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Payables balancing issue

  • 1.  Payables balancing issue

    TOP CONTRIBUTOR
    Posted 20 days ago
    Have always balanced to the penny with parables and in October we are way out of balance and have exhausted everything we know to find the discrepancy.

    Any suggestion on steps to take or a skilled payable resource to understand where and why the out of balance occurred?

    Thanks as always!


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    Jeff Roe
    Kele Inc
    Bartlett TN
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  • 2.  RE: Payables balancing issue

    GOLD CONTRIBUTOR
    Posted 20 days ago
    Hi Jeff,

    The usual culprits are unposted GL batches that originated from Payables (e.g. PMTRX, PMCHK, PMVPY)... and there might batches in the Batch Recovery window.

    In case you might have checked those out already, then there's a number of other scenarios listed in the KB below:

    Information about differences when you reconcile General Ledger to Payables Management or to Receivables Management in Microsoft Dynamics GP
    https://support.microsoft.com/en-ph/help/866570/information-about-differences-when-you-reconcile-general-ledger-to-pay

    You might want to check the values on the GP native reports as well in case you're using other reporting tools.


    ------------------------------
    Gerald Buenafe
    Owner/Consultant
    BTP Technologies LLC
    CHANTILLY VA
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  • 3.  RE: Payables balancing issue

    Posted 20 days ago
    Hi Jeff,

    Have you ever tried using the "Reconcile to GL" function in GP? It located on the Financial >> Routines section of the area page.
    When you hit Process an Excel report will be generated and it will show you if there are unmatched transactions between the GL and AP module.

    Thanks,

    Diane



    ------------------------------
    Diane Hays, CPA, MBA
    Senior Consultant
    Alta Vista Technology LLC
    Chippewa Falls WI
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  • 4.  RE: Payables balancing issue

    TOP CONTRIBUTOR
    Posted 20 days ago
    Yes we did do that

    Thanks

    ------------------------------
    Jeff Roe
    Kele Inc
    Bartlett TN
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  • 5.  RE: Payables balancing issue

    SILVER CONTRIBUTOR
    Posted 19 days ago
    Jeff

    Have there been any voids done in November that were posted the subledger in Oct, but the GL in Nov, or vice versa? Is Nov in balance? Is Sep still in balance? I am thinking someone may have made an entry to a prior period that is causing the variance to show in Oct, but it actually traces back to a year end audit adjustment or something like that, that was entered since you completed the Sep reconciliation.

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    Bill Schulz
    Turnkey Technologies, Inc.
    St. Charles MO
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  • 6.  RE: Payables balancing issue

    TOP CONTRIBUTOR
    Posted 15 days ago
    @Jeff Roe,

    When you say that you ran the Reconcile to GL tool, you didn't mention what the results were. That tool should give you a list of the Unmatched, Potentially Matched and Fully Matched transactions for the time period that you ran it for. As @Gerald Buenafe mentioned in his latest answer to your post, you should make note of the last time that you actually balanced and then start running the Reconcile to GL Routine on a month by month basis to examine your differences. Drill back on to all of the transactions that do not match and then ask yourself how the transaction should have been recorded to keep your sub-ledger and GL in line.​​ I would be happy to do a quick web meeting with you to take a look if you want. Thanks for the shout-out @Wade Wiers!



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    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
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  • 7.  RE: Payables balancing issue

    Posted 18 days ago
    Hi, Jeff -

    We recently ran into this issue and @Barbara Gavron was able to help us get it fixed. She'll correct me if I'm off on these details, but I created a Manual Payment for items in the AP module but realized the date was incorrect, so I voided them using the Void Open Transactions. This was an issue because they weren't applied to an invoice yet, so it caused a difference between the GL and the AP module.

    I hope that helps a little!

    ------------------------------
    Wade Wiers
    Girl Scouts of NYPENN Pathways, Inc
    Cicero NY
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  • 8.  RE: Payables balancing issue

    GOLD CONTRIBUTOR
    Posted 18 days ago
    Hi Jeff,
    Do you have a baseline when the GL and AP matches?
    You could try sampling by using the dates between, when it matches and not matches.
    Run a GL Trial Balance with the date and run the same date in AP until you can figure out which date has the problem.  From there you can figure out what happened on that day.

    Let me know if you need help.
    You can email me gbuenafe@btptek.com or call me 703 906 9407
    Thanks!

    ------------------------------
    Gerald Buenafe
    Owner/Consultant
    BTP Technologies LLC
    CHANTILLY VA
    ------------------------------

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  • 9.  RE: Payables balancing issue

    TOP CONTRIBUTOR
    Posted 15 days ago
    @Jeff Roe:

    These have been the best help for us:
    • Run the usual Historical Aged TB (by Document Date) as well as a TB by the GL Posting Date. Compare the two to find the additional transactions that are on the GL Posting Date Report. This indicates transactions posted in the current month with invoice dates that are in the next month. If the invoices haven't been paid you can void and re-enter them in the correct month.
    • Look for future dated posted invoices that are paid in the previous month (Ex: January posted invoice paid in December will affect December TBs). These transactions will show as a credit (PMT) on the AP Historical Aged TB (CRM is ok).
    Thanks

    ------------------------------
    Joni Finnell
    GP Projects/Troubleshooter
    Consumer Support Services, Inc.
    Newark OH
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  • 10.  RE: Payables balancing issue

    TOP CONTRIBUTOR
    Posted 14 days ago
    I have written several blogs on balancing the GL to the subsidiary journals:

    https://dynamicsgptipsandtraps.wordpress.com/

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    Bruce Strom
    Programmer Analyst
    Superior Lighting, Inc.
    Sunrise FL
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