Incorrect G/L Account Number on a Voucher

A voucher is found with an incorrect G/L account #.  i.e. The G/L account # should have been posted to “401-00-01 Notes Payable 2011 Chrysler 200” but it was posted to “785-00-01 Auto Expense”.  The voucher could be left this way.  A manual journal entry could be posted in the General Ledger module to correct it.  If not corrected in the A/P module this could cause:

• The wrong G/L account # on the A/P to G/L Interface report.  
• The wrong G/L account # on the A/P Expense Distribution report and voucher history report.  
• The G/L manual journal entry could be forgotten, thus creating an incorrect Income statement and incorrect balance sheet.
•  When the A/P person is entering future vouchers, if they look at the history, the future vouchers may be posted to the same incorrect G/L #.

NOTE: Nothing should be added, changed or deleted directly from the Voucher History (Task 19) or the A/P Open Items (Task 21).  Doing so can cause imbalances.  Check with us for information on setting up Sub-task passwords to help prevent this from happening.

To correct A/P, go:

• A/P (Module 3)
  • Voucher Entry & Editing (Task 1)
    • ​Enter (ADD) New Transaction (Sub-task 1).

Note:  the next two entries should be on a posting of their own.

Step 1.  A credit voucher needs to be entered for the exact negative of the original voucher.

• Use the same vendor number.
• The invoice number may be the same as the incorrect dated voucher except with a CM in front.
• Use the same date.
• The amount should be the same except a negative.
• The due date and division # need to be the same as the original, incorrect voucher.
• The same incorrect G/L account should be the used as the original voucher. 

Step 2.  Enter a new voucher with the correct G/L account # with a positive dollar amount.  This should have all the correct information (vendor, date, dollar amount, etc). 

• These 2 vouchers can be on the same posting.  The total of the posting should be a zero. 

Step 3.  After these two correcting vouchers are posted, use Task 4 - Apply A/P Credits.  Apply two of the vouchers to each other.  See document titled Task 04 - Applying A/P Credits, for additional information, if needed.

Note:  If it is before the A/P end of month procedures have been completed, you are finished.  No need to continue any further.  The A/P month end procedures may be completed as normal.

Step 4. If it is after the A/P end of the month procedures, but before the G/L Monthly procedures: The A/P end of month procedures, need to be re-done.  Step 4 needs to be completed but not the additional steps.  If it is after the A/P end of the month procedures, and after the G/L Monthly procedures, skip this step 4 & continue with the rest of the steps below.

• For example: it is now November 5^th 2011.  You balanced the A/P spreadsheet & printed an A/P ATB for the end of October 2011 & printed an A/P to G/L Interface report for October 2011.  These report balances are correct. But the incorrect G/L # voucher is found out.  Now the correcting vouchers have been posted, both dated October 2011. 
  • ​Add the correcting zero voucher batch # to you’re A/P October balancing spreadsheet (the totals on the spreadsheet won’t change). 
  • The A/P ATB for the end of October 2011 doesn’t need to be re-printed/saved because the correcting vouchers were in the same month & totaled zero, so the A/P ATB ending total is the same.  Although to make sure an A/P ATB can be Pre-viewed to screen OR printed/saved to verify the ending total.  
  • The A/P to G/L Interface report for October 2011 needs to be re-printed.  When this report asks: Include previously interfaced vouchers? Y, answer Y.  Verify the totals on this report just as normal for month end.  
  • If an A/P Expense distribution report was previously printed, a new report would need to be printed.

Step 5. If it is after the A/P end of the month procedures, and after the G/L Monthly procedures, the A/P end of month procedures need to be re-done and there are additional G/L procedures needed. Continue with the rest of the steps.

• For example: it is now November 5^th 2011.  You balanced the A/P spreadsheet & printed an A/P ATB for the end of October 2011 & printed an A/P to G/L Interface report for October 2011.  These report balances are correct. The October 2011 A/P to G/L interface is obtained & posted into the G/L module.   But the incorrect G/L # voucher is found out.  Now the correcting vouchers have been posted, both dated October 2011. 
  • ​Add the correcting zero voucher batch # to your October A/P balancing spreadsheet (the totals on the spreadsheet won’t change). 
  • The A/P ATB for the end of October 2011 doesn’t need to be re-printed/saved because the correcting vouchers were in the same month & totaled zero, so the A/P ATB ending total is the same.  Although to make sure an A/P ATB can be Pre-viewed to screen OR printed/save to verify the ending total again.
  • If an A/P Expense distribution report was previously printed, a new report would need to be printed.

NOTE: Nothing should be added, changed or deleted directly from the Voucher History (Task 19) or the A/P Open Items (Task 21).  Doing so can cause imbalances.  Check with us for information on setting up Sub-task passwords to help prevent this from happening.

Step 6.  If it is after the A/P end of the month procedures, and after the G/L Monthly procedures: Post the A/P to G/L interface for just the corrected vouchers.  This must be coordinated or completed by the person in charge of the G/L module. 

Go to:

• General Ledger (Module 4)
  • ​Post interface transactions (Task 2) 

Prompts for Specific Interfaces  (Task 2)

In “Post interface transactions” the system prompts for the specific GL Interfaces to be posted.  A screen helps to prevent accidental double postings by allowing the user control over which interfaces will be posted for each batch.  

                              Choose Interfaces to be posted

                                  Last       Last        Obtain for

                                generated   posted        posting

             Interface            for         for           now?

   --------------------- ---------   ---------    -----------

1. Payroll.............. 10/31/xx    10/31/xx     P/R (Y/N) N

2. Accounts receivable.. 10/31/xx    10/31/xx     A/R (Y/N) N

3. Accounts payable..... 10/31/xx    10/31/xx     A/P (Y/N) Y

4. Post the selected interfaces to G/L period:  10      10/01 to 10/31

5. Assign a posting date within period 10 of:   10/31/xx

6. Transaction date range: 10/01/xx to 10/31/xx

7. Transaction division range: ALL

Any changes?  

Fields 1 & 2: answer N

Field 3: answer Y to obtain the A/P to G/L interface.  (The last A/P to G/L interface printed from the A/P module will be obtained.)

Field 4:  Enter the period number where the interfaces should be posted. In this example it would be period 10 for 10/31/11.  A pop-up window appears to show date ranges for each period and highlights the current period.  Make sure the period is the correct month & year. 

Field 5: Enter the posting date that should be applied to the obtained A/P vouchers.  In the example it would be 10/31/11.

Field 6: Enter a date range of transactions to be posted.

Field 7: Enter a division range of transactions to be posted. Blank means ALL.

When it asks "Include previously interfaced vouchers?" , answer N.  This A/P to G/L Interface report should have only the data/figures from the two correcting vouchers. NOT the whole month’s data/figures!

• The G/L posting register will print.  Save it.
• Make sure there are NO Errors
• Make sure there isn’t anything “Out of Balance” on the screen
•  Answer YES to “Posting of G/L Records OK?”

 Note: Remember to rerun the financial statements for each of the succeeding months so they reflect the changes.