GL Out of Balances

GL Out Troubleshooting

A GL Out can be seen on the Bad Financial Summary Report, indicated with an X, or by finding your balance sheet is out of balance. The Home > Financial Summary Screen will have more information and let you know what date range to look into next.

Based on the information from the example screenshot we can determine the following:

• The Run Time of each item tells us that all three periods were manually refreshed. 
• The problem impacted July but began before July because the Prior was $15.00.
• Once June was updated and the Prior showed: $0.00, this means that this issue occurred somewhere in June or July.

Common Causes for GL Out

• The common suspects for a GL Out are a bad journal entry or a transfer that has been voided on only one bank register instead of both.
• Unbalanced journal entries can only be created if your login has the necessary permissions which are common with system admin or global admin roles.

Using the GL Trial Balance Report

If there isn’t a one-sided transfer void or easily spotted bad GL entry, you’ll want to begin your troubleshooting by opening the GL Trial Balance. The GL Trial Balance with By Groups will be your best option.

Using the GL Trial Balance Report, set the date range to the first month the GL was Out to confirm that you're looking at the correct month. At the bottom of the final page of the report, you’ll see the Debit and Credit Totals as well as prior and balance figures from the Financial Summary Screen.

Isolating the Issue

Once you’ve confirmed, you’ll want to begin narrowing your date range to 1 or 2 days where the prior is still $0.00 and the balance is not. From there, you can use continue with this report or move to the GL Research screen.

Using the GL Trial Balance Report

If you prefer to continue with the GL Trial Balance Report, which can be easier for smaller amounts of data, select only the codes with activity in the period you’ve narrowed down the Out to and refresh the report. This will now be a Trial Balance Report of only the activity in the narrowed date range and you'll need to start ruling out transactions with balances and remove them and update. Eventually, you’ll be left with a single, unbalanced entry.

Using the GL Research screen

If you prefer the GL Research screen, or if you have more data, go to the Accounting > GL Research screen and use the same narrowed date range, sort by transaction name, and export to Excel. Within the spreadsheet, you can confirm if each transaction was balanced and either hide or delete those rows. Once you’ve narrowed down the options to a single transaction, you should be able to adjust accordingly.

Note: If your balance sheet is out of balance but your GL is not, a code may have been used that is not in any of the balance sheet GL Groupings, so it does not display and is not totaled. Using the GL Trial Balance, you can determine which code has a balance but is not on your Balance Sheet and change your GL Groupings as needed to correct your issue.