Payables Reports

Question

Hello, we are new to Blackbaud and are working on trying to get monthly reports set up. Whenever I set up and run the accounts payable reports like the links or support staff have instructed we still are not matching with our ending balance for the month in accounts payable.

Does anyone know what could be causing this or any tips on which accounts payable report to run, and how to set it up so that we can make sure that there isn't an error on our side related to accounts payable.

Thank you and have a wonderful day!

Cyndi Park · Answer

I am new to this community postings and fairly new to BB.  We couldn't tie it out either and then I ran across an old post (which I tried to find but couldn't to refer you to).  Basically that post highlighted that there could be prepaid expenses and we did have them.  The check date was in a month before the invoice date.  For example rent October 1st was paid at the end of September.  When we isolated those, we were able to tie it in.  I think for year-end I reclassed from AP to Prepaid expenses so that it tied out.  Hope this helps!

Roberta A. Gilbert · Answer

@Ethan Meredith we usually run the Aged Accounts Payable report as of whichever date we are reconciling to the GL.   For the parameters, we choose Transaction dates (usually aka invoice dates)=All, but Post dates as a range where the start Post date is left blank (trust me here), and the end Post date is again, the date you are reconciling in the GL.  This should get you a report that shows unpaid invoices posted at any time in the past, with any invoice date, up through the date you are reconciling.

If that doesn't match your AP liability account balance, check your business rules and make sure you don't allow JEs to hit the AP account.  JEs won't show up on that Aging, because they don't go through the AP subledger, but they will affect the GL balance.

Hope that helps!

Nikki Baldwin · Answer

@Ethan Meredith most of the time these discrepancies have to do with date filters and sometimes with records in the subledger having a different post date than the transaction (Invoice) date. This KB goes through a few of the most common items that cause the discrepancies so you can narrow down what the issue is. Hope this helps! How to Reconcile to the General Ledger