TRAVERSE Global v11.1

Subsidiary Ledger Audit View

Use the Subsidiary Ledger Audit View function to reconcile balances in the Accounts Payable, Accounts Receivable, Bank Reconciliation, Fixed Assets, and Inventory applications with those stored in General Ledger accounts.

The function performs three tasks. First, the function sums Accounts Payable open invoice amounts, Accounts Receivable open invoice amounts, Bank Reconciliation account activity, Fixed Assets year-to-date depreciation amounts, and Inventory extended costs and unposted adjustment values. Next, the function sums the balances in General Ledger accounts dedicated to these applications (through distribution and account codes). Finally both totals are presented for each application, along with the variance, helping you identify out-of-balance situations or accounting errors.

When a variance is noted, first examine your applications' Business Rules function to determine whether an interface has been turned off, preventing entries to General Ledger. Next, examine transactions to determine whether an error was made and its cause. Finally, enter manual adjustments as necessary to reconcile the balances.

If you do not have one of the applications listed above, or do not interface it with General Ledger, information for that application does not appear on the Subsidiary Ledger Audit screen. If none of the above applications are interfaced with General Ledger, a warning message appears when you access the Subsidiary Ledger Audit View function and you are returned to the main menu.

NOTE: The GL Subsidiary Ledger Audit View only includes base currency bank accounts.

The GL Period and Fiscal Year fields at the top of the screen automatically fill with the current period and fiscal year. To reconcile application and General Ledger values for a different period and year, enter a new period and year and click Refresh.

The Subsidiary Balance field presents these totals. All totals represent the values as of the end of the specified Period:

  • Accounts Payable - the total of AP open invoices.
  • Accounts Receivable - the total of AR open invoices.
  • Bank Reconciliation - the total of BR account activity.
  • Fixed Assets - the total of year-to-date depreciation.
  • Inventory - the total of the extended cost for all on-hand inventory items and any unposted adjustment values.

The GL balance field contains these values as of the end of the specified Period:

  • Accounts Payable - the total of the posted balance and unposted journal entries found in General Ledger for any accounts set up as Payables accounts in the Accounts Payable Distribution Codes function.
  • Accounts Receivable - the total of the posted balance and unposted journal entries found in General Ledger for any accounts set up as Receivables accounts in the Accounts Receivable Distribution Codes function.
  • Bank Reconciliation - the total of the reconciled and unreconciled journal entries found in General Ledger.
  • Fixed Assets - the total of the year-to-date depreciation posted to the Fixed Assets Accumulated Depreciation and the Depreciation Expense accounts.
  • Inventory - the total of the posted balance and unposted journal entries found in General Ledger for any accounts listed in the Inventory, Inventory Adjustment, COGS Adjustment, Purchase Price Variance, Standard Cost Variance, and Physical Count Adjustment fields in the Inventory Account Codes function.

NOTE this Known Condition: When you have Balance Forward customers and have performed AR Periodic Maintenance, the Subsidiary column can be different than the GL column because of a variance in the beginning balance for the current period. This happens because values from prior periods have been summarized into a current period value. The values for AR and GL should match again in the next fiscal period presuming that the AR Period Maintenance is NOT run prior to reviewing the Subsidiary Ledger.

ClosedArranging Columns

When viewing the Subsidiary Ledger Audit View, you can arrange the columns in any desired order to better streamline them for your viewing purposes. To arrange columns, click on the heading of the column to move and drag the heading to the desired location among the other headings.

ClosedOrganizing Information

You can use the list of field headings to organize information. To organize information, simply click on the heading of the field and drag the heading to the Drop Data Items Here, Drop Row Fields Here, and/or Drop Column Fields Here sections. To not include a field as part of the graph, you can drag the heading to the Drop Filter Fields Here section, you can right-click on the heading and select Hide, or you can open the Field List editor and drag the heading into the list.

For instance, you could organize the information to show the amounts in individual accounts in each application for both GL and subsidiary amounts. One way to do this would be to drag the Application ID and Account ID fields to the Drop Row Fields Here section, drag the Amount Type field to the Drop Column Fields Here section, and drag the Amount field to the Drop Data Items Here section.
See example

ClosedSorting and Filtering Columns
ClosedSorting

When you define IDs and codes, it is important for you to know how they appear in a field list after they are sorted. TRAVERSE sorts alphanumeric data alphabetically by comparing first characters, then second characters, and so forth. When two alphanumeric characters are compared, the character with the smaller ASCII value comes first in the alphabetic sort.

