequenced
higher match rate in
automatic reconciliation and Date Tolerances
Amount Tolerances • Rules should be ordered to
minimizes the need for
achieve the greatest
manual intervention
reconciliation success rate

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Automatic Reconciliation Processing
5 6 7 8
Submit Review Automatic
Autoreconciliation Reconciliation Review Exceptions Mark Reviewed
process Results

• The Autoreconciliation • Review Reconciled and • An exception occurs when the • After completing the
process uses matching rules Unreconciled items reconciliation program cannot reconciliation of a bank
and tolerance rules to match find a system transaction to statement, use the mark
bank statement lines to • Perform manual match with a particular Bank reviewed feature to prevent
reconciliations (unreconcile, accidental unreconciliation
system transactions Statement Line
reconcile) if necessary
• These exceptions are classified
• Resubmit Autoreconciliation
as ambiguous, date or amount
from the Bank Statements and
Reconciliation Dashboard if • Reconcile lines from the Review
desired
Exception UI

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Program Agenda

1 Overview
2 Automatic Reconciliation Setup
3 Automatic Reconciliation Processing
4 Best Practices
5 Summary
Reconciliation Matching Rules, Reconciliation Tolerance Rules and
Reconciliation Matching Rule Sets
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Implementation Project
Task List: Define Bank Statement Processing and Reconciliation

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Step 1 – Set up Reconciliation Matching Rules
Task: Manage Bank Statement Reconciliation Matching Rules

• Transaction Sources: Payables, Receivables, Payroll, External


• If multiple sources are selected in a one to many or many to many matching
rule, then the program first finds all available transactions across the selected
sources and then applies the grouping rule to the whole data pool
• This means that statement lines can be reconciled to a group that includes
transactions across the different sources

• Matching Type: Group bank statement lines or system transactions by


defined attributes depending upon match type
Group by Attributes • One to One
• One to Many
• Many to One
• Many to Many

• Matching Criteria: List of matching attributes:


• Amount (always checked)
• Date
• Reconciliation Reference
• Transaction Type
• Use Advanced Criteria

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Step 1 – Set up Reconciliation Matching Rules
Advanced Matching Criteria
• Additional matching logic or filtering conditions that must be true for the bank statement line or lines and
transaction or transactions to be matched successfully
•Expression Type: It can be an Attribute, a Literal or an Operation
• The following Attributes can be selected on Advanced Criteria:

• For Literal Expression Type, the Operand value needs to match with database value
(i.e Statement.Transaction Type = ACH)

• The Left-Hand Side Expression needs to have the same data type as Right-hand Side
Expression

• You can add a group condition or an Operation (sum of/multiply) to your criteria

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Step 1 – Set up Reconciliation Matching Rules
Matching Type

One to One One to Many


One Bank Statement Line to One System Transaction One Bank Statement Line to Many System Transactions

• Bank Statement Line and System Transaction must


have the same amount • Define Attributes to Group
System Transactions and match
• User can define other attributes as matching criteria: them with One Bank Statement
Date, Reconciliation Reference, Transaction Type (or Line
advanced criteria can be entered manually)

Many to One Many to Many


Many Bank Statement Lines to One System Transaction Many Bank Statement Lines to Many System Transactions

• Define Attributes to Group • Define Attributes to Group Bank


Statement Lines and match them Statement Lines and to Group System
with One System Transaction Transactions and match them in
aggregate to each other

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Step 1 – Set up Reconciliation Matching Rules
Grouping Attributes

Statement Line Grouping Attributes System Transaction Grouping Attributes


• Transaction Date • Bank deposit number
• Transaction Currency • Transaction Date
• Transaction Type • Business Unit
• Reconciliation Reference • Counterparty Bank account
• Transaction Code • Counterparty name
• Counterparty Bank account • Payment File Reference
• Payment Method
• Receipt batch number
• Receipt class
• Reconciliation Match Date
• Reconciliation Reference
• Transaction Type Transaction
Cash Management • Transaction Source Sources
• Transaction Currency
• Remittance Batch number

