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ROBS GL NOTES

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THE BOSS

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    Posted: 28-Aug-2008 at 08:55
If you have previously done a Bank Rec and it balanced, but now when you set the date back and re look at it it does not, Compare the GL Balance that was on the original one with the new one. If it has changed then transactions have been backdated. We need to establish transactions where the entry date is between the date of the current and the date of the balanced report but dated prior to the balanced report.
It is very important to print out the bank rec whenever you have balanced so you can refer back to it.   
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Post Options Post Options   Thanks (0) Thanks(0)   Quote peach Quote  Post ReplyReply Direct Link To This Post Posted: 28-Aug-2008 at 08:52
Keep all your GL Codes a standard length so that reports work properly and orderly.
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Post Options Post Options   Thanks (0) Thanks(0)   Quote peach Quote  Post ReplyReply Direct Link To This Post Posted: 28-Aug-2008 at 08:51
When doing a Batch Creditor invoice you should never post it to the Purchases Control Account. The software would increase Stock on Hand if you do this however you have not added stock to the trading side, thus creating an inbalance. You can simply create a child account to the Purchases Control Account called Non Stock Purchases and make this account an add to the Purchases Control account.
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Post Options Post Options   Thanks (0) Thanks(0)   Quote peach Quote  Post ReplyReply Direct Link To This Post Posted: 27-Aug-2008 at 03:17
SEARCH STRINGS
GL NOTES
ROBS GL NOTES
ROBS NOTES
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Post Options Post Options   Thanks (0) Thanks(0)   Quote peach Quote  Post ReplyReply Direct Link To This Post Posted: 27-Aug-2008 at 03:15
Hi Susmita
 
I've just come across an answer to one of my biggest puzzles when working with customer's GL
 
Balancing Aged Debtor and Creditor reports to GL control accounts
Users and accountants regularly want Aged Debtor and Aged Creditor reports at a certain date - eg June 30 - and then compare them with the GL balance for Debtor & Creditor Control
So you use the Prior Date reports
When they don't match, but your current debtor / creditor balances do match the GL, it's a drama trying to  find the source
The GL Posting reports often show no variance, but there is
And the accountants are very unforgiving - they expect them to match exactly
 
One reason I have know for a while
If a user records a payment to an invoice that is dated in the future, then they run the Prior date report for a date between them, the report picks up only the invoice, not the payment and it is out by that amount
eg invoice on 4/8, payment recorded on 30/7, Prior date report run for 31/7
It will not find the payment and will not match the GL by that amount
Theoretically,  you can't make a payment in July to an invoice that didn't exist until August
They make the mistake when they don't backdate the invoice (ie accept today's date) but then are more careful with the payment because they want their bank to reconcile
 
You can find and fix these by reversing and re-entering the payment at the correct dates
 
But that doesn't cover all instances- there had to be another source
 
Just found it
 
If a creditor invoice number is used more than once, it appears the Prior Date report will only find the first invoice
ie in the case we identified, someone had put in an invoice (Goods In) with a zero amount, then re-entered it with a positive amount
The Prior Date report missed the second invoice and was out by the amount of that invoice
 
Short answer is to recommend users put an A, B etc on the end of an invoice number when they use it a second time
There is a legitimate case for re-using invoice numbers, when they have to split an invoice between GL codes or between Goods In and Batch Creditor Invoice to divide expenses off from stock
 
Haven't yet thought of an easy way to search for them, maybe an Access query can find duplicates
 
Unless Steve can suggest something?
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Post Options Post Options   Thanks (0) Thanks(0)   Quote peach Quote  Post ReplyReply Direct Link To This Post Posted: 24-Apr-2008 at 02:47
When trying to work out if an entry is a debit or credit account, simply look at the GL setup screen and this lists all the different types of accounts and shows weathr they are a Debit or Credit account. It also shows weather the account displays on the P&L or  Balance sheet 
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Post Options Post Options   Thanks (0) Thanks(0)   Quote peach Quote  Post ReplyReply Direct Link To This Post Posted: 10-Mar-2008 at 08:12

discrepency GL posting analysis creditor

**should only be run from the date it was started not including the date of the opening balances

**payment discrep trading lower then paymnt made in GL Pay GeneraL TO creditor account
need to retrieve the payment and then use pay creditor screen.

**gi in trading higher than gl, gi done probably no link to creditor tick on that transaction
**If transactions since integration were entered and dated prior to opening balance entry date then this can change
the opening balance, to check run aged crediotr report priordate and see if the opening balance figure has changed.
Should not have.

Discrepency GL posting analysis debtor

There should be no transactions other than the journal entry on day of opening journals and (figure) shows reciepts
were done on the that day and so has changed the opening balance. Not Good, need to retrieve the transactions and zero it
then re enter the

change gl back to 31`jul
should only see opening balances
have a look in trading side run aged cust prior 31/7 aged creditor prior 31st Juj  stocktakle prior 31/7  match up balances
if they dont balancer to the gl reports then cause is backdated transactions so need to adjust opeing jourtnals


GL Posting Analysis Stock
NonStk = zero tick products
Gl side should report COGS or Goods In less nonstk
if GI on Trad side < Gledger then probably batch creditor invoice trnsaction to General purchases account.
if ie less nonstk does not agree with the inv cogs in gl then run inv report for thatday and look for cogs of the variance.

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