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Journal Line Reconciliation:

Release 12 Functionality
An Oracle Whitepaper 2014
Author: Anshu Anand

Scope: Reconciliation functionality has always been available as a part Oracle Financials
Common County Applications (European Localizations). The functionality was later
incorporated as a part of Standard Release 12 application considering its advantages and
Business Applications.
The scope of this document is to describe the features of this functionality along with
Business Advantages it has to Offer. The document talks of the Setups required, Reporting,
Technical References and few of the Known Issues.

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TABLE OF CONTENTS

Overview .3
Application Setup.4
Populating References
Populating Line References Manually .6
Reconciliation Reference for Journal Header....7
Populating References from Submodules..9

Reconciliation Process
Manual Reconciliation..13
Automatic Reconciliation...15

Effect on References on Reversals and Reporting


Ledgers.17
Multi Currency Reconciliation .19
Reconciliation Reversal20
Upgrade Considerations..23
Reports.24
Technical Reference26
Some Common Queries Answered28
Known Issues.30

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General Ledger Entry Reconciliation functionality lets you reconcile transactions in General
Ledger that should ideally balance to zero. Examples could be all clearing Accounts, VAT
control account, Suspense Accounts etc.
Let begin by taking a simple Business Example:

a) When you receive an Inventory item, Ideally the Journal entry would be
Inventory.Dr
AP Accrual account.Cr
b) When you book the Invoice and Validate, the journal that gets generated is
AP Accrual account.Dr
Control account/Party...Cr
c) Which means, once the cycle completes, the Credit and Debit for Accrual Account
should ideally knock off, leaving a final journal as follows:
Inventory.Dr
Control account/Party.Cr
Hence, at any point of time, once the cycle completes, the net for the AP Accrual Account
should be zero. Also, to clear this AP Accrual account, you should be able to give the
breakup of invoices not booked for the material received.
This is where our Journal Line Reconciliation helps us. It allows you to knock of such related
debit and credit pieces and also helps in identifying which transactions still remain
incomplete. This type of reconciliation requires users business discipline that all the invoices
will matched to a receipt and not PO, else the reconciliation for this account might go for a
toss.
Journal Reconciliation is available for journals of the balance type of Actual and Journal type
of Standard only. The application allows the Reconciliation process to be performed
manually or even automatically by populating references. The details of the same have been
provided in the following pages.

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APPLICATION SETUP

1.

Enable Reconciliation for your Ledger:


Query for your ledger and ensure the Reconciliation checkbox is checked.
Navigation: General Ledger Responsibility -> Setup -> Financials ->
Accounting Setup Manager -> Advanced Options

2. Set the Reconciliation Segment qualifier for your Accounting Flexfield:


To set the Reconciliation Flag segment qualifier, enter Yes for Reconciliation Flag to
allow reconciliation for natural accounts that you would wish to use for this purpose.
You can enable or disable reconciliation for an account segment value or for specific
account code combinations as well.

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Navigation: General Ledger Responsibility -> Setup -> Financials ->


Flexfield -> Key -> Values

The Release 11i Reconciliation feature did not have Reconciliation Qualifier existing. One
had to create the GL Reconciliation Flag valueset with Values as Yes/No and then register the
same against the Natural Account Flexfield. (Ref Doc Id: 1041211.6)

If you are enabling the Reconciliation Reference for an already existing Natural Account,
please ensure to the Program - Inherit Segment Value Attributes to ensure the Reconciliation Flag
enable is cascaded to the related code combinations as well.

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3. Populating Reconciliation References


Imagine the Application returning a whole lot of journal lines upon querying and you
are expected to choose the relevant ones that need to get reconciled. Can get
difficult in case of organizations that indulge in large number of transactions.
Reconciliation References are identifiers or short messages that can be entered
against journal lines to help them cross-reference each other. With References, you
can selectively cross-reference transactions in General Ledger by entering
reconciliation reference information at journal line level. When the balance for a
group of transactions is zero, the transactions can be marked as reconciled.
Please note that references are not mandatory. Journal lines can be reconciled even
if they have blank references.
Let us take an example of a Manual Journal:

The cross-references can be entered against the Reconciliation Reference field. It


could be any text you wish to choose, though it is always suggested to have a
reference that holds a meaningful relation to the lines. In the above example is
trying to track payments against check#6789.
References can also be imported for transactions coming in from the submodules like
payables, Receivables, Fixed Assets etc. A customization of Subledger Accounting
Method (SLAM) may be needed to populate the logic.

