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AP not in balance with GL

Suzanne Tennity

Our AP Aging report has always tied to the GL Trial Balance for the AP account number until now. Everything is posted, nothing is in the wrong period, nothing has been deleted. Any ideas? We reconcile monthly and on 3/3½023 we balanced. I have been trying to find the issue since 4/30. I have followed all the directions I found on the BlackBaud site to find the issue without any luck. Anyone else ever have this issue? Thank you!

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Comments

Dan Hout-Reilly

@Suzanne Tennity When this happens for me, the usual culprits are: (1) invoices that are dated in the month following the month the checks were cut (for example an invoiced dated in May but the check was issued in April), (2) credit memos that are applied to an invoice in the AP aging and reported in the AP aging, and therefore counting twice, and (3) credit memos that are not reported on the aging at all (I think these credit memo items also have something to do with when the credit memo is dated, posted to the GL, and applied, but I haven't bothered to figure that part out).

Suzanne Tennity

@Dan HoutReilly
Thank you!! I found a credit memo that was part of my issue. I am now off by $350.00. I found a $350.00 invoice entered, adjusted (GL account updated), paid, check voided and invoice deleted. I would think the net of all of these actions would be $0.00. In the GL, the net is $350.00. It is not showing up in the Aged Invoice Report.

Dan Hout-Reilly

@Suzanne Tennity In the case of the paid, voided, and deleted invoice, the payment would have cleared it off the aging originally and cleared the GL, but the voide would have put the item back on the aging. Depending on the date the items was voided and cleared versus the date these were posted, could result in your error. If its not clear in the information available on the deleted invoice, you could always look in the May GL detail for the item or pull a May againg to see if that item is there.

Suzanne Tennity

@Dan HoutReilly - thank you so much!