Reconciliation in Sage 100 modules

Reconciling Sage 100 module trial balances with the General Ledger can be challenging when discrepancies arise, but by methodically comparing balances by date and investigating individual transactions, organizations can efficiently pinpoint and resolve differences, ensuring accurate accounting records. If issues persist, Rand Group offers expert assistance to streamline the reconciliation process and maintain financial integrity.

For organizations using Sage 100, it’s not uncommon to encounter situations where the Accounts Receivable, Accounts Payable, or Inventory module trial balance reports don’t match the General Ledger (GL) balance at month-end. At Rand Group, we frequently help clients identify and resolve these discrepancies. Below, we’ll walk you through an effective, step-by-step method to reconcile these differences and ensure your accounting data remains accurate and reliable.

Start at the General Ledger menu

Before you begin any reconciliation process, always print the Daily Transaction Register from the General Ledger menu. This step ensures that all unposted entries from any module are picked up. If, after posting, your trial balance reports still don’t match the GL, you’re ready to move on to the reconciliation process.

Choose a date to reconcile

You can start your reconciliation at any point, but best practice is to begin with the month prior to the one you want to reconcile. Print the trial balance for the previous month and confirm the balance matches the GL’s ending balance for the same period.

For example, if you’re reconciling the 5/31/2020 trial balance, first print the Accounts Payable Trial Balance and view the General Ledger balance as of 4/30/2020. In Sage 100, you can do this by navigating to Modules > Accounts Payable > Reports > Accounts Payable Trial Balance. Select your desired date and print the report.

Note the ending balance

Double-check that the GL ending balance for the selected date matches your module trial balance. You can verify these balances by using General Ledger > Main > Account Inquiry to view monthly balances.

Image 1: General Ledger Account Inquiry

Do the balances match?

Next, print the Accounts Payable Trial Balance and compare it to the GL as of the end of the period you want to reconcile (for example, 5/31/2020). If the balances do not match, it’s time to dig deeper.

Image 2: AP Trial Balance and GL do not match

Identify the discrepancy details

The next step is to pinpoint when the trial balance and GL first became out of sync. Since the Account Inquiry screen only shows month-end balances, you’ll need to look at balances by day. Run a General Ledger Detail Report, set the selection criteria to “by date,” and input the target date and specific account number.

Image 3: GL Detail Report by Date

Image 4: Review of Daily Balances

Image 5: AP Trial Balance by Date

Image 6: Sequential Day Checking

If the balances match, move to the next day, and continue until you find the day the trial balance and GL no longer match. Once you narrow down the date, review the entries for that day. Sometimes, the cause of the discrepancy is immediately apparent—a manual journal entry, for example.

Image 7: Pinpointing the Error

If the issue isn’t obvious, you may need to analyze individual registers to determine the difference between the transaction detail and the GL posting. This method can be applied not only to Accounts Payable but also to Accounts Receivable and Inventory. Each module has trial balance reports that can be run by date and compared to the GL for the same period. By narrowing down the date the ledgers became out of balance, you’ll make the reconciliation process more methodical and efficient.

Next steps

Reconciling module balances with the General Ledger in Sage 100 can be challenging, especially when discrepancies arise. Rand Group’s experienced consultants are here to help you streamline your accounting processes, investigate discrepancies, and implement best practices for ongoing financial accuracy.

If you need assistance with Sage 100 reconciliation or are considering a transition to a modern ERP solution like Microsoft Dynamics 365 Business Central or Dynamics 365 Finance & Operations, contact Rand Group today for expert guidance and support. You can also explore more accounting and ERP insights in our Insights Center.