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1-1 Reconciliation Matching Rule
One Bank Statement Line Matches to One System Transaction

Matching Criteria: Amount, Date, Reconciliation Reference

Bank Statement Lines System Transactions - Payments


Transaction AutoRec
Reference Date Amount Transaction Type Reference Date Amount
Type
130 1/25/16 100.00 Check 130 1/25/16 100.00 Check Yes
131 1/25/16 110.00 Check 131 1/25/16 110.00 Check Yes
134 1/25/16 140.00 Check 134 1/25/16 140.00 Cash Yes
135 1/25/16 150.00 Check 135 1/27/16 150.00 Check No
136 1/25/16 160.00 Check 136 1/28/16 160.00 Check No

Dates do not match

• One Bank Statement Line must match with one system transaction
• In this case, Amount , Date and Reconciliation Reference require an exact match

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1-M Reconciliation Matching Rule
One Statement Line Matches to Many System Transactions

Matching Criteria: Amount, Date


System Transaction Grouping Attributes: Transaction Type

Bank Statement Lines System Transactions - Payments


AutoRec
Reference Date Amount Transaction Type Reference Date Amount Transaction Type

130 1/25/16 1000.00 Check 135 1/25/16 200.00 Check Yes


131 1/26/16 1100.00 Electronic Funds Transfer 140 1/25/16 100.00 Check Yes
132 1/27/16 1200.00 Check 143 1/25/16 150.00 Check Yes
150 1/25/16 550.00 Check Yes
151 1/26/16 900.00 Electronic Funds Transfer Yes
250 1/26/16 200.00 Electronic Funds Transfer Yes
251 1/26/16 160.00 Cash No

• When users set up a 1-M reconciliation rule, conceptually, they would always try to group the transactions
by some criteria and then match the groups to statement lines as a 1-1 match
• First Question: Which attributes should I use to group the System Transactions?

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M-1 Reconciliation Matching Rule
Multiple Statement Lines Match to One System Transaction
• Similar to 1-M reconciliations, conceptually, when users want to find M-1 matches, they would try to
group the statement lines using some criteria, and then match the grouped statement lines to single
transactions
• First Question: Which attributes should I use to group the Statement Lines ?

Matching Criteria: Amount, Date


Statement Lines Grouping Attributes: Transaction Type

Bank Statement Lines System Transactions - Payments


AutoRec
Reference Date Amount Transaction Type Reference Date Amount Transaction Type

1/25/16 500.00 Check 500 1/25/16 1350.00 Check Yes


1/25/16 600.00 Check 501 1/25/16 1000.00 Cash No
1/25/16 100.00 Check 502 1/26/16 5500.00 Cash No
1/25/16 150.00 Check 503 1/27/16 3000.00 Automated Clearing House No

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M-M Reconciliation Matching Rule
Multiple Statement Lines Match to Multiple System Transactions
• The implementation of M-M reconciliation requires grouping of both the statement lines and the system
transactions—once the grouping is done, conceptually, the aggregate is then matched 1-1
First Question: What criteria will be used to group Statement Lines, and what criteria will be used to group
System Transactions?

Matching Criteria: Amount


Statement Lines Grouping Attributes: Date, Counterparty Bank Account, Transaction Type
System Transactions Grouping Attributes: Counterparty Name, Transaction Type

Bank Statement Lines System Transactions - Payments


Counterparty AutoRec
Counterparty
Reference Date Amount Transaction Type Bank Reference Date Amount Transaction Type
Name
Account
100 1/28/16 4000.00 Check 1027-555 130 1/25/16 2000.00 Check Vision Office Yes
101 1/28/16 5000.00 Check 1027-555 140 1/26/16 2000.00 Check Vision Office Yes
102 1/28/16 1000.00 Automated Clearing House 111111 143 1/27/16 3000.00 Check Vision Office Yes
103 1/28/16 120.00 Automated Clearing House 111111 150 1/25/16 2000.00 Check Vision Office Yes
104 1/28/16 110.00 Automated Clearing House 111111 151 1/24/16 1000.00 Automated Clearing House Home Depot Yes
105 1/28/16 500.00 Check 123123 250 1/27/16 230.00 Automated Clearing House Home Depot Yes
106 1/28/16 100.00 Check 123123 251 1/26/16 160.00 Cash Advantage Corp No

