SAP Knowledge Base Article - Public

3652532 - Balance of Cash Location Does not Agree with Financial Reports for a Key Date due to Journal Entry Voucher Posting

Symptom

You notice that that the balance of a cash location (for example Petty Cash XYZ) as shown in the application or reports as Cash Reconciliation does not tally with pertinent financial reports as 
Cash - Line Items, Cash - Trial Balance, Journal and others for a Key Date, for example Today. 

Environment

  1. SAP Business ByDesign

Reproducing the Issue

Here for the case for cash location Petty Cash. The same applies to bank accounts.

  1. Go to Payment Management work center and Petty Cash view.
  2. Select relevant Company and Petty Cash ID XYZ.
  3. Note down the Balance shown in respective Petty Cash tile, for example 9,990.00 EUR. 

The same balance 9,990.00 EUR is shown in report Cash Reconciliation for Balance in Cash Ledger (reconcilable with Cash Register).

Comparison with pertinent financial reports, for example Cash - Trial Balance. 

  1.  Go to General Ledger work center and Report view.
  2. Select report Cash - Trial Balance.
  3. Select relevant Company and Petty Cash ID XYZ. 

The Ending Balance Company Currency shows, for example as 8,990.00 EUR - hence  a difference of 1,000.00 EUR.

Cause

Manual Journal Entry Voucher(s) of type 00083 - Manual Entry for Cash have been recorded for Bank Account or Petty Cash ID XYZ; Screen Variant: 636 - Manual Write-Up/Write-Down for Cash.

Cash Subledger Balances are updated in Line Item Currency. The amount in Line Item Currency for such an entry will show as 0.00 EUR. 
In this example a Manual Journal Entry Voucher over 1,000.00 EUR has credited the cash G/L account for  Petty Cash ID XYZ (Write-Down).
While the amount in Company Currency and Transaction Currency is posted as -1,000.00 EUR, the amount in Line Item Currency is 0.00 EUR. 

Resolution

This is the intended system behaviour. Registered cash transactions result from actual and recorded business transactions as incoming our outgoing cash transfers. 
A write-up/write-down via Manual Journal Entry Voucher for Cash will affect balances in accounting relevant reports; not, however balances derived from registered transactions as in Petty Cash Balance or Cash Reconciliation.

Note that this applies to all cash location types, including bank account balances. 

Also refer to help article: Manual Postings to Cash Accounts.

Keywords

Cash Reconciliation Trial Balance  Line item Currency  Cash Location , KBA , SRD-FIN-CLM , Cash and Liquity Managment , Problem

Product

SAP Business ByDesign all versions