Accounts Receivable File Reconciliation

A file reconciliation issue is a discrepancy between the sum of the detail for an account and the same account's balance in the General Ledger. An Accounts Receivable file reconciliation occurs when the sum of the Accounts Receivable invoice mapping accounts does not agree with the balance (less interest amounts) on the Accounts Receivable Aged report.

You set up invoice mapping accounts on the Invoice Mapping tab of Configuration > Accounting > Accounts Receivable.

To determine whether a file reconciliation issue exists, run the File Reconciliation Report. To run the report, select Utilities > Advanced Utilities > File Reconciliation from the Vision Navigation menu.

If an Accounts Receivable file reconciliation exists, the amount displays in the Accounts Receivable > Difference column on the File Reconciliation report.

Diagnose an Accounts Receivable File Reconciliation Issue

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

• Verify that all the Accounts Receivable invoice mapping accounts are being added together in the General Ledger.
• Verify that interest displays in the Accounts Receivable Ledger, but not the General Ledger.
• Determine the period in which the difference first appeared, by going back into each prior period and comparing the General Ledger balances with the balances on the Accounts Receivable Aged report.
• When you find the period in which the difference first appeared, run the Account Analysis report.
• Look for entries to your Accounts Receivable accounts that are not Invoice (IN), Cash Receipt (CR), or Conversion (IX, XD) transactions.

Common Causes of Accounts Receivable File Reconciliation Issues

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 Accounts Receivable ledger.
• Entering a cash receipt in Transaction Entry without identifying an invoice or project number.
• Entering a receivable in Invoice and Receipt History without entering the receivable amount in Account Balances History.
• Entering an amount in Account Balances History for an accounts receivable account without entering the offsetting invoice and receipt history in Invoice and Receipt History.
• Changing or deleting Accounts Receivable invoice mapping accounts.