An A/P batch did not get into the G/L.
We use AP, BR, and Ledger, and we use a clearing account. Cheques are entered to AP. The entry that goes from A/P to the G/L when retrieved to the G/L is dr expense(s), cr clearing account. The AP batch also goes to the Bank Rec, and then when it goes from Bank Rec to the GL the entry is dr clearing account, credit bank or payables. For this batch we have the retrieved Bank Rec batch, but no batch from AP to the G/L. I therefore have 31 entries sitting as debits in the clearing account. I reviewed the GL batch status report to see if I accidentally deleted a batch, but I didn't. I have a copy of the A/P Posting Journal that shows payments of $300 and cash invoices of $10,565.29. My clearing account is out the total of those two amounts, $10,865.29. The A/P subledger is out $300 from the G/L control account (i.e. the $300 in payments). Any idea how this AP batch could go from AP to BR, and from BR to G/L, but not from AP to GL? If we know what happened we can hopefully prevent a recurrence. Thanks.

Have you checked to make sure that the batch isn't still sitting in Payables waiting to be retrieved into Ledger?

More likely the batch it either still waiting to be retrieved into AP from BR or has been retrieved into AP but never posted or has been retrieved into AP and was deleted rather than posted.

Beyond that this would be difficult to resolve over the forum.

The batch is not still in Payables waiting to be retrieved. Also, it was created in AP so isn't something that would be retrieved into AP. It's retrieved in Bank Rec from AP, and retrieved in Ledger from AP.

If you are running AP 9.2A there is a log that might be useful to try and determine what might have happened.

Opps! I read your post too fast and thought it said the credits were missing in the clearing account:)

Manual cheque batch posted in AP, journal entry missing from GL. Possible causes:

1. Posting was interrupted by workstation crash, batch for GL not created. Check data integrity.
2. AP data was restored from backup after cheques were posted and before batch was retrieved to GL Transactions are stored in the subledger until retrieved.
3. Batch retrieved to GL and not posted or retrieved and deleted. (but you have already checked this)
4. Future dated or back dated transactions, in error, that are posted but just not in the period you expect to find them.

Thank you for the additional possibilities, but none of them are the problem (1 data integrity has been checked, 2 no restore at that time, 3 already checked, 4 A/P is reconciled to G/L). Is the following a possibility: A/P batch was posted. If it's retrieved, posted and cleared in Bank Rec Module before being retrieved in the G/L, is it possible that the batch would no longer be available to retrieve in G/L? We were just discussing that something similar happened a few years ago, when we were just starting to use the Bank Rec Module. We posted a batch in A/P, retrieved it in G/L, did not retrieve it right away in Bank Rec but it showed as available to retrieve. It was posted in the G/L, and then it was no longer available to retrieve in Bank Rec. That's our recollection of what happened a few years ago anyway - is that possible?

When the batch is posted in AP, the data for the GL batch retrieval goes into one file and the data for the BR batch goes into another. When the batch is retrieved in BR, it has no impact on the file for the GL batch retrieval. That file should sit there until the retrieval is done in GL.

So if things are functioning properly, it's not possible.


But in your first post you said the AP Control is out from the GL by the $300 that should've been in the AP batch. Therefore a dating issue could still be a possibility.

But since we don't have all the information, this is very difficult to troubleshoot in the forum. If you want me to look at it, the easiest way to diagnose this would be for you to send me a backup of your data. I can review the logs and check the database.

Regards,
Dan Desautels

Thanks Dan. A/P to G/L was 'reconciled' in terms of knowing that the $300 difference was the Payments part of the missing batch. I manually entered the missing batch to the G-L (I was going to just enter the summary from the A/P posting printout, but for 31 entries I entered all the detail so it would show in the G/L), so now it's reconciled with no difference. If it happens again I will give you a call to discuss checking a data backup.

Mari