Question Status

Unanswered
Lisa Vowell asked a question on 26 May 2010 1:00 PM

Hi,

We just implemented SL 7.0 in January.  There is a difference between our AP account balance and the vendor period trial balance.  Is there a report that can be run, or any easy way to see an entry that hit AP directly? 

Thanks!

Lisa

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Laura_Barber responded on 26 May 2010 5:32 PM

Hi Lisa,

If you want to see transactions posted to the AP Control account which did not originate in the AP module, print the Detail GL report.  On the Select tab, you will have a two line entry like this. 

AccthistAcct      Equal     2000

GlTranModule       Not Equal     AP

The field names are in the format Viewname.Fieldname and I have not typed the whole thing, but you will be able to see the fields I have named when you use PageDown in the Select tab.

Laura

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Toni S. responded on 27 May 2010 5:37 AM

Hi lisa!

I have a reconciling spreadsheet I made that walks you through the various things that can cause this... since we cannot upload files, I will attempt to paste it...

 

  

Month-end AP Account Balancing

For month of: ________________________________

Date: ___________   

Note: Be *SURE* all reports are set to the current period, and GL is in same period as AP.  Change 21000 to the AP Account you are balancing to the GL.   This sheet assumes that prior month was in balance.

 

 

Report name

Select Parameters

check for done, or amount

1.  Run AP Batch Register for unreleased.

AP Batch Register

BATCH.STATUS   IN

S,H,I,R,T,B,K

Should be no batches

2.  Ensure no future batches

AP Batch Register

Report tab next per to 12-9999

Ensure no batches to, say, 1-3008

3.  Post all batches in GL.

GL Post transactions screen

   
Begin actual balancing:      

4. GL Account 21000 Balance

GL Trial Balance

none

$_________________

5.  Non-A/P entries 21000 (add credits, subtract debits)

GL Detail General Ledger

ACCTHIST.ACCT=21000
GLTRAN.MODULE NE AP
-  DR $________________+ CR $________________

***Adjusted GL Balance

 

 

$_________________

6. Vendor totals Balance

Vendor  Period Trial Bal or Per Sens’ve Aged  AP

APDOC.APACCT = 21000

$_________________ Should equal Adj GL balance above. If not, follow steps 7-11

7.  Ensure no mis-posted voucher credit items

AP Transactions

APTRAN.TRANTYPE In VO,AC  (and) APTRAN.ACCT = 21000

Should be no entries->debit col. should be 0.00

- DR $_________________ 

8.  Ensure no mis-posted voucher debit items

AP Transactions

APTRAN.TRANTYPE In VO,AC  (and) APTRAN.ACCT <> 21000

Should be no entries->credit col. should be 0.00

+ CR $_________________ 

9.  Ensure no mis-posted AD/CK debit items

AP Transactions

APTRAN.TRANTYPE In HC,CK,AD  (and) APTRAN.ACCT = 21000

Should be no entries->credit col. should be 0.00

+ CR $_________________ 

10.  Ensure no mis-posted AD/CK credit items

AP Transactions

APTRAN.TRANTYPE In HC,CK,AD  (and) APTRAN.ACCT <> 21000

Should be no entries->debit col. should be 0.00

- DR $_________________ 

11.  Subtract Prepayments

AP Transactions

APTRAN.Trantype = PP and APTRAN.ACCT = 21000

$________________ ( subtract this...the Per rpts do not include these because they assume a different account for prepays.  If you use the same account, then this will affect the total)

***Adjusted AP Balance  

 

$________________

 

let me know if you have questions about it. (if you paste it back into Word, it might look better)

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Lisa Vowell responded on 28 May 2010 1:54 PM

Thank you both for your help, much appreciated!

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