GP provides a number of “reconcile” utilities you can use to make sure the numbers in the system add up correctly. You might see discrepancies on an invoice where the line items don’t add up to the subtotal, or customer balances aren’t quite right or an order has been fully invoiced but is still showing up under Sales Transaction entry screen.
The first reconcile we’re going to look at is the Sales Order Reconcile\Remove – this will move fully shipped orders to history if they didn’t move over on their own as well as check various item quantities, document subtotals, batch information and amounts remaining.
Before starting, you should always make a backup of the data and I typically have everyone save their work and exit out of the system.
Sales – Utilities – Reconcile- remove Sales Documents (not to be confused with plain old Reconcile)
This program has 2 separate functions. The first one you should run is the Reconcile Sales Documents. You can check the PRINT REPORT ONLY box to run the reconcile and give you a report to show what problems you may have. Checking that box runs the utility to give you the error report without actually making any changes to the data. Great tool if you have issues getting people out of the system during the day. You can at least find out if you have errors and then run the utility at the end of the day.
The Remove Completed Document function will look for transaction that have no more open quantities and move them to history. Again, just mark off the Print Report only to see if you get an error report without actually changing any data.
Reconcile Receivables – this program will reconcile the Customer AR data.
If you are going to be running the reconcile for all customers, you should always make a backup of the data have everyone save their work and exit out of the system.
To print the report without making any changes – just uncheck the Reconcile box. You have the option to reconcile a single customer, a range of sequential customer id’s or all customers. Just fill out the form below to accomplish your needs.
Current Customer Information If marked, the aging periods for each customer card are verified with the amounts recorded for the customer’s transactions. Summary information about outstanding amounts, unpaid finance charges, and current balances is verified. If the amounts don’t match, the system sets the balances as calculated.
Outstanding Document Amounts If marked, the transaction balances are verified with the amounts applied to them for each customer card in the range. If the calculated transaction balance does not equal the amount on the transaction, the system sets the balances as calculated.
Any changes made from running the 2 options above will be printed on a report. You should always take a look at this report to see what problems you had.
Batch Information If marked, the system verifies the batch each transaction is assigned to, the number of transactions in the batch, and the batch total. If any of the system calculations don’t match the original amounts, the batches are reconciled. Also, any batches that were missing are added. This one can be a little flakey at times. There have been times when I ran this reconcile but it didn’t clear up the problem with the number of transactions in the batch. A batch with no transactions showed up as having 1 transaction in it. I’ve had to run the reconcile a few times to get the number of transactions set to zero.
Fiscal Year If marked, the summary information for the selected fiscal year is verified with the detail transaction information. If the amounts don’t match, the period summary amounts are adjusted based on the posted detail transactions.
Calendar Year If marked, the summary information for the selected calendar year is verified with the detail transaction information. If the amounts don’t match, the period summary amounts are adjusted based on the posted detail transactions.