It's important that all of the information in the system is correct. Obviously this is especially critical for your financial data.
Lynx can only go so far to insure that this is so. For example, the system can usually make sure that your data is "valid" but not necessarily that it is "right". This is something that only a human can do. Click here for an example of what this means.
However, there is a way to make sure your financial data is in balance in the system. This is through the use of "Control Cards". Here's how this works.
The bottom line is to make sure that each of your batches has been entered correctly and that the total Accounts Receivable balance is correct. This should be done after each batch. THIS IS IMPORTANT because a batch is a workable size to deal with if you're out of balance. Waiting until the end of the day often creates too much information to easily analyze if you have to find a mistake.
Getting started . . .
1. First of all, print out a blank A/R Control card by left-clicking here and then following your web browser's steps to print the page.
2. Make several copies, three-hole punch them and put them in a binder so they don't get lost.
3. Then, to get started, use the Quick A/R Balance procedure to get your current Accounts Receivable balance. Make sure this is correct (at the outset, we have to assume that it is).
4. Enter this amount in the box provided. Here's a simple example
At the end of each batch . . .
1. Enter the appropriate totals for the batch on one line of the A/R Control Card. These are the totals from the Batch Summary report (report ID AR91 thru AR96) for this batch. For example:
Note: The "Total" is usually a plus number while "Payments" and "Discounts" are usually minus numbers. The "Batch Net Total" is the arithmetic total for the batch (either plus or minus).
2. Calculate a new Running A/R Total by adding/subtracting the batch net total to the previous Running A/R Total. This batch net total amount is printed at the bottom of each batch report. Like this:
3. Enter the new Running A/R Total in the box provided:
4. Run the Quick A/R Balance to get your current Accounts Receivable balance. This should be the same as the "Running A/R Total" you just calculated.
5. If it's not, find out why by double checking your arithmetic and/or the batch detail and make the necessary correction(s).
6. If it's the same, indicate this by checking (or putting your initials) in the OK box:
or . . .
7. This procedure will insure that this batch has all been entered correctly and that the system is in balance.
At the end of the day (after each batch is entered and balanced) . . .
1. As a final check, run a full Aged Accounts Receivable and check the total to your last Running A/R Total on the Control Card. See the Age Accounts procedure for help on this. You don't have to actually print the report. Just get the total A/R balance from it.
2. If you're out of balance (and you've been balancing each batch as you go), the problem has to be in the last batch you just entered.
3. Otherwise, if you balance, you're all set until tomorrow.