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AP Does Not Balance to GL [ID 344367.1]

Modified 12-AUG-2009 Type TROUBLESHOOTING Status PUBLISHED

In this Document
Purpose
Reconciliation Process
Troubleshooting
Opening a Service Request
References

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Applies to:
Oracle Payables - Version: 11.5.2

Information in this document applies to any platform.

NOTE: This document does not apply to Global Accounting (AX) installations.

AP Trial Balance Report

Payables Account Analysis Report
GL Account Analysis Report
Posted Invoice Register
Posted Payment Register

Purpose
It is the application user's responsibility to reconcile AP to GL and, when appropriate, to make adjustments to
bring
the ledgers into balance. However, support recognizes that there are cases where unbalanced ledgers could be
caused by a
bug or where the source of the difference is difficult to find because of the quantity of data. This note sets out the
process for reconciling the ledgers, troubleshooting, and logging a service a request if necessary.

If you have completed the reconciliation and troubleshooting process below and have not found the problem or
have
questions about how to correct a problem, you can open a service request by following the steps in
the section labeled Opening a Service Request.

The AP subledger may be out of balance because of inconsistent data created by the
application users, for example, when a GL manual adjustment has been made to an AP liability account. In any
case
like this, it will be the application user's responsibility to determine the correct entry and either make an
adjustment
in the General Ledger, add a transaction in AP, or both. Oracle Support cannot recommend entries when the
resolution
of the problem requires the interpretation of an accounting issue.

This Note does not apply to all situations where an invoice appears incorrectly on the AP Trial Balance Report. In
many of those cases, the information will also be incorrect in the GL. If so, the troubleshooting steps below will
not
apply.

Reconciliation Process
Make sure all AP batches are imported from the gl_interface and posted in GL.

Reconcile the current period

Use the following as an example of how to balance. In this example, you are closing your accounting period for
April
and you have just posted your final invoice and payment batches to your general ledger system.

To reconcile your accounts payable activity for April, make the following calculation:

"Accounts Payable Trial Balance" as of March 31

+ "Posted Invoice Register" for the period between April 1 and April 30

- "Posted Payment Register" for the period between April 1 and April 30

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= "Accounts Payable Trial Balance" as of April 30

You can also compare your AP liability accounts to GL by doing a query of the accounts in GL to identify the
account or
accounts out of balance. The trial balance total should be the same as the balance of your GL liability account.

Reconcile prior periods (if necessary)

If the current period does not reconcile, please complete the reconciliation process for all prior periods
from the most recent to the earliest until you get to one that reconciles.

Troubleshooting

Most of the problems with AP not balancing to GL are caused by the following:

Manual Entries
Manual journal entries in the general ledger that involve an AP liability account will cause the AP Trial
balance not to reconcile to the GL. These entries are not included in the AP subledger so they will not
be reflected on the AP Trial Balance Report.

To check for manual entries:

Run the GL "Account Analysis" report for the liability account and for the date range in question. Look for
transactions with a source other
than Payables. This can quickly pinpoint any transactions incorrectly charged to the account.

Any datafix that involves undo with sweep from one period to another.
If you performed a datafix in the past where you used the undo accounting script and swept a transaction
forward from a closed period to reaccount it, this will cause an imbalance between AP and GL. The imbalance
will be corrected in the period in which you made a GL adjustment to account for the fix. This is the
expected result and is not correctable.

If you did not make a GL adjustment to account for the fix, you will have a permanent imbalance that will
need to be corrected with a GL adjustment.

Corrections made during the journal import process

Any correction you make during the journal import process will result in the line being changed in the
general ledger, but not in AP. As a general rule, you should not correct AP transactions during the
journal import process. Instead, they should be corrected in the AP subledger before they are transferred
to GL.

Deletion from the GL Interface

If you have deleted any AP batches or lines from AP batches out of the GL Interface,
this will cause AP and GL to be out of balance. If you have done this, please open a
service request and, if possible, provide details about what was deleted.