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b) Reconciliation Reference for a Journal Header


Well yes! While we have always been talking of reconciling Journal Lines, it is
possible to assign a Reconciliation Reference to the Journal Header as well. Once the
user enters a Reconciliation Reference for the Journal Header in the Other
Information tab, all the lines entered into this journal, post addition of the reference,
shall automatically inherit the reference provided at the header level. Of course, if
any of the lines are created for a code combination not marked for reconciliation, no
reference shall be populated in this case.
Please note that any journal line that was entered before the Reference was provided
at the header, shall NOT inherit the reference. Which also means that if a Journal line
was entered prior to the Reconciliation Reference being provided for a code
combination marked for Reconciliation, it would automatically populate the
Reconciliation Reference as Null for such lines.
Step1 : Create a New Journal and enter a Reconciliation Reference for the
Header
Navigation : Journal -> Enter -> Other Information Tab

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Step2: Now Enter the Journal Lines and see the Reconciliation Reference
populate automatically
Navigation: Journal -> Enter

Header References can be created using Journal Enter form only. It is not possible to import
references for headers either from the third party tool, Web ADI or even using a standard
submodule, since the table gl_interface does not provide for it.

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c) Setups for populating References from Submodules


The main improvement of the R12 functionality is the ability to populate the
reconciliation reference automatically in the GL Interface from the subledgers. This
can be done by enabling the Reconciliation Reference in the respective Journal Line
Type, and requires a custom Subledger Accounting Method (SLAM).
Detailed steps are demonstrated in the trail below:
Step1:
Navigation: Setup > Financials > Subledger Accounting > Accounting
Methods Builder > Journal Entry Setups > Journal Line Types

1. Query a seeded Journal Line Type and copy it by clicking on the Copy button at
the bottom left of the form
2. Give your Journal Line Type code, name, and description a meaningful name.
3. Ensure the Transfer to GL field is chosen as Detail

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Step2:

1. Click on the Accounting Attribute Assignments button at the bottom right of the
form

2. Pick a Source for the Reconciliation Reference.

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A Source signifies the field you would wish to populate the reconciliation reference
against while creating the transaction in the submodule. In the example above, we
have chosen the source as Invoice Distribution Reference. Hence, whatever
message you record against the Description field of an Invoice Distribution shall get
cascaded as the Journal Line Reconciliation Reference in General Ledger.
One could also choose source to be Invoice Description, Invoice Amount etc, based
on the Business Requirement.
3. Save.

Step3:
Navigation: Setup > Financials > Subledger Accounting > Accounting Methods
Builder > Methods and Definitions > Journal Line Definitions
1. Link the Journal Line Type just created to the Journal Line Definition. Copy a
seeded one and create your own if needed.

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Step4:
Ensure that the JLD is already linked to the Application Accounting Definition,
validate the Application Accounting Definition either in the form or via the concurrent
program 'Validate Application Accounting Definitions'.
Assuming also that the Application Accounting Definition is already linked to the
Subledger Accounting Method which in turn is already linked with the ledger, Create
Accounting can now be run.

Step5: Create a Transaction in the Submodule and run the Import Program
Notice that the Invoice Distribution Description is populated as AA May02.
Step6: Journal gets populated in General Ledger with the Line References as per
the setup.

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THE RECONCILIATION PROCESS

1.