The list of alphanumeric characters is in ascending alphabetic order:

  • Special characters (-, *, /, and so forth)
  • Numbers (0-9)
  • Uppercase letters (A-Z)
  • Lowercase letters (a-z)

Alphabetical rules are not intuitive when numbers are involved. For example, in numerical sorting 60 comes before 112; however, in alphabetical sorting 112 comes before 60. To ensure that numbers appear in the same order in both an alphabetic and numeric sort, pad numbers to the left with zeros until they are the same length. For example, if 60 is defined as 060, 060 comes before 112 in both an alphabetic and a numeric sort.

Sort By
Ascending Clicking the column heading until the appears
Descending Clicking the column heading until the appears

You can sort columns to group and filter the data. To sort and filter the columns, right-click a column and use the functions outlined in the table below.

Button Name Select To
Sort Ascending Sort the selected column's data in ascending order.
Note: You can also accomplish this task by clicking the column heading until the appears.
Sort Descending Sort the selected column's data in descending order.
Note: You can also accomplish this task by clicking the column heading until the appears.
  Clear Sorting Remove all sorting options and revert to the default view.
Group By This Column Group the identical entries from this column into a single group.
Note: If you group by column entry, you can right-click on the grouped column heading to select from the options outlined in this table as well as Full Expand (expand all of the grouped entries), Full Collapse (collapse all of the grouped entries), or UnGroup (undo the grouped entry).
Column Chooser Open the Customization window. Proceed to click and drag columns from this window to place them back into the table.
Note: You can also accomplish this task by clicking on the heading of the column to remove and drag the heading to the bottom of the screen and release once your cursor changes to a large 'X'.
Best Fit Adjust the selected column to best view that column's data.
Clear Filter Remove all filter options and revert to the default view.
Filter Editor See the Filtering Across All Columns section for more information.
  Best Fit (all columns) Adjust all columns to best view all of the data at once.
ClosedFiltering by an Individual Column
  1. Click the funnel icon that appears once you place the cursor in the desired column to filter.
  2. Select a filter option from the drop-down menu.
    Note: From this drop-down list, you can also select from the entries in the selected column to group the column by the selected entry.
    3. Select To
    (Custom) Enter criteria for filtering the selected column.
    Note: View the following paragraph for additional information.
    (Blanks) Display only entries with blank information in the selected column.
    (Non blanks) Display only entries with information in the selected column.
    Note: If you select (Custom), the Custom AutoFilter function appears. Select up to two filtering criteria for the selected column from the drop-down menus, then enter a string of text or numbers to complete the condition before clicking OK.
ClosedFiltering Across All Columns

To create a filter across all columns, use the Filter Editor function to create a filtering condition. A filter condition can consist of up to four options. Each option within the condition appears as a different color to help distinguish it from the other options, Red Text [Blue Text] Green Text <gray text>. The instructions below illustrate how to build a condition.

  1. Select how to group values by clicking the red text component (See Table 1).
  2. Select a column heading to filter by clicking the blue text component.
  3. Select the filtering criterion by clicking the green text component (See Table 2).
  4. Enter, if applicable, a string of text or numbers to complete the condition by clicking the gray text component.
  5. Click Apply.
  6. Click OK.
    7. Button Name
    And
    Or
    Not And
    Not Or
    Add Condition
    Add Group
    Clear All
    Table 1 - Red Component
       
    Button Name
    Equals
    Does not equal
    Is greater than
    Is greater than or equal to
    Is less than
    Is less than or equal to
    Is between
    Is not between
    Contains
    Does not contain
    Begins with
    Ends with
    Is like
    Is not like
    Is blank
    Is not blank
    Is any of
    Is none of
    Table 2 - Green Component

After arranging and sorting the columns how you want to view the interactive view:

Use the Preview Report button to view a preview of the interactive view as a report. To print the report, click the Print button or to export the report to a PDF, HTML, MHT, RTF, Excel, CSV, Text, or Image File, click the Export Document button.

Use the Export Data button to export and save the data as an HTML, XML, plain text, or Microsoft Excel document.
Note: Depending on the output type selected, the information may export exactly as it appears on the screen, including column widths and expanded or collapsed grouped entries.

Use the Views button to save the current parameters set for the interactive view for using at a later time. You can also use the button to select, edit, or delete from the multiple saved views.

Use the Reset Layout button to reset the column headings and any sorting changes made to the information table.

See the Interactive View Overview for a basic understanding of interactive views and to view movies outlining the different types of interactive views.