How to Research System Clearing Account Entries

Step One: Look at the Description of the entries.

Open

Manual BNK/ACR/ACP Distribution -

• this means that a manual withdrawal/deposit or manual invoice or manual voucher was keyed into the package and when asked for the GL code to offset that document, the System Clearing code of 9999 was keyed. Any time you see Manual Package distribution, it means that a GL code was keyed as the offset to the document you were keying.

How to look up the document tied to this entry? 

• Click on the entry in Ledger Account Inquiry and drill into the ledger detail.  You will be able to find the document numbers that make this up

System Correction -

• this means that a document was keyed and the debits and credits did not equal.  When the SJI was run, AGRIS takes this out-of-balance and forces the entry to balance by posting to your assigned System Clearing Account.

How to look up the documents tied to this entry?

• You can click on the entry in Ledger detail but because it was a correction, it is saved similar to a manual ledger entry. You do NOT see the transaction that was really out of balance.  to find this you have to go to the exec id work file.  run the standard Transaction Analysis report for that system code.  in your screenshot, you have two entries in AR and 3 in INV.

• Run the Standard Transaction Analysis report from the exec id for this ledger period date range. 

  • On the Subtotal and other option screen, tell it to NOT print detail. this way you just get a subtotal by document number.

  • On the Additional Options screen, answer NO to everything but source package you are looking for. 
    This way you only get transactions that would have pulled when you ran the inv SJI. 

  • the result is a report that will list a long series of zeros but you are looking for the non-zero.
    Once you find the non-zero, write down the document number.

  • re-run the report for this document number (answer YES to print detail on the subtotal screen)

  • Now you can see the out-of-balance document with all it's detail and determine what went wrong and how to fix.

• NOTE: A document that is out-of-balance will forever be out-of-balance. Best fix is to void and rekey in current accounting month.  

Transaction Not found

• This entry means that we are missing an SJI code setup

How to look up the documents tied to this entry?

• click on the ledger entry and drill into the Ledger Detail

• Look up the document number on this transaction.

• Go to the work file and run the Transaction Analysis report for this document number to see all the in/outs of the document.
  look at the transaction code that posted to system clearing.
  Define in the SJI under SJI > System Accounts.