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Reporting to the MAX Software Tech Tip

Reporting to the MAX Software Module:  GL - General Ledger

Question:
 


 

Possible Causes:
 

 

What's Probably Occurred:

 

 

What Needs to Happen:

 

 

Probable Solutions:

 

 

How to Avoid in the Future:

 

 

 

Suggestions to Cougar on improving the software:

 

 
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Reporting to the MAX Tech Tip
Question:
      How do I figure out why my A/P Aging is different from my A/P Control Account in the G/L


Answer:

The AP aging Is not directly tied to the G/L but relies on the proper coding to happen.   
 
The most common reason for this problem is when there is an entry made directly to the G/L A/P Control account.   There are to be no entries to this account.   All entries should be made by the AP module.
 
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Reporting to the MAX - Solutions

Reporting to the MAX Software Tech Tip

Reporting to the MAX Software Module:  GL - General Ledger

Question:
 


 

Possible Causes:
 

 

What's Probably Occurred:

 

 

What Needs to Happen:

 

 

Probable Solutions:

 

 

How to Avoid in the Future:

 

 

 

Suggestions to Cougar on improving the software:

 

 
Screenshot Section Thumbnails click to enlarge
UTICMS of VERxxx.dbf   (click to enlarge)
CMS Desktop Icon  (click to enlarge)
Run in a separate memory space  (click to enlarge)                  
 

 

Reporting to the MAX Tech Tip
Question:
      How do I figure out why my A/P Aging is different from my A/P Control Account in the G/L


Answer:

The AP aging Is not directly tied to the G/L but relies on the proper coding to happen.   
 
The most common reason for this problem is when there is an entry made directly to the G/L A/P Control account.   There are to be no entries to this account.   All entries should be made by the AP module.
 
First, review the activity in the G/L A/P control account and make sure that there are no entries from modules other than A/P.
 
Next, run an A/P expense distribution report on the G/L A/P control account.    This will show any errors where A/P charged to the control account in error.
 
If this doesn't answer the question, run Dated Invoice Payment Reports in Summary to the screen and then go the last page and print it for various month end dates and compare to the G/L to determine when this occurred.

Resolution:

The preferred method is to always make the fix in the module that created the problem/error rather than making directly in the general ledger.

To make the correction in the module that created the error, back out/reverse the original transaction with the same reference number as the original transaction but adding a suffix at the end (eg. FIX, ERROR, REV, etc.)   Then re-enter the transaction in the same module correctly and add a suffix at the end of the original transaction number (eg. FIX, REDO, etc.)

Recommendations:

All entry personnel should be trained not to make entries to the following accounts without approval as they are all handled by codes from the appropriate modules

  • A/P Control Account
  • A/R Control Account
  • Inventory Control Account
  • Bank Accounts
  • Received not Invoiced
  • Any Equity Accounts
  • Sales accounts
  • Salary and wages accounts

The following should never be charged by G/L only

  • Depreciation Accounts
  • Allowance for Doubtful Accounts

The following accounts should require approval before A/P or Purchase Order use them

  • Fixed Assets
  • Notes Payable
  • Interest Expense
  • Penalties

Product Improvement Suggestions:

  • Add warning flag to G/L Master File

 

 
 
 

 












 

 

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