After our year end there was 4 invoices entered in Accounts Payable with dates prior to the year end. Currently the ledger balance does not agree with the subledger.

Do we need to clear these from the subledger before this year end and enter them with current year dates? What is the best way to handle this?

Thanks
Lynn Tribe

Hi Lynn,

What is the current state of things? Have the AP invoices been posted, and retrieved into GL. Or are they still setting in an AP invoice batch?

The best way to handle things depends on where you are currently at. I presume that both AP and GL year ends have been fully completed, and the invoices came in late - with dates in the old fiscal year.

All the AP Batches were posted and retrieved into the GL at the time. This happened several months ago and I did not check the AP ledger balance to the subledger until now (our year end is January 31st, so I am in the beginning stages of review).

The invoices were dated prior either by accident (key punch errors) or were actually prior to January 31, 2008. At January 31, 2008, all was okay, the subledger matched the gl. With the new version Adagio 9, the AP person didn't get any error messages after the year end finished when she entered these invoices.

Our year end January 31, 2008 is closed, as much as version 9 does that. The Year end process was completed. These AP invoice were inputted after the year end was closed and were for prior year invoices, 2007 that were sent to us later.

Hi ltribe,

OK, so the AP invoices are sitting posted in AP with a date of 2007 but have been posted in Ledger into a 2008 fiscal period?

(This would only happen if you are retrieving general ledger batches into a specific period, rather than letting the g/l assign the correct period based on the date of the transaction. If you let Adagio Ledger assign the period on the retrieve, it would have reported an error and set the period to '99'.)

The easiest way to proceed is just record a note in the Payables control account explaining the discrepancy and then the control account will get back into synch when the invoices are paid.

How do you want the accounting to end up when you're finished?