Hello Braw,
With regards to your response, when you run the PM HATB report and compare it to the GL TB report, are these in balance. If these are in balance you shouldn't have an issue as these are the two reports Microsoft will stand behind when you reconcile them.
As you are looking at the summary windows, if the reports above are correct, you can try to reconcile your Payables and General Ledger to see if it corrects your summary values. I recommend running this in test as we don't have a way to know what the process will do. In general, the Reconcile process will update your Summary Amounts based on your Detail Amounts.
- Payables.
- Purchasing >> Utilities >> Reconcile
- General Ledger
- Financial >> Utilities >> Financial >> Reconcile
If that does not help, you can possibly use the following to determine what is causing the difference between your PM and GL.
- Print the following reports:
- GL Trial Balance-Detail, printed for the period being reconciled and for the control accounts being reconciled back to the subsidiary Payables Management module
- PM Historical Aged Trial Balance-Detail, restricted to the same date range the GL Trial Balance-Detail was printed on
- PM GL Distribution Reprints, printed from the Payables Posting Journals window (Reports | Purchasing | Posting Journals)
- Determine the audit trail codes for each transaction affecting the General Ledger entry by zooming back to these entries from the General Ledger Detail Inquiry window (Inquiry | Financial | Detail). From this window, put in the GL control account for PM
- Reprint the PM GL Distribution Detail Report for these audit control codes and be sure the totals on these reports 'foot back' to the individual entries on the GL Detail Trial Balance. If you're posting in summary from Payables Management to General Ledger, only the totals of each PM GL Distribution Detail report will appear on the GL Detail Trial Balance.
- Once the totals are matched, check the individual entries that make up the PM GL Distribution reprint journals and foot the vouchers back to the PM Historical Aged Trial Balance. Errors that may cause the two modules to be out of balance include transactions not posting to the correct GL accounts when posting from Payables Management or transactions appearing on the GL Detail Trial Balance for the Payables Management control accounts which didn't originate in Payables Management.
Alternatively, you can use Smartlist to attempt to locate the cause of the issue.
Using Smartlist would be your next best thing. This is because the Smartlist report already has header information and it details out the transactions in PM. Together with the Reconcile to GL report, you can check the distributions that make up the PM transactions then use them both to tie with the GL Detailed Trial Balance.
Another suggestion is within Smartlist, open up the Payables Transactions Smartlist object. Add the column Posted Date. This column stores the date from your computer of when the document was physically entered in payables. Even if the document date was for the previous year, the posted date stores the date of when you physically entered it. You can compare the Posted Date to the Posting Date (holds the Document Date) or the Document Date as well. You can narrow your search by entering this month's Posted Date since you were in balance last month. This will tell you all of the transactions that were entered in Payables since then and you can compare your GL report to that and see if one module is missing the transaction, has a different document date, or a wrong amount as well (possibly the batch was edited in GL before it was posted).
Next, you will want to open the Account Transactions Smartlist object. Add the column Originating Posted Date. This stores the Posted Date (system date) from the originating module. Even if you change the batch date, this stores the date of when it was entered. You can compare the originating posted date to the trx date (document date) in account transactions as well to see if they vary from what your payables transaction report returns. For example, if you were in balance last month, then you can create a report for the payables transactions based on the system date range and then create a report for GL (using the Account Transactions Smartlist object) for the system date range. This way, you can compare when the information was physically entered in the system (even with a different document date between modules). If one of the modules has the transaction posted and the other is missing, you can determine if the transactions were posted with a different date in GL than in Payables.
Lastly, if the above is not helpful and you still see a difference, you will need to hand tick and tie both the PM HATB and GL TB to determine where you are off.
I hope this helps!
Thank you!
Brandon Jarrett | Microsoft Support Engineer.
