The primary report to produce to assist you in reconciling your Accounts Payable to the General Ledger is the Invoice History report.  Produce this report with a Report Date of the end of the period you are reconciling and for obligations that are at the Invoice stage only.  This is the only Accounts Payable PO / Invoice Report that will report obligations with an "as of" date; all other reports present the obligations at their current stage. 

Compare the total of your Invoice History report to the total of a ledger report produced with your Accounts Payable control account mask.  These two report totals should be the same.

If your General Ledger also contains an Accounts Payable account for manual journal entries, you will need to include that account total with your control account total when comparing your ledger report to your Invoice History report.

If you are posting Accounts Payable to your General Ledger in detail (recommended), you can produce a Transactions Sorted by Reference report.  This report will include all all activity pertaining to a particular obligation.

HOW TO RECONCILE ACCOUNTS PAYABLE TO GENERAL LEDGER

Produce Invoice History report:

1.  In Report Manager, select Accounts Payable and select PO / Invoice Reports.
2.  Highlight the OTHIST - Invoice History and click Produce.
3.  At Print References, highlight and double-click on up to 9 reference items that you would like to be included for each obligation on the report.  Obligation number and description and vendor number and name will automatically be presented, so it is not necessary to also select them from the Print References list.
4.  At Reference, accept the default Reference A - obligation and range of all obligations.
5.  At Vendor, accept the default range of vendors.
6.  At Stage, select your Invoice From stage determined above from the drop-down menu and your Marked for pay stage determined above from the to stage drop-down menu.

        If you do not know the numbers of your invoice stages, see Determining your "Invoice" stages below.

7.  At Reporting Date, enter the date you are reconciling for.
8.  At Report Type, click Summary.
9.  If this report is filed for printing later, the name in Print Manager is OTHIST.L## (where ## is your division number).


Produce Ledger Report:

1.  In Report Manager, select General Ledger and select Transaction Reports.
2.  Highlight the LEDGR - Ledger Report and click Produce.
3.  At Account Mask, enter the mask of your Accounts Payable control account.

        If you do not know the mask of your Accounts Payable control account, see Determining your Accounts Payable posting setting to General Ledger, Accounts Payable journals, and Accounts Payable control account below.

4.  At Date, enter the date you are reconciling for.
5.  At Report Period, click and select Period ending if you reconcile monthly; otherwise accept the default Year to date.
6.  At Report Type, accept the default Actual.

        Other report types that are available are Budget (total) Encumbrance, Commitment, Budget 1 and Budget 2.
        You may also wish to produce a ledger for your Encumbrance and/or Commitment entries for the period, as well.

7.  If your setup contains Accounts Payable manual journal entry accounts, instead of entering the Account Mask above, leave the mask as all Xs and at Include/Exclude Attributes, click the Include position of and select the attribute assigned to your Accounts Payable accounts.

        You may add a ledger report to your Financial Report Category that can be produced specifically for this purpose.

8.  If this report is filed for printing later, the name in Print Manager is CSLEDGR.L## (where ## is your division number).

If they do not balance, it often helps to run the two reports for earlier timeframes to pinpoint when they did go out of balance.
 

NOTE: Here are four usual ways that the General Ledger Control can get out of sync with the Accounts Payable module. In some instances there are other causes:
  a.  A manual entry has been made to the General Ledger account. Review the Ledger report from step 3. Most entries will be through the purchases and cash disbursements journals. Any entry on another journal should be investigated.

          Note: it helps in this process if the Journal Controls for purchases and cash disbursements have field 5 set to N- Do not allow entry. If this is not the case, manual entries may have been made through these journals, and it will be much more difficult to identify them. Those cases can  still be identified through the GL transaction log. In the SRC column, the batch will have an entry of GLS instead of OTS.

  b.  Posting to General Ledger from Accounts Payable module may have been turned off at some time. Check field 3 of Accounts Payable Basic Setup. The first line should be Yes for posting to occur. The only way to check if it has been turned off before is to inquire of all employees who might have done so. Compare the Invoice History to the Ledger to determine which items are missing on GL.

   c.  A posting task may have been interrupted. If an error, power failure or other problem has occurred during a posting task, the posting may be interrupted to General Ledger. Use a Transaction Log to check for out-of-balance entries. If a complete batch is missing, it will be necessary to compare the Invoice History to the Ledger item by item to locate which obligations were not posted on GL.

   d.  The final possibility is that all posting took place successfully at the time of entry, but there is file damage that occurred in the interim. File damage procedures are discussed in detail elsewhere.

When analysis is complete, correct the items found. Because all posting takes place in AP first, then goes to GL, usually the corrections will involve an entry (or reversal of an entry) in the General Ledger module. If it is necessary to reverse an out-of-balance entry, DO NOT reverse using the regular Reverse Journal Entry menu option.See the instructions on BB708707 on how to reverse the out-of-balance entry.

Also note that these same reports can be run to monitor Purchase orders if you post those to the General Ledger.  The Ledger Report can be run for Encumbrance Dollars instead of Actual, and the Invoice History Report is run for the stages used for Purchase orders that you post to the General Ledger. (that information can be obtained in Accounts Payable, Setup, PO Setup, P O Extended Parameter ).

