Occassionally when printing the Accounts Receivable report "aged trial balance" using "calculate at" the end of the previous month, the subledger report does not reconcile to the control account. Normally we don't worry about it because it always reconciles after the cutoff date. But it happened at our year end and the external accountants convinced me to investigate. So I traced one transaction and even though "customer transactions" shows a balance outstanding, this balance does not appear on the subledger report. Is there another report that is date sensitive that we should be using instead? Or are we doing something wrong?

Hello Anneli,

If you would care to send me the AR and GL data that you think has this problem, I would be happy to take a look. I'm pretty sure that thisreport is working as advertised. Is there any possibility that the period was changed once the batch was retrieved into the general ledger?

It is possible that you have a transaction with a future date, perhaps due to a keying error, like 10 instead of 01. This transaction would not be included in a report calculated back to a specific date, but would be included in any report using "aged as of".

Although you are correct to use the Aged Trial Balance report calculated to the previous month end, it is a good idea to also print (or preview) a summary report using "aged as of" at month end to catch this type of error.

To correct a date error:
Credit the original invoice using the original "wrong" date for the credit note.
Re-enter the invoice with a similar but unique Invoice number (add A at the end) and the correct date.

Hi and thanks for your reply. I thought this might be a problem for lots of people as I spoke to another Adagio AR user in town who said he had the same problem. It isn't an issue of dates being changed or a keying error. I traced one problem transaction through and found that if I print "Reports/Customer transactions/current transactions" for that customer to my cut-off date, the o/s balance is nil but if I print "Reports/Customer transactions/current & historical transactions" at the cut-off date then the correct balance shows as o/s. However, that balance does not appear on my Aged Trial Balance report. This particular receivable was collected 7 days after month end and is recorded in the correct period in the GL so the problem is with the subledger report. I don't mind sending you the data - how would I do that?

Hello Anneli,

Use File | Backup | Module to backup AR and GL and send the ZIP files to abates (at) softrak.com and I'll take a look. I'll need the customer code that you traced through and your diagnosis of how the reported amounts are incorrect.

Thanks for the help

Hi Anneli,

If you Edit (or View) the Customer in question, and go to the Transactions tab within the customer, you will be able to look at either Current or Historical transactions. Those in the 'Current' list could either be outstanding or paid - you can tell this by the Current Amount being non-zero or zero (respectivelt). Those 'Historical' transactions must all have Current Amounts equal to zero - they could not have been purged to history if they were not. If you find that a historical transaction has a current balance NOT equal to zero, this is an error.

Historical transactions cannot be modified (ie adjusted). Perhaps there was an integrity error found and Rebuild run, causing a balance to be added incorrectly.

Do you use BankRec and the NSF check reversal funciton?

Hi again
I get your point about the current and historical transactions - checked this and you are absolutely right. So it is probably me doing something wrong. I will send the file to Andrew with some notes. By the way I did an integrity check - no errors and no, we don't use BankRec, just AP cheque register to generate our o/s cheques. Thanks for your time.