Acclaim. Balancing Receivables and Payables
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1 Acclaim Balancing Receivables and Payables
2 This class is designed for Intermediate Acclaim users who handle monthend accounting functions
3 Objectives Use the Balancing Formula to balance Receivables and Payables, on a monthly basis Troubleshoot Receivables and Payables that do not balance. Balance Receivables and Payables to the G/L(General Ledger)
4 This course will NOT cover Entering information into Receivables or Payables
5 Open Detail vs. Aged Receivables Open Detail report can be printed to accurately show the open balance as of a date in the past Shows any receivable that was open as of the date specified Aged Receivables report is only accurate on the day report is printed Once a receivable is paid, it will no longer show on aged report
6 Balancing Receivables Open Detail Report (from prior month) + AR Balance Monthly Invoice Register + AR Balance Monthly Rental Invoice Register (optional package) + Total Manual Receivables Journal Open Detail Report (from prior month) + Total Service Charge Journal - Gross Amount Cash Receipts Journal - Difference Payment and Unallocated Amounts Unallocated Payments Report = Open Detail Report (from current month)
7 Step 1: Open Detail Report Print the Open Detail Report from the prior month
8 Step 1: Open Detail Report
9 Balancing Receivables Open Detail Report (from prior month) + AR Balance Monthly Invoice Register $943, AR Balance Monthly Rental Invoice Register (optional package) + Total Manual Receivables Journal Open Detail Report (from prior month) + Total Service Charge Journal - Gross Amount Cash Receipts Journal - Difference Payment and Unallocated Amounts Unallocated Payments Report = Open Detail Report (from current month)
10 Step 2: A/R Balance Monthly Invoice Register- Add in the AR Balance Field
11 Balancing Receivables Open Detail Report (from prior month) + AR Balance Monthly Invoice Register + AR Balance Monthly Rental Invoice Register (optional package) $943, Total Manual Receivables Journal Open Detail Report (from prior month) + Total Service Charge Journal - Gross Amount Cash Receipts Journal - Difference Payment and Unallocated Amounts Unallocated Payments Report = Open Detail Report (from current month)
12 Step 3: Manual Receivables Journal Print the Manual Receivables Journal Limit dates to month you are balancing Report Type set to BOTH
13 Step 3: Manual Receivables Journal Add in the total value from the Gross column
14 Balancing Receivables Open Detail Report (from prior month) + AR Balance Monthly Invoice Register + AR Balance Monthly Rental Invoice Register (optional package) + Total Manual Receivables Journal Open Detail Report (from prior month) $943, , Total Service Charge Journal - Gross Amount Cash Receipts Journal - Difference Payment and Unallocated Amounts Unallocated Payments Report = Open Detail Report (from current month)
15 Step 4: Service Charge Journal Add in the total from the Service Charge Journal Limit Dates Report Type set to BOTH
16 Step 4: Service Charge Journal Add the total Service Charge Amount
17 Balancing Receivables Open Detail Report (from prior month) + AR Balance Monthly Invoice Register + AR Balance Monthly Rental Invoice Register (optional package) + Total Manual Receivables Journal Open Detail Report (from prior month) + Total Service Charge Journal $943, , , Gross Amount Cash Receipts Journal - Difference Payment and Unallocated Amounts Unallocated Payments Report = Open Detail Report (from current month)
18 Step 5: Cash Receipts Journal Print a Cash Receipts Journal Limit Dates Report Type Set to BOTH
19 Step 5: Cash Receipts Journal Subtract the Gross Accounts Receivable Amount
20 Balancing Receivables Open Detail Report (from prior month) + AR Balance Monthly Invoice Register + AR Balance Monthly Rental Invoice Register (optional package) + Total Manual Receivables Journal Open Detail Report (from prior month) + Total Service Charge Journal $943, , , Gross Amount Cash Receipts Journal Difference Payment and Unallocated Amounts Unallocated Payments Report = Open Detail Report (from current month)
21 Step 6: Unallocated Payments Print the Unallocated Payments Report Limit dates
22 Step 6: Unallocated Payments Subtract out the difference between the Payment and Unallocated Amounts
23 Balancing Receivables Open Detail Report (from prior month) + AR Balance Monthly Invoice Register + AR Balance Monthly Rental Invoice Register (optional package) + Total Manual Receivables Journal Open Detail Report (from prior month) + Total Service Charge Journal $943, , , Gross Amount Cash Receipts Journal - Difference Payment and Unallocated Amounts Unallocated Payments Report = Open Detail Report (from current month)
24 Step 7: Open Detail Report Print Open Detail Report from the end of the current month
25 Step 7: Open Detail Report The Total Open A/R figure should match the balancing formula
26 Balancing Receivables Open Detail Report (from prior month) + AR Balance Monthly Invoice Register + AR Balance Monthly Rental Invoice Register (optional package) + Total Manual Receivables Journal Open Detail Report (from prior month) + Total Service Charge Journal $943, , , Gross Amount Cash Receipts Journal - Difference Payment and Unallocated Amounts Unallocated Payments Report = Open Detail Report (from current month) $946,035.59
27 Common Problems Open Detail Report < Formula Open Detail Report > Formula What to check Make sure all dates are included Check the Report Type Include all branches on reports
28 Open Detail Report < Formula Invoices did not make it to Receivables! Error message when invoicing Failure to add to Progress Receivables. Find missing invoices Q-mode, H-mode on System Admin/Utilities/Hidden Options/?!