Create General Ledger report definition for Accounts Payable account attribute (optional):


If your General Ledger includes Accounts Payable accounts for manual journal entries, it is a  good idea to assign a unique attribute to those accounts to assist you in your reconciling of Accounts Payable to General Ledger.  You can then add a General Ledger report to your General Ledger Financial Report category specifically for a ledger for just your Accounts Payable accounts.


To add this report:


1.  Launch Report Manager, select General Ledger and select Transaction Reports.
2.  Highlight the LEDGR report and click Copy.  (This is standard report type B - Ledger.)  The
Report Manager - Define window will open.
3.  At Name enter up to 5 characters for this new reports name, for example APLGR.


        When you produce this report, from Print Manager the report will file as CSAPLGR.L## (CS - Cost Core, will be added to the name of your report).


4.  At Title enter a unique title for this report, for example Accounts Payable General Ledger.
5.  Click the Include/Exclude Attributes tab and select your Accounts Payable account
attribute from the appropriate Include position.  Click OK.
6.  These settings are the basics for you to create this report.  As you use this report, there
are several refinements you may wish to make:


        General tab - you may wish to assign this report to a Group, change the account presentation at Print References/Accounts, or enable Print user.
        Pages tab - you may wish to Clear your page breaks.
        Rows tab - if you Clear your page breaks, you may choose to include subtotals with no
page breaks instead.  Do make sure that Row Dimensions includes all of the dimensions for your account structure.


Determining your "Invoice" stages:


1.  From Accounts Payable, select Setup and select Extended Setup.
2.  Press D to D)isplay; your "invoice" stages for the Invoice History report are:


     Field 2 Invoice stages
          From stage
          To stage
     Field 3 Check writing stages
          Ready to pay
          Marked for pay


3.  Press Enter to page 2.  At Trace report opts, we recommend the entry for Reference 1 = A - Obligation and Reference 3 = 4 - External check number. 

This will enable the use of the Transactions Sorted by Reference report later.


Determining your Accounts Payable posting setting to General Ledger, Accounts Payable journals, and Accounts Payable control account in the General Ledger:


1.  From Accounts Payable, select Setup and select Basic Setup.
2.  Press D to D)isplay.
3.  Press Enter to page 2.  Your posting level to the General Ledger can be found on page 2
at Ledger options:


        Expense post - we recommend option N - Post everything in detail.
        Paid post - we recommend option N - Post everything in detail.
        This will enable the use of the Transactions Sorted by Reference report later.


4.  Also in this field are your journals used for posting from Accounts Payable to General Ledger.  How these journals are configured can impact your ability to accurately reconcile Accounts Payable to General Ledger.


        Expense jnl - This is the journal that obligations post to when they enter your Invoice stage.
        Paid jnl - This is the journal that obligations post to when they are paid.


5.  The AP acct mask field is the account mask of your Accounts Payable control account in the General Ledger. 


 

PROBLEMS RECONCILING ACCOUNTS PAYABLE TO GENERAL LEDGER


If you have produced your Invoice History Report and ledger report properly and the totals of the reports do not agree, review the following suggestions:

 


Validate the Invoice History Report activity:


1.  All users must be logged out of the Fundware Accounts Payable module.  Also ensure you have a backup of your data.  You can create an internal backup in Division Maintenance.
2.  Verify all pending folders have been posted in Accounts Payable.  You can use the Clear AP Flags procedure to assist you with this task.
3.  Perform File Maintenance on the Accounts Payable ##O*.* data files (where ## is your division number). 
4
.  In the menu bar, select File, select Open FundWare, and select Division 00 System Administration. Allow the business date to default to today's date and click OK.  The System Administration (00) Window will display.
5.  In the menu bar, select System Administration, and select System Utilities.  Enter the following in the Execute Program portion of the screen:


     Program Name                 OTS970
     Switches          1
     Parameters          <leave blank>
     Business Date          Use today's date
     Division                      Select the appropriate division.
     Click Run.
     Select C to C)hange.

     At Verify obligations, press Enter through the from and to range to verify all obligations. 
     If you have a valid obligation number to start from that will encompass your entire year
that you are reconciling for, enter it in the from field, to expedite the process.
     Answer Yes to Confirmation Question and To File Report.

6.  Launch Print Manager and review the OTS970.L## (where ## is your division number) report.
     a.  If OTS970.L##  is blank, no discrepancies were found.  There may still be a
discrepancy between the obligation files and the check files.  Review the Validate obligation files to check files section below.
     b.  If OTS970.L## is not blank, review the report for which obligations are affected and
whether the OTA/B obligation problems Status is Correctable or Purge.
7.  If the OTS970.L## report indicates the Status is Correctable, execute the program:

     Program Name                 OTS970
     Switches          2
     Parameters          <leave blank>
     Business Date          Use today's date
     Division                      Select the appropriate division.
     Click Run.

