First off, we recommend following the procedures each day for the A/P Daily Balancing.  Also every month follow our procedures for balancing A/P at month-end.  As an example, this would include physically adding up the voucher postings and verifying that they equal the A/P to G/L Interface, (or using an A/P balancing spreadsheet). See the 4 following documents titled:

A/P Daily Balancing,

A/P Daily Balancing Spreadsheet Example,

 A/P Monthly Balancing & Procedures -- Interface Once a Month, or

A/P Monthly Balancing & Procedures -- Interface More Often Than Once a Month.

If these procedures are followed, usually any problem that occurs can found and corrected immediately, before any posting is done in the G/L causing an imbalance between the G/L and the A/P ATB.

In the A/P module nothing should be added, changed or deleted directly from the Voucher History (Task 19) or the A/P Open Items (Task 21).  Doing so may cause an imbalance.  Check with MV Software Co for assistance on setting Sub-task passwords to help prevent this.



Verify the prior month G/L A/P balanced with the A/P Aged Trial Balance.  If it didn’t, then you will need to go back to prior months to find when they did balance (once again, following the procedures we recommend).


As an example, for this document the A/P Trade G/L account # is 305-00-01and we will be balancing February 2010.


View to screen the prior month A/P Aged Trial Balance using the prior month ending date, (i.e. if you are trying to balance February, run the report with a cut-off date of January 31st).  Verify the total on the viewed report is the same as the AP Aged Trial Balance report actually printed the previous month.



Note:  In the A/P module, System Management Functions (Task 32), Clear Paid Vouchers from Open (Sub-task 7) may be done once per year with a prior year cutoff date.  So at the end of 12/31/10, this would be done with a cutoff date of 12/31/09.  If this function was done with a current date, (for example, a date of 02/28/10), then an A/P ATB (APTBAL) can’t be printed for a prior month’s date of 01/31/10.



STEP 2 - A/P to G/L Interface:

Take note of any messages appearing at the top of the A/P to G/L Interface, for example:  Voucher#:000913, doc date:0409xx, WARNING - VOUCHER HAS NOT BEEN INTERFACED TO G/L  This message indicates that the voucher(s) listed have not been interfaced, therefore never accounted for in the G/L, however the voucher(s) would be listed on the A/P Aged Trial Balance.  If this is the case, run an Interface for the month(s) in question and answer NO to the prompt:   Include previously interfaced vouchers? N.  However, be aware that if these vouchers are then obtained and posted for a previous period in the GL, it will change some G/L totals (thereby the financial statements) in the month(s) the vouchers were obtained in. 

Voucher#:000913, doc date:120109, WARNING - VOUCHER HAS NOT BEEN INTERFACED TO G/L

Voucher#:001013, doc date:010410, WARNING - VOUCHER HAS NOT BEEN INTERFACED TO G/L




STEP 3 - Finding the discrepancy:

With the above example, using the month of February, 2010 as the month being balanced to the A/P ATB to the G/L A/P account:


STEP 4 - Verify the Change from manual journal entries or no-=A/R Interface entries.

Confirm the G/L account for A/P Trade wasn’t used in Voucher Entry & Editing or the A/R Module Sales or Cash Entry & Editing:    One of the reasons the AP G/L account doesn’t match the AP Aged Trial Balance is because someone used the A/P Trade G/L account while in A/P Voucher Entry & Editing (Task 1).  Another reason is because someone used the A/P Trade G/L account in the A/R Module, Sales Entry and Editing (Task 1) or Cash Receipts Entry & Editing (Task 2). 



·        In A/R (Module 2)

o       Sales Distribution (Task 11)

§         Sales Distribution by Account Number, by Invoice Date (SDBADI). 





§         Please enter – starting Division #: ALL

§         Please enter – starting transactions #: ALL

§         Please enter – starting batch number: ALL

§         Please enter transaction sources: ALL

§         Please enter transaction types: M,R

§         Please enter – starting amount: ALL

§         Print report by: 2) G/L Account Number / TRX Date

§         Please enter – starting G/L Account Number: 3050001 (per this example)

§         Please enter – ending G/L Account Number: 3050001 (per this example)

§         Please enter – starting TRX Date: 020110 (per this example)

§         Please enter – ending TRX Date: 022810 (per this example)

§         Suppress detail records? NO




After following these procedures, if manual journal entries were needed to correct mistakes, print a new G/L Trial balance for the A/P account in the G/L Module (4), G/L Trial Balance - GLTBAL (Task 9), for the A/P account with detail.  Make sure it is in balance.  Save this report and the A/P ATB for auditing purposes.