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Reconcile the aged debtors - Check for incorrect allocation dates

Created on  | Last modified on 

Summary

How to check for incorrect allocation dates when trying to reconcile your aged debtors in Sage 50 Accounts.

Description

There may be times when your Aged Debtors nominal code balance doesn't reconcile with an aged debtors report. There are a number of reasons why this may happen.

One reason may be due to allocation dates on some transactions. The allocation date is the date used to tie two transactions together, so for example, if a sales invoice is dated after the report date, but has been allocated to a credit note on a date before the report date, this can cause discrepancies.

You can download reports to identify any of these transactions.

Resolution

 TIP: To check allocation dates is the issue, run the Period Trial Balance to the Future priod and the Aged Debtors summary to 31/12/2099 and the totals will agree.

Download the Aged reconciliation reports

  1. Click the link below for your version of Sage Accounts:
  2. Enter your My Sage Email address and Password then click Sign In.
  3. If required, select your account.
  4. The file downloads automatically to your Downloads folder.If prompted to save the file, make a note of the file name then click Save then save the file to your desktop.

Restore the reports

As the backup only contains reports, your Sage Accounts data will not be affected by the restore.

  1. Take a backup of your data.
  2. Click File then click Restore.
  3. Click Browse then browse to the location of the backup.
  4. Select the reports backup, additional_reports_backup.001, then click Open.
  5. Click OK then click Yes.

Run the aged reconciliation reports

  1. Click Customers then click Reports.
  2. Click AGED RECONCILIATION REPORTS:
  3. Run each report to check for allocation discrepancies:
ReportDescriptionDate range to useAction required
Aged Reconciliation - Allocation Dates - SIFinds SI transactions dated after the report date with an allocation date on or prior to the report date.Up to the reconciliation date.Deduct the allocated amount from the aged balance. Alternatively, if using Standard VAT, delete the sales receipt, post a sales payment on account then allocate the payment on account to the invoice using the invoice date. If the sales receipt is bank reconciled, to ensure the sales payment on account is bank reconciled and avoid differences on the next bank reconciliation, select the Bank Reconciled check box in the Corrections option.

For more information about how to delete or amend transactions, visit our guide.
Aged Reconciliation - Allocation Dates - SR-SC-SA-SDFinds SR/SC/SA/SD transactions dated after the report date with an allocation date on or prior to the report date.Up to the reconciliation date.Add the allocated amount to the aged balance.

If both the SI and the payment are dated after the report date, this does not cause a discrepancy and these transactions should be deducted from the allocated amount total.
Aged Reconciliation - Future Allocation Dates - SD-SRDetects SD/SR transactions dated on or before the report date with an allocation date after the report date.Up to the reconciliation date.If required, delete and recreate the transaction. Alternatively, in Sage 50 Accounts v22 and above, you can unallocate the transaction then re-allocate.

For more information about how to delete or amend transactions, visit this guide.
Aged Reconciliation - Link Removed - SIFinds any SI transactions with Link Removed in the Allocation Details.01/01/1980 - 31/12/2099Folllow the steps in our handy Link Removed transactions and Aged Balance differences guide.
Aged Reconciliation - Link Removed - SR-SC-SA-SDFinds any SR/SC/SA/SD transactions with Link Removed in the Allocation Details.01/01/1980 - 31/12/2099Follow the steps in our handy Link Removed transactions and Aged Balance differences guide.
Aged Reconciliation - Outstanding SDFinds any outstanding or part paid SD transactions.01/01/1980 - 31/12/2099
  1. Click File then click Maintenance.
  2. Click Recovery Tools.
  3. When prompted, take a backup.
  4. Select Reset Transaction Status.
  5. Click OK then click Close.
Aged Reconciliation - Upgraded - SIFinds any SI transactions with Upgraded in the Allocation Details.01/01/1980 - 31/12/2099Cannot be corrected.  This clears when the Clear Audit Trail routine is ran to a date after the upgrade date.
Aged Reconciliation - Upgraded - SR-SC-SA-SDFinds any SR/SC/SA/SD transactions with Upgraded in the Allocation Details.01/01/1980 - 31/12/2099Cannot be corrected.  This clears when the Clear Audit Trail routine is ran to a date after the upgrade date.


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