How to reconcile Accounts Receivable to General Ledger

As with any reconciliation, you may encounter situations where the Trial Balance report in Accounts Receivable does not balance to the corresponding GL account in the General Ledger. Use the following steps to assist you in determining what has caused the balances to be different.

1. In Accounts Receivable, verify that the Sales Journal, Cash Receipts Journal, and Finance Charge Journal have been updated.
2. In Sales Order, verify that the Daily Sales Reports/Updates has been updated.
3. Run the Daily Transaction Register and confirm all source journals are updated. Instead of checking each module separately, print this directly from the General Ledger module.
   • Expand module, General Ledger, Main, Daily Transaction Register
4. Print the General Ledger Detail Report in the General Ledger module for the current period and only include the Accounts Receivable account.
5. When balancing Accounts Receivable, verify no entries were posted to the account that did not originate from Accounts Receivable or Sales Order.
   • TIP: On the General Ledger Detail Report, you can verify where the journal entry was originally posted from by looking in the Source Module column, it should only be AR or SO, if there are entries posted to your AR account from other modules they will not be reflected on the AR Trial Balance.
6. If a transaction was posted that did not come from Accounts Receivable or Sales Order, reverse the entry in the appropriate module and re-enter the transaction in the appropriate module if necessary.
7. Use original hard copies of the register, journals, and the Daily Transaction Register to verify entries are not missing from the General Ledger.
8. If a transaction does not appear in the General Ledger, verify the postings were to the correct accounts.
9. Create a journal entry in the General Ledger for any transactions that do not appear. Verify that the correct posting date, amount, accounts, etc. are used.

 

Additional information: If you use Retention/Holdback on invoices, it can post to a different account than the AR account, depending on setup. Be sure to SUM the amount posted to Accounts Receivable account with the Retention GL account when comparing to the AR Trial balance report.