GL OUT TROUBLESHOOTING
A GL Out can be seen on the Bad Financial Summary Report with an “X” or by finding your balance sheet is out of balance. The Financial Summary Screen will have more information and let you know what date range to look in next.
You’ll notice each of the three periods above were manually all refreshed because of the run time. The problem impacted January but began before January because the Prior was for $15.00. Once December was updated and the , the Prior showed: $0.00. This means shows that this issue is somewhere in January/December. The common suspects for a GL out are a bad journal entry or a transfer which 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. 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. Since the GL Trial Balance report has a date range, setting the date range to the month of the first out to confirm that you’re looking in the correct month. At the bottom of the final page of the report you’ll see the debit and credit totals and well and prior and balance figures from the Financial Summary Screen.
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. If you prefer to continue with the 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 should now be a Trial Balance of only the activity in the narrowed date range. From there, start ruling out transaction that balance and remove them and update. Eventually you’ll be left with a single, unbalanced entry. If you prefer the GL Research screen, or if you have more data, go to the Accounting GL Research screen. Here you’ll use the same narrowed date range, sort by transaction name and export to excel. From here, 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 you balance sheet is out of balance but your GL is not, a code has been used but 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. From there, changing your GL Groupings will correct your issue.