When a tie-out isn't produced
Ledger Doctor would rather tell you why it can't give you a number than give you a wrong one. There are two reasons a tie-out isn't produced.
"Ledger Doctor can't rebuild AP (or AR) as of …"
To state AP or AR as of an earlier date, Ledger Doctor rebuilds every document's balance from GP's application history. First it checks that the same history, run through today, reproduces exactly what GP shows open today. If it doesn't for some documents posted on or before the tie-out's date, an earlier balance built from that history could be wrong, so the tie-out isn't produced. A document posted after that date isn't in that tie-out, so it doesn't stop it. The message names how many documents and gives an example.
A document GP shows fully paid, with no record at all of what paid it (no payment, credit or write-off applied to it), doesn't stop it either. It most likely came from an earlier conversion or integration, but it's in GP, so Ledger Doctor takes it as closed on every date. The tie-out names each one in a warning and on its own "paid or reduced, no record" sheet, and it's one of the reconciling items.
The same goes for a document GP shows partly open with no record at all of what reduced it: an invoice of 8,459.25 that GP shows with 8,444.25 open, say, with no payment, credit or write-off applied to it. Ledger Doctor takes it as open at what GP shows on every date. A warning names it with both amounts (if an apply was removed rather than the balance loaded that way, fix it first: check C75), it's on the same "paid or reduced, no record" sheet, and the amount GP took off it is a reconciling item, so nothing is left unexplained. A document that has some applications that don't add up is still a rebuild problem, and so is one GP shows with more open than its amount, or less than nothing.
A payment, receipt or credit that's entered and applied in GP but not posted yet doesn't stop it either. GP takes it off the document's amount remaining right away, but it isn't posted, so it doesn't count on an earlier date. Ledger Doctor allows for it and states the document as GP's Historical Aged Trial Balance would on that date.
What to do:
- Run it as of today. A tie-out as of today uses GP's open balances and lists those documents' gaps as reconciling items, so you can see what's wrong with each. Its "rebuild problems" sheet names the documents and, for each, the reconciling items it's under, or why it needs none (for example, it was posted after the tie-out's date). See Reconciling items.
- Download all tie-outs includes a "rebuild problems" sheet listing every document whose history doesn't add up. It shows each document's vendor or customer, amounts, what the history gives and what GP shows. If you'd like help with it, email support@myledgerdoctor.com.
- Most often the cause is applications GP left behind, or ones that don't add up to what GP shows. Once they're corrected in GP, earlier dates work too.
In the close binder and the all-in-one workbook, the other tie-outs still come; the one that can't be produced is replaced by a note with the reason.
"The tie-out workbook didn't match the database totals"
Before a workbook is handed out, every formula in it is recalculated and compared with the same totals worked out in the database. If anything is off by even a fraction of a cent, no file is produced. This shouldn't happen: please email support@myledgerdoctor.com with the message.
Other refusals
- A future date isn't allowed: a tie-out is as of today at the latest.
- A module the company doesn't use, like Fixed Assets, has no tie-out for that company.