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Reconciling Accounts Receivable Subledger to General Ledger

Overview​

This article will walk through reconciling your accounts receivable subledger to your general ledger. The two reports that you will use are the AR Customer Accounts by Customer report and the GL Trial Balance report. If you want to verify the aging buckets, you can use the AR Aging report.

Important Parameters​

When running the AR Aging report, it is crucial to exclude parameter values for the Include Invoices Through Date and Include Adjustments Through Date parameters. Including values in these parameters risks eliminating records that were posted in the GL month but may have transactions dated later than that month.

Running the Reports​

  1. AR Customer Accounts by Customer Report: Specify your end month and change the status parameter to show open invoices only.
  2. GL Trial Balance Report: Enter your ending month and change the detail level to 'A' for an account summary.

Comparing Totals​

When comparing the totals on the AR report, ensure to compare your accounts receivable and the retention receivable separately. If you notice any differences, follow the steps below to identify the discrepancies.

Identifying Differences​

  1. Identify which month the accounts started to go out of balance. If you have not been doing this monthly, always start with January of the relevant year and work forward until you identify the month that caused the issue.
  2. If there are no differences in January, this will carry through every month, making it essential to identify the starting month.
  3. Run the GL Trial Balance in detail mode for the same GL accounts, entering 'GJ' in the journal parameter. This will identify any general ledger journal entries that were made but did not flow through the accounts receivable module.
  4. If there are no general ledger entries, validate your batch totals in the AR 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 and compare them to identify the batch causing the discrepancy.

Screenshots​

  • ![AR Customer Accounts by Customer Report]([NEEDS DETAIL: AR Customer Accounts by Customer Report Screenshot URL])
  • ![GL Trial Balance Report]([NEEDS DETAIL: GL Trial Balance Report Screenshot URL])
  • ![AR Aging Report]([NEEDS DETAIL: AR Aging Report Screenshot URL])