Dynamics GP Cutover Open Balances Reconciliation Worksheet
At cutover, finance needs proof that what was in the old system is in the new one. This worksheet lists each control total in a row, calculates variance and keeps a status and owner so sign-off is traceable.
| Area | Account / control total | GP balance | New system balance | Variance | Absolute variance | Status | Owner | Checked on | |
|---|---|---|---|---|---|---|---|---|---|
$0 | $0 | ||||||||
$0 | $0 | ||||||||
$0 | $0 | ||||||||
-$560 | $560 | ||||||||
$0 | $0 |
Net variance can hide offsetting errors. Use total absolute variance as the real go/no-go number. Inventory often needs a separate lot and site level check.
Automated reconciliation
Optional: talk to us about scripted reconciliation between your legacy and target ERP.
Optional. The tool and every export work without this. No spam.
How to use it
Add one row per control total you will check: trial balance, AR, AP, inventory value, open orders. Enter the GP balance from the final reports and the new system balance from the equivalent report. Variance calculates automatically. Aim for zero absolute variance on GL, AR and AP; inventory may need an agreed tolerance if costing methods differ.
- Take GP figures after the final freeze
- Reconcile at customer and vendor level, not only totals
- Record who checked each line
- Export the signed sheet to your audit file
Net versus absolute variance
A net variance of zero can hide a plus and a minus error that cancel. The absolute variance column counts both as problems. Use it for the go/no-go decision and use the net figure only for the explanation.
Typical causes of variance
Unposted batches, foreign currency revaluation, inventory costed on a different method, items on hand with negative quantities, and customer credits applied differently are the usual suspects. Fix the source and rerun the load rather than adjusting with a journal, unless auditors have agreed that route.
Frequently Asked Questions
Which GP reports should I use?
Use the trial balance, aged trial balance for receivables and payables, and the inventory valuation report, all printed after the freeze. Keep the printed or PDF copy with the signed worksheet.
What tolerance is acceptable?
Zero for GL, AR and AP is normal. For inventory, agree a tolerance with finance and auditors before the load rather than after you see the numbers.
Should I reconcile at detail level?
Yes for AR and AP. Compare by customer and vendor, and for inventory by item and site. Totals alone can match while detail is wrong.
Does this work for AX 2012 as well?
Yes. Replace the source label with AX and keep the same structure of control totals, variance and owner.
If you want the comparison to run automatically from GP and the target system, we can look at building that check.
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