How do I reconcile AP credit cards to GL?

Note: Contact your Sage 300 Construction and Real Estate Consultant if you require assistance.

The Accounts Payable to General Ledger reconciliation procedures are broken down into four sections as follows:

Overall Reconciliation Procedures: To identify overall whether there is a discrepancy
Month by Month Reconciliation Procedures: To identify in which period a discrepancy occurred
Batch by Batch Reconciliation Procedures: To identify in which batch a discrepancy occurred
Entry by Entry Reconciliation Procedures: To identify in which entry a discrepancy occurred

Note: If you pay invoices with retainage by credit card, refer to article ID 32986 Why are my Credit Card Payable reports out of balance with my General Ledger? for reports to use in place of the reports in the steps below.

IMPORTANT: Before you begin reconciling Accounts Payable to General Ledger, post all entries in both Accounts Payable (Tasks, Post Invoices) and General Ledger (Tasks, Post Entries).

Overall Reconciliation Procedures

Follow the procedures below to determine if Accounts Payable and General Ledger are in balance overall.

Print the Accounts Payable Period End Report for CCP Accts report as follows:
1. From the Accounts Payable Reports menu, select GL Reconciliation, Period End Report for CCP Accts.
2. In the Period end cut-off date box, enter the period end date that is six months in the future. (General Ledger allows posting up to six future periods.)
3. Click Start to print the report to a file or printer.
4. Make a note of the total in the Current Accts Payable Balance column for each credit card payable account.
5. Repeat the previous steps for each payable account.
In General Ledger, make a note of the future balance for your credit card payable accounts as follows:
1. From the Setup menu, select Accounts.
2. Enter one of your credit card payable accounts, or click List to select one from the list.
3. Select the Balances (Accrual) tab, and make a note of the Future Balance total.
- Note: In General Ledger, a credit balance appears with a minus sign
Repeat the previous steps for each payable account.
Compare the General Ledger balance from step 2.c to the Accounts Payable total from step 1.d for each account.

If the Accounts Payable totals do not match the General Ledger balances, proceed with the Month by Month Reconciliation Procedures to find the period in which the discrepancy occurs. Multiple months with differences could make up the total discrepancy between Accounts Payable and General Ledger.

Month by Month Reconciliation Procedures

Follow the procedures below to determine whether Accounts Payable and General Ledger are in balance to one another for a specific period. If they are not in balance, continue with the Batch by Batch Reconciliation Procedures and Entry by Entry Reconciliation Procedures to determine the cause of the out of balance situation.

Print the Period End Report for CCP Accts report as follows:
1. From the Accounts Payable Reports menu, select GL Reconciliation, Period End Report for CCP Accts.
2. In the Period end cut-off date box, enter the period end date for the period that you want to reconcile.
3. Click Ranges, make a note of all the account numbers, and then click Cancel.
4. Click Start to print the report to a file or printer.
5. Make a note of the total in the Credit Card Payable Balance As Of [Date] column for each accounts payable account.
Print your Year-to-date Ledger as follows:
1. From the General Ledger Reports menu, select Year-to-date Ledger.
2. Select the Modify date range check box.
3. Enter the beginning and ending date of your period in the Start date and End date boxes, respectively.
4. Click Ranges, select the accounts that you noted in steps 1.c above, then click OK.
5. Click Start to print the report to a file or printer.
6. Make a note of the ending balances for each account.
Compare the credit card payable account totals from steps 1.e to the ending balances for each credit card payable account from step 2.f. Make a note of any accounts where the total in Accounts Payable does not match the balance in General Ledger.
- If there are no differences, then this month is in balance. You do not need to proceed further for this month.
- If there are differences, proceed to the next step to identify the out of balance batch.

Batch by Batch Reconciliation Procedures:

For each month where you found a discrepancy, compare the Accounts Payable Entries by Batch for CCP Accts report to the General Ledger Totals by Batch report as follows.

