A/R to G/L Interface Does not Equal the Sales or Cash Postings

Part of the Month-end balancing procedures is to print an A/R to G/L Interface report. One of the steps is to make sure the total of the sales and cash postings equal the figures on the A/R to G/L Interface report. This document explains how to find out the discrepancies.

Sales and Finance Charge Postings:

Begin by adding the Sales & Finance Charge postings up on a calculator. Or if you use a daily balancing spreadsheet, verify the correctness of the daily totals in the columns and the total field, for the column, has the right formula in it. For information on how to set up the Daily reconciliation spreadsheet see the documents titled “A/R Daily Balancing” and “A/R Daily Balancing Spreadsheet”.

The total of the Sales Postings and Finance Charge postings should equal the first line on the A/R to G/L Interface [to the right of the amount it prints "TOTAL NET SALES (From Sales History)"]

If you have multiple divisions go to the page on the A/R to G/L Interface report that starts with “Summary of all divisions’ and look at its first line. It should equal the total of the Sales Postings and Finance Charge postings for all divisions.

If the total of the Sales and Finance Charge postings doesn’t equal the A/R to G/L Interface, do the following:

Verify each posting total on the spreadsheet or calculator tape.
Make sure there are no missing batch numbers.
- A list of batch numbers may be printed from Task #22 (Batch Control), Subtask #4 (Print Selected Control Records). Answer the system prompts as follows:
  - Starting control / posting date: This is the date of the posting not the date of the sales. Type in the date that the first sales posting was posted.
  - Ending control / posting date: Type in the date that the last day of the month was posted.
  - Print report by: 1) Posting type / Control number
  - Starting posting type: Type in an S for sales
  - Starting control number: Press enter for ALL
- This report will list all of the sales postings numbers with totals.
- Makes sure the first batch # on the report is for sales from the first business day of the month being balanced.
- Make sure all of the batch numbers and amounts are verified against the calculator tape or spreadsheet.
A report for the individual batch numbers may be printed from Task #19 (Sales History), Subtask #4 (Print Selected History Records) to verify the totals on the spreadsheet or calculator tape. Print the report using the following system prompts:
- Starting Batch number: Type one batch # at a time
- Starting document number: Press enter for ALL
- Starting document type: Press enter for ALL
- Starting invoice amount: Press enter for ALL
- Print report by 2) Customer number / Document date / Division number
- Starting customer number: Press enter for ALL
- Starting document date: Type in the first day of the month being balanced.
- Ending document date: Type in the last day of the month being balanced.
- Starting division number: Press enter for ALL
- Suppress detail records? (YES/NO): NO
Look at the Total inv$ column’s ending amount. This should be the total on the spreadsheet or calculator tape for this sales posting.

Cash Posting:

Begin by adding the Cash postings up on a calculator. Or if you use a daily balancing spreadsheet, verify the correctness of the daily cash totals in the columns and the total cash field, for the column, has the right formula in it. For information on how to set up the Daily reconciliation spreadsheet see the documents titled “A/R Daily Balancing” and “A/R Daily Balancing Spreadsheet”.

The amounts of the "Total Change to AR" on the Cash Postings (from Task 2 in AR) should equal the credit to the A/R G/L account number (on the 4^th line) of the cash section on the A/R to G/L Interface [To the right of the 4th line of the cash section it prints "TOTAL CASH + DISC ALLOWED".] IF you are using a spreadsheet use the figures from the Cash Posting for the amounts in the cash posting column.

If, you have multiple divisions, go to the page on the A/R to G/L Interface report that starts with “Summary of all divisions” and then go to the cash section. Find the line that has "TOTAL CASH + DISC ALLOWED" printed to the right. This should equal the total of all the cash postings, or the total of the cash posting column from the A/R Daily Balancing spreadsheet.

If the total of the Cash postings doesn’t equal the A/R to G/L Interface, do the following:

Verify each amount on the spreadsheet or calculator tape.
Make sure no batch numbers are missing.
A list of batch numbers may be printed from Task #22 (Batch Control), Subtask #4 (Print Selected Control Records)
- Starting control / posting date: This is the date of the posting not the date the money was received. Type in the date the first cash posting was posted.
- Ending control / posting date: Type in the date that the last day of the month was posted.
- Print report by 1) Posting type / Control number
- Starting posting type: Type in an C for cash
- Starting control number: Press enter for ALL
This report will list all of the cash postings batch #’s with totals.
Makes sure the first batch number on the report is for cash with a received date from the first business day of the month being balanced.
Make sure all of the batch #’s and amounts are on the calculator tape or spreadsheet.
- A report for the individual batch numbers may be printed from Task #20 (Cash History), Subtask #4 (Print Selected History Records) to verify the totals on the spreadsheet or calculator tape.
  - Starting Batch number: Type in the batch #
  - Starting G/L account number: Press enter for ALL
  - Starting document type: Press enter for ALL
  - Starting transaction type: Press enter for ALL
  - Print report by 2) Customer number / Document date / Division number
  - Starting customer number: Press enter for ALL
  - Starting document date: Type in the first day of the month being balanced.
  - Ending document date: Type in the last day of the month being balanced.
  - Starting division number: Press enter for ALL
  - Suppress detail records? (YES/NO): NO

Look at the Total Cash Received at the end of the report. This should be the total on the spreadsheet or calculator tape for this cash posting.