I think I may have something wrong with my mapping of GL accounts, I’m not sure, and I don’t know how to reach out to someone within Cetec directly for assistance.
My A/P Accrued account seems to keep growing and it looks like payments to vendors are not being applied properly to that account, or something else. Not sure if I"m doing something wrong with how I create and apply payments, if my mapping is not right, or if these accounts are overlapping and one of them is not needed.
Was hoping for some help.
We seem to be having the same problem.
Jared,
We are taking a look at the GL Transaction mappings to see what might be causing incorrect mappings.
We will get back to you as soon as possible.
Best,
CETEC ERP Customer Support
Ron,
We will take a look at the GL Transaction mappings to see what might be causing incorrect mappings.
We will get back to you as soon as possible.
Best,
CETEC ERP Customer Support
Jared,
In your production, the GL Transaction Mappings for Receipt, Voucher, and AP Payment are set for correct debits and credits to AP Accrued and Accounts Payable per the suggested mappings. We are checking through ledgers for AP Accrued and AP to see what sort of transactions have been posting to each and what may be problematic. There is a GL Transaction Mapping unset here: Current Performance Vendor Prepayment mapping
This should be mapped to a PrePaid Inventory Current Asset GL account, separate from Inventory GL account(s). If a user is using the PrePayment link on an order, that mapping will direct a DR split to the PrePaid Inventory account when PrePayment is made to the Vendor. This will be available to include/apply against Voucher when making AP Pmt to the prepaid Vendor.
A great place to start would be that we can suggest for you to plan to do AP Accrued balance reconcile with UnVouchered Receipt list (on a regular, say, month-end basis) by directing you to the support site instructions that will help you to identify PO line receipts accumulating in AP Accrued that perhaps got Vouchered without the PO line receipts attached on the Voucher. We have a “dummy Voucher” method for clearing those from AP Accrued so that you can work toward your UnVouchered Receipt list total reconciling to the AP Accrued GL balance. Support doc is found here: https://cetecerp.com/blog/goods-received-not-invoiced.html
There are other mappings in various objects that can affect the default GL account DR and affect your AP Accrued balance causing increasing CR balance, or affect other GL accounts. A discussion of the hierarchy of mappings that could be at play affecting your AP Accrued GL balance (or other) is found here on our support site: https://cetecerp.com/blog/gl-account-hierarchy.html
Once you have reviewed the above suggestions for resolving your issue, please reply back on this forum ticket if you find that you still have issues with the AP Accrued Liabilities GL account activity/balance. If you can point to some specific transactions that you think are/may be causing a problem we will look to see if we can provide further insight/assistance.
Best,
CETEC ERP Customer Support
Ron,
There is some information in CETEC’s reply on this forum thread that may be helpful to you. Please reply here if you have any issue finding/following the support links in this thread. We will look at the specifics in your production GL transaction mappings and get back with you here if there are any mappings that are incorrect as soon as possible.
Best,
CETEC ERP Customer Support
If you can look at a simple one, Purchase Order 6594.1
I show at no time any amount that was paid to be applied to the A/P accrued account to make up for the receipt. It’s one line item, it’s very easy to look through the receipt and payment of the voucher and the ledger transactions. By all indications, it is applying against A/P accrued, and nowhere does it clear that entry.
Jared,
Thank you for the example. We will look into this and get back to you as quickly as possible.
Best,
CETEC ERP Customer Supprt
Jared,
For PO 6594.1, the only line has Receipt 13812, the ledger of which correctly Debit FIG and Credits AP Accrued: Rcpt 13812 ledger
At Voucher 1200 to Vendor, the ledger of the Voucher DR’s GL acct 421200 Parts for Resale and CR’s Accts Payable: Voucher 1200 ledger
The reason the Voucher DR’s 421200 Parts for Resale rather than AP Accrued to clear that GL acct properly is due to an override default GL acct set on the Vendor record Accounting info: GL acct override on Vendor record
You can remove default GL account overrides in a Vendor record to correct Voucher ledger splits when Vouchering PO line receipts going forward, but it will not correct ledger splits in the past. You would need to use the Accrued Liabilities & Receipt List reconcile process support information I sent previously to determine any Receipts that need to be cleared due to Vouchers that have not properly debited AP Accrued GL account, perhaps due in part to this or other Vendor records with a similar GL Account override set. There could be overrides set elsewhere as well. If you find you are having difficulty at any point, let us know which objects you are not sure about and we can assist in addressing other issues in your process.
Best,
CETEC ERP Customer Support
Ron,
Sorry for delay in reply…was having difficulty finding your production environment but other support alerted me your previous company having merged with the company for which we have customer record…will be right back with you about the GL transaction mappings.
Best,
CETEC ERP Customer Support
Ron,
There are some GL Transaction mappings it would be good to revisit, but only one that would affect Accrued Liabilities that is seen at this point. Another issue that you may find affecting Accrued Liabilities GL balance is whether there are any default GL account overrides set elsewhere…there is a discussion of default GL account overrides hierarchy here: Support discussion. You may have seen that link already in this Forum thread, as well as one with direction on reconciling your Accrued Liabilities GL account with the Unvouchered Receipt List, seen here: Accrued Liab/Unvouchered Rcpt List reconcile
It would be helpful to support if you have any examples of object transactions that you believe are driving Accrued Liabilities to accrue and never clear so that we can look at those specifically for clues as to what may be happening in your production to cause this, including perhaps tracking down possible overrides you may be unaware of. If you reply again we will get email from the forum ticket and respond, thanks.
Best,
CETEC ERP Customer Support
Any suggestion on a good way to go through an clear these? I assume a ledger entry from the set vender GL account in to the A/P accrued account?
What is the point of the “default GL account” pull-down in the vendor card if all it does is mess up the payables?
Jared,
The best and most efficient way to identify/correct the Accrued Liabilities balance is to use our Best Practice Receipt List/Accrued Liabilities reconciliation steps. The discussion in our support blog is here:
https://cetecerp.com/blog/goods-received-not-invoiced.html
More specic instructions for this situation below:
Best Practice Accounting Tasks:
STEPS FOR CLEARING UNVOUCHERED RECEIPTS ON RECEIPT LIST
(Clearing Unvouchered receipts to clean up Receipt List and reconcile to Accrued
Liabilities GL account)
-1- Run Receipt List filtered Vouchered “No”, then export and sort by Vendor (existing
ledger: DR Inventory, CR Accrued Liabilities/GRNI)
-2- Create one Voucher for each Vendor appearing on the receipt list filtered ‘Vouchered
“no”’. Then attach any receipts outstanding for each Vendor on the one Voucher for each Vendor, adding a break/ledger split with negative amount (total of receipts value) to post to Accrued Liabilities and also setting Vendor requested amount to -0- (ledgers: DR Accrued Liabilities, CR Accrued Liabilities, net -0- amount posting to Accrued Liabilities and -0- amount post to AP, but receipt objects will be removed from Receipt List filtered Vouchered? “no”’)
Let us know if you find that these steps do not fully resolve your overstated Accrued Liabilities.
In answer to your question regarding the Vendor default GL Account setting, that setting can be used for recurring payments to a Vendor whom only gets paid for one type of expense, such as rent, utilities, office expenses, fixed asset purchases, insurance payments, and the like.
Best,
CETEC ERP Customer Support