Manual Reconciliation
General Ledger allows you to reconcile transactions by choosing the relevant journal
lines manually. In the Reconciliation Lines window, you can query the transactions
that are available for reconciliation and select the transactions that you want to
reconcile with each other. If the sum total of the selected transactions is equal to
zero when you save the reconciliation, then General Ledger marks the journal lines
as reconciled. You can reconcile transactions by the entered debit or credit amounts.
Step1: Query for the desired Journal Lines
Navigation: Journals -> Reconciliation -> Reconcile

Choose the desired parameters. Please note that its only the Ledger, Currency and
Period that is mandatory. Others could be left blank. Choosing the Reconciliation
Reference as blank shall list all the Journal lines irrespective of them having a
reference value populated or not.

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Step2: Select the Journal Lines


Hitting the Search button on the above form shall show up all the journal lines
matching the criteria provided for search. Select the lines you wish to pick up.

Step3: Reconcile
Once the required lines are selected, simply click on the Reconcile button.
General Ledger assigns a unique ID to each reconciliation that you perform. You can
use this Reconciliation ID to query the reconciliation in the Reverse Reconciled Lines
window, or to identify the reconciliation on the Reconciled Transactions report.

Step4: Confirmation from Backend


Reconciliation details are populated in the table gl_je_lines_recon in Release12 of the
application. Please refer an extract from Sqlplus below:

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select * from gl_je_lines_recon


where JGZZ_RECON_ID = '13021'
Note that the column JDZZ_RECON_STATUS changed to R (Reconciled)

2. Automatic Reconciliation
Application also provides a feature to automatically reconcile the journal lines using a
concurrent Program. The Program Reconciliation Automatic Reconciliation
takes similar parameters like the Manual Reconciliation form along the following:
a) Reconciliation Rule:
This parameter determines the logic to be used while reconciling the journal
lines.
Valid Options for Reconciliation Rule are
By Account and Reference- Match reconciliation transactions that share the
same account code combination and reconciliation reference.
By Balancing Segment and Reference- Match reconciliation transactions
that share the same balancing segment value and reconciliation reference.
By Balancing Segment, Natural Account and Blank Reference- Match
transactions that share the same balancing segment value, natural account and
have no reconciliation reference
By Balancing Segment, Natural Account and Reference - Match
transactions that share the same balancing segment value, natural account and
reconciliation reference.

Please note the difference between Option 1 and Option 4. While Account in the
Option 1 refers to a Code Combination, the term Natural Account in the Option 4 refers to
the Flexfield qualifier Natural Account
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b) Perform Reconciliation :

No: Gives a preview of reconciliation matching. No matching would be


performed though.
Yes: Final Mode that completes the reconciliation matching Process.

To View a sample Output of the Report, please click here

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EFFECT ON RECONCILIATION REFERENCES ON


REVERSALS AND REPORTING LEDGERS
Reconciliation References flow through exactly like the Original Journal upon Reversal
or even when they get replicated in the Reporting Ledger
Reporting Ledgers
Original Journal:

Journal with Reporting Ledger

If you notice, exactly the same reconciliation references get populated for the
Reporting Journal, once the original journal is posted in the Primary Ledger. In case
of Reporting ledgers set up at the Subledger level, the Submodule transfers the
same reconciliation reference to the Journal created at the Reporting ledger level as
well.
The Header level Reconciliations get replicated as well.

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Reversal Journals
Original Journal:

Reversed Journal

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MULTI-CURRENCY RECONCILIATION
Let us take an example. A business user buys an Asset for 1000 USD (which is the foreign
currency) at the rate of 2.0 and by the time the payment of this 1000 USD is made, the rate
changes from 2.0 to 3.0. Summing up, notice that though the accounted amounts for the
purchase and payments are different in the functional currency, the actual amount of
transaction in USD remains constant. Since a Purchase and its Payment ideally complete a
cycle, these two lines should be allowed to be reconciled.
Application allows reconciliation of transactions for a currency other than the Primary
currency as well. The reconciliation process expects the Entered Currency to total up to
Zero irrespective of the Accounted Amounts matching or not. It is not possible to reconcile
journals lines of one currency with the other.
In the example below, we have tried reconciling transactions for the USD currency. If you
notice, the application creates Reconciliation Id successfully for Journal lines where Entered
Debit less Entered Credit is zero but the Accounted Debit less Accounted Credit is not.

