GL Cashbook Out Of Balance

GL Cashbook Out Of Balance

Purpose

The General Ledger bank balance should always be the same amount as the Cashbook bank balance. When a discrepancy is identified, it is important to identify and resolve the issue.

Timing

This should be completed as soon as a discrepancy is identified

Process

Confirm Month End Rollovers

Check that the month end rollovers have been completed for all the modules you use

Next Month Posted Transactions

Check if any transactions for the next month have been entered into the Cashbook and posted to other systems. This occurs when processing for the new month begins prior to the trial balance being printed. 
  1. Accounts | Print Account Transaction Report
Field
Explanation
Input Date From & To
Enter the Input date From/To as the following month

e.g. If you are reconciling the GL for the month ending 30/06, you would enter the 01/07- 31/07 in these fields

Resolution

If a ‘No Results Found’ message is returned, then this is not the issue.

If a list of transactions is returned, check that the balance of the transactions is the difference between your GL bank account and Cashbook balance.

This is a timing difference and may be corrected by restoring the files to the pre-month end situation, or leaving until the following month when the systems should once again balance. 

Transaction(s) Coded Directly to the GL Bank Account Code

  1. Cashbook | Print Transaction Report
Field
Explanation
Report Order
System Indicator
Bank Date Start Date
Enter the start date of the Month
Bank Date End Date
Enter the end date of the Month
Currency
[F2] to  the Currency

Print the report and scroll to where the first General Ledger entry is. Check for any entries that are coded directly to the General Ledger Bank Account

Resolution

Complete General Ledger Journal to transfer the amount from the bank account to the account it should have been coded to. 

If there are no entries directly to the General Ledger bank code, then close this report.

Manual Input Transaction Type Incorrectly Setup

  1. Accounts | Edit/View Account Transaction Types

Enter a file location and a filename and 

Open the Export

Check each of the manual input Transaction Types is not set up with a bank account GL code

Resolution

If there is a manual input Transaction Type setup with the GL Bank code, then you will need to run an Accounts | Print Account transaction report for this transaction type and use this to determine the value of the transactions.

Complete a General Ledger Journal to transfer the amount from the bank account to the correct GL Code.

Ensure that you also update the Transaction Type to have the correct GL Code.

Transaction Discrepancies

If none of the above has resolved the reconciliation issue, then you need to determine whether there is a discrepancy between the transactions that have been coded in the Cashbook and the transactions for the account. There are a number of steps in this process, which are outlined below.

  1. Cashbook | Print Transaction Report
This report will give totals of the cash posted to each account system and every GL code

Field
Explanation
Report Order
System Indicator
Transaction Type
Leave Blank
Bank Start Date
Enter the start date of the Month
Bank End Date
Enter the end date of the Month
Currency
[F2] to  the Currency (if required)
Summary Only
Tick on Summary Only

  1. Accounts | Print Account Monthly Summary Report
Enter the month end date and 

This report will summarise all transactions for the month

Compare the total cash postings for each system on the Cashbook Transaction Report to the total of the Cashbook Transaction Types on the Monthly Summary Report. 

E.g. The Cashbook Transaction Report total amount for the Variable Loan system should balance to the Account Monthly Summary Report Cashbook Input total for the Variable Loan system (they may be opposite signs, this is fine).

Resolution

For any system (modules) where there is a discrepancy between the totals you will need to print the Cashbook | Print Transaction Report.

FieldExplanation
Report OrderSystem Indicator
Transaction Type[F2] to  the cashbook input Transaction Type from the account monthly summary report
Start DateEnter the start date of the Month
End DateEnter the end date of the Month
Currency[F2] to  the Currency
Summary OnlyCheck this on

 this report for each cashbook input Transaction Type on the monthly summary report and identify which Transaction Type total(s) do not match.

Once you have identified the Transaction Type(s) that do not match, Run the below reports:
  1. Cashbook | Print Transaction Report
FieldExplanation
Report OrderSystem Indicator
Transaction Type[F2] to  the Transaction Type that does not balance
Start DateEnter the start date of the Month
End DateEnter the end date of the Month
Currency[F2] to  the Currency
Summary OnlyEnsure this is checked off
  1. Accounts | Print Account Transactions
FieldExplanation
Report OrderSystem Indicator
Currency[F2] to  the Currency (if required)
Input Date fromEnter the start date of the Month
Input Date toEnter the end date of the Month
Transaction Types[F2] to  the Transaction Types required 
Summary OnlyEnsure this is checked off

You will then need to compare the transactions line by line between the 2 reports to find the incorrect transactions.

This procedure will need to be re-run for every Transaction Type that you have identified as out of balance.  Once you have identified the incorrect / missing transactions, you will need to investigate and resolve the discrepancy. Call Argos for assistance, if required.

If you have exhausted all of the above options, and are still unable to locate the reconciliation issue, call Argos.




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