200.30 reconciliation to revenue activity report (acctg)

1. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 200.30
SUBJECT: Reconciliation to Revenue Activity Report (Accounting Supervisor) Page: 1
Date:
Approved: Jennifer Phillips, Director Revised: 7/28/05
I. PURPOSE
To assure ongoing monitoring of monies collected and recorded by Animal Care Services.
II. POLICY
The Accounting Supervisor is responsible for monitoring, reconciling and investigating revenue
activities to the General Ledger via the County Intranet. Reconciliation shall include a comparison of
different sets of data to one another, identifying and investigating differences, and taking corrective
action.
III. SCOPE
Applicable to the Accounting Supervisor or designee responsible for monitoring accounting records.
IV. FORMS
Deposit Order (Attachment A).
Revenue Activity Report (Attachment B).
V. REFERENCES
Caps Data Warehouse.
VI. DEFINITIONS
Not Applicable.
VII. PROCEDURE
A. Upon receipt of the validated deposit order,
1. Pull previous months validated Deposit Orders from secured file located in the
Accounting Assistant II office.
2. Follow step-by-step instructions (see attachment Deposit Order Reconciliation
Procedures) for accessing the Revenue Activity Report via the Orange County Intranet.
3. Investigate any differences from the comparison of the original Deposit Order, the
validated Deposit Order and the Revenue Activity Report. To resolve differences,

2. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 200.30
SUBJECT: Reconciliation to Revenue Activity Report (Accounting Supervisor) Page: 2
Date:
Approved: Jennifer Phillips, Director Revised: 7/28/05
a. Check with the Accounting Assistant II that prepared the Deposit Order in
question. A corrected copy may have been created at a later date and filed with
the following month’s Deposit Orders.
b. Contact Auditor Controller if the Revenue Activity Report does not agree with
the original Deposit Order.
c. Contact the Treasurer’s Office if the validated Deposit Order does not agree
with the original Deposit Order.
d. Document findings and follow-up, if applicable.

3. Deposit Order Reconciliation Procedures
http://ocintranet.ocgov.com/
When the validated deposit order is received back from the Treasurers department, it will
need to be reconciled to the Revenue Activity Report. This report can be accessed on-line
through the Orange County intranet page. Click on the “CAPS Data Warehouse” link
This will take you to the opening of the “Data Warehouse.”
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4. Deposit Order Reconciliation Procedures
Once in the Data Warehouse, these will be five tabs labeled “Finance,” “Job Cost,”
“Labor,” “Personnel” and “Purchasing.” The only tab that will need to be accessed is the
“Finance” tab. Click on the “Finance” tab to access the Revenue Activity Report.
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5. Deposit Order Reconciliation Procedures
Move your cursor down and select the Revenue Activity Report.
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6. Deposit Order Reconciliation Procedures
When the Revenue Activity Report is accessed, there are four items that will need to be
selected. Select the following for each option:
Once all the required information has been selected click on the Submit button.
(1) “Select a Report,” select “Organization/Revenue Source/Sub-Rev.”
(2) “Select an Accounting Period,” select the month and year if the validated deposit order
received from the Treasurers department.
(3) “Select One Fund/Agency,” select “100/042 Health Care Agency.”
(4) “Select Organizations,” select “412” and “413” (Holding the Ctrl key down to select
multiple items)
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7. Deposit Order Reconciliation Procedures
This will bring up all the revenue codes that has activity for Orgs. 412 & 413.
Look at the first line of the deposit order. To reconcile the amount of $11,450.50 for Org
412, Rev.6410, Sub-Rev 01 – Animal Licenses Fees, click on the amount in the first line in
the report with the corresponding Org.,Rev., Sub-Rev. and title.
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8. Deposit Order Reconciliation Procedures
By clicking on the amount for this line item, it will show all activity for the month. Look for
the validated Deposit Order number and the date of deposit. All deposit orders have the
beginning sequence of CR042 for the Health Care Agency, the remaining five numbers
corresponds to the Deposit Order number assigned by the Treasurers department.
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9. Deposit Order Reconciliation Procedures
Once the amount on the deposit order has been agreed to the Revenue Activity Report,
indicate a review has been performed by placing a tick mark and initial next to the amount.
These steps will need to be taken for all items on the Deposit Order. Any discrepancies
should be reported to the Auditor-Controller immediately, so they can be corrected.
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