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Program Agenda

1 Overview
2 Automatic Reconciliation Setup
3 Automatic Reconciliation Processing
4 Best Practices
5 Summary

Set Up Reconciliation Tolerance Rules

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Step 2 – Set up Reconciliation Tolerance Rules
Task: Manage Bank Statement Reconciliation Tolerance Rules

• Tolerance rules enable you to specify date and amount tolerances for reconciliation, and can prevent or
warn when reconciliation would be a breach of a defined tolerance
• Date tolerances are used to validate that the source transaction date or dates are within a certain number of days
before or after the bank statement line date or dates
• Amount tolerances are most often used when reconciling foreign currency transactions where there may be
differences due to rounding or fluctuations in the conversion rate—they can also be used if a bank includes a
processing fee in the bank statement line amount

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Step 2 – Set up Reconciliation Tolerance Rules
Date Tolerance
• If a Matching Rule uses Transaction Date for matching, then the Date Tolerance rule is applied
• Date tolerance can be applied to any matching rule type (1-1, 1-M, M-1, M-M)

Amount Tolerance
• Amount Tolerances can only be applied if the matching rule is a one to one matching rule type
• Reconciliation amount tolerances can be defined as a percentage, or amount range, or both—if both
percentages and amounts are applied, then the application uses the most conservative tolerance depending
upon the statement line amount
• For example, if the amount tolerance is $5, and the percentage tolerance is 1%, and the statement line amount is $100: The
application first calculates the percentage amount (1% of $100 = $1) and then compares this to the amount tolerance ($5) and
uses the smaller amount (in this case $1)—so to reconcile a transaction to this line it must be between $99 and $101
• Any amount difference within amount tolerance is automatically created as an external transaction

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Use Case – Tolerance Rules
1-1 Rule Value
Transaction Sources Payables
External

Matching Type One to One

Matching Criteria Amount


Date
Reconciliation Reference

Date Tolerance Amount Tolerance x Percentage Amount Tolerance


System Transaction
Line Bank System Diff Line Bank System Amount % Amount amount for Line 1 should
Statement Transaction Statement Transaction be between
Line 1 01/28/16 01/25/16 3 Before Line 1 -151.58 -153.58 2.00 1.51 (-153.09 and -150.07)

Line 2 01/28/16 01/28/16 0 Line 2 -209.10 -211.10 2.00 2.09

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Use Case – Autoreconciliation Results

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Use Case – Results
• Line 1 was set as Exception, since it meets all of the matching criteria except that the amount is outside the tolerance:

• Line 2 was successfully reconciled


• Note: Amount difference ($2.00) within amount tolerance was automatically
created as an external transaction:

Default Cash and Offset


Accounts from Bank
Account Setup

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Step 2 – Set up Reconciliation Tolerance Rules
Considerations

When defining your Reconciliation Tolerance Rules, consider the following:


• By applying tolerances you can automate the reconciliation and accounting for transactions that vary
according to predictable and acceptable amounts
• If no date or amount tolerance is defined within a rule, it requires an exact match
• For automatic reconciliation, a Tolerance Rule can be associated with a Matching Rule in the Rule Set
setup and can be applied if the matching rule matches on date and amount or both

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Program Agenda

1 Overview
2 Automatic Reconciliation Setup
3 Automatic Reconciliation Processing
4 Best Practices
5 Summary

Set Up Reconciliation Rule Set

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Step 3 – Set up Reconciliation Rule Set
Task: Manage Bank Statement Reconciliation Rule Sets

• A Bank Statement Reconciliation Rule Set is a group of Matching Rules and Tolerance Rules
• Each Rule Set consists of one or more Matching Rules that can be prioritized or sequenced
• Rules must be ordered carefully to achieve the greatest reconciliation success rate

