We've already checked for incorrect accounts and have found some, but we are
still quite a bit off.
Any suggestions?
Before taking the following steps, make a backup of your database and
then run Checklinks (File>Maintenance>Checklinks>Purchasing), then
Reconcile Purchasing Documents (Tools>Utilities>Purchasing>Reconcile
Purchasing Documents) and then Reconcile Payables
(Tools>Utilities>Purchasing>Reconcile). Then:
1. Look for journal entries in the AP account - run a SmartList on
the AP account, add the Series column to the SmartList and sort it by
Series. If any entries from the Financial Series are there, you have
JE's in the AP account and they need to be reclassed.
2. Are you running an Historical Aged Trial Balance with Options?
You'll never tie with a non-historical aging unless you run it on the
last day of the month, after all transactions have been posted, and
then save it. Make sure when you run the Historical TB that the
correct options are checked or unchecked in the report definition
window.
3. Another possibility is incorrect account distributions, ie. the
Payables Type in the Distributions window is being posted to an
account other than AP but you said you've looked at the account
distributions, right?
Hope this helps,
Frank Hamelly
MCP-GP, MCT
East Coast Dynamics
www.eastcoast-dynamics.com
Let us assume that your G/L balance is 100.00 and your payables trial
balance shows an accumualted balance of 100.00.
If someone does a G/L journal to debit accruals and credit payables, it will
cause a difference between the G/L and the payables ledger. This will
happen because the G/L has been updated but not the sub-ledger.
This should be easy to spot since the journal will have a souce code of GJ
while the sub ledger entries will have a souce code starting with PM.
To prevent this, untick the box "allow account entry" on each control
account in the account maintenance window
To find the differeces I would do the following:
Print the G/L trial balance and the historical aged trial balance with
options (payables) day by day to find out when the difference occured in a
specific month.
On the day that the difference occurred, print the G/L detailed trial
balance and the payables distribution history report. Restrict the payables
distribution history report to the account number of the G/L payables
account.
The payables distribution history report will show all the transactions sent
to the G/L from the payables module. The detailed trial balance will show
all the entries being booked to the G/L payables account. Check to see if
an entry is in one that is not in the other.
"RSI" <R...@discussions.microsoft.com> wrote in message
news:B0D41CAF-58F5-45E9...@microsoft.com...
I think most of our problems were due to incorrect A/P account numbers on
the vendor records. To check these, run a SmartList of the Vendor records,
adding the Accounts Payable account number to the list. Remember that blank
ones will default to the company-level setup.
"RSI" <R...@discussions.microsoft.com> wrote in message
news:B0D41CAF-58F5-45E9...@microsoft.com...
I think one of our biggest problems was, as Frank mentioned, the posting of
vouchers to the wrong A/P account. Some of our vendors had an incorrect A/P
account set up in their vendor master record. You can dump off the vendors &
their Accounts Payable accounts using SmartList to see if any have been
coded incorrectly. Remember, any blank ones will default to the company
setup.
"RSI" <R...@discussions.microsoft.com> wrote in message
news:B0D41CAF-58F5-45E9...@microsoft.com...
"RSI" <R...@discussions.microsoft.com> wrote in message
news:B0D41CAF-58F5-45E9...@microsoft.com...
1. Are you running the historical aged trial balance based on G/L posting
date? If not you may have timing issues between the A/P document date and
the G/L posting date.
2. If you use PO receipts, does your accrued purchases account balance to
your Received Not Invoiced report.
I am stealing his thunder buy Microsoft MVP Mark Polino has some scripts on
his blog for balancing subledgers. www.dynamicaccounting.net
Once you find the issue and the month, you can run a Financial Trial Balance
report per day and compare it to the AP Historical Aged Trial Balance report
to narrow the difference down to a day.
You should then be able to look for the detail on that day to see if there
is any differences. Also, be sure all of the GL transactions have been
posted. Check Batch Recovery for stuck batches.
Good Luck
Has the amount of the difference changed? If it is a carry forward that
doesn't change you are most likely going to need to make an entry to the AP
account number forcing a balance.
