Journal Balance Report
It has been suggested that this be run daily. When you run it you will be prompted to enter in a date range. I just enter the range of the current month I am in. If you are in May then 5/1/yr – 5/31/yr.
The report will generate a listing of all journals that have been done within a given period of time. The total of all journals should equal zero. If something is out of balance the journal that has the issue will not equal zero and the date the issue occurred is displayed to you. Your financial would be out of balance as well so this needs to be rectified.
Financial Statement – Condensed Format
Run this reports showing the first screen where the assets and liabilities equal or should equal.
Balancing to the sub ledgers
Accounts Payable
Run an Accounts Payable aging report, check those balance against, general ledger>>file update>>chart of accounts; 24000 and 24100 current balance amount.
Customer Manager
Run an AR Aged Register report. Compare this report to the chart of accounts, general ledger>>file update>> chart of accounts; 11100, 11200, 11300 and 11600 current balance amount.
Equipment
In Equipment>>reports>>master file by G/L Account Number>>Print Using the Inventory G/L Account>>Press enter
When the report is generated the cost total by general ledger is the 100 level account total. The flooring amount is the 200 level account total. This should balance to those same accounts in the general ledger i.e. 120-125 and 220-225 current balance amount.
Parts Inventory
Parts Inventory>>Lists>>$ value of manufacturer
There are two ways to run this report. If you are comparing the report to the general ledger, say “Y” to include parts on open tickets. Be sure you always run the report in the same manner. When the report is generated the inventory $ amount is the amount that should be in parts, the counter, work order and rental $ column contains the amount of parts in invoices not posted to the general ledger. The last column total $ is the amount that should be in the general ledger 13200-13299 accounts. In HELP there is great document that can help explain the differences between parts and the general ledger numbers.
Go to HELP>>Online Help>>Click on Search and type in “Situations”
This will bring up a document entitled Situations causing a difference in value that explains why there can be a difference in the parts value and the general ledger value.
Show Under lists charts of accounts with balances
General Ledger>>lists>>chart of accounts with balances. The report will default to the current month. When the report is generated there is a column for previous month, opening balance and current month transactions. These columns should total to zero if the transactions are in balance. You should also check for accounts outside the “normal” account range. The previous month is the previous month’s transaction amount. The opening balance is the opening balance amount, plus or minus all transaction figures up to the prior month. The current month is the current month’s transaction amount.