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Reconciling AP Control with AP Subledger

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Aaron M
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11/13/2009 11:50 PM

    Hello,

     

    I was wondering if anyone could provide me with a simple way to do this when the control accounts go out.  Currently our AP 175 posts in summary to the GL so when AP control does not = AP 136 Subledger, I have no idea where to start looking.

     

    Thanks!

    mark.cook
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    Posts: 444
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    11/16/2009 12:15 PM
      Is there any other postings to that control account (PO, RJ, GL, etc)? I have seen where people try to post journal entries to accrue AP invoices through GL and then the account appears to out of balance. Also, make sure all check runs have been completed (AP170) and there are no invoices that were not reinstated and all entries sitting in GL Control (GL45) have been posted.

      There is alot of moving pieces to balancing AP, if you can provide a few more details I can help diagnose the issue.


      mark.cook
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      11/16/2009 7:57 PM
        There are a number of items this could be, I would start by looking at the detail posted to your AP control account. You may see that people have posted entries to this account causing you to be out of balance. For instance GL may create an entry to post an accrual to this account. You can also check to see if the AP175, AP170, or AP180(reinstatement of invoices) may need to be run. Also check to make sure all AP entries have been posted to GL.

        There is alot of pieces to this, let me know if you still have issues.
        Aaron M
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        Posts: 5
        Basic Member
        11/18/2009 12:04 AM
          Thanks for the input. We use bare bones so only AP and GL entries hit AP control. We currently post in summary to the GL, so I don't even know how to view the historical detail.

          One new piece of information is that we have had issues with the accrual code and pay group. We re in the midst of integrating an acquisition so this has become messy. Are there any reports that can show detail of which invoices have posted under which accrual code?

          mark.cook
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          11/18/2009 12:54 PM
            I guess I would start with running my AP275 to show me the detail transactions of what hit for the timeperiod you are looking for. That should give you the invoices and posting that historically posted in the AP175.

            When you said you were having issues with the pay groups and accrual codes, you may need to dig in further and if so going directly to the tables might be the best. You can pull the information from APDISTRIB by invoice with the accrual codes. You could build a quick report, spreadsheet, etc from the data and see if that leads you to the answers. If your still having issues let me know and I will see what I can help with
            Bill Ianni
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            11/18/2009 5:31 PM
              Go to GL90 and filter for the GL system code. If you find entries posted from GL, back them out of the reconcilation.
              Aaron M
              Basic Member
              Posts: 5
              Basic Member
              12/16/2009 10:34 PM
                Well I am still looking for an explanation, I have ruled out GL txns.

                I stumbled upon AP 275 and found that I was able to identify txns that appeared to be using the wrong accrual code based on the process level selected and which accounting units debited. In short, I think it looks like Company A's payments were run through Company B's GL by using the worng Company B accrual code. Somehow the sub-ledger is going out from the GL.
                Does that even make sense?