     Select C to C)hange.
     At Verify obligations, press Enter through the from and to range to verify all obligations. 
     If you have a valid obligation number to start from that will encompass your entire year
that you are reconciling for, enter it in the from field, to expedite the process.
     Answer Yes to Confirmation Question and To File Report.


     Review the OTS970.L## report in Print Manager.  The Status should now say that the error was corrected.


8.  If the OTS970.L## report indicates the Status is Purge, lookup the original obligation, in case it needs to be re-entered into Accounts Payable.  (The obligations will be purged with this step.).  Execute the program:

     Program Name                 OTS970
     Switches          2
     Parameters          <leave blank>
     Business Date          Use today's date
     Division                      Select the appropriate division.
     Click Run.

     At Verify obligations, press Enter through the from and to range to verify all obligations. 
     If you have a valid obligation number to start from that will encompass your entire year
that you are reconciling for, enter it in the from field, to expedite the process.
            Answer Yes to Confirmation Question and To File Report.
                 NOTE:  The obligations listed on the OTS970.L## have been purged and no
longer exist in Accounts Payable.  General Ledger will not have been impacted by this purge.
9.  Perform File Maintenance again on the Accounts Payable ##O*.* data files.
10.  You may now need to re-enter the purged obligations into Accounts Payable.  If the obligations had originally been paid, you may re-enter them as New Manual Checks selecting  New Obligation.  Since the obligations were only purged from Accounts Payable, you may need to make journal entries or reverse the trace reports for the re-entered obligations in the General Ledger, so that the re-entered obligations are not double-counted there.


     If your setup includes separate journals and accounts for manual journal entries, any manual journal entry adjustments that are required will be made using the manual journal and the manual accounts.
     Regardless of your setup, the Reverse Journal Entry task will post back to the original Expense Journal to your Accounts Payable control accounts.


11.  After the obligations have been purged, re-entered and the accompanying journal entries entered and/or trace reports reversed, reconcile the checks with the appropriate date and produce the Check Historical Report.
12.  If the totals of the Invoice History Report and the ledger report still do not agree, continue with the following additional troubleshooting suggestions.


Review CSLEDGER for postings from other journals:


As you review the activity posted to your Accounts Payable control accounts from your ledger report, note the Journal name the transactions are posted to.  If there are postings to your Accounts Payable control accounts for journals other than your Expense journal, Paid Journal, or Encumbrance Journal (typically ENCUM@ where @ = your ID Type), these transactions will need to be investigated.


If the postings to Accounts Payable control from other journals are for manual journal entries posted to these accounts in error, you can designate your Accounts Payable control accounts to System accounts.  System accounts are Active accounts, but the only postings to them are directly from other modules - no manual journal entries can be posted to System accounts.


  **  To designate your Accounts Payable control accounts as System accounts, change the Status of each of your Accounts Payable control accounts in General Ledger Chart of Accounts.


If you designate your Accounts Payable control accounts as System accounts, it may become necessary for you to define additional Accounts Payable accounts for manual journal entries only.  When you add Accounts Payable manual accounts, it is a good idea to assign an attribute to a particular position for these Accounts Payable accounts.  Produce all General Ledger reports for Accounts Payable reconciliation purposes with an Include of this attribute.


You may also restrict your Expense and Paid journals to entries directly posted from modules only.  This will prevent any manual journal entries from being posted using these journals.
 
  **  To restrict your Expense and Paid journals to allow only postings from other journals,
select General Ledger, select Maintenance and select Journal to change Entry Security.


If you designate your Expense and Paid journals to accept postings only directly from other modules, it may become necessary for you to define additional Accounts Payable journals for manual journal entries only.  You may also add a new journal here for any manual journal entries if you added manual Accounts Payable accounts.


Transactions Sorted by Reference report:


If you identify specific obligations that do not reconcile between the General Ledger ledger report and the Accounts Payable Invoice History report, the Transactions Sorted by Reference report can report all General Ledger activity for an obligation.


This report can be produced and compared to the Invoice History - Detail level report produced for the same obligation.  You can then discover where there are any discrepancies for the obligation between the two modules.


1.  In Report Manager, select General Ledger and select Transaction Reports.
2.  Highlight the CSREFTR - Transactions Sorted by Reference and click Produce.
3.  At Date Range, check the All box.
4.  At Reference, accept the default Reference 1.
5.  At Ref range, uncheck the All box and enter the obligation number you are tracing in the
from and to fields.
6.  At Report type, accept the default *All*.  This will report general ledger postings for all
stages of the obligation (including Encumbrance and Commitment).
7.  At Select Journals and Include Periods, also accept the default *All*.
8.  If this report is filed for printing later, the name in Print Manager is CSREFTR.L## (where
## is your division number).
9.  Review this report to trace all postings to the General Ledger for this obligation.  And,
compare it to the Invoice History - Detail report for this obligation.


To produce the Invoice History - Detail report for this obligation, review the steps listed above for how to produce this report, with the following exceptions:


1.  At Reference, accept the default reference A - Obligation, but enter the obligation number that you are tracing in the from and to fields.
2.  At Stage, accept the default all stages.
3.  At Report Type, accept the default Detail.