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Historical Ages Trial Balance off

  • 1.  Historical Ages Trial Balance off

    TOP CONTRIBUTOR
    Posted 19 days ago
    Hello,
    We have a situation going on and I am hoping someone can shed some insight.
    Our ledger is off from June 26 to June 27.
    If we run the HATB as of June 26 we have a customer who shows they have $25482.21 in unapplied payments.  These are because they have scheduled payments that are not due until Sept 1st so they are left unapplied.  This is what is should show.  If we run the HATB as of June 27th, these payments are not showing up.  This is making us off by that amount compared to the GL.
    These payments are still open because if we go into apply sales documents, they are there to select.
    The only other activity for this customer was that we did do two cash receipts on the 27th for this customer but they were for invoices that were due and open.
    Any info would be great.
    Thanks,

    ------------------------------
    Katie Pieczynski
    Accounts Receivable Manager
    DANSR
    Champaign IL
    ------------------------------


  • 2.  RE: Historical Ages Trial Balance off

    Posted 18 days ago
    #Accounting

    Hi there,

    Your post made me think of two things that have confused us before when our HATB seemed wrong.

    This may sound silly but sometimes someone in the department runs the HATB for a specific date range then saves the report then when I go to run the report I don't notice the date so my report seems wrong.  Once I remove the date all seemed to be fine.

    Another issue I've had is if a customer technically has a zero balance; this could be open invoices but also a credit (or unapplied pmt) making it seem like customer has a zero balance then the info will not show up on the report.  Also see if the "Unposted Applied Credit Documents" is checks and maybe uncheck it and rerun report.

    Hope this helps!

    ------------------------------
    Cynthia Peck
    Accounts Receivable Manger
    MSS Solutions, LLC
    Charlotte, NC
    ------------------------------



  • 3.  RE: Historical Ages Trial Balance off

    TOP CONTRIBUTOR
    Posted 18 days ago
    Thank you for the reply.
    Unfortunately we have tried both of those.  The issue is, on the 26th if we run the HATB and the GL for AR we match.
    If we run it for the 27th, we are off by that customers amount of payments.  It is like they just disappeared.

    ------------------------------
    Katie Pieczynski
    Accounts Receivable Manager
    DANSR
    Champaign IL
    ------------------------------



  • 4.  RE: Historical Ages Trial Balance off

    GPUG ALL STAR
    Posted 18 days ago
    @Katie Pieczynski,

    Just to ask do you have the Credit Balance checked? If so then if what you are saying would be correct that you want to exclude any customer that has a credit balance, which it sounds like this customer has.​

    ------------------------------
    Bert Green
    GP Developer/GP Administrator
    Berger Transfer & Storage, Inc.
    Saint Paul MN
    GP2015/MR CU11
    GPUG All Star 2017
    ------------------------------



  • 5.  RE: Historical Ages Trial Balance off

    TOP CONTRIBUTOR
    Posted 18 days ago
    No we do not have it checked.  The report has the exact same criteria both times we run it.  The only difference is the date of the Print/Age as of.  We run it for the 26th and then again for the 27th and that is when it is off.

    ------------------------------
    Katie Pieczynski
    Accounts Receivable Manager
    DANSR
    Champaign IL
    ------------------------------



  • 6.  RE: Historical Ages Trial Balance off

    TOP CONTRIBUTOR
    Posted 17 days ago
    Hi Katie,

    Has it been confirmed that these Unapplied Payments indeed have outstanding balances using the Receivables Transaction Inquiry window (i.e. Unapplied Amount <> 0)?

    A fully applied payment in OPEN status can still appear in the Apply Sales Documents window (unless it's in HISTory already)...

    Have you tried running the Receivables Management Reconcile (Current Customer Information, Outstanding Document Amounts)? This can be set to 'Print Report Only'...





    ------------------------------
    Ryan Galang
    BTP Technologies LLC
    Chantilly VA
    ------------------------------



  • 7.  RE: Historical Ages Trial Balance off

    TOP CONTRIBUTOR
    Posted 17 days ago
    @Katie Pieczynski,

    Here are a few more ideas:

    1) Run the Reconcile to GL routine for just the date of June 27. Does anything stand out?
    2) Examine the distributions for the transactions in question. Is the transaction type correct? In other words, does the line item referring to Accounts Receivable have the proper AR account associated with it?
    3) Is this the first time that this is an issue? Last month this didn't happen? If it was correct last month, take the 2 months' transactions and lay them side-by-side and see what may be different.

