AGEING BALANCE NOT TYING GL CONTROL A/C

A2000 ONLINE SUPPORT DEPARTMENT 

KNOWLEDGE BASE

    AGEING BALANCE NOT TYING GL CONTROL A/C   

DESCRIPTION: Why is my Customer Invoice Ageing balance amount not tying with my GL - Trade Debtor A/c balance? Similarly why is Supplier Ageing balance not tied with the GL – Trade Creditor A/c?

1.  THIS IS CRITICAL! 

NOTE: It is very IMPORTANT to ensure that the Customer Ledger or Customer Ageing report is tying with your Trade Debtor  A/c in the GL. Similarly this applies for Supplier Ledger to the Trade Creditor A/c. Auditors will not give your accounts a "clean bill" if these balances do not tie.

2.  WHAT HAPPENED AND HOW TO RECTIFY?
 
    SETTING UP STAGE

    2.1 ACCOUNT BOOKS WITH INCOMPLETE SETUP

Some users creates new account book but neglected to setup the auto-posting accounts properly and these will cause ongoing issues. Error messages that appeared are ignored. If you face error messages while using the system, it simply means some part (or all) of the setup is failing. Postings will be in error and tying with control accounts is impossible.

2.1 GL OPENING BALANCES NOT TIED WITH OPENING TRANSACTIONS

If the sum of opening transactions (for all outstanding invoices, credit note, debit notes etc.) do not tie with the opening GL Trade Debtor A/c, this difference will be carried  forward throughout the transaction period. The result in the present report will also carry that same discrepancy amount. 

   TRANSACTIONAL STAGE

2.3 JOURNAL ENTRIES BOOKED INTO TRADE DEBTOR A/C
If you pass a manual entry via a Journal Voucher (GJ) or Cash Book (GC and GP) using the Trade Debtor or Creditor Account, such entries would not be taken up in the Customer sub-ledger (outstanding balances) thus causing the unbalance.

2.4 EXCHANGE GAIN/LOSS IN FUTURE-DATED ALLOCATIONS

If you have a Customer Receipt in Dec 2016 (foreign currency), and it allocates against a Customer Invoice in Jan 2017 (different exchange rate), there will be an exchange gain/loss booked in Dec 2016 for an allocation for Jan 2017. This will cause a difference within the month of Dec 2016 between the GL and the Receivable balance.

2.5 TRANSACTIONS NOT PROPERLY SAVED

A new transaction could be created and the Saved button not triggered. It could be network disconnection whilst posting is in progress or the user simply forgot to click SAVE. Common to version before 1170 are when editing a transaction halfway :-

 User clicks the left-right navigations; moving to next transaction without posting.

 Closes the Windows with the [X] button.

EXAMPLE: When a RR (Receipt) is entered, the system does not calculate foreign exchange gain/loss until the user clicks the Save button. The SAVE action will compute the RR Exchange Rate versus that in the allocated transactions and the difference will be auto-posted into the designated Realized Gain/Loss Account. If the SAVE button is not clicked, there is no end of transaction and posting is incomplete. At times these transactions produce “orphaned records” that are could be misleading.

3.  IF ALL ELSE FAIL...

If all the above are done and the problem persist, it could be a combination of factors that need professional help.

Contact our Tech Department for a quote on the forensic services you may need.