29 Correcting the Problem If you have an invoice missing from Receivables Enter a manual receivable
30 Open Detail Report > Formula There is duplicate Receivable! Find invoices that made it to Receivables twice... Q-mode, H-mode, System-Administration, Utilities, Hidden Options,!* - change the duplicate shipment number - enter a CM to back it out of AR
31 Hidden Option: *!
32 Balancing Payables Open Detail Report (from prior month) + Total Expense Expense Journal - Gross Amount Check Register - Total Anticipated Cash Disbursements Report = Open Detail Report (from current month)
33 Step 1: Open Detail Report Print the Open Detail Report from Prior Month
34 Step 1: Open Detail Report Add in the Total Open Amount
35 Balancing Payables Open Detail Report (from prior month) $987, Total Expense Expense Journal - Gross Amount Check Register - Total Anticipated Cash Disbursements Report = Open Detail Report (from current month)
36 Step 2: Expense Journal Print the Expense Journal Limit Dates Report Type set to BOTH
37 Step 2: Expense Journal
38 Balancing Payables Open Detail Report (from prior month) + Total Expense Expense Journal $987, , Gross Amount Check Register - Total Anticipated Cash Disbursements Report = Open Detail Report (from current month)
39 Step 3: Check Register Print the Check Register Limit Dates Report Type: BOTH
40 Step 3: Check Register Subtract the Gross Amount from the Check Register
41 Balancing Payables Open Detail Report (from prior month) + Total Expense Expense Journal - Gross Amount Check Register $987, , , Total Anticipated Cash Disbursements Report = Open Detail Report (from current month)
42 Step 4: Anticipated Cash Disbursements Report Print the Anticipated Cash Disbursements Report Parameters Wide Open Only accurate at time it is printed Cleared when checks are printed
43 Step 4: Anticipated Cash Disbursements Report Subtract the Gross Amount Only accurate at time you print it Must be printed at month end
44 Balancing Payables Open Detail Report (from prior month) + Total Expense Expense Journal - Gross Amount Check Register - Total Anticipated Cash Disbursements Report $987, , , = Open Detail Report (from current month)
45 Step 5: Open Detail Report Print an Open Detail from the end of month that you are trying to balance.
46 Step 5: Open Detail Report The Total Open Amount should match the balancing formula.
47 Balancing Payables Open Detail Report (from prior month) + Total Expense Expense Journal - Gross Amount Check Register - Total Anticipated Cash Disbursements Report = Open Detail Report (from current month) $987, , , $987,641.09
48 Be Sure to Check... Check Report parameters No vendor or payable has been excluded
49 Be Sure to Check... Check Report parameters no vendor or payable has been excluded Report dates set only for the month to be balanced
50 Be Sure to Check... Check Report parameters no vendor or payable has been excluded Report dates set only for the month to be balanced Reports run for ALL branches
51 Be Sure to Check... Check Report parameters no vendor or payable has been excluded Report dates set only for the month to be balanced Reports run for ALL branches Anticipated Cash Disbursements Report Include Negatives: YES
52 Troubleshoot! Check dated before Payable
53 Troubleshoot! Check dated before Payable Balance each vendor to narrow down the culprit
54 Troubleshoot! Check dated before Payable Balance each vendor to narrow down the culprit Find payables dated after check check register expense journal
55 Troubleshoot! Check dated before Payable Balance each vendor to narrow down the culprit Find payables dated after check check register expense journal Print checks with correct date
56 Balancing to LEDGER If you are in balance from one month to the other, then you can compare balances to the General Ledger. Ledger/Reporting/Transaction History Report/Limit to period being balanced and Payables or Receivables Accounts
57 If you do NOT balance to LEDGER Print Ledger Transaction History Report Limit to AR/AP account # and period being balanced
58 If you do NOT balance to LEDGER Print Ledger Transaction History Report Limit to AR/AP account # and period being balanced Check for incorrect postings to the GL Only the reports used to balance in formula should be posted to the GL with one exception, on the Payables side
59 Voided Check Register Only shows checks voided AFTER the Check Register has been committed
60 Voided Check Register Only shows checks voided AFTER the Check Register has been committed Checks voided before Check Register is committed: VOID No entry made on Voided Check Register
61 Voided Check Register Not included in the balancing formula, because the check will show as voided on the Check Register
62 Voided Check Register Not included in the balancing formula, because the check will show as voided on the Check Register Needs to be posted to the Ledger to reverse the posting from the Check Register
63 Summary Balancing formulas ensure transactions are flowing through the system correctly Troubleshoot balancing problems Compare balances to the General Ledger
64 For More Information Prophet 21/Acclaim Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database See solutions 3532 and 2600 Submit a Support case Professional Services Sales pss@activant.com
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