Accounts Payable File Reconciliation Errors

A file reconciliation (file rec) error is a discrepancy between the sum of the detail for an account and the same account's balance in the general ledger. An accounts payable file reconciliation error occurs when the sum of the general ledger accounts set up as liability codes do not agree with the balance on the Voucher Schedule report.

To determine whether a file reconciliation error exists, run the File Reconciliation report. To run the report, select Utilities > Utilities > File Reconciliation in the desktop application.

If an accounts payable file reconciliation error exists, the amount displays in the Accounts Payable > Difference column on the File Reconciliation report.

Diagnose an Accounts Payable File Reconciliation Error

If a file reconciliation error occurs, perform these diagnostic steps:

• Verify that all of the balance sheet accounts that you are comparing are associated with a liability code on the Liability Codes tab of Settings > Accounting > Company AP.
• Determine the period in which the difference first appeared. To do this, open each prior period and compare the general ledger balances with the balances on the Voucher Schedule report.
• When you find the period in which the difference first appeared, run the Account Analysis report.
• Look for entries to your liability accounts that are not accounts payable voucher or payment processing transactions.

Common Causes of Accounts Payable File Reconciliation Errors

Some common causes of file reconciliation errors are:

• Entering a journal entry in Transaction Entry that updates the general ledger, but does not update the Voucher Schedule.
• Entering a voucher in Accounts Payable History without entering the voucher amount in Account Balances History.
• Entering an amount in Account Balances History for a liability account without entering an offsetting voucher in Accounts Payable History.
• Entering an accounts payable voucher that debits a liability account associated with a liability code.
• Entering an accounts payable disbursement that debits a liability account associated with a liability code.
• Changing an existing voucher's liability code.