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AR Trial Balance Not Tying to GL

  • 1.  AR Trial Balance Not Tying to GL

    Posted 12-16-2020 13:12
    A customer running Sage 100 Advanced 6.2.0 with Job Cost is running into an issue with the AR Trial Balance not tying to the GL. The problem started a couple of months ago when I upgraded them from version 2016.

    The only 2 journal types being posted to the AR account are job billings and cash receipts. My first thought, of course, is that someone had entered a journal entry in the AR account. However, that's not the case. Only JC and AR are posting to the GL.

    Also, the GL is in balance.

    I double checked all of the registers in Paperless Office to make sure they had posted to GL properly.

    I don't know if it's just coincidence that it started happening right after the upgrade.

    ------------------------------
    John Shaver
    Chief Value Officer
    Axiology
    Knoxville TN
    (865) 389-3600
    ------------------------------


  • 2.  RE: AR Trial Balance Not Tying to GL

    Posted 12-16-2020 13:20
    Updated the daily transaction register to be on the safe side?

    Does the OOB amount fluctuate month to month (or day by day?  Was it in balance the day of conversion?

    ------------------------------
    Jeff Schwenk
    FORMER 90M Board Member
    Bottomline Software, Inc.
    Waynesboro VA
    540-221-4444
    ------------------------------



  • 3.  RE: AR Trial Balance Not Tying to GL

    Posted 12-16-2020 13:47
    Check that the DTR is blank by printing from the GL module (in case something is posted half-way).
    Look for the AR control account used where it should not be (i.e. a /M line on an invoice, or a GL line on a Cash Receipt...).
    Verify there are no postings to the account with Source Module = GL (because source journal for a GJE can be set to match module postings, making them harder to detect).
    Look in Division maintenance for a different account used as AR Control.
    If you have Multi-Currency, check the currency gain/loss postings for anything weird.  There was an issue last year which has since been corrected...

    ------------------------------
    Kevin Moyes
    Technical Systems Analyst
    Munjal White Consulting Co.
    Toronto ON
    ------------------------------



  • 4.  RE: AR Trial Balance Not Tying to GL

    Posted 12-16-2020 13:52
    If all of the DTRs have been updated, print the AR aging as of 12/31/2999 and see if the total is different than the AR aging balance as of today.  An invoice could have been entered with a future date.  See if there are any future years created in fiscal year maintenance.  A DTR could have been posted to a future year.  If so, print the GL detail by source for the future year(s) to get the inadvertant GL entries you need to reverse.

    ------------------------------
    Doug Higgs
    Midwest Commerce Solutions, Inc
    (312) 315-0960
    Assistant to the Traveling Secretary
    ------------------------------



  • 5.  RE: AR Trial Balance Not Tying to GL

    Posted 12-16-2020 14:28
    Edited by John Shaver 12-16-2020 14:29
    • I double checked the DTR in GL. Everything is posted.
    • The OOB amount fluctuates from month to month. I'll check on day to day. Yes, it was in balance before the upgrade.
    • I'll check the AR control account postings and settings.
    • No MC for them.
    • Will definitely check AR aging with a 2999 date and will look at future dated transactions.

    Thanks for the suggestions @Jeff Schwenk @Doug Higgs @Kevin Moyes! It's just weird that it went sideways after the upgrade. It tied in every month before that.

    ------------------------------
    John Shaver
    Chief Value Officer
    Axiology
    Knoxville TN
    (865) 389-3600
    ------------------------------

    Original Message


  • 6.  RE: AR Trial Balance Not Tying to GL

    Posted 12-16-2020 15:04
    Is your issue with the aging or the trial balance report?  Invoice dates don't impact the TB.  Since you jumped from v2016 to v2020, I would focus on the JC set ups for posting to the GL as that module is the new framework now.  Greater chance the mishap happened in this module.

    ------------------------------
    Jeff Schwenk
    FORMER 90M Board Member
    Bottomline Software, Inc.
    Waynesboro VA
    540-221-4444
    ------------------------------

    Original Message


  • 7.  RE: AR Trial Balance Not Tying to GL

    Posted 12-17-2020 12:54

    It's the trial balance.

    I haven't found any future dated transactions.

    Since the variance amount hasn't changed since the end of November, I'm going to ask them to check it every day. That way it should be easier to isolate.



    ------------------------------
    John Shaver
    Chief Value Officer
    Axiology
    Knoxville TN
    (865) 389-3600
    ------------------------------

    Original Message


  • 8.  RE: AR Trial Balance Not Tying to GL

    Posted 12-17-2020 13:13

    I haven't seen this problem in a few years, but a while back I had a client where this occurred fairly regularly. The cause was usually an invoice register update that failed part of the way through and was then restarted and completed successfully. Depending on where the update got stuck, you could end up with an extra record in AR_TransactionPaymentHistory or AR_OpenInvoice. Sometimes the restart would generate a new AR_InvoiceHistoryHeader record with a HeaderSeqNo of "000001". If you see any invoices in history with this header, check AR_OpenInvoice and AR_TransactionPaymentHistory for records with the same invoice number, but with sequence records for "000000" and "000001". If you find duplicates, you may need to delete the records with the "000000" sequence number since that invoice was replaced. I had a series of Crystal reports that checked the for sequence numbers that were not "000000" and was usually able to find the problem that way.

     

    Raymond Westcott

    Business Software Consultant

     




    Original Message


  • 9.  RE: AR Trial Balance Not Tying to GL

    Posted 12-17-2020 13:16

    Interrupted / restarted postings can certainly cause this kind of problem.



    ------------------------------
    Kevin Moyes
    Technical Systems Analyst
    Munjal White Consulting Co.
    Toronto ON
    ------------------------------

    Original Message


  • 10.  RE: AR Trial Balance Not Tying to GL

    Posted 12-17-2020 13:03

    If you know the day it didn't tie out you could start digging into the journals that posted on that day.  For example, if you print the GL detail report in compressed format (so you can see the ending balance for each day) for the AR account and it ties out to the AR detail on 11/15, but on 11/16 the GL detail doesn't tie then you know something happen on 11/16.  Get the journals from 11/16 and start looking through the specific transactions.



    ------------------------------
    Doug Higgs
    Midwest Commerce Solutions, Inc
    (312) 315-0960
    Assistant to the Traveling Secretary
    ------------------------------



  • 11.  RE: AR Trial Balance Not Tying to GL

    Posted 01-04-2021 15:33
    We've narrowed it down to Job Billing entries that have a /M instead of using a cost code. It's not all entries with a /M though.

    Unfortunately, job history doesn't retain the GL account number. We've asked the user doing billing to start noting which GL account she's entering.

    I ran a test using the AR account in the /M line and it didn't cause any issues so I don't think that is the culprit.

    What we're seeing is that, occasionally, when there is a /M line in job billing entry, the job transaction report doesn't tie into the corresponding daily transaction register.

    Also, we talked with Sage support. Their response was "hmmmm, it shouldn't be doing that".

    ------------------------------
    John Shaver
    Chief Value Officer
    Axiology
    Knoxville TN
    (865) 389-3600
    ------------------------------

    Original Message


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