As a hardware-centric or procurement-heavy company, accurate accounting is crucial for managing expenses, budgeting, and maintaining financial control. Despite using accounting software, errors can still slip through the cracks, making it challenging to ensure the accuracy of your financial records. This is where general ledger reconciliation comes in.
By comparing every transaction in your general ledger against the source of those transactions, you can detect errors and anomalies, create adjusting entries, and prevent future mistakes. In this post, we will dive into what general ledger reconciliation is, the benefits it provides, and the step-by-step process of preparing a reconciliation.
We will also touch on the importance of accurate bookkeeping and the advantages of using ControlHub, a purchasing solution that streamlines the process of recording purchases and syncs all data with your accounting software. By the end of this post, you'll have a better understanding of the importance of general ledger reconciliation and how to prepare one accurately.
What is General Ledger Reconciliation?
To start, let’s recap what general ledger reconciliation is. At their core, general ledger reconciliation allows you to ensure that the balances recorded in your general ledger account, and by implication, your accounting is correct.
This is because your general ledger contains the record of every transaction you perform during a financial year. And during account reconciliation, you’ll compare these transactions in the general ledger against the source of those transactions. In this way, you’re then able to detect any errors or anomalies. Once identified, you’ll also create adjusting entries during the account reconciliation process.
Benefits of General Ledger Reconciliation
We’ve now recapped what general ledger reconciliation is. Let’s now look at some of the benefits of general ledger reconciliation:
- Data validation. Because you’ll compare every transaction in your general ledger against the source of the transaction, you’ll validate the data in your general ledger account. During this process, you’ll then be able to identify any errors, mistakes, or irregularities in your books. Also, if you identify any irregularities, you’ll be able to investigate these discrepancies.
- Adjustments. Another benefit of general ledger reconciliation is that, once you’ve identified and investigated any discrepancies in your ledger, you’ll be able to record adjustments to correct these errors in your general ledger.
- Accuracy. Combined, the ability to identify and investigate any errors and irregularities and take steps to rectify them, ensure that your accounting is accurate. In addition, general ledger reconciliation ensures that every transaction is backed by supporting documentation. This not only, as mentioned, ensures accuracy, but also accurate tax and financial reporting, so you’ll have peace of mind when tax season comes.
- Error prevention. Obviously, when you work through every transaction, make sure it has supporting documentation, and identify any mistakes, you’ll prevent errors in your books. However, during this process, you’ll also learn where mistakes are more likely to happen and, in turn, take steps to eliminate them which makes your bookkeeping more efficient.
How Do You Prepare a General Ledger Reconciliation?
Now that we’ve recapped what general ledger reconciliation is and why it’s important, it’s time we look at the general ledger reconciliation process. It’s vital to remember that, due to the essential role general ledger reconciliation plays, all these steps be performed accurately.
Getting the Necessary Details of the General Ledger
To start off, the first step in the general ledger reconciliation process is getting the information about the general ledger account you want to reconcile. This typically involves getting the ending balance of the general ledger or, in other words, the balance of the general ledger account at the end of your accounting period.
During this first step, you’ll also compare the balances in other accounts to the balances in your general ledger account. Here, it’s crucial that you work as precisely as possible, so that you don’t have to come back later to find simple mistakes. Fortunately, when using accounting software, this could be a bit easier.
Reconcile Your Accounts to the General Ledger
Once you’ve gathered all the information mentioned above, you can start with the account reconciliation process. Here, you’ll work through all of the transactions listed in your general ledger account for every account you have. When you do this, you’ll make sure that every detail of the transaction including its date, amount, and account is correct.
You’ll also need to ensure that there’s supporting documentation or information for every transaction, whether it’s your bank statements or information from external systems or third-party platforms. Ultimately, during this step of the process, you’ll validate the correctness of your general ledger and, ultimately, your financial statements.
Investigate any Discrepancies
If you find any transactions that you can’t substantiate, or you notice any discrepancies between the general ledger and the supporting documentation and information, you’ll need to research and investigate these transactions. These discrepancies can occur for a variety of reasons.
For instance, these discrepancies might arise because of mistakes, missing transactions, clerical errors, timing differences, and several other reasons. Keep in mind, though, that not all discrepancies in your general ledger would indicate an error, so it’s vital that you investigate every one.
By investigating these discrepancies, you’ll learn what they are, how they happened, and what action you can take to remedy them.
Make Adjustments
Once you’ve identified and investigated any discrepancies in your general ledger account, you’ll be able to make adjustments to correct the error. It’s important to remember that you shouldn't edit any of the entries in your books to correct the error.
So, to do this, you’ll make correcting entries in your books. You can do this in one of two ways. You can either reverse the original transaction and create a new entry, or you can create a single new entry that achieves the same result. Keep in mind, however, that you're less likely to make mistakes if you reverse the incorrect transaction first and then create a new entry.
To reverse an incorrect entry, you’ll swap the accounts you initially debited and credited. For example, if you initially credited accounts receivable and debited your cash account, you’ll now debit accounts receivable and credit your cash account with the same amount. Once done, you can create a new entry like you would have when you initially recorded the transaction.
If you’ve identified a missing transaction in your books, you’ll just create a journal entry like you would’ve if you hadn’t missed it.
