Resolving Out-of-Balance Conditions

When the system detects discrepancies between the amounts in the transaction tables (F03B11, F03B112, F03B13, and F03B14) and the amount in the Account Balances table (F0902), it prints a difference amount. Differences might indicate an out-of-balance condition that should be researched. Run this integrity reports and resolve any discrepancies.

• A/R Invoices to G/L by Batch Integrity report (R03B701).

• A/R to G/L Receipts Integrity by Batch report (R890911BI).

• Repost Account Ledger (R099102).

Typically, if the other integrity reports are clean, differences occur for these circumstances only:

• A journal entry was posted to an accounts receivable account.

  If you post a journal entry to an account that is also designated in the account receivable AAIs, the system updates the Account Balances table (F0902). Because the journal entry was created outside of the JD Edwards EnterpriseOne Accounts Receivable system, no corresponding transaction exists in the accounts receivable transaction tables, and an out-of-balance condition is reported by the system for the account.

  To correct the problem, void the journal entry and re-enter it for the correct account.

• An account is shared by more than one system.

  If an accounts receivable account, such as the bank account, is also updated by the JD Edwards EnterpriseOne Accounts Payable system, the F0902 account balance does not equal the accounts receivable transaction balance for this account.

  To correct this problem, use processing options to exclude the account from the report.

• The post program did not finish processing and differences were not adjusted.

  If the post program does not finish processing, transaction records might reflect a posted status even though the corresponding F0902 account balance table was never updated. You can research account differences created in this situation by running the Repost Account Ledger program (R099102).

• The fiscal date pattern was changed.

  If you change the date pattern associated with the fiscal year, the period numbers on accounts receivable records are no longer in synchronization with the period number on the Account Balances records (F0902), and an out-of-balance condition is reported.

  To correct the problem, you must update the period number in the accounts receivable tables (F03B11, F03B13, F03B14) to match the new fiscal date pattern. Contact the database administrator for assistance.

• An invoice was voided in a previous period, but the report was run for the current period.

  Consider this example:

• You enter two invoices for 100 each that have G/L dates in July (period 7). When you post the invoices, the F0902 table has a balance of 200 in period 7.

• You determine that only one invoice should have been entered, so you void one of the invoices. However, instead of voiding the invoice in July, you void it using a G/L date in June (period 6). The invoice record in the F03B11 table now has a G/L date of June instead of July due to the void.

• You run the report with the processing option completed for period 7.

  The report shows a discrepancy of 100, because the F0902 table has a balance of 200 for July, but only one invoice record exists in the F03B11 table with a G/L date in July for 100. The -100 (credit) in June is not considered, because you selected period 7 in the processing options.

  Under these circumstances, although the report shows an out-of-balance condition, the records are actually in balance. To correct the report, either change the processing option to run the report for the previous period (6), or leave that option blank to run the report across all periods.

  The same problem could occur between fiscal years if an invoice is voided in a prior fiscal year, but the report is run for the current fiscal year.

• VAT adjustments for discounts taken or write-offs occurred when the invoice was paid.

  Depending on how tax rules and processing options in the General Ledger Post Report program (R09801) are set up, the system might make adjustments to the discounts taken or write-off accounts for VAT adjustments when receipts are posted.

  If you make VAT adjustments, you must manually reconcile the accounts for discounts taken and write-offs, or exclude these accounts from printing on the report. VAT adjustments do not cause an out-of-balance condition for any other accounts listed on the report.

• Data records are damaged.

  This error can occur with any A/R integrity report for a variety of reasons, including hardware failure. To identify damaged data records, run queries over key fields (company, G/L date, document number, fiscal year, century, and so forth) for each table to identify any null, blank, or special characters that should not be part of the value.

  To correct this problem, repair the key field or remove the record from the table. If the record is in the F0902 table, you might need to repost the F0911 table.

  Contact the database administrator for assistance in identifying and repairing damaged records.

• Data records were not converted properly.

  If you do not convert all the records for the JD Edwards EnterpriseOne Accounts Receivable system (for example, you convert the general ledger and invoice records, but not receipts), the report produces an out-of-balance condition.

  To assist you in identifying true integrity issues, run this integrity report after conversion to use as a basis of comparison later if you are not able to convert all accounts receivable records.