General ledger system manual - lsu/fas - Finance and Administrative ...

Reconciliation1. Entries affecting your account should be accumulated, sorted by object code and filed in a foldermarked "Not Cleared". You should have a paper copy of all entries affecting your account.2. Every month take each entry from your "Not Cleared" folder and "check it off" of your printedSubsidiary Detail Ledger. After each entry is checked off, it should be filed in your "Cleared"folder. Entries found on the Tentative Detail Ledger should be left in the "Not Cleared" folder.Many departments file their cleared entries in object code order by month. Any entry not checkedoff of the ledger (entries you have no record of) should be investigated by viewing the entry on-lineand finding the contact name and phone number of the individual responsible. Items remaining inyour "Not Cleared" folder for more than a month should be investigated by contacting theresponsible department.3. Standing and Blanket Orders should be monitored using a "Standing/Blanket Order TransactionRegister". This register should contain detail of encumbrances, expenditures and balances for eachorder. This will alert you to any orders that need to be altered and will prevent delays in thepayment of invoices. A copy of this transaction register can be obtained from Accounting Services.RECONCILING Rev 06/93158RETENTION