Understanding discrepancies between your AP subledger and General Ledger

Possible reasons why the two reports do not match include the following.

• The time period selected includes transactions where credits are partially or fully applied.

  These transactions do not show in the AP Ledger report, whereas the AP Aging report shows the open balances for all transactions.

• When you filtered the report, you did not include one-time suppliers.

  Re-run the AP Ledger report and select one-time suppliers.

The Aging report is based on the GL posting date, but the Select date you chose causes a mismatch if a payment was made before the AP supplier invoice date.

Solution: Use either of the two following procedures to tie the balances:

• Make journal entries to:
  1. Clear the payment.
  2. Add the payment in the right period, by using the AP supplier invoice date or any date thereafter.
• Within the AP application:
  1. Reverse the payment.
  2. Re-create the payment (select the AP supplier invoice for payment again).

Example: You create an AP supplier invoice on December 1 and erroneously recorded that payment was made on November 15. When you make a journal entry to add the payment or select the AP supplier invoice for payment again, use December 1 or any date thereafter as the payment date.

Some transactions might not have been imported correctly.

Solution: Determine if any transactions are missing from the originally imported transactions. Depending on what you find, take one of the following actions:

• If transactions were missing: Import the missing transactions as historical transactions.
• If transactions were not missing: Add a journal entry to make the GL beginning balance match the amount of the originally imported transactions.

Possible causes: 

• Reversals done in the wrong period. Check your reversals to see if the transaction date matches the reversal date. If not, the transaction was probably reversed in an incorrect period.
• Accounts Payable misconfigured.

Solutions: 

• For reversals done in the wrong period, make a journal entry to remove the reversal from the incorrect period. Then, make another journal entry to add the reversal to the correct period.
• Verify that the configuration is correct, and correct if needed. On the Configure Accounts Payable page:
• Correct aging periods. For the first line of the Aging period range, leave the Minimum range blank and set the Maximum range to 0.
• Make sure to the checkbox for Display reversals as historical transactions is checked.

External credits show only when you filter the report for a location. If you run the report for the top level and do not select a location, these transactions are not included. Learn more about external credits.

Solution: Filter the reports by location.

Advances appear in the AP Ledger report when they are created, rather than when they are applied to a transaction.

This is expected behavior. Journal entries made directly to the Accounts Payable GL account don't flow to the Accounts Payable subledger.

Solution: Manually reconcile and track direct journal entries to ensure the GL ties to the AP aging report. If the journal entries are coded to the incorrect GL accounts, edit the journal entries to fix the coding.

When you create a credit card transaction in Cash Management, the amount posts to the credit card offset and the liability account for the transaction.

Solution: When you create the credit card payoff, Intacct creates an AP supplier invoice and the amount posts to the GL to the AP account.

Solution: Determine the amount of the transactions that were imported as historical and make a journal entry to balance the AP account.