Entered Debit
Entered Credit
Accounted Debit
Accounted Credit

:
:
:
:

10
10
10
20

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RECONCILIATION REVERSAL

Reconciliation Reversal can be used to disassociate transactions that that have been
previously reconciled with each other.
In the Reverse Reconciliations window, you can query transactions that you
previously reconciled and select the transactions that you want to disassociate from
each other. If the sum total of the selected transactions is equal to zero when you
save the reconciliation reversal, then General Ledger marks the journal lines as
unreconciled. These transactions then become available for reconciliation again.
Lets take the same example of Reconciliation Id 13021 that we manually reconciled
in the previous example:
Step1: Query for the Reconciliation Id or Reference that you wish to
Unreconcile
Navigation: Journals -> Reconciliation -> Reverse

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Step2: Select the Journal Lines and Unreconcile


Here again, you will have have to ensure that the sum of debits and credits equals
zero.

Step3: Confirmation from Backend


Reversal details shall be populated in the table gl_je_lines_recon in Release12 of the
application. Please refer an extract from Sqlplus below:
select * from gl_je_lines_recon
where JGZZ_RECON_ID = '13021'
Note that querying journals on the Reconciliation Id returns no rows.

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Also, upon querying the table for the Journal header Id, note that the Reconciliation
Status identified by JG_ZZ_RECON_STATUS is set back to Unreconciled(U) and the
values populated for the Reconciliation Reference in the column JG_RECON_ID has
been removed as well.

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UPGRADE CONSIDERATIONS
Users who are planning to upgrade from 11i to R12 and have been using the
Reconciliation functionality in 11i, shall have to run Program - Upgrade Journal
Lines For Reconciliation (GLRCNM) as part of the upgrade to ensure the
reconciliation relevant data is available in Release 12. This program should be run as
part of the upgrade from 11i. It takes the journals from release 11i and adds them
to the table GL_JE_LINES_RECON and thus makes them available on the
reconciliation form.
The program cannot be run more than once. If you try to run it again it will issue a
warning to say it has already been run and the upgrade is done. Also, It can only be
run as part of an upgrade from release 11i, as it uses the information in release 11i
tables to populate the table GL_JE_LINES_RECON.
This program is also known to work for post-upgrade journals. The program spawns
another program Insert Journal Lines for Reconciliation (GLRCNINS) which
inserts into the gl_je_lines_recon table for every code combination that has
jgzz_recon_flag Y but the lines do not exists in gl_je_lines_recon.
Below the insert performed:
INSERT INTO gl_je_lines_recon
.
.
FROM gl_code_combinations c, gl_je_lines l ' ||
' WHERE c.code_combination_id between :start_id and :end_id ' ||
'AND c.code_combination_id = l.code_combination_id ' ||
'AND c.jgzz_recon_flag = ' || '''' || 'Y' || '''' ||
' AND NOT EXISTS ' ||
'(SELECT /*+ ORDERED INDEX(r gl_je_lines_recon_u1) */ 1 ' ||
'FROM gl_je_lines_recon r ' ||
'WHERE r.je_header_id = l.je_header_id ' ||
'AND r.je_line_num = l.je_line_num) ';

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REPORTS

1. Reconciliation Reconciled Transactions


As the name suggests, the Reconcile Transactions Report provides a detailed
view of the transactions that have been reconciled already. The report groups
transactions based on the Reconciliation Id and Reconciliation Date for easy
reference.
It takes parameters like Ledger Name, Currency, Period, Start & End Dates and
the Account Range you wish to run the report for.
Following is a sample output of the Report:

2. Reconciliation Unreconciled Transactions


Similar to the above, the Unreconciled Transactions Report lists all the transactions
for a provided Account range that have not yet been reconciled. These shall be
basically the journal lines that exist in the table GL_JE_LINES_RECON
with
Reconciliation Status as U (Unreconciled). You can use this information to help you
decide whether to perform additional automatic or manual reconciliations for these
accounts.