Prepare Any Adjusting Entries
Once you’ve made correcting entries as mentioned, you’re almost done. The last thing left to do is to prepare adjusting entries. This is because it’s customary to record these adjusting entries and depreciation in your books at the end of your accounting period, only when you’ve verified the accuracy of your books.
As such, once you’ve followed the process above, you’ll, for example, record any recurring journal entries for depreciation of equipment. It’s important to remember, however, that any adjustments made for accrued expenses and deferred revenue should be reversed eventually to not misstate your financial position.
Run Reports
Once you’re done with the process above, and you’ve made adjustments to your ledger, your books will be accurate, and every transaction will be supported by supporting documentation. In addition, by completing the general ledger reconciliation process, you’ll have all the information needed for audit purposes.
This means you’ll finally be able to generate a ledger reconciliation report and basic financial statements for your business.
Learnings
As a hardware-centric or procurement-heavy startup, maintaining accurate accounting is critical for managing expenses, budgeting, and staying in control of your finances. Despite using accounting software, mistakes can still occur, and errors can slip through the cracks. That's where general ledger reconciliation comes in. In this post, we dive into the benefits of general ledger reconciliation and the step-by-step process for preparing one.
General ledger reconciliation allows you to ensure that the balances recorded in your general ledger account are correct by comparing every transaction in your general ledger against the source of those transactions. This process allows you to identify errors or anomalies and create adjusting entries to correct them. By doing so, you can validate the data in your general ledger account, ensuring accuracy in your accounting, and preventing future errors.
One of the key benefits of general ledger reconciliation is data validation. By comparing every transaction in your general ledger against the source of those transactions, you can identify errors, mistakes, or irregularities in your books. Additionally, by investigating any discrepancies, you can take corrective action, ensuring the accuracy of your financial records. The process of general ledger reconciliation also helps prevent errors in your books and makes your bookkeeping more efficient.
To prepare a general ledger reconciliation, you need to follow a specific process. It starts with gathering the necessary details of the general ledger account you want to reconcile, such as the ending balance at the end of your accounting period. Then, you reconcile your accounts to the general ledger, ensuring that every detail of each transaction is correct and supported by documentation. If you find any discrepancies, you investigate them and make adjustments to correct the error. Finally, you prepare any adjusting entries and run reports to generate a ledger reconciliation report and financial statements.
By following this process, you can ensure that your books are accurate and every transaction is supported by documentation. This information is essential for audit purposes and provides peace of mind during tax season. Accurate accounting is critical for managing expenses and staying in control of your finances. That's why using tools like ControlHub can be helpful in streamlining the purchasing process and syncing all data with your accounting software.
Overall, general ledger reconciliation is a crucial process for hardware-centric or procurement-heavy startups. It helps ensure the accuracy of your financial records, prevent errors, and provides peace of mind during tax season and audits. By following the step-by-step process outlined in this post, you can prepare a general ledger reconciliation accurately and efficiently.
Frequently Asked Questions
1. What is general ledger reconciliation, and why is it essential for my business?
Think of it as a detective solving mysteries in your books! General ledger reconciliation ensures every balance in your financial records is accurate by comparing transactions against their original source. It's essential to avoid any financial bumps and keep your business running smoothly.
2. What are the perks of embracing general ledger reconciliation?
There are so many! First, it's all about data validation—you can spot errors and irregularities, ensuring you can trust your numbers. Plus, it allows you to make adjustments, fixing any accounting boo-boos. Most importantly, accuracy becomes your superpower, giving you peace of mind during tax season and making those financial reports a breeze.
3. How do I perform general ledger reconciliation?
Fear not, I've got your back! First, gather all the necessary details from your general ledger. Compare the ending balance for the account you want to reconcile with other accounts for thoroughness. Next, roll up your sleeves and go through each transaction, double-checking dates, amounts, and involved accounts. Don't forget your supporting documents—they're like superheroes backing up your numbers! Investigate any discrepancies you find and make necessary adjustments like a financial detective. Record adjusting entries at the end of your accounting period, and you're good to go!
4. Can you recommend any tools to make general ledger reconciliation easier?
Absolutely! Say hello to ControlHub—a secret tool that syncs all your purchase data with your accounting software, making the whole reconciliation process a breeze. It's like having a personal assistant for your finances—say goodbye to manual headaches!
5. How does accurate bookkeeping benefit my business in the long run?
Accurate bookkeeping is the foundation of a successful business! It provides peace of mind during tax season, prepares you for audits, and allows you to make informed financial decisions. Trust me, it's a game-changer!
6. Is general ledger reconciliation a time-consuming process?
Not at all! Once you get the hang of it, general ledger reconciliation becomes a quick and efficient task. Plus, the benefits far outweigh the time spent, and your business will thank you for it!
7. Can general ledger reconciliation help prevent accounting mistakes in the future?
Absolutely! By regularly reconciling your accounts, you'll spot and fix errors, reducing the chances of them happening again. It's like creating a foolproof system for your finances!
8. How often should I perform general ledger reconciliation?
It's best to reconcile your accounts regularly, preferably on a monthly basis. This ensures you stay on top of your finances and catch any discrepancies early on.
9. Does general ledger reconciliation require specialized accounting knowledge?
Not at all! While some basic accounting knowledge helps, general ledger reconciliation is doable for entrepreneurs of all levels. Just follow the steps and trust your detective skills—it's like a financial adventure!
