Balance Unmatched Receipts to GL

The Unmatched Receipts Accrual Report (AP35) is a sub-ledger to the Receipt Accrual control account in the GL. The following items should be considered when trying to balance the Unmatched Receipt Accrual report to the GL:

• You cannot back date the Unmatched Receipts Accrual Report using Restriction 2- Ending Date if you are trying to reconcile to the Receipt Accrual control account. This report compares the entered Ending Date (from Restriction 2) to the Receipt Date to qualify whether a Receipt Accrual detail record should be reported; if the record is already matched, then it is skipped. The program knows that the receipt detail record was matched, but it does not know when it was matched. For example:
  • Receipt for $1000 posted on January 29.
  • Matched to AP Invoice on February 05.
  • If you run the Unmatched Receipts Accrual Report with an Ending Date of Feb05, the Unmatched Receipt Report prints nothing because that receipt is matched and the balance in the GL control account is zero. They are balanced.
  • If you run the Unmatched Receipts Accrual Report with an Ending Date of Jan31, nothing will print because that receipt is matched but the GL balance as of Jan31 is $1000cr. This is a false out of balance.

• Use Display Account Transactions (GL45) and Display Yearly History (GL46) to view the transaction details for the Receipts Accrual control account. The only source of postings to this account should be PO - Receiving Register (PO64) or AP - Enter Invoices (AP30) and Cancel Receipts Accrual (AP36).

• The Cancel Receipts Accrual (AP36) is used to remove unmatched receipts from the Receipts Accrual Detail file. A posting is automatically generated to Debit the domestic cost of the Product out of the Receipts Accrual control account. The offsetting Credit is posted to a GL account entered by the operator; it is possible to enter the Receipts Accrual control account, which results in no net effect on the GL but a reduction on the Unmatched Receipts Accrual Report. The Cancelled Receipts Journals (AP37) need to be examined looking for cancellations where the DR/CR accounts both specify the Receipts Accrual control account.

• It is conceivable that an operator distributed directly to the Receipts Accrual control account (AP30/GL Distribution) when posting the AP Invoice instead of matching the Invoice to an unmatched receipt. This results in a Debit to the Receipts Accrual control account with the source code AP (so it does not stick out in the GL transactions). The GL decreases but the Unmatched Receipt Report is unchanged. The only way to detect this is to examine the Invoice Audit Trail Reports (AP31). If a receipt is matched, the receipt number prints and there is a Debit to the Receipts Accrual control account. If there is a Debit to the Receipts Accrual control account but NO receipt number is reported, this scenario has occurred.

• If a supplier's Invoice is matched to a Receipt in AP30, the Receipt number is displayed in the AP45/GL Distribution folder.

^{GL Distribution (AP45)}