[Chris Abbott]

My A/P Trial Balance and G/L are out of balance. Monthly I reconcile the sum of the G/L accounts for A/P and discounts available to the A/P trial balance. The A/P account is set to not allow account entries. I do not know how a difference can occur when everything that posts to the G/L comes directly from the system. Wha should I bo looking for?

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Josue Rivera
System Administrator
Ti-SALES, Inc.
Sudbury MA
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[Leslie Vail]

Have you run the Reconcile to GL financial routine that will compare the entries in the AP module to the GL and identify the differences? I’ve had good luck identifying the odd entry by evaluating the reconciliation spreadsheet.
Kind regards,
Leslie

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Leslie Vail
Accounting Systems Consulting, Inc.
Dallas TX
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[Martha Machado]

Setting the G/L to not allow direct entries to A/P is good but in addition you would also want to make sure A/P transactions have been posted all the way “through G/L.” Then even if everything has posted through, the A/P date could be different from the G/L date. I’ve seen it many times where a transaction is posted in both places, but in A/P it is in one month and in the G/L it is in another. Like Leslie says, begin by running the reconcile to figure out what the exact differences are. Then you can answer as to why it happened.

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Martha Machado
CPA / Consultant
CPA Projects
Pompano Beach FL
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[Joni Finnell]

Josue:

I agree with Leslie. Start with the reconcile. Most of the time it identifies the problem. If it doesn’t reveal anything then I usually run a SmartList to look for future dated invoices. They were probably posted in your current month. We had one that was 2028. LOL

The other thing that can throw the GL out of balance is invoices that are paid in the previous month (Ex: February posted invoice paid in January will affect January TBs). These transactions will show as a credit (PMT) on the AP Historical Aged TB (CRM is ok).

Thanks

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Joni Finnell
Project Accountant/GP Troubleshooter
Consumer Support Services, Inc.
Newark OH
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[Charlie Waage]

Hi Josue,

Check if any entries did not post to GL (MS Dynamics GP >> Tools >> Routines >> Batch Recovery). This can happen if an old AP invoice is voided but the GL Account Number has since been Inactivated. It will post the void to the AP side but is unable to post through to the GL side because of the inactive account.

Charlie

 

Charlie Waage

Director of Accounting and IT Coordination

CEC

Breaking The Cycle of Recidivism®  

35 Fairfield Place

West Caldwell, NJ 07006-6206

(973) 226-2900 ext 299  l (973) 575-3978 Direct line | (973) 740-1793 Fax

charlie.waage@cecint.com l http://www.cecintl.com

 

——Original Message——

My A/P Trial Balance and G/L are out of balance. Monthly I reconcile the sum of the G/L accounts for A/P and discounts available to the A/P trial balance. The A/P account is set to not allow account entries. I do not know how a difference can occur when everything that posts to the G/L comes directly from the system. Wha should I bo looking for?

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Josue Rivera
System Administrator
Ti-SALES, Inc.
Sudbury MA
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[Thomas Hill]

Ironic to see this posting.  Both of our databases have similar issue.  The AP Trial Balance to the GL Control is out of balance.  Reconciler says it is in balance.

Yesterday morning, in one company I was out a particular amount.  I identified it to a disbursement batch that did not post in the GL.  I was out $807.03.  Reconciler was out $460.00. 

I determined what each difference was.  The $460.00 was corrected.  The $807.03 was by posting the GL Batch through.  Reconciler was in balance.  When I compared the AP Trial Balance to the GL, I was off $459.00.  Which is what I am off still.  The search continues.

The second company was out of balance with the reconciler and the comparison of the GL balance and the AP Trial Balance.  It was a number of AP disbursement batches that did not post all the way through.  With that completed, we found the final item that was the culprit.  I posted a journal entry to correct the miskeyed invoices, one for $99.00 and one for $24.08. 

With that posted, Reconciler said balanced.  Comparison of the AP Trial Balance and the GL Control shows $24.08 out of balance.  The search continues for this one as well. 

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Thomas Hill
Accounts Payable – Expense Processing
M&A Technology, Inc.
Carrollton TX
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