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The General Ledger vs. Equipment Cost Discrepancies Report can be used to reconcile the costs charged to each piece of equipment with the direct cost accounts for equipment in the general ledger. The general ledger can have two types of equipment related accounts:
| 1. Direct - Costs, such as operator hours or machinery parts, that can be attributed to a specific piece of equipment. An equipment code should be entered with a transaction that is coded to a direct equipment cost account. |
| 2. Indirect - Costs, such as fuel, that cannot be directly attributed to each piece of equipment. These costs can be allocated to the various equipment pieces that were used in a specific period. No equipment code should be entered with a transaction coded to an indirect equipment cost code. |
Transactions that are not equipment cost related, direct or indirect, should never be coded to the equipment cost accounts. Keeping these costs in the general ledger separate from non-equipment related costs will make the reconciliation of the job cost to the equipment module much easier.
This report grabs transactions from both the historical equipment transaction file (Eqtrans.adt) and the historical general ledger transaction file (gldetail.adt) and prints a detailed list of discrepancies:
| 1. transactions that have been coded to a direct cost account without an equipment code |
| Note: As the transaction did not contain an equipment code, the transaction was only posted to the general ledger, therefore, the transaction will be listed only once on this report. |
| 2. transactions that have been coded to a non-direct cost account with an equipment code |
| Note: As the transaction was coded with an equipment code, the transaction was posted to both the equipment history and the general ledger, therefore, the transaction will be listed twice on this report. |
The discrepancies can be corrected with either an equipment journal entry or through the original source code (ie. a/p handwritten checks).
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