Common Reasons Accounts Receivable May Be Out of Balance

*Check to make sure that there are no journal entries posted to this account. If so reverse the entry. Journal entries should not be posted directly to the AR account code.

*Check to make sure there are no stray entries to this account that came from receipts. You will be able to tell this by looking in the comments column on the journal listing.

*Check to make sure that each order entry record that was job costed in that month has a job cost record attached to the order.

Helpful Hints:

Receipts

Print the receipt report from Accounts receivable for the month and look for a dollar amount that matches the amount of monies that you are off. Then go to Order Entry and search for the record, to see if there is a job costed record attached. If not un-job cost the order and re-job cost to create the job cost record.

Job Cost Records

You may have a missing job cost record. To find a missing job cost record, go to the Accounting>Utilities>Sales Utilities>Header Check Report. Make sure you choose Job Cost on the Print Screen.  Then go to Sales Report> File>Profitability>Job Cost Analysis and print report for the same time period.   Be sure to print this report in detail. Compare the two reports. Look for invoice numbers that are on the Header Check Report that are not on the Job Cost Analysis Report. If you find a missing job cost record, go to the order in Order Entry and un-job cost the order and re-job cost it.

Header Records

Missing header records in Order Entry can cause an out of balance in accounts receivable. To find a missing header record, Sales Reports>File>Profitability>Job Cost Analysis Report in summary form and then print it again in detail. Compare the delivered sales (Invoice Totals Including Labor) on the summary report with the Invoice Total column on the detail report. If these two numbers do not match you have a missing header record.

To find a missing header record print the commission history report (Accounting>File>Sales Commissions>Print Commission History) for the same time period. Compare the invoice numbers on the commission history report to the invoice numbers listed on the Job cost Analysis Report. You should be able to find invoice numbers on the commission history report that are not on the Job cost Analysis Report.

To fix the missing header problem go to Order Entry and enter in a new header record (customer order). IMPORTANT - Make sure that you enter in the original store code, job type and salesperson. Do not enter any money in the header record; do not add any lines, the lines and the receipts will automatically re-attach to the order. The balance on the customer may need to be edited through the Utilities menu. You will need to get an access code from RFMS support to allow entry into the fix customer order option.

Print out the job cost analysis report in detail and be sure to include job costed and un-job costed record, check for any invoices that have more than one un-job costed record. For example the report may have one invoice that has a job costed status and two un-job costed statuses. In this case you will need an access code to delete one of the un-job costed records. You may also have two job costed records for the same invoice, delete one of the job costed records.

Check to see if your invoices in Order Entry with an overage or an add-on dated in a different month than the invoice header and the delivery or job cost date is dated in the same month as the invoice header.