AR subledger and GL discrepancies

The following list describes possible reasons that your AR subledger and General Ledger might have differences and provides solutions for each reason.

General discrepancies

The Aging report is based on the GL posting date, but the Select date you chose causes a mismatch if a payment was received before the AR sales 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 AR sales invoice date or any date thereafter.
  • Within the AR application:
    1. Reverse the payment.
    2. Re-create the payment (select the AR sales invoice for payment again).

Example: You create an AR sales 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 AR sales invoice for payment again, use December 1 or any date thereafter as the payment date.

To prevent a payment date from ever being before the AR sales invoice date, make sure that the option for Payment dates must be greater than their AR sales invoice dates is selected in your AR configuration.

The exchange rate type might be populating the amounts to the Intacct daily rate, causing the report to revaluate based on the daily rate.

Solution: Make sure that no default exchange rate is selected. (The Exchange rate field is blank.)

The Exchange Rate Type field must be set manually to see information from Entities with Base Currencies other than the one you selected in the Reporting Currency field.

You might be running the Aging report based on the GL posting date and AR GL report based on the Document date.

Solution: Run the AR Subledger and Customer Aging reports based on the GL posting date to tie the balances to the GL.

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.

Missing 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 Receivable 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 Receivable 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.

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

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

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