AP data should never be deleted from the GL Interface except as directed by AP support
in a service request.

AP batches not imported from the GL Interface

If the AP batch is still in the GL Interface, it will not be reflected in the GL reports and this will
cause a difference between AP and GL.

See step 1 below for a query to check the GL Interface. This will show the payables source group ids
that need to be imported into the GL and posted before the reconciliation process can be performed.

AP batches not posted.

GL information is not included in the reports until it is posted. Any AP batches that are unposted in
GL will cause a difference between AP and GL.

Please run the diagnostic in Note:205624.1 to determine whether unposted AP batches exist.

Consider known bugs that can cause this problem:

Bug:4449844 AP Trial Balance does not honor as of date, as detailed in Note:315147.1

Bug:3385847 Failure In Gl Transfer Program Did Not Rollback All, as detailed in Note:282520.1

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Opening a Service Request

If you cannot resolve the reconciliation problem after completing the steps above, you can open a service
request by performing the following steps and uploading the requested information.

********************************

Note the following steps will create some tables in your database. Please be sure you
understand the effects of these steps and have appropriate permissions before proceeding.

********************************

1. First verify that there is no data in the GL Interface that has yet to be processed.
If the following query returns any rows this data must be imported and posted into
the GL before following through with the rest of the action plan.

select x.group_id
, x.batch_name
, x.gl_transfer_run_id
, g.status
, USER_JE_SOURCE_NAME
, sum(g.accounted_dr)
, sum(g.accounted_cr)
from XLA_GL_TRANSFER_BATCHES_ALL x
, GL_INTERFACE g
where x.group_id = g.group_id
and x.application_id = 200
and g.gl_sl_link_table = 'APECL'
group by x.group_id
, x.batch_name
, x.gl_transfer_run_id
, g.status
, USER_JE_SOURCE_NAME;

2. Please upload two Posted Invoice Registers

One for the period that is out of balance.
One for the period prior to the period that is out of balance.

3. Please upload two Posted Payment Registers

One for the period that is out of balance.
One for the period prior to the period that is out of balance.

4. Please upload three Accounts Payable Trial Balances

One for the last day of the period that is out of balance.
One for the last day of the period prior to the period that is out of balance.
One for the last day of the period two periods prior to the period that is out of balance.

5. Please upload three Payables Account Analysis Reports

One for the period that is out of balance.
One for the period prior to the period that is out of balance.
One for the period two periods prior to the period that is out of balance.

6. Create a couple tables to work with to compare AP and GL. When prompted for a period name,
enter the name of the earliest period that is out of balance.

create table Note_344367_1_gl_t as

select l.accounted_dr
, l.accounted_cr
, l.code_combination_id
, nvl(l.gl_sl_link_id, ir.gl_sl_link_id) gl_sl_link_id
, l.set_of_books_id
, h.status
, h.je_batch_id
from gl_je_lines l
, gl_je_headers h
, gl_import_references ir
where l.period_name = '&&Period_Name'
and l.je_header_id = h.je_header_id
and l.je_header_id = ir.je_header_id
and l.je_line_num = ir.je_line_num
and nvl(l.gl_sl_link_table, ir.gl_sl_link_table) = 'APECL';

create table Note_344367_1_ap_t as

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select sum(l.accounted_dr) accounted_dr
, sum(l.accounted_cr) accounted_cr
, h.gl_transfer_run_id
, l.code_combination_id
, l.gl_sl_link_id
, h.set_of_books_id
, l.org_id
, l.ae_line_type_code
from ap_ae_lines_all l
, ap_ae_headers_all h
where l.ae_header_id = h.ae_header_id
and h.period_name = '&&Period_Name'
and h.gl_transfer_flag = 'Y'
group by l.gl_sl_link_id
, h.set_of_books_id
, l.code_combination_id
, l.org_id
, l.ae_line_type_code
, h.gl_transfer_run_id;

create table Note_344367_1_ap_ccids as

select distinct l.code_combination_id
, l.org_id
, h.set_of_books_id
from ap_ae_lines_all l
, ap_ae_headers_all h
where l.ae_header_id = h.ae_header_id
and h.period_name = '&&Period_Name'
and h.gl_transfer_flag = 'Y'
and l.ae_line_type_code = 'LIABILITY';

