Sub-ledger vs GL Reconciliation

This live report compares Accounts Receivable and Accounts Payable sub-ledger open balances to the corresponding GL control-account balances. Use it during month-end to confirm customer invoices and vendor bills roll up to the right balance sheet accounts.

Key capabilities

• Opens in a side panel from Report Library; the panel has no date parameters, so it always reflects today (Regent and the API can use an earlier date)
• Summary banner saying whether AR and AP match their GL control accounts
• Side-by-side AR and AP cards showing the sub-ledger open balance, GL control account balance, and variance (sub-ledger minus GL)
• Reconciled / Variance status per side, and the control account name with its normal balance side
• Link to the control account in General Ledger
• Refresh to recompute on demand; an "As of" timestamp shows when it was last computed

How it works

DayZero totals open AR from unpaid customer invoices and open AP from unpaid vendor bills, then compares each total to the GL balance of the Accounts Receivable and Accounts Payable control accounts, including their per-customer and per-vendor sub-accounts. The GL balance is shown on the account's natural debit/credit side so it is directly comparable to the sub-ledger total.

A variance means the sub-ledger and control account disagree — often due to manual journal entries posted directly to AR/AP, missing control-account mapping, or timing on partially posted documents.

How to use it

1. Open Report Library and choose Sub-ledger vs GL Reconciliation under Accounts Receivable / Payable.
2. Review the summary banner and each AR/AP card.
3. Click View control account in General Ledger to drill into the GL activity driving the control balance.
4. Click Refresh after posting fixes to confirm the variance cleared.

Pro tips

• Run this report before you lock the period — variances are much easier to fix while AR/AP documents are still editable.
• If a card says no active GL control account is configured, map or activate the AR/AP system account in your Chart of Accounts; that side shows as Variance until you do.
• Amounts are exact to the cent, so any non-zero variance warrants investigation.

In-depth guide

Reading the cards

Receivables are shown as positive debit balances and payables as positive credit balances, so both sides read as amounts owed.

Common causes of a variance

• A payment recorded on an invoice or bill whose bank transaction has no journal entry yet, so the GL never moved.
• A credit memo or vendor credit that has been issued but not yet applied.
• A card-processor fee that was never booked against a deposit, leaving an invoice short by exactly the fee.
• A difference of a cent or so per open document (rounding).
• A manual journal entry posted straight to Accounts Receivable or Accounts Payable. Nothing tags this one, so it shows as an unexplained difference.

Per-customer and per-vendor detail

The side panel shows the AR and AP totals. For the breakdown behind a variance, ask Regent, or developers can pull it over the API; see the Reports API guide. It lists each customer or vendor with their balance in the GL, their open invoices or bills, the difference, and which of the causes above explains it. Figures for a past date are approximate for documents voided or written off after that date.