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If the Company Data Auditor finds an out of balance, a red question mark
will appear.
Click Display to view a report to identify the transactions which may be causing the out of balance and you can click the transactions in the report to open them. Refer to the info below on how to fix them.
You can also find out more from this video.
Invite your accountant or bookkeeper into your file. They can access your file directly and help resolve out of balance issues. See Invite a user to an online file.
If your receivables are out of balance
Referring to your Receivables Reconciliation Exceptions report, check the following:
Having trouble finding your out of balance? Run the Receivables Reconciliation report for prior dates until you find when the out of balance occurred. On the date the report goes out of balance there will be a transaction matching the possible causes below.
| What to look for | Possible cause | Solution |
|---|---|---|
| Wrong account used on a sale | The receivables linked account (sometimes called the Trade Debtors account) has been incorrectly used on a sale. Remember to never post directly to your receivables linked account. | Reverse the sale and enter it again using the correct allocation account. This is typically an income account. |
| Wrong feature used to record a sale | Recording a customer payment using Receive Money instead of Receive Payments. | Reverse the transaction and record it again using the correct feature. If the payment relates to an invoice, record it using Receive Payments. |
| Incorrectly allocated journal entry | A journal entry allocated to the receivables linked account. Remember to never post directly to the receivables linked account. | Reverse or delete the general journal entry and enter the transactions correctly through Enter Sales or Receive Payments. |
| Timing issue | A customer payment or credit may be dated earlier than the invoice to which it has been applied. This will create a false out of balance. | To check if you have a false out of balance run the report at a future date. For example "31/12/9998". If the report balances on this date look for any transactions dated in the future by mistake. You may need to delete and re-enter the transaction using the correct date. |
Still out of balance?
Check the following:
- The opening balance of your receivables linked account may have been changed. You might need to restore an early backup to check the account's original opening balance. If it's been changed, change it back to its original value.
- The account you use as your receivables linked account may have been changed. Check by going to the Setup menu > Linked Accounts > Sales Accounts, then check the Asset Account for Tracking Receivables. If this account has been changed:
- change it back to the correct linked account.
- determine the value of sales which have been recorded while the wrong linked account was set (this is likely to be your out of balance amount)
- record a journal entry to transfer this value from the wrong linked account to the correct linked account.
If your payables are out of balance
Referring to your Payables Reconciliation Exceptions report, check the following:
Having trouble finding your out of balance? Run the Payables Reconciliation report for prior dates until you find when the out of balance occurred. On the date the report goes out of balance there will be a transaction matching the possible causes below.
| What to look for | Possible cause | Solution |
|---|---|---|
| Wrong account used on a purchase | The payables linked account (sometimes called the Trade Creditors account) has been incorrectly used on a purchase. Remember to never post directly to your payables linked account. | Reverse the purchase and enter it again using the correct allocation account. This is typically an expense or cost of sales account. |
| Wrong feature used to record a purchase | Recording a bill payment using Spend Money instead of Pay Bills. | Reverse the transaction and record it again using the correct feature. If the payment relates to a bill, record it using Pay Bills. |
| Incorrectly allocated journal entry | Recording a journal entry to allocate directly to the payables linked account. Remember to never post directly to the payables linked account. | Reverse or delete the general journal entry. If it’s an adjustment, re-enter the transaction as a negative purchase and settle it against the original bill. |
| Timing issue | A payment or supplier credit may be dated earlier than the bill to which it has been applied. This will create a false out of balance. | To check if you have a false out of balance run the report at a future date. For example "31/12/9998". If the report balances on this date look for any transactions dated in the future by mistake. You may need to delete and re-enter the transaction using the correct date. |
Still out of balance?
Check the following:
- The opening balance of your payables linked account may have been changed. You might need to restore an early backup to check the account's original opening balance. If it's been changed, change it back to its original value.
- The account you use as your payables linked account may have been changed. Check by going to Setup menu > Linked Accounts > Purchases Accounts, then check the Liability Account for Tracking Payables. If this account has been changed:
- change it back to the correct linked account.
- determine the value of purchases which have been recorded while the wrong linked account was set (this is likely to be your out of balance amount)
- record a journal entry to transfer this value from the wrong linked account to the correct linked account.
If your inventory is out of balance
Referring to your Inventory Value Reconciliation Exceptions report, check the following:
| What to look for | Possible cause | Solution |
|---|---|---|
| Wrong feature used | Recording an inventory adjustment using a journal entry instead of the Adjust Inventory feature. | Reverse the transaction and record it again using the correct feature. |
| Transactions allocated directly to the inventory asset account | Using the inventory asset account as the allocation account in a sale, purchase, spend Money, receive money or inventory adjustment transaction. | Reverse the transaction and record it again using the correct allocation account. |
| Incorrect linked accounts | The linked asset account for an inventory item has been incorrectly linked to an account other than your inventory asset account. | Check the linked asset account for your items (Inventory > Items List > open the item > Profile tab > Asset Account for Item Inventory). If this account has been changed:
|
Once you've addressed the out of balance, run the Company Data Auditor again to see if there's any other issues.
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