I posted an adjustment batch in A/R but for some reason the adjustment is not being calculated on the A/R Aged Trial Balance (Calculated as of Sept 30/14). Our year end is Sept 30th so now my subledger report doesn't equal my control account - it's out by the amount of the adjustment. Is there a reason for this? And is there a fix for it?

Thanks,
Jean

What was the date of the adjustment transaction?

The date of the adjustment transaction was September 30/14.

Jean:

Which report are you running? Use Aged Trial Balance with Calculate as of.

I'm using the Aged Trial Balance, Calculated as of September 30/14.

...it doesn't make sense to me why it is not being included.

Do you allow the accounting date to be different from the document date? If so, are you doing the ATB by Accounting date or Document date?

If you look up the Customer's transactions, what is the date on the Adjustment you posted? In the general ledger, what period was that adjustment posted to?

It occurred to me that we never asked where the adjustment was posted.

We assumed that it was posted in Receivables. Is this correct?

Also, what was the offsetting account for the adjustment? A common mistake is to use the AR Control account as the offsetting side of the entry. This results in the Debit and Credit both going to the Receivables Control account and netting to $0.00.

I don't think we allow the accounting date to differ from the document date...not sure where to verify this but when I run the ATB I don't have the option to choose Calculate as of Accounting Date vs Document Date, so the date I'm running it is for September 30, 2014 which is the same date used for the adjustment. And looking in the AR control account I can see that it was posted to the correct period for September 2014. It just is not calculating into the ATB

Looking at the Adjustment transaction in Receivables I can confirm that I did not use the AR control account as the offsetting side to the transaction (I have done that before though, learned from my mistake).

Have you shown the data to your Adagio Consultant?

No...I was hoping you'd have come come across this issue before, that it was just a rogue tick-box somewhere that was affecting the report. It's not something that has ever caused a problem before and I use adjustment batches pretty rarely, so it probably won't ever cause an issue for us again.

The ATB just doesn't seem to include Adjustment batches...just Invoice & Cash batches.

Hi Jean,

I can assure you that the ATB includes adjustment batches!

If you print that ATB for August 31 does it tie to the GL? How about for October 31? How about today?

Hi Jean,

If in AR, you edit the customer to which the adjustment was posted, and open the Transactions tab, can you find the adjustment transaction? Is it in the Current list or the Historical list? Just to cover the possibility that it was purged completely from the data, and thus the report couldn't find it to print. Also, view the adjustment Applied details to see which transaction it was applied to and also the date of the application. Presumably the date is also Sept 30, but it would be good to confirm this.

If you have run a process that moves completed transactions from current to history (Period End or printing Statements) since Sept 30, then printing the Aged Trial Balance report Calculated as of Sept 30 has to go back into history to read the transactions there. Further, the report relies on the integrity of the Transaction Matching data file to determine which invoices were applied to by cash, credits, debits or adjustments so that it can determine what the current balance of outstanding invoices were as of that date. The Applied date of the matching transaction is what the report uses - if the Adjustment applied date is Sept 30 then it should be printing on the report.

Jean:

We do see this problem from time to time. Most of the time it's because of a user data entry error. Sometimes its because the database has become corrupted.

Unfortunately it can be very hard to track the problem down without actually seeing the data. If we can assist you to track this down please give us a call.

So I'm thinking that maybe it has to do with my having run a Period End at September 30th, as the Adjustment transaction shows in History and not in Current. The Cash transaction the adjustment was applied to is an October cash transaction - I actually made 2 adjustments to this October cash transaction, one dated October to debit the AR and the one in question dated September to credit the AR (I had mistakenly applied a payment on the date that I was entering it instead of the correct September date). When I run the ATB at October 31st it is fine, although it doesn't show the Adjustments but they cancel each other out. The Customer balance is fine, the AR gl account is fine, it was just that the ATB wasn't tying in.

Thanks for all of your help - I think I'll just leave it alone as there's not a data integrity error and everything reconciles and balances now.

Cheers!!

Jean:

Adjustments that predate the transaction often cause problems. Glad you were able to come to a happy conclusion.