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A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)

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Posted on by 129
Hello,

What would the reason be that an A/P Aging run in the Purchasing module wouldn't tie to a Smartlist A/P listing, where the same parameters are set?
The Smartlist has several numbers to net out (as they all appear as positives), am aware of that.
 
I'm looking for the quickest way to run an A/P Aging to excel, which is accurate. The one run in the purchasing module (and sent to CSV) is very clunky and outside of using a macro, is very cumbersome to deal with.
 
Can a report run in Smartlist be used as an AP Aging? Want to sure it is 100% accurate. I can add the aging buckets later on.
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  • A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)
    I had a similar situation in February. My variance was due to an invoice that posted to the AP trial balance but did not post to the AP GL. I had to narrow it down to a day and locate the transaction by the RCT. Hope this helps!
  • Suggested answer
    Lisa at AonC.com Profile Picture
    Lisa at AonC.com 2,965 on at
    A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)
    What criteria should be selected in the Report Options depends on how you want the data to appear.  For each open, ask how you want that item to appear (and remember, marking a box is a choice to exclude that item from the report).
     
    Document Date (versus Posting Date) is correct if that is what you want on the report.  (If you are trying to tie to the GL, I would argue Document Date is not the obvious selection).

    Since you are the one with access to review the data, you'll need to decide what works for your organization, testing the results as you go to confirm the results are what you need.  If your GP partner is familiar with your data/processes/organization, they are an invaluable resource to involve.
  • accountinguser2018 Profile Picture
    accountinguser2018 129 on at
    A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)
    What criteria should be selected here?
     
     
     
    Obviously use Document Date for both Smartlist and A/P?
  • accountinguser2018 Profile Picture
    accountinguser2018 129 on at
    A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)
    Thank you. The void option you mention below is selected, and there's still a variance. One vendor for example in Smartlist that doesn't show in Aging whatsoever.
  • Suggested answer
    Lisa at AonC.com Profile Picture
    Lisa at AonC.com 2,965 on at
    A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)
    >>couple vendors in the Smartlist not showing in the A/P Aging, does that sound familiar to anything you've encountered?

    This is a good place to start your research to determine why they are in SmartList and not in the Aging.  Not properly excluding voids on the SmartList favorite is the most common issue I see.




    >>Would you be able to provide guidance on the 'Reporting Services Reports'
     
    You need to check with your SQL DBA and/or your GP Partner if it is available/configured in your environment.
  • accountinguser2018 Profile Picture
    accountinguser2018 129 on at
    A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)
    Would you be able to provide guidance on the 'Reporting Services Reports' - how to run an A/P Detail Aging report the fastest way? Or any links available? Or any other way to run a nice A/P excel report?
  • accountinguser2018 Profile Picture
    accountinguser2018 129 on at
    A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)
    Thank you for your response. let me check GP later.
     
    If the GP export has a HIGHER A/P balance than the A/P Aging (from Purchasing module), and there are a couple vendors in the Smartlist not showing in the A/P Aging, does that sound familiar to anything you've encountered?
  • Suggested answer
    Lisa at AonC.com Profile Picture
    Lisa at AonC.com 2,965 on at
    A/P Aging doesn't tie to Smartlist A/P (Payables Transactions)
    There are endless ways I have seen things get out of balance:  Voids, partial payments, data errors, data entry errors, etc.

    I find the easiest way to reconcile it is to find a vendor that doesn't balance and compare the SmartList with the aging report and then work backwards to figure out what needs to change with the SmartList Search (or the report options).
     
    Confirming you are in balance to the GL is also an important data check as well.  
     
    If your environment has the Reporting Services Reports (SQL Reporting Services) enabled and available, generating the Aging Report there can help as there is an Save to Excel option.  (It isn't a perfect export, but a better starting point than a CSV/tab file.)

     
    Trying to tie out differences is probably beyond the scope of what can be done in a community post.

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