QB Pro 2003 Trial Balance - Out of Balance


M

Michael Gillespie

Our system seems to have a one-sided "deleted" transaction which show on
some reports as "No Acct". The "Verify" function finds nothing wrong. The
file has been "Rebuilt". But the Trial Balance is out-of-balance by the
amount of this transaction.

At some point, when seleced, QB reported that the transaction was deleted
and QB would remove it. But this hasn't happened.

If it matters, this is a Canadian version and the item is a GST amount
from a deleted invoice.

Any help would be greatly appreciated!!!
 
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J

Jack

This is from the US Quickbooks support website, but should work for you
I'd think.

Accrual or cash basis balance sheet is out of balance
KB ID#: 107815
Categories: Data and Utilities
Question: Why is my balance sheet out of balance?

Possible
Cause:

If your cash or accrual-based balance sheet is out of balance, the most
likely cause is a transaction that has become damaged.

Answer: To locate the transaction and resolve the issue:

1. Make a backup of your company file to safeguard your data. Do not
overwrite an existing backup.
2. To locate a damaged transaction, you will need to determine the
first day that the balance sheet is out of balance. Use the following
report:

1. From the QuickBooks Reports menu, choose Company &
Financial, and then choose Balance Sheet Summary.
2. Click Modify Report, and if it is not already selected,
click the Display tab.
3. Select All from the Dates drop-down list.
4. Select the Report Basis that is out of balance, either Cash
or Accrual.
5. Select Year in the Display columns by drop-down list, and
then click OK.
6. Review the balance sheet to determine the first year it
went out of balance.
7. Click Modify Report and change the dates to cover the year
the report is first out of balance. For example, From 01/01/00 To 12/31/00.
8. Change the column display to Month, and then click OK.
9. Review the balance sheet again to determine the first month
it is out of balance.
10. Click Modify Report and change the dates to cover the month
when the report went out of balance. For example, From 03/01/00 To 03/31/00.
11. Change the column display to Week, and then click OK.
12. Review the balance sheet to determine the first week it is
out of balance.
13. Click Modify Report and change the dates to cover the first
week the report went out of balance. For example, From 03/11/00 To 03/17/00.
14. Change the column display to Day, and then click OK.
15. Determine what day the balance sheet went out of balance.
Leave this report open, as you may need it again.

3. When you know what day the balance sheet first went out of
balance, use the following report to find the out-of-balance transaction:

1. From the Reports menu, choose Custom Transaction Detail Report.
2. The Modify Report window may open automatically. If it does
not, click Modify Report, and then click the Display tab.
3. Under Report Date Range, type the date that your balance
sheet went out of balance in both the From and To boxes. For example,
From 3/14/00 To 3/14/00.
4. Select the Report Basis that is out of balance, either Cash
or Accrual.
5. In the Columns box, click Account, Split, Clr, and Class
(if Class is present) to remove the checkmarks. This makes the report
easier to read. If you are viewing a cash-basis report, click the Paid
Amount column to select it. Click OK.
6. The ending balance on this report will be the amount that
is out of balance. Look down the Amount column on an Accrual report, or
the Paid Amount column on a Cash report, for a transaction that equals
the ending balance of the report. If there is a single transaction that
matches the ending balance, proceed to step 4. If no transaction matches
the ending balance, please contact QuickBooks Technical Support for
further assistance.

4. Double-click the transaction to open it.
5. Add ten years to the date. For example, if the date is 01/01/00,
change it to 01/01/10, and then click Save & Close. Changing the date
causes QuickBooks to recalculate the transaction, which often resolves
the problem.
6. Click Refresh on the Custom Transaction Detail Report, and look
at the ending balance again. If it is now zero, you have located the
damaged transaction.
7. Change the dates at the top of the report to each be ten years
ahead (for example, From 03/14/10 To 03/14/10), and then click Refresh.
You should see the transaction with the changed date.
8. Verify that the ending balance of the report is still zero. If it
is, double-click the transaction, change the date back to the original
year, (for example, back to 01/01/01), and then click Save & Close.
Check your normal balance sheet to verify that it is now in balance.
9. If the report in step 8 does not have a zero balance, then you
will need to fix the damaged transaction by deleting, reentering, and
re-linking it to other appropriate transactions.

