Question:
Running an Accounts Receivable Report at Year End
Answer:
Control Report
The Control Report provides a summary of AR Code totals.
It also prints error messages if discrepancies occur between
files used in the Accounts Receivable module. The total
provided in this report is most often used to reconcile
Accounts Receivable with the General Ledger Accounts
Receivable account. The Report Date field determines the
periods in the Control Report.
If errors are found on the Control Report, recalculating
the files may fix the problem.
We suggest you run this report every 30 days to make sure
you are in balance. In printing this report you will be
answering two areas: Balancing and Reconciliation.
You may process all AR codes but, you should do one at a
time for better accuracy. Open the report to view the amount
the Control Report shows you.
When reviewing this account go to the AR code itself and
find what GL account it will effect.
The Lookup Window
Many items stared in the database are available as lists
that can be displayed for you to make selections. The
feature that displays these lists is called the Lookup. When
you put the mouse in a field that makes use of the Lookup
feature, the cursor turns into a magnifying glass. The
Lookup is available for a variety of records, including
customer numbers and stock item numbers, and if the
application is integrated to General Ledger, you can look up
account numbers. if a module is not integrated to General
Ledger, you don't have Lookup access to account numbers.
The second area of the
Control report is in the accuracy
of the software. If running the Control report you would
show an error, then we would be able to correct it by
recalculating it.
Always make a backup before doing this
Recalculating:
Recalculate Master File
Use the Recalculate Master File option whenever master
file corruption errors or problems are encountered. The
Control Report will often show errors when this occurs and
you can recalculate the master file to correct some of the
errors. This option replaces the total due amount for each
customer with the calculated total due from associated open
items.
Warning:
Always back up your data files and print the Accounts
Receivable Control Report before recalculating the master
file.
Now the Master file (Summary) matches the Detailed file
(open).
