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Reconciling Accounts Payable Subledger to General Ledger

Introduction​

This article will walk you through the process of reconciling your accounts payable (AP) subledger to your general ledger (GL). Accurate reconciliation is crucial for maintaining the integrity of your financial records.

Required Reports​

To perform the reconciliation, you will need the following reports:

  • AP Open Payables Report
  • GL Trial Balance Report

Running the Reports​

When running the AP Open Payables report, specify your through month. For the GL Trial Balance report, enter your ending month and change the detail level to 'A' for account summary.

Comparing Totals​

When comparing the totals from the AP report, focus on:

  • Base Accounts Payable
  • Retention Payable

If you notice any discrepancies, follow the steps below to identify the source of the differences.

Steps to Identify Differences​

  1. Identify the Month of Discrepancy: Start with January of the fiscal year and work forward to find when the accounts went out of balance. This will help isolate the month where the error began.
  2. Run GL Trial Balance in Detail Mode: For the same GL accounts, run the GL trial balance in detail mode. Enter 'GJ' in the journal parameter to identify any general ledger journal entries that may not have flowed through the accounts receivable module.
  3. Validate Batch Totals: If there are no general ledger entries, validate the batch totals in the AP tables against the batch totals in the general ledger table. This will help isolate which batch number caused the difference. You will need to run SQL statements to isolate those totals.

Conclusion​

By following these steps, you can effectively reconcile your accounts payable subledger with your general ledger, ensuring accurate financial reporting.