Reconciling Accounts Payable

Select the Accounting Overview option on the Overview Menu and the following screen will come into view. The following fields are for information only and cannot be changed from this screen.

In the Accounts Payable section, General Ledger Totals Payables in GL and the Subsidiary Ledger Total Payables amounts should be the same. If the figures disagree, the Trouble Scan button may be used to isolate suspect records. Trouble Scan allows each suspect transaction and/or a complete listing of all suspect transactions to be viewed. The system looks for transactions from the accounts payable module which did not go to the proper control accounts. It also searches for transactions made to A/P control accounts that did not originate in the accounts payable module.

Once suspect transactions have been isolated, the Trial Balance tab may be used to View the Transactions in question. Highlight the desired account and press the View Transactions button and a complete listing of all transactions for the selected account will be listed. The View Detail by Account button will list all the transactions for the highlighted account for one fiscal period and the Beginning and Ending Balances for this account.

The same information contained in the balance back overview screen may be obtained through printing a GL Summary Trial Balance Listing and an A/P AS-OF Analysis Report.

A/P AS-OF Invoice Analysis

Select to print all Trade Invoices which were historically open as of the end of the fiscal period. The Net Due total from the bottom of this report should agree with the balance shown for the Accounts Payable account on the General Ledger Trial Balance report. Note: the Accounts Payable-Trade total from the General Ledger Trial Balance matches the Gross total on the Payables History Report

Next, select to print all Subcontract invoices which were historically open as of the end of the fiscal period. The Net Due and Retainage totals from the bottom of this report should agree with the balances shown for the Subcontracts Payable and Retention Payable Accounts on the General Ledger Trial Balance report. Note: The Accounts Payable-Subcontract and Retention Payable totals from the General Ledger Trial Balance matches the Gross total on the Payables History Report