Balancing Subledgers to General Ledger

Warning: On the System Tab in the Post Invoices By option, if an option other than A/R Date is selected, balancing subledgers to GL is more complex. GlobalWare standard reports have not yet been enhanced to support options other than A/R Date. You must create custom reports and processes in order to balance subledgers to GL if another option is selected.

For step-by-step instructions, including images, you can print Balancing Subledgers to GL: Step by Step topic.

Before Starting

Assumption: When running balancing reports, use the same cutoff date.

• Verify that the system is in balance (using the Trial Balance report), that the GL Proof of Balances function was run, and that retained earnings were recalculated.
• Verify that all invoices, deposits, checks, and adjustments that should be included in the period are posted and applied.
• Verify that partial payments and future accounts receivables (scheduled payments) have been accounted for in final figures.

Standard Balancing (Default Charts – Chart TOTAL)

Accounts Receivable Reports (By G/L Account)

• 1510 = ARC/Dir + Invoice
• 2040 = OnAcct
• 2050 = Gift Cert
• 2055 = Layaway

Travel Payables Reports

1. (GL Balancing) 2020 = ProvDue                  2045 = OnAcct
2. (By GL Account) Reverse (+/-) of: 2020 = TotAmt - Prov$                  Reverse (+/-) of: 2045 = OnAcct$

CC Commission Receivables

1. (Standard Receivables) 1512 = Total

2. (Commission Tracking, Status> Unpaid Items, Settle> Invoice, Look at Plastic Items Only [checked], Exclude Zero Commission Items [optional checked])

   1512 = Com$ - Total Rcvd Amount (left-hand corner of Commission Tracking grid)

ARC and Direct

• ARC (GL Edit & Query, Source> Sale Xfers): 2010 = from last posted/reconciled ARC period end date
• Direct (GL Edit & Query, Source> Sale Xfers): 2030 = from last posted/reconciled Dir period end date

Expense Payables

• 2120 = Payable Amount

Snapshot Reports and Backdating Reports

Balancing to snapshot reports is like standard balancing except that you use Added On Date rather than Posting Date for your GL Edit & Query. Backdating reports can ONLY be used for period close date when no changes are made after that cutoff for those closed months.

Troubleshooting

• Are there invoices that were interfaced or manually added after the cutoff date that have not been posted, but show in subledgers?

  GL, Post Invoices to GL> Print Report> Errors Only

• Are there future accounts receivable dates that have payments applied?

  Invoice, Invoice Edit & Query, Conditions, Invoice Field> ArDueDate, Comparison> Between, First Value and Second Value = dates into the future… accounts receivable or accounts payable items posted to these? See Status.

• Have there been items in the general ledger, any source, added to the chart directly that would not reflect in the subledger?

  GL, GL Edit & Query, Pay ID> BLANK (These might not all be errors, but likely are.)