Accounts Receivable Discrepancy ReportGrendata Computer Systems
Accounts Receivable Discrepancy Report
This report is run from Accounts Receivable Sub Reports Menu 1, by choosing option "P".
It is not date sensitive at all.
It compares the amount owing from the master record to the total original transactions in the transaction file. It also compares the total of outstanding balances to original amounts in the transaction file. Outstanding balances should always match the original entries.
Example:
Customer purchases product for 100.00 and pays 50.00 down and will pay the other 50.00 upon delivery.
Their master account shows that the balance owing to you is 50.00.
If you look at their transactions you will see one entry for +100.00 and a second entry for -50.00 for a balance off 50.00.
Internally, we are also tracking the outstanding balance of every transaction. So if these two transactions were reconciled you would see a balance outstanding on the purchase of 50.00 and a balance on the payment transaction of 0.00. Still a total of 50.00 ALL THREE TOTALS SHOULD ALWAYS BALANCE.
So, the report contains 3 columns if there is any discrepancy at all between the three totals. Column #1, is the amount from the main file, column #2 is the total transactions, and column #3 is the total outstanding. If there is any discrepancy between the first two columns, it is vital that you find out why they do not match and get the situation repaired as quickly as possible. This situation could arise from such things as an unwanted disconnect from your host computer (internet goes down), or from something causing the system to only do a partial update of records when filing information etc. The third column contains the total of the outstanding balances owing on each transaction. A discrepancy here is not critical but it should be in balance for aged reports to run correctly.
OPTIONS:
1/ You must choose a printer for this report to run on.
2/ You must choose between the R)epair mode and T)est mode options. We suggest T)est mode which simply prints the report. If you, for some reason, have a report where the main and transaction totals match, but there is a discrepancy with the outstanding amounts, you can run this report in R)epair mode. Repair mode, causes the system to restore all transactions back to original state, and then reconcile them internally, one by one from oldest to newest. So, in effect, you should end up with either no balances, or either one debit or credit entry. When you run in repair mode, the discrepancies will print, and will have the word "repaired" beside all items that have been fixed.