SAP Knowledge Base Article - Public

1838469 - Accounts Receivable/ Payable -Open Items Report Balance is Different to Financial Statement Report Balance

Symptom

  • You are checking the total amount of a certain receivable or payable G/L account with the Accounts Receivable - Open Items or the Accounts Payable - Open Items report.
  • You then check the same G/L account in another balance report, such as the Financial Statements report or the G/L Accounts - Line items report.
  • You notice that the amounts are different.

Reproducing the Issue

To check the Accounts Receivable/ Payable report (ARP report)

  1. In the Receivables workcenter navigate to the Reports-List view - for a payable G/L account open the Payables workcenter.
  2. Open the Accounts Receivable - Open Items report - for a payable G/L Account open Accounts Payable - Open Items report
  3. Maintain the mandatory variable fields as well as the G/L account that you want to check
  4. Click Start
  5. Add the key figure Balance Company Currency by pressing Settings – Keyfigures, moving this key figure to Selected and pressing OK.
  6. At the very bottom of the table a total result is displayed in the newly added Balance Company Currency column.
  7. Leave the report open

To check the Financial Statements report

  1. In the General Ledger workcenter navigate to the Reports-List view.
  2. Select the Financial Statements report
  3. Maintain the variables according to the settings of the accounts receivable/payable report (ARP report) as well as an appropriate financial reporting structure and balance sheet type.
  4. Press Go
  5. Move the characteristic G/L Account to the rows and filter for the respective G/L  account
  6. You notice that the amount displayed in the Amount Company Currency column is different to the total result in the ARP report.

To check the G/L Accounts – Line Items report

  1. In the General Ledger workcenter navigate to the Reports-List view.
  2. Select the G/L Accounts – Line Items report report
  3. Maintain the same variables as per the ARP report. Do not maintain any value in the Closing step field.
  4. Press Go
  5. Add the key figure Balance Company Currency by pressing Settings – Keyfigures, moving this key figure to Selected and pressing OK.
  6. In the Edit Filter tab filter  for the respective G/L account
  7. Press Go
  8. You notice that the total result displayed in the Balance Company Currency Amount column is different to the total result in the ARP report.

 

Cause

Please note that the open items reports for accounts receivables as well as accounts payable does not take postings into account that have been executed without subledger involvement, such as manual journal entry voucher postings or balance carryforward postings.

Resolution

To check if the reason for the difference between the ARP report and the Financial Statements or G/L Accounts - line items report is a posting without subledger involvement

  1. navigate to the General Ledger workcenter and there to the Reports-List view.
  2. Select the G/L Accounts – Line Items report report
  3. Maintain the same variables as per the ARP report. Do not maintain any value in the Closing step field.
  4. Press Go
  5. Add the key figure Balance Company Currency by pressing Settings – Keyfigures, moving this key figure to Selected and pressing OK.
  6. Now add the characteristic Subledger Account Type to the rows and move this characteristic to the first place of all row characteristics
  7. In the Edit Filter tab filter for the respective G/L account
  8. Press Go
  9. Check the amount displayed in the Balance Company Currency column for the subledger account type Without Subledger. It will display the difference between the ARP report and the other balance report.
  10. Then check the total amount displayed for subledger account type Accounts Payable/ Receivable. It will display the total result of your ARP report.
  11. Therefore the reason for the difference between the report is that there have been postings executed without subledger involvement, such as manual journal entry voucher postings or balance carryforward postings. These are not considered in the ARP-open items reports.

If the report does not display postings without subledger involvement but there is still a difference between the ARP report and the balance reports open an incident to have support checked the difference.

Keywords

KBA , trial balance , trial balance difference ap balance , accounts payable , accounts payable - trial balance , accounts receivable trial balance , SRD-CC , Cross Components , How To

Product

SAP Business ByDesign all versions