7. Create some indexes to get the rest of the queries to go a bit faster

create index Note_344367_1_gl_t_idx on Note_344367_1_gl_t (gl_sl_link_id);

analyze table Note_344367_1_gl_t estimate statistics;

create index Note_344367_1_AP_t_idx on Note_344367_1_AP_t (gl_sl_link_id);

analyze table Note_344367_1_AP_t estimate statistics;

create index Note_344367_1_ap_ccids_idx on Note_344367_1_ap_ccids (set_of_books_id, code_combination_id);

analyze table Note_344367_1_ap_ccids estimate statistics;

create index Note_344367_1_alb1 on AP_LIABILITY_BALANCE (ae_line_id);

create index Note_344367_1_alb2 on AP_LIABILITY_BALANCE (ae_header_id);
analyze table ap.ap_liability_balance estimate statistics;

8. This query will check all those entries in AP that do not seem to be in GL.
If this query returns rows it may indicate that data was deleted out of the
GL interface prior to importing into GL.
Upload output in Excel format if possible.

select l.gl_sl_link_id
, l.accounted_dr
, l.accounted_cr
, l.org_id
, l.set_of_books_id
, l.gl_transfer_run_id
from Note_344367_1_ap_t l
where not exists (
select a.gl_sl_link_id
from Note_344367_1_gl_t a
where a.gl_sl_link_id = l.gl_sl_link_id);

9. This query will compare all those entries that are in both AP and GL
yet have different CCIDs or different amounts.
If this query returns rows it indicates that data was changed in the
GL interface prior to import.
Upload output in Excel format if possible.

select l.gl_sl_link_id
, l.accounted_dr
, a.accounted_dr
, l.accounted_cr

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, a.accounted_cr
, l.org_id
, l.set_of_books_id
, l.code_combination_id
, a.code_combination_id
from (
select sum(l1.accounted_dr) accounted_dr
, sum(l1.accounted_cr) accounted_cr
, l1.gl_sl_link_id
, l1.org_id
, l1.set_of_books_id
, l1.code_combination_id
from Note_344367_1_ap_t l1
group by l1.gl_sl_link_id
, l1.gl_sl_link_id
, l1.org_id
, l1.set_of_books_id
, l1.code_combination_id) l
, Note_344367_1_gl_t a
where l.gl_sl_link_id = a.gl_sl_link_id
and ( nvl(l.accounted_dr,0) != nvl(a.accounted_dr,0)
or nvl(l.accounted_cr,0) != nvl(a.accounted_cr,0)
or l.code_combination_id != a.code_combination_id);

10. This query will check for all those batches that have been transfered
to the GL and imported but not posted. If this query returns rows
then the reason these are not posted should be investigated.
Upload output in Excel format if possible.

select b.name
, b.status
, sum(t.accounted_dr)
, sum(t.accounted_cr)
, count(*)
from gl_je_batches b
, Note_344367_1_gl_t t
where b.je_batch_id = t.je_batch_id
and t.status != 'P'
group by b.name
, b.status;

11. This query will check the AP side for any entries that do not have
GL_SL_LINK_IDS. If rows are returned from this query it may indicate
that the standard AP to GL transfer program was not run or some
type of datafix was performed.
Upload output in Excel format if possible.

select l.gl_sl_link_id
, l.accounted_dr
, l.accounted_cr
, l.org_id
, l.set_of_books_id
, l.code_combination_id
from Note_344367_1_ap_t l
where l.gl_sl_link_id is null;

12. This query will check GL for any entries that are not in AP.
If this query returns rows it indicates that somehow the AP side was reset,
probably due to a datafix.
Upload output in Excel format if possible.

select a.accounted_dr
, a.accounted_cr
, a.gl_sl_link_id
, a.set_of_books_id
, a.code_combination_id
from Note_344367_1_gl_t a
where not exists (
select l.gl_sl_link_id
from Note_344367_1_ap_t l
where l.gl_sl_link_id = a.gl_sl_link_id);

13. This query will check all the liability accounts in GL that were
used in AP for this period for data that did not come from AP.