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Step 3 – Set up Reconciliation Rules Set
Recommendations

• It is strongly recommended that 1-1 rules be sequenced above all other rule types

• To provide the optimum reconciliation rate, you should change the sequence number depending on how
accurately the given rule is likely to reconcile against the correct bank transactions

For example:
- Transactions from sources for which the bank provides a reference ID are likely to have higher
reconciliation rates
- These rules should be placed at the top with a lower sequence number
- Conversely, transactions with no reference ID are more likely to have duplicates or lower
reconciliation rates, and you should place them at the bottom with a higher sequence number

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Program Agenda

1 Overview
2 Automatic Reconciliation Setup
3 Automatic Reconciliation Processing
4 Best Practices
5 Summary

Assign Reconciliation Rules Set to Bank Account

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Step 4 – Assign Reconciliation Rules Set to Bank Account
Task: Manage Bank Account

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Program Agenda

1 Overview
2 Automatic Reconciliation Setup
3 Automatic Reconciliation Processing
4 Best Practices
5 Summary

Submit AutoReconciliation process and Review the Results

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Automatic Reconciliation Processing
5 6 7 8
Submit Review Automatic
Autoreconciliation Reconciliation Review Exceptions Mark Reviewed
process Results

• The Autoreconciliation • Review Reconciled and • An exception occurs when the • After completing the
process uses matching rules Unreconciled items reconciliation program cannot reconciliation of a bank
and tolerance rules to match find a system transaction to statement, use the mark
bank statement lines to • Perform manual match with a particular Bank reviewed feature to prevent
reconciliations (unreconcile, accidental unreconciliation
system transactions Statement Line
reconcile) if necessary
• These exceptions are classified
• Resubmit Autoreconciliation
as ambiguous, date or amount
from the Bank Statements and
Reconciliation Dashboard if • Reconcile lines from the Review
desired
Exception UI

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Setup, Bank Statement & Transaction Data
1-1 Rule Value 1-M Rule Value
Transaction Sources Payables Transaction Sources Payables
External
Matching Type One to Many
Matching Type One to One

Matching Criteria Amount Matching Criteria Amount


Date Date
Reconciliation Reference
Group BY Counterparty name
Group BY
Date Tolerance Days Before:2
Date Tolerance Days Before:2 Days After: 0
Days After: 0
Amount Tolerance Below: $1
Amount Tolerance Below: $1
Above: $1
Above: $1

Percentage Amt Before: 0% Percentage Amt Before: 0%


Tolerance After: % Tolerance After: 0%

Within
1-1 tolerance

Out of
1-M Tolerance

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Step 5 – Submit Autoreconciliation process
Cash Management -> Bank Statements and Reconciliation
> Submit Autoreconciliation

• Select Bank Account, Statement ID and From/To Statement End Date to be processed
• If more than one bank statement is submitted for Auto Reconciliation, they will be processed one at a time

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Submit Autoreconciliation process (2)
Process Scheduled: Load and Import Bank Statement

• You can also submit Auto Reconciliation at the same time you are loading your Bank
Statements

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Step 6 – Review Automatic Reconciliation Results
Cash Management -> Bank Statements and Reconciliation

3 Reconciled lines

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Step 6 – Review Automatic Reconciliation Results
Reconciled Statement Lines

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Step 6 – Review Automatic Reconciliation Results
Unreconciled Statement Lines

• Statement Line (Reference 202)


was not reconciled by
Autoreconciliation process, as
expected

• System transaction date is out of


the range of dates defined in the
Tolerance Rule

• User can manually reconcile this


line or review Tolerance and Rules

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Step 6 – Review Automatic Reconciliation Results
Exceptions
• An exception occurs when the reconciliation program cannot find a system transaction to match with a
particular Bank Statement Line
• These exceptions are classified as Ambiguous, Date or Amount
• They are selected in that same order • Occurs when either there are more than
Ambiguous one system transaction that could match
to the line, or the transaction line could
Exception match to more than one statement line

• Occurs when a system transaction meets


Date all the matching criteria except that the
date of the transaction is out of the
Exception tolerance range

• Occurs when a system transaction meets


Amount all of the matching criteria except that the
amount of the transaction is outside the
Exception tolerance range (1:1 matching type)

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Step 6 – Review Automatic Reconciliation Results
Mark Reviewed
• After completing the reconciliation of a bank statement use the Mark Reviewed feature to prevent
accidental unreconciliation.

