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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / AP on BS & Trial b...
Microsoft Dynamics GP (Archived)

AP on BS & Trial balance not reconciling with subledger

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Posted on by Rita Wong 400

Hi,

For Accounts Payables, we're using the Payables Historical Aged TB report to support the number showing on the balance sheet.  But they're different and we can't figure out why it would be.

An old check was voided & GP automatically voided it on the original date - which threw out the bank rec.  This was corrected so the bank rec is now balancing to the figure on the balance sheet.  We also reprinted the Payables Historical Aged TB and this report shows the correction.

However, the balance sheet and Trial balance didn't up date?!  Am I using the wrong report to balance the GL to the subledgers?

 

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  • Hossam Fathy Profile Picture
    Hossam Fathy 2,611 on at

    If You use GP9 so Try to use smart list, select the GL accounts you want and add column for originating module so you can know what transaction done on the selected accounts not from AP.

     

    If using GP10 use reconcile to GL

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,623 Super User 2025 Season 2 on at

    Rita, there are a number of causes for control accounts not tying to their subledgers, including manual journal entries to the control account, transaction posting to incorrect accounts (should have posted to AP but posted to a different account), posting to incorrect periods, voided documents posted to the incorrect period, etc, etc.  Also, it's possible you don't have the correct settings in the AP Trial Balance report definition.  Make sure you're running the 'Historical Aged Trial Balance' and in the 'Exclude' section, that all boxes are checked EXCEPT for 'Crredit Balance'.

    The task of reconciling used to be a hunt and peck process before GP10.  If you;re using GP10, then you have the 'Reconcile to GL'  tool available to you.  This tool analyzes the transactions in the sub ledger (in this case, the AP Trial Balance) and compares those transactions to transactions in the GL.  Where a definite match occurs, such is indicated on the Excel file produced by the Reconcile tool.  Where a match doesn't exist, or the match is not 100% definite, those are indicated in the Excel file also.

    If you're on GP9 or prior, then the task is more difficult.  As Hossam suggests, you'll need to analyze your AP account transactions to determine the source of the transactions and whether they hit the correct period.  Once you have the offending transactions isolated, fix what you can.  Any remaining difference will likely require a journal entry to bring the AP account into balance with the APTB.  Once you're reconciled, go the AP Account Card and uncheck the 'Allow Account Entry' box to prevent manual journal entries posting to the account.  In fact, you should do this for all your control accounts. 

    I also suggest to my clients to reconcile the account more frequently than monthly.  Biweekly or even weekly may make sense, depending on the transaction volume in your environment.  It's a lot easier to find these little glitches and correct them when the volume of data to pore over is lower.

    Oh, one other thing, check out 'The Closer' from www.reporting-central.com.  This is a 'Reconcile to GL' tool on steroids that works with any version of GP.  If I were managing a GP environment, this would definitely be in the toolbox.

    Hope this helps.

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