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How to Balance ACR to the Ledger

A/P & General Ledger Balancing: A/P Balancing Process

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1. Create your SJI entries for the period you are closing.

   1. Make certain that you inform all other employees that you are closing the month and that they should NOT enter any further transactions for that specific month.

   2. Adjust your date range (earliest and latest date allowed) to avoid the possibility of backdated transactions in Customize > Date Groups.

   3. Be sure and transfer these entries to ledger for posting in LDG > Journal Entries > System Journal Entries.

   4. Make sure that all transactions post and that you do not have any "invalid" entries. If you do, correct those prior to running a General Ledger Trial Balance Report.

2. After posting your SJI entries in Ledger, print a Trial Balance Report for the period you are closing and wanting to balance.

   1. LDG > Report Manager > Journal Entry Reports > 1. Print Standard Reports > 4. Trial Balance Report

3. From this point forward, any reports or processing that is done, must be done when no one is in that specific package or your numbers may be
   inaccurate. The processing can be automatic (unmanned) and can be handled at a time when employees are not in the system.

4. Run the "Aging and Finance Charge". It is not necessary to calculate the finance charges or interest credits if you are only balancing the accounts. The ending date of the Aging Period should be the last day of the period for which you are balancing (for example, 12/31/23 if you are balancing the month of December).

   1. This process places the various outstanding balances in the proper aging buckets for your reports and also brings into balance any accounts that might have been out of balance.

5. Print an A/R Aging Analysis Report. IF the day you run this report is not the same date as the close date, then you will want to make sure that you answer "Y" to the question: "Calculate Ledger Reconciliation Balance".

   1. This allows you to see the A/R Balances as of a certain date in history. Do not purge a period that has not been balanced.

   2. Do not delete any name IDs that have had activity in a period that has not been balanced.

6. If you maintain your Prepayments and A/R balances in the same general ledger code, then you should verify that the "Account Balance" column matches your ending balance of you're A/R Account on the General Ledger Trial Balance Report.

   1. If you maintain separate accounts, then you should add the "Account Balance" & "Prepaid Balance" columns together to verify the balance of Accounts Receivable in the ledger.

   2. The "Prepaid Balance" should match the General Ledger account that you have set up for Pre-payments.

OUT OF BALANCE RESEARCH

If the Subsidiary balances do not match to the General Ledger Account Balances, here are some processes you may take to determine the difference:

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