First, print the AR to GL interface for the month (Sub-task 3 of Task 32 in AR). Check the DIVISION SALES & CASH SUBTOTALS, found on the last page of the report. The debit and credit amounts should match, however if the parameter BAL’SHEET’FLAG=C (found in 2/32/22/3) then the division totals MAY not balance, but the final page should be balanced.
If they do not, check to see if these match:
- DIVISION SALES SUBTOTALS
- DIVISION COSTS SUBTOTALS
- DIVISION CASH SUBTOTALS
If these do not match, run the interface by weekly increments to localize the week that does not balance. Once the week is localized, run the interface for each day of the week in order to identify which day(s) are not correct. This narrows down amount of paper that is being evaluated.
The most common scenario is that the DIVISION SALES SUBTOTALS do not match. These totals come from the Sales and Distribution Histories (from Tasks 19 & 21 in AR).
The TOTAL NET SALES (from Sales History) – debit amount – comes from the History (Task 19). This debit amount should equal the totals from the AR Sales Posting registers (Task 1, Sub-task 5 in AR).
Note: the following procedures are based on matching the Sales Posting registers to the debit amount in TOTAL NET SALES (from Sales History) on the AR to GL Interface. . If records exist in both history reports and not on a sales posting journal there may be a sales posting register missing. Please ensure all posting journals are kept in a safe place and accounted for.
Note: the dates on the posting registers should be in the current month and year
Run the AR Sales History report for the affected period or day. The Sales History report (Task 19, Sub-task 4) will be in invoice number order and each invoice should match the Sales Posting journal, which is also in invoice number order. When an invoice is found that is not on the Sales History report, but is on the Sales Posting register, it must be adjusted or added in the Sales History (Task 19, Sub-task 1 or 2). Please be very careful entering or changing Sales History records and ensure that extreme care is taken.
If there is an entry that is on the Sales History report that is not on the Sales Posting journal, the entry was: (1) on a different posting register, or (2) was directly entered into the Sales History. When this occurs, validate the entry. If the entry is on another posting or missing, it is more than likely the entry is OK.
The TOTAL NET SALES (from Sales History) total on the AR to GL interface is going to be different than the Sales History. The Sales History should be adjusted to match the sales posting journal.
If the DR (debit) to TOTAL NET SALES (from Sales History) is correct, the Sales Distribution History report needs to be compared with the Sales Posting Registers. First the Sales Distribution History report needs to be printed (Task 21, Sub-task 4 in AR)
Run this report for the date using all customers, all invoices, the affected invoice date and all GL account # s.
Compare the Sales Posting Register and the Distribution History Report line by line and look for differences. When the difference is found, change the affected record in the Distribution History to make it match the Sales Posting Register.
After the Sales and Distribution Histories are balanced to the Sales Posting register:
Print the ARTOGL interface for the day in question. Check the DIVISION SALES & CASH SUBTOTALS. The debit and credit amounts should match. DIVISION SALES SUBTOTALS, DIVISION COSTS SUBTOTALS, and the DIVISION CASH SUBTOTALS should match. If these match, reprint the ARTOGL for the month and check it.
*One final note: for auditing purposes, please keep a record of ALL changes made in the system (i.e. date, amount, GL account, etc.)