    Keep us posted! I am really curious what the issue is now and once you find it, I am going to make sure that I document it in my files in case it comes up again.​

    ------------------------------
    Barbara Gavron
    Atlantic Beach / Jacksonville FL
    904-536-0129
    ------------------------------



  • 8.  RE: Historical Ages Trial Balance off

    TOP CONTRIBUTOR
    Posted 13 days ago
    Hi Barb,
    We will try running the Reconcile just for the 27th and also take a look at the distributions.  I will definitely let you know.
    This had not happened in the past.  The customer originally placed their order in March with the terms "Fall Dating"  So with that term we set up 3 scheduled payments for them with the first payment due date 9/1.  So the scheduled payments do not even come due until September.  This customer decided to start paying little by little in May so these "open" payments have been sitting on their account since May and we have never had any issue like this.
    I will keep you updated.
    Thanks,

    ------------------------------
    Katie Pieczynski
    Accounts Receivable Manager
    DANSR
    Champaign IL
    ------------------------------



  • 9.  RE: Historical Ages Trial Balance off

    TOP CONTRIBUTOR
    Posted 11 days ago

    HI Barbara,

    I am having trouble logging into GPUG at the moment (the sign in box isn't showing up) but I wanted to let you know what progress we made on this.  So if we run the HATB and uncheck the "Exclude Fully Paid Documents" then the payments show up and the HATB matched the GL.  It is just strange how if we run the HATB for any other month, they show up except for anytime after June 26th.  I have my GP partner copying over our live data to our test company so we can mess around with it and see what we come up with.

    Thanks,

     

     

    Katie Pieczynski

    Accounts Receivable Manager

    217-531-0620 x 113

    www.dansr.com

     






  • 10.  RE: Historical Ages Trial Balance off

    TOP CONTRIBUTOR
    Posted 9 days ago
    Hi Barbara,
    So we were able to play around in the test company after copying over our live data.  I think we figured out what is causing this but we are still not sure on why it is doing this unless this is just a normal GP thing that we have never experienced. I will try to explain without being too confusing.

    So to start from the beginning, our customer has three different scheduled payments on their account.  They are all scheduled to have a due date of 9/1 and again on 10/1 and 11/1.  We did not post the individual schedules so they are sitting in the installment bucket.  When we would run the HATB for them it would show any open regular Net 30 invoices and the schedule of the total amount due (but it would not be included in their total balance)  The customer started making payments for these scheduled payments but since we have not posted them we left the payment un applied on their account.  Everything was working until June 27th.  On June 27th the customer sent in two checks for net 30 invoices that were due in June.  We did the cash receipts and applied them. This cleared up their account except for the scheduled payments that would come due on 9/1. After that if we ran the HATB for them it showed nothing on their account.  The schedules and the open payments were missing.

    So today in our test company we voided the two payments that we received on the 27th for the net 30 invoices.  After we did that we ran the HATB and magically all of the open payments and the schedules were there.  (again the schedules are not in the actual balance but they are shown under the amount column)
    So it appears that when we entered the cash receipts for the two invoices (and this cleaned up their account for any open invoices except the scheduled ones) GP thinks their account has a zero balance.  Which it does technically since the scheduled payments are not due until 9/1.  If we run the HATB and uncheck zero balances, then the schedules and open payments show up.

    The strange thing is that we ran the HATB on 8/30 and 9/30 and it still was blank but then we ran as of 10/30 and all the scheduled payments and open payments showed back up.

    so again I get why GP would think they have a zero balance as of 6/30 but we still need the HATB and the GL ledger to match.  (for our bank)  We can get it to match if we uncheck the zero balance.

    Hopefully this isnt to confusing.  If you have any questions just let me know.
    Thanks,

    ------------------------------
    Katie Pieczynski
    Accounts Receivable Manager
    DANSR
    Champaign IL
    ------------------------------



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