Skilled Nursing Facilities

Reconciliation Accounts Payable Overview

For facilities in the implementation or transition phase to PointClickCare, you must ensure that the balances imported into the system reconcile with the old system. Review and validate the AP Trial Balance - New Total amount balances to G/L Accounts Payable Trade account for the month before the go-live month. Any differences must be reconciled with the old system.

  1. Ensure that all AP Invoice and Payment batches are posted for the month you are closing.

  2. Run the AP G/L Transactions Report. If the report states No Transaction found, then all the A/P batches auto generated an associated G/L Batch correctly. If the report list transactions, run the GL Batches Import from AP.

  3. Run the AP Trial Balance – New report (by fiscal period) for the month before Go Live month and compare it to the GL Transactions or GL Trial Balance report for the A/P Trade account. You must reconcile any difference by reviewing the details in the GL Transaction account and the A/P Trial Balance.

  4. Run the AP Trial Balance – New report (by fiscal period) for the Go Live month and compare it to the GL Transactions or GL Trial Balance report for the A/P Trade account. You must reconcile any difference by reviewing the details in the GL Transaction account and the A/P Trial Balance. If the totals do not match, refer to the hints and tips below

  • Make a one-time journal entry recording any outstanding items that need to be brought forward into the new system.

  • Check if all the opening balances are written down through journal entries by setting up balances in AP and removing duplication through journal entries or by writing down the balances as checks that are written off the old system.

  • Check if all the reports are run at the same time. If the reports were run at different times, then run the AP G/L Transactions and G/L Transactions reports at the end of the current fiscal year to see if they match. If the reports match when run at the end of the current fiscal year, then the entries may be changed when posted into the general ledger or checks may be written before the invoice date. These differences in time do not be fixed, but need to be identified. If the reports do not balance and all the journal entries are eliminated, there may be a problem with the import or there may be an invoice posted directly to the accounts payable account causing a circular entry.

  • When you auto post entries, the entries are simultaneously posted to the accounts payable and general ledger sections. At times, for example, when the period and year are closed or you experience a power interruption, the auto post function fails to occur. The AP G/L Transactions report allows you to view all the transactions present in the accounts payable section, but not present in the general ledger section. If you find any transactions in the report, then you must manually import the batches.

  • You must have security access to the GL/AP module and report access to reconcile accounts payable.