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If this query returns rows it means that either two products are using
the same liability account or that entries have been manually entered into
the GL. Please explain why these were entered into the GL.
Upload output in Excel format if possible.

select jl.code_combination_id
, jl.je_header_id
, jl.je_line_num
, jl.accounted_dr
, jl.accounted_cr
, jl.creation_date
, jl.created_by
, u.user_name
from gl_je_lines jl
, gl_import_references ir
, fnd_user u
where jl.period_name = '&&Period_Name'
and jl.je_header_id = ir.je_header_id (+)
and jl.je_line_num = ir.je_line_num (+)
and jl.created_by = u.user_id (+)
and nvl(jl.gl_sl_link_id, ir.gl_sl_link_id) is null
and (jl.set_of_books_id, jl.code_combination_id) in (
select t.set_of_books_id
, t.code_combination_id
from Note_344367_1_ap_ccids t);

14. This query will validate that the accounts used as Liability Accounts
do not have other line types. If this query returns rows it most likely
indicates:

a) A setup problem;
b) The Update Accounting Entries screen was used and the wrong account was entered; or
c) User entered distribution line as CHARGE type but against liability code combination

select ae_line_type_code
, accounted_cr
, accounted_dr
, gl_sl_link_id
from Note_344367_1_ap_t
where ae_line_type_code != 'LIABILITY'
and code_combination_id in (
select a.code_combination_id
from Note_344367_1_ap_ccids a);

15. This query will validate that all LIABILITY lines in AP_AE_LINES_ALL
that have been marked as transferred are in the AP_LIABILITY_BALANCE
table. If this query returns rows the AP to GL transfer program may
have aborted mid run.
Upload output in Excel format if possible.

select h.gl_transfer_flag
, h.period_name
, l.accounted_dr
, l.accounted_cr
, h.set_of_books_id
, l.ae_header_id
, l.ae_line_id
from ap_ae_lines_all l
, ap_ae_headers_all h
where l.ae_header_id = h.ae_header_id
and h.period_name = '&&period_name'
and l.ae_line_type_code = 'LIABILITY'
and h.gl_transfer_flag = 'Y'
and not exists (
select a.ae_line_id
from ap_liability_balance a
where a.ae_line_id = l.ae_line_id);

16. This query will validate that all rows in AP_LIABILITY_BALANCE

exist in AP_AE_LINES_ALL. If this query returns rows it indicates
that some type of datafix has been done and the AP_LIABILITY_BALANCE
table needs to be rebuilt.

select b.invoice_id
, b.org_id

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,
b.ae_line_id
,
b.ae_header_id
,
b.accounted_dr
,
b.accounted_cr
,
b.set_of_books_id
,
b.accounting_date
from ap_liability_balance b
where b.accounting_date between '&&Period_Start' and '&&Period_End'
and not exists (
select a.ae_line_id
from ap_ae_lines_all a
, ap_ae_headers_all h
where a.ae_line_id = b.ae_line_id
and a.ae_header_id = h.ae_header_id
and h.gl_transfer_flag = 'Y');

17. This query will check that the values in AP_AE_LINES_ALL are the
same as the values in AP_LIABILITY_BALANCE. If this query returns
rows it indicates some type of datafix has been done.
Upload output in Excel format if possible.