* If the damaged transaction is a payment that was previously
deposited, you will first need to delete it from its deposit before you
can delete the payment itself:

1. Double-click the transaction to open it (from the
report in step 8), and then click History at the top of the form.
2. Click the deposit that is listed, and then click Go To.
3. Note the details of the entry, such as date, account,
and total amount.
4. Select the appropriate payment line, and then from
the Edit menu, choose Delete Line.
5. Note the new total amount, and then click Save & Close.
6. On the payment, note the date, customer, amount, and
items paid (such as invoice numbers, or other clues to help you
re-create the entry), and then from the Edit menu, choose Delete Payment.
7. Enter a new payment for the customer, using the
original date, amount, and check number (if appropriate), and select the
same invoice or invoices to pay. Select the option Group with other
undeposited funds, and then click Save & Close.
8. From the Edit menu, choose Advanced Find.

1. Select Transaction Type in the Filter box, and
then Deposit from the drop-down list.
2. Select Date from the Filter box, and then enter
the deposit date in both the From and To boxes.
3. Select Amount from the Filter box, select the
"=" option, and then enter the revised deposit total.
4. Click Find.

9. The edited deposit should be highlighted in the
results area. Click Go To to open the form.
10. Verify that you are viewing the correct deposit, and
then click Payments at the top of the form.
11. Click the checkmark column next to the payment you
reentered, and then click OK. The payment will be inserted into the
original deposit.
12. Verify that the total amount equals your original
deposit amount, and then click Save & Close.

* If the damaged transaction is a bill payment check:

1. Double-click the transaction to open it (from the
report in step 8), note the details (such as date, check number, amount,
and bill or bills paid by the check), and then choose Delete Bill
Payment from the Edit menu.
2. From the Vendors menu, choose Pay Bills. Re-create
the bill payment using the original payment date.
3. Select the option Assign check no. to enter the
original check number after you click Pay & Close.
4. If this payment already cleared your account, be sure
to mark the check as cleared in the check register (in the register,
place a checkmark in the checkmark column for this entry, and then click
Record).

Note: If you paid the bill online, you can still
re-create it as a regular bill payment, since your bank has already
received the transmission. You do not need to transmit the payment again.

* If the damaged transaction is a paycheck:

Important: If you subscribe to the QuickBooks Assisted
Payroll Service (formerly QuickBooks Deluxe Payroll), please call (888)
712-9702 weekdays from 6:00 A.M. to 6:00 P.M. Pacific time, to discuss
how to delete a paycheck that was part of a payroll transmission.

1. Double-click the transaction to open it (from the
report in step 8), and note the date and check number.
2. Click Paycheck Detail, and note all the information,
including the pay period, hours, amounts, deductions, other payroll
items, company contributions, and net check amount.
3. Click Cancel to return to the check, and then choose
Delete Paycheck from the Edit menu.
4. From the Employees menu, choose Pay Employees, and
then re-create the check exactly, using all the same dates. You will
need to assign the check number in the check register, and mark the
check as cleared, if appropriate.

Note: The YTD amounts in the Preview Paycheck
window will not be correct for this check only, if you have already
created normal paychecks subsequent to the one you are re-creating. The
actual year-to-date for the employee will be correct on the next new
paycheck you create.

* If the damaged transaction is a check, bill or invoice:

1. Double-click the transaction to open it (from the
report in step 8), and then choose Memorize [transaction] from the Edit
menu.
2. You do not need to set a reminder, but name the
transaction with the date and transaction number, as these details will
not be memorized. For example, you might name a check entry 10/01/00 #350.
3. Once the item is memorized, choose Delete
[transaction] from the Edit menu.
4. From the Lists menu, choose Memorized Transaction
List. Select the item to reenter, and then click Enter Transaction.
5. Change the date and transaction number to match the
original entry, and then click Save & Close.

o If the item was a check that already cleared
your account, be sure to mark it cleared in the check register.
o If the item was an invoice that was paid, you
will need to choose Receive Payments from the Customers menu, enter the
customer name, select the reentered invoice, and then click Set Credits
to apply the original payment to the re-created invoice.
o If the item was a bill that was paid, you will
need to choose Pay Bills from the Vendors menu, select the reentered
bill, and then click Set Credits to apply the original payment to the
re-created bill.

10. If your balance sheet is still out of balance, you may have more
than one day that contains a damaged transaction. Use the report at the
end of step 2 to repeat this process for the next date needed.

Last Modified: 08/27/2002 Created: 11/20/2001






Michael said:
Our system seems to have a one-sided "deleted" transaction which show on
some reports as "No Acct". The "Verify" function finds nothing wrong. The
file has been "Rebuilt". But the Trial Balance is out-of-balance by the
amount of this transaction.

At some point, when seleced, QB reported that the transaction was deleted
and QB would remove it. But this hasn't happened.

If it matters, this is a Canadian version and the item is a GST amount
from a deleted invoice.

Any help would be greatly appreciated!!!
--
Affordable Support Services ..
No waiting for help.

660-949-2416
Northeastern Missouri
 

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