Research General Ledger Discrepancies

If the general ledger is out of balance, here’s some suggestions and reports to run to find the discrepancy.

Review Allocated Accounts

  1. If you use allocated accounts, make sure the Allocation Master is setup correctly with the Search and Replace Properties checked; if not checked the system will not allocate.
  2. Always check allocated accounts to make sure the ending balance is zero
    1. Run a trial balance report
    2. Select the allocated account range
    3. Add a filter to the segement that identifies the allocated accounts
    4. Select level of detail – detail (both)
  3. If there is an ending balance, enter a journal voucher to correct.
    1. Make sure to use the source as NO-ALLOC so that the entry will clear the allocated account 

Trial Balance - Summarized Report

NAVIGATION: REPORTS menu > GL Reports > Trial Balance

  1. Use the segments to summarize checkboxes to quickly see the GL by account type to see the overall ending balance.
  2. If you identify an area, remove the summarize checkboxes and run a detail report on the specific account.

Standard Report

NAVIGATION: REPORTS menu > GL Reports > Standard Report

  1. This report is the system's standard balance sheet and income statement.
  2. Use the segments to summarize checkboxes as needed

Source Summary Report

NAVIGATION: REPORTS menu > GL Reports > Source Summary

  1. This report will show you by GL account, the total transactions and where they pulled into the GL from.  
  2. Typical sources are AP, CR - AR, ED – electronic payments, JV – journal voucher, etc.
  3. When the report generates, to click on a line to see the detail

Export Reports to PDF/CSV Format

  1. You can export the reports in PDF or csv (excel) format to quickly search
  2. Go to the report menu, make your report selections
  3. PDF Export
    1. Click PREVIEW, click the save button, name the file, change file type to PDF, save where you want on your computer OR
    2. Click EXPORT, PDF – name/save file
    3. Open the PDF file; use the CTRL F – FIND function to quickly search for an amount
  4. Excel Export
    1. Click EXPORT, CSV – name/save file
    2. Use sort, summarize, and filters to find problems

12/2023

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388