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[Amber Deadrick]

Could anyone share what reports and processes they use to reconcile the AP subledger to the GL? I’ve tried using the Reconcile to GL Routine, but the total of all subledger transactions does not agree to the change from my beginning and ending Historical Aged Trial Balance totals from period to period. I’m ignoring the formulas that are part of the Routine report and focusing only on the list of transaction generated from the report.

I can run multiple reports that give me line item transaction detail that accurately reflect the change between beginning and ending GL balances. I need a similar detailed subledger report that agrees to the change between periods to compare to the GL report. Is there a better way to 1) Capture the AP subledger balance at the end of a period and 2) Obtain a detailed list of subledger entries that can easily by tied to the GL? There is a discrepancy this month and I’m trying to track down the culprit transaction. I already verified that it is not caused by a manual JE to my AP GL Account.

I’ve read several discussions that say that the Match to GL Routine should supplement the reconciliation process and isn’t a true reconciliation in itself, but I haven’t been able to come up with an alternative subledger report to combine with the Routine reconciliation to find my variances.

[Shari Bruno]

Hi Amber,

We use the Historical Aged Trial Balance and the Financial Trial Balance for the GL holding account.

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Amber Deadrick]

How do you use these reports to isolate variances? The Historical Aged TB doesn’t give me a list of transactions, only a beginning and ending reference. If this doesn’t match the Financial TB, I’m not sure how I can track down which transaction(s) are creating a variance this month.

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[Shari Bruno]

Hi Amber,

In the Payables Trial Balance Report Options make sure that the In Detail box is checked, and Exclude everything except Credit Balance.  It takes a little longer to run the report in detail but it gives you individual vendor information which makes it easier to track down a problem.

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Frank Heslin]

Hi Amber,

The first thing I would do is make sure that ALL batches are posted in both the subledger & GL.

Which has the correct balance & which one is higher?

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Frank Heslin
Financial Systems Administrator
ExamWorks, Inc.
Atlanta GA

Member, GPUG Advisory Committee
Chairman, Georgia Regional GPUG Chapter
Summit 2016 Track Leader

GP2015 R2
MR CU14

Follow me on Twitter: @Automate_It

GPUGGA – http://www.gpug.com/Atlanta

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[Amber Deadrick]

I did verify that all batches are posted. The sum of all the GL  transactions on the Routine output match the change in GL balance perfectly. However, the sum of all the Subledger transaction on the Routine output are larger than the change in my beginning/ending Historical Aged TB report. This seems like it would mean a batch didn’t post the GL, but that isn’t the case.

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[Frank Heslin]

It is possible that a batch got posted to the subledger but got deleted on the GL side before it got posted.

I would probably run a SmartList to get the AP details.

One other thought just came to me; did any of the GL batches get posted into January?

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Frank Heslin
Financial Systems Administrator
ExamWorks, Inc.
Atlanta GA

Member, GPUG Advisory Committee
Chairman, Georgia Regional GPUG Chapter
Summit 2016 Track Leader

GP2015 R2
MR CU14

Follow me on Twitter: @Automate_It

GPUGGA – http://www.gpug.com/Atlanta

*** Help Us, Help You…provide enough info so that we don’t have to ask for more:) ***
*** If you solve your issue please share the solution to assist others! ***
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[Sally Diehl]

Amber ~

The Reconcile to GL tool found under Financial Routines is very useful in isolating items which are in the GL and not AP or vise versa.  The tool can be generated for AP, AR, Inventory & Bank Rec – depending on your version of GP.

Good Luck!

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Sally Diehl
Director Technology and Management Consulting
RSM US LLP
Minneapolis MN
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[Bill Schulz]

Amber

Did you process any VOID transactions this month? I have seen where a voided transaction was not handled correctly and it created issues.

Also, to further the point on the Reconcile to GP report, even if totals do not tie, the real benefit from this report IMO, is the matching it does. Have you fully investigated any unmatched or potentially matched items at the top of the report?

Finally, is it possible any transactions were posted to a different account than your A/P control account? This would be where someone inadvertently changed the posting account on the PAYables entry to an account other than your AP control account (below I changed the account to 000-1200-00 which is my AR Control Account):

In Smartlist, run Financial – Account Transactions, search on the current period and the Purchasing Series, add Description to the Smartlist, 

Sort by description and look for Account Description and Account Number not equal to your control account for any Accounts Payable entries:

Once the payment is made on this invoice, the entry will clear this account and your Trial Balance will be back in balance. But until then, your control account will be less than your Historical Trial Balance.

These items should show up as unmatched in the Reconcile to GL report however. So if you fully clear the unmatched items this should not be your problem.

 

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Bill Schulz
Turnkey Technologies, Inc.
St. Louis MO
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[Bruce Strom]

There is an article in the last GPUG magazine in balancing AP/AR to GL

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Bruce Strom
Programmer
Associated Grocers of Florida
sunrise FL
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