Unique Business Challenges and General Discussion

[SusanMacpherson]

Ever since 2007, at 12/31/xxxx, the AP balance on the Balance Sheet does not match the "open Invoice" balance on the Accounts Payable Aged Invoice Report. I have checked and there are no "JE" as opposed to "AP" entries. Can you help?

[BigLouie]

Welcome to the Sage Community Susan.

The AP Aged Invoice Report is NOT designed to balance to the GL as it includes future dated transactions. You should be using the AP trial balance. So my first question is, does your AP Trial Balance tie to your GL balance?

In your case it might be because you have something posted WAY in the future. Run as aging as of today and then run it again as of 12/31/2999 and compare the totals. Based on what you have said I suspect that during the month of December 2007 the wrong date was used on an AP posting.

Have you talked with your reseller and what version of MAS are you on? 

[SusanMacpherson]

BigLouie,

Thank you for your quick response   I'm running 4.30.0.22. I know this is not the place to troubleshoot, but if I could just post on this subject one more time ...

I have run AP Trial Balance and Balance Sheets as of each of the following dates:

12/31/2008    AP Trial and BS match.

12/31/2009    AP Trial and BS off by $11.53

12/31/2010    AP Trial and BS off by $952.06

12/31/2011    AP Trial and BS off by $576.15

While we are talking half a million dollars and the discrepancies are as stated above, I consider them immaterial. Do you?

Thanks!

Susan

[SRYork · Accepted solution]

Are these amounts immaterial? Based upon your comments of the total AP balance I would say yes. 

Did you run the Trial Balance report as B.L. suggested to compare to you Aged Invoice Report?

It is impossible to know (from here) why the discrepancies are there.  It could be as simple as timing of a payment in one year to the next as B.L. suggests.  Without doing some research and looking at your actual detail I would hate to guess. 

The only suggestion I would make is to try and isolate when the differences actually occurred by reducing the time frame you are looking at from a year to monthly (but don't forget to not include future transactions when you print the aging report).

[bethbowers]

You might check in Division Maintenance to make sure something like your Discounts are posting to the AP account by mistake.

[TomTarget]

Clarification/emphasis for some of the prior posts.

The A/P Aged Invoice report never has been intended (and never will?) tie to the G/L because it uses the INVOICE date,  not the TRANSACTION (G/L) posting date to make it's selections.    For example,   say you got a bill from your vendor dated 1/5/2011 for work that was actually done in December of 2010 so you enter 1/5/11 for the invoice date and post the register to 12/31/2010 so that the liability is recorded to the correct month for accrual accounting purposes.

If you print an A/P Aged Invoice report dated 12/31/10,  the invoice will not appear because the invoice date is after the requested date. 

If you print an A/P Trial Balance dated 12/31/10,  you will see the invoice because it is based on the G/L Transaction date.

One of the most common instances of this is your long distance phone bill.  You may get an invoice dated early in the month for long distance charges incurred in the prior month.