[SAM] Debtors Ledger Reconciliation

How to reconcile the debtors ledger in SAM

 

At the end of each month you should be reconciling your Debtors Ledger to the General Ledger in SAM to ensure there are no balance mis-matches.

Debtors Ledger (5300.10)

  • Print out the Debtors Aged Trail Balance
    • Current periods Debtors Aged Trial Balance can be found under Reports > Debtors > Aged Trial Balance – Summary
    • Historical Debtors Aged Trial Balance can be found under Enquiry > Archived Reports > select the month > Detailed_Debtors_ATB.pdf

                 

  • Compare these balances to the General Ledger Balance History
    • This can be done by going Enquiry (1) > Debtors Balance History (2) > Click on Totals (3)

GL_Bal Hist 

If the figures above do not match then:

    • You will need to print out the Debtors Audit Trial Report – this can be found under Reports > Debtors > Debtors Audit Trail.
      • Select the period that is out of balance, make sure the report is detailed.
    • Print the GL Code Source Transactions report – this can be found under Reports > General Ledger > GL Code Source Transactions,
      • Run this report for GL code 5300.10 and select the period that doesn't balance         
  • Compare the reports to each other and mark off each individual transaction. 
  • After marking off each transaction, you should be left with transaction(s) which may have caused the discrepancy.
  • You can either reverse the transaction which was causing the issue (e.g. if you had created a manual journal to the debtors control account you will need to reverse this journal) or you can ask the help desk for some guidance. 

Please note that the help desk will not be able to give you any accounting advice, you will need to contact your accountant for this service.

Note:

If you haven’t reconciled your debtors for a long period and the balances do not match, it is best practice to create a spreadsheet like below and compare the Debtors Aged Trial Balance (sub account) values to the General Ledger values.

You will find that there will be an obvious month that the amounts have started to diverge.

Once this month has been identified, you can use the reconciliation suggestion above to match each transaction to find where the variance is for that month.

Rinse and repeat until everything balances.