In General Ledger, print the Totals by Batch report as follows:
1. From the Reports menu, select Entries, Totals by Batch.
2. Select GL Transaction (current) and GL Transaction (history) (if a history file is available), and then click OK.
3. Click Conditions.
4. Under Field, select Accounting date.
5. Under Operator, select Greater or equal to.
6. Under Value, enter the first day of the month you are reconciling (for example: 05/01/2022).
7. Click OK, and then click Add.
8. Under Field, select Accounting date.
9. Under Operator, select Less or equal to.
10. Under Value, enter the last day of the month you are reconciling (for example: 05/31/2022).
11. Click OK, and then click Add.
12. Under Field, select Account.
13. Under Operator, select Equal to.
14. Under Value, enter one of the credit card payable accounts that you want to investigate further.
15. Click OK twice.
16. Click Start to print the report to a printer.
In Accounts Payable, print the Entries by Batch for CCP Accts report. Print the report for each payable account as follows:
1. From the Reports menu, select GL Reconciliation, Entries by Batch for CCP Accts.
2. Select AP Transaction (current) and AP Transaction (history) (if the history file is available), and then click OK.
3. In the Credit Card payable account box, enter the same account used in the condition on the General Ledger Totals by Batch report (above).
  - Tip: If your Credit Card Payable account is too long to fit in this box, refer to article ID 17707 The Accounts Payable Entries by Batch for AP Accts report only allows 10 digits in the Accounts Payable account box for steps to modify the report to accommodate your account number.
4. Click Conditions, and then click Add.
5. Under Field, select Accounting date.
6. Under Operator, select Greater or equal to.
7. Under Value, enter the first day of the month you are reconciling (for example: 05/01/2022).
8. Click OK, and then click Add.
9. Under Field, select Accounting date.
10. Under Operator, select Less or equal to.
11. Under Value, enter the last day of the month you are reconciling (for example: 05/31/2022).
12. Click OK twice.
13. Click Start to print the report.
  - Note: To reconcile multiple credit card payable accounts, condition and print the General Ledger Totals by Batch report for each account number separately. Do not add any other conditions or ranges and ignore any amounts in the Batch Proof column.
Compare the General Ledger Totals by Batch report and the Accounts Payable Entries by Batch reports for each account. Compare each batch until you find a batch with a discrepancy.
- If you find a batch where the debits and/or credits do not match, make a note of the batch and the difference and continue with the Entry by Entry Reconciliation Procedures below to find out which entry caused the discrepancy.
- If you do not find a batch with a discrepancy, then the discrepancy has carried forward from a previous month. Repeat the Month by Month Reconciliation Procedures and Batch by Batch Reconciliation Procedures to identify the month and batch where the discrepancy originates.
- See Record Payments by Credit Card or Record Manual/Print Quick Checks created an out of balance AP batch for a possible cause of an out of balance batch.
- See article ID 68559 Are intercompany entries created for invoices that are paid by credit card in Accounts Payable? regarding credit card payments and intercompany.

Entry by Entry Reconciliation Procedures:

When you identify the batch with the discrepancy, compare the Accounts Payable Entries in Detail for CCP Accts report to the General Ledger Entries by Account report to find the discrepant entries.

In Accounts Payable, print the Entries in Detail reports as follows:
1. From the Reports menu, select GL Reconciliation, Entries in Detail for CCP Accts.
2. Select AP Transaction (current) and AP Transaction (history) (if a history file is available), and then click OK.
3. In the Credit Card Payable account box, enter the appropriate payable account.
4. Click Conditions, and then click Add.
5. Under Field, select Accounting date.
6. Under Operator, select Greater or equal to.
7. Under Value, enter the first day of the month you are reconciling (for example: 05/01/2022).
8. Click OK, and then click Add.
9. Under Field, select Accounting date.
10. Under Operator, select Less or equal to.
11. Under Value, enter the last day of the month you are reconciling (for example: 05/31/2022).
12. Click OK, and then click Add.
13. Under Field, select Batch.
14. Under Operator, select Equal to.
15. Under Value, enter the batch number with the discrepancy you found in the Batch by Batch Reconciliation Procedures above.
16. Click OK twice.
17. Click Start to print the report to a file or printer.
In General Ledger, print the Entries by Account report as follows:
1. From the Reports menu, select Entries, Entries by Account.
2. Select GL Transaction (current) and GL Transaction (history) (if a history file is available), and then click OK.
3. In the Accounting Date From box, enter the date of the first day of the month you are reconciling (for example: 05/01/2022).
4. In the Accounting Date To box, enter the date of the last day of the month you are reconciling (for example: 05/31/2022).
5. Click Conditions, and then click Add.
6. Under Field, select Account.
7. Under Operator, select Equal to.
8. Under Value, enter the appropriate credit card payable account.
9. Click OK, and then click Add.
10. Under Field, select Batch.
11. Under Operator, select Equal to.
12. Under Value, enter the batch number with the discrepancy you found in the Batch by Batch Reconciliation Procedures above.
13. Click OK twice.
14. Click Start to print the report to a file or printer.
Compare the Accounts Payable Entries in Detail for CCP Accts report and the General Ledger Entries by Account report for each entry until you find a discrepancy. Determine the correction that you need and use Record Entries in General Ledger to make the appropriate correcting entries.