Reconciling Debtors and Creditors follow the same processes, the only difference is the reports and GL codes you balance to

 

At the end of each month you should be reconciling your Debtors Ledger to the General Ledger in Orion to ensure there are no balance mis-matches.


TABLE OF CONTENTS


The process


  1. Identify the Month(s) out of balance 
  2. Identify the Type of transaction 
  3. Identify the transaction out of balance



Identify the Month(s) out of balance


Compare

  • The Aged Trial Balance &
  • General Ledger


It is suggested to use a spreadsheet if you balancing over multiple months 


Spreadsheet



This is an example - setup in Excel to make your life easier



MonthAged Trial BalanceGeneral LedgerVariance
March


April


May


June


July


August


September


October


November


December


January


February


March





Aged Trial Balance



This option will only show the last 12 months.



In Accounts go to Enquiry (1) and choose Creditors Balances History (2) and select Totals (3)





Enter the figures into a XL spreadsheet to compare against the GL


General Ledger


In the Accounts module Click on General Ledger (1) > Monthly Totals (2) > Progressive Totals (3) Make sure you have the Correct GL code (4) and note each month's figures in the spreadsheet (5)


Add together GL codes 63000.10010 (Accounts Payable) & 63100.10010 (Accrued Accounts Payable)





Identify the Type of transaction



Start with the first month that doesn't balance



For this we will compare the following reports:

  • Debtors Audit Trail to 
  • GL Code Source Transactions


Debtors Audit Trail


In the Accounts Module (1) go to Reports (2) > Creditors (3) > and select Creditors Audit Trail (4)



1. Select the correct Period

2. Sort by Type, Date, Supplier



GL Code Source Transactions


In accounts go to Reports (2) > General Ledger (3) > GL Code Source Transactions (4)

 






1. Choose the correct GL code


Add together GL codes 63000.10010 (Accounts Payable) & 63100.10010 (Accrued Accounts Payable)


2. Select the correct month

3. Sort by Type

4. NOT detailed




Identify the transaction


Audit the transactions of the Type that doesn't balance



We are using the same reports as above when Identifying the Type of transaction, but making sure Detailed is selected


  1. Debtors Audit Trail
  2. GL Source Code Transactions


Both the detailed reports can be exported to Excel



Go through both reports and match each transaction - making sure they are in both reports