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Reconciling AP subledger

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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