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AP Aging and Open Invoice Reports do not tie to GL

Matt Duke

Does anyone have a clue as to why an AP Aging and Open Invoice report would not tie to the GL balance for A/P if we've confirmed that there are no other journals impacting the GL balance? Blackbaud has been unable to figure this out and it's hanging up our audit response. We did a screenshare with the support desk, and tried all kinds of permutations regarding the report settings, but they are stumped and we need answers asap!

We've experienced other types of glitches, and those mysteries have gone unsolved as well.

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Comments

Alaina Hiatt

@Matt Duke This has been an ongoing issue for us since we switched to FENXT over 2 years ago. We have a list of items we search out in order to find the discrepancy when this problem arises. 1) Have we voided a check? 2) Do we have invoices that are posted out beyond the date we are running our reports? 3) Do we have any unapplied credit memos? 4) Have we used the adjustment field on any invoices after they were originally posted? 5) Since 6/1 and the new rolling AP waves from Database view to Web view, we have had problems with our Business rules not being followed by FENXT and have had to monitor the post date field to ensure invoices are hitting the GL properly. We have also discovered some issues related to invoices that originated in Web Purchasing, but I don't know if you use that. We test our AP Aging vs Open Invoices vs TB daily in an effort to keep it clean and find/correct problems faster when they arise. Even with the controls we have put into place, we can still have differences that we can't figure out and they usually self-correct within a matter of time. I can truthfully say I have never had to put in work with AP quite like I do in FENXT. Good luck! If you have any other questions, feel free to reach out!

Susan Trippe

@Matt Duke I also have this problem. I don't think I've been able to provide my auditors an A/P report that ties exactly to the GL in 4 years. I think I've figured out that it usually has something to do with post dates of either the invoice or the payment of the invoice. I've never been off by a material amount, so the auditors have not gotten concerned, but it still bothers me.

Matt Duke

@Alaina Hiatt @Susan Trippe
Thanks, Susan & Alaina for your responses. It's helpful to know that we're not going crazy!

Jann McKenzie

@Alaina Hiatt Excellent suggestions! I follow them as well and usually get AP to tie to GL at end of year. Big rule is never pay an invoice in a month before the GL post month. That is what prepaid is for! We had a lot of projects last year and I wasn't able to keep an eye on it as I have in years past and it miraculously balanced first time so following the suggestions keeps things on track. Unapplied credits and voids as well affect this.

Kimberly Reaves

@Matt Duke
Hello: I think the open items is based on invoice date and the aging is based on due date.

Dovid Lando

@Matt DukeI am glad to see this discussion. My AP Aging report from my year end is not anywhere close to my GL. it is off by millions of dollars.
When I try to run the open invoices report, I am getting a error in formula message. I dont think my accountant wil be very happy…..

Earl Richards

@Alaina Hiatt Hi Alaina - just curious, were you able to reconcile the reports in the prior version of FE (assuming you were using it prior to NXT)? We have been using FE since before I started with the organization in 2007, and I don't believe we have ever been able to reconcile the AP aging to the GL. We can usually get pretty close (within a few hundred dollars), but never to the penny.

Alaina Hiatt

@Earl Richards I have only been with our organization since we've been live on FENXT, however, the reconciliation process I follow was one we have used going back to our FE days. In talking with my coworkers, the problems have always been there. But we've built our list of problems to watch for since going live in FENXT. We have also developed a query to assist in our AP reconciliation, and we have fine-tuned it to help us identify/avoid these items, which has helped. Since being in FENXT, we have also realized that our business rules, created in FE and copied by BB behind the scenes into FENXT, do not always work the same way they used to, which also affects the errors/issues we find in AP. Once such example relates to invoice due dates not calculating off our payment terms, but instead we have to manually adjust them with each invoice. Hope this information is helpful!