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 Debtors Balances History (2) and select Totals (3)






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 total  in the spreadsheet (5)


Look for GL Code 53000.10010 (Accounts Receivable)





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) > Debtors (3) > and select Debtors Audit Trail (4)

 


1. Select the correct period

2. Select Both

3. Sort by Type, Date, Customer



GL Code Source Transactions


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

 




1. Choose the correct GL code


Look for GL Code 53000.10010 (Accounts Receivable)


2. Select the correct month

3. Sort by Type

4. NOT detailed


Compare the figures from both reports against each other




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