A/P reconciliation issues - a real mystery

[Robert Robinson]

When our staff reconciled A/P to the G/L this month, they found that the two main companies had issues in reconciling from A/P to G/L (in each case, the F0411 total is greater than the F0902 balance). They found this by comparing the A/P "as of" aging to the 902 balance on the account ledger; I confirmed it by running the A/P to G/L Integrity by Offset Account. The odd thing is that none of the "usual" items that cause integrity issues exist (companies are in balance, A/P for the previous months were in balance, no batch headers are missing, all detail G/L lines are posted, no batches are in error). However it looks like either 1) Invoices were entered against the F0411 detail that did not even appear on the F0911 side or, 2) Checks posted against (and relieved) the F0902 balance but did not hit the F0411 records. Was wondering if anyone had encountered this inexplicable situation (we have had some incidents where transactions halted in the middle of processing), and if so, what tools were used to solve the problem...to date, this has eluded all integrity reports...

 

[peterbruce]

Robert,

We sometimes have similar problems caused by problems processing/posting AP transactions. The R04701 - AP to GL by Batch Integrity report helps us narrow down the problem to a batch. Sometimes we have a batch that is not in error, but either:

1) the F0902 was updated but some of the batch lines are not marked as posted or an automatic line was not created or

2) the batch lines are marked as posted, but the F0902 was not updated.

You said you have no batches in error, but have you run the R04701? In your situation where, as you say, there are no GL lines that are not posted, it may be possible that the "AE" lines were not created and thus not posted.

Hope this helps.

 

[Robert Robinson]

We have determined the source of the issue. We had a couple of voided checks that hit the F0411 and posted to the F0911, but failed to hit the F0902 (due to a system hiccup). Once we found the offending batches we reposted, which rebalanced the G/L to the A/P