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leigh18
March 31, 2022
Question

Enter Journal Entry without choosing a customer for AR account

  • March 31, 2022
  • 2 replies
  • 0 views

I need to make an entry to adjust the accounts receivable general ledger account but I need to be able to do it without choosing a customer name.

 

Entry:

Misc                              $40.72 Debit

Accounts Receivable                         $40.72 Credit         

 

It's no specific customer, the gl doesn't match the A/R Summary Report and I just need to adjust to balance.

2 replies

BigRedConsulting
BigRedConsulting
March 31, 2022

Every entry using an AR account must use a customer name. This way, the sum of the customer balances is the same as the AR account balance.

 

I'd expect a report that includes all customers and their balances to be the same as the AR balance, at least if dated after the last AR account. Still, the report isn't specially designed/implemented to match the AR account balance. When it doesn't, it might mean there is something amiss, but not something that a Journal can fix.

 

If you Verify your company (File | Utilities | Verify) does it come out clean? If so, then the AR account balance (all account balances, really) agree with the data recorded in them.

 

 

L
leigh18Author
April 1, 2022

Actually, that is not correct.  When something goes "amiss", a journal entry absolutely can fix it.  Also, sometimes QB throws an error in there and will double post a discount entry which makes the GL balance not agree to the AR Summary Report.  Every accounting system I have ever worked with has allowed and entry to the Accounts Receivable General Ledger account to reconcile that account with the AR Summary Report.

 

There was a glitch in the software, I guess, from the person previously in my position, that was not corrected and left to accumulate for several years.  The difference is $40.72, which is not worth the time to go back through the entire AR account or AR Summary Report to try and locate, therefore, a journal entry would absolutely correct it.

 

I verified company data.  There was an error in payroll, which would not effect the AR Summary Report or the AR General Ledger Account.

BigRedConsulting
BigRedConsulting
April 1, 2022

From your initial question, it seems you want to credit / reduce the AR balance to match the AR report. I'm guessing the report you're referring to is the "A/R Aging Summary".

 

That report is filtered on several things. If you remove the Open status, the Customer:Job, and the date filters from the report, leaving only the account filter, then does the report total match the account balance?

 

E
ecosta
January 8, 2024

I recommend creating a general customer name for these type of entries such as "accrual." That's what I use to accrue AR at the end of the year.

K
kas1
July 6, 2024

@ecosta How do I then bring up the customer account under “Account” in the General Journal entry? I keep getting the warning ‘Transactions to accounts receivable must include a customer.”

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