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The report also takes parameters like Ledger Name, Currency, Period, Start & End
Dates and the Account Range you wish to run the report for.
Following is a sample output of the Report:

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TECHNICAL REFERENCE

1. Table GL_JE_LINES _RECON


This table can be called as the spinal cord for the entire Reconciliation Process. For a
user to be able to run reconciliation or reverse it, run any reports, data should exist
in this table.
Column Name
JE_HEADER_ID

Significance
The Journal Header Id

JE_LINE_NUMBER

Journal Line Number

JGZZ_RECON_STATUS

Reconciliation Status
U Unreconciled
R - Reconciled

JGZZ_RECON_DATE

Date when reconciliation was performed

JGZZ_RECON_ID

Reconciliation Id created by the


application.

JGZZ_RECON_REFERENCE

Reconciliation Reference

2. Table GL_JE_LINES
Release 12 of the application does not populate any data in the table gl_je_lines

Column Name
JE_HEADER_ID

Significance
The Journal Header Id

JE_LINE_NUMBER

Journal Line Number

JGZZ_RECON_STATUS_11I

JGZZ_RECON_DATE_11I
JGZZ_RECON_ID_11I

These columns were created to capture


11i data but the initial upgrade code did
not take care of the same. The table
GL_JE_LINES _RECON populates the
data now. Hence, these columns
normally remain blank.

JGZZ_RECON_REF_11I

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3. Table GL_JE_HEADERS
In case where the Reconciliation Reference is populated at the Journal header level,
the header referenced is also recorded in the table gl_je_headers
Column Name
JE_HEADER_ID

Significance
The Journal Header Id

NAME

Journal Name

JGZZ_RECON_REF

Header Reconciliation Reference

Please note the reconciliation reference is also stamped in the table GL_JE_LINES
_RECON for the journal lines that uses a Header Reference.

4. Table GL_INTERFACE
Column Name
LEDGER_ID

Significance
The Ledger Id

USER_JE_SOURCE_NAME

Source of the Journal

JGZZ_RECON_REF

Reconciliation Reference for Journal


Line.

To Re-iterate, It is not possible to import references for headers either from the third
party tool, Web ADI or even using a standard submodule, since the table gl_interface
does not provide for it. Table gl_interface provides for storing Reconciliation
References at Journal Lines level only.

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SOME COMMON QUERIES ADDRESSED

1. Can one Reconcile Unposted Journal Lines?


No. Only Posted journal lines can be reconciled.
2.

Is it Mandatory to have a Reconciliation Reference populated?


No. In case reference is not populated for a code combination that is marked for
reconciliation, it is recorded and treated as Null for all practical purposes.

3. I donot see any concurrent Program getting fired upon clicking the
Reconcile button. Anything I am missing out on?
The Reconciliation Process does not fire any concurrent program as such. Click of
the Reconcile or Unreconcile button shall automatically launch the process.
4. Is there an Option that makes populating Reconciliation Reference
mandatory? There are cases where users miss on entering the references
while creating a transaction, causing issues with identification of the
right Journal Line during Reconciliation.
Though the reconciliation reference field is displayed, the entry of this data is
optional. Enhancement request 7410862 has been raised to request for a
possibility of making this field as mandatory.
We are looking at the possibility of a profile option or some means when enabling
reconciliation references for specific accounts, by which entry of the references,
during journal entry can be made mandatory. Until then a form personalization
could make this field mandatory, while the enhancement is not
approved/released.
5. On the Reconciliation form, after entering the selection criteria, is it
possible to select all the items listed at one go - A Select All Option.
Normally you have to select each item one at a time. With the current
design, if the customer has large number of lines to reconcile, it becomes
tedious and time consuming to select them one by one?
Currently this feature does not exist. Following Enhancement request has been
raised, Bug: 16566905 - GLXRCENT provide "Select All" Feature or Enable
"Edit -> Select All" On the Toolbar.

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6. Can Encumbrance and Budget lines be reconciled separately or even


put together?
Only Actual lines can be reconciled. There was a bug with the code in initial
versions that returned Budget and Encumbrance lines for reconciliation as well.
A patch was later released to resolve the issue. Please refer the Known Issues
section.

