General ledger to subledger reconciliation: Ultimate guide

what is a subledger

For example, a business with multiple bank accounts will record the data from these accounts in a subledger. Each bank account and its corresponding transactions will be itemized there. The income or revenue category might include subledgers for sales, rental income, and interest income. Liabilities would include accounts payable, mortgages, taxes, and accrued expenses. All businesses use a book or similar collection of records to record and track the various transactions that occur during their business operations.

what is a subledger

Before entering the ledger, companies sum all transactions and post the total to the ledger. However, some people may confuse about whether they should include these totals in the general ledger or sub-ledger. activity based costing abc The main difference between a general ledger and sub ledger is that a general ledger provides a complete snapshot of your company’s financial situation while sub ledgers provide the details.

Common Examples of Subledger

No encumbrance subledger journal entries are created if any of the above validations fail. These are the sequence versions, identifiers, and values assigned to the subledger journal entry at period close. These are the sequence identifiers and values that correspond to a valid document sequence at the time the journal entry is created. The GL date determines the accounting period (PERIOD_NAME) of the subledger journal entry and when the entry appears in fiscal reports and queries. The header identifier uniquely identifies the subledger journal entry header. A unique header identifier is generated using the sequence XLA_AE_HEADERS_S.

The group identifier is used by the journal import to identify journal import batches. To avoid burdening Accounting with days of manual work, there’s a better way to reconcile your general ledger and your subledger. We’ll walk through an example to make the concepts easier to apply to your scenarios.

What is general ledger to subledger reconciliation?

The Accounting Program balances subledger journal entries by creating an additional line on the entry for each currency requiring balancing if the journal entry is not balanced by entered currency. Such lines use the Entered Currency Balancing Account specified in the ledger definition. A subledger journal entry must be balanced in the currency of the ledger. This means that the sum of the accounted debit amounts (ACCOUNTED_DR) must equal the sum of the accounted credit amounts (ACCOUNTED_CR). Since one journal entry line cannot have both debit and credit amounts, a journal entry must have at least two journal entry lines, one with a debit amount and another with a credit amount. To streamline the process of posting balances and transactions, many businesses find it helpful to use a program like QuickBooks Online.

  • E.g. ABC is a company which does around 75% of their sales on credit; as a result, it has many accounts receivables.
  • The accounting function processes that transaction and records it in the books.
  • Your business relationships rely on your financial security and honesty is the best policy when it comes to finances.
  • A general ledger has a few accounts in the following categories; assets, liabilities, income, expenses, and equity.

Subsequently, financial transactions get summarized and become a part of the trial balance. The general ledger is crucial in accumulating various transactions under similar accounts. The general ledger records every financial transaction under a separate account. Essentially, it summarizes and categorizes each transaction into a different account.


When a subledger journal entry is created and completed, the value of this column is Not transferred. The Transfer to GL process updates this column when the subledger journal entry is transferred to General Ledger. The reference date can be used as a basis for the reporting sequence.

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Subledgers help to segment data and transactions into manageable categories, which can be individually analyzed. A subsidiary ledger, or subledger, tracks the details of specific types of transactions and what happens in specific categories within a business’s chart of accounts. This chapter provides detailed information on the elements that make up a subledger journal entry and the validations enforced by Subledger Accounting. Where applicable, information is also provided on the default values stored in subledger accounting tables. E.g. ABC is a company which does around 75% of their sales on credit; as a result, it has many accounts receivables.

Accountants can separate out which ledgers are prone to mistakes and errors. These individual ledgers are then set up for a monthly reconciliation. The process involves taking the general ledger total and balancing it back to the total from the subledger. Differences between the two require research to discover and correct any problems. The accounted amount is always in the currency of the ledger, and the entered amount is always in the currency of the transaction. The transaction currency is stored in each subledger journal entry line.

Financial Management: Overview and Role and Responsibilities

Subledgers, especially, are vital for growing companies, which benefit from the organizational power they offer. Let’s use the Accounts Receivable Subledger to illustrate how subledgers work in practice. A financial transaction is any exchange or interaction of a monetary value that impacts a business. Global and regional advisory and consulting firms bring deep finance domain expertise, process transformation leadership, and shared passion for customer value creation to our joint customers.

Accounting is forced into an endless cycle of jumping between Excel and platforms to figure out what happened. The sub-ledger is an internal record that companies prepare as a part of the managerial accounting process. It does not fall under the same regulations and rules as the general ledger. Therefore, companies can choose the quantity of information that goes into it.

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Furthermore, you can delegate the accounting processes between more than one employee. One can post all transactions to the subsidiary ledgers daily and another post to the general ledger monthly. This keeps your accounts protected from potential fraud and simplifies the workload on each employee. It also helps you understand where your money is coming from and going. Every transaction has to be recorded and you can find problematic accounts that need to be confronted.

  • Therefore, the sub-ledger does not enhance the information provided in the financial statements.
  • The Enable Intracompany Balancing option must be selected in the ledger definition in order to enable the application of the balancing rules.
  • We will also discuss how this information can help you grow your business.
  • The group identifier is used by the journal import to identify journal import batches.
  • Hence, creating such subsets is the best possible option to not only maintain the data efficiently but also for calculations and quick access to information on an individual level.

Before understanding the difference between them, it is crucial to study each individually. So, one can imagine a big multinational corporation where hundreds and thousands of debtors, creditors, etc. are not uncommon. Stay up to date on the latest corporate and high-level product developments at BlackLine.

This ensures greater accuracy, and it supports a thorough analysis or audit. For example, the total amount of all your accounts receivables should be the same number as the total on the general ledger. There could be a simple fix as correcting an entry (wrong date or forgetting a credit), enter a missing entry, or making an adjustment journal entry. This is a task that is not to be put off for quarterly reports or annual reports. By doing it each month, you are ensuring that your accounting records are accurate and up to date.

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