Purchase Ledger Checking
The Purchase Ledger Checking report is a tool designed to help track down the cause of any discrepancy between the overall result in the
Purchase Ledger report and the balance on the Creditor Account. To use this tool, follow these steps:
- The overall result in the Purchase Ledger report and the balance on the Creditor Account should always match. It is recommended that you check periodically that this is the case. You can do this in two ways:
- Produce the Purchase Ledger report and a Nominal Ledger report for the Creditor Account and compare the results.
- Produce a Purchase Ledger Checking report for a particular date. In effect, this option is an automated version of the first option, as the Purchase Ledger Checking report will compare the overall total in the Purchase Ledger report for the specified date with the balance on the Creditor Account on the same date.
- If there is a discrepancy between the Purchase Ledger report and the balance on the Creditor Account, produce the Purchase Ledger Checking report for the period between the last date when you know when there was no difference and the current date. This will reveal the date when the discrepancy occurred.
- Drill down from the date in the report when the discrepancy occurred. This will produce a Purchase Ledger Roll Forward report for that date, listing the Purchase Ledger records (Purchase Invoices, Payments, etc) and Nominal Ledger Transactions posting to the Creditor Account for that date.
- Again using drill-down, check that each record and Transaction is correct and make any corrections as necessary.
Note that if your practice is to mark Payments as Ordered and then to mark them as OK at a later time, the Purchase Ledger Checking report will show a difference between the Purchase Ledger report and the balance on the Creditor Account. A Purchase Invoice that has been included in an Ordered Payment will not be included in the Purchase Ledger report (it will be treated as paid for the purposes of that report), but Ordered Payments do not have corresponding Nominal Ledger Transactions so the Creditor Account will not yet have been updated. However, the Purchase Ledger Roll Forward report will not show a difference when an Ordered Payment has not yet been marked as OK.
- Period
- Paste Special
Reporting Periods setting, System module
- Specify the period to be covered by the report.
- For each day in the period, the report will display the overall result of the Purchase Ledger report and the balance on the Creditor Account, comparing the two figures. Because the Purchase Ledger report will be calculated for each day in the period, the report may take some time to be produced if you specify a period that is more than a few days in duration.
- Creditors Control A/C's
- Paste Special
Account register, Nominal Ledger/System module
- Specify the Creditor Account that is to be the subject of the report.
- Show differences only
- By default, the report will contain a separate line for each date in the report period. Select this option if you would only like a date to be included in the report if there is a difference between the overall result of the Purchase Ledger report and the balance on the Creditor Account. This can make the report easier to read, but will not make the report faster to produce because the Purchase Ledger report will still need to be calculated for each day in the period.
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Reports in the Data Integrity module:
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