Microsoft Dynamics GP (Archived)

Matching AP between subledger and GL

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Posted on by Alaa Ramadan

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Hi,

I am trying to match the AP Control account balance in GL with the AP balance in the subledger

I know exactly what is AP Control Account balance in a certain date, i am not sure which trial balance report in AP module i should use to show the matching balance.

appreciate any help

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mpolino on at

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Use the AP Historical Aged Trial balance to get the AP subledger balance and compare it to the GL balance for the same period using the GL Summary Inquiry or the GL Trial Balance.

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Richard Wheeler 75,850 Moderator on at

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Tools->Routines->Financial->Reconcile to GL and then choose Payables Management. You can ener you GL AP account number and attmept the find what is causing the difference.

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Alaa Ramadan 4,130 on at

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Thank you Mark & Richard,

Actually the issue that I have is kind of strange

I know exactly where is the difference but not sure how to fix it

I have the following transactions:

-Credit note of $1000 on July 2012

-Invoice of $600 on Jan 2013

-Invoice of $300 on Jan 2013

In Jan 2013, The credit not has been applied against the 2 invoices above

When attempt to reconcile AP for Jan 2012 it shows the difference of $100

When I checked all the earlier months back from Dec 2012 back to July 2012, The same difference even though the AP previously was reconciled perfectlty for those periods

When I look at the credit note form the GUI, it suppose to show $100 unapplied but in my case it show the remaining amount of $0

How do I fix this, and which table I should use

Thank you,

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L Vail 65,271 on at

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The first thing I would do is use the Reconcile Payables Accounts window to reconcile payables.

Taken from the Help file:

In the reconcile process, you'll verify that unapplied payments, unpaid finance charges, and current balance totals accurately reflect the transaction amounts posted for them.

If Payables Management is integrated with Purchase Order Processing, reconcile Purchase Order Processing before reconciling Payables Management. You should verify purchase order information first because reconciling Purchase Order Processing might change information reconciled in this window.

Back to me:

After that I would check links payables.

The field that indicates what might be unapplied is the Current Transaction Amount. If the current trx amount is zero, then you won't have any remaining amount to apply. Before monkeying with the tables, be sure the amount is a mistake. To 'open' the vendor credit back up if it's apply amount got hosed, you'll need to get the transaction back into the PM20XXX tables. Look at the details in the PM30XXX tables and figure out what went wrong.

You may be better served to give up on this one. Can you void the historical transaction?

Leslie

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Alaa Ramadan 4,130 on at

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Thank you Leslie,

I went through all the steps that you referred to from the reconcile to check links, still showing the exact difference

More interesting is when I run the Aged trail balance without any date option(up to date) it match the up-to-date balance in the GL and this what makes me reluctant of looking at the option of moving back the records from 3xxxxx tables into 2xxxx tables

I cannot void the subject issue (credit note transaction as it belong to a closed period)

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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Alaa, you may have already reached this conclusion but if it were me, for $100 difference, and considering that the balances match today, I would ignore that difference and move on. It apparently was a transaction which effect has been flushed out with time.

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Alaa Ramadan 4,130 on at

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I coould not ignore this ssue simply because it is more than $100, secondly the difference shows now with the periods that previously has been reconciled

When i said it match with the up-to-date balance i meant whenever i run the AP aged report without giving any date

but the moment i specify the date even it is future date then it shows the difference

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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My apologies Alaa. I misunderstood what you were saying.

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L Vail 65,271 on at

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H3730.payables-apply-zoom.png"/resized-image.ashx/__size/550x0/__key/CommunityServer-Discussions-Components-Files/32/6471.trx-inquiry-zoom.png" border="0" />

When you zoom back on the Unapplied Amount, you will see something like this:

Do you see all $1,000 applied, or is there still an outstanding $100?

If you look up each of the applys, what are the apply dates? For instance, if you go onto the PM10200, PM20100 and/or PM30300 table you have several dates:

DOCDATE
DATE1
GLPSTDT
APTODCDT
APPLYFROMGLPOSTDATE

Does the analysis of these dates reveal anything?

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Alaa Ramadan 4,130 on at

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No worries Frank, I am sure part of it the way i explained

Thank you Leslie for your effort. i looked again at those windows.

There are 2 apply notes only for the that credit note

the remaining amount is zero even though the total applied amount is less than the documet amount !

PM20100 showing the two applied invoices

PM10200 has no records related

PM30300 showoing the two applied invoices

PM30200 showing 3 records on for the credit note, 2 for the invoices applaied to

there is nothing alarming in the dates in those tables

the credit note date was in July 2012

the 2 invoices created on Jan 23, 25 2013

the apply applied on the same date the invoices created

The issue appeared only after the apply happened!

***I made the following changes in a test company has the same data as live, i want to make sure if it is safe to apply on production

- I removed the credit note trx from PM30200 and Inserted it back into the PM20000

- I update it the CURTRXAM fields for the same trx in PM20000 to show the remaining unapplied amount which reflect the difference

When i look at it from the GUI now, all looks fine to me.

The TB matched between GL & AP as Jan 31st, and the Credit Note trx is now showing the remaining amount (unapplied amount)

Do i miss any thing else?

Thanks again!

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