select h.gl_transfer_flag
, h.period_name
, l.accounted_dr
, l.accounted_cr
, h.set_of_books_id
, l.ae_header_id
, l.ae_line_id
from ap_ae_lines_all l
, ap_ae_headers_all h
, ap_liability_balance b
where l.ae_header_id = h.ae_header_id
and h.period_name = '&&period_name'
and h.gl_transfer_flag = 'Y'
and l.ae_line_id = b.ae_line_id
and (nvl(l.accounted_dr,0) != nvl(b.accounted_dr,0)
or nvl(l.accounted_cr,0) != nvl(b.accounted_cr,0)
or h.accounting_date != b.accounting_date);

18. Drop the indexes created.

drop index Note_344367_1_alb1;

drop index Note_344367_1_alb2;
drop index Note_344367_1_gl_t_idx;
drop index Note_344367_1_AP_t_idx;
drop index Note_344367_1_ap_ccids_idx;

19. Drop the tables created

drop table Note_344367_1_ap_ccids;

drop table Note_344367_1_gl_t;
drop table Note_344367_1_AP_t;

20. Run Gather Schema Statistics for the AP schema to reset the statistics modified.

21. Check the backup and TAR tables on your system to see what datafixes may have been run.

select created
, object_name
, owner
from dba_objects
where object_type = 'TABLE'
and (object_name like 'BAK%'
or object_name like 'TAR%'
or object_name like 'SR%');

22. Run AP_Patches_Applied.sql from note 416696.1 and upload the output.

23. Please Run the script from Note 205624.1 - General Ledger (GL) Period End Reconciliation

24. Please download ftp://ftp.oracle.com/support/hidden/patchsets/AP/scripts/Check_Trial_Balance_h.zip

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25. Please run Check_Trial_Balance_h.zip, a read only diagnostic script to show all invoices that have
0 remaining on the payment schedule but the liability lines do not balance to 0. This script
will show any invoices that may be accounted incorrectly.

This script is best run after accounting has been run for all eligible transactions
and all transactions have been accounted transferred to the GL.

This report can take VERY LONG time to run on larger systems. Please upload any other data
requested while this is running.

26. Please run APAtgHealthCheck.sql from note 416699.1 which is a read only diagnostic script.
This script will show any orphan data or transactions that have inconsistent dates.
Both Orphans and Inconsistent dates can throw off balancing.

Use 01-JAN-1995 as the start date (type out all 4 digits of year).
This script requires SQL*Plus 8.1.7 or greater.
Recommended method is to run sqlplus from the server.
Answer Y when prompted for detail.
The run will create two reports. Upload both reports (summary & detail).

This takes a while to run on larger systems. Please upload any other data requested while this is running.

27. Please run the ACT script for short_name=AP or SQLAP (whichever is on the list)
If data corruption exists, this will help support determine the root cause.
This script will list all versions of all the AP forms, reports, packages, etc.

Instructions on how to download and install the ACT script are in Note 183274.1.

The note contains more detailed instructions, however, once the

diagnostics are installed and you have logged in, you can use
the following steps to get the report we need:

a. Select Applications DBA from the Application drop down box.

b. Click the Advanced tab in the upper right hand corner.

c. Select the Application Collection Tool (ACT) on the left-hand side.

d. Enter your username and password. Select the responsibility id you were
using when the problem ocurred from the list of values and enter the Application
Shortname: AP or SQLAP (whichever is on the list)

References
BUG:4449844 - Apxtrbal Ap Trial Balance Does Not Honor The As Of Date
NOTE:106740.1 - Accounts Payable Trial Balance Frequently Asked Questions
NOTE:205624.1 - General Ledger (GL) Period End Reconciliation

Keywords
APXTRBAL.RDF ; MANUAL~ADJUSTMENT ; RECONCILE ; RECONCILIATION ;

Help us improve our service. Please email us your comments for this document.

Related

Products

Oracle E-Business Suite > Financial Management > Procure to Pay > Oracle Payables

Keywords

APXTRBAL.RDF; MANUAL ADJUSTMENT; RECONCILE; RECONCILIATION

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