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Program Agenda

1 Overview
2 Automatic Reconciliation Setup
3 Automatic Reconciliation Processing
4 Best Practices
5 Summary

Copyright © 2016 Oracle and/or its affiliates. All rights reserved. | 45


Best Practices
– Bank Account Setup
• Assign a unique GL cash account to each bank account and use it to record all cash transactions for
that bank account—this will facilitate book to bank reconciliation
– Mark Reviewed
• After completing the reconciliation of a bank statement, use the Mark Reviewed feature to prevent
accidental unreconciliation
– Book to Bank Reconciliation
• After completing bank statement reconciliation and accounting for all transactions for the period,
run the Cash to General Ledger Reconciliation report to investigate differences between your
ledger’s cash account balance and the bank account balance
– Automatic Reconciliation Rule Set Structure
• Rule sequencing determines the order of execution and has a strong influence on success rates
• Optimize the reconciliation rate using sequencing

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Best Practices
– Oracle Fusion Payables
• Clear and reconcile payments with bank statements
– Oracle Fusion Receivables
• Clear and reconcile receipts with bank statements (Note: if you use automatic clearing for receipts
keep in mind the receipts are only cleared and not reconciled against a bank statement)
– Oracle Fusion Payroll
• Clear and reconcile payroll payments with bank statements
– Oracle Fusion Subledger Accounting
• Record accounting for external transactions

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Program Agenda

1 Overview
2 Automatic Reconciliation Setup
3 Automatic Reconciliation Processing
4 Best Practices
5 Summary

Copyright © 2016 Oracle and/or its affiliates. All rights reserved. | 48


ERP Cloud Fusion Cash Management
Automatic Reconciliation Transaction
-Reconciliation
Reference Parse Rule Set Code

Transaction
-Parse Rule Set
-Matching Rule Set Bank Account Bank Statements Type Mapping
ERP Cloud
Payables
Transaction
Type Payables
Transactions
- One to One
- One to Many Matching Autoreconciliation Process
- Many to One
- Many to Many Rules
Payables
Transactions ERP Cloud
Tolerance
- Date Tolerance
- Amount Tolerance
Rules Receivables Receivables
Transactions
Bank Statements Receivables
- Rules Matching Rule Transactions
- Tolerances
Set Payroll Transactions

External Entry
Bank Account Transactions ERP Cloud
Global Payroll
-Amount Tolerance

Exceptions External Entry Payroll Transactions


Transactions

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Automatic Reconciliation
• Used for bank statement reconciliation
– Automatically match bank statement lines against system transactions
– 1 to 1
– 1 to Many
– Many to 1
– Many to Many
– Manually match only the remaining exceptions (if any)

• Benefits
– Save time and improve accuracy
– Automatically generate additional transactions for bank fees and other costs

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Automatic Reconciliation
Summary

• Automatic Reconciliation is the best and most common way to


reconcile bank statements
• Bank statement lines and system transactions are automatically
matched using Reconciliation Rule Sets assigned to each bank account
• Automatic Reconciliation handles high volumes of bank statements
and transactions
• Automatic Reconciliation ensures that manual matches are only
needed for exceptions

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Copyright © 2016 Oracle and/or its affiliates. All rights reserved. | 52
Safe Harbor Statement
The preceding is intended to outline our general product direction. It is intended for
information purposes only, and may not be incorporated into any contract. It is not a
commitment to deliver any material, code, or functionality, and should not be relied upon
in making purchasing decisions. The development, release, and timing of any features or
functionality described for Oracle’s products remains at the sole discretion of Oracle.

Copyright © 2016 Oracle and/or its affiliates. All rights reserved. | 53

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