Trial balance is showing an AP debit balance, but vendor outstanding balance show zero

Question

Trial balance and the Balance Sheet is showing a debit balance in AP, but Vendor aged report shows zero, on the same date. The balance in the trial balance is composed of the payments made on the invoices entered historically, and every invoice was paid in the current year. 
 Any suggestions on how to correct this

Richard S. Ridings · Accepted Answer

Ok, so now we have two pieces of information and are missing several pieces of information. 
 What we know 
 
 Your Data Integrity is out of balance for A/P. 
 You entered payments dated after your First Transaction date for payables invoices you entered in History mode. 
 
 My best guess with the information provided is that your Trial Balance was entered incorrectly. When setting up a company in HIstory mode, you should be using a Trial Balance for the previous bookkeeping system ending the day before you start using Sage 50. The total you enter into Accounts Payable on the Balance sheet account should be the total of all Historical amounts owing/(paid to) Vendors up to that ending date. 
 If you owe Vendor A one invoice for $1130 including tax, that is what you enter into Historical mode. 
 If you owe Vendor B one invoice for $130 including tax, and have made a prepayment of $500 for another purchase, all dated before using Sage 50, then there will be two invoices entered, one positive for $130 and one negative for -$500 with the total owing of $370. 
 On the balance sheet you would only update the Accounts Payable account for $1130 + 130 - 500 = $760. When you make the payments after the Historical end date (Sage 50 Start Date), it will bring the balance back to zero. 
 It may not be a Prepayment issue but I would think the Historical invoices have been entered incorrectly or the Accounts Payable Balance on the Balance Sheet was entered incorrectly from the ending Trial Balance of the other bookkeeping system.

Richard S. Ridings · Answer

Your two reports are on different days. There may not be any entries but there might be. 
 Check the Vendor Aged Detail report and set the days at the bottom at zero. Does anything show up? 
 Also, check to see if your Vendor Aged Report is filtered. 
 If not, then go into single-user mode if you are using Premium or Higher and select Maintenance, Check Data Integrity. Is there an imbalance in A/P here? 
 If so, check your linked accounts under Setup, Settings, Payables, Linked Accounts to make sure the proper Accounts Payable account is linked to that module. Check the Prepayments and Prepaid Orders account to see if it has a balance (possibly the credit amount the same as the A/P debit amount resulting in a balance of zero on your Aged report).

Sage 50 Canada

Trial balance is showing an AP debit balance, but vendor outstanding balance show zero

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