Step 3 - Reconcile accounts receivable

Ajera automatically creates financial entries to your Accounts Receivable account when you perform tasks through these menu options:

  • > Manage > Client Invoices
  • > Manage > Finance Charges
  • > Manage > Client Receipts

Selecting your Accounts Receivable account when working in areas of Ajera other than those listed above (such as > Manage > Journal Entries) causes your Client Invoice Aging report and Trial Balance report to be out of balance.

  1. Print the Client Invoice Aging report ( > Reports > Client > Client Invoice Aging) as follows. These settings ensure that you are later able to compare like values between this report and the Trial Balance report.
  • Set the As of Date date to the same month-end date that you used to produce the Trial Balance report.
  • In the Customize options, in the Date Basis field, select Accounting date.
  1. Compare the Client Invoice Aging report to the Trial Balance report.

If in balance, the Report Total in the Outstanding column of the Client Invoice Aging report equals the Current Balance for the Accounts Receivable account on the Trial Balance report.

If in balance, proceed to Step 4 - Reconcile prepayments. Otherwise, complete the following instructions.

AR account does not reconcile to aging

If your Accounts Receivable balance in the Trial Balance account does not equal the Outstanding total on the Client Invoice Aging report, follow these steps:

Ensure beginning balances are in balance

  1. Print the Beginning Balance Control Account Verification report. Click > Setup > Company > Beginning Balances > Trial Balance > (Reports) > Beginning Balance Control Account Verification.  
  2. Compare the amounts listed in the Trial Balance column with the Entered column for the Accounts Receivable account. If there is a difference (also noted on the report), you must determine which amount is correct and change the amount that is incorrect.

If the Trial Balance amount is incorrect, change the amount entered in the Beginning Balance Trial Balance ( > Setup > Company > Beginning Balances > Trial Balance). If the Entered amount is incorrect, change the amount entered in the Unpaid Client Invoices ( > Setup > Company > Beginning Balances > Unpaid Client Invoices).

Determine if any journal or bank entries need to be adjusted

  1. Print the Ledger for the Accounts Receivable account. Click > Reports > Financial > Ledger, and select the month that you are reconciling (for example, April 2012).
  2. Drill down on the Accounts Receivable account. Identify any items that have a description other than Invoice, Cash Receipt, or Finance Charge.

You can review journal entries in > Manage > Journal Entries > Existing tab (or click the entry on the Ledger report) to determine the session to print and review.

You can review bank entries in > Manage > Bank Register > Register tab (or click the entry on the Ledger report) to determine the session.

Because the Accounts Receivable account is a control account, you must determine why entries were made and if they were made in error. Adjust erroneous entries using > Manage > Journal Entries or > Manage > Bank Register.

Verify miscellaneous receipts

  1. Print the Client Receipt Register ( > Reports > Client > Client Receipt Register) as follows:
  • Click (Customize).
  • Select the Print miscellaneous check box.
  • Clear the Use drilldown check box.
  1. Review the report to determine if any Miscellaneous Receipts were posted to the Accounts Receivable account or any other control account.

Because the Accounts Receivable account is a control account, you must determine why entries were made and adjust any erroneous entries.

If these steps do not resolve the out-of-balance situation, contact Ajera Client Services or your Ajera consultant to discuss having Deltek analyze your data.