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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Aging doesn't matc...
Microsoft Dynamics GP (Archived)

Aging doesn't match Trial Balance receivable total

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Posted on by mhernley 4

Hey everybody,

I'm new to Dynamics and trying to clean up some things from the past.  When I look at the aging report in the Sales module it gives me a total of $843,689.03, but when I look at the Balance Sheet in the Financial model, it gives me $830,145.13 for receivables.  What could be the possible error in this?  I *think* it may have something to do with when I have created/applied debit and credit memos in the Apply Sales Document option in the Sales module, but I'm really not sure.

Thanks in advance for your help.

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  • Suggested answer
    twelvestrikes Profile Picture
    twelvestrikes 3,657 on at
    RE: Aging doesn't match Trial Balance receivable total

    Hi MHernley

    First lets start with which Trial balance report are you running?

    I would recommend that you use the Historical age trial balance an make sure you enter the correct Print/Age of date

    The next choice is to use the GL Posting Date or the Document Date.  This selection will also affect what you see on the report and ultimately what balance you use to compare to the GL.

    If after running with the Historical Aged trial balance and you have a difference, what I would try and determine is when the subledger and control account(s) were in balance.

    Once you know that you can move forward.  A quick glance at the GL trial balance for the control account(s) to look for Journal Entries or entries made in Bank Rec that affect the receivables control account. Remember a JE or bank entry only affects the GL not the subledger and this will definitely cause an issue.


    If nothing jumps out at you then I suggest you use the Reconcile to GL tool

    Microsoft Dynamics GP > tools > routines > financial > reconcile to GL

    This tool will show you matched transactions, potentially matched and unmatched transactions between the subledger and the control account(s).

    I suggest working one month at a time as the volume of data can be overwhelming.  Start with the first month that is out of balance and keep working forward.

    Also, don't forget to include all your control accounts if you have multiple control accounts setup for Receivables.

  • mhernley Profile Picture
    mhernley 4 on at
    RE: Aging doesn't match Trial Balance receivable total

    Thanks for your reply.  I've figured out where the discrepancy comes from, but I don't know how to go about fixing it in the system now.  I found the discrepancies when I ran the "reconcile to GL" reports.  They do indeed have to do with Debit and Credit memos created that were applied to outstanding amounts during cleanup of the Aging report.  What's the correct fix?  They are all in the umatched and potentially matched transaction sections of the reconciliation reports.

  • Suggested answer
    twelvestrikes Profile Picture
    twelvestrikes 3,657 on at
    RE: Aging doesn't match Trial Balance receivable total

    Hi Mhernley

    You say you found the discrepancies but don't give much information so I can't give you an exact solution.

    If the difference is due to posting in the subledger but not the GL, then you need to bring your GL into line with the subledger.

    2 ways to accomplish this.

    First way: Book journal entries in the GL to bring the AR control account(s) into line

    Second way,  void the debit and credit memos that don't exist in the GL.  Don't let these voids post to the GL as the original entries did not post to the GL

    then re-enter the debit and credit memos and let them update the GL.

    If the GL is correct and you need to reduce the balances in the subledger, turn off the posting to the GL or ensure that your posting option is set to post to GL and not post through GL.

    Enter and post the credit/debit memos for each customer that are required to bring the customer balances correct.

    If you have post to GL, then delete the batch that was created in the GL as you don't want to post this.

    If you turned off the posting to GL, be sure to turn it back on when you finish.

  • mhernley Profile Picture
    mhernley 4 on at
    RE: Aging doesn't match Trial Balance receivable total

    Sorry for the delay in response - I found the error in the "reconcile to GL" option, where it gives me the unmatched, potentially matched, and matched transactions.  I've found that all of the errors are coming from credit and debit memos that were made straight from the Transaction Entry option.  So to me it looks like these posted correctly to the Trial Balance (i.e. having a debit balance from the reconcile to GL spreadsheets), but they have not posted to the aging yet.  The aging report is $13k higher than the TB at this point, which matches the total for the debit/credit memos that were created and applied to various outstanding invoices.  So, I think that for whatever reason whey they were applied (under the "Apply Sales Document" option), they did not take off the transaction correctly from the Aging report.  Does this make sense?  If so, which of the options you recommend would correct this?

    Thank you for your help!

  • twelvestrikes Profile Picture
    twelvestrikes 3,657 on at
    RE: Aging doesn't match Trial Balance receivable total

    I am not fully understanding you.  If your GL trial balance shows more than the AR subledger trial balance (Aging), then one of three things has happened.

    First one, is that you entered Receivables transactions as a journal entry by passing the AR subledger.  To remedy this, reverse the journal entries and enter the transactions into Receivables transactions and make sure to post to the GL.

    Second is that you posted Receivables transactions, but deleted the batches in the GL so that the subledger was updated but not the GL.

    Third is a timing issue where you have an aging by document date that is different than the GL posting date. Example, document date March 31 but posting date of April 1.  When you run aging as at march 31, the transactions appear on the AR aging but when you run a GL trial balance, the transactions don't appear because the posting date is April 1 and you have a cut off of March 31.

  • mhernley Profile Picture
    mhernley 4 on at
    RE: Aging doesn't match Trial Balance receivable total

    I will have to wait until I close April next week to see what's going on.  I can't tell right now unfortunately, and being new to Dynamics my knowledge is limited on how to pull certain reports/how the timing works on different things.  I know that it has something to do with creating the debit/credit memos, I'm just not sure what/why.  Perhaps it is because when they were created, both debit and credit were charged to receivables?  So the debit memo was created to offset a receivable on, but the GL accounts had a net zero affect on receivables.  Does that make it any more clear? I am thoroughly confused at this point!  I think after April is closed and I can run reports before anything is posted in May that may help.

  • mhernley Profile Picture
    mhernley 4 on at
    RE: Aging doesn't match Trial Balance receivable total

    Hello again - I have figured out where I went wrong definitively, but am unsure how to fix it.  It seems that something is not communicating in Dynamics.  The differences have all come from debit and credit memos entered that were put toward outstanding invoices.  Most of them appear to be cleanup of outstanding amounts that just needed to come off the books.  There is one that is not a debit/credit memo - this was last month when I received a payment that we had no invoice for, so it was not put toward any outstanding invoice, it was just put toward a prepayment.  When added together, though, all of these equal the discrepancy between the balance sheet receivable total and the aging total.

    Do you know how to go about fixing these? I found all of this on the reconcile to GL that you recommended, and all of these showed up on there.

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