Good luck
--
Doug T
Create a SmartList that includes only the Accounts Payable account(s)
and excludes any source document that equals 'BF'. Be sure to include
the discount account if you are keeping track of it in a separate GL
account. Add the Originating Master ID to the SmartList. One thing
you'll notice right away is if there is no vendor ID, there's a
possible trx that's trouble. Export the list to Excel. Subtotal the
excel spreadsheet by Master ID. You'll need to add another column in
Excel to net the Dr and Cr columns. Now, the balance by vendor ID
should be equal to the Balance on your AP trial balance. Check each
vendor and for the ones that don't match you'll need to take a look at
the detail transactions and compare.
Good Luck!
Following are the things that could cause difference.
* The Historical Aged Trial Balance report is printed with
restrictions.
Print the Historical Aged Trial Balance report again with only a date
restriction.
* Not all accounts payable accounts are viewed in General Ledger.
Make sure that you view all accounts payable accounts in General
Ledger.
* Batches in Payables Management were posted to General Ledger.
The batch in General Ledger was changed or edited before it was
posted.
* Adjustments to the accounts payable account may have been entered
directly in General Ledger.
These transactions update the account in General Ledger.
However, these transactions do not update the Historical Aged Trial
Balance report.
* The date range on the Detailed Trial Balance report in General
Ledger does not match
the date range on the Historical Aged Trial Balance report in Payables
Management.
When you print the Historical Aged Trial Balance report, click to
select the
GL Posting Date check box in the Select Transactions For Report Using
area.
* Transactions were posted in Payables Management. However, these
transactions
were not posted to General Ledger if they were for beginning
balances.
If the Post To General Ledger check box is not selected in the Posting
Setup window
for the Purchasing series , the transactions will be posted to
Payables Management.
However, these transactions will not be posted to General Ledger.
* The Track Discounts Available in GL check box is selected in the
Payables Management Setup window.
Then, the net amount of the invoice will be posted to General Ledger.
Additionally, the remaining amount is posted to a discounts available
account.
Only the net amount will appear on the Detailed Trial Balance report
in General Ledger.
However, the invoice displays the gross invoice total on the
Historical Aged Trial Balance in Payables Management.
* Documents were voided in a different period than they were
originally posted.
The Detailed Trial Balance report in General Ledger may not match the
Historical Aged Trial Balance report.
For example, assume an invoice was entered on 1/1/2007. This invoice
was voided on 2/1/2007.
A General Ledger Detailed Trial Balance report is printed for 2/1/2007
- 2/28/2007.
The voided transaction will appear on the report.
If a Historical Aged Trial Balance is printed by using the same date
range,
the voided document will not print on the report because it has been
voided.
* If you want to balance the accounts payable account balance in
General Ledger to the Historical Aged Trial Balance report for a
certain period,
the balances from the Historical Aged Trial Balance report must be
reconciled to the net change
on the Detailed Trial Balance in General Ledger for the same period.
* If you want to balance the accounts payable account balance in
General Ledger to the Historical Aged Trial Balance report for a day
that is not in a certain period,
determine whether Payables Management has ever been balanced.
If Payables Management has never been balanced, the beginning balances
may be incorrect.
In this situation, balance the most current period first, and then
reconcile the previous months in reverse order.
* If posting interruptions have occurred, batches may not have been
posted
correctly to General Ledger, to Payables Management.
* Not all General Ledger batches were posted.
* When you print the Historical Aged Trial Balance report, you did not
click to select
the following check boxes in the Exclude area:
* Unposted Applied Credit Documents
* Zero Balance
* Credit Balance
* Activity
Click to select these check boxes, and then print the Historical Aged
Trial Balance report.
Note If you want to match the General Ledger Detailed Trial Balance
report
and the Historical Aged Trial Balance report by specific documents,
click to clear the Fully Paid Documents check box.
* If you use Multicurrency Management when you revalue,
you selected to post to the Purchasing Offset Account.
Regards,
Sheikh Asif
--
Victoria Yudin
Dynamics GP MVP
Flexible Solutions, Inc.
"Leslie Vail" <lesli...@earthlink.net> wrote in message
news:f0ab6b7b-84fc-44a0...@e10g2000prf.googlegroups.com...
I think I'll write this up and add the article to the Confessions II book.