Amount is different when reconcile to General Ledger to Payable or to Receivable

I have come to many reported case where clients not able to find their transactions in GL although they have posted and the sub-ledger has been updated with the record (AP/AR Aging, Bank Recon).

Below shows the TOP MOST possible reason for this problem to happen, yes, TOP MOST, which is due to the the transaction posted to Payable or Receivable, but it is not posted to General Ledger. Try check to the batch in Financial Module, you will notice the batch is still sitting in the batch.

From the prefix of the batch ID, you would be able to know the source of the transaction. Or you may refer below for the definition of the most common transaction source in Microsoft Dynamics GP.

 Source Document Description

   CMTRX                Bank Transactions

   CMXFR                Bank Transfer

   CRJ                     Cash Receipts

   FATRX                 Fixed Asset Entry

   PMAPY                 Payables Apply Document

   PMCHK                Computer Checks

   PMPAY                 Payment Entry

   PMTRX                 Payables Trx Entry

   PMVPY                 Void Historical Trx

   PMVVR                 Void Open Trx

   RECVG                 Receivings Trx Entry

   RMJ                     Receiavbles Posted Trx

   SJ                        Receivables Transaction Entry

There must be some reason these batches are not posting through GL  automatically, most common are:-

     i.   Fiscal period has been closed for posting

     ii.  Missing realised/unrealised forex exchange account, which happen during applying multi-currency payment to invoice.

Below shows another few possible reasons that causes GL and Payable or Receivable difference.

     i.     Manual General Ledger adjustment has been created using the accounts payable account or the accounts receivable account. Take note that these transactions will not update to the Sub-Ledger, which is Payable or Receivable.

     ii.     Documents were voided in a different period than they were originally posted. 

     iii.    The default control account in Payable or Receivable has been changed before the document is posted. Make sure that you view all accounts payable accounts or all accounts receivables accounts in General Ledger.

Best practice here is to print out Batch Edit List report for data verification before posting. Use GP's "Reconcile to GL" as your monthly month end process to make sure every transaction is posted. Refer this LINK to know how this tool will helps you during month end recon process.