A/R to G/L Interface - Invalid or Unknown Account

This document explains what to do when there is an error message on the A/R to G/L Interface report for either Invalid or Unknown G/L Accounts.

Unknown or Invalid G/L account #’s won’t be posted into the General Ledger Module.  They will need to be corrected before posting into the G/L module.

• ​An example of a message can be: “Invoice 016099 in distb hist has an invalid G/L account #  CR TO CONTINUE”.
• For an Unknown account, the report will print “UNKNOWN ACCOUNT” in the G/L account description column.

Generate Interface:

• Accounts Receivable (Module 2)
  • System Management Functions (Task 32)
    • Generate A/R to G/L Interface (Sub-task 3)

Starting date: and Ending date: - use the first and last day of the month being balancing 

Invalid G/L Accounts:

Pay attention to the screen for a message like: “Invoice 016099 in distb hist has an invalid G/L account #  CR TO CONTINUE”.    First write down this invoice #, then print a distribution report for this invoice #.

• Distribution History (Task 21)
  • Print Selected Distrib Records (Sub-task 4)
    • ALL Batch numbers
    • Print report by 2) invoice number / invoice date / account number
      • ​​Starting invoice #: 016099
      • ALL invoice dates
      • ALL account numbers
      • Look on the Distribution report for the INVALID G/L ACCOUNT. 

Either find a copy of the invoice, re-print it or look it up:

• Order Processing (Module 6)
  • History Inquiry (Task 26)
    • Invoice # (Option 3)
    • Press the TAB key for the line items on the invoice
      • Find the items on the invoice that add up to the amount of the INVALID ACCOUNT. 
      • Go into Module #5-Inventory Control, Task #17-Inventory Master, Subtask #2-Change Existing Item Record and bring up the item.  Verify the  G/L account # , if incorrect – fix it. 
      • Correct the G/L number for the item in question in the Accounts Receivable module, in Task 21 Distribution history.  Fax  a copy of the A/R to G/L interface to us for further instructions: 248 583-4110.

Unknown Accounts

On the A/R to G/L Interface report look down the Description column for UNKNOWN ACCOUNTS.  Once it is located, look in the SOURCE column of the unknown account. 

• If the source column says SALES REVENUE or GENERAL DISTRIBUTION fax or email a copy to us for further instructions: 248 583-4110.
• If the source column says NET CHANGE IN INVENTORY or COST OF SALES this means that the Siamese inventory and cost-of-sales accounts may not be created in the G/L chart of accounts. Fax a copy of the A/R to G/L Interface to us for further instructions: 248 583-4110.
• If the source column says TOTAL NET SALES (FROM SALES HISTORY) fax a copy of the A/R to G/L Interface to us for further instructions: 248 583-4110.
• If the source column says TOTAL CASH (FROM CASH HISTORY),   TOTAL MISC CASH (FROM CASH HISTORY),   TOTAL DISC ALLOWED (FROM CASH HISTORY)   or   TOTAL CASH + DISC ALLOWED fax a copy of the A/R to G/L Interface to us for further instructions: 248 583-4110.
• If the source column says MISC CASH RECIEPT/REFUND this G/L account # was entered & posted in Task #2 in A/R - Cash Receipts Entry & Editing.  Since Cash Receipts Entry & Editing won’t let you enter a G/L account # that doesn’t exist, the G/L account must have been deleted after it was posted.  Fax a copy of the A/R to G/L Interface to us for further instructions: 248 583-4110.