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KNOWN ISSUES
S.No.

Issue

1
Automatic Reconciliation Program does
not reconcile corresponding Journal
lines even when sum of debit and sum
of credit equal zero.
This happens when there is negative
amount in debit or credit for example :
Debit = -1000

JGZZ_RECON_REF Field in
GL_JE_LINES_RECON is not getting
populated in Reporting Ledger

Journal created in Primary Ledger.


While entering Journal,
Reconciliation field (JGZZ_REC_REF
field in GL_JE_LINES_RECON) is
populated.
The Primary Journal got posted and
the Journal Created in Reporting
Ledger. But JGZZ_RECON_REF
field is not populated for Reporting
Ledger Journal in
GL_JE_LINES_RECON Table

In Enter Journals form the


Reconciliation Reference field appears
grayed out and is not possible to
update. You need to enter a reference
in order to use Automatic
Reconciliation functionality in GL.
You already have the following Setup:
- account code value with appropriate
segment qualifier (Reconciliation set to
Yes)
- enabled the code combination

Journal Line Reconciliation in R12

Possible Solution
Cause : The Issue was identified with
code of the Program over Bug Number
7291942
Solution: Apply Patch 7291942.
The Patch would upgrade the file version
for GLXRCAUT.rdf as follows:
For R12.0:
GLXRCAUT.rdf 20.6.12000000.3
For R12.1:
GLXRCAUT.rdf 120.6.12010000.3

Cause: The issue was with the logic used


in the code for Package
lines_recon_pkg.insert_alc_recon_lines
which did not handle references for the
Reporting Ledger. The Issue was
identified with code of the Program over
Bug Number 16890927.
Solution : Apply Patch 16890927
The Patch would Upgrade the file versions
as follows:
For R12.0:
glirclnb.pls
glirclns.pls
For R12.1
glirclnb.pls
glirclns.pls

120.9.12000000.5
120.4.12000000.1
120.9.12010000.5
120.4.12010000.1

Cause: The issue is due to Ledger setup Journal Reconciliation is not enabled.
Solution :
1. Navigate to Accounting Setup Manager
2. Query your Ledger
3. Select the Enable Journal
Reconciliation checkbox for the ledger in
the Ledger Options page.

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SNo.

Issue

4.

When trying to reconcile the data for


an account, the tax line automatically
generated
in
journal
entry
for
reconcilable account does not appear in
the screen GLXRCENT. The line entered
manually for the same account appears
successfully into the reconciliation
form.

Possible Solution
Cause :
The cause was identified as a code issue
over Bug:13350390 - R12 GLXRCENT :
Tax Line Automatically Generated in
Journal Entry Cannot Appear
Solution :
Apply Patch:13350390
The Patch would Upgrade the file versions
as follows:
For R12.0:
glujetxb.pls
glujetxs.pls

Reconciliation form returns


Encumbrance and Budget Journal lines
as well for Reconciliation.

120.6.12000000.3
120.4.12000000.1

For R12.1:
glujetxb.pls 120.7.12010000.2
glujetxs.pls 120.4.12010000.1
Cause :
The cause was identified as a code issue
over Bug 8980612 : General Ledger
Reconciliation Showing Encumbrance and
Budget Entries
Solution :
Apply Patch 8980612. The Patch would
Upgrade the file versions as follows:
For R12.0:
glgvwreg.ldt 120.16.12000000.12
glgvw.odf
120.24.12000000.12
For R12.1:
glgvwreg.ldt 120.16.12010000.13
glgvw.odf
120.24.12010000.14
Run following query to find out the
reconciliations
where
encumbrance/budget
journal
was
reconciled along with actual journals :
select rec.*
from gl_je_lines_recon rec
where rec.ledger_id = &ledger_id
and rec.jgzz_recon_status = 'R'
and rec.jgzz_recon_date is not null
and exists
(select 1 from gl_je_headers h
where h.ledger_id = rec.ledger_id
and h.je_header_id = rec.je_header_id
and h.actual_flag in ( 'E' , 'B' ));

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Thank You!!!

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