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GL and AP Trial Balance discrepancy

  • 1.  GL and AP Trial Balance discrepancy

    Posted 12-01-2021 14:01
    Please help! Sage100 v2019. Have a client selling his business this week and needs current financials.  HOWEVER, his AP Trial Balance and GL balance for the AP account do not match.  Difference of over 1.2 million - the GL is higher. The discrepancy happened in November and I cannot find it.  There are NO GL entries directly to AP - only AP, PO and MC entries.  AP Trial Balance matches the AP Aged Invoice Report. I've rebuilt AP, reinitialized and recalculated GL balances and verified there are no future dated postings. GL Trial Balance is in balance. I tried tying out day by day but wasn't having much luck - the AP person has been posting checks with dates prior to the invoice transaction dates, making it difficult to use the AP reports in that manner.  I'm at a loss.

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    Dawn Kulbacki
    Capitol Computer Systems, Inc.
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  • 2.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 14:05
    Low hanging fruit... make sure to run the GL Daily Transaction register from the GL module to ensure it didn't get skipped.

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    alan niergarth
    Velosio LLC
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  • 3.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 14:06

    I was just typing the same thing lol.

     




    Original Message


  • 4.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 14:07
    Already did that. Sorry....forgot to include that in original post.

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    Dawn Kulbacki
    Capitol Computer Systems, Inc.
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    Original Message


  • 5.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 14:09

    The other thing I have seen people do is they posted something through AP – but they debited and credited AP (creating a wash out to the GL but effectively cleaning up the sub ledger at the same time). That can cause the outage in this case because AP on the GL side would not be impacted but what was done in the subledger and I'm not 100 sure if that would show up in the GL but I think would show up in AP, under GL reports there.

     




    Original Message


  • 6.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 15:29
    1.2 million is not a good number to lose.....  Not sure why there is an issue looking by date.  Are you saying that a MC transaction posting prior to the invoice transaction date will not appear in the TB?

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    Jeff Schwenk
    FORMER 90M Board Member -140,000,000 is a TERRIBLE thing to waste!!!
    Bottomline Software, Inc.
    Waynesboro VA
    540-221-4444
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    Original Message


  • 7.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 15:49
    Indeed... using a control account in the wrong place is so hard to find.
    Go day by day (AP TB, All vs GL account balance) to see when things went awry, then review the big $ postings on that day.
    Also check the activity log for errors... that can mess up postings for sure.

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


  • 8.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 15:54
    Found a resolution.  Data entry issues and some old adjusting entries from the accountant need reversed.

    Thanks everyone!

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    Dawn Kulbacki
    Capitol Computer Systems, Inc.
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    Original Message


  • 9.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 15:55
    Also…I assume you recalculated GL account balances…

    ---------------------------------
    Lourdes Sobrino
    LU² DSD Puerto Rico
    Guaynabo Puerto Rico
    787.485.9638
    ---------------------------------



    Original Message


  • 10.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 15:38
    Can you run AP Reports and GL Reports for a date far into the future?  Maybe it is a GL Posting Date into next year?  I'd try 12/31/2022; to see if you can get them to balance, then find the discrepancy.

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    Madeline Stefanou
    RKL eSolutions, LLC
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  • 11.  RE: GL and AP Trial Balance discrepancy

    Posted 12-01-2021 15:42
    If is was balanced last month…can you print the GL Posting report from the AP module and see what accounts were affected….there must be a transaction that went to the wrong GL accoutn

    ---------------------------------
    Lourdes Sobrino
    LU² DSD Puerto Rico
    Guaynabo Puerto Rico
    787.485.9638
    ---------------------------------



    Original Message


  • 12.  RE: GL and AP Trial Balance discrepancy

    Posted 12-07-2021 14:18
    Any luck, @Dawn Kulbacki?​

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    Admin Robert Wood
    Consultant
    90 Minds, Inc.
    Ocala FL
    352-615-5898
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  • 13.  RE: GL and AP Trial Balance discrepancy

    Posted 12-07-2021 14:31
    I think so.  Seems like most of the issue is that the end user is posting invoices with dates in one month and checks with dates in prior months, sometimes going back several months with check dates.  It's making the Aged Invoice Report and Trial Balance constantly change.  So, totally user-related, I believe.  Thanks to everyone for suggestions!

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    Dawn Kulbacki
    Capitol Computer Systems, Inc.
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    Original Message


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